Fax - config & admin

 

Faxing is no longer one of the basic necessities of life for companies, but in many industries faxes are still used on a daily basis, for example, in the legal profession, the notary's office, the healthcare sector...

Good news for everyone for whom faxing is an added value! Fonzer offers a complete fax solution without a fax machine:

• receiving faxes as PDFs to one or more e-mail addresses
• send faxes by uploading a PDF without the need for a fax machine
• including an e-mail confirmation that the fax has been sent with a copy of the cover page

Contents

1. Create a Faxbox and authorise employees to receive faxes

2. Receiving faxes
2.1 Receive faxes by e-mail
2.2 Viewing and deleting fax messages in the user panel of the Fonzer Telephony system

3. Sending faxes
3.1 Preparation
3.2 Sending faxes via het Fonzer User Panel

1. Create a Faxbox and authorise employees to receive faxes

You can create a fax box as follows:

1. Log in to the Telephone System as [ADMIN].
2. Go to [Dial Plans] in the menu on the left and select [Fax] from the dial plan menu.
3. You can see the Faxboxes that have already been created.
4. To add a Faxbox, click on [Add] and fill in the screen:
   
   
   
   
   
   
5. Click on [Add]. You can now use the Faxbox in your dial plans.
   
   
   
6. To ensure that incoming faxes are received, create a dial plan for the fax number. Go via [Dial Plans] to [Call Rules]. You will see the calling plans that have already been created here.
   
   
7. Click [Add] to create a new call route and fill in the fields:
   
   Name of the call plan: give it a well recognizable name.
   Internal number: give this ringing plan its own internal number, we recommend 9199, 9299, etc.
   External number: choose your fax number here; this is how you link the incoming calls on this number to the dial plan.
   
   You will see an empty dial plan; now click on the Fax component on the left-hand side of the list, hold the mouse down and drag it to the [EMPTY] position in the dial plan until the text changes to [ADD ITEM]. Now release the mouse.
   
   
   
   
8. A new screen will pop up in which you can choose one of your Faxboxes, which you created in the previous steps. e.g. Fax RECEPTION
   Next, click [Save] in this screen and also in the dial plan. Your Fax dial plan is now ready and you can start receiving faxes!

2. Receiving faxes

2.1  Receive faxes by email

Faxes can be mailed to one or more e-mail addresses - see previous instructions on how to authorise employees for a Faxbox.

The recipients receive the incoming fax as an attachment in PDF format.
Incoming fax email notifications look like this:

2.2  Viewing and deleting fax messages in the User Panel of the Fonzer telephony system

An incoming fax message to your fax number is received by the Fonzer telephone exchange and converted into a PDF document. All authorised employees can view the fax messages in their User Panel.
To see which employees are authorised for a Faxbox, click on the desired Faxbox and the settings will appear. At the bottom you will see which employees are authorised.

An employee who is authorised to receive faxes can follow these instructions:

1. An employee with the role [USER] can log in with his or her own credentials and will then end up in the User panel, where the user can find the faxes of all faxboxes for which he or she is authorised.
   As [ADMINISTRATOR] you can also click through to these user panels from the user overview. To do so, click on the outlined icon behind the authorised employee:
   
2. The User Panel will now open.
3. Click on [Fax] in the left-hand menu of the profile screen.
   
4. If you have one Faxbox, you will automatically see the messages from this box. If you have several Faxboxes (e.g. several fax numbers), you can select at the top of the overview which Faxbox you want to open. Next, click on [Received] in the upper right corner.
   In the list below, you will find an overview of the received fax messages that includes
   
   ° the date and time the fax message was received
   ° the sender's telephone number
   ° the number of pages of the message
   ° whether the message has been read/not read; unread messages are dark lines
     --> when you click the check box on the left, you will get the option to mark the message
           as unread/read or to delete it in the menu at the top
   ° the status
   ° via the download icon (down arrow) you can download the fax message in
      PDF format
   
   

3. Sending faxes

The Fonzer telephone exchange offers you the possibility of sending faxes without the need for a fax machine! This revolutionary feature responds to the desire of specific industries, such as the legal and notarial professions, to maintain fax traffic while not being dependent on a fixed line from Proximus or other players.

If the fax was sent successfully, you will receive the fax-receipt confirmation in your mailbox.

Below are the instructions for sending a fax via the Fonzer telephone exchange.

3.1. Preparation

Sending faxes is done from the [User Panel]: via the personal login of an authorised user in your organisation. As administrator you can give this user permission to send faxes. You do this as follows:

1. Log on as [ADMIN] on the Fonzer telephone exchange.
2. From the [Dial plans] menu, go to [Fax] and click on the appropriate Fax box. If there is no Faxbox yet, create one first. (See chapter 1: Create a Fax Box and authorise employees to receive faxes).
   
3. Select the employee you wish to authorise to send faxes and select the appropriate permissions. You can choose from:
   

   Send: possibility to send faxes
   Delete: possibility to delete faxes
   Read: possibility to read faxes
   Email notification: receive incoming faxes as PDF by email
   
   

   Click [+] to add the employee:
   

   If you choose the Send permission, the authorised employee can send faxes himself from his personal Fonzer User Panel.

3.2 Sending faxes via the Fonzer User Panel

An employee who is authorised to send faxes can follow the following instructions:

1. Go to your Fonzer panel and log in with your personal login details. If your role is [USER], you will be taken to the User Panel immediately.
   If your role is [ADMIN], go to [USERS].
   -> after your name click on the User Panel icon:
   
2. The User Panel will now open.
3. Click on [Fax] in the left-hand menu of the profile screen.
4. Click on [Send Fax]. A form will appear. Fill in the fields and select from your computer the PDF document you wish to send by fax.
   
   
   
   
5. Click [Send]: Your fax is now sent.
6. Then click on [Sent] in the User Panel: here you will see a log of the faxes with:
   ° the date and time when the fax was sent
   ° to which telephone number/destination the fax was sent
   ° the internal note
   ° the number of pages of the message
   ° the status of the fax
   ° the download icon (down arrow) to download the message (PDF)
   
   
7. You can also download sent faxes via the download icon (down arrow).
8. When you check the message at the front, you will get the option to delete it at the top of the menu if you have been given this permission.
   
9. Fax Reception Confirmation:
   Once the fax is sent and successfully received you will receive an email notification with a cover sheet and transmission report attached. This is sent to the email address associated with the account from which the fax was sent.
   
   
   
   
   
   In case the message could not be sent, you will also get a report: