1. Go to Setup, Installed Packages and click “Configure” link next to the A5 Fax app (or go to Fax Configuration tab).
  2. In the section “Field Settings” click “New” button.
  3. Give this setting a name that provides some description to you like “Auto Send Fax to Contact”.  Or could be much more specific if configuring for a certain type of process or document.  The Setting Name is just informational purposes.
  4. Select the Object the Fax is related to.
  5. Select the lookup field on the Sent Fax object that provides the relationship to that object.
  6. Select the lookup field on the Received Fax object that provides the relationship to that object.
  7. Indicate where the Fax Number that you want the fax sent to should be located.  You can select a field in the object or find it in the fax attachment filename.
    1. If the fax number is in a field, select “In Object Field” then select the field.
    2. If the fax number is in the attachment filename, then select In Fax Attachment Filename”, and then indicate where to find the fax number in the filename using “before” or “after” then indicating some text.  For example you could have a process that creates an attachment with the filename “FAX-837-738-3827.pdf” where “FAX-” is always consistent and the number after is always the fax number.  Then you can select “after” and put in “FAX-” in the text field.
  8. Indicate what the filename of the attachment related to this object should contain in order to auto send the fax.  Use the matching criteria of Starts with, Contains, or Ends with and input some text.  For example the file could always start with the word “Fax”.  Once you attach PDF file to object record with this same pattern like filename (in this example, starting with this word “Fax”) the attachment will be auto faxed to specified recipient.
  9. Next indicate the placement of the barcode on your fax document that will remain in same place each time you send an auto fax with this field setting. If you would like to preview how the barcodes would look on an example PDF image, you can select a PDF file from your documents or upload one using the lookup glass next to Fax PDF File.
    1. The first barcode is in the default position. You can move the barcode around by clicking on it and holding down mouse and dragging it around.
    2. You can also drag the corner of the barcode to resize it.  The larger the barcode the easier the app will be able to read it when it is faxed back.
    3. You can also use the controls on the left to move and size the barcode.
    4. You can also add another barcode to the document by clicking the Add Barcode button.  This is optional but recommended.  Sometimes when faxes come back an area of the fax gets distorted or has a hair in it.  Having two barcodes on the page increases the chance of successfully reading one.
  10. Upon inserting a new Attachment, A5 Fax trigger will automatically read the filename and if it matches the rule, will automatically create a Sent Fax record and fax the attachment.
  11. If you are mass updating multiple records at the same time that creates more than one Attachment at a time, then A5 Fax Fax trigger will detect the need for Batch Mode, and will create the Sent Fax record and check the box “Sent with Outbound Message” and a A5 Fax workflow rule will send outbound message to A5 Fax server to send the fax.  This is more of an FYI.
    1. NOTE: Make sure all A5 Fax users have enabled the “Send Outbound Messages” permission on their individual profile or with a permission set. If they do not enable this Salesforce System Permission on the Profile level or via a permission set, they will not be able to successfully send outbound faxes where the Outbound Messaging was necessary (pertains to using automation features of A5 Fax, they will still be able to send faxes manually).

Send Fax Automatically

  1. You can configure the app to send faxes automatically.
  2. You can configure the app to automatically fax a PDF that gets attached to any record.
  3. You can create any process (using triggers, flows, 3rd party apps etc.)  that creates an Attachment and relates it to a record like an Account, Contact, Opportunity, or a custom object.  The process should generate a PDF file, attach it to the record, and set a filename of your choice for that attachment.  Then you can configure the app in configuration described above to setup a rule to autofax the attachment to a certain fax number indicated on a record or in the filename.
  4. One common way to automate the creation of an Attachment is to use A5 Documents app. You can configure this app to merge data from Salesforce onto Google Docs template, generate a PDF, and automatically attach it to the record.  See website or AppExchange listing for current app price per user.
  5. Conga Composer is another third party app, not provided by us and their costs vary, starting at $18/user/month.
  6. You could also use the create PDF Quote on the standard Quotes feature in Salesforce.
  7. Another option is creating any Apex Trigger or using Salesforce API in order to attach a pdf file to a record.  You can configure anything.
  8. Or use any other app that could help with this.
  9. Please let us know if you need any assistance with setting up a process to automatically attach a file as we offer paid premium app support. Or have your existing Salesforce Consultant help.

***If you have a use case to configure a Mass Fax Button on Object List View, you can review this article.