FaxMailPro - Xchange Telecom User Guide.pdf · The Xchange FaxMailPro System is an enterprise...

FaxMailPro

Business Class Fax System

Customer Support Manual

Version 3 This document is the confidential and proprietary property of Xchange Telecom Inc.

2012 All Rights Reserved

Table of Contents

1. FAXMAILPRO USER GUIDE OVERVIEW ........................................................................................... 2

2. SENDING A FAX DIRECTLY FROM EMAIL WITHOUT THE PORTAL........................................ 2

3. LOGGING INTO THE SYSTEM ............................................................................................................... 2

3.1. WEB PORTAL INTERNET ADDRESS .......................................................................................................... 2 3.2. MAIN LOGIN SCREEN .............................................................................................................................. 2

4. USER INTERFACE SCREEN .................................................................................................................... 3

5. CREATING A NEW FAX ........................................................................................................................... 4

5.1. ADDING RECIPIENTS TO RECEIVE FAXES ................................................................................................ 4 5.2. ATTACHING DOCUMENTS ........................................................................................................................ 5

5.2.1. Using the File Upload Utility ......................................................................................................... 5 5.2.1.1. File Upload Window .................................................................................................................................. 6 5.2.1.1. Upload Document Window ........................................................................................................................ 6

5.2.2. Sending the Fax .............................................................................................................................. 7 5.2.3. System Generated Message with Fax ID ........................................................................................ 7 5.2.4. Verifying Sent Fax .......................................................................................................................... 7

6. SETTING DEFAULT COVER PAGE & NOTIFICATIONS ................................................................. 8

7. CREATING COVER PAGES ..................................................................................................................... 9

7.1. DOCUMENTS FOLDER .............................................................................................................................. 9 7.2. USING THE COVER PAGE EDITOR ............................................................................................................ 9 7.3. COVER PAGE EDITING SCREEN .............................................................................................................. 10 7.4. UPLOADING A COVER PAGE .................................................................................................................. 10 7.5. SAVING THE COVER PAGE ..................................................................................................................... 10

8. CREATING SHARED DOCUMENTS .................................................................................................... 11

8.1. GLOBAL SHARED DOCUMENTS ............................................................................................................. 11 8.2. USER SHARED DOCUMENTS .................................................................................................................. 11

8.2.1. Create Document Window ............................................................................................................ 11 8.2.2. File Upload Window ..................................................................................................................... 12

8.3. SELECTING THE DEFAULT COVER PAGE ................................................................................................ 12

9. RUNNING REPORTS AND SEARCHES ............................................................................................... 13

9.1. SAMPLE FAX SEARCH RESULTS ............................................................................................................. 13

10. DEALING WITH UN-ROUTED FAXES ............................................................................................ 14

Customer Support Manual FaxMailPro FaxMailPro User Guide Overview

This document is the confidential and proprietary property of Xchange Telecom Inc. Page 2 of 15 2012 All Rights Reserved

1. FaxMailPro User Guide Overview The Xchange FaxMailPro System is an enterprise business solution designed to track, document,

manage and deliver fax traffic.

The core component of the system is the web client or portal, which allows the user to manage, view,

send, forward, retrieve, search and print faxes from any compatible Web browser.

The user management tasks are restricted to their profile, such as; changing passwords, creating

reports and searches, storage locations, cover pages, defining the outbound scheduling and the

inbound notification rules.

Note: There are two levels of users who can manage Faxes.

1. Standard users - Limited to managing their own personal Faxes

2. Superusers - Allowed to work with all of the user’s Faxes

2. Sending a Fax Directly from Email without the Portal Users do not have to use the Web portal to send Faxes, they can just send an email to the FaxMailPro

system and the system will route it properly.

The format for the email address is [email protected]

3. Logging into the System

3.1. Web Portal Internet Address

Go to the following Internet address to reach the main login screen

https://faxmailpro.xchangetele.com/login.aspx?ReturnUrl=%2fdefault.aspx

3.2. Main Login Screen

mailto:[email protected]

https://faxmailpro.xchangetele.com/login.aspx?ReturnUrl=%2fdefault.aspx

Customer Support Manual FaxMailPro User Interface Screen


4. User Interface Screen

This is the Primary User Screen that appears when the User logs in Most of the functionality is self-explanatory It has a standard look and feel associated with Microsoft Outlook

Faxes you received or have been assigned / delegated to you

Faxes waiting to be sent or scheduled for another day or time.

After they are processed they are moved to the sent folder

Contains all of the Faxes you sent even if they failed

Faxes not successfully transmitted are moved to the folder.

Note: These same transmissions appear in the sent folder.

Only transmissions that were cancelled list in the folder.

