Logging In

Using the URL below will take you to the administration portal for Persona Cloud Fax. This portal is strictly for administration and will not show users fax's or allow you to send fax's. 

Administration Page - https://securecloudfax.com/faxadmin

When logging into the administration portal you will need your credentials as well as the name of the site you are managing.

Internal Users

Once logged into the site you will be taken to the Internal Users menu. This is where you will perform the following tasks.

• Add/Remove Users
• Edit Users
• Change User Passwords
• Unlock Users
• Import/Export Users

Adding Users

To add a user with the portal you will click on the “Add” button and fill out the form below.

• (SMTP Address) This is where you enter the user's email address, which will be used to log in to the portal and deliver any notifications to the user.
• (Profile Name) This can be left at the default “Basic” or set to “No Faxing Rights,” which will disable faxing for the user. It's possible that custom Profiles were set up for you, so this list may vary.
• (NT Account) This is used to authenticate the user when signing on with SAML
• (Password) A password can be set for the user, but it's recommended to use the Auto-Generate password setting. By default the password will be emailed if checked and will ask them to change it on the next login attempt.
• (Time Zone) This should be set to the system default but if your user is not in that Time Zone you may want to update it so that the timestamps show the correct time.

Personal Information Tab

The personal information tab will populate details about the user that can be sent on the fax cover page. It also assigns the user's fax number.

The “Fax" field under Phone Number Information should be populated with the users fax number and will be used as the caller id for the outbound fax sent from that user.

Removing Users

Removing users can be done by selecting the checkbox next to the user and selecting the remove option. A prompt will be displayed to verify you are sure you want to remove the user. 

User Actions

When selecting users on the left-hand side, you can perform other actions. 

• Switch Profiles - Depending on your account setup, you may have multiple profiles to switch between. See more about profiles below.
• Properties - This allows you to edit the properties of a user, This will be greyed out if multiple users are selected as you can only edit one at a time. Clicking the users name will also bring up this menu.
• Change Password - This allows you to use our change password menu to auto-generate or manually update a users password. You may also send the user an email from here with their new credentials.
• Unlock - If the user has been locked, This will allow you to unlock the account so it can be used again

Importing Users

Using the template below, you can import multiple users simultaneously. Let's review the fields and their uses.

Cloud Fax Import Template

Using the template above, you will see two users populated with the fields we recommend for each user. 

Below is each field and its meaning. * indicates a required field

Once you have the csv file for the import above all filled out and are ready to add the users, Select “Import Users” as shown below

Select “Choose File” from the menu and select your template

Press OK, Depending on how many users you are importing this process could take a little time.

Exporting Users

You can export a list of users anytime by selecting the “Export Users” button below. This will download a CSV like the import sheet containing a list of all the users configured. 

Profiles

Profiles serve as a configuration set determining how users interact with the system. It defines a user's environment within the software, including settings for sending faxes, email configurations, and user-specific options such as the layout of the user interface and default settings.

Settings include

• Cover Sheets
• Phone Books
• Billing Codes
• Fax Options
• Security
• Notifications

A couple examples of these changes could include a user in a legal office setting up their profile to include custom cover sheets for fax transmissions that automatically include their office contact information and client case numbers, or a medical professional configuring their profile to receive email confirmations for sent faxes to ensure documentation of communications with pharmacies or regulatory bodies.

Profile

This tab allows you to “Override” or replace what was set up for the user when faxes are sent. If the override has been selected, you can update the information that you would like to override for the users.

The Profile Name should be something that you know what it does by reading the name; This will show up in the drop-downs when building/editing users.

 

 

Cover Sheets

Cover Sheets allow you to add a front page to any fax sent. They are customizable, and you can create many different cover sheets to meet your needs. When using them in profiles, you can select the default that is used for the profile and restrict permissions to others that you have built by adding only the ones you want the users to see.

