Managing MiCloud Connect Fax

MiCloud Connect Fax is an email-to-fax service. With Connect Fax, users receive incoming faxes in their email Inbox and send outbound faxes as email attachments.

If you are a Decision Maker or Phone Manager, you can activate Connect Fax for your account. You can enable Connect Fax for users on your account and you can view and edit Connect Fax settings from the Account Portal.

NOTE: Connect Fax is not included in any of the MiCloud phone profiles. For an additional fee, you can add Connect Fax services for users on your account.

Fax Server Content Retention Policy: Faxes sent through the Fax system are stored on the server for up to 30 days before being deleted. This system is protected by various layers of security, including a firewall.

Activating Connect Fax

Once you activate Connect Fax from the Account Portal, you can enable Connect Fax for users.

NOTE: Creating or modifying a Connect Fax account may take up to two hours to verify within the system.

When you activate Connect Fax for your account, you select the default Connect Fax settings for your account. You can later select different settings for individual fax numbers.

To activate Connect Fax:

1. Log in to the Account Portal.
2. On the Phone System menu, click Add-On Features.
3. To the right of Connect Email-Fax Box, click Activate.
   The Connect Fax Settings dialog box appears.
4. Under Default Settings, do the following:
   • Select the Include a cover page with your fax checkbox to include a cover page with each fax.
   • Select the Get a confirmation when a fax is sent checkbox to receive an email notification each time a fax is sent.
   • Select the Get a confirmation when a fax is received checkbox to receive an email notification each time a fax is received.
5. Under Email Notifications, select the Send email notification checkbox to send an email notification of the activation.
6. Click OK to save the settings and activate Connect Fax for your account.
7. When prompted, click Yes to confirm the purchase.

Managing Connect Fax Users

You can manage Connect Fax for your account in the following ways:

• View a list of users that have Connect Fax enabled.
• Enable Connect Fax for individual users within your organization.
• Edit settings for individual Connect Fax users.
• Disable Connect Fax for users.
• Disable Connect Fax numbers.

Viewing Users with Access to Connect Fax

You can view a list of users that have Connect Fax enabled. The following information is displayed on the Fax page:

• Name - user name as it appears in the MiCloud database
• Email - business email address for the user (currently portal user name is displayed)
• Fax Number - Connect Fax number associated with the user
• Country - country and country code for the fax number
• Cover - current setting for automatically including a cover page
• Confirm Sent - current setting for email notifications of sent faxes
• Confirm Receipt - current setting for email notifications of received faxes
• Trial - indicates whether or not the user is currently on a free trial

To view users with access to Connect Fax:

1. Log in to the Account Portal.
2. On the Phone System menu, click Add-On Features, and then click Manage to the right of Connect Email-Fax Box.
   The Fax page is displayed.
3. To filter the list, do one of the following:
   • In the list above the toolbar, select the location to view.
   • Type your filter criteria in the search field on the toolbar.
   • Type your filter criteria under the appropriate column heading.
   • Select the checkbox under any of the settings column headings to only view users that have that setting enabled.

Enabling Connect Fax for a User

Once Connect Fax is activated for your account, you can enable Connect Fax for users on your account.

NOTE: To enable access to a single fax number for multiple users, you can set up a generic user using an email distribution list as the email address.

1. On the Fax page, click Add on the toolbar.
   The Add Fax User dialog box appears.
2. In the Select User panel, do the following:
   1. To search for a user, type the name or email address of the user in the Name or Email field.
   2. Select the checkbox next to the user you want to enable Connect Fax for.
   3. Click Next.
3. In the Settings panel, do the following:
   1. Select the Include Cover checkbox to include a cover page with each fax sent by the user.
   2. Select the Confirm Sent checkbox to send an email notification each time the user sends a fax.
   3. Select the Confirm Receipt checkbox to send an email notification each time a recipient receives a fax sent by the user.
   4. Click Next.
4. In the Select Numbers panel, do the following:
   1. To search for a number, type the number in the search field.
   2. To display only fax numbers that are currently assigned to other users, select the checkbox under the Assigned column heading.
   3. Select the checkbox next to each number you want to enable as a fax number for the selected user.
   4. Click Next.

   NOTE: The fax number country location must match the country location of the selected user; fax numbers with country locations different from the selected user are not displayed

5. In the Summary panel, verify the displayed information and then click Finish.
6. When prompted, click OK to confirm.

Editing Connect Fax Settings for a User

You can edit the Connect Fax settings and add additional fax numbers for an individual user. The settings may differ from the default settings for your account.

NOTE: When you update the settings for a user, the settings are applied to that user for all Connect Fax numbers enabled for that user.

To edit Connect Fax settings and add fax numbers for a user:

1. On the Fax page, right-click the row that contains the user and click Edit Fax User Settings.
   The Edit Fax User Settings dialog box appears.
2. In the Settings panel, do the following:
   1. Select the Include Cover checkbox to include a cover page with each fax sent by the user.
   2. Select the Confirm Sent checkbox to send an email notification each time the user sends a fax.
   3. Select the Confirm Receipt checkbox to send an email notification each time a recipient receives a fax sent by the user.
   4. Click Next.
3. In the Select Numbers panel, do the following:
   1. To search for a number, type the number in the search field.
   2. To display only fax numbers that are currently assigned to other users, select the checkbox under the Assigned column heading.
   3. Select the checkbox next to each number you want to enable as a fax number for the selected user.
   4. Click Next.
4. In the Summary panel, verify the displayed information and then click Finish.
   NOTE: You can also edit Connect Fax settings for a user directly from the Connect Fax page by clicking the desired settings column for the user and then selecting or clearing the checkbox for the selected setting.

Disabling a Fax Number for a User

1. On the Fax page, right-click the row that contains the user and the fax number you want to disable for the user, and then click Disable Fax Number.
2. When prompted, click Yes to confirm that you want to disable the fax number for the selected user.

Disabling All Fax Numbers for a User

1. On the Fax page, right-click a row that contains the user you want to disable Connect Fax for, and then click Disable User.
2. When prompted, click Yes to confirm that you want to disable the user and all fax numbers associated with the user.

Using MiCloud Connect Fax
Managing Your User Settings
Editing Personal Information
MiCloud Add On Feature Management
MiCloud Account Portal Documentation