1 Hosted Fax Service User Guide Version 3.2 March, 2010 This document is subject to change without notice.
2 Table of Contents 1 Quick Start: Sending a Fax by Quick Start: Sending a Fax from Web Site Introduction Welcome Users and Administrators Agencies and Divisions Requirements Receiving Faxes Sending Faxes... 6 Fax by Web Site Using the Web Site Getting Enrolled Logging In the First Time Your Fax Attendant The Messages Tab User Interface... 9 Web Page Navigation... 9 Options... 9 Pop-up Control Message List Shortcut Buttons Viewing a Fax Downloading a Fax Uploading a Document Sending a Fax from the Web Site The User Info Tab The Reports Tab Reporting Controls Graphs Summary Detail Customer Support Appendix A: Retention Policy for Fax Documents Appendix B: Supported File Formats for Upload Appendix C: If You Forget Your Password Page 2 of 28
3 1 QUICK START: SENDING A FAX BY 1. From your client, open a new message. 2. Address the to (Designate an international number using a plus (+) in front of the fax number.) The Hosted Fax service will send the fax to faxnumber. 3. Fill in the Subject: field. The Hosted Fax service will use up to 50 characters of the Subject for the Subject of the fax cover page. 4. The first 500 characters of text that you enter into the body of the will be used as the Comments of the fax cover page. If this text exceeds 500 characters or exceeds what will fit on the cover page, it will be truncated. 5. Attach a file in any of the approved formats to your . See Appendix B for approved file formats. 6. Click Send. You will receive a notification from once the fax has been sent. Page 3 of 28
4 2 QUICK START: SENDING A FAX FROM WEB SITE 1. Log in to SUNCOMFax.fl.gov. (The first time you log in to this site you will be prompted to create a new password along with a security question and answer.) 2. Click your Fax Attendant. 3. Click the Send Fax button. 4. Click the Upload button and follow the prompts to upload the document you want to fax. After uploading your document, fill in the Fax Number and the optional cover-page information. By default, you will receive a confirmation after the fax is delivered. If you do not wish to receive this , change the default behavior in the Advanced Options section. Also by default, your fax will not be saved on the Web site. If you wish to save a copy of the fax on the Web site, change the default behavior in the Advanced Options section. 5. Then select Send and your fax will be sent out. Page 4 of 28
5 3 INTRODUCTION 3.1 Welcome This easy-to-use, cost-effective fax service is offered to you through the Division of Telecommunications (DivTel) at the Department of Management Services (DMS). This fax service is a hosted fax service, which means there are no fax machines, servers or phone lines for you to purchase or maintain. You do all your faxing from your desktop. As long as you are faxing an electronic document you don t need any special software, just your ordinary Web browser or client. If you want to fax a paper document you will need to convert it to an electronic document first. Your new fax service is also a paperless service. Not only does this save on paper and toner costs, it reduces waste and saves energy. This aligns with Florida state government initiatives to go green. Additionally, the reports available with this service will give you business intelligence about your fax usage that you have probably never had before. This fax service is available to all state government agencies and eligible SUNCOM users, including Florida s county and city governments, school districts, universities, community colleges, and non-profit organizations. Pricing that is ordinarily only available to an organization that faxes millions of pages a month is now available to any organization that signs up for this service. 3.2 Users and Administrators Your fax service recognizes two different roles: users and administrators. The user role is for sending and receiving faxes. The administrator role is for creating, changing and deleting users and administrators. An administrator can also be a user. This User Guide is written for users. If you are an administrator you may also be a user but there will be differences between what is presented in this guide and what you see when you log in to the system. For the most part, these differences should be obvious and you will be able to find your way around as a user by following this document. For more specific information about the administrator role, please refer to the Administrator Guide. 3.3 Agencies and Divisions An Agency is the top level for all members of your organization that use this fax service. Underneath the Agency you must create Divisions in order to organize the users. Large organizations may have thousands of Divisions while a small organization may need only a single Division. Agencies and Divisions are simply tiers in a hierarchy that help keep your users organized. Administrators can be assigned to one or more Divisions or they can be given scope over an entire Agency. Users can belong to more than one Division but this is only recommended for complex needs. 3.4 Requirements For logging in to the Web site, you need Internet Explorer version 7 or greater. For displaying PDF files on the Web page you need Adobe s Acrobat Reader. For displaying TIF files on the Web page you need Java. Page 5 of 28
