Maintaining Mailboxes for Mail Systems
Some systems are installed with fax mail only. These systems do not require any client software. They are designed to receive incoming faxes and to either print them, forward them to an email address, or both. The Mailboxes tab is used to add, remove, and maintain these mailboxes.
When you click on the Mailboxes tab, the following screen is displayed:
The right side of the screen displays a list of all of the current mailboxes for the system. The list includes the mailbox number, email address (if applicable), the fax CSID, and the message directory. As you move through the grid, the post-receive options for the selected mailbox appear in a section below the grid. You may make changes to the data in the grid. When you move your cursor to a new row, the data in the row you just changed is automatically changed.
You may also right click on the mailbox number in the grid to display a popup menu. This menu has options to remove the mailbox, change the message folder, update the current row, or to add new mailboxes, or to import mailboxes. If you click on the Change message folder option, a directory change dialog will be displayed allowing you to browse for a new message folder. You may also double click on the message folder field in the grid to display the same directory browse dialog.
If you click on the Remove mailbox you will be asked whether you wish to remove the specified mailbox. If you click on the Update current row option, then the program will update the specified mailbox with the values in the grid and any of the option settings in the post-receive options section below. The options include the same post-receive options described for the Mailbox tab.
If you click on the Add mailbox option the following screen will be displayed:
The mailbox range allows you to enter a starting and ending mailbox number. If you are only adding one mailbox, you only need to fill in the starting mailbox number. The post-receive and process options sections includes the same post-receive processing options described for the Mailbox page.
The mailbox options allow you to choose a specific message directory for the entire range of mailboxes. You may use the ellipsis button to the right of the message directory field to browse for a specific message directory. If you leave this field blank, then the program will use the mailbox number for the message directory and place it under the Post Office directory.
The fax CSID should be filled in with the fax CSID number you wish to use for the mailboxes. You may also use question marks in this field as placeholders for digits from the mailbox numbers.
Click on the OK button to create the mailboxes or the Cancel button to exit without creating new mailboxes. After the new mailboxes are created, the mailbox grid will be updated.
A blank grid is displayed at the top of the window. You will need to click on the Import Spreadsheet button to select a spreadsheet or a value-delimited text file (CSV, tab-delimited text file, fixed-length text file, etc.) to use to import data used to create mailboxes on the system. Spreadsheets may be in XLS or XLSX format. The data required to create a mailbox includes the mailbox number, the fax CSID, and the message directory. One or more email addresses must be supplied if you wish to forward received faxes to email.
You do not necessarily need all of this information in your import file. You may supply missing information by editing the grid directly as we’ll see in the examples below. In our sample case we’ve selected an Excel spreadsheet that includes an email address and a DID number. The DID number corresponds to the mailbox number and the email address is the email address of the person who will receive the forwarded fax.
After we import the spreadsheet, our grid looks like this:
Since we’ve left the Import first row option checked, we’ve imported the column headings from our spreadsheet. Importing the headings makes it easier to match up the columns from our spreadsheet to the required columns we need to create our mailboxes. We now need to select the grid column headings that match our import data. We select the column heading by clicking on the green button with the left arrow in the column header. When we click on the column header button, we get a list of column headings to choose from.
The required columns are indicated by an asterisk enclosed in parentheses (*) following the column heading. Note that the email address column is not required since we haven’t selected any email forwarding option yet. Once we select the appropriate column headers, our grid looks like this:
After we’ve chosen the Email address and the Mailbox headings for our import columns, we’re ready to add the two other required columns – Fax CSID and Message Directory. First we want to remove the imported first row because that contains column headings that should not be included in any subsequent changes. Right-click on the row number (1) and click on the Remove row option and confirm that you want to remove that row.
We’ll start by adding a column for the fax CSID. Since the fax CSID will consist of the fax phone number, we want to create a column that contains the fax number area code, the fax number exchange, and the mailbox number, which corresponds to the DID/subscriber number we assigned to each email address. We do this by first creating a column that matches our mailbox (DID) number.
