Fax boxes, templates and transmission reports

What it is for

The fax area manages fax boxes. A box belongs to exactly one fax number and bundles the faxes that are received and sent under this number. Each box has details such as name, company and department, which appear on the cover sheet.

A fax template defines cover sheet, header line and footer. Assigned to a box, it lets different departments or companies send faxes with different designs. The fax service replaces placeholders in the template when sending.

For every fax there is a transmission report with result, duration, page count, speed and protocol. The overview also shows how many faxes are currently in progress and how many were received and sent in the last 24 hours and 7 days.

Prerequisites

• Licence module acd.
• Permission: ROLE_APP_ACD_WORKSPACE and ROLE_APP_ACD_FAX to view, additionally ROLE_APP_ACD_FAX_EDIT to change. Administrators with ROLE_APP_ADMIN, ROLE_OWNER, ROLE_ADMIN or ROLE_SUPER_ADMIN have all rights of the area.
• One fax number per box. The number must be routed in the number plan so that it reaches the fax service of EasyUC.
• For boxes that are to belong to Cisco users: assignment in the user profile (chapter "Fax for users").

Step by step: Create a fax template

1. Open Calling Features → Calls → Fax.
2. Click Fax templates and there New template.
3. Enter the Name, for example Vertrieb.
4. Leave Send a cover sheet switched on and enter Cover sheet title and Cover sheet text.
5. Under Placeholders, click a placeholder to append it to the cover sheet text.
6. Enter Header line and Footer. They appear at the top and bottom of every page.
7. Tick Default template if the template is to apply to all boxes without their own template.
8. Check the Preview and click Save.

Step by step: Create a fax box

1. Open Calling Features → Calls → Fax and click Create Fax Box.
2. Enter the Fax number, for example +49301234567. Only this field is mandatory.
3. Enter First name, Last name, Email, Department, Company and, if needed, User ID.
4. Under Fax template, select a template or leave Default template.
5. Click Create. The box appears in the Fax boxes list.

Step by step: Edit a box and read the transmission report

1. Click the box in the Fax boxes list.
2. Change the fields and click Save. Use Active to switch the box off without deleting it.
3. Switch between the tabs Received and Sent.
4. Click Show in the row of a fax. The Transmission report opens.
5. Click Download report to save the report as a text file.
6. On the overview page, Latest faxes lists the most recent transmissions of all boxes with the same access to the report.

Fields and options

Check the result and narrow down errors

• The box is in the list with fax number, name, template and the counters for received and sent faxes.
• Die Faxnummer fehlt oder ist keine gültige Rufnummer. ("The fax number is missing or is not a valid phone number.")
• Für die Faxnummer … gibt es bereits eine Box. ("A box already exists for the fax number ….")
• Die E-Mail-Adresse ist ungültig. ("The email address is invalid.")
• Der Vorlage fehlt ein Name. ("The template has no name.")
• Die Benutzer-ID dieser Fax-Box wird durch den zugeordneten Cisco-Endbenutzer verwaltet. ("The user ID of this fax box is managed by the assigned Cisco end user.") Change the assignment in the user profile.
• No fax sent or received yet. The Latest faxes list is empty. Check whether the fax number reaches the fax service.
• A fax is set to Failed: open the transmission report. Error code and error text are at the top, the log shows the course of events.
• To check whether analog lines are fax machines, use the fax test under Outbound Calls.