When you wish to make changes to the scanner configuration, you should click on the Configuration button. You may be prompted to enter the administrator name and password you assigned during setup. Before you can make changes to the configuration, the scanner must be in the idle state. Stop scanning first if the scanner is not in the idle state and you wish to make configuration changes. When you enter configuration mode a backup copy of your current configuration is made and then the following window is displayed:

From this page you may make changes to the scanner administrator. You may also click on other tabs to make changes to those sections. Use the arrows on the tab set to display tabs that are not visible. Clicking on the Goldmine Login tab to display the following page for making changes to the Goldmine user assigned for the scanner’s use:

You may change the user and/or password and login delay. The login delay specifies the number of seconds to wait after login before the scanner makes any API calls to the running instance of Goldmine. The default is 15 seconds and may be changed to any value between 5 and 300 seconds. You should increase this value if you are experiencing difficulty with the scanner completing a login to Goldmine. If you change the CopiaFacts Goldmine user and save configuration changes, the scanner will log off and log back in with the new Goldmine credentials.

Click on the Tracks tab to make changes to the track configuration. That will display the following page, which allows you to add or remove tracks or to update the settings for current tracks.

You may select tracks from the existing set of Goldmine users. Unlike the setup wizard, you may not create new Goldmine users to assign as CopiaFacts tracks. If you wish to create new Goldmine users to assign to a CopiaFacts track, you must do so in Goldmine before configuring the track in the scanner.

You may select the various tracks from the drop-down list of possible tracks. The currently assigned tracks appear first in this list. If you select a track that is already defined then the settings for that track will be loaded from the configuration file. Unassigned tracks will have default settings applied first, but no track owner will be assigned. You must save all settings you make to a track by clicking on the Update Track button, which is enabled when you make changes to the track settings. If you attempt to change the track without saving changes first, you will be prompted to do so first.

Every track should have a Goldmine user as track owner. The Priority setting determines the priority queue for fax/email transactions. It is recommended that fax tracks be assigned a priority of one while email tracks should be assigned a priority of four. The track function may be selected from the Function drop-down list. Check the Set as default checkbox to make the track the default for the currently selected function. Default tracks are used when fax/email transactions without assigned tracks are processed.

The Fax header/Subject entry is used to assign a fax header for fax transactions or an email subject for email transactions in which a subject does not appear in the notes portion of the reference field in the calendar activity. The default fax header for the track will be used when a header is not provided in the CopiaFacts user profile associated with the sender. The Cover sheet entry is used to set the cover sheet for the track. The track cover sheet is used when there is no cover sheet assigned to the user in the associated CopiaFacts user profile.

The Job Success and Job Failure actions may be selected from a drop-down list of actions that include:  delete activity in host; complete activity in host; forward to job user; forward to created by user; forward to last updated by user; and forward to track owner. The default action for success is to complete the activity in the host. The default action for failure is to assign the activity back to the activity creator. Deleting an activity merely deletes the calendar activity record while completing an activity means the calendar activity will be completed using the calendar activity completion API call. Forwarding assigns the activity to the specified user. The job user is the activity creator by default unless a different job owner is specified using the OWN: override command in the reference field of the calendar activity. The forward to user may also be overridden in the reference field using the FWD: command. In both cases a history record will also be written.

The Forward options include:  keep activity alarm status; never forward with alarm; and always forward with alarm. These options determine the setting of the alarm flag when an activity is reassigned to another Goldmine user. The default is to keep the current alarm status in the calendar activity record.

The Missing reference options determine how missing reference notes, i.e., the notes following the double forward slashes (//) in the reference field of the calendar activity field are handled. This action is taken when this reference is not found. Options include: leave blank; use entire reference field; or use text following the last token. The last token in this case is the last valid parameter in the reference field.

The Export notes to history options are:  include result and user notes (the default); include result only; or include reference only. The result field is the set of CopiaFacts results that provide the status of the fax/email transaction. Reference refers to the reference field in the calendar activity.

