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 manage the Outgoing Fax Status Queue:

From the System > Printers menu, select Outgoing Fax Status Queue to display the Outgoing Fax Status Queue screen.
In the User field, which displays your user ID, do one of the following:

To display your own scheduled faxes, press Enter.
To display another user's faxes, enter their user ID.
To display all scheduled faxes, clear the User field and press Enter.

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 screen. The dates and times shown on the screen 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.
Att	Total number of unsuccessful attempts made to send the fax.
Pri	Priority assigned to the fax.
Q Seq	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 Retry hot key.
Phone #	Fax number of the recipient. Note: 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 screen.

If a fax has failed, do any of the following:

Check the fax number to be sure it is accurate.
If necessary, use the Phone hot key to edit the fax number. Then create a tracker to have the customer or vendor record permanently updated.
Use the Retry hot key 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 hot keys to manage the queue as needed:

Hot Key	Description
Retry	Changes the status of the fax to Waiting and places the fax back in the active queue. Use this hot key to resend a fax that did not transmit.
Cancel	Cancels and deletes 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 screen before using the Cancel hot key again.
Priority	Displays 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.
Schedule	Displays 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.
Phone	Displays a prompt to change the fax number. Changes made using this hot key are for this fax only; they do not update other records in the system.
View	Displays the Fax Memo screen 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.
Status	Displays the Eclipse Fax Status screen, which provides information to 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 screen: The fax scheduler is running. Faxes queued for transmission display at the bottom of the screen. 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.
Reset	Halts and reschedules all outgoing faxes. At the Continue?: Y/N prompt, enter Y. The reset takes a minute or less. Use this hot key after rebooting your system or if VSI-FAX Gold is not functioning properly. Note: For this hot key to be active, you must be assigned the FAX.RESET authorization key.

Press Esc to exit the queue.