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Xerox Fax Sharing manual How Faxes Are Sent, Monitoring Fax Status

Models: Fax Sharing

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WinFax PRO Fax Sharing

How Faxes Are Sent

After you prepare your fax and click Send, WinFax begins processing your fax. The steps involved in processing a fax may vary, depending on where the fax was created and assembled.

Faxes created on the Fax Sharing Host – WinFax delivers the fax to the modem or device, displays the Status dialog, dials the recipient’s fax number, and instructs the modem or device to send your fax. When the transmission is complete, the Status dialog closes and WinFax updates the fax status in the display area of the Message Manager Logs window.

Faxes created on the Fax Sharing Client – After you prepare your fax and3 click Send, WinFax does the following:

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Creates a log record in the Fax Sharing Client Outbox (in Message Manager).

Connects to the Fax Sharing Host using the WinFax PRO Fax Sharing device.

Transfers the fax image files to the Fax Sharing Host’s Outbox (in Message Manager) for delivery.

Updates the Fax Sharing Client fax status that appears in the display area of the Message Manager Logs window to read “waiting at server”.

Monitors the Fax Sharing Host until the fax is sent using the modem attached to the Fax Sharing Host.

3Updates the Fax Sharing Client fax status.

Moves the log record from the Outbox to the Send Log.

Notes: After the fax is delivered to the Fax Sharing Host, you can exit WinFax. If WinFax is not running when your fax is finally delivered, the status is updated the next time you start WinFax.

Monitoring Fax Status

You3 can verify the status of sent faxes in the following ways:

From the Status dialog (Fax Sharing Host only) – During fax transmission, status information appears in the Status dialog on the Fax Sharing Host. The Status dialog is not visible to the Fax Sharing Client station.

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Xerox Fax Sharing manual How Faxes Are Sent, Monitoring Fax Status
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Fax Sharing specifications

Xerox Fax Sharing is a versatile communication solution that integrates traditional fax capabilities with modern technology, allowing for efficient document sharing within organizations. This service is particularly valuable in a world that increasingly relies on digital communication while still recognizing the need for faxing in various industries, such as healthcare, legal, and finance.

One of the main features of Xerox Fax Sharing is its ability to send and receive faxes directly from a computer or multifunction printer (MFP). This integration eliminates the need for a dedicated fax machine, conserving office space and streamlining workflows. Users can quickly transmit documents without the hassle of printing on paper, as faxes can be sent as digital files. The system supports various file formats, including PDF, which is essential for ensuring document integrity and compliance.

Another significant characteristic of Xerox Fax Sharing is its robust security measures. It employs encryption protocols to protect sensitive data transmitted via fax, addressing concerns regarding confidentiality and privacy. Additionally, audit trails and tracking features allow businesses to monitor sent and received faxes, providing accountability and transparency for regulatory compliance.

The technology behind Xerox Fax Sharing is reliant on both cloud computing and traditional telephony. Cloud-based fax services enable users to access fax functionalities from virtually anywhere, using any device with internet access. This flexibility is crucial for remote work scenarios, allowing employees to stay connected and productive regardless of their physical location. Integration with email systems is another key feature, enabling users to send faxes directly from their email applications, further simplifying the process.

Furthermore, Xerox Fax Sharing systems can be tailored to meet the specific needs of different businesses. Custom workflows can be established, improving efficiency and reducing the time spent on document management tasks. Users can create templates and automate sending faxes, ensuring seamless and timely communications.

In conclusion, Xerox Fax Sharing combines traditional faxing with modern technological innovations, offering businesses an efficient, secure, and flexible solution for document sharing. Its compatibility with digital workflows, emphasis on security, and user-friendly features make it a valuable asset for organizations looking to enhance their communication processes while adapting to contemporary needs.