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FaxFacts fax software

What is required for FaxFacts?
FaxFacts runs on the CopiaFacts Engine. The requirements for the server component are as follows:

  • Windows NT/2000, XP, 2003
  • 300+ MHz Intel Pentium compatible (x86) - Processor
  • 256 MB of RAM Minimum (512 MB Recommended)
  • 400 MB Available Hard Disk space (4GB Recommended)
  • Supported Fax Hardware
    • Brooktrout
    • Intel/Dialogic
    • Commetrex
    • GammaFax
    • Eicon
  • Supported Voice Hardware
    • Intel/Dialogic
    • Brooktrout

What are the benefits of using a fax server over a fax machine?

  • For companies that fax more than five or six pages per hour, on average, the dollar savings in terms of employee and phone time saved are tremendous. Faxing documents with FaxFacts is significantly faster than using a manual fax machine because the phone connections are more reliable, FaxFacts can direct the transmission to a free phone line, and the queue system will automatically fax the entire document according to the priority the sender assigns it.
  • Fax capability at workstations eliminates trips to the fax machine, manually feeding pages, and re-sending failures.
  • A Status utility tracks faxes to tell you if faxes complete or fail so you don't have to call and say "Did you get it?"
  • Incoming faxes are routed directly to a general mailbox on the network. This saves paper, and offers more confidentiality.
  • Faxes can also be routed to individual mailboxes and users alerted that faxes are waiting
  • Sending one document to a large number of people can be done quickly from a workstation.

What makes FaxFacts the best fax server on the market?

Copia's FaxFacts Server software has unique features that other fax servers do not.

  • The system is open, inviting customization. Users can tweak the program to meet individual needs.
  • FaxFacts Server was designed as a team player in terms of integrating with network modules and office systems. It runs on its own-networked workstation. This arrangement serves two purposes. First, it eliminates network overload and complexity. Second, it allows unlimited expansion of the FaxFacts Server. Users can band CPU's together to build ever-larger FaxFacts systems. Using 2 line to 30 line fax boards you can drive 2 to 120 lines per CPU.
  • Features like desktop faxing , Fax Mail, Graphical Cover Sheets, Fax Status (Tracking), and Broadcast address nearly every faxing need that arises.
  • Our patented Mail Merge to Fax module is one of the most exciting modules available for FaxFacts Fax Server. Other products on the market offer bulk faxing, but Copia's Mail Merge to Fax launches "fax merges" from any word processing program that supports mail merge.
  • Operating in a Windows environment, FaxFacts Server uses intuitive icons and dialog boxes that guide you easily through tasks. On-line help is also available at each screen.

How does FaxFacts send a fax?
Once a file is created (in a word processing program, for example), the user "prints" the file using the FaxFacts print driver. This brings up the CopiaFacts client which allows for entering of the recipient's name, fax number, any attachments, and a cover sheet. (If you print from a supported contact manager this information is automatically filled in) FaxFacts then creates a Fax Send (.FS) file on the server which contains all information needed to send the fax. The fax is then forwarded to the fax queue where it is transmitted over the next free fax line. FaxFacts Status tracks the transmission and confirms the transmission completed.

What are some features of FaxFacts that streamline the transmission process?
When sending a fax you can define a time and day for transmission. This feature saves you money by sending long distance faxes in the evening when phone rates are lower. FaxFacts can be configured to re-dial unanswered phone lines and you determine the frequency (every one-minute or every five minutes). The FaxFacts' Intelligent Retry feature can detect if a fax was interrupted mid-call and re-send only the missed pages.

Does FaxFacts include phone books for storing fax numbers?
Yes, FaxFacts includes easy to setup phone books that can hold as many entries as you need. You can also create as many different phone books as necessary. The CopiaFacts client provides universal database access and can get addresses from the following sources:

  • Custom Address Books (internal to CopiaFacts)
  • Exchange/Outlook Compatibility
  • GoldMine/ACT Contacts
  • LDAP and Active Directory services
  • Universal Database Access
    • Access
    • SQL Server
    • xBase
    • Excel
    • Oracle
    • FoxPro and more...

How many fax/phone lines does my office need?
Estimate conservatively that it takes one minute to fax one page of a document and the average fax document is four pages long. If you fax 30 pages per hour, the fax/phone line will be tied up for 30 minutes, refusing incoming faxes and outbound faxes from other workstations.

Two fax/phone lines will be tied up for only 15 minutes. Broadcasting documents will keep the lines busy, as well, however with FaxFacts priority software you can send broadcasts at night when line activity is lower.

