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Outbound Fax Rules

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Outbound Fax Rules

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With the Outbound Fax Rules feature, you can create rules that RelayFax will use to determine what to do with each email message that it receives. Careful utilization of the rules system will allow you to create a very flexible and robust fax server system.

Fax Rules are processed in order and are cumulative. For example, if RelayFax receives a message from User@RelayFax.com and you have a rule that states: "If [FROM] contains 'User' then fax to {555-5555}", and you have a later rule that says "If [FROM] contains 'RelayFax.com' then fax to {555-1234}", then both rules would be applied and the message would be faxed to both numbers.

In some cases, you may not want all possible rules to be applied to a message.  RelayFax provides the "Skip next rule" and "Stop processing rules" actions for such situations. In the example above, if you did not want messages containing "User" to have more than the first rule applied to them, you could create a rule immediately following the first which would say "If [FROM] contains 'User' then stop processing rules". Then the rule stating, "If [FROM] contains 'RelayFax.com' then send to..." would not be applied to the message.

Existing Rules

This box displays your current list of rules.

UP/DOWN Arrows

Because rules are processed in order, changing a rule's position in the list can alter when or if it is applied to a given message. To change a rule's position, select its entry and this click the up or down arrow to move it.

Remove

If you wish to delete an outbound rule, select it and then click Remove to delete it from the list.

Clear all

This button removes all existing rules.

Edit rules

If this button is clicked, the OUTRULES.DAT file will be opened in Notepad for manual editing of Outbound Fax Rules.

Take care not to violate the syntax of the OUTRULES.DAT file.

New Rule

Header routing

If the [HEADER] message header...

Click this option if you want the fax rule to route messages based on the text in a specific message header.

Body routing

If the message body...

Click this option if you want the fax rule to route messages based on the text in the message body.

Fax number routing

If the receiving fax number

Click this option if you want the rule to be based on the fax number to which the fax is being sent.

Macro routing

If the [xx] macro within msg...

When this option is chosen, the fax rule's routing will be based on the presence of certain email macros found within the message body.

For more information regarding email macros, see:

Sending a Fax via an Email Client

Email Macros

Comparison type

contains, does not contain, does not start with, is equal to, is not equal to, starts with

This option is for designating what relationship should exist between the part of the message being searched and the "this text" value designated for the rule.

this text

Use this field to specify the text that RelayFax should look for, which will trigger the rule when a match is found or not found, depending on the rule.

Action

Then do this with the message

This box lists the available actions that can be performed if a received message meets an Outbound Fax Rule's criteria. When creating a rule, the types of actions that will be available depends upon which routing method you select above. Not all actions are available for all routing types. The following is a list of the actions and their functions:

Add text to end of fax number - This option allows you to add text to the end of a fax number if it meats the rules criteria. This action is only available when you choose the Fax number routing method.

Add text to start of fax number - This option allows you to add text to the beginning of a fax number if it meats the rules criteria. This action is only available when you choose the Fax number routing method.

Apply template to outbound fax - Use this option if you want a specific Template to be applied to messages meeting an Outbound Fax Rule's criteria. With Templates you can designate alternate banners, cover pages, and other fax parameters. To create a rule that will take this action specify the routing type, comparison type, and text to be tested. Then, click the Apply template to outbound fax action, click the Add rule button, choose the template file (*.TP) that you want to assign to the rule, and then click OPEN.

Before you can create a rule that will take this action you must first create the Template that you wish to assign to the rule.

For more information on Templates, see:

Templates

Assign Billing Code - Use this action to assign a specific Billing Code to an outbound fax meeting the rule's criteria. When you click the Add rule button, a dialog will open from which you can choose the desired Billing Code or create a new one.

Attach specific cover page - Use this feature if you want an alternate Cover Page to be attached to messages that match a rule's criteria. To create a rule that will take this action specify the routing type, comparison type, and text to be tested. Then click the Attach specific cover page action, click the Add rule button, choose the cover page file that you want to assign to the rule, and then click OPEN.

Before you can create a rule that will take this action you must first create the alternate Cover Page that you wish to assign to the rule.

For more information on cover pages, see:

Cover Pages

Do not attach cover page Select this action if you wish to prevent a cover page from being attached to the outbound fax when the fax message matches the rule's criteria.

Delete fax Select this action if you want the message to be deleted if it matches the rule.

Email fax to sender Using this rule will cause any outbound fax matching the rule's criteria to be emailed to the sender of the fax message.

