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Inbound Fax Rules

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Inbound Fax Rules

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Inbound Fax Rules are used to tell RelayFax how to handle incoming faxes. When a fax is received, the transmitting fax device's ID, the port on which the fax arrived, and the OCR results of its contents are compared to the current list of Inbound Fax Rules. If a match to one or more rules is made then the fax will be routed accordingly. Otherwise, the fax will be handled according to the settings on the Default Rules pane.

Existing Rules

The Existing Rules list box shows you a list of all rules that are currently in use.

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 inbound 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 INRULES.DAT file will be opened in Notepad for manual editing of Inbound Fax Rules.

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

New Rule

Port routing

If the fax arrives via port xx

Click here and specify a port if you wish to base your rule on the COM port on which the fax arrives. Use the "*" wildcard in this space if you wish the rule to apply to all ports rather then a specific one.

CSID routing

If the sending device's FAX MACHINE ID string...

Click here to base your rule on the Call Subscriber Identification of the fax device that is sending the incoming fax.

OCR routing

If the fax text...

Click this option if you wish to base the rule on the results of the OCR process. RelayFax will recognize the document and then compare its contents to the inbound rules that you have created. For example: if you created a rule that said "...if OCR contains 'Make money today!' then delete fax", then all incoming faxes in which RelayFax found the typewritten phrase 'Make money today!' would be deleted.  See OCR Options for more information on routing faxes automatically by using RelayFax's OCR features.

CND routing

If the CND (Caller ID) information...

Click this option if you wish to base the rule on the incoming CND information. See Calling Number Display (Caller ID) Fax Routing for more information on using CND routing.

DID routing

If the DID (Direct Inward Dialing) information...

Click this option if your system supports Direct Inward Dialing (DID) and you wish to base the rule on the number that the sending fax device dialed.

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 element of the fax being examined 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 incoming fax

This box lists the available actions that can be performed if an inbound fax meets an Inbound 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:

Assign billing code - This action will assign a specific billing code to Inbound Faxes matching the rule's criteria.

Copy fax to folder - This action will cause the fax to be copied to a specific folder.

Delete Fax - This action will simply delete the incoming fax.

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 email any fax that meets the specified Rule's requirements to the addresses indicated in the Rule. A rule of this type will be created automatically when an incoming fax is routed to someone via email and he or she clicks the "To route future faxes from [sender] to someone else..." link included by default in the message. See the $INCLUDEURL$ Macro description in DAT File Processing Macros  for more information.

Hide fax from specific user(s) - This action will prevent a fax that matches the rule from being delivered to the specified user. A rule of this type will be created automatically when an incoming fax is routed to someone via email and he or she clicks the "To ignore future faxes from [sender]..." link included by default in the message. See the $INCLUDEURL$ Macro description in DAT File Processing Macros  for more information.

Mark fax as SPAM (junk) - This action marks the inbound fax as SPAM (a junk fax). Use the options on the Junk Faxes pane to specify what should be done with messages that are marked as SPAM. A rule of this type will be created automatically when an incoming fax is routed to someone via email and he or she clicks the "To mark future faxes from [sender] as unwanted spam..." link included by default in the message. See the $INCLUDEURL$ Macro description in DAT File Processing Macros for more information.

Print message 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 inbound 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 incoming fax 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.

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

For example,

Suppose you have two rules which read:

"If ID contains '123' then send to UserA@example.com"

"If ID contains '456' then send to UserB@example.com"

If an inbound fax arrives from a device with the ID '123456' then it will be routed to two different users (UserA and UserB).

But suppose you inserted a new rule between the first two like this:

"If ID contains '123' then send to UserA@example.com"

"If ID contains '123' then skip next rule"

"If ID contains '456' then send to UserB@example.com"

This would prevent the fax from being sent to UserB if it was from '123456'.

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

Use specific OCR language - Tells RelayFax to use the language you specify to recognize the characters in the OCR engine.

Add rule

After making a selection from the Then do this with the incoming fax list, click the Add rule button to proceed with the rule creation process.