Outbound Fax: How to send Fax using the PF 360 Capture system – By using a dedicated Email ID:

Users can send documents to the email that is configured fo the profile as an attachment, with all the fax information in the email body. The CapturePoint system processes the attached document and generates a cover page with all the information in the email body. The cover page will be linked to the document set’s first page and sent to the To Fax Number.

The images in this Document will demonstrate the process via Microsoft Outlook Applications, but any email application can be used.

Note: The CapturePoint system processes the emails only with attachments.

Step 1.    Create a new email in your email application.
Step 2.    Add the configured email id ([email protected]) in the To field.
Step 3.    Enter the To Fax Number in the Subject line.
Step 4.    Attach the Documents.
Step 5.    Click on Send.

The Document will follow the same procedure and stages of directly uploaded Documents on sending the email

Outbound Fax: How to send Fax using the CapturePoint system – By Direct Upload into the CapturePoint System

Uploading Documents directly to CapturePoint System:

1. Click open the Documents tab from the User Dashboard.

2. Click open Outbound folder.

Users can directly upload or drag and drop the Documents into the system.

3. Click on the Upload Document button and select the Document to be uploaded.

4. Click Open to upload the Document to the CapturePoint system

Drag and drop Method:

1. Select the Documents from the local folder and drag and drop the documents on the screen.

A pop-up window will be shown with the fields on uploading the documents.

5. Enter the To Fax Number.

Multiple Fax numbers can be entered separated by a comma.

6. Select Department.

7. Enter To Fax Name.

8. Enter Subject.

9. Enter Comments.

10. Click on the Submit Files button.

Once submitted, the system will take the Document for processing. A cover sheet will be attached to the Document as the first page and sent to the fax number. The cover sheet will have all the Fax information.

The system will check the fax line every minute and try to send the Document. The Document will remain in the Outbound (Sending) Tile until the fax is sent. The system will take 15 minutes to process the fax and update its status in the CapturePoint system.

The user will get an email notification with the status of the fax.

In case of the document is stuck in the outbound tile, the users can check the fax’s status by reviewing the document history. Below are the steps.

12. Click on the three dots of the document from the queue and Click History from the context menu.

There will be a pop-up window with Document history. In addition, the user will be able to see the fax number and status of the document. In case of any error messages, please contact the PFI support team at [email protected].

A cover sheet will be attached to the fax document as the first page for all the outbound faxes.

The cover page contains the following information:

1. 1. 1. To Receiver’s Name (or Fax Number if the name is not informed).
      2. From Sender’s Department (if the sender belongs to multiple departments, the system will use the Main department).
      3. To Fax: Receiver’s Fax number.
      4. From Fax: The sender’s Fax number is associated with the department configured on the lookup file (if the sender belongs to more than one department, the system will use the Main department’ Fax number).
      5. Subject: the fax subject.
      6. Comments: comments associated with the fax.

Once the Document is successfully sent to the fax number, the Document will be sent to the Successful Faxes Tile. and retain the document for 90 days, and it will be deleted from the system.

In case of failure, the Document will be sent to Failed Faxes queue. The user can see the workflow details from the Document’s history for the failed faxes. Below are the steps.

1. Click on Failed Faxes Tile.

2. Click on the three vertical dots and click on History from the context menu.

There will be a pop-up window with Document history. In addition, the user will be able to see the fax number and status of the document. In case of any error messages, please contact the PFI support team.

All the documents in the Failed fax tile will be retained for 90 days and deleted from the system.