 

 

Phone Book

The Phone Book functions as a central repository for managing contact information used for fax communications. It allows users to store and organize contacts into individual and group entries, facilitating easy and efficient selection during fax-sending. Users can manually enter contact details, import them from external data sources, or link to an external data source to keep the phone book updated dynamically. This feature supports multiple phone books, enabling users to maintain separate lists for different purposes or projects, and ensuring all necessary contact information is readily accessible within the faxing software.

 

 

Billing Codes

Billing Codes and Sub Billing Codes are used to categorize and track the usage of fax services for accounting and management purposes. These codes allow you to allocate fax usage costs to specific departments, projects, or clients, facilitating accurate billing and budgeting. By assigning distinct billing and subbilling codes to different transmissions, administrators can generate detailed reports that break down fax activities by these codes, thus providing clear insights into fax usage patterns and aiding in cost management and analysis.

 

 

Security

Security options provide essential measures to protect the confidentiality and integrity of fax communications. These options can include settings for secure transmission channels, encryption of fax data at rest and in transit, and access controls that restrict who can send or view certain faxes. By configuring these security settings in a profile, users can tailor the level of security to the sensitivity of the information being faxed, ensuring compliance with industry regulations and organizational policies. This is especially critical in fields like healthcare, legal, and finance, where safeguarding sensitive information is mandatory.

 

 

Notification

The Notification Options allow users to customize how they receive alerts about their fax activities. These settings enable users to choose whether to receive confirmations for successful transmissions, warnings for failed attempts, and summaries for broadcast operations. By tailoring notification preferences, users can stay informed about the status of their faxes in a way that best suits their workflow, ensuring timely updates and enabling quick responses to any transmission issues. This feature is particularly valuable in environments where timely document delivery is critical, such as in legal, medical, or customer service settings.

 

Multiple Mail Notification Profiles can be setup for you on request.

 

 

 

Profile Lookup Tables

The Profile Lookup Table is a versatile tool that helps dynamically determine the fax profile based on specific conditions. This functionality is crucial for organizations that require different fax-sending rules or configurations depending on the context of the fax, such as the sender, recipient, or content type.

Function of the Profile Lookup Table
The Profile Lookup Table functions by matching predefined conditions against the details of the fax to select the appropriate fax profile automatically. This ensures that each fax is sent using the most suitable settings without requiring manual selection, thereby improving efficiency and reducing the chance of errors. The conditions in the lookup table can be based on various attributes like the sender's department, the type of document being sent, or the destination.

Examples of Use

Departmental Faxing: Different departments may have different faxing needs in a large corporation. For example, the legal department might require high security and confirmation receipts for every fax sent, whereas the marketing department might prioritize speed and use a less secure profile. The Profile Lookup Table can automatically apply the correct profile based on the sender's department.
Client-Specific Requirements: If an organization needs to comply with specific client requirements for document delivery, profiles can be configured to meet these needs, such as using particular cover sheets or sending confirmations only to certain email addresses. The lookup table can use the recipient's identifier to apply the correct profile.
Content-Sensitive Faxing: A secure fax profile with encryption and detailed delivery reports might be necessary for faxes containing sensitive information, such as personal data or confidential business information. The lookup table can trigger this profile based on keywords or document types, ensuring compliance with privacy regulations.

Using Conditions in the Profile Lookup Table
Conditions within the Profile Lookup Table are set up to evaluate certain criteria from the fax details. These conditions can be straightforward (e.g., if the sender is from the HR department) or complex (e.g., if the fax contains certain keywords and is being sent to a specific region).

By setting up these conditions, administrators can automate the faxing process significantly, ensuring that each fax is handled according to the organization’s policies and specific communication requirements. This automation saves time and reduces human error, ensuring that all faxes comply with organizational standards and legal requirements. By entering the user's email in the Test Profile Lookup, you, can see the profile assigned to the user.

In summary, the Profile Lookup Table is a powerful feature in Persona Cloud Fax that helps streamline the faxing process by automating the selection of fax profiles based on detailed, pre-defined conditions. This functionality is especially beneficial in environments where faxing rules vary widely across different parts of the organization or where compliance with specific standards is critical.

