Creating a coverpage

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Creating a coverpage

The coverpage is the first page of a fax that automatically precedes the fax content. Typically, this includes custom information (such as recipient and sender information) and design (such as company logo).

A coverpage is created in Microsoft Word and supports a number of fields which are automatically populated with the applicable information. For example the field ~CoverSubject~ is automatically replaced with the subject from the email header.

Typically, a coverpage includes:

organization's logo and contact information
fax details such as date and time of transmission, fax subject and fax recipient number
an introductory message retrieved from the email body

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.

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 numberA software-based (FoIP) dedicated fax number.	~FaxNumber~	Recipient fax number
Full message ID	~FullMessageId~	A unique job identifier in 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 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.
CSIDCall Subscriber Identification.	~SenderCSID~	CSID of the sender
Country	~SenderCountry~	Sender country.
DepartmentA collection of settings that can be applied by default to new users.	~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.

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 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.

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