XM Fax Server

Introduction

A new solution is available to improve fax services currently provided by University of Alberta IST. There are many fax machines or lines still operating around the University and this service will help bring those who still use fax service some added functionality. For people in a hybrid or work from home environment, this service will allow those users to utilize fax services remotely (VPN required).

Applicability

Internal Analysts and end users

Details

XM Fax offers the following:

Use of existing University Fax numbers to receive and send faxes.
Receive faxes on Multi Function Printers (MFP), Google Drives, Email and directly on the Web Portal* and you can use multiple methods (example: Google Drive and MFP) at the same time as well.**
The ability to access your inbound faxes through the Web Portal using Single Sign On (SSO)
The ability to send faxes through a Web Portal including attaching documents using PDF, Word and Excel formats
Users will be able to send to multiple recipients as required
Notifications of inbound and outbound fax success or failure provided as well as the ability to review the history of inbound and outbound faxes.
Grant delegation access for multiple users of a shared fax number
User and Departmental control over who can see the fax information

*Faxes stored on the Fax Server will be automatically deleted after 15 days*

**Regarding Clinical fax information, we recommend reaching out to IST to make sure this solution is right for you*

How XM Fax works:

Incoming:

XM Fax works the same for anyone who will be faxing you. They will enter your departmental fax number and send their document(s) as per normal. Users at the university receiving the faxes will have the ability to see your faxes in a variety of ways once the system has been set up. Inbound faxes can be sent to a printer or MFP, to a Google Drive folder, to email or to the web portal itself depending on the information type you are receiving.

Outgoing:

When sending a fax, users at the University will log into an online portal (VPN required) and send a fax to one or many fax numbers. It works similar to an email and the attachments are actually faxed instead of sent as a file. Outbound faxes from this service will work the same as if you had faxed a document from a physical fax machine and the location you are faxing will not know the difference.

Please review the use cases link below for more information.

How to request this service:

Please have your Telecom Contact submit an order through the Telecom Expense Management System (TEMS) portal with the following information:

Include existing Fax Number or request a new Fax Number
Departmental email address (if existing)
List of users First Name, Last Name, CCIDs for access to the Fax Service
Will you require MFP for inbound fax? Y/N
- What is the IP address of the MFP (Please refer to the documents below to get the IP address of the MFP)
Will you want Google Drive for inbound fax? Y/N
- Please include a link to the shared Google Drive Folder (Please refer to the documents below to help set up the Shared folder and get the link)
Will you want inbound faxes to go to email or just notification of fax receipt?
- do you want the notifications to go to your Departmental, Shared or portfolio email address only or to all who have access to the fax service?