On the Fax page of your Stratus web portal, you can send faxes, review faxes you have sent and received, and adjust your SpectrumFax account's settings. 

Send a Fax

Faxing with SpectrumFax can be done through the Stratus Web Portal. To send a fax using the web portal…

1. Navigate to the Fax page.
   
   

   Quick Tip: If you are signed in as an admin user, you may need to navigate to your personal account. 

   To do so, by click your name in the top right-hand corner of the screen and select My Account.
   

    
2. To send a fax, click the Compose Fax button.
   
3. In the Compose Fax menu, do the following:
   
   • From - Use the dropdown to select the fax number to send the fax with.
   • Optional: Send Authorization Password - If the fax number you are sending the fax with is restricted and requires a password, enter your personal Send Authorization Password here. 
     
     

     Quick Tip: You can set your Send Authorization Password in the User Settings tab. 

     

      
   • Fax File - Click the Choose File button to select the document to be faxed.
   • To Number - Type the fax number to send the fax to.
     

     Quick Tip: If you enter the 10-digit version of the fax number, it will prepend the number with ‘+1’ to make sure the fax number if in the proper format. 

      
   • Cover Page - If needed, select Cover Page to add a first page to the fax with additional information for the recipient.
     
     

     Quick Tip: The Cover Page becomes the first page in the delivered fax. It is often used to indicate the name of the company who is sending the fax and a brief description of the document being faxed. 

     The cover letter will look similar to this:

     

      
4. When ready, click the Send Fax button.
   

   ✔ Once a fax is sent, a confirmation email will be sent to your email address. 
   These confirmation emails that look similar to these examples: 

   

   Quick Tip: If you cannot see these emails, please check the Spam or Junk folder of your email.

    

   The recipient should receive a fax on either their fax machine or their email (depending on the setup of their own faxing service).
   For recipients using fax-to-email, they should receive an email from no-reply@spectrumvoip.com with the fax's information and the fax file attached. 
    

    

Monitor the Status of a Fax

To check the status of a fax that you have sent, view the Sent tab of your fax mailbox.

There will be status indicators next to fax messages to indicator their current progress. Refresh your browser's page to ensure you are viewing the most current information in this page.

• processing - While a fax is in the process of sending, you may see the Fax Status show as “processing”. This means the fax is still transmitting. Please wait for the fax to complete its transmission. Depending on the size of the uploaded file, this could take several minutes. 
  
• queued - If the fax has successfully been queued and sent, the Fax Status will show as “queued”.
  
• failed - If an error has occurred while sending the fax, the Fax Status will show as “failed”. This means there was an issue sending that particular fax. 
  
  

  Quick Tip: If a fax has failed to send, it is recommended to check that the phone number is correctly typed in and a fax number. If a large fax is failing to be sent, sending the fax in batches may be a good solution.

   

Forward a Fax

View Your Faxing History

StratusFAX has two folders for managing faxes: the Inbox and Sent folders.

The Inbox tab stores inbound faxes sent to a fax number that you are set as a fax user for. 

The Sent tab stores outbound faxes that have been sent via the Stratus Portal. This will show faxes sent through other means, such as via a Fax Machine using an ATA or Fax-to-Email. 

While viewing faxes in these folders, you can…

• View the fax's information, such as the fax numbers for the sender and receiver, the total of pages sent, and more. 
• Click the Details icon to view a fax's details, such as the sender, recipient, fax direction, and ID of the fax. 
  
• Click the View Fax icon to view a copy of the fax that was sent/received. You can download a copy of the fax by clicking the Download button.
  
• Click the Forward icon to forward the fax to a specific fax number or email address that is associated with a fax account. 
  

Adjust Your SpectrumFax Settings

On the User Settings tab, you can set the following:

• Default Outgoing Number - If there are multiple fax numbers that can be used, you can select one that you would prefer to have shown on faxes sent by you.
  

  Note: If you are having any issues sending faxes with the portal or through email, make sure you have a fax number selected for Default Outgoing Number. 

   
• Email - Update the email address that will receive email notifications for faxes sent to you. 
• Send Authorization Password - If outbound faxing has been restricted for a fax number you need to send a fax with, type a password to use when sending outbound faxes with restricted fax numbers.
  

  Note: If your organization is required to have outbound faxing for all or specific fax numbers restricted, contact our support team to make sure Send Authorization has been enabled for your fax number(s).

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

   
• PDF Attachment Password - This setting is necessary if a fax number you are using is set to encrypt inbound faxes. Type in a password that you would enter to be able to review the inbound fax's PDF that is attached to an email notification you receive.
  

  Note: If your organization is required to have all inbound faxes encrypted for all or specific fax numbers, contact our support team to make sure Secure Fax Mode has been enabled for your fax number(s).

  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:
  

   

On the Number Settings tab, you can adjust the notifications you can receive for both inbound and outbound faxes.

• Outgoing Email Notification - By default, you will receive email notifications for when an outbound fax fails to send or successfully sends. If needed, use the dropdown to adjust which notifications you should receive for the status of outbound faxes. 
  
  

  Note: You should receive confirmation emails that look similar to these: 

  

  These confirmation emails may look differently depending on your email client. If you cannot see these emails, please check the Spam or Junk folder of your email.

   
• Incoming Email Notification - By default, an email will be sent to you when you receive an inbound fax. If needed, you can disable email notifications for inbound faxes.
  
  

  Note: You should receive an email when you receive an inbound fax that looks similar to the example below:

  

  These emails may look different depending on your email client. If you cannot see these emails, please check the Spam or Junk folder of your email.