Cloud Business Fax provides the convenience of a private fax machine right in your browser. Hosted Fax is managed in the web-based Customer Administration Portal.
Sending Fax
Any user given access to Hosted Fax can easily send a fax from either the Customer Administration Portal.
via Customer Administration Portal:
In the Hosted Fax widget, click on the Send Fax button. A box will pop up.
Your name will be automatically filled in the Sender Name box. Choose the Sender Fax Number (if applicable).
Enter the Recipient’s name, and Recipient’s Fax Number by filling the appropriate text boxes. Click + to add multiple recipients.
Enter a subject line for the fax.
Choose whether the fax content will be sent as an attachment or if you’ll type out the text to be faxed. To attach a document, click the + button. You will be able to navigate through your desktop to find the document(s) you wish to send. To send text, type in the information.
Send fax by clicking the green Send Fax button on the lower right-hand corner.
Once the fax is sent, the Send Fax dialog closes and you will see the alert, “Fax Sent Successfully.”
To confirm if the fax reached your recipient, check the status in the Status Column. You can also change your settings to receive an email when a fax is sent successfully or not.
NOTE: Hosted Fax currently supports the following file types: PDF, JPG & PNG, and the total size of attachments cannot be greater than 20 MB.
NOTE: To send fax to multiple recipients, add multiple recipients like you would add multiple email addresses.
Enter a subject line in the email.
Attach the document to be faxed to the email.
Receiving Fax
Faxes can be received directly to your email or in the Customer Administration Portal based on settings and configuration (See Manage Settings). When you receive a fax via email, you will receive an email with a PDF file attached.
View Sent/Received Faxes
To view faxes previously sent or received and stored within the Customer Administration Portal:
Click on the Other Services Tab.
Locate the Hosted Fax widget. If necessary, you can expand the widget by clicking on the double arrow in the upper right-hand corner.
The following information is available for each file: Type (Incoming or Outgoing fax), User (You), Details (Recipient or Sender of fax, Date and Time fax was sent or received), Status (Sent – Pending Delivery, Delivered, Failed), Actions (Delete, View, Email, Resend Fax)
To email or delete multiple files from your storage:
Click on the small box next to the document icon within each file.
Click all files to perform the desired action.
Click Actions in the lower left-hand corner of the widget.
Click the Email or Delete icon. If emailing, a box will appear to input the recipient’s email address. If deleting, a box will appear for you to confirm the deletion.
Manage Settings
Manage the outgoing and incoming settings of each fax from within your Customer Administration Portal.
To change settings:
In the Hosted Fax dropdown, select the fax for which you want to change settings.
Click Settings.
Edit the following outgoing fax settings:
Store sent faxes in Hosted Fax Widget. Faxes stored in the Customer administration portal will be counted towards storage limit.
Email when fax is successfully delivered. This will send a notification when faxes are delivered.
Email when fax is not delivered. This will send a notification when a fax is not able to be delivered.
Edit the following incoming fax settings:
Email me received faxes. When this is activated, you will receive faxes via email. This will make the service HIPAA non-compliant.
Notify me of received faxes. You will receive a notification when faxes have been received by this fax number.
None. When this is selected, you will neither receive notice nor receive the faxes in your email.
Click Save.
Configuration
The configuration tab is an admin only option to view and manage all Hosted Fax accounts. To configure a fax, see the list of all fax products in your service, choose the one you want to manage, then click the Actions icon.
Cloud Business Fax
In the configuration window you can do the following:
Enter a Label for your Hosted Fax. A meaningful label will help you with quick identification.
Select if you want to store received faxes in the widget.
You can Disable Email Me Received Faxes to stop getting emails of the faxes. This is a required setting for HIPAA compliance.
NOTE: If you chose not to store fax in Customer Administration Portal, admins and users with view and delete permissions will need to change individual settings to email faxes to them.
Assign Users who can send fax from this account by selecting users from the dropdown box.
Click edit to set the following with the Edit Permission icon:
View, download and email faxes sent to this fax number
Delete faxes sent to this fax number.
Unassign a user with the Unassign icon.
Click Save.
NOTE: If you chose not to store fax in Customer Administration Portal, admins and users with view and delete permissions will need to change individual settings to email faxes to them.
Download Configuration
Rather than managing your storage space in the cloud, you can Sync your faxes to your own FTP Server or an AWS S3 Bucket.
Sync
Turn on Sync to begin the process.
Enter the information for your server, such as Host name, User ID, and Password. You can test the connection at the bottom.
Schedule Configuration
You can Schedule deletion of the cloud stored faxes by turning on Schedule Configuration and selecting the interval from the drop-down box.
The details for the vile formatting and naming will be detailed under the Delete Fax selector.
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