First enter the starting DID number (3200) in the Numeric value entry. Then right click on the Include column header and choose the Insert numeric column option. Columns are always inserted before the column you click on. Numeric columns are inserted and filled with numeric values in ascending sequence starting with the numeric value you enter. That value is incremented by the value in the Increment entry for each row. In this case we’ve left the increment at its default value of one.
The results after inserting the new column look like this:
The results of the insert are displayed in the status bar at the bottom of the window and the new column is inserted before the Include column. We’re now ready to insert the fax area code and exchange portion of the fax CSID. We’ll need to insert a new column containing this value, which we enter in the Column fill area first. Then we right-click on the header of the DID column we just inserted and choose Insert normal column option. This creates a new column containing the fax area code and exchange to the left of the DID column we created earlier. The positioning is important because we now need to merge these two columns to create the fax CSID.
We now have the pieces of the fax CSID. We just need to merge the two columns and separate them by a dash, which we’ll enter in the area labeled Merge separator. We’ll then right-click on the header of the column we just added and click on the Merge columns option. Merge operations always append the column on the right to the column to the column you click on. The new column heading, if any, is set to the heading of the column you click on. You will always be asked if you wish to merge the selected columns using the separator that you enter. It is important not to include any extra spaces in the separator since all characters entered here will be inserted between the values from the two merged columns.
The resultant merge operation leaves us with the following screen after we set the header for the merged column:
The only required column we have left to add is the message directory. Normally, message directories are created under the post office directory and given the same name as the mailbox number. In this case, we would need to create message directories 3200 – 3206. Our goal is to create a column containg these directory names.
We would start out by creating a column containing the post office directory name. The post office directory is the Mail folder located under Copia\FaxFacts by default. The easiest way to enter this is to click on the folder icon at the right end of the Column fill entry and browse to the post office folder in the folder browse dialog. The selected directory is then filled in for us:
Once the message directory is selected, we right-click on the Include column header and choose the Insert normal column option. We then have the following grid values:
We’re now ready to append the mailbox number to this column to complete the message directory entry for each email address. First we need to insert another column of mailbox numbers before the Include column. We’ve already set the starting value, so all we need to do is right-click on the Include column header and choose the Insert numeric column option.
The resultant grid looks like this:
Now all we have to do is merge these two columns separated by the path name separator character \ and we will have our Message directory column. We first enter the separator.
Then right-click on the header of the message directory column we added first and choose the Merge columns option, do the merge, and select the Message Directory header. The results are:
We now have all of our required columns. We could have created these columns in our spreadsheet before importing data, but we can always modify our grid using these methods, as well as directly editing cells, if necessary.
The last two columns of the grid determine which rows will be included in the mailbox update and which rows have already been updated. Only the rows checked as included and not checked as done, will be updated. This allows us to choose different update options for various rows. We can also choose to insert up to two additional columns of email addresses to have faxes forwarded to as many as three different email addresses.
In the sample below, we’ve checked off options to forward received faxes as PDF attachments, as well as to print them to the printer assigned to queue number one and to move the printed message files to the Printed folder under the message directory.
Once we have our options set we are ready to create mailboxes by clicking on the Create/Update Mailboxes button.
Clicking on the Create/Update Mailboxes button updates the remaining mailbox count and displays a prompt asking us if we wish to create the selected mailbox count.
Once the mailboxes are created, the display is updated with the count of updated mailboxes. As mailboxes are updated, the mailbox number is shown in the status bar at the bottom of the window, the include option is unchecked, and the done option is checked.
If you are done updating mailboxes, you may click on the Done button to return to the Mailboxes tab. The grid on this tab will be updated with the mailboxes you imported and you may make any changes you wish in this grid.
You may expand the window to see more of the grid. You may also resize the grid columns. These settings will be saved when you exit the program and reused when you run it again. A sample is shown below: