Fax Setup & Use
The capability to integrate faxing of certain documents is possible with the software; however, faxing is optional and has some requirements.
There are two options for faxing: local and remote (using an Internet-based faxing service). If you host your own server, meaning that the server is physically located at your company, not at a third-party location, you can usually choose either option except with versions of Microsoft Server 2019 and later. If your server is hosted by another party or runs the Microsoft Server 2019 operating system (or later), the only choice is remote faxing. In either case, there are both start-up and on-going expenses related to faxing. Faxing capability may be useful to have; however, it's not really suitable for large scale delivery of documents. Email is a far better choice because it involves almost no costs (compared with mail or fax delivery) and is extremely fast when compared to faxing.
Local Faxing
Faxing locally requires configuration and use of Microsoft software for faxing on your designated fax server. This software is included with a server's operating system, so there is no need to purchase it; however, it usually needs to be installed. Your company must also purchase a fax capable modem and a phone line is required. We strongly suggest that the same server hosting the application be used as the Fax Server. All hardware and software configuration related to fax integration is solely the user's responsibility.
Requirements for Local Fax Processing
•Fax Modem (Internal or External) Installed for the Designated Fax Server.
•Dedicated Phone Line.
•Installation of the Microsoft Fax Server option on Server 2016 or Windows Desktop Experience on Server 2019.
•Configuration of a Cover Page(s)
Faxing by Web Service
This option involves using a web-based Fax service. All companies can use this option (both those who host their own server as well as those who are remotely hosted). This is the only option for remotely hosted servers, however. This option does not require a phone line, fax modem, or the installation of any special software; however, you must establish an account with a web based faxing host (this is typically handled as a subscription/fee based service, so there are still associated expenses). Any host who accepts fax submissions from your company in the form of an Email address will work (1##########@SomeFax.com, for example).
Requirements for Remote Fax Processing
•Account with a web-based Fax Service
•Parameters indicating your account and the "Email" to append to the fax phone number.
•Your phone numbers may have to be formatted in a specific way to function with the on-line service (they may have to include area codes and a 1 for long distance, for example). For this reason, you may need to do file maintenance on any fax numbers assigned to customers, jobs, and vendors to ensure that they meet any requirements.
Faxes aren't being transmitted locally, so no detailed completion "status" is available from the software. Your fax host may contact (via Email) the account's contact if a fax does not complete or offer on-line tools for checking fax status independently. Faxes report either "queued," "sent," or "failed." Failed means that the fax didn't reach the web-based host. Faxes are technically an "Email" so they appear under the queue for Emails, not faxes. Processing of faxes on-line is not immediate and may take up to 15 minutes or longer before the recipient receives the fax. Fax submission (to the web based host) is always immediate, you cannot designate a send time in this case.
Considerations
Here are some points to consider regarding fax implementation:
•Fax processing is slower compared with email. A single fax sent locally can take minutes to send in some cases, and faxes are transmitted one document at a time. Faxing using web based services is delayed and equally slow. Faxing is generally not ideal for large scale use.
•Faxing requires either a phone line or on-line service which adds an on-going expense. This expense typically varies based upon the volume of faxing your company does. Faxing is less cost effective than email.
•Both fax and email processing need to be monitored by someone at your company on a regular basis.
•Faxes can be disruptive if done late in the evening or early morning (recipients with home offices, etc. may not want to receive faxes during certain times).
•Faxes are affected by dialing requirements just as any manually dialed phone number would be. Phone numbers used for faxing must match the dialing requirements including those required by your company's phone system (if any) or on-line host.
•Only outbound faxing is required or used by functions within our application, so the "from" fax number needs to be a fax number where you are able to receive faxes. In-coming faxes can potentially be handled by the fax software; however, a printer would need to be designated for printing any faxes received. Any configuration of incoming faxes is also your company's responsibility and would not integrate in any way with the application (there is no capability of viewing the status of received faxes in the software).
The following sub-topics provide more detailed information relevant to faxing: