This page provides information to help you understand 
How to control who can view or handle received faxes  

With the release of PRO+ v3.50 and later, the system now supports the display of all new faxes received in bold in the fax cabinet drawers of both the fax server and the fax clients. This makes identifying unseen faxes far easier.  Both the server and clients can mark these as seen or even unseen quickly and easily.  This option can be disabled or enabled on the fax client, or on the fax server if required.

PRO+ v3.5 also introduces "real time" updating of the both the outgoing and received faxes cabinet drawers across the entire network. the lists are updated immediately on all fax client systems if a fax is received, deleted, marked seen or unseen, or a comment is added, edited or deleted.

The Pro and PRO+ releases also support the automatic creation of PDF copies of all received faxes, which can be stored on the fax server machine, or even in a shared folder on a network server if required.

STAGE 1 (NetCFax and NetCFax Pro)

The first control you can apply is when you are creating the login accounts for your networked users.  Most will probably just be assigned the default access group of "Individual" access rights, and this means that they are not able to view ANY received faxes at all.

If you want to allow any login account to have access to ALL RECEIVED FAXES, then you can easily create a "group" and give all members of that group Individual access rights PLUS access to ALL RECEIVED FAXES.  Then just select that group when creating login access accounts for those people who need to be able to access ALL received faxes.

NB - Those accounts with Administrator access rights can of course view all received faxes.

STAGE 2 (NetCFax Pro ONLY)

The next control you can use is to have a designated individual (or even individuals) who can access received faxes and handle the routing of these to the intended recipient(s) individually.  This is of course very similar to someone walking up to a standard fax machine, reading the fax(s) there and then taking them to the relevant people, except of course that with NetCFax, you never have to leave your desk or computer to do this. To provide the maximum flexibility, any NetCFax login account that has been given full access to all received faxes is allowed to use the routing system, not just those with full Administrator rights.

The process of routing faxes has really been made very easy, as we have provided a special configuration window that allows any received fax to be assigned (routed) to either any single login access account, or even to all members of an access group (see above)  Once a received fax has been routed in this way, it will be accessible to that/those individual(s), even though their own login access account(s) and group rights do not allow access to the received faxes, plus of course to anyone with full received fax access rights.

To access this system, just go to the Faxes Menu, and select the "Route received faxes..." option

STAGE 3 (NetCFax Pro v3.11 & PRO+ v3.5 and later ONLY)

An automatic control you can use is to have the server check the COM port (phone line) that any fax is received on,  and assign (route) the fax to a specified login access account, or even to all members of a group.  Once a received fax has been routed in this way, it will be accessible to the individual or group you have specified, plus of course to anyone with full received fax access rights.

This option also allows you to decide if you still want CSID matches checking or not.  If you don't this match will override any CSID matches (see next section),  but if you do, that check is also performed, and if a match is found, the original assignment based on COM port will be changed to use that specified by the CSID match.

To access this system, just go to the TOOLS  Menu, and select the "Received Faxes configuration..." option, and then select the "ASSIGN (CSID)" tab

STAGE 4 (NetCFax Pro v3.11  & PRO+ v3.5 and later ONLY)

Another automatic control you can use is to have the server check the CSID that is received from the sender,  and assign (route) the fax to a specified login access account, or even to all members of a group.  Once a received fax has been routed in this way, it will be accessible to the individual or group you have specified, plus of course to anyone with full received fax access rights.

To access this system, just go to the TOOLS  Menu, and select the "Received Faxes configuration..." option, and then select the "ASSIGN (CSID)" tab

STAGE 5 (NetCFax Pro  & PRO+ v3.5 ONLY)

The final automatic control you can use is to create what we call a department that is assigned to a specific modem / COM port / Phone line.  Once you have one or more departments configured, you can (optionally) assign any NetCFax login account to one of them.  Once a login account has been assigned to a department, it has the right to view all received faxes that are received by that particular modem, BUT NOT to view faxes received by other modems. 

This means that one or more people that only have the standard individual fax access rights can still view and handle any of the received faxes received for that department.  They still cannot see other peoples outgoing faxes, or faxes received on any other modem that may be installed.

As you can see, the departments system can provide fax administrators with excellent "granular" control over received faxes very quickly and powerfully.

CLICK HERE to find out all about the NetCFax departments system

NetCFax PRO+ v3.6

With the release of the PRO+ release, ALL drawers of both the fax server and all logged in fax clients are updated in real time.  This means that whenever a fax is received it appears in the list of received faxes instantly, and is removed if anyone deletes it.  If a received fax is assigned/routed by anyone, the same applies, and those faxes will appear automatically in the cabinet drawers of the relevant login accounts.

The received faxes can also be marked as Seen or Unseen, which will highlight (or un-highlight if marked as seen) them on all fax clients, also in real time.  NB- Because of this new feature, the cost of the PRO+ release is a little higher than the cost of Pro.

HINT

If, as is the case with some people, you want to "granulate" the received faxes drawer to group different faxes together, the best way is to use some form of unique identifier, similar perhaps to the folder name you might use if you were going to place them in different folders, and then start the COMMENT field of each received fax with that name.  

eg: Folder name :Building A

Comments: 

Building A - plans for entrance lobby
Building A - materials for entrance lobby
Building A - emergency plan for entrance lobby

Now, to group your received faxes, you simply click the comments column header to sort the list by he Comment and presto - you have all faxes relating to a certain project listed together.

BACK TO INDEX PAGE