CenturyLink CloudFax. A Practical Guide to CloudFax Admin and User Portals

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1 CenturyLink CloudFax A Practical Guide to CloudFax Admin and User Portals

2 Agenda Practical use case scenarios for: Admin User Manage all fax numbers Add new fax numbers View monthly usage Fax Users Send fax Receive fax Change cover page Archive / backup faxes 2

3 Keep the User Hierarchy in Mind Three user roles: Admin user Fax user Additional accounts Admin user Fax user Additional accounts 3

4 The admin user has access to the admin portal to administer all fax numbers. There is one set of admin user credentials. ADMIN USER 4

5 Login to Admin Portal 5

6 Navigate Admin Portal Displays number of pages sent/received for all fax numbers in current month. Links correspond with tabs on upper right side. 6

7 Assign a New Local Fax Number 1. Select an available slot. 2. Select Local US. 3. Complete Account Details and click Apply. 7

8 Assign a New Local Fax Number cont. Account Activation sent to the fax user after admin assigns a new fax number. Fax user MUST click activation link to begin using fax number. 8

9 View Fax Page Usage Per Number Select a month from the drop-down list to view usage per fax user and number. 9

10 Fax users are individuals who are assigned to send and/or receive faxes from one or more fax numbers. FAX USERS 10

11 Login to Fax Portal Note: Fax user logs in with the fax number in Account Activation . Local: Toll Free: 11

12 Navigate Fax Portal Use Settings to configure the fax number preferences. address of the fax user. User s fax number. Five main areas of portal. 12

13 Add Contacts for Frequent Faxing Click Contact import to download example CSV file and bulk import contacts. 1. Click Add. 2. Enter contact details. 3. Click Add to create new contact. 13

14 Send Fax using Fax Portal 1. Enter fax number(s) manually or select multiple fax numbers from existing contacts. 2. Attach up to three documents to fax. 3. Choose to include a cover page and enter details. 4. Click Send. 14

15 Send Fax using Fax Portal cont. Confirmation message displays after sending fax that it is in the Outbox. Users do not need to remain logged in to the Fax Portal or even remain in the Outbox after sending a fax. A confirmation message is automatically sent to the fax users if the fax is successful or fails. Displays where fax is being sent. Displays total number of pages being sent. Displays number of auto-retries to send the fax. Five auto-retries are attempted to send fax before sending fails. Cancel the fax from being sent. 15

16 Send Fax using an Address The address of the fax user can send faxes from an client. Fax user s address. 1. Compose an as normal. a. The Subject line appears on fax cover page. b. The Body of the appears on fax cover page. 2. Use the following format in the To: line a @cloudfax.savvisdirect.com b. Where is the fax number you are sending to. 3. Attach the fax document to your . 16

17 Send Fax using an Address cont. Use the correct address format for sending a fax. Attach fax to . If sending the same fax to multiple recipients, include the additional addresses in the correct format. 17

18 Send Fax using an Address cont. If the address is assigned to more than one fax number, then use the following format in the To: line: Use the correct address format for sending a fax. Where is the fax number you are sending to. Where is the fax number you are sending from. 18

19 Add/Remove Additional Addresses 1. Click Settings. 2. Click Additional accounts. 4. Enter address of additional and select send/receive permissions. 3. Click an available account. Note: Additional accounts (i.e. addresses) can be added, deleted, and re-added at any time. 4. Click Add. 19

20 Resend a Fax If a fax fails to successfully send, an notification is sent to fax user and to the additional accounts. To resend the fax, perform the same steps to send a fax. 20

21 View Received Faxes The New Fax Received is sent to the fax user and additional accounts. Received fax is attached to New Fax Received . This is likely the main avenue that the fax user and additional accounts become aware of having received a new fax. The New Fax Received includes the sender of fax and the number of pages. 21

22 View Received Faxes cont. Received faxes can be viewed. Received faxes can be downloaded. 22

23 Change Cover Page Enable this option if the default cover page should be included in all faxes send from the fax user s address or any of the additional accounts. 1. Select the preferred default cover page. 2. Click Apply. 23

24 Backup/Archive Faxes RECEIVED FAXES. Backup received faxes by downloading them from the Inbox in the User Portal or by saving them from the New Fax Received notification . SEND FAXES. Backup sent faxes by downloading them from the Archive in the User Portal. 24