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.

Content variables

Variable	Description	Type	Mandatory	Character limit	Notes
`${dateSentAt}`	Date and time when the fax was sent	Date	yes	-	The format is automatically adjusted based on your preferences and whether the fax is sent within the USA (`USA-USA`) or internationally (`USA-Europe`).
`${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	Mandatory	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

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

${recipientCompanyName}                                 ${senderCompanyName}

${recipientContactPerson}                               ${senderFirstName}
                                                        ${senderLastName}

Fax: ${recipientNumber}                                 Fax: ${senderNumber}

                                                        Email: ${senderEmail}


Date: ${dateSentAt}                                     Pages: ${numberOfPages}

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

SUBJECT

${subject}


MESSAGE

${message}