The Job document action determines the handling of job documents which consist of master files (source documents), merged documents (merged output files), fax archive images, and email attachments. CopiaFacts handles job document processing in a slightly different fashion than OmniRush. Options include:  delete job files; save merged file to disk; link history to master file; save merged file and link to contact; or save merged file and link to contact with sync.  The scanner considers job files to be those files which are the output of merge operations done on Word documents, RTF files, and HTML files. Merge files are only produced when the source document contains Goldmine DDE links, OmniRush/Goldmine macros, and/or CopiaFacts macros. If the source document does not contain links or macros, it is handed directly to the fax server for rendering and sending. Job merge files are originally created in the working folder and renamed and moved to a sub-folder in the linked document folder. The job merge documents may be deleted after the fax or email that includes them is sent, depending upon the job document action. Job merge documents for failed transmissions are always deleted. If the link history to master file option is chosen then the source document(s) will be linked to the associated contact record. The other link options link either an archived fax image or the email body and attachments to the associated contact record. Email attachments may be source documents or job merge documents and may be mixed. Synchronization depends upon the setting in Goldmine under preferences and not the sync option on the job document action.  Both options do the same thing, but are shown as two separate options to maintain compatibility with OmniRush.

The Delete button may be used to delete the track from the assigned CopiaFacts tracks. It does not remove the Goldmine user associated with the track. That should be done from within Goldmine. Since the calendar activity query includes a search for records with matching CopiaFacts tracks, you should remove tracks you are no longer using to eliminate unnecessary comparisons in the query. Keep in mind that tracks must be updated or deleted using the buttons on the track page, which saves them to or removes them from the configuration file. If you cancel changes, though, the backup configuration file is restored and all changes are lost.

The User Template tab is used to assign a default CopiaFacts user profile and/or to update individual CopiaFacts user profiles. These profiles are used to supply information such as priority queues, fax headers, sender name, and possibly fax numbers and email addresses for senders. At least one default CopiaFacts user profile must be created. This is normally done during setup. You may then create individual profiles for each Goldmine user or assign a particular profile to a group of Goldmine users. This page may be used to select the default CopiaFacts user profile, to update a particular CopiaFacts user profile, or to select a template to apply to selected Goldmine users on the Users page.

The User Template page appears as follows:

The page is first displayed with the default CopiaFacts user selected and the settings for that user filled in. You may modify these settings and save them by clicking on the Update Template User button. You may also select a different user, modify that user, and optionally make that user the default.

Each Goldmine user may have a corresponding CopiaFacts user profile or may be assigned the same CopiaFacts user profile as other Goldmine users. Goldmine users that are not assigned profiles use the default CopiaFacts user profile. The CopiaFacts user profile provides a fax header, cover sheet, priority queue, and optionally the sender name, sender fax, and sender email.

Template settings will be used to update and/or create CopiaFacts user profiles for selected Goldmine users as shown on the Users page below:

Goldmine users may be selected/deselected using the mouse and/or the Select All and Select None buttons. Once users are selected you may click on the Update/Create CopiaFacts Users button to update or create individual CopiaFacts user profiles for each selected Goldmine user. Settings from the User Template page will be used to update existing users. New users will be created using their user name for the sender name and their fax and email addresses from their Goldmine user INI file. If either the fax and email address is missing for new users then the values from the user template will be used.

The Map Selected Users to Template will assign the template CopiaFacts user profile to the selected Goldmine users. This will update the user map in the configuration.

The Settings tab is used to update various configuration settings, in particular the folders used to find reference documents, the scan interval, and email notification settings. The Settings page is shown below:

The Goldmine template folder is the folder containing the public and private template documents. This folder is checked first for ambiguous file references. The user’s private folder is searched before the public folder. Next the OmniRush users import folder, if one is specified, is checked. Users’ private folders are searched before the root of the folder. Finally the default import (outfax) is searched.

The working folder is the folder in which job merge files (merged output) are first created. They will remain here unless a linked document (archive) folder is specified. In either case the job merge documents and fax archive images will be written to monthly sub-folders named Archive_YYYY_MMMMMMM where YYYY is the current year and MMMMMMM is the full name of the current month. Job merge document base names will be of the form GMDxxxxxxxx_# where GMD stands for Goldmine document, xxxxxxxx is the FS file number, and # is a sequence number starting at one for each new FS file. Fax archive images will be stored in files with names in the format GMPxxxxxxxx_KEEP.TIF where GMPxxxxxxxx is the base FS file name.