Email fax to specific user(s) - Select this action, click the Add rule button, enter one or more Email addresses into the dialog that will open (clicking Add after each address entered), and then click OK. This will cause RelayFax to forward any message that meets the specified Rule's requirements to the addresses indicated in the Rule.

Several special formatting macros are available for use in specifying these email addresses. See the Outbound Fax Rule Macros for a complete listing.

Print fax to specific printer Select this action, click the Add rule button, and then the Select Printer dialog will be opened. Choose a printer from the Available Printers list and then click OK.  This will cause all outbound faxes that meet the rule's criteria to be sent to the selected printer.

Run a program - This action can be used to run a particular program when an outbound fax message meets the rule's conditions. You must specify the path to the program that you wish to run, and you can specify whether or not RelayFax should suspend its operations temporarily or indefinitely while it waits for the program to terminate. Further, you can force the program to terminate and/or run it in a hidden window.

Replace text within fax number - Use this action if you want to replace the specified text in a fax number with some other text when it meets the rule's criteria. When you choose this option and click Add rule, a box will open in which you will specify the new text. This action is only available when you choose the Fax number routing method.

Send fax at specific day and time Select this action, click the Add rule button, and then choose the date and time that you want a fax matching the rule to be sent.

Click to open the graphical calendar from which you can choose the date to send the fax.

Send fax to numbers found in text file - Select this action, click the Add rule button, and then pick the text file that contains your list of fax numbers. When this rule is triggered RelayFax will fax the message to each number specified in the file. The file must contain no more than one fax number per line, but each line can also contain the recipient's name and company information. Lines beginning with "#" or ";" are ignored to allow you to put comments throughout the file as necessary.

Examples:

555-1212

-only the fax number is specified

555-1212, Arvel Hathcock

-fax number and recipient name specified

555-1212, Arvel Hathcock, Alt-N Technologies

-fax number, name, and company specified

555-1212, Arvel Hathcock, "Alt-N Tech, LTD."

-fax params may contain commas if quoted

555-1212, , Alt-N Technologies

-only fax number and company specified

 

There is no theoretical limit to the quantity of fax numbers that such a file can contain. However, RelayFax sets an arbitrary limit of 100 numbers to keep from draining the computer of too many resources. If this limit is too low, it can be adjusted by manually editing the RelayFax.ini file under the following key:

[Special]

MaxNumbersFromFile=100.

Send fax to specific number - Select this action, click the Add rule button, and then enter one or more fax numbers into the dialog that will open (clicking Add after each fax number entered), and then click OK. This will cause RelayFax to fax any message that meets the specified rule's requirements to the fax numbers indicated in the Rule. The dialog that opens in response to this command will also allow you to specify the recipient's name and company information.

Set the priority level for this fax Select this action, click the Add rule button, and then specify the priority value (0-100) that you want to be assigned to faxes matching this rule. "0" is the highest priority and "100" is the lowest. Faxes are always sent in the order of their priority setting

Send fax using a specific fax port Select this action, click the Add rule button, and select a port value from the dialog that will open. This will cause RelayFax to send any fax that meets the specified Rule's criteria through a certain com port.

Strip text from fax number(s) This action is only available in rules using Fax Number Routing. It will cause the specified text to be stripped from the recipient fax number before RelayFax attempts to send the fax. Choosing the "contains" qualifier will cause the text to be stripped from the number anywhere that it occurs. Use the "starts with" qualifier if you want to strip this text from only the beginning of fax numbers. For example, you could use this action combined with the "starts with" qualifier to cause a certain unnecessary area code to be removed from the beginning of any fax number in which it appears.

Skip next rule Use this rule to skip over the next rule.

For example,

You could have two rules which read:

"If From contains 'RelayFax.com' then send to UserA@example.com"

"If Subject contains 'Private' then send to UserB@example.com"

If a message arrives from "Someone@RelayFax.com" it will match to the first rule. If it has the word "Private" in the subject it will also match the second rule. This will result in the fax being emailed to both addresses (both UserA and UserB).

But, if you wish to send messages matching the first rule to only the first address, you could insert a new rule between the first two like this:

"If From contains 'RelayFax.com' then send to UserA@example.com"

"If From contains 'RelayFax.com' then skip next rule"

"If Subject contains 'Private' then send to UserB@example.com"

This would prevent the message from being sent to UserB if it was from someone at RelayFax.com.

Stop processing rules - Use this rule to cause further rule processing to stop for this message.

Add Rule

After choosing an action from the list under Then do this with the message, click the Add rule button to proceed with the rule creation process.