Contents
Solution
Send and receive faxes electronically via email without out any additional hardware
or software or even a fax line!
Eliminate the need for fax machines, fax servers, network fax solutions and significantly
reduce your faxing costs!
Increase staff productivity, improve document management, and increase document security!
Requirements
The only requirement for Fax2Mail is email. There is no system requirements because
Fax2Mail is a third party service and we host all the necessary hardware and software
meaning you don’t need to.
Fax2Mail operates through any email platform whether it is web or office based.
Because Fax2Mail is not hardware or software dependant it operates with any email
enabled devices e.g. desk top, laptop, Blackberry, XDA, PDA, mobile phones etc.
Supported file types include .doc .xls .vsd .rft .pdf .jpg .ppt .gif .bmp .jpeg .txt .rtf etc.
Implementation
There is no hardware to set up, no software to install and no internal configuration required
for the implementation of Fax2Mail. Quite literally all that is required is a list of users and
their email addresses then we will do the rest.
Consecutive number ranges are available on request as are the matching phone numbers for every
fax number. It is also possible to choose a selection of number types such as 0871, 0844, 0845
and 0800 as required. Memorable or golden numbers can also be provided on request –
particularly useful for main numbers or marketing purposes.
We will add all users to one main account for your company however we can also then divide
them into smaller groups or departments for audit and management purposes if required.
Once all users have been created and activated on the Fax2Mail system we will email welcome
emails to every user confirming their fax number and account details.
Each user receives a copy of the Quick Reference User Guide which covers the basic functions
of Fax2Mail; this is sufficient for most users however the full Extended User Guide is available
on request.
Because Fax2Mail is not hardware or software dependant it makes it totally versatile and
will operate through any application that can send or receive emails. This includes CRM Solutions, accounting programs, and web applications.
Features
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Receiving Faxes
Faxes sent from a fax machine to a Fax2Mail number will be received and automatically converted
into a PDF or TIFF file format according to the account preferences at the time. Once converted they
will then be forwarded as attachments to emails and delivered to the email address assigned to the
fax number at that time.
Faxes will be received from ‘Documanager powered by Fax2Mail’ in the recipient
email inbox. The subject will be ‘(X) page document from (the fax number)’. The email
will have the fax attached in the chosen file format which can then be opened and viewed.
As with an email faxes can then be forwarded, deleted, saved, or printed if necessary. File
sizes are typically less than 50KB.
All fax numbers provided by Fax2Mail are registered by the Fax Preference Service which almost
guarantees that you will not receive SPAM faxes. If however unsolicited and unwanted faxes are
received Fax2Mail can block the senders fax number stopping nuisance faxes.
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Sending Faxes
Faxes can be sent directly from the user email client or any application that can send via the
user email client such as office applications, contact management and web applications.
Sending a fax is as simple as sending an email because that in truth is exactly what happens
except the email address will be faxnumber@fax2mail.com and not name@domain.com.
The email will then be received by the Fax2Mail servers which will convert the email and any
attachments into a fax and then deliver it. This means staff don’t need to learn new
skills and anyone who can use email can already use Fax2Mail.
It is also possible to send the same document to multiple recipients in the same way as it is
possible to send an email to multiple recipients dividing recipients with a semicolon. Recipients
can either fax numbers only or a combination of fax numbers and email addresses.
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Online Account Management
Every user (fax account) will be provided with a user name and password which will enable them
to manage their account online at www.fax2mail.co.uk.
Once logged in a user can view their 30 day log of faxes sent and received. The log will provide
information such as date, time, sender/recipient, number of pages, fax reference ID and status.
Using the online account management it is possible to resend faxes sent and received.
Users can block senders if unsolicited or unwanted faxes are being received with the click of a
button.
Users can also manage account preferences which include;
Received faxes file type i.e. PDF, TIFF or encrypted PDF
Email address assigned to fax number
User Name
Password
Time Zone
Email Delivery Confirmation Reports ON/OFF
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Internal Administrators
Fax2Mail does not charge for administration of user accounts or technical support however it
is possible to create internal administrator accounts to monitor and manage users within your
organisation.
Internal administrators will have permission to view the activity of individual single users,
groups of users or every user within the company. While doing this they will also be able to resend
faxes or block fax numbers.
Administrators can edit all user details including username, email, password and received faxes
file type. This means that fax numbers can be transferred internally on a temporary or permanent
basis as required.
If spare numbers are purchased to allow for new staff then administrators will also have the
ability to set up new users.
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Scalability
The fact that Fax2Mail doesn’t require hardware or software makes it probably the most
scalable fax solution available. If you require consecutive numbers for your business then at the
time of your original order it is possible to reserve enough additional consecutive numbers to
allow for your predicted growth by simply requesting it.
It is possible to add users on a user by user basis although it is generally more cost effective
to grow by groups of 10 or more users. For pricing information please call 0870 114 1000 and talk
to a sales advisor who will be able to answer any questions.
Support
Technical support is provided free of charge for all Fax2Mail users. The answer to most queries
can be found at www.fax2mail.co.uk either in the quick reference user
guide or online demo’s or FAQ’s.
Alternatively the Fax2Mail Technical support team are available between 9am and 5:30pm Mon –
Fri on 0870 114 1140 or support@fax2mail.co.uk
Most queries or issues can be resolved quickly; it is our aim at Fax2Mail to resolve issues
within 24 hours.
Costs
The simple fact that there is no hardware or software to purchase and set up makes Fax2Mail
quick easy and cost effective to set up.
After initial implementation there are no fax lines, no maintenance and no upgrades to pay
for. Support is free and you will reduce the cost of your consumables substantially!
For orders of less than 10 fax to email numbers please see our standard pricing by
clicking here
For orders of 10+ fax to email numbers please call one of our sales advisors on 0870 114 1000
or email sales@fax2mail.eu.com for pricing.
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