Using Your Fax Inbox
Received faxes land in your Fax Inbox, alongside Sent, Important, Archived and your own labels. This guide shows you how to read the list, filter by fax line and date, open a fax as a PDF, add notes, flag or archive it, and keep the inbox usable across a team.
Where your faxes live
Everything to do with faxing sits in the Fax section of the left sidebar — Send fax, Inbox, Sent, Important, Archived and Configuration. Opening any of them shows the same menu again alongside your labels, so you can move between them without going back:
- Inbox — faxes you have received, with a counter for unread ones.
- Sent — faxes you have sent and whether they went through. See Sent Faxes and Delivery Status.
- Important — anything you have flagged, kept separate so it does not get buried.
- Archived — faxes you have dealt with and cleared out of the Inbox.
- Labels — your own categories for organising faxes.
- Configuration — the name and notification email for each fax line. See Fax Line Settings and Notification Emails.
- Report — how many faxes and pages you have used. See Fax Usage Report and Archived Faxes.
Before you start
- Make sure at least one fax number is assigned to your account.
- If several people handle faxes, agree on a format for notes, such as Client – Case ID – Next action. It turns the Notes column into something the whole team can scan.
Reading the Inbox
Each row shows the Status, who it came From, which of your numbers it came To, the Date and time, the number of Pages, your Notes, any Labels, and the Actions available.
The page also has an Auto refresh option, worth leaving on if you are waiting for a fax to arrive.
Finding a specific fax
- Fax line — narrow to one of your fax numbers, or leave it on all lines.
- Date range — pick the period you are interested in.
- Custom search — search by the sender's number.
- Search runs it, Reset clears it.
Searching by the sender's number is usually faster than scrolling, especially when a client faxes you regularly.
Working with a fax
Each row gives you:
- Open PDF — view or download the fax itself.
- Edit note — add a note so anyone looking later knows what it was about and what happened next.
- Important — flag it so it appears under Important.
- More — which offers Labels…, Mark as unread and Archive.
Marking as unread is useful when you open something you cannot deal with yet and want it to stay visible.
Using labels
Labels are your own categories — by client, by department, by what needs doing. They appear as a column in the list and as entries in the fax menu, so clicking a label shows only the faxes carrying it.
Create and manage labels
- Click Manage next to Labels in the fax menu to open Manage labels.
- Type a name in New label name, up to 100 characters.
- Pick one of the ten colours.
- Click Add.
Each label already in the list can be renamed in place, given a different colour with Change color, saved, or deleted.
Apply a label to a fax
On the fax row, open More and choose Labels…, then pick the labels that apply.
A handful of broad labels works far better than a long list of narrow ones nobody remembers to apply. Colour helps here: give the label that means act on this the most visible colour, so it stands out while scanning.
Keeping the Inbox usable
- Archive faxes once they are handled. Archived faxes stay searchable, they are just out of the way.
- Add a note when you archive, so the record still makes sense months later.
- Flag as Important anything with a deadline attached.
- Agree as a team who clears the Inbox, or everyone assumes someone else has.
FAQ
Q: Does archiving delete the fax?
A: No. It moves it to Archived, where you can still open and search it.
Q: Can I see faxes for just one of my numbers?
A: Yes. Use the Fax line filter.
Q: Can I get the fax as a file?
A: Yes. Use Open PDF.
Q: How do I send one?
A: See How can I send a new fax?
Need help?
Call/Text/WhatsApp: (833) 966-4835
Email: info@zonitel.com