6 3.5 Receiving Faxes When your faxes are received they are either delivered to you or held for pick-up at the Web site. You are configured to receive your faxes in one of these three ways. 1. Attachment Delivery - You might be configured to receive your faxes as a PDF file attached to an . This is very convenient for most users but is the least secure method of delivery. Note that you do not ever need to log in to the Web site to receive your faxes if you are configured to receive them as attachments. 2. FTP Delivery - You might be configured to retrieve your faxes from a network directory after receiving an notification. Your faxes are delivered to a network directory using File Transfer Protocol (FTP). You will receive an notification that you have a fax that is ready for you to pick up. This is a convenient and secure method of delivery but is more complex than the other methods because it requires an FTP server. Note that you do not ever need to log in to the Web site to receive your faxes if you are configured to receive them via FTP. 3. Web Site Download You might be configured to pick-up your faxes from the Web site after receiving an notification. For your convenience, the will include a link to the Web site. This is the only method that requires you to log in to the Web site to receive your faxes. This is a secure method of fax delivery but not as convenient as the other methods because you have to visit the Web site to get your fax. 3.6 Sending Faxes Your fax service provides two different ways to send a fax. You can use your client to send a fax or you can log in to the Web site and send a fax from there. Fax by To send a Fax by , users attach a file to an and address the to The Subject of the will be used as the Subject on the fax cover page. Any text in the body of the will be used as text in the Comments section of the fax cover page. By default, the Fax by functionality is disabled. Users should check with their administrator to see if they have rights to send a fax by . Web Site After logging in, the User will upload the document they want to fax, enter the fax number and the cover page information, and send the fax. This is a secure method of fax transmission. 3.7 Using the Web Site The Web site for your hosted fax service has a great deal of flexibility and functionality. However, most users will only use a small part of its potential and should focus on learning only the parts they need for sending and receiving faxes. As we have seen, many users will never need to use the Web site for receiving faxes. As for sending faxes, the process is so simple that the steps have been boiled down to the one-page Quick Start: Sending a Fax chapter at the beginning of this guide. Page 6 of 28
7 3.8 Getting Enrolled In order to begin using the hosted fax service, you must receive an enrollment from This will contain a link to the Web site along with your username and a temporary password. If you have not received an and want to start using the hosted fax service, please see the appropriate supervisor in your Division or Agency, or contact your DMS Sales Consultant. 3.9 Logging In the First Time After receiving your enrollment , you will use the username and temporary password to log in at SUNCOMFax.fl.gov. The first time you log in you will be prompted to create a new password and to create a security question and answer. The security question and answer will be used if you ever forget your password and need to reset it. After answering these questions you will be granted access and you can begin using SUNCOM s hosted fax service. Page 7 of 28
8 4 YOUR FAX ATTENDANT The key concept of your hosted fax service is the Fax Attendant. A Fax Attendant can be thought of as a logical fax machine connected to one or more phone numbers and which supports one or more users. It is a powerful tool for securely sending, receiving and delivering faxes. Each Fax Attendant has a name that was assigned by your Administrator. Each Fax Attendant is a member of one and only one Division. Each Division is a member of one and only one Agency. You have been assigned to one or more Fax Attendants. There are many ways to configure your Fax Attendant and not all users will be configured the same way. Your Administrator has configured your account to help you take advantage of the features that should be most useful to you. Once you have logged in, you will be at the Services page. If you get lost at any time, you can return to this page by clicking on the Services menu button on the menu bar located along the top under the DMS logo. The menu bar also contains a FAQ button to assist you with the most frequently asked questions, and a Logout button for ending your session. The system will automatically log you out after 20 minutes without activity. On the left side of the Services page you will see the Fax Attendant that has been assigned to you, organized within its Division and your Agency. The right side of the Services page is used to provide news and information. The Fax Attendants are shown in an expanded tree. The tree is a three-level hierarchy of Agency, Division and Fax Attendant. The tree can be collapsed and expanded by clicking on the arrows to the left of the names of the Agencies, Divisions and Fax Attendants. By default, the phone number associated with your Fax Attendant is not displayed. To show the phone number associated with your Fax Attendant, click on the arrow to the left of your Fax Attendant. The Fax Attendant will expand, as indicated by the downward pointing arrow to its left, and the phone number will be displayed. Most users will have only one phone number but some users might see many phone numbers. To start using your Fax Attendant, click on it. You will be delivered to your Fax Attendant s Messages tab. Page 8 of 28
