The barcode included on the sent fax represents the Salesforce ID of the sent fax record it was sent from. When the fax is received we read the barcode and get that salesforce id of the sent fax record then update the lookup field for the sent fax. Then if there is another relationship of the sent fax it will populate the same relationship on the matching lookup field.
- You may see an error message returned for ringing time out error or the fax will not be delivered as they have a single fax line with their telco service.
- This means that "a single line fax is a POTS line which means the fax line can only accept 1 call at a time. When someone else tries to send a fax to the destination number it will receive a busy signal because the line is already occupied.
- To resolve, you need to attempt your fax again at a time less busy with the recipient not receiving other faxes at same time. Or the fax recipient needs to discuss the issue with their carrier and request for their fax line not to be a "single" fax line so they can receive more than one fax at once or on a queue.
Yes you can relate Sent Faxes and Received Faxes to any custom or standard object by creating custom lookup fields on the Sent Fax/Received Fax object. More info is in Documentation.
Make sure users have access in their profile or permission sets to A5 Fax app, all related apex, Pages, triggers, Sent Fax object, Received Fax object, and all fields on those objects. If you created any custom lookup fields on the Sent Fax/Received Fax object, make sure users have access to the related object.
Yes, you can do this through modifying permission sets to app components (Custom Objects, Tabs, VisualForce Page, APEX) by going to Setup > Installed Packages > A5 Fax.
A5 Fax can be configured to automatically fax a PDF that gets attached to a record based on a filename pattern. The key is to automate how the PDF gets attached to the record. You can read more about configuring A5 Fax to auto fax an attachment under A5 Fax Configuration Field Settings in documentation.
You can create a Process Builder/Workflow or Apex trigger that can take the fax number from the received fax and look for a matching account/contact with the fax number taking into account formatting of the fax number on account/contact and how that is the same on the received fax. Find matching then update a lookup field they create on the Received Fax object to the Account. Then you would need a Flow or Apex to query for matched Fax and return the ID if there was no inbound fax to start with.
You need to configure the app to generate a PDF with a specific filename and attach it to the record. The filename could start with the word “Fax-” for example. Then configure A5 Fax to auto send the pdf that gets attached under A5 Fax Configuration in Field settings to look for a pdf with a filename that starts with the word “Fax-“.
Yes you can send a fax in Lightning UI and view Sent Faxes and Received Faxes. You will need to create Global Action button for any related list buttons you want available in Lightning experience.
Yes once you activate your A5 Fax account you can request a fax number in your country and local area code or port an existing one over. Since our fax server is in the USA, in order to send faxes to an international number the phone number needs to be 011+Country Code+Fax Number .
Yes. There is a one time porting fee of $15.
Any number of users and all users can use A5 Fax and the same fax number at no additional charge. Billing is based on number of fax numbers and fax page usage.
You can purchase multiple fax numbers to use in Salesforce. When you send a fax there is the Organization Fax Number you can select which fax number you want to send the fax from. Under A5 Fax Configuration you can set the default number to use for all users. You can also create a custom button/link to Send Fax that can pass the fax number you want to send from dynamically based on the user. This would be with a formula that would look at the current user or field to apply that logic. You cannot specifically assign fax numbers to users in settings but can be configured based on permissions. You can also apply sharing rules to Sent Faxes/Received Faxes records based on the fax number sent from or received to to share those records with the right users/roles/profiles.
You can create custom list views on Sent Fax and Received Fax tabs that show faxes sent by or received by a certain fax number. For example, one list view on Sent Fax tab has criteria, Organization Fax Number = 4153425455 as one condition and add another listview to show faxes where Organization Fax Number = 5557324232.
When the fax number is showing “unknown,” it is being caused by the sender. eFax captures the TSID / CallerID info when presented to them from the telco (other fax provider). If that info is hidden, there is nothing to report for the fax number which is why it comes up as “unknown.” You can base your list view logic or process on fax number provided in the “Caller ID” field instead of this fax number field as a workaround.
Yes, you just need to go to A5 Fax Configuration tab and click “Grant Access” while logged into the user you would like to change it too. If you have prior configurations setup, make sure the new user who grants access has the same permissions as prior user.
Yes, you can request an increase to Salesforce support. You can submit a free case to them to request increasing attachment/file size.
There is no size limit on inbound but on outbound it is 30MB.
Faxes are normally sent/received within 1-2 minutes however updating the fax status on sent fax record to “Delivered” may take closer to 10 minutes. It may take longer if the end recipient’s line is busy or there is no reply in which A5 Fax has a retry process to attempt re-send.
How long does it generally take for the sent fax status to change from Sending to Sent to Delivered or Not Delivered?
The fax status on sent fax record takes a little longer to update in Salesforce rather than the time the fax is actually sent/delivered. The reason it takes longer for status to update is because of the multiple platforms the fax travels through, from Salesforce to eFax platform to fax recipient telco service and then back to eFax and then to Salesforce for record to be updated. However, the fax itself is usually delivered within 2-5 minutes of being sent from your Salesforce if no other fax variables causing delay.
To summarize general estimate of time to update though different fax status’:
When you first send the fax record, it will show Status of “Sending.” The fax should then be sent to the recipient’s fax number within 2-5 minutes minutes (may take longer if very large fax file with multiple pages or if recipient fax line busy, etc) and then the status will be updated to “Sent” within 2-4 minutes after fax is originally sent. Once eFax system receives confirmation that the fax was received by recipient, then the status will be updated to “delivered” which could take roughly 10-15 minutes (sometimes longer depending on what is in the fax and time of day with high fax volume across platform) for status to update on sent fax record from when it was originally sent from your Salesforce. If the fax status changes to “Not Delivered” there will also be a value populated in the “detailed fax status” field on sent fax record so you can better understand why the fax was not successful. Also “number of retries” can be a helpful field to have visible on layout.
The faxing process involves 3 platforms (A5 Fax to eFax then back to Salesforce) with each receiving faxes in different ways. So there are many ways to store data and not lose faxes should there be a system issue with one of them. Each platform buffers and queues the faxes so it helps to prevent system breakdown.
Yes you can do this through another app called RS Alert that can send SMS based on a workflow event. Read about the RS Alert app here.
Yes you can setup a workflow on Received Fax object to send an email about that received fax when it gets created. You can also create different email alerts based on the fax number it is received by.
If a fax fails to post to eFax platform, it will be available to be manually re-post it for the next 24 hours. Once the 24 hours are up, the fax will not longer be available and is not stored in the system.
No, A5 Fax doesn’t have a way to configure different barcode locations/size on different pages in the same fax. Contact support for custom development options.