Breadcrumbs

Preparing a cover page template

To create a cover page template in the Retarus Enterprise Fax Portal, you must prepare a Microsoft Word document that contains both static content and dynamic variables. Cover pages can include static text as well as variables that are automatically populated with transmission details, such as the number of pages, sender name, recipient company, and other relevant information.

Prerequisites

  • Microsoft Word
    You need Microsoft Word to create .docx documents.

  • Template design
    A clear understanding of your cover page layout and branding requirements.

  • Variable knowledge
    Knowledge of which dynamic variables you want to include.

Document requirements

  • File format
    Only Microsoft Word (.docx) files are supported.

  • Maximum file size
    Up to 2 MB per template file.

  • Static content
    Company logos, images, and other branding elements.

  • Dynamic variables
    Placeholders that are automatically populated 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 namespace

All variables must be referenced using the faxportal namespace.
Example
${faxportal.senderCompanyName}

The faxportal namespace is required and identifies the fax-related data available in templates.

Content variables

Variable

Description

Type

Required

Character limit

Notes

${faxportal.dateSentAt?string("dd-MM-yyyy HH:mm")}

Date and time when the fax was sent

Date

yes

-


${numberOfPages}

Total number of pages in the fax

Number

yes

-

Document + cover page

${subject}

Subject line of the fax

String

yes

0-100

-

${message}

Message content of the fax

String

yes

0-400

-

Sender variables

Populated from tenant information and user information

Variable

Description

Type

Required

Character limit

Notes

${senderCompanyName}

Name of the sender's company

String

yes

1-100

-

${senderDepartment}

Department of the sender

String

no

2-100

Does not appear on the Send a fax form

${senderNumber}

Fax number of the sender

Number

no

6-20

-

${senderEmail}

Email address of the sender

String

no

6-254

-

${senderFirstName}

First name of the sender

String

no

2-50

Recommended: 35 characters or fewer for senders in the USA, and up to 50 elsewhere in other countries

${senderLastName}

Last name of the sender

String

no

2-50

Recommended: 35 characters or fewer for senders in the USA, and up to 50 elsewhere in other countries

${senderJobTitle}

Job title of the sender

String

no

2-50

-

Recipient variables

Populated from the address book

Variable

Description

Type

Mandatory

Character limit

Notes

${recipientCompanyName}

Name of the recipient's company

String

no

1-100

-

${recipientNumber}

Fax number where the document is being sent

String

no

6-20

-

${recipientContactPerson}

Name of the person receiving the fax

String

no

2-100

-

Creating your Word template

Follow these steps to create your cover page template document:

Step 1: Create a new document

  1. Open Microsoft Word on your computer.

  2. Click File - New to create a new document.

  3. Select Blank document to start with a clean page.

Step 2: Set up your document layout

  1. Configure your page margins by going to Layout - Margins.

  2. Choose appropriate margins for your fax cover page.

  3. Set the page orientation.

Step 3: Add static content

  1. Insert your company logo by going to Insert - Pictures

  2. 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

  1. Position your cursor where you want dynamic content to appear.

  2. Type the exact variable syntax from the table above (including ${}).

  3. 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

  1. Apply consistent formatting to text (fonts, sizes, colors).

  2. Ensure proper spacing around variables.

  3. Add any additional styling or branding elements.

  4. Create clear sections for different types of information.

Sample template structure 

                                                  [COMPANY LOGO]

TO                                                FROM

${faxportal.recipientCompanyName}                 ${faxportal.senderCompanyName}

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

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

                                                  Email: ${faxportal.senderEmail}


Date: ${faxportal.dateSentAt?string("dd-MM-yyyy HH:mm")}
Pages: ${faxportal.numberOfPages}

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

SUBJECT

${faxportal.subject}


MESSAGE

${faxportal.message}