9 5 THE MESSAGES TAB 5.1 User Interface Web Page Navigation After logging in and clicking on your Fax Attendant, you will be delivered to the Messages tab. Other tabs available to you are the User Info tab and the Reports tab, which you will see organized next to the Messages tab. Your currently active tab is highlighted in blue while the inactive tabs are gray. You can navigate between tabs by simply clicking on the tab you want to use. Above the tabs you will see the bread crumbs showing the path you took to get to your current Web page. No matter where you go on the Web site you can find the path to your current Web page in the bread crumbs. You can navigate backwards by clicking on any highlighted bread crumb. Above the bread crumbs you will see the name of your Fax Attendant. The name of your Fax Attendant is arbitrary and was assigned by your Administrator. Options At the top of the Messages tab you have Options for managing your messages. All of your messages are faxes which you have received or sent, or documents you have uploaded for sending later. In this sense, a message refers to a fax or a document. The first row of Options contains drop-down controls labeled Show, Action and Rows per page. The second row of Options contains controls for selecting messages and navigating among them. Page 9 of 28
10 Show: This control determines which messages are currently displayed. The default value of this control is Inbox, which displays all received messages except for deleted messages. With this option you can choose to show New, Saved, Deleted, Uploaded, Sent, or All messages. Action: This control will perform the action selected. Some actions are only applicable if you have selected one or more messages: Delete, Undelete, Mark as Saved and Mark as New will change the status of the selected messages. Upload Fax will guide you through the process to upload a document to store for faxing at a later time. Send Fax is applicable if a message has not been selected or if one message has been selected. If a message has not been selected then you will be taken to the Send Fax page where you can upload a document and fax it out. If a message has been selected, then choosing Send Fax will take you to the Send Fax page where you can fax the message. When you send a fax, the fax is not saved by your Fax Attendant unless you mark the Copy to Sent Items checkbox in the Advanced Options section. Rows per page: This control allows users who maintain a large number of messages to display more rows per page according to their preference. Select: This control will mark or unmark the checkbox at the left of each message. This allows you to perform actions on many messages at once instead of acting on each message individually. Additionally, you have controls labeled <<First, <Previous, Next> and Last>> for moving forward and backward in the message list. Page 10 of 28
11 The Options are repeated at the bottom of the page for the convenience of users who maintain a large number of messages. Pop-up Control Immediately below the Options you will see the pop-up icon and a count of how many messages are listed in your current view. The pop-up control determines whether you open your messages in the current window or whether you open your messages in a new window. This is a user preference. Message List The message list contains a row for each message in your current view. The messages are sorted by date in descending order, as indicated by the down arrow in the Date column. You can sort your faxes by any of the other columns by clicking on the column header. You can toggle between ascending and descending order by repeatedly clicking on the same column header. If you receive your faxes via Web site download, then this list will contain the faxes you have received for downloading. If you receive your faxes as attachments or via FTP, your received faxes will not show up here. If you send a fax and check the Advanced Option to Copy to Sent Items, then your sent faxes will show up here. Otherwise, your sent faxes will not show up in this list. If you upload a document for faxing then it will be stored in this list. There are rules for how long a message will be stored in your message list. For the detailed rules, please refer to the Retention Policy in an appendix to this User Guide. The columns of the message list provide you with information to help you decide what to do with your messages. From left to right, the columns are: Checkbox: To perform an action on a message, such as deleting it or faxing it, mark the checkbox and select the action. Some actions can be performed on many messages at the same time; just fill in the checkbox of all the messages you want to act on. Open: Date: Click on the green envelope icon to open the message for reading. The message will open in the current window or a new window depending on how you set the pop-up control. If you receive an error when you open a message, it most likely means that you do not have Acrobat Reader (for reading PDF files) or Java (for reading TIF files). If the message arrived on the current day, then the time of its arrival will show in this column. If the message arrived before the current day but in the current year, then the month and day of the month will show in this column. If the message arrived in a prior Page 11 of 28
