Managing the Outgoing Fax Status Queue

Use the Outgoing Fax Status Queue to view and manage outgoing faxes. You can view up-to-the-minute outgoing fax status, as well as stop or reschedule outgoing faxes.

The FAX.STATUS authorization key determines which faxes you can view:

Level 1 – Only your own faxes.
Level 2 – Faxes being sent by all users.

Each employee should monitor the queue daily to manage their outgoing faxes and follow up on faxes that expire before being sent.

To display summary information for this queue at all times, add an Outgoing Fax Status Queue widget to the Solar Eclipse main window. For more information about widgets, see Widgets and Menu Shortcuts Overview.

To manage the Outgoing Fax Status Queue:

From the System > Printers menu, select Outgoing Fax Status Queue to display the Outgoing Fax Status Queue window.

In the User ID field, which displays your user ID, do one of the following:
To display your own scheduled faxes, click Update.
To display another user's faxes, enter their user ID and click Update.
To display all scheduled faxes, clear the User field, and click Update.

The system displays the scheduled faxes, first according to send time and then, within send time, from highest to lowest priority. Expired faxes display at the bottom of the window. The dates and times shown on the window are in the user's time zone, displayed in the Time Zone field, or the system time zone if one is not defined for the user in User Maintenance.

The following information displays for each fax:

Field	Description
User	ID of the user sending the fax.
Submitted	Date and time the fax was submitted.
Status	Where the fax is in the sending process.
# of Attempts	Total number of unsuccessful attempts made to send the fax
Priority	Priority assigned to the fax.
Queue Sequence	Sending sequence of the fax. This field can be blank, display a number that indicates the sending order within active fax entries, or display exp if the fax has expired. Note: An expired fax requires manual intervention. Cancel it or modify the sending parameters and reactivate it with the File > Retry option.
Fax Number	Fax number of the recipient. If you change this field, include any dialing prefixes along with the fax phone number.
Description	Contact, company, sales order number, purchase order number, or transfer order number related to the fax. The order number displays if the order is faxed or acknowledged from an order entry window.

If a fax fails, do any of the following:

Check the fax number to be sure it is accurate.
If necessary, use the Edit >Phone option to edit the fax number. Then create a tracker to have the customer or vendor record permanently updated.
Use the File > Retry option to change the expired status and place the fax back in the active queue.
If the fax continues to time out, contact the company to which you are trying to send the fax for assistance.

Use the following options to manage the queue as needed:

To...	Use this function...
change the status of the fax to Waiting and place the fax back in the active queue. Use this option to resend a fax that did not transmit.	File > Retry
cancels and delete the fax from the queue. The system prompts you to confirm the cancellation, which is immediate. Note: After canceling a fax, give the system a few seconds to refresh the entries on the window before using this option again.	File > Cancel
display a prompt to change the priority of the fax. Press F10 to select from a list of priorities. The system places the fax in the queue according to the send time and new priority.	File > Priority
display a prompt to change the scheduled transmission time and date assigned to the fax. The system places the fax in the queue according to the new send time, send date, and the priority.	Edit > Schedule
display a prompt to change the fax phone number. Changes made using this option are for this fax only; they do not update other records in the system.	Edit > Phone
display the Fax Memo window in view-only mode, so you can view the fax message. Note:To modify the content of a fax before it transmits, cancel and then recreate it.	View > View Fax Memo
display the Eclipse Fax Status window, which provides information for Eclipse Support when you have a fax problem that you can't solve. When functioning properly, the following message displays at the top of the window: The fax scheduler is running. Faxes queued for transmission display at the bottom of the window. If a system reboot occurs, the message Not Running displays under State. When the message Modem server keeps dying displays under Devices, Eclipse Support should address the problem.	View > Status
display attachments to the fax, such as .bmp or .pdf files	View > Attached Order
halt and reschedule all outgoing faxes. At the Continue?: Y/N prompt, enter Y. The reset takes a minute or less. Use this option after rebooting your system or if VSI-FAX Gold is not functioning properly. Note: For this option to be active, you must be assigned the FAX.RESET authorization key.	File > Reset

From the File menu, select Exit to exit the queue.