Outbound Virtual Fax is a simple service that enables Business Cloud Communications end users to send faxes right from their email accounts. Once it's enabled, any BCC user who has an email address on their account can send an email with a PDF attachment to [faxnumber]@fax.cymbus.com and it will be faxed to the recipient.
Emailed faxes are sent from [calleridnumber]@fax.cymbus.com. The domain can be customized for service providers who have custom branding.
Outbound Virtual Fax is entirely separate from Inbound Virtual Fax.
Allow Outbound Faxing
Before BCC users can send faxes, it must be enabled on the account.
- Go to Business Cloud > Virtual Fax.
- Under Outbound Fax Settings, click the toggle to Allow Outbound Faxing.
- Select a caller ID number from the drop-down menu. Faxes are sent from this phone number.
- Click [Save].
Send an Outbound Fax
Once enabled, any account user who has an email address on their profile can send a fax from their email account.
- Compose a new email.
- In the To field, enter each recipient’s fax number followed by @fax.cymbus.com(such as 8015551234@fax.cymbus.com).
- The fax number must be a full dial string of at least 10 digits.
- If the account's calling plan allows international calling, faxes can be sent to international numbers.
- Attach a PDF that is less than 10 MB. If a cover letter is needed, it must be included in the PDF.
- Send the email. The subject and body of the email are not tied to anything, so don't worry about entering anything there. However, if a cover letter is needed, it must be included in the PDF.
The subject and body of the email are not tied to anything, so don't worry about entering anything there. If a cover letter is needed, it must be included in the PDF.
Outbound Fax Limits
An outbound fax email must contain only 1 PDF attachment up to 10 MB. Each account can send up to 100 emails (faxes) to Outbound Fax service in a 24-hour period. Each recipient counts as one fax.
PDF Conversion
Our system converts the PDF to TIFF format (black and white, 300 DPI, 204x196 resolution) and adds a header to the top of each page before sending it to the recipients. The header includes the following information:
- Date and time it was sent, based on the address attached to the caller ID
- Company name, which is the name of the account
- Phone number (caller ID) it was sent from
- Page number
Status Emails
During this process, the sender will receive at least two status update emails: one confirming that their fax is processing, and another indicating whether the fax was sent, failed, or partially failed. Here are a few examples:
- Single Destination - Processing
- Multiple Destination - Processing
- Single Destination - Sent
- Sent Single Destination - Failed
- Multiple Destinations - Partial Fail
Troubleshooting
If a fax fails to transmit, it will go to the end of the queue, and the system will attempt to resend it, just like a traditional fax machine does. If the fax cannot be sent within approximately 30 minutes, the sender will receive an email indicating the fax has failed or partially failed (sent to some but not all recipients).
A few potential reasons a fax may fail include:
Additionally, if an account is disabled or suspended, any emails attempting to fax from users on the account will be ignored.
Not HIPAA Compliant
Outbound Virtual Fax is not HIPAA compliant. Do not send any protected health information through this feature.
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