Preparing a cover page template

Before you can upload a cover page template to the Retarus Enterprise Fax Portal, you need to prepare a Microsoft Word document that includes both static content and dynamic variables. Cover pages can include static text and variables, which will be dynamically filled based on the transmission information such as the number of pages, sender name, recipient company, and other relevant details.

Prerequisites

Microsoft Word
You need Microsoft Word to create .docx documents.
Template design
A clear idea of your cover page layout and branding requirements.
Variable knowledge
Understanding of which dynamic variables you want to include.

Document requirements

File format
Only Microsoft Word (.docx) files are supported.
Maximum file size
2 MB per template file.

Static content
Company logos, images, and other branding elements.
Dynamic variables
Placeholders that automatically populate with fax transmission data.
Formatting
Custom fonts, colors, layouts, tables, and styling elements.

Available dynamic variables

You can include the following variables in your cover page template. Copy these variables exactly as shown and place them where you want the dynamic content to appear in your Word document:

Variable	Description	Example Use
`${faxportal.subject}`	Subject line entered in 'send fax' window	Document titles and reference information
`${faxportal.message}`	Message entered in 'send fax' window	Custom communication content
`${faxportal.numberOfPages}`	Number of pages in this fax	Page count information
`${faxportal.dateSentAt}`	Date and time of sending	Transmission timestamp
`${faxportal.senderNumber}`	Outbound number of sender	Return fax number
`${faxportal.senderName}`	Sender's full name from the Fax Portal profile	Complete sender identification
`${faxportal.senderFirstName}`	Sender's first name from the Fax Portal profile	Personal salutations
`${faxportal.senderLastName}`	Sender's last name from the Fax Portal profile	Formal signatures
`${faxportal.senderEmail}`	Sender's email address from the Fax Portal profile	Contact information
`${faxportal.senderCompanyName}`	Company name from the Fax Portal login	Organization identification
`${faxportal.senderJobTitle}`	Sender's job title from the Fax Portal profile	Professional credentials
`${faxportal.recipientCompanyName}`	Recipient company name from 'send fax' window	Addressee organization
`${faxportal.recipientName}`	Recipient name from 'send fax' window	Individual recipient
`${faxportal.recipientContactPerson}`	Recipient contact person from 'send fax' window	Specific contact
`${faxportal.recipientNumber}`	Recipient fax number from 'send fax' window	Destination number
`${faxportal.date}`	Date of transmission	Document date stamps
`${faxportal.senderDepartment}`	Sender's department from the Fax Portal profile	Organizational structure

Creating Your Word Template

Follow these steps to create your cover page template document:

Step 1: Create a new document

Open Microsoft Word on your computer.
Click File - New to create a new document.
Select Blank document to start with a clean page.

Step 2: Set up your document layout

Configure your page margins by going to Layout - Margins.
Choose appropriate margins for your fax cover page.
Set the page orientation.

Step 3: Add static content

Insert your company logo by going to Insert - Pictures
Add static text elements such as:
- Company name and contact information
- Headers like "FAX TRANSMISSION"
- Labels for different sections (TO, FROM, SUBJECT, etc.)

Step 4: Insert dynamic variables

Position your cursor where you want dynamic content to appear.
Type the exact variable syntax from the table above (including ${}).
Add the required variables, for example:
- Sender information (name, company, contact details)
- Recipient information (name, company, fax number)
- Transmission details (subject, message, page count, date)

Step 5: Format your template

Apply consistent formatting to text (fonts, sizes, colors).
Ensure proper spacing around variables.
Add any additional styling or branding elements.
Create clear sections for different types of information.

Sample template structure

CODE

                                                                    [COMPANY LOGO]

TO                                                  FROM

${faxportal.recipientCompanyName}                   Globex Inc.

${faxportal.recipientContactPerson}                 ${faxportal.senderFirstName}
                                                    ${faxportal.senderLastName}

Fax: ${faxportal.recipientNumber}                   Fax: ${faxportal.senderNumber}

                                                    Email: ${faxportal.senderEmail}


Pages: ${faxportal.numberOfPages}

────────────────────────────────────────────────────────────────────

SUBJECT

${faxportal.subject}


MESSAGE

${faxportal.message}