Managing Fax Numbers

Administrator -

How to request and configure fax numbers for your enterprise account and how to manage user assignments.

Inbound Fax Numbers (used to Receive Faxes)

To be able to receive faxes, you need to have one or several Inbound Fax Numbers in your enterprise account and properly assign users to these numbers.
  1. To add inbound fax numbers within your enterprise account, you have to fill in an online request according to your needs:
  2. To ensure the routing of faxes to their intended recipients, you need to configure your Inbound Fax Numbers by assigning users to them (see Assigned Users).

Outbound Fax Numbers (used when Sending Faxes)

Users of your enterprise account do not need to have a fax number to send faxes (this functionality is inherent to the user account). However, when a fax is sent, an Outbound Fax Number is always used for caller identification purposes: this number will appear in the fax properties (as the ANI, or "From" number) and will be displayed on the fax cover sheet.
  1. Conceptually, an Outbound Fax Number may be:
    • Any of the Inbound Fax Numbers of your enterprise account (as described above), or
    • An External Fax Number owned by your company but not serviced by the XMediusFAX Cloud Service – which can be requested and added as such in your account (see Requesting External Numbers) .
  2. Practically, the users will be able to choose one of these Outbound Fax Numbers according to the way each number has been made available to them (or not), that is to say:
    • As an Individual Fax Number,
    • As a Shared Fax Number, or
    • As the Main Fax Number of the enterprise account.
    For more details on these attributes, see below (Main Fax Number and Individual vs. Shared Fax Number).

Fax Number Attributes and Assignment

All the fax numbers added to your account are listed in the Fax Numbers page. All fax numbers can be configured independently (each one has its own set of attributes) and can be assigned to specific users (or not), according to your needs.

Main Fax Number

The Main Fax Number represents the fax number of your organization as a whole. There can be only one Main Fax Number, which will be selectable by all users as their Outbound Fax Number.

The Main Fax Number can be set through the Fax Numbers page (above the list).

Individual vs. Shared Fax Number

A fax number can be individual or shared. This determines whether it will be selectable only by assigned individuals or by all users as their Outbound Fax Number.

The sharing attribute can be set by accessing the fax number's properties page (Edit):
  • Shared makes the fax number available to every user in the Enterprise as their Outbound Fax Number.
  • Individual makes the fax number available only to its assigned users as their Outbound Fax Number.
Note: This attribute (Shared/Individual) has no effect on the Main Fax Number, which always behaves as a shared number.

Assigned Users

Any number of users (or none) can be assigned to a fax number. All users assigned to one number will automatically receive all faxes sent to this number.

The list of Assigned Users can be managed by accessing the fax number's properties page (Edit).

User assignment example scenarios:
  • A user can be assigned to one fax number or several fax numbers, or no fax number at all. This has no impact on the user's ability to send faxes (which is inherent to the user account).
  • A shared number may typically have a single user assigned, responsible to manually forward faxes to other users who expect to be contacted through this number (and who are typically not assigned to a fax number). For example, a departmental number can be assigned to a receptionist.
Note: The service will receive faxes to numbers that are not assigned to any user; these faxes will be visible in the administrator's fax list (menu Fax > Monitor) but no user will be notified that these faxes are received.

Group

The Group attribute of a fax number can be used for internal management and classification of fax numbers. In the Call Detail Record generated at each billing cycle, the inbound pages are listed per fax number (rather than by assigned users), and the group is also included to ease your internal cost repartition.

Regardless of its group, the number can be made available to any user of any group, by sharing or assignment.

This attribute can be set by accessing the fax number's properties page (Edit).

For more details on:

Note

You can use the Note to describe the purpose of the number. This description will be simply displayed in the list of fax numbers to ease the management of the list.

This attribute can be set by accessing the fax number's properties page (Edit).

CSID

The CSID (Called Station ID) is used to identify your side from the sender side when faxes are sent to this number. This can typically be the fax number itself (which is the case by default when the number is added to the list) or even a company name.

This attribute can be modified by accessing the fax number's properties page (Edit). Any change to the CSID does not affect the fax number itself (which cannot be changed).

External Number

This attribute provides the information that the number was added as an External Number.
Remember: An External Number belongs to your company and is not serviced through our platform. As such, it is not billable and can only be used as an Outbound Fax Number.

This attribute is shown as a checkbox within the fax number's properties page (Edit) and is also displayed as a tag in the list of fax numbers. It cannot be changed.

Ported Number

This attribute provides the information that the number was ported from another provider to the XMediusFAX Cloud Service. By opposition, numbers that have been requested as "New Numbers" will not show this attribute.

This attribute is shown as a checkbox within the fax number's properties page (Edit). It cannot be changed, as it is inherent to the way the number was added to the list.

Requesting Inbound Fax Numbers for your Fax Service

Requesting new Inbound Fax Numbers

Important: Each requested Inbound Fax Number (also called DID) is subject to monthly charges.

To request brand new fax numbers for your cloud account:

  1. In your Web portal, access the Fax Number Requests page and click the Request New Numbers link.
  2. Fill-in the form with all information required.

    The form allows you to specify the type and the amount of new numbers to obtain.

  3. Submit the request.

Once the request is Submitted, our team is notified to process it.

In the end:
  • The request will result in the allocation of brand new numbers to your account.
  • The added numbers will be immediately activated to receive faxes.
Note: You will be notified by email (as well as any other administrators of your account) each time the status of your request changes. If you need to communicate with our team about the request and follow-up its progress, please use the request's Comments page.

Requesting the porting of existing Inbound Fax Numbers

Important: Each ported Inbound Fax Number (also called DID) is subject to monthly charges, plus a one-time porting fee.

To request the porting of existing numbers from your current provider to your cloud account:

  1. In your Web portal, access the Fax Number Requests page and click the Request Number Porting link.
  2. Fill-in the form with all information required, and save it.

    The form allows you to specify – among others – the list of numbers to port, their source/ownership and the date on which you want them to be ported.

  3. Depending on your region, you may have to provide some documents, including a letter of authorization (LOA) that will be used to legally authorize the porting.
    1. Download the LOA (pre-filled with the information you entered in the form).
    2. Have this LOA signed by the person who has the authority to port numbers for your company.
    3. Upload the signed LOA, as well as any other document explicitly requested.
    4. Submit the request.
Important: The LOA download/upload can be performed any time after the request information is saved. However, the request will not be processed until you submit it after uploading the signed LOA and any other requested document

Once the request is Submitted, our team is notified to process it.

Thereafter:
  • An expected porting date will be first estimated while waiting a confirmation from your current provider.
  • After date confirmation, the numbers listed in the request will be added to your cloud service account.
    Important: At this point, the added numbers will not be activated yet to receive faxes until the Confirmed Porting Date. However, you should immediately configure number assignments so that your processes are unaffected by the change of provider.
  • Once the request is Completed, it means that the added numbers have been completely ported.
Note: You will be notified by email (as well as any other administrators of your account) each time the status of your request changes. If you need to communicate with our team about the request and follow-up its progress, please use the request's Comments page.

Requesting External Numbers

To request the addition of an External Number to your enterprise account in order to use it as an Outbound Fax Number, simply contact our Customer Service Team.
Important: The concerned number must be owned by your company. You will have to provide a proof of ownership (i.e. a telephone bill) to ensure the processing of your request.
Remember: An External Number cannot be used to receive faxes via your enterprise account, and as such, will not be charged.
Have more questions? Submit a request

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