The scan interval is the number of seconds to delay between scans of the calendar table for activities assigned to CopiaFacts. The default delay is 120 seconds. This number should be large enough to avoid unnecessarily repeatedly scanning the calendar table. The delay between scans is reduced to 5 seconds as long as calendar activity records are found for CopiaFacts. So having a longer delay should only impact the initial scan and should not be a problem for large broadcasts.

The notification fields are used to specify an email sender (from) for error notifications from the scanner and the email to send the notification to when there are severe errors. Most notifications will be accompanied by the scanner shutting down due to unrecoverable errors. The reason(s) for the shutdown or notification event will be included in the body of the email.

The Packages tab is used to define packages of files to be delivered. The package is a convenient method for specifying a group of files to be sent by just using the package name in the reference field of the calendar activity record. The Packages page is shown below:

Package names are listed on the left and their contents on the right. You should right-click the mouse in either list to display a menu of options. Currently those options only include adding or removing packages or package contents. When adding to a package you will be allowed to browse for files to add. If any of these files are in the standard search paths, the path name will be removed and just the base file name will be added to the package. Otherwise the full path to the file will be added to the package.

The advanced tab allows you to perform advanced configuration changes. Normally, you will leave these settings at their default values.

The notes settings allow you to modify the appearance of your fax/email results and user notes headings. You may change the headers for fax results, email results, and pre-process/syntax errors. You may also change the font and style of the text in the headers. Clicking on the buttons with the letter A brings up the font selection dialogue for changing the header font. This should only be done by experienced users who are familiar with HTML and the effects of font changes and valid sizes. The entries made here are not validated for correctness or suitability. Keep in mind that the font and style selections will be embedded in the HTML of the notes fields and may be viewed by other users. Selecting the wrong font could cause problems for other users.

The control parameters allow you to set performance settings for the scanner. Calendar queries are normally broken down into queries of 30 records at a time to reduce the use of Goldmine resources. You may increase or decrease this number or not limit the number of records per pass at all. Setting limits doesn’t impact performance all that much because the wait cycle is automatically reduced to 5 seconds as long as there are remaining calendar records to process. Chunking down processing this way also reduces the overall system load allowing other programs to run more efficiently.

You should always check Goldmine memory usage since bad things will happen if Goldmine runs out of memory. Monitoring Goldmine’s memory usage allows the scanner to log off Goldmine when memory usage reaches critical levels and to then log back in again, freeing memory in the interim. Without getting into a discussion on Windows memory management, which is well beyond the scope of this reference, we’ll briefly discuss memory management within the context of the scanner. The scanner may either monitor Goldmine’s private memory usage or its working (shared) memory usage. You may set either an upper limit in kilobytes (KB) or a percentage in the increase of memory used based upon memory usage at the time the scanner logs into Goldmine. Percentage increase is by far the easiest to use. You can set a maximum percentage increase of 400 percent. Memory usage is checked at the end of every scan. So the number of records per scan affects when the memory is checked. If you have too many records per pass, Goldmine may run out of memory before the scanner can check it. You may experiment to find the optimum for your system. We recommend 30 records per pass and a 200 percent increase checking Goldmine’s private memory usage.

Blackout periods may be used to force the scanner to log off Goldmine during certain times of the day. The scanner is still running during those times. It just isn’t logged into Goldmine. You may wish to use blackout periods to do scheduled maintenance or backups. You may set one weekly blackout time and one weekend. To blackout an entire period, such as the weekend, choose a starting and ending time of midnight.

When you are done making changes to the configuration you must click on the Save Changes button in order to complete the changes. Some changes, such as updates to CopiaFacts users on the User Template and Users pages take effect immediately. These changes are not affected by clicking on either the Save Changes or the Cancel Changes button. However, any changes that affect the configuration settings, including the mapping of Goldmine to CopiaFacts user profiles must be saved. The old configuration is save to a backup file named FFGMCFG.### where ### is a numeric value from 000 – 999. The first time you update the configuration, the previous settings will be saved to FFGMCFG.001. Changes are also applied to the configuration already loaded in memory. So any changes you make will take effect immediately. Keep in mind that any changes you make may adversely affect calendar activities you have already scheduled, but which have not been processed yet. If you make changes to track settings or user profiles, the remainder of the scheduled calendar activities will use the new settings.

If you click on the Cancel Changes button, you will be asked to confirm your choice. If you continue with the cancellation, the backup configuration file will be restored and no updates will be made. Updates made to CopiaFacts user profiles will still be in effect.