WebFax Number allows you to receive, manage faxes via the web and send faxes directly from your Windows-based PC. Senders simply dial your WebFax Number from their fax machine and transmit their faxes. You are notified of new faxes via email or any wireless device and you can automatically receive an attached PDF of the fax with your notifications. You may view, print and forward faxes to any email address or fax machine, and, from your Windows-based PC, you can send any document you choose to one or more fax machines, as well as to your personal mailbox.

Contents:

Fax Upload Application

The Fax Upload application allows you to send any document from your computer to any fax machine and/or to your Fax mailbox. To learn how to use it, read the Fax Upload Application article.

Fax Upload Application is supported on: 

  • Windows 7
  • Windows 10

Important: Fax Upload application is not supported on Mac OS.

Managing Your WebFax

1. Login to your HostPilot > Services > Voice Services > Numbers & Extensions Tab 

2. Login to WebFax:

Login

3. Under the faxes tab, you will see the list of received faxes for the last 90 days. You can forward them, download, delete or move to Saved.

Faxes

4. Under Sent Fax Log you can check the status of sent faxes:

Sent

Important: When sending a fax via WebFax it will attempt to send the fax a total over 3 times with an interval of 5 mins each. 

It's a 5 min interval between when a fax fails and when the next retry is attempted: 3 total attempts (initial + 2 retries)

5. In order to set up your email notifications navigate to Settings > Notification

Notifications

 6. You can check your fax history under Settings > Call History:

History

7. You can create lists under the Group Manager tab in order to send fax messages simultaneously to a group of recipients

Groups

Enter the Group name, add participants and save changes

8. In order to send faxes directly from your PC install Fax Upload application, that can be found under Tools tab



Specifications 

The current limit is 1024 multi-page faxes. An account can hold an unlimited number of pages in those faxes but will return an error if the account has 1024 faxes in it, and someone attempts to send a new fax to it.

Length Limitation On Incoming Faxes Length Unlimited
Fax Capacity (regardless of page counts) 256 Faxes
Time Limit On Saved Faxes 90 Days
Page Limit For Outgoing Faxes 200 Pages

Fax Retention

There are two options for how we handle fax notifications and retention.

  • Email Fax notification in our Admin Portal can be set to keep a copy of my new faxes or do not keep a copy of the faxes in your online fax box.

          

  • If faxes are stored on the Admin portal they can be deleted all at once by following the steps below: Voice Services > Numbers & Extensions > WebFax Phone Number (Click to Manage this number) >WebFax > Faxes After you are in the WebFax settings click the top box and all received faxes will be selected.

          

After all the Faxes are selected click the delete button, this will remove all faxes from your fax inbox that were stored on the Admin portal.

          

Note: Faxes that are 90 days old or older are automatically deleted.

Webfax HIPAA compliance

Webfax HIPAA compliance depends on the way the fact is sent/received and the nature of the recipient. See the table below for the details. 

Sending From the Fax Upload Tool Fax is fully encrypted and HIPAA compliant. 
Receiving the Fax To the Webfax from the Fax Upload Tool Fax is fully encrypted and HIPAA compliant. 
Sending from our Fax Servers to a standard landline fax machine (POTS) Unencrypted — just as all faxing is when transmitted from one fax service to a standard landline fax machine (POTS).
Receiving a Fax from a standard landline fax machine (POTS) to our Fax Servers Unencrypted — just as all faxing is when transmitted via a standard landline fax service (POTS) to other fax services.
Webfax sending an email notification as a PDF or Link

We use the industry standard protocol, SMTP, to send PDF attachments of faxes to an email address, which is unencrypted.

If you are concerned by the lack of encryption in the notification, then you can retrieve the fax as a TIFF or PDF by logging into your Teleweb account instead, which will use Verisign SSL for encryption. 

You will need to use the Send notification without a link option instead of Attachment as a PDF under the Notification settings in your Webfax account.

This will make it so that no one can access the fax without first entering your fax PIN to log in to your account first. 

This is the most secure method to receive fax notifications and to view received faxes. It is more secure than receiving a fax on a standard landline fax machine (POTS) because the fax document does not print out automatically. 

The extra layer of security of entering in your fax PIN makes the process more secure.