Scanner Fax and Email Transactions

The scanner generates a single FS (fax send) file for each calendar activity record processed. The base portion of the file name consists of the prefix of GMP followed by the next FS number. The next FS number is an 8-digit, sequential number derived from the NextFS file in the ToSend folder. Most CopiaFacts utilities use this method to assign unique names to each fax or email transaction file.

The FS file is a text file containing a set of instructions or commands for delivering the fax or email. The FS commands are described in the CopiaFacts reference. So we’ll only describe the set of commands that are unique to the scanner.

The scanner begins each FS file it generates with the following comment line:

;Generated by:  CFGMServer - Version 8.x.x

This comment may be removed by the fax server during subsequent processing of the FS file, but should be present in newly generated FS files that have not been processed yet. The line is only present as a visual cue that the scanner created the FS file. It is not used during processing of the FS file.

The following command is added by the scanner and is used during scanner post-processing to confirm that the FS file was generated by the scanner:

$fax_origin user_request Goldmine

This helps distinguish FS files generated by the scanner from those generated by the CopiaFacts client.

The following variable definition ($var_def) commands are added to the FS file by the scanner when the FS file is created.
 

GM_CREATORGoldmine
GM_CALRECIDCalendar record ID
GM_TRACKIDFax or email track name
GM_ACCOUNTNOGoldmine contact account number
GM_CONTACTGoldmine contact name
GM_USERGoldmine user for this transaction
GM_CFUSERAssociated CopiaFacts user for Goldmine user
GM_JOBOWNERAssigned job owner
GM_FORWARD_SUCCESSForward to user on success
GM_FORWARD_FAILUREForward to user on failure
GM_JOB_SUCCESS_ACTIONJob success action code
GM_JOB_FAILURE_ACTIONJob failure action code
GM_JOBDOC_ACTIONJob document action code
GM_CREATEBYGoldmine user who created activity
GM_LINKED_CONTACTLinked contact name
GM_REFReference notes
JOB_FILE_COUNTCount of job merge files
JOB_FILE#Entry for each job merge file
KEEP_FAXFax archive format (TIF)
KEEP_FOLDERFax archive folder
MASTER_FILE_COUNTCount of master (source) files
MASTER_FILE#Entry for each master file

The scanner also adds a group of variables to the FS file after it has completed post-processing of the FS file. These variables are named GM_POSTPROC_ERR followed by a number. They may contain error messages or informational messages related to this particular transaction.

The meaning of the job success/failure codes in those variables are derived from the track settings and are as follows:
 

0delete calendar activity
1complete calendar activity
2forward/assign calendar activity

The job document action codes are derived from the track setting for job document action and are as follows:
 

0delete job/merge files
1save job/merge files to disk
2link to master files
3link to job/merge files
4link to job/merge files with sync

Most of the other values used in the FS file are derived from the owner.ini and/or owner.ujp files belonging to the CopiaFacts user associated with the Goldmine user who scheduled the fax or email activity. CopiaFacts user profiles are discussed in more detail in the Technical Notes later. Both the scanner and the CopiaFacts client use these same configuration files to generate similar information in the FS file.

The $fax_sender command is set from the Send As value in the User Personal Data section of the owner.ini file. If this value is not present then the full name of the Goldmine user will be used. The use of the Send As value allows the administrator to override Goldmine user settings and to assign a sender name such as Sales Department. When CopiaFacts user profiles are first created for corresponding Goldmine users, the Send As value is set to the Goldmine user’s full name. Thereafter, the administrator may directly update it in the configuration or indirectly by applying user template changes to a group of Goldmine CopiaFacts user profiles. If a value is placed in the sender name on the user template tab, it will replace the Send As value in all selected CopiaFacts user profiles. To leave the Send As value intact, the sender name must be left blank on the user template tab.

The $fax_header command is set from the fax header value for the track or the Fax Header value from the User Config Data section of the owner.ini file if no track fax header is given. This value may be overridden by settings in the owner.ujp file.

The $fax_csid command is set from the Goldmine user fax number from the Fax value in the User_Var section of the Goldmine user INI file. If there is no fax value then the Fax value in the User Personal Data section of the owner.ini file is used. This value may be overridden by settings in the owner.ujp file.

The fax queue is determined by the value Fax Priority in the User Config Data of the owner.ini file. If this value is zero, then the queue priority assigned to the track is used. Otherwise this value determines what queue the FS file will be written to.

The $fax_cover command identifies the cover sheet to use and is determined by a number of conditions described in the Technical Notes. This value may be overridden by settings in the owner.ujp file.

The $email_subject command is set from the reference notes in the activity reference field. The reference notes follow the notes delimiter or possibly the last valid command in the reference field. The missing reference options for the track may affect how reference notes are determined, but generally the reference notes follow the notes delimiter if present. When no email subject is specified in the reference field then the email subject assigned to the track will be used.

The $email_esender and $email_from commands are set from the sender name as determined using the same logic for $fax_sender and the sender email address. The sender email address from the Return_Address value in the Internet section of the Goldmine user INI file. This value may not be present if the user has not been set up for email in Goldmine. If the email address is not present then the value from the Email key in the User Personal Data section of the owner.ini file will be used. The absence of a sender email address will cause an internal failure and no FS file will be created.

Additionally, variable definition will be added to the FS file from the User Variables section of the owner.ini file. Any commands in the FF_CONSTANTS section of the owner.ini file will also be added to the FS file. The $delete_option command will be set from the Delete Option value in the User Config Data section of owner.ini. MEMO variables will be created from the plain text of the notes in the scheduled activity. USERINFO variables will be generated from values in the User Personal Data section in the owner.ini file.

No notification or post-process commands will be added to the FS file since the scanner does any necessary post-processing to update Goldmine history, create any messages in Goldmine, link documents, and to handle any job merge files. Additional commands may be added and existing commands may be overridden by settings in the owner.ujp file.