If you wish to maintain domain recipients and senders using the gateway manager, you should click on the button labeled Work with Sender/Recipient Templates. When you click on this button, the following window will be displayed:

The left panel will contain a tree view list of the domain folders currently located in your Sender/Recipient Templates folder. Clicking on the marker next to the domain name will expand the tree node for the domain to reveal the mailbox names for senders allowed to send email to the gateway from the corresponding domain and valid recipient mailboxes within the domain. For sender templates, the domain is the domain name for the sender's email service and not necessarily the domain name for their company.

When you click on a sender/recipient name to select that sender or recipient, the corresponding template file for the sender or recipient will be opened and the contents will be displayed in the pane to the right of tree panel as follows:

You may edit the template file and click on the Apply button to save the changes to the template file. Clicking on the Cancel button exits the sender/recipient template maintenance window without saving any of the changes made to the currently selected sender or recipient. Clicking on the Finish button will also exit template maintenance. However, you will be prompted to save any changes you made to the current mailbox before exiting. You will also be prompted to save changes if you attempt to change the mailbox or domain selection before applying any changes you make.

If accounting data, fax header, or opt-out numbers are required, you could also add in the template for example:

$var_def    DATA1 "Acc:12345"    ; post billing info

$var_def    OB_ANI 8002516654    ; opt-out number

$var_def    OB_TF_ANI 6303886900 ; toll free AN

$fax_csid   "6417416000"

$fax_header "To: @Routeto   Fax: @RCVRFAX

If you right click on a sender/recipient name in the tree panel after selecting the mailbox, a pop-up menu will be displayed giving you the option to remove the sender/recipient from the domain, move the sender/recipient to another domain, or modify the SMTP options and password for the sender. If you select the remove option, you will be asked to confirm your decision to remove the mailbox. If you choose to move the mailbox to another domain, the following window will be displayed:

You must make a selection from the drop-down list of domains shown as the destination. If you decide not to move the sender/recipient to a different domain, just click on the Cancel button to cancel the move action. Once you select the destination domain, you should click on the OK button to complete the move. The tree view will be updated to reflect the move. You can also use drag and drop to move senders between domains. Just select the sender you wish to move and drag it to the new domain while holding down the left mouse button. You should release the mouse button when the mouse cursor is over the domain node where you wish to move the sender. After the sender template has been moved, it will be selected in the tree view and the template commands will be displayed in the right pane.

If you select a domain in the tree view panel and then right-click on it, a popup menu will be displayed giving you the option to add a new domain, add a new sender/recipient to the selected domain, remove the selected domain, add a remove fax/email address process, or add/edit recipient options for the domain. If you choose to remove the selected domain, you will be prompted to confirm your decision to remove the domain as well as all of the sender/recipient templates within the domain. If you choose to add a new domain, the following window will be displayed:

You must enter a unique domain name in the space provided. If you wish to create a default sender template for the new domain, you should check the option Create default sender template. The default sender template is used to validate senders for that domain when no specific template exists for the sender. The default sender template will be created with just one comment line. You will be able to edit the default sender template for the domain just as you may edit any sender/recipient template for any of your domains. Press the OK button to add the domain to your list of valid domains. The tree view will be updated to show the new domain. If you decide not to add the new domain, just click the Cancel button instead.

Adding a remove fax/email process for a domain creates a recipient template that invokes a process to remove the sender’s email address or fax number from your subscriber list. It does this by adding the sender’s email address or fax number to the do not send database that the CopiaFacts server uses to prevent email or faxes from being sent to people who do not wish to receive them.  When you choose this option the following window displays:

The mailbox entry names the recipient template that will be created to invoke the remove process. The default name is remove, but you may name it whatever you wish. The domain name is shown in the title of the panel and in the description of the remove process. In the example shown, a remove mailbox will be created for the domain copia.com. When an email message is sent to remove@copia.com the message will be processed to determine if the sender’s email address should be removed or if the sender has specified a fax number for removal in the subject. If the email subject contains a 10 or 11 digit number then this is assumed to be the fax number the sender wishes to remove from the subscriber list. Otherwise the sender’s email address will be removed from the subscriber list. The domain that you specify for the remove process must be the domain to which email is sent to the gateway.