12 year then the full date will show in this column. You can get the complete date and time a message was received by holding the mouse in this column. From: To: Size: Status: The sender s fax number will show in this column. If the message is an uploaded document then your first and last name will be displayed. The recipient s fax number will show in this column. If the message is an uploaded document then the name of your Fax Attendant will be displayed. The number of fax pages, including the cover page, will be shown in this column. New - After faxes are received and before they are first viewed, they will have a status of New and the row will be bolded. New Uploaded After a document is uploaded and before it is viewed or faxed, it will have a status of New Uploaded and the row will be bolded. Saved After a fax has been viewed, its status is changed to Saved. Saved Uploaded After an uploaded document is viewed or faxed, its status is changed to Saved Uploaded. Sent A fax sent with the Copy to Sent Items option will show up in the message list with a status of Sent. Deleted - Faxes that are manually deleted, or which are automatically deleted by the system in accordance with the Retention Policy, are given a status of Deleted. After seven consecutive days with a status of Deleted, messages are purged from the system and are no longer retrievable. See Appendix A for the Retention Policy. Purged This is not a valid status but it deserves a definition in order to distinguish its meaning from deleted. A deleted fax still exists but is given a status of deleted and moved to a deleted folder. It is kept in the deleted folder in accordance with the Retention Policy and then purged. When a fax is purged, this means it has been permanently and irretrievably removed from storage. The Hosted Fax system provides you with the ability to purge a fax for cases where you want to override the Retention Policy and destroy it immediately, without waiting for the normal retention period. Comments: This column is editable. When you click in this column your cursor will be in a text box and icons will appear for saving (green checkmark) or cancelling (red X) your edits. Use this column to attach a mnemonic to your messages. For uploaded documents, this column defaults to the filename of the document, and for received faxes it defaults to Click to add comment. Shortcut Buttons Immediately below the list of messages, you will find four shortcut buttons. Upload Fax: Use this button to upload documents that you want to store in your Fax Attendant for repeated faxing. Send Fax: You can use this button to fax an existing document in your message list or to fax a new document. Page 12 of 28
13 Show Deleted and Delete Selected: These two buttons work together. After selecting Show Deleted the value of the button will toggle to Show All. This makes it easy to toggle between views that show non-deleted messages and deleted messages. The Delete Selected button will change to Undelete Selected when you are viewing deleted messages. Purge Selected: This option is only available when you select Show Deleted. The Purge Selected button allows you to override the normal retention period for Deleted messages and remove them from storage immediately. Purging a message will immediately, permanently and irretrievably destroy the message. 5.2 Viewing a Fax Users who are configured to receive (see Chapter 2) their faxes as attachments or via FTP will have their faxes delivered to their inbox or to a network directory. Their faxes will not be available for viewing on the Web site and this section will apply to them only for documents they have uploaded or for outgoing faxes they have saved in their message list. To view a fax or an uploaded document, click on it in the message list. Messages can be viewed in PDF or TIF format as long as you have the required viewer (Acrobat Reader is required for PDF and Java is required for TIF.) When viewing a message, you have two distinct sets of controls. The Web site controls are located at the top of the page and allow you to: change between PDF and TIF format download, fax, delete and undelete the message scroll backwards and forwards through your messages return to the message list Directly underneath these controls you will find the date and time the message was received, the fax number it was received from, the message s status and the comment you have assigned to it. The viewer controls are native to Acrobat Reader and to the Java TIF viewer. Documentation of these controls is beyond the scope of this document, but, for instance, you could print the message using one of these controls. It is assumed that every user is familiar with viewing either PDF or TIF files and will be comfortable using these controls. 5.3 Downloading a Fax Users who are configured to receive (see Chapter 2) their faxes as attachments or via FTP will have their faxes delivered to their inbox or to a network directory. Their faxes will not be available for downloading from the Web site and this section will apply to them only for documents they have uploaded or for outgoing faxes they have saved in their message list. Downloading a fax will transfer a copy of the fax from your Fax Attendant to your desktop. To download a fax or an uploaded document, click on it in the message list. Select Download from the Action drop-down control or click the Download button at the bottom of the page. Follow the prompts provided by your viewer to complete the download. Page 13 of 28
