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Step-by-step guide

 

  1. From the NocTel control panel, click on Numbers
  2. Click on the blue link - Add New Numbers
  3. In the Add a Number screen you can select a number from your geographic region as well as others and even Toll-Free.
  4. Once the purchase of the number is successful you will need to setup an extension to route the fax number to.
  5. From the NocTel control panel click on Extensions and then click the blue link - Add a New Extension
    1. If you want to receive faxes by email and not to a fax machine then select - Virtual Extension
    2. If you want to use NocTel with a Fax Machine, you will need to select Fax Machine Adaptor
      1. This option requires an accessory called the Fax Machine Adaptor, available for purchase under the 'Phones" tab.
  6. Once in the Extension screen you will want to click on the Pencil icon which will allow you to enter an extension number and name.
  7. Press the blue Edit link next to Inbound Behavior:Ring+Voicemail
    1. This will show a list of steps that the extension is configured to walk through my default.  
      1. Click the X next to Step 2
      2. Use the drop down for Step 1 and select - Receive a Fax and press submit at the bottom of the window.
  8. You can select the Caller ID field to choose if you want a number displayed on outgoing faxes or leave private if you want that left out.
  9. If you would like to receive Email Notifications you can enter the desired email address to receive faxes notifications.
    1. You can check the box below the email address field to receive the fax as an attachment in the notification email.
      1. Note:  Faxes larger than normal may be blocked by some email systems.
  10. Below the settings area will be the inbox, this will be where the faxes will appear when received.
  11. Next we will need to link the fax number to the fax extension.
  12. From the NocTel control panel, click on Numbers.
  13. You will see your new fax number in the list and in the Routed To section it will show 'none' in red.
  14. Click on the fax number
    1. There will be a drop down box next to Route to Extension, select the desired fax extension from this list and press submit.
  15. Now your fax setup is complete.

 

Fax Number

A fax line requires a dedicated number. If you do not have a dedicated number in your account, you will need to either port a number to your NocTel account or purchase a new number. 

Virtual Fax or Traditional Fax Machine? 

A fax line in NocTel can be set up as either a virtual fax or by connecting a physical fax machine with a Fax Machine Adaptor (FMA):

  • The virtual fax option allows users to send faxes via the NocTel control panel and to receive faxes to an email address. 
  • Connecting a traditional Fax machine requires a FMA to connect to the machine to NocTel. With an FMA connected machine, faxes can be sent and received via the fax machine with options to have received faxes emailed, and faxing form the NocTel control panel. An FMA can be purchased from NocTel by contacting support@noctel.com.

Setting Up a Virtual Fax Extension

  1. Login to the NocTel control panel.
  2. Click on Extensions in the main menu.
  3. Click on the “Add a New Extension” link above the extension list.
  4. Locate the Virtual Extension section and click the Add Virtual button.
  5. On the Extension’s options page click the pencil Icon and give the extension a name and number. Click Save to save the changes.
  6. Locate the Caller ID widget. If the widget is not visible click the Gear Icon at the top right, to unhide management options. Click the icon in the widget and set the Caller ID to match the telephone number you plan to use for the fax extension. 
  7. Locate the Inbound Behavior widget and click the edit link.
  8. On the Inbound Behavior edit page, use the first drop-down box in Step #1 to select Receive a Fax. Leave the option “For which extensions?” to This Extension. Delete the other steps so the Step #2 is left as Select an Action. Click Submit to save the changes. 
  9. Expand the Email Notifications widget by click the icon in the widget. Add email addresses the should receive fax notifications.
    1. If the notification should include a copy of the fax click the first check box.
    2. If the fax should be auto deleted after the notification is sent click the second check box. Make sure you click the first check box if you choose to auto-delete option to ensure you receive a copy of the fax documents. Once deleted they can note be retrieved.  

Setting Up a Fax Extension Using a FMA

  1. Login to the NocTel control panel.
  2. Click on Extensions in the main menu.
  3. Click on the “Add a New Extension” link above the extension list.
  4. Locate the Fax Machine Adapter section and click the Add Device button.
  5. On the Extension’s options page click the pencil iconand give the extension a name and number. Click Save to save the changes.
  6. Locate the Caller ID widget. If the widget is not visible click the Gear Icon at the top right, to unhide management options. Click the >icon in the widget and set the Caller ID to match the telephone number you plan to use for the fax extension. 
  7. Locate the Preference for Fax Adaptor widgetand click the >icon to expand it. Enter the FMA’s MAC address in the space provided. The MAC address is a 12-character alphanumeric code on the bottom of the FMA. The MAC must be entered with no spaces or dividing characters (periods, commas, etc.). Click Associate to save the MAC address.  
  8. Expand the Email Notifications widgetby click the icon in the widget. Add email addresses the should receive fax notifications.
    1. If the notification should include a copy of the fax click the first check box.
    2. If the fax should be auto deleted after the notification is sent click the second check box. Make sure you click the first check box if you choose to auto-delete option to ensure you receive a copy of the fax documents. Once deleted they can note be retrieved. 
  9. Connect the FMA to power using the adaptor and to an active network using the WAN port. Connect the FMA to the fax machine using the Phone 1 port. The LAN/PC must be left unused. If the device was already connected reboot it. The device status will change to enabled once connected. 

Routing the Fax Number to the Extension

  1. Login to the NocTel control panel.
  2. Click on Numbers in the main menu.
  3. Locate the number form the list of numbers and click on it to open the number’s option page.
  4. On the Number tab, use the Route to Extension dropdown box to route the number to the correct extension.
  5. Click Submit to save the change.  

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