This page provides information to help you understand 
exactly how NetCFax lets you handle received faxes

Naturally, the NetCFax PRO+ system provides the most and the most flexible options, so we will try to describe it using PRO+ as the example.

Firstly, NetCFax does not use the same paradigm as many other fax systems, which mostly seem to use the concept of personal mailboxes.

We decided not to do so for some very good reasons as discussed below.

Firstly, the NetCFax Server holds ALL FAXES, at all times.  It does of course make these available to the fax clients on demand, but the clients do not store the faxes locally (other than temporarily caching them to speed up viewing).

The way NetCFax handles this is to maintain a database of all types of faxes, and it assigns them to different fax cabinet drawers - These are known as the Pending, Sent, Failed and Received drawers.

When a fax is received, it is quite naturally stored in the received faxes drawer.

So, the first and most obvious problem is that somehow you need to identify who the fax is supposed to go to.  

As with all other fax systems, this recipient identification has to be performed by a human being, in much the same way as you would when a fax is received by a normal fax machine.

That is really easy to achieve in NetCFax, as any fax client that has full NetCFax Administrator login rights can open the received faxes drawer at any time and view any/all of the faxes that are in that drawer.

Equally, any NetCFax login account that has been given access to both their own personal outgoing faxes PLUS access to all received faxes access can do the same thing.

In the received drawer of the faxes cabinet you can use the standard fax viewer or the thumbs viewer to look at all of the pages of any received fax.  However, to make this a one stop task, NetCFax provides a very special received faxes routing/assignment system that lists all of the received faxes. This of course has a view button to let you view any fax, and once you have identified the intended recipient, you can select from a list either the login account of the individual it is to go to and simply assign it to them, or you can even assign it to a complete login access group if you want to do so.

Once a fax has been assigned, that individual login account will of course then be able to view the fax.  However, it doesn't stop there. If you assigned it to a group, EVERY ONE of the people in the specified group will be able to see it.  We feel that is far better than having to copy it to lots of different "personal mailboxes" ?

In addition to this system, NetCFax provides a departments system to which any login account can be assigned, and all login accounts that are members of that department will be able to see all of the faxes received on the COM port / modem / phone line that the fax was received on.

As a final level of control, and assuming you have taken advantage of the built in support for the Transym TOCR Optical character recognition scanning of incoming faxes, you can set up multiple filters that are checked against the OCR text produced by the OCR system to match on whatever terms you use, and that system can automatically assign faxes to a specified login account or group with no human interference being required.

This system also means that it is perfectly possible to change the recipient at any time later, or to allow other people to see the fax.  It also allows those with administrator access rights or those accounts that also have full received faxes access to see and monitor what is happening to all of the received faxes, which provides your fax system with additional safeguards against loss of valuable fax data.

As a final security measure, the Fax server can specify who may or may not delete any faxes.  The options provided are to only allow those with full administrator rights to delete them, or to allow all fax clients to delete them, but if you select this, you can block deletions by all of the fax clients of any specific cabinet drawer.

The design of this system means that you if you change the access rights of any fax clients at any time, they will immediately be able to view all faxes that are accessible to that new access group or even department with no further file copying being required into their "mailboxes".

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