CopiaFacts User Profiles

CopiaFacts maintains a set of user profiles that define a number of settings for the CopiaFacts client software, as well as fax lines and email threads used in the CopiaFacts engine. Default user profiles are provided for standard operations. Job administration and CopiaFacts client software use special variations of user profiles known as user job profiles. These profiles are intended to be used for fax and email jobs created by the job administration system or by the CopiaFacts workstation client software.

The CopiaFacts client software uses the Windows login name to determine which user job profile to use for fax and email sent by the client software. The user job profile contains common information that may be used to control the sending of a fax or email. The user job profile is stored in a folder that is unique to each CopiaFacts user. This folder also contains the client settings in a file called owner.ini. These client settings contain information such as fax header, cover sheet, and sender attributes, that may be used for sending a fax or email. Each fax or email transaction file (.FS file) that is generated must contain a reference to this user job profile.

The fax and email transactions generated by the scanner must also reference a valid CopiaFacts user job profile. In order for this to happen, each Goldmine user must be associated with a CopiaFacts user. You may create a CopiaFacts user for each Goldmine user or you may assign multiple Goldmine users to a single CopiaFacts user. The process of assigning Goldmine users to CopiaFacts users is called mapping. Any Goldmine users not mapped or assigned to a CopiaFacts user will be mapped to the specified default CopiaFacts user profile, which is assigned or created by the setup wizard.

When a fax or email is sent, the scanner determines the Goldmine owner from the activity record used to send the fax or email. It then determines the CopiaFacts user assigned to that Goldmine user. It then retrieves the sender name from the CopiaFacts user settings file. The sender name is the value from the Send As key in the User Personal Data section of the owner.ini file for the CopiaFacts user. If there is no Send As value then the Goldmine user’s full name will be used as the sender name. The Send As value allows you to override sender name that would ordinarily be provided by Goldmine. The Fax and Email values from the User Personal Data section of the owner.ini file provide the sender’s fax and email address if these values cannot be retrieved from the Goldmine user INI file.

The CopiaFacts user also determines where the JCF file is written and whether or not it is updated with transactions generated by the scanner. The JCF file is a list of FS files generated on behalf of a particular CopiaFacts user or a specific job instance in the job administration system. The JCF file is used by the CopiaFacts status program to display the status of pending, sent, and failed faxes and emails for a particular CopiaFacts user. Since the scanner generates history records, you may have no need of the CopiaFacts status program to track email and fax transactions.

Cover Sheets

Each CopiaFacts user must have a default cover sheet. That does not mean that this cover sheet will be sent with each outgoing fax. The CopiaFacts client has the option of sending a cover sheet or not and CopiaFacts administrators may opt to not include any cover sheet.

The scanner works a little differently with cover sheets. CopiaFacts users mapped to Goldmine users must still have a default cover sheet assigned. You may also set the option to not include a cover sheet when that CopiaFacts user is used. However, the cover sheet assigned to the fax track takes precedence over the cover sheet assigned to the CopiaFacts user and will always be used unless the CopiaFacts user option to exclude the cover sheet is set or the NCP (no cover page) option is used in the reference field of the activity record used to schedule the fax. If the FCP (force cover page) command is used in the reference field, then either the track cover sheet or the CopiaFacts user cover sheet will be used. In any case, the cover sheet for the CopiaFacts user will be used if the track does not have a cover sheet.

If you do not wish to send cover sheets do not assign a cover sheet to the fax track used or disable cover sheets for the associated CopiaFacts user or use the NCP option in reference field of the activity record. You must assign a default cover page for each CopiaFacts user and either the track cover sheet, if one is defined, or the CopiaFacts user cover sheet will be used unless you specifically prevent one from being sent.

Using Goldmine Data in Cover Sheets

OmniRush users typically used RTF files with merge codes as cover sheets. Although you can effectively still use RTF files as cover sheets by including them as the first file in the activity reference field and specifying no CopiaFacts cover sheet with the NCP command, we encourage you to take advantage of the more flexible and powerful features of CopiaFacts graphical cover sheets. CopiaFacts cover sheets may be easily created using a combination of the CopiaFacts workstation client and the CopiaFacts fax viewer or just using the fax viewer alone. Cover sheets are stored as either GCT (graphical cover template) or GTT (graphical TIFF template) files. Each CopiaFacts installation includes a sample cover sheet called SAMPLE.GCT, which you can modify. Or you can easily create your own starting from your favorite word processor or graphics program.

