Creating Goldmine Fax or Email Activities

Sending faxes or emails through CopiaFacts and Goldmine is done simply by scheduling an activity of type other and assigning that activity to a previously defined fax or email track. Scheduling may be done as part of an automated process, using filters, or by selecting individual contacts and filling in the schedule form:

The reference field may contain file references, commands, and notes. The notes are separated from the file references and commands by two forward slashes (//). Anything following the slashes is treated as part of the reference notes. File references may be fully-qualified path names, package names, or just the base file name, provided the file can be located in one of the default search folders. The default search folders are defined during the setup process and include the Goldmine templates folder, the default import folder (OmniRush outfax folder), and the OmniRush import folder which OmniRush normally put under Program Files\Goldmine. The OmniRush import folder is optional, but if it is specified it may be any valid folder. Both the Goldmine template folder and OmniRush import folder may contain individual user subfolders. The user subfolders are always searched before the parent folder.

The reference field is limited to 80 characters. So it is best to reference files that are in the default search paths or to use packages when you need to send a number of files. Packages may be specified by package name in the reference field. The CopiaFacts implementation of packages does not support the OmniRush package structure. We simply allow you to define a package as a set of files. Packages may not contain other packages and all packages are available to all users.

The reference field may also contain commands that may be used to override some of the track and default settings. Commands that take parameters must use a colon to separate the command from the parameter(s). There cannot be any spaces in the command parameters. Commands include:

OWNfollowed by the job owner name. The default job owner is the creator of the calendar activity record. You may use Goldmine macros (preceded by a plus sign) to specify the job owner in the job owner override command. Job owner must be a valid Goldmine user.
FWDfollowed by a Goldmine user to forward/assign the activity. This command may be used to override track forwarding options. The forward command may also use Goldmine macros (preceded by a plus sign) to specify a valid Goldmine user.
FCPused to force a cover page. Normally, a cover page is sent if the CopiaFacts user profile associated with the Goldmine user specifies a cover sheet. If the user does not have a cover sheet then the track cover sheet will be used.
NCPused to drop the cover page
FAXfollowed by the fax number to use for the recipient instead of the fax number associated with the contact
EMLfollowed by the email address to use for the recipient instead of the email address associated with the contact
JDAfollowed by the job document actions to take after sending the fax or email. Valid job document actions consist of a single command letter which must be one of the following: D (delete job files); A (archive/save merge files); L (link master documents); E (link merged documents); or S (link merged documents with sync. Job document codes may be upper or lower case. You may only choose one option.
FSFjob actions for success or failure. The first code following the letter F is the success action code and the second is the failure code. Action codes must be one of the following: C (complete calendar activity); D (delete calendar activity); or R (forward/assign activity). As with the job document action codes, job action codes may be upper or lower case.

The activity must be of type other. The activity code is optional. We recommend adding codes for fax (FAX) and email (EML) to the selection list so the purpose of the activity is apparent, but you are not required to do so. The primary user should be one of the CopiaFacts fax or email tracks you created. Time and alarm fields may be set as desired. The scanner will not process any calendar activity until the scheduled time.

When a calendar activity is selected for processing by the scanner/monitor, the reference field is checked for syntax errors and valid files and/or notes. The contact is also checked for a valid fax number or email address if no override is given. If there are any errors in the pre-process step then the activity is assigned back to the creator with the alarm set. The job creator may then make the appropriate corrections and reassign the activity to the fax or email track or may delete the activity altogether.

Once the activity has passed the syntax checks an FS file is generated to send the specified documents. An FS, or fax send, file is used by the CopiaFacts server to send a fax or email. If there is an error generating the FS file, which is rare, the activity will also be assigned back to the activity creator. When an activity is reassigned due to errors, the applicable error messages are posted to the activity notes as results. If you decide to reassign the activity to a fax or email track, you should clear the error results from the notes along with the user notes header to make sure your notes are back to their original state.

Once the FS file is generated, the calendar activity record user is updated to the track’s busy flag name to avoid having the activity record selected multiple times. If there is a problem updating the user to the busy state and we cannot verify that the name is reset, no FS file will be generated.  Once the FS file has been generated, the calendar record should be flagged and will display in the pending tab as follows:

The track user name is prefixed with a tilde (~). These pending records should eventually go away when the transaction is complete. The calendar activity is then either, forwarded, deleted or completed and a history record is generated. If you manually delete these records, the activity will not be completed and no history record will be generated. It may take a while for all of these records to disappear. Precedence is given to processing calendar activity records to generate FS files and to get fax and email transactions into the server queues so they may be sent as quickly as possible. When there are no more scheduled fax or email activities, the scanner begins processing completed transactions to post the history, file results messages, and create document links when specified.

If a fax or email fails due to delivery problems, a history record is posted and the calendar activity is completed, deleted, or forwarded.  No results message is created and filed. Instead, the results are put in the history record. No documents are linked for failed deliveries and all job merge documents are removed when a failure occurs. If the calendar activity is forwarded on failure you can make corrections and reassign it to a fax or email track. The screen below shows the pending tab for a failed fax:

You can edit the pending activity to resubmit it. In order to find out why the fax or email failed, though, you will have to check the history tab for the results:

The result column shows NFX for failed faxes or NML for failed email. The preview pane shows the result, including the reason for the failure. Once you’ve determined the reason for the failure you can delete the activity, complete it, or resubmit it by assigning it back to an email or fax track.

When a fax or email is delivered successfully, a results message is created and filed in a set of mail center folders created for this purpose. The mail center folders are named CopiaFacts Fax and CopiaFacts Email. Subfolders are created for each month. The subfolder is named using the full month name and 4-digit year. A sample mail center screen is shown below:

Selecting a folder displays the contents. These messages will also appear as Msg Filed transactions on the history tab for the contact. So you will be able to double-click on that history item to display the message or you can select it from the appropriate folder in the Email Center.

When you display one of the results messages, you will be able to see the results of the email or fax transaction, your original notes, and optionally the attached document depending upon the job document action. A sample message screen is shown below:

You can double click on the attachment to view it. In this case, the attachment is an archived fax and will be displayed using the CopiaFacts viewer, which also allows you to annotate and/or forward the attachment if desired.

When you archive and link documents, the document(s) sent will be linked to the contact. Faxed documents are archived as a single TIFF image. Email documents consist of the email message body and any optional attachments. The linked documents should show up on the links tab for the contact and will be displayed in the preview pane if a suitable document viewer has been set up. A sample contact screen with a linked fax archive image is shown below:

In this example, no viewer has been enabled. Documents will not be linked unless the job document action associated with the activity or track specifies linking the document. You will still have history records fax and email activities even if you do not specify linking.