What is Fax Mail?
Fax Mail creates a virtual mailbox where all incoming faxes are delivered. From this mailbox, faxes are manually routed to other mailboxes or a specific printer. You can read faxes in mailboxes with the FaxFacts Viewer before printing or forwarding them.

With Direct Inward Dial, DTMF (reading the last four digits of the fax number), OCR, or CSID, Fax Mail can deliver faxes directly to specific workstations, bypassing the main mailbox. Direct Inward Dial is the most effective means of delivering faxes to individual boxes.

How does the Mail Merge to Fax feature work?
Mail Merge to Fax takes a mail merge operation and actually broadcasts the merged documents over fax lines to a specified list of customers. By simply adding one to three merge fields to the original data file, FaxFacts Mail Merge to Fax automates dispensing the mail merge, even attaching additional documents to each fax. This eliminates the time and money spent on printing, stuffing envelopes, and postage. Copia has a patent on this exciting technology, so it is not available on other fax server products.

What can Fax-on-Demand do for my company?
Automation is key to Copia's Fax-on-Demand value. This system allows your clients and sales force to access up-to-date company and product information twenty-four hours a day. It's easier for customers to make purchasing decisions and for sales people to make sales when they can access documents quickly.

Dispensing information with Fax-on-Demand increases a company's technological prestige. Conversely, it also confirms the time-tested business adage of "doing more without spending more." Once the system is in place, it is low maintenance and can perform tasks previously requiring someone's full-time attention.

What are some examples of how Fax-on-Demand is used?
Medical associations post literature on medical conditions and treatments for patients and health professionals to download. Government agencies post documents of consumer interest on Fax-on-Demand. A consumer research company posts product evaluations and charges the customer for each report using Copia's Credit Card feature.

Who pays for the call when faxes are transmitted from Fax-on-Demand?
There are two ways you can set up Fax-on-Demand transmissions. One-call transmissions are the most economical for your company because the customer/user dials in from a fax machine and the requested document is delivered on the same call. The company doesn't pay for the cost of the call.

If Fax-on-Demand is configured for two-call, customers/users dial in from a telephone and enter their fax number to the telephone keypad. Because Fax-on-Demand is sending the fax on a second call (by calling back the fax number), the company pays for that call. But two-way calls also may be restricted by area code, automatic call routing, time of day (sending faxes when phone rates are low), or simply limiting the number of document requests.

How many documents will fit onto the Fax-on-Demand system?
The is no limit to the number of documents you can have in a FaxFacts Fax On Demand system.

How are fax-on-demand documents organized?
Documents available for FaxFacts Fax-on-Demand are stored in an Image Catalog and are referred to as images. Images are grouped into logical directories so the system can locate the image. Directories can reside on local or network drives.

How do I advertise fax-on-demand document numbers to my clients?
The system administrator usually assigns image numbers as documents are posted to the catalog. Sometimes the image number can be correlated to the product, like part numbers or catalog numbers. Once numbers are assigned, they can be referenced in catalogs, advertisements, direct mail, and other company documents. Or the system administrator can assign one image number that accesses a directory (catalog) of all available image numbers. The caller downloads the directory and calls back with the necessary image number.

How are documents posted to Fax-on-Demand?
There are a few ways to post documents, but the easiest is to "print" documents using the CopiaFacts client from Windows. There are other ways of posting documents to a Fax-on-Demand system:

  • Fax the document into the FaxFacts system. This is called "remote image update."
  • Convert Postscript files to fax image files.
  • Scan images into a graphical format file and convert them to fax format.
  • Fax ASCII files with FaxFacts utilities
  • Use Mail Merge to Fax to print directly to the image catalog.

We also give you the ability to have documents automatically placed on the system with no user interaction, such as reports generated by an external program.

How much disk storage is needed per fax document?
One fax page in fine resolution (203 dpi x 192 dpi) takes up 50 - 120 KB of space. One second of recorded speech requires 8 KB. Conservatively, companies should allow 1 MB for every 8 to 12 pages of fax images, including some voice response.

How can I keep track of who uses my system?
FaxFacts can generate reports (40 to choose from) in a dBASE format. In these reports you can find out who has used your system, the documents they request, and the originating phone or fax number. The system can also request and record caller information such as name, company, and location, or provide a form that can be downloaded by the caller.

What if I need to charge callers for the documents available through my Fax-on-Demand system?
Copia's Credit Card Charge option allows callers to enter a credit card number, after which the program solicits bank approval for the purchase. This application requires a dedicated computer terminal for the process of securing


Contact Sales for more information at 800.689.8898 or click here to request a quote.



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