Once the scanner/monitor begins operation, it will login to Goldmine using the user account you created for CopiaFacts. After it has successfully logged in, the Goldmine user interface window will be minimized and you will see the following window displayed:

The configuration file name and logged in user name will depend on your setup. The scan interval is the number of seconds between scans of the calendar table, in which the scanner looks for assigned fax and email activity. The number of seconds remaining before the next scan begins is displayed next to the scan interval setting. You can change this setting temporarily on this screen or through the configuration process explained later. You can also start the next scan immediately by clicking on the Start Scan Now button.  Once the scan starts, the caption on this button will change to Stop Scan Now.

The Pause/Resume Scan is another button that can be used to control scan processing. Pausing a scan delays the processing the next calendar activity until the scan is resumed. Stopping a scan ends the current scan and begins the next delay cycle.

Shutting down allows you to shut down and exit the scanner. If the scanner is in a delay period, the shutdown will take place immediately after you confirm on the following prompt:

Otherwise, shutdown will take place after the selected calendar activity is processed. If there is some delay preventing shutdown from taking place, the button caption will change to Cancel Shutdown and you will have the opportunity to cancel the shutdown process before it begins. Shutting down is essentially harmless since you can restart at any time.

The display area above the control buttons contains a scrollable list of the last 300 system messages. The messages display status information or errors. You can clear the message display area by clicking on the Clear Messages button and confirming that you want to clear the message display. The messages in the display area are not logged to disk. However, you may use the CopiaFacts FFTRACE program to do additional tracing and logging which can be saved. Always use FFTRACE if you are having a problem with the scanner and need to determine what is happening.

Below the control buttons are a series of session counters that help you track the progress of the scanner in processing its assigned calendar activities. The Remaining Calendar Records counter shows how many total calendar records remain to be processed. This value is based upon a count of the calendar activities of type other that are assigned to any of the tracks assigned to the scanner. If this number remains constant, it means that the calendar activities that were found are scheduled for a later time and/or date. So the scanner will not process them until that time. The Skipped Calendar Records counter shows how many calendar records were skipped out of the selected calendar records. Skipped records are the result of an attempt to process a calendar activity that was last updated by the CopiaFacts Goldmine user (the one the scanner uses to log in) or activities that are not scheduled to be performed yet. Calendar activities that were last updated by the CopiaFacts Goldmine user and still assigned to one of the scanner tracks are probably the result of some previous error. You should examine such activities and either correct or delete them.

The Pre-process Failures counter displays a count of calendar activities that contained syntax errors that prevented a fax/email transaction from being created. No FS file is created for these errors. A Goldmine history record is created and the calendar activity is reassigned to the creator of the activity. The history record notes will contain a reason for the failure. Common reasons for these types of errors include missing fax or email information, invalid file names, and other syntax errors in the reference field.

The Calendar Records Read counter contains a count of the calendar records read and processed since the last time the scanner was started. The FS Files Written counter contains the number of fax/email transactions written since the last time the scanner was started. Each FS file represents a single calendar record and contact. The FS Files Processed counter displays a count of FS files (fax/email transactions) that have been sent or failed to be sent and that have been processed and updated to Goldmine history. Calendar activities associated with these FS files should be completed. The FS Files Skipped counter displays the completed transactions that the scanner was unable to process. Skipped FS files are unusual and may be caused by missing fax or email parameters in the FS file or when an error occurs trying to load the FS file. The FS File Post Failures counter displays a count of FS files that failed to post to history. The errors are recorded in the FS files, the message display, and the trace log if you are running FFTRACE. A common cause for post failure is deletion of the associated calendar activity record. The Clear Session Counters button is used to rest all counters except the remaining and skipped calendar records.

The area to the right of the scan interval displays the current state of the scanner. Usually, this is either a scanning message or a countdown of the number of seconds until the next scan begins. When you pause a scan or have started a shutdown process, that status will be displayed here as well. You may occasionally see message indicating that the scanner is in the process of logging off and reconnecting to Goldmine. This is usually due to high memory consumption. After a restart, the problem should be resolved.

The main message display area contains a list of the last 300 messages issued by the scanner. Older messages are discarded as new ones are added. You may right click on the message area, click on Select all in the pop-up menu and then choose Copy to copy messages from the scanner and paste them into another application such as Notepad. This allows you to save messages in case you wish to review them later.