Cover Sheets

Cover sheets serve as the first page of a fax transmission, providing a professional and informative introduction to the subsequent pages. They typically include essential details such as the sender's name, contact information, recipient's name, date of transmission, and a subject or message indicating the purpose of the fax. This initial page is crucial in ensuring that the fax is directed to the correct recipient and that the content is understood in its intended context.

The function of Cover Sheets
The primary function of cover sheets is to clearly communicate the sender's information and the intent of the fax to the recipient, thus helping to manage and organize fax communications effectively. Cover sheets can be customized to include specific fields such as company logos, department names, and confidentiality statements, which are important for maintaining professionalism and adhering to compliance standards in business communications.

Examples of Use

Confidentiality Notices: For legal or healthcare industries, cover sheets can include mandatory confidentiality notices that inform the recipient that the contents of the fax are intended only for the named recipient and may contain privileged or confidential information.

Project Coordination: In project management settings, cover sheets can include project numbers or titles. This enables recipients to quickly associate incoming documents with the correct project files, facilitating better organization and quicker processing.

Marketing Campaigns: For marketing materials sent via fax, cover sheets can serve as a first impression that introduces a new product or service, including promotional messages or special contact information for immediate response.

Customization and Conditions
In Persona Cloud Fax, cover sheets can be customized extensively to fit the organization's needs. The system allows users to design cover sheets with various layouts, incorporate dynamic fields that auto-populate based on the sender or recipient’s information, and choose when to use specific cover sheets based on conditions such as the type of document being sent or the destination department.

Administrators can set conditions within the fax system to automatically select the appropriate cover sheet based on the fax's content or purpose. For example, a different cover sheet might be used when sending legal documents versus internal memos or when faxing sensitive information that requires extra warnings about data privacy.

In summary, cover sheets not only enhance the professionalism and clarity of fax communications but also provide a mechanism for including critical information and instructions that aid in the secure and efficient handling of documents. Their ability to be customized and conditionally applied makes them an invaluable tool in any organization’s faxing strategy.

How to Create Custom Cover Sheets
 

1. Launch the Cover Sheet Editor: If you do not have the cover sheet editor software, see our article Cloud Fax: Installing the Fax Client
2. Create a New Cover Sheet: Click on the "New" button or select "File" > "New" from the menu to start creating a new cover sheet.
3. Design Your Layout: Use the tools provided in the editor to design your cover sheet. To define the layout, you can add text fields, images (like company logos), and lines or shapes. Drag and drop elements to arrange them on the page.
4. Insert Dynamic Fields: To add dynamic fields that auto-populate information (such as sender name, recipient name, date, etc.), click on the "Insert Field" button and select the desired field from the list. Place these fields where appropriate on your cover sheet.
5. Customize Appearance: Use the text formatting tools to adjust the font size, type, and color of the text. You can also customize the size and properties of other elements to match your company’s branding.
6. Save Your Cover Sheet: Once you are satisfied with the design, save your cover sheet by clicking "File" > "Save As." Give it a meaningful name related to its usage (e.g., "Confidential Fax Cover Sheet").
7. Test Your Cover Sheet: Before using it for actual faxes, send a test fax to ensure that all elements are displayed correctly and that dynamic fields are populating as expected.

By following these steps, you can create customized cover sheets that reflect your organization's professionalism while ensuring that all necessary information is clearly communicated to fax recipients.

Incoming Routing Table

The Incoming Routing Table is a powerful feature designed to automate the distribution and handling of incoming faxes based on predefined rules. This tool allows organizations to efficiently manage how incoming faxes are directed to various destinations, ensuring they reach the appropriate person, department, or system without manual intervention.

Function of the Incoming Routing Table
The primary function of the Incoming Routing Table is to automatically route incoming faxes to specific destinations based on criteria such as the sender's number, the recipient's identifier, or keywords within the fax. This ensures that faxes are processed quickly and accurately, improving efficiency and reducing the need for manual sorting and distribution.

