Installation Notes - Server

New Users:  while you are reading this topic, we suggest that you start the following download: Note that all links are case-sensitive.
Then, when you reach Installation Management below, click on the COPIAINSTALL link.

Preparing for CopiaFacts Installation

Please check the following items before you start to install CopiaFacts for the first time:

Go to the System Overview topic and check the Hardware, Operating System and Network requirements to run CopiaFacts components.

For machines where you will be running CopiaFacts server components, we recommend setting up a user named CopiaFacts with adminstrator privileges and using this account to run the installation and the server applications.

For machines where you will be running CopiaFacts server components, you will need to install BOTH the CopiaServerInstall installer AND the appropriate drivers for your hardware (for example Dialogic board drivers) or IP Ports (for example BladeWare drivers).

CopiaFacts requires proper file-sharing capability, even on standalone machines: make sure that "Simple File Sharing" is not enabled in Windows XP.  This is done from Explorer / Tools / Folder Options / View.

For larger systems using a separate file server, you will need to set up a COPIA share on this machine, which needs to be available to all accounts running CopiaFacts software.  Copia refers to this as the application data area and there is normally a FAXFACTS and a NETBIN folder in the root of the COPIA share.  If you are running a workgroup, then each user must be a user on this machine. Be aware that there are limits to the number of users on must servers and workstations.

If you will be using multiple threads of e-mail on any machine running a COPIAFACTS server, we recommend that the machine should have a dedicated, externally-visible IP address.  You will need to use EMSETUP to configure e-mail parameters after installation.

Goldmine users will need to establish a master login for Copia to Goldmine and to gather the information from Goldmine listed at Help / About / System / Copy All.  Please also read the Goldmine topic in this manual.

Users of the CopiaFacts SMTP Gateway will need to have port 25 opened for incoming e-mail.  You will also normally need a new domain name such as, and to set up an MX record in your DNS setttings pointing to the machine running the Gateway.  This will then allow you to accept incoming mail to for example and have it forwarded by CopiaFacts to 6417416000 as a fax.

If you plan to convert Word or Excel documents to fax, you will be installing the CopiaFacts Document Converter (program FFEXTERN).  This will require a copy of Microsoft Office to be installed on each machine which is to be used for document conversions.  You can also install Acrobat or Adobe Reader for PDF conversions, unless you use the CopiaFacts built-in PDF converter to convert PDF documents to faxable format.

Please read all the Important Links in the next section below.

Important Links

Please read and make a note of the following topics, either in the CHM or on-line:

The Quick Reference topic for learning about basic fax operations.

Sending E-Mail for basic e-mail tasks.

The System Reliability topic for advice on backup and housekeeping tasks.

The OMACHECK utility to monitor system components and notify problems.

The white paper on CopiaFacts Security Issues.

Checking for Updates with the COPIAINSTALL utility.

Checking on-line for details of the latest changes and enhancements.  For changes earlier than release 8.1 use the FFCHANGES utility.

Installation Management

Copia provides only one Installation Management program for version 8.2 (the CD install is no longer created):

COPIAINSTALL manages Internet installs and downloads from the Copia CloudFront CDN site

Follow the links above for a description of these installation processes.


There are four separate installers which are installed or downloaded, and then run, by the Installation Managers (xxx below indicates the build number):

CopiaServerInstall820xxx.exe installs CopiaFacts Server components, such as COPIAFACTS, Document Converter, SMTP Gateway, etc.  An option in this installer can be selected to install CopiaFacts administration tools only: this is specifically for use by the site administrator to install software on his or her own machine.

CopiaClientInstall820xxx.exe installs CopiaFacts desktop client components, viewer, status viewer etc.  However you should normally not run this directly: instead use CopiaClientInstall.exe as described in the topic Installation Notes - Client.

CopiaServicesInstall820xxx.exe installs CopiaFacts components which allow the COPIAFACTS engine and Document Converter to be run in Windows Service mode.  This feature requires an license option.

CopiaTSClientInstall820xxx.exe installs links for use by Terminal Services remote clients.  DO NOT RUN this installer unless you are at a terminal services remote client.

The installers will be downloaded to the NETBIN folder in your COPIA share. You can run the installer directly from there if you wish to install on multiple machines, or use COPIAINSTALL to run it from there.

To install selected administration tools only, on an administrator workstation, run the Server installer and select Administration Tools Only from the installer task list.

In each case the installer filename will be followed by the four-digit version number of the principal component contained in the installer.  Release-candidate builds of the installers will have a _PW suffix on the filename, and will require a password.  Ignore these builds unless you have been advised to use them by Copia support.

If you run one of these three installers manually, you must run it from the NETBIN folder.  Do not copy the installer elsewhere before running it.


We recommend not upgrading your CopiaFacts system every time you see that a new build is available.  If your system is working correctly and you do not need new features from the new build, there is no need to upgrade.

Before installing an upgrade, consult the latest on-line version of Appendix M and review the changes to see if you are affected by any fixes or changes since the release you are using.

Also check the release notes which will highlight any changes which might alter current operations.

More customers are now using a virtual machine to run a CopiaFacts server.  If you are using a VM, always ensure that you have made a backup or snapshot before installing an upgrade.

Virus Checkers

It is good practice to run regular virus and malware checks on all machines, including nodes running CopiaFacts software.  However the command files in the COPIA share cannot contain viruses, and continuous monitoring them is not desirable.

We strongly recommend excluding the FAXFACTS folder in the COPIA share, and its subfolders, from scanning by an antivirus utility.  This folder should contain no executable modules, and examining the large numbers of files which are often found below this folder can severely impact performance.

If you operate a bureau and clients upload files such as DOC or PDF directly to subfolders below the FAXFACTS folder, you may wish to selectively enable scans of such folders.  But if your antivirus utility requires user intervention on detection of a suspect file, you may find that automated conversions are blocked by this.

Malware can cause excessive CPU utilization, sometimes in programs other than the malware, and can block or divert IP ports. So it remains important to make regular scans at times of low traffic.

From time to time we encounter false positives with specific anti-virus utilities, which will be noted here.  If your AV reports a potential problem with a CopiaFacts application, we suggest using which will submit the file to a large number of AV checkers and allow you to confirm that it is genuine.  You should not be concerned by a browser reporting for example that a file is 'infrequently downloaded and may be unwanted', because this is not an indication that any malware has actually been detected.

2016.  Users of Symantec AV products report 'Suspicious.Cloud' in CF8JOBADM.DLL.  Symantec is the only AV vendor at VirusTotal who reports this, and it is reported with every build of CopiaFacts.  Unfortunately it is impractical to get every build of this DLL whitelisted before release, because it delays the release for all users, but we try to get this file whitelisted soon after selected releases have been uploaded. If you need a specific release whitelisted please contact Copia Support. Your next Symantec update should then resolve this issue, but the process may take up to 48 hours.