Sending Documents

Your account allows you to send documents by using fax or email links. Faxing a document will send it to the recipient's fax machine and it will print out like any other fax. The recipient will not know that you used an online fax service to send the fax. The email link feature allows you to email a link to the document that is stored in your account. The email recipient clicks on the link in the email to go to a secure web page to view, print and download the document. The document is not an attachment in the email. Once the email recipient click on the link to the document, you receive an email as a confirmation that the recipient opened the document. The email link feature does not use any fax pages like faxing. The email is a free feature to provide you a secure manner to email documents and give you a confirmation much in the same manner as a sent fax provides a confirmation.

Before you can fax or email link a document to a recipient, the document must be stored in your account.  If you have a paper document you will need to scan the paper document to put it onto your computer. Once it is on your computer, you can upload a copy of the document into your account to fax or email link to a recipient. There are 2 places where you can upload a document into your account, the send queue or to a folder in the filing cabinet.

• send a document via the web interface - enables you to quickly compose and send fax messages through your account interface
• send a document via email to fax - enables you to quickly compose and send fax messages through your email client
• send multiple documents at a time
• send to multiple recipients at a time
• track the status of the fax (queued, sending, successful, and failed)

Fax A Document Via The Web Interface

 

Sending a document from the web site requires that the document is upload (a copy stored in your account) to a storage area within your account or that you send a fax that was sent to you and stored in your account Inbox..  You can use the send feature to access the  page for faxing and sending an email link to a document.

The send page will allow you to send documents that are stored in your account and upload additional documents that are stored on your computer. After logging into your account, click on SEND. The following page appears:

1. Enter the fax telephone number. All telephone numbers entered should be 10 digits in length.
   For example: 1-801-555-1212
   If you are sending the documents to an additional fax telephone number, separate the telephone numbers with a comma.
   For example: 1-801-555-1212, 1-801-303-6991 or 18015551212,18013036991

SEE ALSO: International Faxing. Internationally faxing requires that you enter 011 or + prior to the country code and phone number. Internationally faxing is additional.

 

2. If you do not wish to send a coversheet generated from your account, click the box No Coversheet. If you check this box, there is no need to complete the attention, subject or message fields since those fields only go on a coversheet. Also if you check this box you must attach a document or there will be nothing to send. The coversheet information such as your name and address can be changed and is located in the account info section under the coversheet tab
3. Enter destination specific fax information:

• Attention (To whom the fax is intended)

• Subject

• Message

You can attach a file to fax. You need to copy the file to the send page. Copying a file to the send page will list the name of the file in the bottom portion of the page with a check box next to the file name.

ON the right side of the page you have the following options to choose from:
   - Copy File(s) From Your Computer

   - Copy Files(s) From Online File Cabinet (these are files that have been copied, stored or moved into your account filing cabinet)

   - Copy File(s) From Inbox (these are incoming faxes stored as a backup to the email delivery of the new fax)

4. Click on the Send Action called Copy File(s) From Your Computer. The Browse / Upload window appears.

5. Click on Browser and the choose file window open that allows you to search your computer for a file. The Choose File Window appears.

 

6. When you have found the file, highlight the file and click the Open button. You can also double click on the file name. The path and name of the file selected appears in the browse/upload window.
7. Click on Upload to copy the file to the send page. The file will appear in the bottom portion of the end page.

8. Click the checkbox next to the file that you upload to select that as the document to fax
9. click the send button at the top of the page to send it now.

Tracking The Fax

Clicking on the ‘Fax Tracking’ button on the left hand navigation bar opens the tracking management window.  The page will allow you to see sent fax history, history of received faxes, email links sent and scheduled faxes.
The sent Fax Tracking contains information about :

• Status of the fax transmission. The statuses are:
  • Converting: the fax is being converted from the original format to a fax able format.
  • Queued: the fax has been converted and is in the process of being sent
  • Sending: the fax is currently being sent
  • success: all processes are complete and the fax has been successfully sent and accepted by the receiving fax
  • fax error: the fax not send due to file format is not supported or the file failed converting to a fax format
  • Max Attempts: the fax did not go through after numerous attempts. The line was busy, did not answer, not answered by a fax or the phone number is not a good number.  Clicking on the status max attempts will allow you to send the same fax again
   
• Number of pages sent and charged pages. Pages sent shows the actual pages in the fax and  pages charged is the amount deducted from the account page count.  A fax page that takes longer than 60 seconds is charged as a multiple pages.
• Source of the fax: the method that you created the fax either through the website or by sending an email to fax
• Cancel a fax: the fax is canceled after the current attempt. The fax is only canceled if it is not in the process of sending.
• Remove a fax  tracking history from the current view.

