As an Office Manager user of stratus, you can use the Spectrum Fax page to adjust your SpectrumFax account's settings. These settings include your own faxing settings, and account-wide settings, such as settings for fax numbers and other users' faxing settings. 

To view these settings, go to the Spectrum Fax page.

Adjust Your Own Fax Settings

When you go to the SpectrumFax page, you will immediately be viewing the My Settings tab. On the My Settings tab, you can adjust your own SpectrumFax settings.

Your Fax Profile Settings

The Profile sub-tab is where your personal fax settings can be adjusted. 

The fax settings you can adjust include the following:

• Fax email - Adjust the email address that will receive fax email notifications. 
  The notifications sent to this email address can be adjusted on the Notifications sub-tab.
• Encrypted email attachments - If a fax number has email encryption enabled for inbound faxes, type in a password that you would enter to be able to review an encrypted inbound fax's attached PDF. This password would be used while attempting to open a PDF attached to an inbound fax email notification.
  

  Note: If your organization is required to have all inbound faxes encrypted while using fax through email services for all or specific fax numbers, you can enable this setting for fax numbers in the Adjust the Settings of All Fax Users section of this guide.

  If needed, this PDF Password can be removed at a later date. 
  

  When you receive an encrypted inbound fax, it will look similar to the example below:
  

   
• Send authorization password - This will be the password you would enter if you were sending an outbound fax with a fax number that has Send Authorization enabled for outbound faxing.
  

  Note: You can enable the Send Authorization setting for a fax number that needs outbound faxing restricted in the Adjust the Settings of All Fax Users section of this guide.

  When you try composing a fax with a restricted fax number selected, you will be prompted to enter your Send Authorization Password.
  

   

If any of these settings are adjusted, click the Save My Settings button to finalize changes. 

Your Notification Settings

On the Notifications sub-tab, you can enable/disable confirmation email notifications for inbound and outbound faxes you receive. 

In the Email & Notifications section will allow you to separately enable/disable whether your email address will receive email notifications for inbound or outbound faxes.

There is an extra section for adjusting your passwords to use for the Encrypted Email Attachments and Send Authorization settings from the Your Fax Profile Settings section. 

Your Fax Number Settings

The Phone Number sub-tab, the settings of fax numbers your fax user is assigned to can be adjusted. 

The My Phone Numbers section will list each fax number that your fax user has been assigned to. On this page, you can adjust the settings, users, and ATA devices of each fax number. 

Manage Your Company's Fax Numbers

On the Admin tab of the SpectrumFax page, you can adjust the fax numbers, fax devices (ATAs), and users for the whole company. 

Configure the Settings of Fax Numbers

With the Spectrum Fax page of Stratus, you can adjust the settings of all phone numbers that have been set to use faxing through SpectrumFax. 

1. Navigate to Admin → Numbers.
   
2. Click the Settings button next to the fax number needing adjustment.
   
3. In the GENERAL section, configure the following as needed:
   

4. In the INCOMING and OUTGOING sections, adjust the following as needed:
   

5. Click the Save Settings button.

Add More Fax Numbers

If you have extra phone numbers or have purchased more phone numbers through our Technical Support team, you can use the SpectrumFax page to add phone numbers you own to SpectrumFax and configure their settings for faxing. 

If you would like to configure these fax numbers yourself, follow the module below:

Manually Set Up Fax Numbers

Step 1: Set the Phone Number to Use SpectrumFax

1. Go to the Inventory page of the domain.

2. Click the Edit icon next to the phone number that will be used for faxing. 

3. Use the Fax Solution dropdown to select one of the following:

    •  SpectrumFax - Select for fax numbers that will solely be for faxing.
    •  SpectrumFax Detect - Select for numbers that should be able to receive voice calls as well as faxes.

4. Click the Save button.

5. Once prompted to save, a confirmation will appear that asks if SpectrumFax should be enabled for the number. 
Click the OK button. 

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Step 2: Add the Number to SpectrumFax
 

1. Go to the Spectrum Fax page.

2. Go to the Admin tab.

3. In the Account Administration menu, go to the Numbers tab.

4. Click the Add Number(s) button.

5. In the NUMBERS section, do one of the following:
    •  For a single number, type or paste the fax number with a +1 prepended to the front.

    •  For multiple numbers, type or paste the fax numbers needing to be added.
 

Note: These numbers must include a +1 to their front. They can be separated by either commas or line breaks.

