Managing ShoreTel Connect CLOUD Fax

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ShoreTel Connect CLOUD Fax is an email-to-fax service. With ShoreTel Connect CLOUD Fax, users receive incoming faxes in their email Inbox and send outbound faxes as email attachments.

If you are a Decision Maker or Phone Manager, you can activate ShoreTel Connect CLOUD Fax for your account. You can enable Fax for users on your account and you can view and edit Fax settings from the ShoreTel Connect Portal.

NOTE: ShoreTel Connect CLOUD Fax is not included in any ShoreTel Connect Standard Profiles. For an additional fee, you can add Fax services for users on your account.

ShoreTel Fax Server Content Retention Policy: Faxes sent through the ShoreTel Fax system are stored on the server for up to 30 days before being deleted. This system is protected by various layers of security, including a firewall.

Activating ShoreTel Connect CLOUD Fax

Once you activate ShoreTel Connect CLOUD Fax from the ShoreTel Connect Portal, you can enable ShoreTel Connect CLOUD Fax for users.

NOTE: Creating or modifying a ShoreTel Connect CLOUD Fax account may take up to two hours to verify within the system.

When you activate ShoreTel Connect CLOUD Fax for your account, you select the default Fax settings for your account. You can later select different settings for individual fax numbers.

To activate ShoreTel Connect CLOUD Fax:

  1. Log in to the ShoreTel Connect Portal.
  2. On the Phone System menu, click Add-On Features.
  3. To the right of ShoreTel Connect CLOUD Fax, click Activate.

    The ShoreTel Connect CLOUD Fax Settings dialog box appears.

  4. Under Default Settings, do the following:
    • Select the Include a cover page with your fax check box to include a cover page with each fax.
    • Select the Get a confirmation when a fax is sent check box to receive an email notification each time a fax is sent.
    • Select the Get a confirmation when a fax is received check box to receive an email notification each time a fax is received.
  5. Under Email Notifications, select the Send email notification check box to send an email notification of the activation.
  6. Click OK to save the settings and activate ShoreTel Connect CLOUD Fax for your account.
  7. When prompted, click Yes to confirm the purchase.

Managing ShoreTel Connect CLOUD Fax Users

You can manage ShoreTel Connect CLOUD Fax for your account in the following ways:

Viewing Users with Access to ShoreTel Connect CLOUD Fax

You can view a list of users that have ShoreTel Connect CLOUD Fax enabled. The following information is displayed on the ShoreTel Connect CLOUD Fax page:

To view users with access to ShoreTel Connect CLOUD Fax:

  1. Log in to the ShoreTel Connect Portal.
  2. On the Phone System menu, click Add-On Features, and then click Manage to the right of ShoreTel Fax.

    The ShoreTel Fax page is displayed.

  3. To filter the list, do one of the following:
    • In the list above the toolbar, select the location to view.
    • Type your filter criteria in the search field on the toolbar.
    • Type your filter criteria under the appropriate column heading.
    • Select the check box under any of the settings column headings to only view users that have that setting enabled.

Enabling ShoreTel Connect CLOUD Fax for a User

Once ShoreTel Fax is activated for your account, you can enable ShoreTel Fax for users on your account.

  1. On the ShoreTel Fax page, click Add on the toolbar.

    The Add ShoreTel Fax dialog box appears.

  2. In the Select User panel, do the following:
    1. To search for a user, type the name or email address of the user in the Name or Email field.
    2. Select the check box next to the user you want to enable ShoreTel Fax for.
    3. Click Next.
  3. In the Settings panel, do the following:
    1. Select the Include Cover check box to include a cover page with each fax sent by the user.
    2. Select the Confirm Sent check box to send an email notification each time the user sends a fax.
    3. Select the Confirm Receipt check box to send an email notification each time a recipient receives a fax sent by the user.
    4. Click Next.
  4. In the Select Numbers panel, do the following:
    1. To search for a number, type the number in the search field.
    2. To display only fax numbers that are currently assigned to other users, select the check box under the Assigned column heading.
    3. Select the check box next to each number you want to enable as a fax number for the selected user.
    4. Click Next.

    NOTE: The fax number country location must match the country location of the selected user; fax numbers with country locations different from the selected user are not displayed

  5. In the Summary panel, verify the displayed information and then click Finish.
  6. When prompted, click OK to confirm.

Editing ShoreTel Connect CLOUD Fax Settings for a User

You can edit the ShoreTel Fax settings and add additional fax numbers for an individual user. The settings may differ from the default settings for your account.

NOTE: When you update the settings for a user, the settings are applied to that user for all Fax numbers enabled for that user.

To edit Fax settings and add fax numbers for a user:

  1. On the ShoreTel Fax page, in the Name column, click the name of the user you want to edit settings for.

    The Edit ShoreTel Fax User Settings dialog box appears.

  2. In the Settings panel, do the following:
    1. Select the Include Cover check box to include a cover page with each fax sent by the user.
    2. Select the Confirm Sent check box to send an email notification each time the user sends a fax.
    3. Select the Confirm Receipt check box to send an email notification each time a recipient receives a fax sent by the user.
    4. Click Next.
  3. In the Select Numbers panel, do the following:
    1. To search for a number, type the number in the search field.
    2. To display only fax numbers that are currently assigned to other users, select the check box under the Assigned column heading.
    3. Select the check box next to each number you want to enable as a fax number for the selected user.
    4. Click Next.
  4. In the Summary panel, verify the displayed information and then click Finish.

    NOTE: You can also edit Fax settings for a user directly from the ShoreTel Fax page by clicking the desired settings column for the user and then selecting or clearing the check box for the selected setting.

Disabling a Fax Number for a User

  1. On the ShoreTel Fax page, right-click the row that contains the user and the fax number you want to disable for the user, and then click Disable Fax Number.
  2. When prompted, click Yes to confirm that you want to disable the fax number for the selected user.

Disabling All Fax Number for a User

  1. On the ShoreTel Fax page, right-click a row that contains the user you want to disable ShoreTel Fax for, and then click Disable User.
  2. When prompted, click Yes to confirm that you want to disable the fax number for all associated users.

Related Articles

Using ShoreTel Connect CLOUD Fax
Managing Your User Settings
Editing Personal Information
ShoreTel Connect CLOUD Add On Feature Management
ShoreTel Connect Portal Documentation

ShoreTel Dates

Created Date 2016-08-12 - Modified Date 2017-06-12


Article: 000012095