CopiaFacts may gather data for faxing, e-mailing, or sending by other means, from sources outside the CopiaFacts system, perhaps elsewhere on the corporate network. CopiaFacts can also be configured to download documents from websites or by FTP. Applications such as Fax-on-Demand may send documents of this type. Even if this is determined to be confidential data, its security is outside the scope of this topic, as is discussion of the destinations to which documents are sent.
The remainder of this document describes the document paths during CopiaFacts processing.
File Locations - Incoming files
| MSG | Received e-mail body files are saved into (by default) the C:\CopiaSavedMessages folder on receipt by the CopiaFacts SMTP Gateway. If the content was S/MIME encrypted, it remains so in the saved MSG file In a second processing phase, the Gateway then decrypts the file if necessary and extracts the body text and attachments into FAXFACTS\CALLBACK\TMP with filenames based on the unique message number. An option allows the original MSG to be automatically deleted after the transaction files to process the message has been completed; otherwise its extension is changed to .BAK to allow the initial processing to be repeated manually if necessary. The .BAK files are not automatically deleted, but CFHK can be configured to do this. Original attachments can easily be extracted from MSG/BAK files, in which they are encoded, but not with a password. |
| If the incoming e-mail is rejected, no MSG file is saved. If Gateway processing of the content causes rejection, the MSG will be moved to C:\CopiaRejectedMessages, from where the processing can be manually retried. The rejected files are not automatically deleted, but CFHK can be configured to do this. |
| MIF | When the MSG file is written by the Gateway from an incoming e-mail, a message information (MIF) file is also written containing its 'envelope' data: sender, recipient, time, etc. The MIF file will be moved alongside the MSG when the latter is moved. |
| TIF | Documents received by fax are stored with this extension in a folder specified for the receiving fax number, usually matching the name of the MBX file which in turn matches the dialed number (DNIS) value. This folder is normally a subfolder of FAXFACTS\MAIL. Processing options are available to delete the TIF file(s) after onward processing. See File Locations - Outbound for details. |
| CopiaFacts includes an option to save incoming files with extensions .1 .2 ... for each separate page, instead of placing all pages in one TIF file. This option is deprecated, but it used, the files are processed together as if they were a single TIF file. |
| Post-Receive scripts can convert the received TIF file to PDF or other formats for onward processing. See File Locations - Outbound for details. |
File Locations - Outgoing fax files
| TIF | TIF documents, if in a 'faxable' TIF format, could be sent from any network folder. In practice remote files are always copied to a local folder for faxing, because network delays can interrupt the timing of the fax protocol. The copied files are renamed, and are always deleted after the fax attempt has been finished, whether or not it was successful. The location for the local files is that specified by the $local_temp configuration command. No attempt should be made to delete these files manually, because the name may already be in use by a later call on the same channel. |
| other | To fax other document formats, they must be converted to 'faxable' TIF format. CopiaFacts supports a wide range of document and image formats, and of conversion methods. For the majority of formats, the original document is converted to PDF format and then the PDF document is converted to TIF, and this is done without saving the PDF on disk: it is passed in internally to the second phase of the conversion. The converted file is then saved in the FAXFACTS\CALLBACK\TEMP folder with a unique name based on the transaction (FS) number. Processing options are available to delete the TIF file(s) after onward processing. |
| For Job Admin broadcasts, where the same document is sent to multiple destinations, the converter file may be converted and saved only once. In this case the converted TIF is created in the same folder as the original file with a unique filename based on the job number, and is then deleted automatically at the end of the broadcast job. |
| cover | CopiaFacts cover sheets are faxable TIF files generated just before transmission from (usually) a 'watermark' TIF original, perhaps with a logo image, and fields filled with values from transaction variable definitions in the FS file. The created TIF result will be saved in the CALLBACK\TEMP folder along with the other document files prepared for the transmission. The deletion of the cover sheet is handled in the same way as the other documents being faxed. |
File Locations - Outgoing E-Mail files
| text, html | Files to be used as e-mail bodies are read by the CopiaFacts engine from wherever the transaction data (FS file) specifies. Transaction variable values are added if specified, but the custom text is added directly to the e-mail to be transmitted without being saved on disk. |
| attach | Files to be used as e-mail attachments are read by the CopiaFacts engine from wherever the transaction data (FS file) specifies. Received TIF files to be e-mailed can optionally be converted on-the-fly to PDF. The complete e-mail is transmitted directly without being saved on disk. Commonly used attachments may optionally be automatically cached in memory for re-use; this is done after the content has been base-64 encoded for use in an e-mail. |
| cover | E-Mail transmissions may have a PDF 'cover sheet' added. These are created and used in the same way as described above for fax cover sheets, and may also have variable data applied. |
File Locations - Log and Trace files
The default folder for trace files is the \\COPIA\FAXFACTS folder. This conveniently collects all trace files in the same place. However there are also advantages in performance and reliability to use local folders for trace files, and you may override the trace files folder as follows:
| FFTRC (env var) | This environment variable, or variable on an $environment command, can be used to specify an override path name. |
| XCT (XCAPI) | The path name for TE-Systems XCT log files can be specified in the XCAPI configurator program. The path name for XCAPI SDK logs is set when these are enabled in FAXFACTS.CFG. |
Confidential Trace and Log File Content
Some confidential data may be retrievable from trace and log files.
| Copia Trace/Log | Routing details (fax numbers, e-mail addresses, names, times) are visible in CopiaFacts trace and log files. Recording this information is often a primary purpose of the file, but in some environments it may be regarded as personal confidential data. No document or audio data is saved in Copia Trace/Log files. |
| WireShark / PCAP | Routing details are visible. WireShark also has the ability to view unsecured fax documents and listen to audio messages if saved in a PCAP log. |
| CFSIPMON | Routing data is visible. |
| BladeWare logs | Routing data is visible. |
| XCAPI / XCT | Routing data is visible on the summary screen. The XCAPI Trace Analyzer also has the ability to view unsecured transmitted faxes and listen to audio messages. |
| XCAPI / SDK | Some routing data can be found in an XCAPI SDK trace, although it principally records just the SDK calls and events. |