Schedule a fax to be sent at a later time

You are able to schedule a fax to be sent at a later time. The fax can be sent  up to 45 days in advance. You are able to specify a time and a date for the fax. You are also able to give a fax a label so that you can refer back to the fax in the schedule fax tracking.

To schedule a fax you follow the same steps as sending a fax but rather than clicking on the send button at the top of the page you click on the schedule fax button on the right side of the page. Clicking on the Schedule Fax button displays the schedule fax page:

 

1. Click the drop down arrows to select the month, day and time for the schedule
2. Enter a name for the fax job
3. Click Set Schedule button to schedule the fax
4. Click the Send button to submit the fax

You can check the scheduled fax status by clicking on the Tracking button (located on the left side of your account) and the schedule fax tab

 

From the Schedule Fax Tracking page you can:

• Preview the Fax - View the fax as a PDF formatted file
• View the results - The option is only available after the fax schedule has completed
• Reschedule the fax - this option is only available prior to scheduled date/time
• Cancel the fax - click the red X will cancel the scheduled fax and is only available prior to the scheduled date/time
• Delete the tracking for a fax

Send a fax from the Inbox and Filing Cabinet

 

A document (fax) can be sent from the INBOX and from within a folder in the FILING CABINET. In this section. Selecting a document stored in the filing cabinet or a fax from the inbox will put a copy onto the send page. Once the document is on the send page you can send the file in the same manner as explained earlier in this section.

1. Select the document you wish to fax
   by clicking the checkbox next to the document name
   OR click SEND in the left hand navigation bar
   OR click the Send a FAX icon in the main frame.



2. Click the 'Send' button. The Send Document window appears and complete the send form to fax.

 

Send A Document Via Email To Fax

Your account allows you to send a fax through email. Email to Fax enables you to quickly compose and send fax messages through your email client. Email to fax has built-in security measures to ensure the someone else is not able to use your account to send faxes. The security is the username and code statements that you enter in the body of the email. The outgoing fax will not have that information. It is only used to identify our account to send the fax.

Sample email:

To send an Email to Fax you need:

1. Enter the fax  number to be dialed as a prefix in an email to your TrustFax account, i.e. recipient s_phone_number@trustfax.com.
   Do not include any spaces or dashes when typing the number.
   For example,
   5551234567@trustfax.com would deliver a fax to the number 5551234567 .
   
   
2. Attach a file to fax
3. Enter a subject. The subject will appear on the outgoing fax cover page
4. In the body of the email message, you type the following information:
   - username:
   - code:
   - Attention:
   - Message:

   Field	Description
   Username:	Your TrustFax account username. (Required field)
   Code:	This is your unique TrustFax identification code, and can be found in Account Info/Preferences (Required field)
   Coverpage:	No. If you do not want an account generated coverpage. If you add coverpage:no you do not need the attention or message statements
   Attention:	Fax recipients name (Optional Field)
   Message :	Type the body of your message here. (Optional Field)

Once the email arrives into your account, it will take only a moment for the email to be turned into a fax. Then you can check the online tracking to view the status. If an error occurs, you will receive a reply email with the reason for the failure to accept the email to fax.

The Tracking will list the fax and the source as email. You will be able to see the current status and details about the fax.

 

Send Multiple Documents

You can send multiple documents during a single send document operation. Select the multiple documents by clicking on the checkbox next to the document names. If you wish to select all documents in the list, click on the ‘all’ link above the first check box.

1. Click the Send button and continue the operation to send
2. An additional option is available if you send multiple documents, setting the order. Setting the fax send order is mainly used when the document order is important to the recipient.
3. To set the order, click the up or down arrow next to the document. By clicking the up arrow, the document moves up in the list. Set the order before clicking the Preview Message button.

Send Documents To Multiple Recipients

You can send a single or multiple documents to more than fax telephone number. In fact, you can send single or multiple documents to fax telephone numbers during the same send document operation.

1. After you chosen which documents to send and have clicked the ‘Send’ button, enter the first recipients fax number as outline in the section ‘Send a document by fax’. To enter multiple fax telephone numbers, separate each fax telephone number with a comma.
2. Complete the send document operation.