14 5.4 Uploading a Document Some users need to fax out the same document over and over. An employment application form, an authorization form and a menu are all examples of a document that may need to be frequently faxed out. Documents like these can be uploaded and stored on your Fax Attendant for convenient faxing in the future. Click the Upload Fax button on the Messages tab or select Upload Fax from the Action drop-down control. You will be taken to the upload page. Click Upload and browse to the document you want to store on the Fax Attendant. The supported file formats are listed in an Appendix to this User Guide. After selecting your document you will see a progress bar while the document is uploaded. As it is uploaded it will be converted to PDF or TIF format so that it is ready for faxing. After the document is uploaded, its name will display along with a red cancel button. Click the cancel button to start over and upload a different document, or click the Back button to abandon the upload and return to the message list. Click Next to save the document in your message list and return to the message list. After clicking Next and returning to the message list, you will see your uploaded document at the top of the list with a status of New Uploaded. Now, whenever you need to fax this document, just log on to the Web site, mark the checkbox for this document and click Send Fax. Page 14 of 28
15 5.5 Sending a Fax from the Web Site For information about sending a Fax by , see Quick Start: Sending a Fax by . If the document you want to fax already exists in your message list then check its checkbox in the message list and Click the Send Fax button or View the document and then click Send Fax If the document you want to fax out does not already exist in your message list then confirm that all checkboxes in your message list are unchecked and Click the Send Fax button or Select Send Fax from the Action drop-down control at the top of the Messages tab After clicking or selecting Send Fax, you will be taken to the Send Fax page. Send Fax Options Document: If you are faxing a document from your message list, the document name is taken from the Comment column on the message list. If a comment was not entered then this will be set to the current date and time. If you are faxing a document that does not already exist in your message list, you will see an Upload button. Click Upload and browse to the document you want to fax. The supported file formats are listed in an Appendix to this User Guide. After selecting your document, you will see a progress bar while the document is uploaded. As it is uploaded it will be converted to PDF or TIF format so that it is ready for faxing. This document will not be saved in your message list. After the document is uploaded, its name will display along with a red cancel button. Click the cancel button to start over and upload a different document. From Fax Number: This drop-down control will display all valid outbound fax numbers assigned to your Fax Attendant. You can accept the default or, if you have more than one, choose another number. The recipient will see that they have received a fax from this number. You may now use the buttons on the right to Preview or Send the fax, or to cancel and go Back to the message list, or you may continue on and fill out the Cover Page Options and Advanced Options before sending the fax. Fax Recipients Page 15 of 28
16 Faxes can be sent using Simple or Advanced options. If you want to send a fax to a single recipient, select the Simple option. If you want to send a fax to multiple recipients or Contacts, select the Advanced option. Fax Recipients - Simple To Fax Number: To Name: To Company: Enter the destination fax number. This field is optional. Enter the name of the fax recipient. This field is optional. Enter the Company of the fax recipient. Fax Recipients Advanced To Fax Number: To Name: To Company: Search Box: Contacts: Cover Page Options Use Cover Page: You can enter the fax number and select Add. Enter a 10-digit number for domestic recipients, or designate an international number by typing a plus (+) followed by the country code and fax number. You can also select from your contact list below. This field is optional. Enter the name of the fax recipient. This field is optional. Enter the Company of the fax recipient. You can search for existing contacts by typing any part of their name, company, or fax number in the search box and clicking Search. Refresh the list by clicking the refresh icon. Choose recipients from your list of contacts by clicking the Add icon next to their information. Remove contacts by clicking the Remove icon. If you do not have permission to send faxes to international numbers, international contacts will be grayed out. Groups with both international and domestic members will be grayed out, but you can add the group to your recipient list. The fax will only be sent to the domestic contacts in the group. By default, no cover page is included with your fax. If you want a cover page, select Yes. Cover Page Template: When using a cover page, the default cover page design is Confidential. Other available cover page designs are Business and Contemporary. Page 16 of 28
17 The selected design is shown on the right side of the Cover Page Options. Click on the design to expand it for a better view. To: From: Subject: Comments: You can enter up to 40 characters in this field. This field will default to the name of your Fax Attendant but it is editable and holds up to 40 characters. This field holds up to 145 characters. This field holds up to 500 characters. As you enter text in this field, a counter below the field shows you how many more characters you have room for before you use up all 500 characters. Advanced Options By default, a confirmation will be sent after the fax is delivered. The Confirmation field will default to the address you were assigned by your Administrator. This field can contain any valid address. If you do not want a confirmation , uncheck the Send Confirmation checkbox. Also by default, your fax will not be saved in your message list. If you wish to save a copy of the fax in your message list, check the Copy to Sent Items checkbox. Back, Preview and Send Buttons Back: Selecting Back at anytime on this page will cancel the fax and return you to the message list. Preview: This may be selected at any time after you have a document to fax and a destination fax number. From the Preview page you can take four actions. Page 17 of 28
