Managing Documents

Receiving a Document in your Inbox

Incoming faxed are emailed to you and a copy of the emailed fax is also stored in your inbox. You can pick-up the fax from your email or by logging into your account and clicking on the Inbox. To view your inbox, select either Inbox from the navigation bar on the left or the ‘Online Inbox’ icon in the main display frame.

Clicking on either of these two links leads to your current inbox, where you will see a list of your received faxes (below)

The document actions toolbar allows you to:

• View a Document
• Rename and Move a Document
• Delete a Document
• Refresh the current view
• View Audit Log
• Download

Check the box next to the fax(es) that you wish to perform a document action on using the Document Actions Toolbar.

View A Document

After selecting the document you wish to interact with by selecting its specific checkbox, the ‘View’ button will open a fax viewer window. You can view more than one document at a time in the viewer.

1. Login to your account by entering your username and password. Click on the ‘Inbox’ link on the left or the ‘Online Inbox’ icon to open the Fax Inbox. The Fax Inbox is the default startup folder.



NOTE: a new fax has a generated file name. All incoming faxes are converted to .PDF  or .TIF depending upon your incoming fax preference. A PDF file format that can be viewed using Adobe Acrobat Reader version 3.0 or higher. Adobe Acrobat Reader is a free application and can be downloaded from www.adobe.com.
2. Select a document(s) by clicking on the check box located to the left of the file name. To select all documents, click the check box button next to ‘File Name’ at the top of the fax list.
3. Click the ‘View’ button located on the Document Action Toolbar’. Alternatively, simply click on the name of the fax you wish to view.
4. The document is opened within the account Viewer. The Viewer will launch the document native application to view the document. For example, PDF file formats use Adobe Acrobat Reader to view the document.
You can also use the download icon to the right of the file name to open the fax outside of the account viewer. You can use the download icon if your PDF reader is having problem opening the fax within a web page.



5. To close the viewer, click Close Window.

Rename and Move a Document

Rename and Move a document allows you to transfer a file from the Fax Inbox to Filing Cabinet. You can move a file while viewing the document in the Viewer or from the Fax inbox document list. Moving a document from the Inbox to the Filing Cabinet will use a portion of the Filing Cabinet storage. The amount of storage usage is found in your account in the upper left corner.

1. Select a document(s) by clicking on the box located to the left of the file name.
2. Click the Move button located at the top of the Viewer. The “Move File” window appears.



3. Select a folder from the Destination list. If no folders exist, you must create a new folder in the Filing Cabinet.
4. Enter the new name for the document.
5. Click the OK button that is located at the bottom of the window.

You can also rename document using icon to the right of the file name:

Delete a Document

When deleting a document, it will remove it permanently from your account.  Deleting a document from a folder in the filing cabinet will decrease the filing cabinet storage limit. Deleting a document from your Inbox does not effect your storage since the Inbox is unlimited storage. To delete a document:

1. Select a document(s) by clicking on the box located to the left of the its name.
2. Click the DELETE button located above the document list. You can also delete fax by clicking the icon to the right of the file name.

Refresh

Manually refresh the document list in the Fax Inbox. The document list is automatically refreshed every time you open the Fax Inbox.
While working in the Fax Inbox, click the Refresh List button locate above the document list. The page will reload and view the latest documents.

Audit Log

Audit log is a record of all actions on the chosen fax. Click icon to the right of the file to view a history of the file since it has been in your account..

Download

You are able to save a document to your computer and also open the document directly on your computer by using the download function. Press icon to the right of the file to download. Downloading the offers the options to open or save the file:

File Search

The ‘Search’ feature provides a fast and convenient way to locate documents that are stored in your Inbox and Filing Cabinet.

Enter the name (or part of it) in the search form, click 'Search'.

Your account  automatically assigns a name to incoming faxes based on an incremental numbering system.

To make the most of the ‘Search’ feature, we advise you to rename all incoming faxes with a more user friendly and memorable name and move them to a folder in the Filing Cabinet..
For example, suppose the document ‘Fax_113692664914791.pdf’ is a fax from ‘Bob Jones’ concerning ‘Latest account proposals’ - you may want to rename it as ‘Bob Jones Latest Account Proposals.pdf’ so you can search for ‘Bob’ , ‘Accounts’ or ‘Proposals’.

The result of the search will be shown in list below the form: