Knowledgebase: Features & Settings
How to Use the email2fax Feature
Posted by Alex Salehi, Last modified by Alex Salehi on 17 April 2015 04:48 PM

This article offers all the information required to better understand and utilize the iTeraTEL fax mechanism, including the sending of fax messages as attachments to emails, process better known as email2fax.

How Is a Fax Message Sent

The email2fax feature allows clients to send fax messages by attaching the fax content as a .pdf.jpg or .tiff file to an email message that is sent to a special faxing email address on the server. The process consists in the following steps:

  • After receiving the fax message as attachment to an email, the server asks the sender for approval.
  • When confirmed, it converts the attachment into a suitable fax format and sends it to the number(s) specified in the email subject.

The sender's address is used by the system to verify the destination extension for the email-generated fax. In order to be able to send faxes through the email2fax feature, the sender's email must be added to one of the extensions in the system. Only one extension can send faxes to that sender, so you cannot add the sender's email address on several extensions.

Supported Extension Types

Only the Phone terminal extensions support the email2fax feature.

How to Enable Faxing for an Extension

Choose the extension you want to enable the fax feature for. Click the Phone terminal setup icon and fill in the following options available in the Fax Center section:

Enable fax center Select to enable the fax functionality for the current extension.
Accept faxes sent by email to <FAX_EMAIL_ADDRESS> Select to accept fax emails on this extension.
Accept fax from email Enter the sender's email address/addresses that is allowed to send faxes through this extension.

You may leave other options with their default values. Such options are used only when the extension receives faxes.

How to Cancel an Attempt to Resend a Fax

In the Fax Messages Management page, click the Sent faxes button. The system keeps a log of all fax messages enqueued for the current extension.

The section is organized as follows:

Source The fax message source.
ID The message ID.
Approved The approval status (yes/no).
Fax to The recipient(s) number(s).
Status

The current status of the fax message:

  • Approved
  • Sent
  • Partially sent
  • Sending failed
  • Cancelled
  • Scheduled for sending
  • Not approved
  • Preapproved
  • Purged
 Size The fax message size.
Added The date the fax email was added to the system.
Sent on The date the fax message left the system.
Info The events log for the fax message.

The Sent on column displays the following, depending on the situation:

  • The date the fax has been sent - If the fax has been successfully sent.
  • Cancel - If the fax sending is in progress, then click the Cancel link to abort the sending.

If the server was unable to send the fax message, it will send an email containing a link to the sender. When the sender clicks this link, the server will make a new attempt at sending the fax.

How to Send a Fax Email

To send a fax email, you need to create an email containing the following mandatory elements:

  • To: - The email address configured on the server to accept fax emails (e.g.: fax@example_server.com).
  • Subject: - The subject line is used by the system to determine the numbers you wish to send the fax to. This line can only contain the destination fax number (e.g. 1234546) or several fax numbers separated by blanks (e.g.: 123456 1235556 22345565).
  • The email body - It is not mandatory to write an email body. If you're using attachments, you may leave the body empty.
  • Attachments - There are three types of supported attachments: JPEGPDF, and TIFF. If an unsupported file is attached, the system will fail to send the fax. If you want the best results with the PDF files, then you need to create them using embedded fonts.

The actual fax content is taken by the system either from the attachment or from the email body. So, you may either use an attachement and leave the email body empty, or you may insert the fax message in the email body and drop the attachment.

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