Examples of Usage
Departmental Routing: Automatically send faxes to different departmental email addresses or directories based on the recognized recipient number or a keyword like "Sales" or "Support".
Individual Routing: If the incoming fax number matches specific criteria, faxes are directed to individual email addresses or folders, ensuring personal data is immediately directed to the appropriate individual.
Backup and Archiving: Route copies of all incoming faxes to a centralized archive for compliance and backup purposes, ensuring no critical information is lost.

Setting Up the Incoming Routing Table
Access the Routing Table: Log into the XM Fax administration portal and navigate to the 'Incoming Routing Table' under the fax management settings.

Your current rules will appear in the table. These were typically set up for you when the numbers were added to the platform. Select an existing rule or create a new one with the Add button.

Define Criteria
Sender Criteria: Set rules based on the sender's fax number or name if available.
Content Criteria: Use keywords or patterns recognized in the fax content to determine the routing.

Select Destination
Email: Enter one or multiple email addresses to which the fax should be forwarded.
Set Priority and Filters: Prioritize certain rules over others and apply filters to ensure that the routing is as accurate as possible, avoiding misrouting of critical information.
 

Testing

Perform a test to ensure that the routing works as expected. Based on the outcomes of these tests, the criteria or destination might need to be adjusted.

Enter the phone number you want to test and select the Test button to see how the fax will route in the Results section.

Your results will be displayed here

Organizations can dramatically streamline their fax handling processes by utilizing the Incoming Routing Table, reduce administrative overhead, and improve response times to incoming information. This feature is particularly beneficial in high-volume fax environments or industries where timely and correct information distribution is critical, such as healthcare, legal, and financial services.

Fax Box Deligations

Fax Box Delegations are a crucial feature designed to enhance collaboration and workflow efficiency by allowing users to delegate access to their fax inbox and sent items. This feature permits selected colleagues to manage faxes on behalf of someone else. It is particularly useful in environments where teamwork and backup are essential or when individuals are absent or too busy to handle their faxes promptly.

The function of Fax Box Delegations
The primary function of Fax Box Delegations is to enable authorized users to view, manage, and respond to faxes from another user’s fax box. This includes reading incoming faxes, sending faxes using the delegator’s fax number, and managing fax communications effectively without switching accounts or compromising security protocols.

Use Cases for Fax Box Delegations

Managerial Oversight: Managers or team leads can monitor incoming and outgoing faxes of their team members to ensure that all communications are handled according to organizational standards and that nothing is missed during busy periods or employee absences.

Administrative Assistance: Administrative staff can be delegated to handle faxes for executives or other staff members, allowing them to focus on their core responsibilities while ensuring that all fax communications are addressed promptly.

Coverage During Absences: During vacations, sick leaves, or business trips, users can delegate their fax box to a colleague who can handle urgent faxes and ensure continuous operation without disruption.
Legal and Compliance: In legal offices or departments handling sensitive information, specific staff members can be delegated to manage and archive faxes to comply with legal and regulatory requirements.

Setting Up Fax Box Delegations
Access Fax Box Settings: Select “Fax Box Delegations” in the lower left of the portal.

Add a Delegate

Select User: Choose a colleague from the user list to whom you want to delegate access to your fax box.

Specify Permissions: Define the delegate's actions, such as viewing, sending, deleting, or managing faxes.

Set Delegation Period: If necessary, specify the period for which the delegation is valid, particularly useful for temporary coverage during absences.

Notify the Delegate: Inform the delegate that they have been granted access to your fax box and provide any necessary instructions or guidelines on managing the faxes. For more details, see our article on using fax box delegation.

Review and Activate: Review the delegation settings for accuracy and activate the delegation. Ensure that all settings are correct to maintain security and efficiency.

By implementing Fax Box Delegations, organizations can ensure that fax communications are never hindered by key personnel's absence or unavailability. This feature supports a collaborative work environment and helps maintain high productivity and continuity in handling important documents.