18 Format: You can toggle the preview between TIF and PDF formats. Edit: You can return to the Send Fax page and continue to edit the fax information. Cancel: You can cancel the fax and return to the message list. Send: You can send the fax. Send: This will send your fax. 6 THE USER INFO TAB The User Info tab contains your account information. This information was established by your Administrator. Your account information is available for viewing by clicking on this tab. If you are an Administrator you will not see this tab. Administrators should access their User Info through the Logins tab. For more information about this, please refer to the Administrator Guide. The User Info tab lets you change your password and your security question and answer. The security question and answer will be used if you ever forget your password and need to have it ed to you. If you need to change other information on this page, please contact your Administrator. Page 18 of 28
19 7 THE REPORTS TAB One of the most powerful features of your Fax Attendant is the business intelligence made available through the reports. Hosted Fax Reporting allows you to show metrics for faxes in many ways based on a selection of criteria. You can create multiple reports that show how many faxes you sent or received, the number of pages in each fax, and the average number of pages per fax for a specified date range. You can view your reports in stacked graphs, bar graphs, line graphs, and pie charts that can be displayed Monthly, Weekly, or Daily. You can also schedule reports to be delivered through or download reports in multiple formats including PDF, XLS and CSV. For the purposes of these reports, each number on your Fax Attendant can be renamed to better describe the number, making them more recognizable on a graph. Page 19 of 28
20 7.1 Reporting Controls To get started, click on the Reports tab and select the parameters to generate a report. Select the graph parameters and click View to update the graph. Report Fax Total Pages - the total number of inbound and outbound faxes for each number on your system. Fax Inbound Pages - the total number of inbound faxes for each number on your system. Fax Outbound Pages the total number of outbound faxes for each number on your system. Phone Number(s) Your number(s) will be listed by description in this section. If you have multiple numbers, all of them will be selected by default. Deselect any numbers you don t want included in the report. You can also click the Sum icon to sum all of the counts into one dataset. Date Range Select the date range for the report. You can use one of the preconfigured ranges Yesterday, Last 7 days, Last Month, Month to Date, or Year to Date or you can create a Custom date range. To do this, choose Custom from the drop down. You can now select a start and end date by either entering the dates in the date fields, or selecting them by clicking the Calendar icons. You can select up to 12 months of historical data. Graph The Group By drop-down allows you to select how you want to group your data. You can select Hourly, Daily, Weekly, or Monthly, or you can choose to not group your data by selecting None. Daily is selected by default. NOTE: All data is represented in Eastern Time. For Example, if you are in California, all calls you receive between 9:00pm and 10:00pm will show up in your graph between 6:00pm and 7:00pm if you group by Hourly. The available Graph Types are listed under the Group By section. You will be viewing a Stacked Graph by default. Change the Graph Type by selecting the one you would like to view. The graph will be updated with your new selections once you click on the graph type. If you do not wish to change the graph type, you may select View to update the graph with the current options selected. Page 20 of 28
21 Options The Options section gives you the ability to choose how you would like to receive reports. You can configure , Download, or Print options. Options - Click to send the report via . Type the recipient address in the Send to box. If you are sending the report to multiple addresses, separate the addresses with a semicolon (;) or a comma (,). The subject of the report will be automatically populated with the report name, the account name, and the date parameter. To change this, edit the text in the Subject field. Type a message in the description field. Your message will be appended to the beginning of the . The will also include report parameters. Select PDF, XLS, or CSV format. PDF formatted reports will contain graphs, summary data, and detail data. XLS formatted reports will contain graphs on the first worksheet, as well as summary data and detail data on the second worksheet. This data will be editable within Excel. The CSV format will only contain raw data from the Detail section. The CSV format is recommended for importing into your local database. You can choose to the reports immediately (Now), or you can schedule them to be sent on a Daily, Weekly, or Monthly basis. The weekly reports will be sent on Monday of every week, and the monthly reports will be sent on the first day of every month. Page 21 of 28