Note: A copy of each Fax is stored in the sent folder.

Incomplete Faxes not yet ready to send. They may be on hold for

previewing. Once sent, they will be removed from this folder.

Faxes expected to be permanently removed eventually.

However, they may be restored if not yet permanently deleted.

Folders users create to organize their Faxes.

Important Note: These Faxes will be deleted when the system is purged

Customer Support Manual FaxMailPro Creating a New Fax


5. Creating a New Fax

5.1. Adding Recipients to Receive Faxes

Go to Messages > Inbox Folder

Click on which will open the New Message Window

On the Recipients Tab Input the data in the

fields then click to add the Generic recipient to receive this Fax or select a User from an address book if they are available



5.2. Attaching Documents

5.2.1. Using the File Upload Utility

On the Documents Tab This is where you include the documents to be sent Select a document already in the system from the Default folder

Click To open the Upload Document Window

Click to open the File Upload Window



5.2.1.1. File Upload Window

5.2.1.1. Upload Document Window

Here is the File Upload window where you can select the document you want to add to the Fax Once you have selected the file

click on Which will return you to the File Upload Window

Repeat the process to add additional files When finished click on

Which will return you to the New Message Window



5.2.2. Sending the Fax

5.2.3. System Generated Message with Fax ID

5.2.4. Verifying Sent Fax

Click and the Fax will be sent After the Fax is sent a message box will inform the user of the number the system has assigned that Fax

Go to Messages > Sent Folder Check your Sent Folder to see information about the Fax. If it failed you will also see an entry in the Failed Folder The same applies if it was Cancelled or is on Hold

Customer Support Manual FaxMailPro Setting Default Cover Page & Notifications


6. Setting Default Cover Page & Notifications

Go to Settings > General Settings In the Notification Settings Section Click in each box to enable that notification In the Default Cover Page Section Select the Default cover page you want

Click on save

Customer Support Manual FaxMailPro Creating Cover Pages


7. Creating Cover Pages In order to use a cover page it must be in either the Html or Htm file format and then added to the list of

cover pages in the system

There are two ways to add use custom cover pages:

1. Import an Html or Htm document from your computer or network

2. Use the Cover Page Editor which will automatically create an Html or Htm document

7.1. Documents Folder

7.2. Using the Cover Page Editor

Go to Documents > Documents Default Folder

Click on which will open the Create Document – Document Information Window

Input Name you want for this cover Page Select Type - Cover Page Select Visibility – Who you want to use this Cover Page Input Description about this Cover Page Important Note: Cover Page must be Html or Htm Cover Page Editor will automatically create an Html document

Customer Support Manual FaxMailPro Creating Cover Pages


7.3. Cover Page Editing Screen

7.4. Uploading a Cover Page

7.5. Saving the Cover Page

Here is the Cover Page Editor

Click on Which will return you to the Create Document – Document Information Window

Click on save And the Cover Page is Created

Alternatively a Cover Page can be Uploaded Rather than using the Cover Page Editor Important Note: The Cover Page file must be Html or Htm Click on the browse button on the Cover Page Editor Screen and Select the file

Customer Support Manual FaxMailPro Creating Shared Documents


8. Creating Shared Documents

8.1. Global Shared Documents

8.2. User Shared Documents

Note: The first steps are the same for creating a cover page and creating a user shared document

8.2.1. Create Document Window

Important Note: Only a system administrator can create company-wide Global Shared Documents

Go to Documents > Documents Default Folder

Click on which will open the Create Document – Document Information Window

Input Document Name Select Type – Standard Document Select Visibility – Who will see this Document Input Description about this Document Click on browse to open the File Upload Window

Customer Support Manual FaxMailPro Creating Shared Documents


8.2.2. File Upload Window

8.3. Selecting the Default Cover Page

In the File Upload window select the document and

click Which will return you to the Create Document – Document Information Window

Click on save And the Document is added Documents Default Folder as shown below

Customer Support Manual FaxMailPro Running Reports and Searches


9. Running Reports and Searches

9.1. Sample Fax Search Results

Go to Utilities > Reports You can create 3 reports Activity Report: Inbound / Outbound User & Average Usage Default Report Transactional Reports dealing with Success and Failures Top 10 List The top 10 users for inbound and outbound Go to Utilities > Search There you will see multiple options for running a search as shown below

Customer Support Manual FaxMailPro Dealing with Un-Routed Faxes


10. Dealing with Un-Routed Faxes

Faxes that fail delivery rules are called Un-Routed Faxes They are sent to the Users’ Unrouted Folder

FaxMailPro - Xchange Telecom User Guide.pdf · The Xchange FaxMailPro System is an enterprise...

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