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Updated on February 8, 2024

18. Fax

Estimated reading: 8 minutes

The Fax page displays all faxes received by PBXware as well as those forwarded to remote systems.

Received

This page shows the faxes received by PBXware.

The possible actions on this page are:

  • Delete

The Delete button allows you to delete the selected fax(es) from the list.

  • Download the PDF

Downloads the selected fax(es) in PDF format

  • TIFF download

Downloads the selected fax(es) as a TIFF file

The fax page details are as follows: 

  • From (RSID)

Extension number from which the fax was sent

  • Destination

The email address to which the attached fax was sent. If the extension number is displayed here, the fax is sent to the email address associated with the extension.

  • Date/Time

Date/time the fax was received

  • Pages

Number of pages of the received fax

  • Size

Fax size in KB

  • Sent

Indicates whether the fax was sent remotely or not.
(for example, the red icon indicates the local destination and the green icon indicates the remote destination of the fax).

Sent

This page shows the sent faxes.

The possible actions on this page are:

  • Delete

The Delete button allows you to delete the selected fax(es) from the list.

  • Download PDF

Download the selected fax(es) in PDF format

  • Download TIFF

Download the selected fax(es) in TIFF format

The sent faxes page presents the following details:

  • Extension number

Extension number from which the fax was sent

  • Destination

External number to which the attached fax was sent.

  • Pages sent

Number of fax pages sent successfully.

  • Total number of pages

Total number of pages of the selected fax.

  • Status

Sent fax status, indicating whether the fax was sent successfully or not.

  • Date/Time

Date/time the fax was sent

Remote fax

The remote fax option allows PBXware to forward all incoming faxes to other systems. To do this, make sure to set the following options in the inbound DID (Destination > Fax to email), then provide the necessary information about the remote system as follows:

  • Remote PBXware

The IP address of the remote system that is to receive the fax.

  • Remote port

Remote system port used for communication

  • PBXware Username

Daemon username of the remote system (‘Settings: Servers: Edit: Daemon Username’)

  • PBXware password

Remote system daemon password (‘Settings: Servers: Edit: Daemon Password’)

  • Remote fax number

Extension number that will be displayed as the sender of the fax.

Cover page

This page allows users to configure the cover page according to their preferences. It is possible to change the size of the cover page (A4, legal, letter, petition) as well as the company name, and to upload the company logo that will be displayed on the cover page.

Fax cover page

The cover page options are detailed here:

  • Cover page size

Set the cover page size

  • Company name

Set the company name that will be used on the fax cover page.

  • Company logo (JPEG)

Upload the company logo

  • Current company logo

Displays the file name of the company's current logo

  • Cover language (since 6.6.1)

Sets the language of the cover page

  • PDF preview

Open a new window with an example of what the cover page looks like using the settings in this section.

Caller ID

Communicator users can choose the caller ID, from a list predefined in PBXware, to use when sending a fax.

  • Drop CSV

It is possible to upload a CSV file instead of manually entering the caller IDs. Make sure that the CSV file contains caller IDs and labels separated by commas on each line (callerid,label), as in the example below:

032445231,Mon ID 1
032445232,Mon ID 2
  • Download CSV

Uploads the list of fax caller IDs defined in a CSV file

  • Download the CSV template

The button Download a CSV template presents you with a file that already contains the necessary headers to help you create a CSV file more easily.

  • Search

In the search section, you can find the caller IDs of your fax by typing its number or its label.

The caller ID screen lists all the following details:

  • Caller ID

Unique caller identification number

  • Label

Caller identification label

5.0.edit.png Edit

Edit the fax caller ID configuration

5.0.delete.png Delete

Deletes the fax caller ID from the system.

Add/Edit a caller ID

  • Caller number

Unique Caller ID number for the Fax

  • Label

Name that will be displayed in Communicator for this Caller ID

Settings

  • Modems

Supported modem versions.

  • Min rate

Minimum BPS rate.

  • Max rate

Maximum BPS rate.

  • ECM

Error Correction Mode (ECM) automatically detects and corrects errors in the fax transmission process.

Email to Fax

The service Email to Fax allows you to send faxes by email.

The email must have the following structure:

  • The subject of the email must contain the number to which the fax will be sent.
  • The attachment to the email is the content of the fax that will be sent (the attachment must be in PDF format).

The email can contain several files as attachments, but there is a configurable limit for these files, the default value being max. 5 files per email.

Settings

  • Enable

Enables/disables this feature

  • IMAP server

Hostname of the listening IMAP server

  • IMAP server port

The default listening port is 993 for TLS & 143 for STARTTLS

  • Encryption

Choose the SSL/TLS or STARTTLS encryption method

  • Username

Email to which faxes will be sent.

  • Password

Password used for authentication on the server.

  • Mailbox

Mailbox we will listen to. The default value is INBOX.
If the mailbox folder has a subfolder and you want to listen to that subfolder instead, set this field as FOLDER.SUBFOLDER1.

  • Caller ID

Users can enter in this field the caller ID name and number, which will be applied when using this feature.

  • Max attempts

Sets the number of attempts to send the fax before reporting it as failed. Default value: 3.

  • Request timeout (sec)

This option sets the number of seconds after which a failed fax attempt will be requeued. (For example, if you set this option to 20, when a fax sending process fails, the message will be put back in the queue after 20 seconds instead of being retried immediately).

Email notifications

  • Enable

Enables/disables email notifications.

  • Email from

Email that will be set as the FROM field when sending a notification

Trunks

This option allows you to select the primary, secondary, and tertiary trunks for the Email to Fax feature. These trunks override the trunk lines at the server level. You can choose the option By default for each of these lines that are read at the server level.

Email whitelist

Users can set certain email addresses or certain domains so that they are whitelisted, which limits the people authorized to send PDF files to this email address. It is also possible to enter a domain so that all email addresses of that domain are authorized to send PDF files.

However, there is an option Allow all which allows all email addresses to be validated and authorized to send PDF files.

Configuration examples

Gmail

Some settings must be checked before using the Gmail IMAP server.
IMAP and the “less secure apps” option must be enabled, since Google must allow PBXware to retrieve the data from its servers.

Enabling IMAP

1. On your computer, open Gmail.

2. In the top right, click Settings.

3. Click Settings.

4. Click the Forwarding and POP/IMAP tab.

5. In the “IMAP Access” section, select Enable IMAP.

6. Click on Save changes.


Allow the use of less secure apps

1. Open your Gmail account

2. Go to Login and security

3. Find the option "Allow less secure apps" and set it to enabled.

After completing these two steps, try to test the connection by clicking the “Test” button. If the test is successful, disable and re-enable the application using the “Enable” button. The application will then reconnect to the server and you can start using it.

Microsoft Outlook

Here is a configuration example of the Email to Fax feature with a Microsoft Outlook server.

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