AutoComm™ Fax and Email FAQs

This page answers Frequently Asked Questions on the Fax and Email software for use with DDMS® business systems, including AutoComm™ DDMS interface. Topics include system requirements, setup, sending, monitoring, and troubleshooting faxes and emails from your DDMS system.

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What are some of the ways I can go paperless and increase billing efficiencies like PlanetPress?

New! Setting Up PlanetPress Suite (pdf) ECi's partnership with Objectif Lune lets us offer you the variable data printing solution PlanetPress Suite. Documents created with PlanetPress Suite can be printed, archived, emailed and/or faxed as part of a sophisticated output management application driven by PlanetPress Watch or PlanetPress Server. PlanetPress Suite enables easy creation and printing of transactional variable content documents in house, eliminating the need for preprinted forms. These in house documents can be produced using any printer so there is no need to dedicate a printer just for forms. ECi offers customization of several forms including invoices, statements, delivery tickets, and purchase orders. All documents can be generated from the same data file used to create an invoice, so information is entered only once. Since documents can be created in house, PlanetPress provides significant savings on printing costs and also provides greater work process efficiency. Learn how to configure DDMS with PlantPress report formats, printers and Dayend process, and begin to use the intuitive PlanetPress Design application in conjunction with DDMS text files.

 

Going Paperless: Operational & Billing Efficiencies (pdf) Eliminate the costs of postage, paper, and forms by faxing or e-mailing invoices and statements with Autocomm II. This also includes information on paperless reporting capabilities such as saving monthly and daily reports to text files, setting up multiple printers to save your text file reports for automated procs, and importing into Excel.

What’s new in AutoComm II?

AutoComm II features will be phased in across major DDMS releases. With DDMS Version 8.12 released in May 2007, AutoComm II offers the following primary features:

  • The AutoComm II Settings Management window uses a graphical wizard-like interface to set up the DDMS server information, backgrounds and attachments, fax cover sheet location, and email settings. (Fax settings reside in Microsoft Fax.)
  • 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 or HTML file.
  • 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.

 

Do I need a new system to meet the requirements for AutoComm II?

AutoComm II uses new email and fax standards, and takes advantage of the best resources available in our .NET programming environment. As a result, AutoComm II has new system requirements, which are highlighted below.

In some cases, dealers may need to purchase a new machine to meet new system requirements for Windows® XP Pro or 2003 Server.

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 DDMS 8.12.1 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 & line
  • Email account that allows SMTP forwarding

System Requirements for all our software is on our Web site.

Do I still need to install AutoComm II on a separate server?

Yes. You can even 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. However, we do not recommend running AutoComm II on DDMS servers or clients.

How do I enable the 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, or see Microsoft's Knowledge Base Article # 306550, How to enable and configure the Fax service in Windows XP

Why should I avoid installing other software on my AutoComm II server?

On the machine where AutoComm II is installed, we recommend not installing additional software (including some browsers, office suites, photo or graphics publishing suites). Other software may overwrite the TIF file association with Windows Picture and Fax Viewer with other programs, preventing AutoComm II from processing faxes. If other software has been installed, and faxes are failing, see the related topic below, "AutoComm II is sending emails, but why does it fail to send faxes? Is it the TIF file association?" (opens in a new window/tab).

Why should I disable my antivirus program's 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.” On-access scanning can slow down the processing of faxes and emails. 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.

How do I know if I've got a 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/).

How do I know if my email account supports 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.

How Do I Obtain AutoComm II Software?

AutoComm II is included in the software update for DDMS 8.12 and above.

If you have not already received your software update, simply send a request to ddmssupport@ecisolutions.com, and include your DDMS account number, contact name, company name, shipping address, and phone number. We will be happy to ship it to you via United Parcel Service (UPS) Ground.

AutoComm II is available at no additional charge to DDMS customers. AutoComm software should already be authorized for all product packages. For detailed setup instructions, see Installing AutoComm II (pdf).

Can I Keep Running the Old AutoComm I During Setup?

Yes, you can install and customize AutoComm II while the original AutoComm software is still running and handling your current faxes and emails.

To avoid conflict after installing AutoComm II, you should temporarily disable the AutoComm II service, as instructed in the documentation to be published soon.

Once you have set up the DDMS user accounts, fax services, AutoComm II software, options, and cover sheets, and formats to your satisfaction, you can then turn off the original AutoComm software, and enable the AutoComm II service.

