Updating Mailbox Imformation
When you first bring up the administrator program, you will see the following screen:
The left side of the display shows a list of current owners/users. The first entry in this list, <New User>, is used to add a new owner/user. If you click on this entry, the program will switch to the Update User(s) tab to allow you to enter information for the new user.
You may click on individual users to display the current mailbox information and post-receive processing options. Post-receive processing options are tasks that are performed once a fax has been received. CopiaFacts provides standard post-receive processing options for printing and forwarding a fax to email. You may also provide your own custom post-receive processing.
The mailbox options page displays the mailbox number for the selected user. The DID in parentheses is a reminder that the mailbox number corresponds to the DID number for the telephone line associated with the mailbox. Use the same number digits for the mailbox that have been configured for DID/DNIS digits in the CopiaFacts system.
The fax CSID field is used for the fax subscriber ID. This value is normally the telephone number of the fax line associated with the mailbox. The contents of this field are regulated by local authorities. Generally, this field will contain the user’s fax number.
The email post-receive options section is used to set up forwarding to email or another custom post-receive process. The Forward to Email option must be checked to use any of the standard forwarding methods shown in the options list. You may select one of these or choose the Use custom post-receive process to select your own custom process.
The Use FaxFacts with TIFF/F attachment option forwards an incoming fax as a TIFF/F file attachment, which is viewable using the standard imaging viewer that comes with Windows or with the CopiaFacts viewer. Your system must have CopiaFacts email threads installed to use this option. This option will be grayed out if you do not have email threads installed.
The Use FaxFacts with PDF attachment option forwards an incoming fax as a PDF file attachment, which is viewable using the Adobe Acrobat Reader. Your system must have CopiaFacts email threads installed to use this option. This option will be grayed out if you do not have email threads installed.
The Use Outlook/SMTP email forwarding option forwards an incoming fax as a TIFF/F file attachment, which is viewable using the standard imaging viewer that comes with Windows or with the CopiaFacts viewer. This option uses Outlook if it has been installed on your system or SMTP to forward the received fax as email. Each fax server that can receive a fax must have an Internet connection with MAPI installed the Microsoft Outlook client optionally installed to use this option.
Obviously, you must have an email address entered for email forwarding to work. When you are first setting up a mailbox, this field is set from the email address the user has specified in his user settings. After the mailbox is set up, this email address remains with the profile for the mailbox and is not affected by any changes the user may make to his email address in the client. This allows the user to have a separate email address for incoming faxes.
If you click on Use custom post-receive process you can enter the name of the program to run in the box below the option. You may also click on the button with the ellipses to browse for a program instead. Always include the file extension. This is required in version 7 of CopiaFacts and will not affect previous versions. If you use this option to select an IIF (infobox) post-receive process, the system will automatically add the INFOBOXALL parameter.
The print options section allows you to print incoming faxes by checking the option Print Received Fax. You can also select the print queue to use and whether or not to use the Printed folder to hold faxes which have already been printed. The option uses FFExtern to do the printing. So make sure that it is installed and running.
The process options allow you to check whether you want the post-receive processing to be done for all received faxes or just those faxes received without errors.
The Apply button is used to apply all of the changes. You will be prompted to confirm the changes before proceeding. Remember that the changes will apply to all of the users you have selected in the list. You may use the mailbox options page to apply changes to multiple users. If you do not wish the selected users to have the same mailbox, leave the mailbox field empty. If this field is empty then the user will continue to have whatever mail box they currently use.
When you are applying changes to multiple users, you can use question marks in the fax CSID file to act as place holders for digits in the mailbox number. For example, if you enter 630-388-???? in the fax CSID field then the fax CSID will be 630-388-6922 for mailbox 6922.
The Remove button may be used to remove mailbox information for selected users. You will be warned before any information is removed. When you remove the mailbox information, the message folder will also be removed, unless it is the Inbox folder that is part of the owner folder set. If the message folder contains any messages, you will be warned before it is deleted.