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How do I change the settings on a virtual fax?

Virtual fax machines have many different options and permissions you can customize.
Available for United States, Canada, United Kingdom, Germany, Ireland, Italy, Australia, France, Spain, and Austria. Virtual faxing is supported internationally to 50+ countries for free, excluding Mexico and Brazil.
Note: As Austria is not part of the free countries, only EMEA countries can fax to Austria.

Important: Please excuse our mess while we improve your admin experience! We are in the process of migrating all accounts to the new GoTo Admin. Choose your current admin experience for the applicable steps on this topic.

GoTo Admin

If you're an admin who signs in at https://admin.goto.com, these steps are for you.

Change virtual fax settings

Before you begin: You must be assigned the Admin or Super admin role to perform this task.
  1. Sign in to GoTo Admin.
  2. From Phone system > Virtual fax, select the virtual fax call route that needs changes.
    Tip: While on any tab in a virtual fax profile, you can select Three Dots Icon in the top-right to edit details or delete the fax. Use the breadcrumb on the top-left to go back to the main list or use the arrows to navigate each virtual fax's profile.
  3. Choose what you need to change:
    Setting Description & How-to
    Name This is the name used to identify the virtual fax machine in the admin portal. To change the name:
    1. Select the Overview tab.
    2. From Details, select Edit details.
    3. Edit the Name field as needed.
    4. Select Save.
    Extension number This is the unique three to six-digit number that makes the fax machine dialable. To change the extension number:
    1. Select the Overview tab.
    2. From Details, select Edit details.
    3. Edit the Extension field as needed.
      Tip: If you need to change the quantity of extension digits, refer to How do I manage my default phone settings?
    4. Select Save.
    Note: Some extension numbers are reserved. To learn which extension numbers are reserved for other functions, refer to Which extensions are reserved?
    View/edit associated resources
    1. Select the Overview tab.
    2. From Association resources, view where this virtual fax is being used in your phone system (usually a phone number or an extension within a dial plan).
    Attention: To make changes to the associated dial plan or phone number's setting, select the resource under the Reference column to be taken to its settings.
    Omit from directories Removes the virtual fax machine from all internal directories. To enable/disable this setting:
    1. Select the Settings tab and then select General.
    2. Enable the setting as needed.
    3. Select Save.
    Omit from auto attendant extension dialing Removes the virtual fax machine from auto attendant extension dialing.

    To enable/disable this setting:
    1. Select the Settings tab and then select General.
    2. Enable the setting as needed.
    3. Select Save.
    Email to fax access code A unique code that authenticates and identifies a virtual fax machine when sending an e-fax. You cannot manually enter an access code; select Reset to generate a new one.

    The setting can be found in Settings > Email to fax access.

    Overwrite external caller ID

    Sets the caller ID for outgoing virtual faxes. You can choose the system default or a caller ID from a phone number on your account.

    The setting can be found in Settings > Sending > Overwrite external caller ID.

    Successful sent fax notification emails Enables email notifications for successful fax deliveries—emails are always sent for failed attempts. All notifications are sent to the email address used to send the virtual fax.
    Note: Email communications will be sent from @jivecommunications.com, @jive.com, or @goto.com. Please ensure these domains are allowed so that emails are not automatically filtered as spam.

    The setting can be found in Settings > Sending > Send email to fax success messages.

    Email destination

    Defines the email destination for incoming faxes. To receive faxes, you must route a phone number to the virtual fax machine.

    Note: All notifications are sent to the email address used to send the virtual fax.
    The setting can be found in Settings > Receiving > Email destination.
    Storage Allows you to receive large faxes (>10MB) in a download link when enabled.

    The setting can be found in Settings > Receiving > Storage.

    Set permissions These are sending and receiving permissions for users.

    To enable permissions:
    1. Select Settings > Permissions > + Add user.
    2. Choose a user from the drop-down list and select Add. Repeat as needed for additional users.
    To edit specific permissions such as viewing, deleting, and sending virtual fax permissions:
    1. Choose Edit permissions of the desired user.
    2. Enable or disable settings.
    3. Select Save.
    4. Repeat as needed for additional users.
    5. Select Save.

PBX Administration (classic)

If you're an admin who signs in at https://my.jive.com/pbx, these steps are for you.