22 If you have chosen to send the report Now, click Send. A pop-up will confirm that the report will be delivered shortly. Scheduled Reports - If you have selected a delivery method of Daily, Weekly, or Monthly, click Schedule. You will see your report under Scheduled Reports. You can edit the report by clicking the Edit icon on the right and changing the configuration as desired. You can also remove the report by clicking the Delete icon. To cancel sending or scheduling a report, click the Back button on your browser or you can click on the Reports tab. Download To save a copy of the report to your system select Download. A window will pop up listing the available formats for downloading, which are PDF, XLS, and CSV. Select a file type and click OK. You will be prompted to either open or save the file. Print Select Print to send a current copy of the Reports page to the default printer set up on your system. The default operating system Print window will pop up, giving you the available print options. Select the desired settings and click Print. Click Cancel to cancel printing. Page 22 of 28
23 7.2 Graphs The labels at the top of the graph indicate the Fax Attendant Name, the Report, the Print Date with the time, and the Date Range. Hover over any data point to view details about the data. To generate a new graph or report, click View in the report controls or select a new graph type. 7.3 Summary The information under Summary shows the Total Pages, Total Faxes, and Average Pages per Fax for each fax number in a spreadsheet view. Page 23 of 28
24 7.4 Detail The information under Detail lists specific faxes sent and received for each fax number, along with the date and time the fax was sent or received, number of fax pages, and if the fax was inbound or outbound. Access shows if a call was sent or received via toll-free or local number. Status displays the outcome of Outbound faxes, and the Caller ID information shows information for the number the fax was sent to or received from. The User column will show what user sent an Outbound fax. Use the Navigation bar to change the rows viewed per page or to move between pages. Page 24 of 28
25 CUSTOMER SUPPORT Please contact your Agency s Hosted Fax Service Administrator or Agency Help Desk for further assistance. Page 25 of 28
26 APPENDIX A: RETENTION POLICY FOR FAX DOCUMENTS Documents uploaded for faxing, and faxes sent and received by a Fax Attendant, will be available on the Web site for a temporary time period. The time period has been selected to strike a balance between conflicting goals. For security purposes we want to minimize the length of time a document is stored at a hosted site. To hold costs down we also want to minimize the space consumed for storage of fax documents at a hosted site. However, we need to provide some reasonable time period for fax retrieval and we want the convenience of a backup copy for cases when a document needs to be re-retrieved or re-sent. With these goals in mind, the following policy will be in effect on the Hosted Fax platform: Uploaded Documents Documents uploaded for storage will be retained indefinitely. This makes it convenient for users who have a set of documents, such as application forms, that need to be faxed out repeatedly. Uploaded documents that do not need to be retained should be manually deleted by the fax user. Received Faxes A received fax that is auto-delivered through either or FTP will be immediately tossed into the Deleted Items Folder where it may be viewed or downloaded for seven calendar days. After seven calendar days it will be purged from the system and will no longer be retrievable. A received fax that is held for pickup will be retained in the Message list for 21 calendar days. After 21 calendar days it will be put in the Deleted Items Folder where it may be viewed or downloaded for seven calendar days. After a total of 28 calendar days, the fax will be purged from the system and will no longer be retrievable. Sent Faxes By default a sent fax is not saved on the Web site. However, there is an option to retain a copy of a sent fax in the Message list. This option must be checked for each sent fax that you wish to retain. Faxes retained in the Message list are saved there for one year and then moved to the Deleted Items Folder where they may be viewed or downloaded for seven more calendar days before being purged from the system, after which they will no longer be retrievable. Policy Override The waiting period can be overridden by using the Purge function. To purge a fax it must first be moved to the Deleted Items Folder. This can be done manually or through the normal retention process. Faxes and documents in the Deleted Items Folder can be selected and then purged, which will override the normal waiting period and immediately destroy it, permanently and irretrievably. Page 26 of 28
27 APPENDIX B: SUPPORTED FILE FORMATS FOR UPLOAD The following file formats are supported when uploading a document to a Fax Attendant for faxing or storage. PDF TIF & TIFF DOC & DOCX Word 2003 & 2007 XLS & XLSX Excel 2003 & 2007 PPT & PPTX PowerPoint 2003 & 2007 PUB Publisher 2007 Adobe s Portable Document Format Tagged Image File Format VSD Visio 2007 RTF Rich Text Format Files up to 8mb are supported. Page 27 of 28
28 APPENDIX C: IF YOU FORGET YOUR PASSWORD If you forget your password, the system will authenticate you with your security question and send your password to your address. At the Web site, click on the Forgot your password? link. Enter your username and click Next. You will be prompted with your security question. Enter the answer and click Done. You will receive an with instructions for changing your password. Once your password has been changed, you will receive a confirmation . Page 28 of 28
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