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Adding a Date field and various Custom Fields to the Fax Coverpage

Author: Dennis Chege Updated

Overview

This article describes the procedure to add various custom fields on the fax Coverpage. Some of the common supported fields that can be added include Subject, Cover Text, Date, Date and Time, Time, Total Pages, and several others listed in Supported fields.

 

Information

The Coverpage is the first page of a fax that automatically precedes the fax content and can be configured as desired in the Coverpage Preferences page.

A Coverpage can be customized to include fax details such as date and time of transmission, fax subject, and fax recipient number. It is also possible to customize the organization's logo and contact information.

The Coverpage is created in Microsoft Word and supports a number of fields that are automatically populated with the applicable information. For example the field ~Date~ is automatically replaced with the Fax transmission date, ~CoverSubject~ is automatically replaced with the subject from the email header, and ~SenderCSID~ is automatically replaced with the CSID of the sender.

The complete listing of supported custom fields is provided in the table below:

Supported fields

Name Field Description

Subject

~Subject~

The fax subject retrieved from the email subject.

Cover text

~CoverText~

The email body text.

Email body in HTML format is converted to plain text.

Date

~Date~

Fax transmission date

Date and Time

~DateTime~

Fax transmission date and Time

Time

~Time~

Fax transmission time

Total pages

~TotalPages~

Total number of pages including the cover page

End coverpage message

~EndCoverMsg~

This is replaced with End of Cover page.
Fax number

~FaxNumber~

Recipient fax number

Full message ID

~FullMessageId~

A unique job identifier in the format brAhXrZjY, where:

  • A: the last 3 digits of the IP address
  • X: the Job Prefix id assigned by GFI FaxMaker Online
  • Y: Job id assigned by GFI FaxMaker Online
  • Z: Recipient id

For example, br001h343r17j1489583

Message ID

~MessageId~

A unique job identifier in the format X-Y, where:

  • X: the Job Prefix id assigned by GFI FaxMaker Online
  • Y: Job id assigned by GFI FaxMaker Online

For example, 343-148958

Recipient name

~RecptName~

The recipient name as per email header.

Reference ID

~ReferenceId~

A custom reference identification code. When sending a fax, specify the reference id in the subject line in the following format: %{ReferenceId:myID}. In this case, myID is the fax reference ID. GFI FaxMaker Online automatically removes the reference ID code specified in the subject.

Sender name

~SenderName~

The sender name as per email header.

Company

~SenderCompany~

Sender company name as configured in the GFI FaxMaker Online account.
CSID

~SenderCSID~

CSID of the sender

Country

~SenderCountry~

Sender country.
Department

~SenderDeptName~

Sender's department name as configured in the GFI FaxMaker Online account.

State

~SenderState~

Sender state as configured in the GFI FaxMaker Online user settings.
Note:
  • Fields for which a value is not available are left empty.
  • In order to add the same Coverpage across all users in a department, configure the Coverpage preferences at the Department level. See Department Coverpage for more information.
  • Alternatively, configure Coverpages at the individual user level, See User Coverpages for more information.

Sample coverpage

This is a template for a coverpage, drafted in Microsoft Word:

My Company Logo My Company Inc.
  21, Fax Street
  New York, NY 10002
       
From: ~SenderName~ Date/Time: ~DateTime~
To: ~FaxNumber~ Subject: ~Subject~
Attention: ~RecptName~ Pages: ~TotalPages~
       

 

~CoverText~

 

~EndCoverMsg~

 

 

 

The above sample template produces a coverpage similar to the one shown below:

My Company Logo My Company Inc.
  21, Fax Street
  New York, NY 10002
       
From: John Smith Date/Time: 02/25/2013 11:06AM
To: +17181234567 Subject: Invoice
Attention: Bob Jones Pages: 2
       

 

Dear Mr. Bob Jones,

Attached please find the invoice for works carried out in your premises.

Kind Regards,

John Smith

Accounts Manager

End of Cover page

 

Download a sample coverpage in Microsoft Word format (*.docx): click here.

Best practices

This is a list of recommendations to follow when creating Coverpages in Microsoft Word:

Recommendation Description
Single page Typically a coverpage is only one page preceding the converted fax attachment.
Space for fax message Leave space for the message body text since in some cases this may be quite long.
Black & White Use black and white images, text, and tables. Colored or grayscale content in a fax becomes pixilated during transmission.

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