CopiaFacts cover sheets may contain CopiaFacts variable references which are similar to OmniRush merge codes, but start with the CopiaFacts macro character instead of &. The CopiaFacts macro character is normally the @ sign. CopiaFacts includes a number of system variables, which are described in Appendix D. You can define additional variables in many of the configuration and control files that are part of the CopiaFacts system. The CopiaFacts for Goldmine software adds a number of variables to fax send (FS) transaction files it creates. These are described in the previous section on Scanner Fax and Email Transactions.

You can define your own CopiaFacts variables that may contain constant data, Goldmine data, or Goldmine/OmniRush macros and merge codes. The variables you define will be included in the FS files generated by the scanner and will be available for use on CopiaFacts cover sheets. You define these variables in a section of the CopiaFacts for Goldmine configuration file FFGMCFG.INI. The section is called User Goldmine Data Variables. We now include a sample section in the basic FFGMCFG.INI file that is shipped with CopiaFacts for Goldmine:

[User Goldmine Data Variables]

GM_ADDRESS1=CONTACT1->ADDRESS1

GM_ADDRESS2=CONTACT1->ADDRESS2

GM_ADDRESS2=CONTACT1->ADDRESS3

GM_CITY=CONTACT1->CITY

GM_COMPANY=CONTACT1->COMPANY

GM_COUNTRY=CONTACT1->COUNTRY

GM_DEAR=CONTACT1->DEAR

GM_DEPARTMENT=CONTACT1->DEPARTMENT

GM_EXT1=CONTACT1->EXT1

GM_FAX=CONTACT1->FAX

GM_KEY1=CONTACT1->KEY1

GM_PHONE1=CONTACT1->PHONE1

GM_STATE=CONTACT1->STATE

GM_TITLE=CONTACT1->TITLE

GM_ZIP=CONTACT1->ZIP

GM_EMAILADDR=&Emailaddress

You may remove this entire section or modify it as you see fit. Currently, you will have to do so using a text editor such a COPIAEDIT (or Notepad). Just remember to shutdown and restart the scanner in order for the changes to take effect.

Each entry in this section consists of the name of the CopiaFacts variable you wish to create on the left side of the equals sign and the value you wish that variable to take on the right hand side of the equals sign. Be sure to use variable names that do not conflict with CopiaFacts system variables or any of the variables described in the Scanner Fax and Email Transactions section. The value may consist of constant text, a Goldmine macro, a supported OmniRush merge code, or a Goldmine expression that results in a database or constant value. Most of the entries in the sample section use Goldmine database column references, which consist of a table name, the -> member of symbol, and the column name. These references are evaluated for each contact in the job and placed in the FS file. You may then refer to the result on your cover sheets by specifying the associated CopiaFacts variable name. For example, to display the value of the KEY1 field for the contact on your cover sheet, you would specify the CopiaFacts variable reference @GM_KEY1.

You may specify as many or as few variables as you wish in this section. Keep in mind that each reference requires the expressions to be evaluated at run-time for each contact and may impact performance somewhat. So try not to specify variables you don't need. You do not need to specify CopiaFacts variables to contain the notes text from the Notes field in the activity record. Notes are automatically converted to plain text and placed in CopiaFacts MEMO# variables, where # is a number starting at 1 that represents a line number within the body of the text. The presence of notes also automatically triggers a cover sheet, unless the NCP option is used in the reference field to suppress the cover sheet.

Merge Codes

Merge codes and macros are used almost interchangeably in scanner processing. The OmniRush merge codes supported by the scanner are defined in the configuration file FFGMCFG.INI. The OmniRush merge codes are defined in terms of Goldmine macros, CopiaFacts macros, and internal macros. The internal macros are always checked first when attempting to satisfy macro and merge code references. The internal macro list consists of Goldmine user information at this time. Each time a new Goldmine user is encountered in the user field of the selected activity record, information for that user is retrieved and stored in the internal macro table.

The internal macro table currently consists of the following entries, mostly derived from the Goldmine user INI file:

&User_Var.LoginGoldmine user name
&User_Var.Title Title value from User_Var section
&User_Var.FirstName FirstName value from User_Var section
&User_Var.MiddleName MiddleName value from User_Var section
&User_Var.LastName LastName value from User_Var section
&User_Var.Email Return_Address value from Internet section
&User_Var.Phone Phone value from User_Var section
&User_Var.PagerNum PagerNum value from User_Var section
&User_Var.DID DID value from User_Var section
&User_Var.Fax Fax value from User_Var section