6 — Fax Features #

ICTPBX provides a full fax pipeline: send, receive, fax-to-email delivery, DID management, and account management.

Send Fax #

Permission required: Send Fax

How to Send a Fax #

Go to Fax → Send Fax.

Send fax

Fill in the form:

Field	Required	Description
From Account	✅	The fax account to send from (your extension/DID)
Destination Number	✅	The recipient’s fax number
Document	✅	PDF, TIFF, or Word document to transmit
Subject		Optional fax cover reference
Scheduled Time		Leave blank to send immediately; or set a future date/time

Click Send. The fax is queued and sent within one minute by the background scheduler.

Fax Status #

After sending you can track status in Fax → CDR (call detail records). Status values:

Pending — queued, not yet sent
Processing — currently being transmitted
Completed — successfully delivered
Failed — transmission failed; retry manually

Retry a Failed Fax #

From the CDR view, click the retry icon on any failed transmission. A new send job is created immediately.

Fax Inbox #

Permission required: Receive Fax

Received faxes are stored in the inbox.

Go to Fax → Inbox.

Fax inbox

The inbox lists received faxes with date, sender number, pages, and status. Click a row to view or download the TIFF/PDF.

How Receiving Works #

A call arrives at your carrier → forwarded to your ICTPBX server via SIP
FreeSWITCH answers the call and negotiates fax (T.38 or G.711 pass-through)
The received TIFF is stored and attached to a transmission record
If Fax-to-Email is configured, an email with the TIFF attached is sent to all linked accounts

Fax to Email #

Permission required: Fax to Email

Fax-to-Email automatically delivers received faxes to one or more email addresses.

Setup #

Create a DID account (type = DID) with the inbound phone number.
Create one or more extension accounts with Link DID pointing to that DID account, and set the Email field to the delivery address.

Every extension account linked to a DID receives an email with the fax attached when a fax arrives on that DID.

This enables department fax distribution — e.g. a single inbound number delivers to the entire sales team’s inboxes.

Email to Fax #

Permission required: Email to Fax

Email to Fax lets users send faxes by emailing a document to a special address. The system picks up the email and transmits it as a fax automatically.

Configuration is done at the server level (SMTP polling). Contact your system administrator to set up the inbound email address for your account.

Personalize Fax #

Permission required: Personalize Fax

Allows the user to set a custom sender ID on outbound faxes — overriding the system default with their own name or company name.

Go to Fax → Fax Settings and set the Sender Name field.

Bulk Fax (Campaigns) #

Permission required: Bulk Fax

Campaigns allow sending the same document to a large list of recipients in one operation.

Go to Fax → Campaigns.
Click Add Campaign.
Upload your contact list (CSV) and select the document.
Set a send schedule or send immediately.

The system queues one transmission per recipient. Progress and results are tracked in the campaign detail view.

Fax Accounts #

Permission required: Fax Accounts

Fax accounts represent lines — either a DID (inbound number) or an extension (outbound/inbound endpoint).

Account Types #

Type	Role
`did`	Inbound DID number — the phone number callers dial to send a fax
`account`	User extension — can send and receive; has SIP credentials and email delivery
`child_account`	Extension linked to a DID (auto-set when Link DID is populated)

List #

Go to Fax → Fax Accounts.

Fax accounts

Add / Edit Fax Account #

Field	Required	Description
Phone	✅	For DID: the inbound phone number. For extension: the extension number.
Type	✅	`did`, `account`, or auto-set `child_account`
Email		Email address for fax-to-email delivery
Link DID		For extension accounts: select the DID this account receives faxes from
Password		SIP/account password
Active		Enabled/disabled

Linking an Extension to a DID #

Set the Link DID field on an extension account to point at a DID account. This:

Sets the account type to child_account automatically
Adds this account’s email to the notification list for faxes arriving on that DID

Multiple extension accounts can link to the same DID — useful for distributing one inbound number to a team.

Fax Documents #

Permission required: Fax Documents

Fax Documents is a personal document library. Upload frequently used documents (letterheads, forms, templates) so they are available to select when sending a fax — without re-uploading each time.

Go to Fax → Fax Documents.
Click Upload and select a file.
When sending a fax, choose from My Documents instead of uploading a new file.

Fax Settings #

Permission required: Fax Settings

System-level fax configuration. Go to Fax → Fax Settings.

Setting	Description
Sender Name	Default sender name printed on the fax header
Sender Number	Default sender fax number
Resolution	Standard (98 lpi) or Fine (196 lpi)
Header	Custom text printed at the top of each fax page

Cover Page #

Permission required: Cover Page

Cover pages are automatically prepended to outgoing faxes. Go to Fax → Cover Page to configure the template.

Fields on the cover page template:

Company name, logo
To/From fields (auto-filled from transmission metadata)
Comments / message field
Date and time stamp