How to Use and each option for my Fax Inbox
The Fax Inbox lets you receive, search, review, and organize faxes from one place—so you can move faster, reduce missed documents, and keep your team aligned. You can open the fax as a PDF, add internal notes, mark items Unread for follow-up, and Archive completed faxes to keep your inbox clean.
Before you start (recommended)
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Make sure you have at least one Fax number assigned to your account.
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If multiple team members handle faxes, agree on a simple Notes format (example: Client – Case ID – Next action).
✅ Open Fax Server
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Log in to your Zonitel Office portal.
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Go to Fax Server.
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Choose the section you need (left menu):
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Send Fax
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Inbox
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Sent
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Archived
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Configuration
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Report
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1) Inbox (Received faxes)
What you can do in the Inbox
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View all received faxes (with an unread counter).
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Search by date/time, customer phone, or fax number.
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Open the PDF, add Notes, mark as Unread, or Archive.
Search & filters (top bar)
Use these fields to find any fax fast:
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From Date – Time: start of your range
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To Date – Time: end of your range
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Custom Search (Filter by customer phone): search by customer phone number
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Fax (Select Fax): filter by a specific fax number (helpful when you have multiple)
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Search: run the filter
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Reset: clear all filters
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Auto Refresh: keep the inbox updated automatically
✅ Tip: If results look wrong, click Reset, select the correct Fax, then re-apply your date range.
Fax list table (columns)
Each row includes:
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Status: fax status indicator
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From / To
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Date/Time
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Pages
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Notes
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Actions
You can change how many entries display per page and use pagination at the bottom.
Actions (right side)
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PDF: open, download, or print the fax (depending on your permissions)
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Notes: add internal notes for your team
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… (More):
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Mark as Unread: flag it for follow-up
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Archive: move it to the Archive when completed
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2) Sent (Outbound faxes)
What you can do in Sent
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Review all sent faxes.
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Quickly open the PDF, add Notes, Resend, or view Info (delivery details).
Actions (right side)
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PDF: open the sent document
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Notes: keep internal context (client, case, outcome)
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Resend: resend the same fax again (useful if the receiver requests a retry)
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Info: view sending details (status and helpful delivery information)
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Status icons: you may see different status indicators (for example, successful vs. failed). Use Info to confirm what happened.
✅ Tip: If a fax shows a failure status, open Info first, confirm the destination number, then use Resend after correcting the issue.
3) Archived (Completed faxes)
What is for
Archived keeps your Inbox clean by storing completed faxes in a separate folder. You can still open the PDF and review the notes when needed.
Best practice:
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Archive anything that is done, so the Inbox stays focused on pending items.
4) Report (Fax usage)
What you’ll see in the Report
The Fax Report Usage page shows activity totals for a selected time range.
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Click Report in the left menu.
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Use Select Range (top right) to choose your date range.
Activity Details (metrics)
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Sent Faxes
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Received Faxes
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Sent Pages
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Received Pages
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Total Processed Faxes
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Total Pages
✅ Tip: Use Reports weekly/monthly to monitor usage and estimate volume by team or location.
⭐ Recommended workflow (fast + organized)
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Use Auto Refresh when expecting inbound faxes.
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Open the fax using PDF to confirm the content.
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Add a clear Note (client + action).
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If it’s completed, archive it.
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If it needs follow-up, Mark as Unread.
Troubleshooting
“I don’t see new faxes.”
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Confirm you’re in the Inbox (not Archived).
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Click Reset to remove filters.
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Turn on Auto Refresh or click Search again.
“Search by phone number didn’t work.”
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Expand your date range first.
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Try the phone number with/without dashes/spaces.
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If you have multiple fax numbers, select the correct Fax from the dropdown.
“A sent fax failed.”
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Open Info to review delivery details.
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Verify the destination fax number and retry with Resend.