Using Internet Fax

Every VirtualPBX system includes Internet fax capability, allowing you to both send and receive faxes with your VirtualPBX account. You don’t need a fax machine or a separate fax number, though you can use both if you prefer.

Inbound Faxes

Inbound faxes are auto-detected and can come in on any phone number in your system, including your main number. Senders simply dial your virtual PBX number and press the send button on their fax machine. These incoming internet fax pages are available online or can be sent to the email address of the extension you have designated as the system operator. It is also possible to send faxes directly to extensions by having callers dial your number and then enter the extension number before sending the fax. To read your faxes online, log into your extension and go to the Message Center tab in our vConsole web management tool.

You can also forward faxes you receive to a standard fax machine. Go to the bottom of the page in the Message Handling tab. Under the section titled Fax Retransmit, add the phone number of the fax machine to which you want the faxes sent. The Storage Options section here lets you keep copies of faxes you forward or delete them.

Outbound Faxes

VirtualPBX enhances outbound faxes by providing a library of faxes in our Fax Center. The following instructions explain all of the functions of our internet Fax Center.

Using the Fax Center

The VirtualPBX Fax Center allows you to manage, upload, and send faxes anytime you want, from any web browser.

  1. All uploaded faxes are saved in the Fax Center library, no need to upload the same document twice.
  2. Each extension owner has their own internet fax library, allowing each extension owner to customize their own fax documents.
  3. You’ll never have to deal with cryptic numbering schemes or bizarre naming conventions because you’ll be able to name your uploaded faxes whatever you’d like.
  4. Because all documents are saved in the Fax Center library, you can send the same document multiple times to multiple recipients and only have to upload it once.
  5. Real-time status of internet fax sending status so you know for sure if you fax went through or not.

Fax Center: Fax Log

The Fax Center is available to each extension owner. Once logged-in, the extension owner will find a tab labeled FAX CENTER. Click on the FAX CENTER tab to access the Fax Center and the internet fax library.

Fax Log View

Figure 1. Fax Log View

The Fax Log provides a history of the extension owner’s internet faxes. This view displays fax entries for an extension. Each fax entry is displayed along with:

  1. The date and time that the fax was sent
  2. Number to which fax was sent
  3. The Status of the internet fax, whether it was Sent, is in the process of Sending, or Errored with Error Message
  4. Name of the Document assigned by extension owner when document was uploaded or faxed. If no name was assigned, name of File is listed
  5. Link to resend the internet fax. Resend link would not be available if document associated with fax is deleted.

Changing the Sorting

By default, faxes are sorted by the date and time fax was sent in descending order.
The sorting order can be changed by clicking on the Fax Number and Date Faxed links.

Fax Center: Documents View

The Documents view provides a central location for the storage of each extension owner’s internet fax documents.

Fax Documents View

Figure 2. Fax Center Documents View

This view displays document entries for an extension. Each document entry is displayed along with:

  1. The date document was uploaded
  2. Name of the File that was uploaded
  3. Name of the Document assigned by extension owner when document was uploaded
  4. Link to send the internet fax
  5. Checkbox to delete the document

Using the Document View

The document entries can be managed as follows:

Change the sorting: By default, documents are sorted by the date and time document was uploaded in descending order. The sorting order can be changed by clicking on the File Name, Document Name and Date Uploaded links.

Deleting a document: Below the Delete column, click the checkbox associated with the document entry you would like deleted, then, click the UPDATE button.

NOTE: Multiple document records can be deleted. Click the appropriate checkbox associated with each document entry or click the checkbox next to ‘Delete’ to select all checkboxes on the page, then press the Update button to execute all delete procedures at once.

When document entries are deleted, they are permanently removed from the VirtualPBX and cannot be recovered.

Fax Center: Upload Document

Overview

If you prefer to store documents to send out later as faxes, you can upload those files to your Document Repository using this page. Once your files are stored, you’ll be able to fax them at any time.

Uploading Your Document

Document To Upload: You can enter the path on your local hard drive where your documents are located, or click the Browse… button to locate the document using your computer’s file system.

Fax Upload

Figure 3. Upload Fax Page

Document Name Begin by entering a name for your document. Names can be up to 128 alpha-numeric characters in length. Spaces are allowed. Symbols and special characters are not allowed. The Document Name that you enter for your file will appear in the Fax Center Documents View.

Click the Upload button to upload the document to your system.

Successfully Uploaded Documents

Once your document has been added to your system, you will be directed to Fax Center Documents view page and document would appear in the list.

File specifications and limits

Our internet fax service supports a wide variety of file types. Please make sure that document you upload is one of the types below. Any other file type will not be uploaded. Supported Document Types:

  1. *.pdf
  2. *.doc
  3. *.rtf
  4. *.ppt
  5. *.ppsm
  6. *.docm
  7. *.docx
  8. *.html
  9. *.htm
  10. *.txt
  11. *.dot
  12. *.dotx
  13. *.pps
  14. *.pptm
  15. *.pptx
  16. *.ppsx
  17. *.xls
  18. *.xlsx
  19. *.xlsb
  20. *.xlsm

Currently files upto 10MB are allowed for upload.

Fax Center: Send Fax

Overview

An extension owner can send faxes using this page. Please note that if you are resending the fax, data associated with previous internet fax will be populated automatically.

Fax ReSend View

Figure 4. Fax Resend View

Sender: The phone number you used to login will be the default sender phone number.

File To Fax: You can enter the path on your local hard drive where your document is located, or click the Browse… button to locate the document using your computer’s file system.

Document Name: Begin by entering a name for your document. Names can be up to 128 alpha-numeric characters in length. Spaces are allowed. Symbols and special characters are not allowed. The Document Name that you enter for your file will appear in the Fax Center View.

Send Fax to: Please enter the phone number you wish to send fax to. Only phone digits are allowed in this field.

Cover Page Details:

From: Please enter the name of the person sending fax.

To: Please enter the name of the person/department receiving fax.

Re: Please enter the subject fax is regarding.

Comments: Please add any additional comments you would like to send to the fax recipient.

Click the Send button to send the document to your system.

For most accounts and under normal business use, the VirtualPBX internet fax service has no charge. There is no monthly fee for the internet fax service, but plan minutes may be used for inbound faxes. Typically, you can send 100 internet fax pages per month at no charge, and a fee of 5.9 cents per page will apply for additional faxes.

For more information or questions about using our internet fax service, please contact our support department.

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