Body
Purpose
This Document describes the virtual faxing process for sending and receiving faxes at Westmoreland.
Environment
Cause
Our move to a VOIP phone system has resulted in the elimination of analog phone lines at a significant cost savings, and the subsequent reduction in fax reliability with the Polycom Obi solution has necessitated moving faxes to a virtual platform. Using a virtual fax solution also enables work from home access to faxing. Fax SIP IT is our fax service provider
Resolution/Answer
Incoming Fax Access
Incoming faxes are captured by FaxSipIT and the resulting electronic PDF is available via group membership of the distribution group.
Receiving Method - Distribution Group Email
The fax is sent to the associated Westmoreland distribution group via Outlook email. A copy of the fax is attached as a PDF to all members of the group, which then can individually delete the message from their inbox.
Proofpoint email filter may catch the first sent email, you will need to “Allow Sender” once from the Proofpoint digest to release future emails from FaxDelivery_DoNotReply@faxmessage.net
Sending Faxes
Sending Method - FaxSipIT Web Portal
Access the file using the FaxSipIT portal
1. https://faxportal.faxsipit.com/ - The login matches your distribution group email name.
2. EG: GCVM_FAX_General_5878178709@westmoreland.com - Login with the credentials provided by the Service Desk.
3. Click the Button "Submit" to log in
4. Click the Button "Send Web to Fax"
5. fill in the boxes as necessary, then click "Send Fax Now!" when ready
--- Image of Successful Fax ---
The distribution group will receive a confirmation of "Fax Success" email, or after multiple attempts a "Fax Failure" email.
Setting up Outlook Rule to Filter Success Messages
If you tire of getting "Fax Success Messages" from when other members are sending faxes, configure the following Outlook filter:
1. From the Message or Outlook tool bar, open the "Create Rule" menu.
2. Set the options as below to nominalize the Subject, removing the specific number from the email
Move to the trash or Archive folder as you prefer.
3. Now all "Fax Success" emails from FaxSipIT will go directly to the Archive folder and will not notify your Outlook
Risk Assessment
Other members of Distribution Group
All members of the AD Distribution group will receive a copy of an incoming fax to manage from their own Outlook inbox.