AutoComm™ II Integrated Fax and Email Software

Still Chasing Paper?

Think about all of the time and money you spend sending out invoices and statements every month. Each document requires a pre-printed form, possibly an envelope, and postage. And don't forget the labor: printing, stuffing envelopes (or using more expensive self-mailing forms), applying postage, and filing copies all add to your costs.

Then there are the customers who call asking for another copy of an invoice or statement. You have to locate the filed document, make a copy onto faxable paper, and fax it to your customer. This paper chase costs you more time and money.

The AutoComm II Integrated Solution

AutoComm™ II integrates digital fax and e-mail capabilities with your Ensite Pro™ business system. Send virtually any document directly from your system with just a click or keystroke. As with the original AutoComm, any employees with system access can instantly send invoices, statements – even word processing or PDF file attachments such as sales flyers and statement stuffers – directly to your customers via fax and email without leaving their desks. You can also fax or e-mail purchase orders to suppliers who do not support electronic purchasing.

Features

• Batch fax or e-mail statements or invoices to hundreds of customers at once
• Mass fax or e-mail marketing flyers and promotion announcements to everyone in your database, or to selected groups of customers
• Attach “statement stuffers“ to your faxes
• Send text via e-mail as HTML or text-format attachments (Not available when batch or mass e-mailing.)
• Add comments to cover sheets for individual faxes or e-mails
• Attach a logo and/or border to faxed statements, invoices, or P/Os
• Add graphics, such as your company logo, to faxed tickets, P/Os, statements, and invoices (Not available when mass faxing.)
• Set default cover sheets by location
• Set customer preferences for e-mail, fax, or print
• Fax or e-mail from all transaction and history windows, including order entry, purchasing, and AR
• Mass or batch transmit sale flyers or statement stuffers created in a word processor or desktop publishing program using customer information from your DDMS system.

How it Works

AutoComm II is a fax server/interface program uses new email and fax standards for your DDMS business system communications. AutoComm II runs in the background and queues statements, invoices, and other documents on your DDMS server, routing them to a PC equipped with a fax modem or Internet connection for transmission via Microsoft® Fax Services or your SMTP email server.

• The AutoComm II Settings Management window uses a graphical wizard-like interface to set up the DDMS server information, backgrounds and attachments, fax settings, and email settings.
• Fax functionality uses Microsoft Fax Services (an advanced component freely available in Windows® XP Pro and 2003 Server), eliminating dependence on third-party software like Symantec’s WinFax.
• AutoComm II takes advantage of .NET architecture to authenticate emails just like our Campaign Manager application. This enhancement addresses concerns that recipients’ mail server spam controls occasionally strip attachments from the original AutoComm system.
• The AutoComm II email settings and reply-to address now allow Webmail accounts, as long as they allow SMTP forwarding.
• The Autocomm II service runs in the background while its machine is on, so there’s no need to launch it manually or even log in for the system to process emails and faxes.
• You have the option to send your reports within the email body or as a TXT, HTML, or PDF file attachments.
• You can bundle multiple A/R batch statements for a recipient into one email attachment.
• AutoComm II no longer relies on the DDMS TBL NetCom gateway, eliminating possible conflicts with eGate, Web storefronts, and handheld units.
• For troubleshooting purposes, AutoComm II logs events and errors to the Computer Management Event Viewer. You can also use the (&-7) AutoComm Monitor screen to check status, re-send, delete, or purge emails and faxes

System Requirements

As with the original AutoComm, you’ll install the new fax and emailing software on a computer separate from your DDMS server, with the same type of network or direct serial connection.

• DDMS Server running Ensite Pro 8.12.0 or later, TBL 6.21 or later
• Separate AutoComm II server with:
  • Windows® XP Pro or 2003 Server with Fax Services Windows Component enabled
  • Anti-Virus On-Access Scan disabled
  • Internet connection
  • Network or direct serial connection to the DDMS server
  • Compatible analog fax modem
  • Dedicated phone line (no incoming calls)
• Email account that allows SMTP forwarding

Note on Separate AutoComm II server: We do not recommend running AutoComm II on Ensite Pro servers or clients. However, you can install AutoComm II on the same machine where you have installed AutoComm I or Approval Link credit card processing software, as long as it meets the requirements.

Note on Enabling Fax Component: Windows Fax is a component of Windows XP Pro or Server 2003. It may need to be enabled or installed and configured to work with your modem. Please consult your network administrator.

Note on TIF file association: Avoid installing additional software (including some browsers, office suites, photo or graphics publishing suites) on the machine where AutoComm II is installed. Other software may overwrite the TIF file association with Windows Picture and Fax Viewer with other programs, preventing AutoComm II from processing faxes.

Note on Disabling Antivirus On Access Scan: If you have an Anti-Virus service running on the machine where AutoComm II is installed, you must disable “on-access scanning.” Rest assured, we are not asking you to disable your scheduled periodic virus scan, nor are we asking you to disable your email virus scanning; keep those in place.

Note on Compatible Analog Fax Modem: If you’ re unsure if your existing fax modem is compatible with Windows XP Pro or Windows 2003 Server, see the Microsoft Hardware Compatibility List (www.microsoft. com/whdc/hcl/).

Note on Email Account with SMTP Forwarding: If you’re unsure if your existing email account supports SMTP forwarding, please consult your email provider, IT personnel, or Internet service provider. Free Webmail accounts such as AOL, Google Gmail, Hotmail, and Yahoo may not work as well with AutoComm II as internal or ISP-hosted email servers.