Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/SendToFax/CreatingContent/RestrictedWords.htm

## Restricted Words in Send to Fax

Send to Fax allows administrators to define a list of restricted words to prevent sending fax communications containing potentially inappropriate or non-compliant language.

If an end-user attempts to send a fax containing a restricted word in a free text area, either as an exact match or a partial match, an error message displays, preventing the fax from being sent.

**Who can use this feature?**

* Fax Admin Users — Browser, iPad, iPhone
* [Defining a List of Restricted Words](#Defining)
* [Using Multiple Veeva Messages to Restrict Words](#UsingMultiple)
* End Users — Browser, iPad
* [Using Restricted Words](#Using)
* Users require an Approved Email license

### Configuring Restricted Words for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#)

To configure this feature, ensure [Configuring Send to Fax](../Configuration.htm) is complete.

### Defining a List of Restricted Words as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Fax Admin Users](#)

To define restricted words:

1. Navigate to **Business Admin > Objects > Fax Settings**.
2. Select the **Fax Restricted Words** Fax Setting.
3. Select **Edit**.
4. Enter a list of restricted words, phrases, or product tokens separated by double semi-colons.

   For example:

   word1;;this is a phrase;;this is another phrase;;{{detailproduct}}

   The {{detailproduct}} token expands to hold the names of all product\_\_v records where product\_type\_\_v is equal to detail\_\_v.
5. Select **Save**.

#### Using Multiple Veeva Messages to Restrict Words

Administrators can define the list of restricted words as a series of Veeva Messages. This enables a list of restricted words larger than the 5000 character limit of a single Veeva Message:

1. Navigate to **Business Admin > Objects > Veeva Messages**.
2. Create all appropriate Veeva Messages containing lists of restricted words.
3. Veeva Messages must be a unique combination of the name\_\_v, category\_\_v, and external\_id\_\_v fields.
4. Navigate to **Business Admin > Objects > Fax Settings**.
5. Select the **Fax Restricted Words** Fax Setting.
6. Enter the Veeva Messages as a comma-separated list. All Veeva Messages in this setting must belong to the same category and use the format [Name1],[Name2],[Name3];;[Category].

   For example, the following references three Veeva Messages for the list of restricted words: RESTRICTED,RESTRICTED2,RESTRICTED\_jp;;ApprovedEmail

All Veeva Messages used must have the same language and match the user’s language.

If administrators already defined restricted words in Veeva Messages for [Approved Email](../../Multichannel/ApprovedEmail/ManagingContent/RestrictedWords.htm), they can reference the same Veeva Messages for use in fax communications. To do so, update the Fax Restricted Words Fax Setting to list the Veeva Messages used for restricted words in Approved Email. This prevents the need for the administrator to define separate lists for Approved Email and Send to Fax.

### Using Restricted Words as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

When users enter a restricted word or phrase in a free text area on a fax template, an error displays and the user is unable to send the fax.

### Related Topics

[Creating and Managing Fax Templates](CreateTemplates.htm)

[Sending a Fax](../SendingFax.htm)