To get started using the A5 Fax app, follow the steps below.
- Install & Authorize the App from App Exchange
- Set User Permissions
- Relate the Sent Fax and Received Fax Objects to Other Objects
- Modify Page Layouts of Related Objects
Install & Authorize the App
- Go to the AppExchange profile for A5 Fax and click the Get It Now button and follow installation steps.
- Once you have the app installed, go to the app launcher and open the A5 Fax app.
- Open the tab “A5 Fax Configuration”.
- Click the “Grant Access” button.
- This grants site wide access, so it only needs to be performed once. Carefully review the next section Set User Permissions for specific access and permissions users need in order to use the app.
- You will be prompted to allow A5 Fax to access your Salesforce org so that the A5 Fax server can update the status of your Sent Fax and Received Fax records.
- Once you grant access, a test fax number will be automatically assigned to you and will be displayed next to “Available Fax Numbers”. You can use this test fax number for a trial with 20 free pages that you can fax incoming/outgoing for up to 15 days.
- Enter an alert email. this is where you email alerts from A5 Fax are sent if there is an issue updating the Sent Fax or Received Fax records in your Salesforce org.
- When you are ready to activate your A5 Fax account, see this article: Activate Your A5 Fax Account . As part of the activation process, you’ll be able to select whether to keep the test fax number, request a new fax number, or port over your existing fax number. For information about porting over an existing fax number, see this article: Porting Fax Lines.
Set User Permissions
The user who grants access must have a System Administrator profile, have access to the files/attachments/documents being faxed (specified in Sent Fax record’s Attachment ID fields), and the following profile permissions:
- Send Outbound Messages
- API Enabled
If that user is a creator and/or owner of the files, no additional configuration should be required. Otherwise, each user will need a permission set that grants the additional access and permissions specified below. You can enable the permission for the whole profile but, if you have strict files permission setup in your org, it may be better to assign it to specific users accessing the files for faxes.
- Object/Field access – Sent Fax, Received Fax, any other related objects/fields being used in faxing process. You can review all app package components that users may need access to by going to Setup > Installed Packages > click on A5 Fax app > click “View Components.”
- Send Outbound Messages
- API Enabled
- Manage Content Permissions (might need to enable depending on your org settings)
- If using Files, check that Files sharing permissions are not set to private and enable the following:
- Query All Files
- If using Documents, enable that following:
- Modify All Documents
Community license users sending faxes will need the following permissions:
- API Enabled
- Allow site guest users to upload files (Setup>Salesforce Files>General Settings)
- Note that permission for community license users to upload Documents is no longer supported by Salesforce.
Relate the Sent Fax and Received Fax Objects to Other Objects
By default both the Sent Fax and Received Fax objects are related to the following standard objects: Account, Contact, Case, and Opportunity. These are the only relationships that come out of the box. You can relate the Sent Fax and Received Fax objects to any other object. To do this, create a lookup field on both the Sent Fax and Received Fax objects that relates to the other object.
- Go to Setup>Create>Objects>Sent Fax, then click “New” button under Custom Fields & Relationships section.
- Data Type – choose “Lookup”.
- Related To – Select the object you are relating to the Sent Fax /Received Fax object.
- A default field label will be created from the name of the object. You can modify it if you want. Click Next.
- Set field level security for which profiles will see the field, click Next.
- Add the field to the layout on theSent Fax /Received Fax layout. Click Next.
- Add the related list on the related object – this allows you to see the Sent Faxes related list. Click Save.
Modify Page Layouts of Related Objects
Once you have related the Sent Fax and Received Fax object to any additional objects, you now can edit each related object’s page layout.
Add Sent and Received Fax Related Lists
- For example, to modify the page layout of the Contact object, add the Sent and Received Fax related lists to the page layout by clicking Related Lists. Drag Sent Faxes and Received Faxes down to the related list area if not already showing on page layout.
- Then, select which columns to display in the related list. Click on the wrench icon on the Sent Fax related list. Add any available fields shown in the related list that you would like to show on the related list layout. We recommend adding: Sent Fax #, Send Date, Status, Subject, Detailed Fax Status, and Number of Retires. Then SortDescending by Sent Date .
Add “Send Fax” Button to Related Lists
Adding the “Send Fax” button to the Sent Faxes related list allows you to send a fax that is automatically related to the record.
- Click the Buttons area at the bottom just above the “Ok”, “Cancel” and “Revert to Defaults” buttons.
- This will expand the Buttons section. Move the Available Button “Send Fax” over to Selected Buttons section. Then also uncheck the Standard Buttons “New” to remove that from the layout so there is only one button visible. If you have a need to create manual sent fax records (not common use case), then you will need to keep this “New” button checked so you may add a new fax record manually.
- Click on the wrench icon for the Received Fax related list. Add any available fields shown in the related list that you would like to show on the related list layout. We recommend adding: Received Fax #, Received Date, Status, Preview Fax, Sent Fax. Then Sort By Received Date
Add Fax Number Fields
The standard Contact and Account objects come with a Fax field. If you need to indicate a custom field for a Fax number on any object to make it available to the app, just create a custom field on any object with the type “Phone”. That field will be available in the field configurations for setting up any auto faxing or when sending a fax manually related to that object to select a fax number. As long as you are sending the fax from an object where there is fax number/phone number value, the sent fax relationship should automatically populate when clicking “send fax” button from sent fax related list.