A Practical Guide to CloudFax Admin
and User Portals
Agenda
• Practical use case scenarios for:
– Admin User
• Manage all fax numbers
• Add new fax numbers
• View monthly usage
– Fax Users
• Send fax
• Receive fax
Keep the User Hierarchy in Mind
• Three user roles:
– Admin user
– Fax user
– Additional accounts
Admin user
Additional accounts
Fax user
ADMIN USER
The admin user has access to the admin portal to administer all fax
numbers. There is one set of admin user credentials.
Login to Admin Portal
Navigate Admin Portal
Displays number of pages sent/received for all fax numbers in current month.
Assign a New Local Fax Number
1. Select an available slot.
2. Select Local US.
Assign a New Local Fax Number cont.
Account Activation email sent to the fax user after admin assigns a new fax
number. Fax user MUST click activation link to begin
View Fax Page Usage Per Number
Select a month from the drop-down list to view usage per fax user and number.
FAX USERS
Fax users are individuals who are assigned to send and/or receive faxes
from one or more fax numbers.
Login to Fax Portal
Local:
http://cloudfaxlocal.centurylink.com
Toll Free:
http://cloudfax.centurylink.com
Note: Fax user logs in with the fax number in Account Activation email.
Navigate Fax Portal
User’s fax number. Email address of the fax user.
Five main areas of portal. Use Settings to configure the
Add Contacts for Frequent Faxing
1. Click Add.
2. Enter contact details.
3. Click Add to create new contact. Click Contact
import to download example CSV file
and bulk import contacts.
Send Fax using Fax Portal
1. Enter fax number(s) manually or select multiple fax numbers from existing contacts.
2. Attach up to three documents to fax.
Send Fax using Fax Portal cont.
Confirmation message displays after sending fax that it is in the Outbox.
Displays where fax is being sent. Displays total number of pages being sent.
Displays number of auto-retries to send the fax. Five auto-retries are attempted to send
fax before sending fails.
Cancel the fax from being sent.
Users do not need to remain logged in to the Fax Portal or even remain in the Outbox after sending a fax.
A confirmation message is automatically sent to the fax users if the fax is successful or fails.
Send Fax using an Email Address
The email address of the fax user can send faxes from an email client.
1.
Compose an email as normal.
a.
The Subject line appears on fax cover page.
b.
The Body of the email appears on fax cover page.
2.
Use the following format in the To: line
a.
[email protected]
Send Fax using an Email Address cont.
Attach fax to email.
Use the correct email address format for sending a fax.
If sending the same fax to multiple recipients, include the additional email addresses in the correct format.
Send Fax using an Email Address cont.
• If the email address is
assigned to more than one fax
number, then use the
following format in the To:
line:
[email protected]
• Where
123456789
is the fax
number you are sending to.
• Where
5556667777
is the fax
Use the correct email address format for sending a fax.
Add/Remove Additional Email
Addresses
1. Click Settings.
2. Click Additional accounts.
3. Click an available account.
4. Enter email address of additional and select send/receive
permissions.
4. Click Add. Note: Additional accounts (i.e. email addresses)
can be added, deleted, and re-added at any time.
Resend a Fax
• If a fax fails to successfully send, an
notification email is sent to fax user and to the
additional accounts.
• To resend the fax, perform the same steps to
send a fax.
View Received Faxes
Received fax is attached to New Fax Received email.
The New Fax Received email includes the sender of fax and the number of pages.
The New Fax Received email is sent to the fax user and additional accounts.
This email is likely the main avenue that the fax user and additional accounts become aware of having received a new fax.
View Received Faxes cont.
Received faxes can be viewed.
Change Cover Page
Enable this option if the default cover page should be included in all faxes
send from the fax user’s email address or any of the additional
accounts.
1. Select the preferred default cover page.
Backup/Archive Faxes
RECEIVED FAXES. Backup
received faxes by
downloading them from the Inbox in the User
