Fax/Email

The Fax/Email tab allows users to configure how automated faxes and emails are sent from Matrix. Users can assign contact information to faxes and emails via the available tabs. Each tab is used to configure specific reports or alarm information sent via fax/email. These tabs are defined below.

Fax/Email Entry #

The Fax/Email Entry tab is where users define the primary contact information for faxes and emails. This section will instruct users on defining this information to ensure faxes and emails are routed correctly.

Perform the following steps to define contact information.

1. Input the first and last name of the contact into the Contact Name field.
2. If applicable, input the name any faxes should be made out to into the Fax-To Name field.
3. Input the contact’s primary 10-digit phone number into the Contact Phone field.
4. Select the phone number masking that should be applied to the Contact Phone from the Contact Phone Format dropdown.
5. Input the 10-digit number faxes will be sent to into the Fax Number field.
6. Select the fax number masking that should be applied to the Fax Number from the Fax Phone Format dropdown.
7. If applicable, select the Hold Faxes option.
   • If selected, system generated faxes will be sent to a hold queue for operators to send the fax manually. Faxes will remain within the queue until sent. A hold time (set by administrators) is set on the queue; once elapsed, the system will generate an alarm for operators to handle so they are notified of waiting faxes.
8. If applicable, select the Fax Alarm Info When Operator Logs Alarm option.
   • If selected, the contact will receive faxes on all alarms that are operator handled.
9. Select the magnifying glass next to the Email on Alarm to This List field to display the Email Lists dialog box.
   • Select the desired email list any alarm notifications should send to from those available. These lists are managed under the Notify Lists tab. See the Notify Lists & Paging documentation for more information on creating email lists.
10. If applicable, select the Fax/Email on Weekends option.
    • If selected, faxes and emails will send on weekending days. If deselected, faxes and emails will only send on business days (Monday - Friday).
    • Please Note: If reports are configured to not send on weekends and the next day the report is scheduled to send falls on a weekending day, the report will advance to send on the next business day.
11. If applicable, select the Fax/Email Even if No Activity option.
    • If selected, the system will send faxes or emails to the contacts even if no activity was triggered on the system.
12. If applicable, select an Include/Exclude List from the available dropdown.
    • If selected, the faxes and emails will be restricted to include or exclude information as configured. See the Include/Exclude Lists documentation for more information on managing lists.
13. Select Save All to complete assigning the contact information to the account.

Batch Report Autofax Email Entry #

The Batch Report Autofax Email Entry tab is where users define how batch reports are handled by the system when sending automated faxes and emails. Each report type and its available options is defined below.

All Activity #

The All Activity report provides a record of all alarm processing activity on the account. Users can determine how the automated all activity report is handled by the system via the available options.

Perform the following steps to setup the All Activity report.

1. Select the Generate This Report option to confirm the system will produce the report.
   • If this option is not selected, the system will not produce the report and you can skip the remaining steps.
2. If applicable, select the Print Dispositions option.
   • If selected, all processing information (the steps taken by operators while handling alarms) will be included in the report.
3. Select how often the report should print from the Frequency to Print dropdown.
   • D: Daily. This report will be sent every day at the set time.
   • W: Weekly. This report will be sent once a week at the set time.
   • M: Monthly. This report will be sent once a month at the set time.
   • B: Semi Monthly. This report will be sent twice a month. The report will first send on the initial day and time and then again 14 days after. The report will then recalculate for the beginning time of the next month before sending out again. Please Note: this report does not send every 14 days.
4. Input the time (in 24-hour format) the system should send the report into the Send at What Time field.
5. If applicable, select the Billable option.
   • If selected, the report will be labeled as a chargeable service and require payment from the subscriber to run.
6. If applicable, select an Include/Exclude List to assign to the report.
   • This will ensure certain defined information is either included on or excluded from the report. See the Include/Exclude Lists documentation for more information on managing lists.
7. If applicable, select the magnifying glass icon next to the Email Address List to search for and select an email list.
   • This list defines the individuals who will receive the report via email. See the Notify Lists & Paging documentation for more information on creating email lists.
8. If applicable, select the Print Alphabetically option.
   • If this option is not selected, the report will print in chronological order.

You can select Save All to complete saving the All Activity report parameters.

Open/Close #

The Open/Close report provides a record of processing activity for open and close signals only. Users can determine how the automated open/close report is handled by the system via the available options.

Perform the following steps to setup the open/close report.

1. Select the Generate This Report option to confirm the system will produce the report.
   • If this option is not selected, the system will not produce the report and you can skip the remaining steps.
2. If applicable, select the Print Dispositions option.
   • If selected, all processing information (the steps taken by operators while handling alarms) will be included in the report.
3. Select how often the report should print from the Frequency to Print dropdown.
   • D: Daily. This report will be sent every day at the set time.
   • W: Weekly. This report will be sent once a week at the set time.
   • M: Monthly. This report will be sent once a month at the set time.
   • B: Semi Monthly. This report will be sent twice a month. The report will first send on the initial day and time and then again 14 days after. The report will then recalculate for the beginning time of the next month before sending out again. Please Note: this report does not send every 14 days.
4. Input the time (in 24-hour format) the system should send the report into the Send at What Time field.
5. If applicable, select the Billable option.
   • If selected, the report will be labeled as a chargeable service and require payment from the subscriber to run.
6. If applicable, select an Include/Exclude List to assign to the report.
   • This will ensure certain defined information is either included on or excluded from the report. See the **Include/Exclude Lists documentation for more information on managing lists.
7. If applicable, select the magnifying glass icon next to the Email Address List to search for and select an email list.
   • This list defines the individuals who will receive the report via email. See the Notify Lists & Paging documentation for more information on creating email lists.

