Information Systems:How to fax documents (desktop faxing)

Overview

uniPHARM now uses a service called SRFax to send and receive faxes. Sending faxes using the Xerox copiers will soon be disabled (outbound faxing). Inbound faxes to the various fax numbers at uniPHARM, however, will continue to print on their respective Xerox machines (e.g. recall fax-back confirmations will print on the upstairs Xerox).

Faxing documents is done at your desktop computer. The process is simliar to printing a document; when doing a File -> Print from within any application, an SRFax printer will appear in the list of printers, and will bring up a wizard for preparing and sending the fax.

Instructions for sending a fax

This assumes that the fax you want to send is a digital document or file (.pdf, .docx (Word) etc. Image files are also supported.). If sending a paper document, refer to the instructions below to scan them first.

• Open the document to be faxed.
• Within the application (e.g. Adobe Reader, Microsoft Word), click File -> Print.
• Select SRFax as the printer.
  
• Click Print to bring up the following window.
  
• Enter the destination fax number(s), or click Address Book to insert pre-defined contacts. IMPORTANT: Currently, there is a limitation of 50 numbers per fax job. Use multiple fax jobs to send to shareholders or to more than 50 numbers. The address book groups have been split into groups of 50 to help accommodate this limitation.
• If expecting a fax-back, ensure that the document contains a fax-back number (e.g. product recall notices). If not, Click Add Cover Sheet, specifying the fax-back number in the Comments box.
  
• (Optional) Click Preview to preview the fax.
• Click Send to send the fax.

Other How-tos

Logging in to the web portal

To edit address books or to check on the status of faxes, users may log in to the web portal. Faxes can also be sent using the web portal (tech-savvy/power users are free to do it this way).

SRFax Web Portal	https://www.srfax.com/sign-in/
Credentials	Only of these is applicable for each staff member, try them in this order: Windows/green-screen username and password (most staff) OR Full name in the following format: 'John Doe' and green-screen password (select staff) OR Email address/green-screen password (select staff)

Delivery notifications for sent faxes

Delivery notifications for successful and failed transmissions will be sent to your email. Please contact I.T. if this is not working as expected.

Scanning paper documents to be faxed

All Xerox copiers have Scan-to-folder functionality that can be used to scan documents to Superserver for desktop faxing.

1. At the Xerox machine, press 'Scan' or 'Workflow Scanning' on the touchscreen.
2. Look for a profile called 'ScanToFax' (or use your own scan profile if one exists).
3. Place the paper document on the flatbed or use the feeder.
4. Press 'Scan'.
5. If using scan the generic ScanToFax profile, the PDF will be located at ______.
6. Proceed to sending the fax on your desktop.

Instructions for faxing recall notices

Since recall notices constitute the majority of fax usage, specific instructions to send this type of document are outlined here.

1. In the recall workbook (Excel), make sure uniPHARM Recall Notice is the active tab/worksheet.
2. Click File -> Print.
3. Review that the print settings match the screenshot below:

1. Click Print and proceed with the fax wizard. Add the 'Shareholders' group to the list of fax recipients by using the address book (Add Entire Group). Add additional numbers manually if necessary.
2. No cover sheet is required. Preview and Send the fax.
3. Check your email for the delivery notification/report. To retry a fax, this process can be repeated for the failed numbers. Alternatively, log on to the web portal (see next section) to resend the fax there. Important: When resending a fax to failed recipients, ensure that you do not send to the entire group again.

Editing address books

Staff are welcome to add fax contacts and create groups in the address book. Added contacts will go to the "General" address book group. Address books can be maintained in the web portal.

The Shareholder and Medicine Centre groups that are visible the address book can be edited by select individuals only. They will not be visible to most users in the 'Edit Address Book' page of the web portal.