Overview: Softphone faxes (App)

This article provides an overview of the softphone fax workspace in App.

In this article

Overview

The UC fax workspace is located within the softphone. This is where users with UC faxing permissions can send and receive faxes through the system.

You can manage faxes through a group fax number or a personal fax number, depending on your company’s settings. So, unless your admin has configured your user to use a specific fax number, you have access to managing fax messages from any of your business’ fax numbers. This means you have access to sending faxes from -- and reviewing all the fax history for--  the specific number or set of numbers provisioned to your profile.

Note: Only .pdf, .docx, and .tiff files are supported.

Visual breakdown

Fax tab overview

• Missed fax notification (A): The missed fax notification indicates that you have a missed inbound or outbound fax to review. If you miss an inbound fax, this notification automatically populates. Clear this notification by clicking the fax record icon. You can also re-enable this notification by clicking the icon again.

• Search fax log (B): The search fax log  area includes the filter menu, search field, and run search button. These items work together to narrow down your fax message log to a more specific list of records.

  • • Filter menu: The filter menu along with the search field are how you find specific faxes from your log. This menu has these options: ‘To’, ‘From’, ‘Subject’, ‘Comments’, and ‘Date’.

      • • To: Select ‘To’ to search for a specific outbound fax record.

        • From: Select ‘From’ to search for a specific inbound fax record.

        • Subject: Select ‘Subject’ to search keywords from the subject line of a previous fax.

        • Comments: Select ‘Comments’ to search keywords in the comments box for a specific fax.

        • Date: Select ‘Date’ to search for a fax message made or received on a specific date.

    • Search field: Use the search field in connection to the filter menu to narrow down your fax log to a specific record or set of records. For example, if you want to locate a fax message from several months ago, select ‘Date’ from the filter menu and enter the specific date in the search field. This narrows your fax records down to all faxes made and received on the entered date.

    • Run search button: The run search button initiates the search through the fax records based on the data entered into the filter menu and search field.

• Create outbound fax (C): The create outbound fax button opens the workspace for creating an outbound fax.

• Fax record icon (D): The fax record icon marks the status of both inbound and outbound faxes as either a newly missed inbound fax, an unread fax, or a read fax.

  • • Red inbound fax icon: When this button is colored red, then it’s a newly missed fax and the missed fax notification is enabled. This means that neither you nor any other user with access to this fax number have yet seen or taken action on reviewing this inbound fax.

    • Green inbound/outbound fax icon: When this button is green, it indicates a fax that is marked as unread.

    • White inbound/outbound fax icon: When this button is white, it indicates a fax that has been opened and marked as read.

• External fax number (E): The external fax number is the number you received a fax message from or sent a message to. So, for inbound faxes, this is the fax number that sent the fax message to you. For outbound faxes, this is the fax number that you sent a fax message to. You can click on this number to open the fax message exchanged.

• Internal fax number (F): The internal fax number displays your fax number and whether it was an inbound or outbound fax. For inbound faxes (right-pointing arrow), this is your fax number that received the fax. For outbound faxes (left-pointing arrow), this is the fax number that you sent the fax from.

• Fax completion status (G): The fax completion status message located under the fax record icon displays the status of the fax, like whether it was sent and received or not. The status messages here are ‘Complete’,  ‘Pending’, or ‘Error’.

  • • Complete: This status means that the fax has been successfully delivered or received.

    • Pending: This status means that the fax is still in progress and has not been delivered or received, but has also not failed.

    • Error: This status means that the fax was unsuccessfully delivered or received and needs to be attempted again.

• Download fax (H): The download fax button downloads a copy of the fax message to your computer’s local storage.

Outbound fax message form

It’s simple to create and send faxes through the system. Once you’re ready to send an outgoing fax, click the create outbound fax button to open the outbound fax message form. This is where you define the important details for the fax, like where you are sending it from, where it’s going, and the subject matter of the fax. This is also where you create the cover page and attach the documents that you’re faxing. 

The time to complete the sending process is dependent on the fax machine’s connection; generally, if the connection is strong and the message is primarily text, then the faxing process should be completed within a few minutes. Fax messages containing images tend to take longer to complete due to the file size.

• Close form (A): The close form button clears any data you have entered into the form and closes the form. Closing this form returns you to your fax history log.

• To (B): The To field is where you enter the fax number that’s meant to receive your message. So, this is the recipient of the fax. Include in this field both the country code and area code for the fax.

• From (C): The From menu is where you select the fax number you want to send the outbound fax from. This menu only populates the fax numbers that you are assigned or have access to.

• Subject (D): The Subject field gives you the ability to define a short title or description of the outbound fax message.

• Comments (E): The Comments field is where you compose a message for the outbound fax. Expand or collapse the viewable text area by clicking and dragging the box in the lower, right-hand corner.

• Add+ (F): The Add+ button opens the file browser on your computer, which is where you find, select, and upload the document(s) that you’re preparing to fax.

• Send Fax (G): The Send Fax button sends the fax. Once you click this button, you can’t cancel the fax from sending. The time to complete the sending process is dependent on the fax machine’s connection. Generally, if the connection is strong and the message is primarily text, then the faxing process should be completed within a few minutes. Fax messages containing images tend to take longer to complete due to the file size.