 

6. In the GENERAL section, configure the following as needed:

Setting	Description
Description / name	Type a description for the fax number, such as its purpose and if the fax number uses fax detect.
Number enabled	Leave this selected if the fax number should be immediately usable.
Require send authorization (outbound)	Restricts outbound faxes sent by users assigned to this fax number that need to send a fax with this number showing as the outbound fax number.  This password can be set up individually for each user later in Section 6 of the guide.
Encrypt inbound email PDFs	Essentially Secure Fax Mode.  Select this if inbound faxes that include a PDF need to have a password entered to be reviewed by the fax user that receives the fax. This password can be set up individually for each user later in Section 6 of the guide.

7. In the INCOMING and OUTGOING sections, adjust the following as needed:

Direction of Faxing	Setting	Description
INCOMING	Enabled	Select if users assigned to the number will be able to receive inbound faxes. Deselect if users should not be able to receive inbound faxes to this fax number.
	Attach PDF to email	Have a PDF of the fax attached to the email notification users receive for inbound faxes.
OUTGOING	Enabled	Select if users assigned to the number will be able to send outbound faxes. Deselect if users should not be able to send outbound faxes with this fax number.
	Attach PDF to email	Have a PDF of the fax attached to the fax confirmation email notification users receive after sending an outbound fax.
	View all outgoing	Select if users assigned to this fax number should receive outbound fax confirmation emails for any outbound fax sent with this fax number.

8. Click the Add Number button.

✔ Now the phone number(s) will be listed in the Numbers section of the Admin tab on the Spectrum Fax page.

You can edit each fax number's settings as needed with the Edit Settings button.  

If you are logged into the SpectrumFax portal, you will notice that the numbers you added and any changes you made to those numbers are also reflected on the Numbers page. 

 

 

 

Assign Users to Fax Numbers

To allow users to fax through email or the web portal, users need to be assigned to your account's fax numbers. When your SpectrumFax account was created, these users should already be assigned to fax numbers. If needed, you can add and remove fax users from the fax numbers on your account.

To add users to a fax number…

1. Next to a fax number, click the User assignments button. 
   
2. In the Manage Users menu, use the Add user dropdown to select a user with faxing enabled to assign to use this fax number. 
   
   

   Quick Tip: This dropdown will show users that have had faxing enabled. As long as this domain's users have had faxing enabled before, they should stay enabled for faxing on the Spectrum Fax page. 

   If you notice a fax user is missing, go to the Users tab of the Account Administration menu and check that the user has been enabled. 

   

    
3. Click the Add User button.
4. Repeat steps 5 and 6 for each user that will be faxing with this fax number. 
   
   

   REMINDER: Each fax user sharing a fax number must have a unique email address. 
   As you select users, a user that shares an email address with a previously selected user will disappear from the list. 

   If a fax user is not listed for this reason, the user needs to have an alternate email address they can use that is different from other fax users. 
   

    
5. Once all fax users have been selected, click the Save Assignments button.
   

   ✔ You should see a confirmation message pop up that says, “Assignments saved”.

   

    
6. Repeat steps 4-8 for other fax numbers that need users assigned. 

Adjust the Settings of All Fax Users

Over time, fax users may need their settings updated, especially if Send Authorization and PDF Attachment passwords are in use. 

To configure a fax user's settings…

1. On the Spectrum Fax page, go to the Users tab.
   
2. Click the Edit settings button next to a fax user needing adjustment.
   
3. In the User Fax Settings menu, adjust the following settings as needed:
   

Section of Settings	Setting	Description and Notes
Contact and sending defaults	Fax email	Confirm that the email address that will be used for e-Faxing and receiving email notifications is correct.
	Default outgoing number	Select the fax number the user will use by default for outbound faxing.
	Automatically include cover page when sending	Select if a cover page will always be included for outbound faxes from this user.
Send authorization password	Send authorization password	If outbound faxing for a fax number is enabled, type in a password this user would need to enter before sending a fax with a restricted fax number.  Do NOT use spaces.
Email notifications	Fax delivery notifications	Select if the fax user's fax email will receive notifications for outbound faxes.
	Fax received notifications	Select if the fax user's fax email will receive notifications for inbound faxes.
Encrypted email attachments	PDF attachment password	If the user will be continuing to use Secure Fax Mode, enter the Secure Fax Mode Password you took note of for that user in the first section of the guide.  Note: If needed, contact the customer to ask if this password should be updated.    This password can be removed later for a user if needed:

4. Click the Save button.
5. Repeat steps 2-4 for each fax user needing adjustment.