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Voice Processing Features
AXXESS® ADMINISTRATOR’S GUIDE – January 2004
Fax-On-Demand
9. The caller hangs up or returns to step 2 to select more documents. (If more documents
are selected and canceled, the documents that were selected and accepted previously
will still be sent. Each time the caller accepts the documents and enters the dialing
information, the documents are prepared for transmittal. They cannot be canceled after
that point.)
10. The Message Notification/Retrieval application places a call to the caller’s fax machine
as soon as a fax port is available, unless one of the following occurs:
• If the fax was requested outside of the programmed fax delivery times, the system
will wait until the Fax Delivery Start Time on an allowed day of the week before it
attempts to send the document. The Fax Delivery Start and Stop times determine
when faxes can be sent. Start and stop times can be set to any time period, up to 24
hours. The programmer can also determine which days of the week faxes will be
sent.
• If other calls are going out and the programmed Maximum Number of Outgoing
Calls has been met, the system waits for an available outgoing call to send the fax.
• If a fax port or trunk is not available or if a requested document is not available,
the system delays delivery until the resource or document is available.
• If a requested document has been deleted, the system will complete the delivery,
but will indicate on the cover sheet that the document is no longer available.
• If a fax delivery fails after one or more pages have been transmitted, the system
remembers which pages were not sent and tries again to send only those pages. For
example, if the transmission failed in the middle of page 3 of 5, the system would
attempt to send only pages 3, 4, and 5 on the retry. The cover sheet on the retry will
say, “This fax is the continuation of...” and the description for the fax will include
“continued” in the title.
Documents are stored in the fax library using the system administrator’s mailbox. To do so, a
fax machine places a call to the system administrator’s mailbox and sends the document. (See
page 47 for instructions.)
Fax-On-Demand transmits a cover sheet with each faxed document that includes the recipient’s
extension number, your company name (as programmed in the database), the date, the number
of pages to be sent, and a list of included documents. If you wish, you can store a company
logo to be used on the cover sheet. The logo can be up to 5.5 inches tall; if it is larger, the sys-
tem automatically cuts it off at the 5.5 inch mark. The logo document is stored, like other fax
documents, using the system administrator’s mailbox.
If you have several fax documents, you may want to create and store a “catalog” document that
callers can request before continuing their selections. For example, the catalog can include the
document number, title, description of the contents, number of pages, and last revision date for
each document.
Fax documents can be saved and restored using the Voice Processing Save And Restore data-
base program. The system Save And Restore operation has no effect on fax documents. How-
ever, if the system database is defaulted, all fax documents are deleted.
The digit translation node used for fax document selection should have a greeting that explains
how to select documents. For example, it can say something like, “Welcome to Fax-On-
Demand. For a product list, press 1. For a price list, press 2. When you have made your selec-
tions, press # to continue. Or, to cancel your selections, press *.” Or, you can use a series of
digit translation nodes that break the document selection into categories and/or allow callers to
dial individual document numbers. If fax delivery times are set to specific days or times, the
introductory recording should also include this information.