You can select Save All to complete saving the Open/Close report parameters.

Dispatch #

The Dispatch report provides a record of all processing activity on signals where the operator had authorities dispatched. Users can determine how the automated Dispatch report is handled by the system via the available options.

Perform the following steps to setup the Dispatch report.

1. Select the Generate This Report option to confirm the system will produce the report.
   • If this option is not selected, the system will not produce the report and you can skip the remaining steps.
2. If applicable, select the Print Dispositions option.
   • If selected, all processing information (the steps taken by operators while handling alarms) will be included in the report.
3. Select how often the report should print from the Frequency to Print dropdown.
   • D: Daily. This report will be sent every day at the set time.
   • W: Weekly. This report will be sent once a week at the set time.
   • M: Monthly. This report will be sent once a month at the set time.
   • B: Semi Monthly. This report will be sent twice a month. The report will first send on the initial day and time and then again 14 days after. The report will then recalculate for the beginning time of the next month before sending out again. Please Note: this report does not send every 14 days.
4. Input the time (in 24-hour format) the system should send the report into the Send at What Time field.
5. If applicable, select the Billable option.
   • If selected, the report will be labeled as a chargeable service and require payment from the subscriber to run.
6. If applicable, select an Include/Exclude List to assign to the report.
   • This will ensure certain defined information is either included on or excluded from the report. See the **Include/Exclude Lists documentation for more information on managing lists.
7. If applicable, select the magnifying glass icon next to the Email Address List to search for and select an email list.
   • This list defines the individuals who will receive the report via email. See the Notify Lists & Paging documentation for more information on creating email lists.

You can select Save All to complete saving the Dispatch report parameters.

Fax/Email Controls #

The Fax/Email Controls section is where users define basic sending protocols for the above reports. Users can determine when and how the reports are sent via the available options. These options are defined below.

Once all fax/email settings are configured, select Save All to preserve your settings.

Contact Letter Report Email Entry #

The Contact Letter Report Email Entry tab is where users define sending parameters of the Contact Letter report. This report contains a record of contacts on the account. Users can use this report to confirm the contacts and their information are still correct.

Perform the following steps to configure the Contact Letter report.

1. Select how often the report should print from the Frequency to Print dropdown.
   • D: Daily. This report will be sent every day at the set time.
   • W: Weekly. This report will be sent once a week at the set time.
   • M: Monthly. This report will be sent once a month at the set time.
   • B: Semi Monthly. This report will be sent twice a month. The report will first send on the initial day and time and then again 14 days after. The report will then recalculate for the beginning time of the next month before sending out again. Please Note: this report does not send every 14 days.
   • Q: Quarterly. This report will be sent once every three months at the set time.
2. Input the time (in 24-hour format) the system should send the report into the Send at What Time field.
3. If applicable, select the Print Authorities option.
   • If selected, authority contacts on the account will be included on the report.
4. If applicable, select the Print Personal Info option.
   • If selected, any information included within the Personal Information field on the contact will be included on the report.
5. If applicable, select the Print Cover Letter option.
   • If selected, a cover page will be included on the report.
6. If M or B are selected above, select the day of the month the report should send out on from the Which Day Each Month dropdown.
7. If W is selected above, select the day of the week the report should send out on from the Which Day Each Week dropdown.
8. Select the magnifying glass next to the Email Address List field to search for and select an email list.
   • This is the list of users who will receive the report via email on the set days.

Auto Email #

The Auto Email tab is where users configure basic report formatting of the primary reports.

Perform the following steps to configure a report’s format.

1. Select the report you wish to configure from the Report Option dropdown.
   • All Activity: The All Activity report provides a record of all alarm processing activity on the account.
   • Email Dispatch: The Dispatch report provides a record of all processing activity on signals where the operator had authorities dispatched.
   • Open/Close: The Open/Close report provides a record of processing activity for open and close signals only.
2. If applicable, select an Include/Exclude List to assign to the report.
3. Select if the report should include page breaks between sections from the Print With Page Breaks dropdown.
   • Y: Yes, the report will include page breaks between sections.
   • N: No, the report will continuously print information without breaks.
4. Select if the signal type should be included on the report from the Print Signals Received dropdown.
   • Y: Yes, signal types will be included.
     Signal Example:
     

     14:18:55 SIGNAL RECEIVED:  (BA   )                               SYS
                  BURGLARY ALARM

   • N: No, signal types will not be included.
     Signal Example:
     

     14:18:55 BURGLARY ALARM                                          SYS

5. The Compress Signals option is no longer in use. Users can skip this option.
6. Select if the system should include the operator code of the individual who handled the signal from the Print Operators dropdown.
   • Y: Include operator information on applicable signals.
   • N: Do not include operator information on applicable signals.
7. Select if the report should still send even if no signals were received in the time frame from the Print if No Activity dropdown.
   • Y: The report will still send even if the account generated no activity.
   • N: If the account generated no activity, the report will not send.
8. Select Save All to complete configuring the report settings.
9. Repeat steps 1-8 for any other reports within the Report Option dropdown as necessary.