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Exporting

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Exporting

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The options on the Exporting pane can be used to create industry standard comma-separated values (CSV) files containing detailed information about each faxed document processed by RelayFax. These files can be easily imported into applications such as Microsoft Excel or Access or any other software package that accepts comma delimited files as input.

Exporting also helps RelayFax better manage server resources. Since each fax entry in the log window consumes valuable resources, older entries must periodically be removed to free up space for new fax documents. Use of the exporting options will allow you to manage the log window in an automated fashion. With these features you will be able to operate RelayFax in the most efficient manner possible while still maintaining a detailed database of information regarding faxing operations and a complete archive of all fax document image files.

RelayFax maintains the results of export operations in the RelayFax\Exports\ subfolder. Each comma delimited export file is given a name that corresponds to the date and time of the export event and it is placed in a subfolder named for the date of that event. For example, if an export event occurs on Jan 10, 2009 at 11:55:00, a subfolder called 2009-01-10 will be created within the \Exports\ folder and an export file called 2009-01-10-11-55-00.CSV will be placed within it. Multiple exports can be performed on the same day and they will be placed in the same subfolder but will have slightly different file names.

Warnings

Send warning message to [XX]

Click here and specify an email address where RelayFax should direct its warning messages. You can have multiple addresses specified here if you separate each with a comma.

...when the fax log contains [XX] or more entries

Click here and specify a threshold value if you want RelayFax to send a warning message to the address designated above when the number of fax entries present in the log window meets or exceeds the specified value.

Fax Summary Report

Send summary report to...

Click this checkbox and fill in one or more email addresses (separated by commas) and RelayFax will send them a summary of all fax activity currently listed in the log window. This report is not as detailed as the file generated by the export process and is in a format typical of standard fax devices. It will be emailed to the addresses each time automatic exporting occurs and just before midnight each night.

Exporting for Excel™ and other applications

Create comma delimited export (*.csv) file from fax log window...

Click here if you want RelayFax to create export files automatically. For more information on the format of RelayFax's CSV files, see: Export File Format.

...when the fax log contains XX or more entries

Click here and specify a threshold value if you want RelayFax to perform an export operation whenever the number of fax entries present in the log window meets or exceeds this value.

...faxes older than XX days at midnight each night (at 12:00 am)

Click this option to enable daily exporting. At midnight each night, all faxes older than the specified number of days will be exported. For example, a value of "2" would mean that faxes would remain in the fax log for two full days before being exported at midnight.

Export fax images to TIF files in export directory

When this option is enabled, TIF images of each faxed document will be created and placed in the export directory along with the comma-delimited export file. This will allow you to keep archives of all fax images. When a fax image is placed in the export directory, its name will be the fax's unique tracking number, with .TIF as its file extension. For example, "5254.TIF" or "6523.TIF." You can match an image to a record in the comma-delimited file by using this tracking number.

Remove exported entries from fax log window

Click this option and RelayFax will automatically remove exported faxes from the fax log window. In this way the log window can be automatically pruned of old faxes and server resources can be conserved. Periodic removal of old faxes from the log window is required to reclaim disk space and other resources devoted to an entry when it is present there.

If this option is disabled then the entries in the Fax Log Window will not be removed after an export file is created. Thus, when later export files are created these files will be exported again. If you do not want an entry to be included in future export files then it must be deleted from the fax log window, either manually or by enabling this option.

Email exported file to XX

Enable this option and specify an email address and the comma-delimited file created during an export event will be folded into an email message and sent to the specified address. You can specify more than one address by separating each with a comma.

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  Export File Format