You may delete the remove template just as you would any normal sender or recipient template. Keep in mind that the remove process is invoked by executing the remove script located in the DNSAdd folder located in the FAXFACTS folder. The user profile specified for the remove template must include this folder in a $script_locn command.  The remove script is installed with the gateway.

You may customize the remove process by editing the remove script or by specifying another script to be executed when mail is sent to the remove mailbox. The remove mailbox is just one type of special mailbox that may be created to execute custom scripts when a message is sent to the mailbox.

You should add the remove fax/email process only to the domain(s) assigned to the gateway. This is the domain or domains to which email is addressed when it arrives at the gateway. Normally this will only be the domain you assigned to the gateway in the MX record you created before installing the gateway. Do not add the remove fax/email process to sender domains. A remove template in a sender domain will look like a sender named remove (or whatever mailbox name you assign to the remove process).  

After you first install the gateway, your sender/recipient template tree will be empty and the sender/template recipient file name will be blank. First browse to a folder where you want to create your domain folders. You should create a new folder just for this purpose. You may create the sender/recipient template folder using the new folder option in Windows Explorer. Depending upon the version of Windows you have installed, you may also have the ability to create a new folder from the browse dialog. After selecting the folder to use for your sender/recipient templates, you may begin creating new domains and templates by clicking the right mouse button on the blank area in the tree view pane. This will bring up the domain options menu, which allows you to add a new domain. Then begin adding as many domains and templates as you need.

If you choose to add a new sender or recipient to the selected domain, the following window will be displayed:

The domain for the sender or recipient to be added will be displayed in the domain drop-down list. You may change the domain here if you wish. You should enter the new sender/recipient name in the space provided. You may also select an existing template within the domain to be used to import settings for the sender/recipient template you are creating. If you have a sender template named UserTemplate, it will automatically be selected for use as the import template. You may select <None> if you do not want to import settings from any template. In this case the new sender/recipient template will be created with just a single comment line. The new template will be selected for editing after you have clicked on the Add button to add the new sender/recipient template. If you change your mind and decide not to create a new sender/recipient template, just click on the Cancel button to cancel the action.

Previous versions of the gateway imported settings for new sender/recipients from the Default sender template. Starting with version 9.0 of the gateway this was changed to prevent the default sender template for the domain from being used for the dual purposes of providing default sender settings for the domain as well as  for new sender settings. Neither Default nor UserTemplate names are valid as sender names in an actual email received by the gateway.

You may rename recipient or sender templates or domain folders by selecting them first in the tree and then clicking your selection again to get into edit mode. This is similar to the way in which you rename files in Windows Explorer. Once you have completed your changes, you press the Enter key to indicate that you are done editing. The domain or sender name will be changed as long as there are no duplicate domains or senders within the same domain.

If you select the set SMTP options/password menu option the following window will be displayed:

Here you will set the options that are stored in the pseudo-variables SMTP_OPTIONS, SMTP_PASSWORD, and SMTP_NOTIFY_OPTIONS. You may enter these values directly into the template commands or use this menu option as a convenient way to set option flags and password without having to remember the syntax of the template commands. To remove a password from the template, just clear the password field. You must press the OK button to save your changes or the Cancel button to discard them. The Override gateway global notification options checkbox must be checked in order to override the global notification settings for the gateway. The notification options you set for this sender will be used instead.

In some earlier versions of the gateway only the global notification options for the gateway were used for both sender and recipient templates. Now, notification options do not apply to recipient templates and individual sender templates may override the global notification settings. The gateway also disables the notification option for senders when any post-processing commands are found in the sender template. In these cases you must encode notification if desired into the custom post-processing done for that sender.