Virtual fax machine settings

Below is a list of all the virtual fax machine settings and their descriptions. Not available in Brazil and Mexico.

General

Extension
Setting Description
Extension Number A unique three to six-digit number that makes the virtual fax machine dialable.
Name The name used to identify the virtual fax machine in the admin portal.
Omit from Directory — Optional Removes the virtual fax machine from all internal directories.
Omit from Auto Attendant Extension Dialing — Optional Removes the virtual fax machine from auto attendant extension dialing.

Sending

Instructions for Sending Email to Fax
Description
Provides instructions on sending a virtual fax.
Email to Fax Access
Setting Description
Email to Fax Access Code A unique code that authenticates and identifies a virtual fax machine when sending an e-fax. You cannot manually enter an access code; select Reset to generate a new one.
Sending Options
Setting Description
External Caller ID Sets the caller ID for outgoing virtual faxes.
Send Email to Fax Success Messages — Optional Enables email notifications for successful fax deliveries—emails are always sent for failed attempts. All notifications are sent to the email address used to send the virtual fax.
Note: Email communications will be sent from @goto.com, @jive.com or @jivecommunications.com. Please ensure these domains are allowed so that emails are not automatically filtered as spam.

Receiving

Receiving Options
Setting Description
Email Destination Defines the email destination for incoming faxes. To receive faxes, you must route a phone number to the virtual fax machine.
Note: You can only send faxes to a single email address. If you need to deliver your faxes to a group, use an email alias (e.g., sales@guthrie.com) or create an auto-forward rule in your email client.
Note: Email communications will be sent from @goto.com, @jive.com or @jivecommunications.com. Please ensure these domains are allowed so that emails are not automatically filtered as spam.
Storage Allows you to receive large faxes (>10MB) in a download link when enabled.

Usage

Description
Lists all devices and call flows using the virtual fax machine.

Permissions — Public Beta

Receiving Permissions
Setting Description
View Faxes and History Users have access to view all received faxes from this account.
Delete Faxes Users have access to delete all received faxes from this account.
Sending Permissions
Setting Description
Send Faxes Users have access to send faxes to anyone.
View Faxes and History (from this user only) Users have access to view all of the faxes they have sent.
Delete Faxes (from this user only) Users have access to delete all of the faxes they have sent.
View Faxes and History (from all users) Users have access to view all faxes sent from this account by any user.
Delete Faxes (from all users) Users have access to delete all faxes sent from this account by any user.

Enable storage for large faxes

Enable this feature to allow virtual fax users to receive files larger than 10MB.
Before you begin: You must be assigned the Admin or Super admin role to perform this task.
  1. Sign in to PBX Administration (classic) at https://my.jive.com/pbx.
  2. Select Virtual Fax Machines in the left sidebar and then choose the virtual fax machine that needs storage enabled.
  3. From Receiving > Storage, select Store large faxes (>10MB) and send a download link instead.
  4. Select Save.

    Result: The download link will be available for 21 days. After that, the fax is deleted. Email communications will be sent from @goto.com, @jive.com or @jivecommunications.com. Please ensure these domains are allowed so that emails are not automatically filtered as spam.

Give user virtual fax permissions

Give users virtual fax permissions.

Before you begin: You must be assigned the Admin or Super admin role to perform this task.
  1. Sign in to PBX Administration (classic) at https://my.jive.com/pbx.
  2. Select Virtual Fax in the left navigation menu.
  3. Choose the name of the virtual fax you want to enable permissions for.
  4. From Permissions, add a user from the drop-down menu.
  5. Select the applicable checkboxes to enable receiving permissions. Choose from the following:
    Setting Description
    View faxes and history Users have access to view all received faxes from this account.
    Delete faxes Users have access to delete all received faxes from this account.
  6. Choose the applicable checkboxes to enable sending permissions. Choose from the following:
    Setting Description
    Send faxes Users have access to send faxes.
    View faxes and history (from this user only) Users have access to view all faxes from this user.
    Delete faxes (from this user only) Users have access to delete all faxes from this user.
    View faxes and history (from all users) Users have access to view all faxes in this account by any user.
    Delete faxes (from all users) Users have access to delete all faxes in this account by any user.
  7. Select Save.