USER GUIDE

This guide shows you how to use the ICTFax Service Provider Edition portal as a user. You’ll send single faxes and bulk fax campaigns, read incoming faxes, manage contacts, groups and a do-not-fax list, keep reusable fax documents, forward your fax numbers, pick a caller ID, check your reports and keep your login secure.

If you manage other users as a tenant, read the ICTFax tenant guide as well. To send faxes straight from your mailbox, see how to set up email to fax.

Logging in

Open your ICTFax portal address and log in with your email and password. The Service Provider Edition login supports multi-factor authentication (MFA).

Want to try it first? The public demo runs at demo.ictfax.com, and the logins are on the ICTFax demo page.

The menu

The main menu holds these items for day-to-day faxing:

Dashboard: your totals and recent faxes.
Single Fax: send one fax to one number.
Bulk Fax: send one document to a whole contact group.
Inbound Fax: faxes received on your numbers.
Contacts: Contacts and Contact Groups, plus Contact DNC.
Fax Documents: files you keep for sending again.
My DIDs and My CIDs: your inbound numbers and your caller IDs.
Reports: CDR Reports and Statistics Reports.

Dashboard

The Dashboard opens after you log in. It gives you an overview of your faxing at a glance.

Single Fax

Use Single Fax for a one-off fax to one recipient.

Select Single Fax from the menu. You’ll see the list of faxes you’ve sent.
Click New Outbound Fax.
Enter a Title so you can find the fax later.
Choose an existing fax document, or upload a file. Accepted files are PDF, TIF/TIFF, PNG and JPG/JPEG. When you upload, give the document a name and, if you like, a description.
Pick the fax quality: Standard, Fine or Super.
Type the destination fax number.
Choose your caller ID, the number the recipient sees.
Set Retry to 1, 2 or 3 attempts.
Submit the form.

Back on the list, you can filter your faxes by field and by status to track a particular send.

Bulk Fax

Bulk Fax sends the same document to everyone in a contact group in one go. Set up the group first (see Contacts below).

Select Bulk Fax from the menu.
Click Create Fax Campaign.
Enter a campaign title and choose the fax document.
Choose the contact group you want to send to.
Set the number of retries and the calls per minute, then save.
Click Start to begin sending.

Calls per minute controls how fast the campaign dials. A lower rate is gentler on your trunk and on busy recipients.

Inbound Fax

Every fax received on your DID numbers appears under Inbound Fax. Click the download icon next to a fax to save or open it.

A fax only lands here if ICTFax stores it. If a number is forwarded to an extension, the call goes live to a fax machine or ATA and nothing is stored. See My DIDs below.

Contacts, Contact Groups and Contact DNC

Contacts

Go to Contacts > Contacts.
Click Add Contact.
Enter the first name, last name, phone number and email. Address and custom data are optional.
Save.

Contact Groups

Groups are the recipient lists for Bulk Fax.

Go to Contacts > Contact Groups.
Click Add Group.
Enter a group name, upload a CSV of contacts and add a description if you want one.
Save.

Contact DNC

The DNC (do not contact) list holds numbers that must never be faxed. ICTFax never sends a fax to a number on it.

Go to Contacts > Contact DNC.
Click Add DNC, enter the number and save.

Fax Documents

Upload a document once and reuse it in single faxes and campaigns without uploading it again.

Go to Fax Documents.
Click Add Document.
Enter a name, upload your file (PDF, PNG, TIFF or JPEG) and choose the fax quality.
Save.

Standard is fine for plain text. Pick a finer setting for small print or images, at the cost of a longer send.

My DIDs

My DIDs lists the inbound fax numbers assigned to you. Click the forward arrow on a number to decide what happens when a fax arrives:

Fax to Email: incoming faxes are emailed as attachments. Type the main address in the Email field. To send each fax to more people, add their addresses in the box below it, one email address per line. The fax also appears under Inbound Fax.
Forward to Extension: the call goes live to a fax machine or ATA registered as an extension. ICTFax doesn’t store the fax, so it won’t appear under Inbound Fax.

My CIDs

My CIDs shows the caller ID numbers assigned to your account. These are the numbers a recipient sees when you send a fax. You pick one each time you send a single fax or set up a campaign.

Reports

CDR Reports

CDR (call detail records) Reports list your fax jobs one by one, so you can check whether a particular fax went through.

Statistics Reports

Statistics Reports sit alongside CDR Reports under the Reports menu.

Change Password and MFA

Change your password from the portal regularly, and straight away if you think someone else knows it.

The login also supports multi-factor authentication. With MFA in place, a stolen password on its own isn’t enough to get into your account.

Getting help

If something doesn’t behave as described here, ask your tenant admin first. For problems with the service itself, open a support ticket.

Frequently asked questions

What’s the difference between Single Fax and Bulk Fax?

Single Fax sends one document to one number. Bulk Fax sends one document to every contact in a group, with retries and a calls-per-minute rate you set.

Why isn’t a received fax in Inbound Fax?

Check the number under My DIDs. If it’s set to Forward to Extension, the fax goes live to the fax machine and isn’t stored in ICTFax.

Can I send a fax by email?

Yes. Email your document to the fax number at your fax domain, from the email address on your ICTFax account. The email to fax guide explains the format.

Which file types can I fax?

From the portal you can upload PDF, TIF/TIFF, PNG and JPG/JPEG files. Email to fax also takes Office files, which are converted first.

How do I stop faxes going to a number?

Add it to Contact DNC. ICTFax never faxes a number on that list.