Instant Fax Portal
Instant Fax Portal
The Instant Fax service gives PBX Users the option to view received faxes and send outbound faxes directly from the PBX portal.
Receiving Faxes

Received faxes will be in the Fax Inbox. Email notifications are configured by Recent Communications for newly received faxes.
Sending Faxes
To send a fax from the PBX portal, click the Send Fax button on the Fax Inbox page.

Step by Step Instructions to Send a Fax:
1. Click the Send Fax button.
2. Choose the appropriate Cover Page option:
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None
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Compose - This option will allow you to enter the text that will be sent as a cover page.
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File - This option will allow you to choose a file that will be sent as a cover page. The system accepts the following file formats for the cover page: html; pdf; doc; docx; jpg; png; odt.

3. Choose a file to be faxed. The system accepts the following file formats for the fax document: html; pdf; doc; docx; jpg; png; odt.
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4. Select the Caller ID number that you wish to appear on the outbound fax.
5. Enter the phone number of the fax recipient in the Phone Number field. 10 or 11 digit phone numbers are accepted, not 7 digits.
6. Click the Send button.
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7. When the fax is accepted by the Fax Server, a notification message will be displayed.
Fax Notifications
Once a fax is uploaded to the fax server for delivery, it will be placed into an outgoing job queue for delivery. The fax server will try to deliver the fax in up to 6 attempts. If the fax is not delivered after the 6th attempt, the job will be aborted. Common reasons for non-delivery of faxes include busy numbers, and humans answering the destination fax line. Users will receive a notification stating the status of the fax.
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Notification regarding the status of sent faxes will be placed into the Sent Folder of the Fax page and a Fax Status Update email notification will be sent to the sender for both successful delivery and failed attempts.

Note: Send/Receive Fax limit: 20Mb or 100 pages (whichever comes first).
Instant Fax Caller ID
When sending an outbound fax, you will be allowed to choose any DID that has been configured as Instant Fax Portal as the Fax Caller ID that is already routed to the portal user.
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If there is no Instant Fax Portal configured DID currently routed to the portal user, then the system will use 13214246840 as the Caller ID for outbound faxes.
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Only subscribed users to the DID that is configured as Instant Fax Portal are able to use the DID as Fax Caller ID. Instant Fax Portal does not support caller ID spoofing.
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When a user sends a fax from the Instant Fax Portal, the User's fax number is shown in the header of the fax document that is sent. It is not possible to show the User's fax number in the actual caller ID of the call to the receiver's fax machine.
The Caller ID number selected by the User will be inserted in the header of the fax document.
HIPAA Compliant Fax Options
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Utilizing the user's portal to retrieve faxes is considered HIPAA compliant as long as email forwarding options are not used.
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Faxes should be sent by a single individual to the single intended recipient, not a group fax accessible option.
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FAX Portal transmission (TLS encrypted) is considered HIPAA compliant for sending or receiving faxes.
HIPAA compliance requires policies & procedures. A technology solution alone is simply not enough. Please consult with your Recent Communications support team if you have any questions or concerns about HIPAA compliance.


We're happy with the new service and options we've gotten through the upgrade from our prior service provider and the service team is responsive and helpful. I'd definitely recommend them!

Prior to switching to Recent Communications, we had a large national VoIP provider for our business phone solutions. The biggest difference we experience is the true partnership and immediate response to any questions or support needs we have. It helps that they are local too!

As a current client of Recent Communications with two different companies, I continue to be impressed not only by their amazing growth, but by their ability to continue to service us like we are their only two clients!

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