What About Future Enhancements for AutoComm II?

Our product management and development team already has a list of AutoComm II enhancements that will be phased in across upcoming DDMS releases. AutoComm II may soon offer the following enhancements, pending design and testing:

  • An enhancement to DDMS's O/E batch invoice handling so that you can bundle multiple O/E invoices for a recipient into one AutoComm email attachment, as well as bundle multiple A/R batch statements for a recipient into one email attachment.
  • A new setting to notify an email address if a fax fails.
  • An event viewer within the AutoComm II Settings Management window. You will no longer have to use the AutoComm II server’s Windows Fax Console or Event Viewer.
  • A graphical user interface for AutoComm to let users send mass or batch emails and faxes, check message status, re-send, delete, or purge emails and faxes, and specify other files to be sent. It should replace the text-based (&) AutoComm screen.
  • (Tentative) Enhanced template handling for HTML emails so that they no longer look just like the text format.

 

Is the original AutoComm I software being phased out?

Yes, we are planning to release important AutoComm II enhancements that require a new field structure for the AF-MASTER file. This file, stored in your DDMS work unit, holds data required to process fax and email jobs.

These upcoming file changes, tentatively set for release in DDMS 8.14, will ultimately interfere with the function of the original AutoComm software. When these enhancements are released, DDMS will discontinue support for the original AutoComm software.

We hope this information is helpful as you plan your communications strategies and IT requirements.

How do I install AutoComm II?

Updated! Installing AutoComm II (pdf) Learn how to set up the revamped fax/email server software for DDMS that eliminates the need for third-party software. AutoComm II introduces a new graphical wizard-like interface that simplifies setup of DDMS server information, backgrounds and attachments, fax settings, and email settings. The Autocomm II service runs in the background while its workstation is on, so there’s no need to launch it manually or even log in for the system to process emails and faxes.

How do I use AutoComm II to send faxes and emails from DDMS and DDMS?

Updated! Using AutoComm II (pdf) Learn how to send faxes and emails from both graphical and text-based applications using the AutoComm™ II fax/email server software for DDMS. This document includes instructions on sending invoices from Order Entry, purchase orders from P/O Entry, and customer statements from Accounts Receivable. It also includes instructions for monitoring faxes and emails, and sending mass or batch messages.

How do I install and use the original AutoComm I?

Installing & Using AutoComm I (pdf) Learn how to set up AutoComm and configure your system to work with Symantec WinFax. Includes instructions for faxing and emailing in both graphicaland text-based software from the Faxing application, invoices from the Order Entry application, purchase orders from the P/O Entry application, and customer statements from the A/R reports screen. Also includes instructions for monitoring faxes and emails, and sending mass or batch messages.

How does AutoComm work for ASP customers?

AutoComm for ASP customers (pdf) This flowchart shows how ASP customers use AutoComm.

AutoComm II is sending emails, but why does it fail to send faxes? Is it the TIFF file association?

Open With dialog box showing Tif File Association with Windows Picture and Fax ViewerFirst check to see that the fax service was indeed installed on the server where you loaded AutoComm II. Click Start, and then click "Printers and Faxes" to verify there is a fax machine icon titled "Fax".

Also, the TIFF file association must be set to use the “Windows Picture and Fax Viewer” on the Autocomm server machine for faxing to work.

If you have loaded other software such as Microsoft Office on this machine, then the association is probably overwritten.

To fix the association, you can search for a *.tif or *.tiff file on the machine.

and then right-click the file, and select Open With.

In the dialog box as shown at right, select Windows Picture and Fax Viewer.

Then place a checkmark in the box beside "Always use the selected program to open this kind of file."

Then click OK.

How do I create, edit or customize the Microsoft Fax coversheet for AutoComm II?

The following is excerpted from the Windows IT Library, Setting Up Microsoft Fax:

You can launch the Cover Page Editor from the Start menu or from within Microsoft Exchange:

  • From the Start menu, choose Programs, Accessories, Fax, Cover Page Editor. This will open the Cover Page Editor to a new, blank cover page.
  • From within Exchange, choose Tools, Microsoft Fax Tools, Options. In the Microsoft Fax Properties dialog box (Figure 7.8), either select a cover page and click Open to edit it in the Cover Page Editor, or click the New button to start a fresh cover page.