> For the complete documentation index, see [llms.txt](https://docs.pascom.net/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pascom.net/en/user/pascom-app-userguide/fax.md).

# Send and receive faxes

In this Tutorial we will show you how to send and receive faxes and how to fully automate fax transmission.

## Trainings Video

{% embed url="<https://www.youtube.com/watch?v=zS7hPRGWXPk>" %}

## Overview

The fax functions of the PASCOM telephone system are very extensive. A user can use a virtual fax machine or a physical fax machine that is located in your office. Don't worry - the handling is the same for both variants. You probably won't even notice what kind of device you are faxing on.

**But there is a small difference**

1. Use a virtual fax machine, receive faxes directly into your email inbox. With a physical fax machine in the office, in most cases you will have to run to the fax machine when a new fax arrives.

## Send a new fax

Click on the **fax icon**in the dialing field of the **Telephony area**. Of course you can also start a new fax transmission directly from your **phone book**.

![Start a new fax](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-1a501e40e3cdb9f655afbb6041f6c891659a1f62%2Fstart_fax.en.png?alt=media) *Start and create new fax transmission*

1. In the next step, select the **pdf document** that you want to send by fax.
2. Enter the **fax number** to which you want to send the document. If you send it from the **phone book**, the **fax number** is already in the dialing field.

![send fax](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-c551e5441a2274f1a301423d4b0e26a810940aad%2Fsend_fax.en.png?alt=media) *Send a new fax*

1. To the email address for the **notification** you will receive the **fax transmission report**
2. A unique **Job\_ID** is created by the PASCOM telephone system for each fax transmission.
3. The **Job title** behaves like a **subject**. The **document name** of the file you want to send is the default. But you can also change the **title** with a **click** on it.

## Partial automation of faxing

You can **automate** faxing with the PASCOM App to fax documents directly from a **text editor program**.

**How does it work?**

1. You write a fax document in a word editor program.
2. Save the document as a PDF file in a **watched folder**.

### Set up a folder monitoring

To automate **fax transmission**, the PASCOM App monitors a folder on your computer. If new fax documents are saved there, fax transmission starts automatically.

1. Open the **App Settings** via the PASCOM menu.
2. Select **pdf to fax settings**from the menu or scroll down to the settings **PDF to Fax**.

![Select folder for monitoring](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-4ae31941a63d09f9675169d9b9bcc2b8e0244231%2Fclientsettings_fax.en.png?alt=media)

In the **Fax to PDF** settings, set a new folder with a **click** on **change**. Select an existing folder or create a new folder e.g. **Faxes**.

### Save new PDF documents to the monitored folder

1. As soon as you save a new **PDF document** in this folder, the **Fax transmission** starts automatically. You only have to enter the **Fax number** in the dialing field.

![Fax transmission starting](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-c551e5441a2274f1a301423d4b0e26a810940aad%2Fsend_fax.en.png?alt=media) *Fax transmission starts automatically when a new PDF document is saved*

## Full automation of faxing

In order to use fully automatic **fax transmission**, your PDF documents must have **control field** parameters so that fax transmission works automatically in the background.

**How does it work?**

1. You write a fax document in a word editor program.
2. Insert **control field** parameters.
3. Save the document as a PDF file in a **watched folder**.

### Make settings for automation

First set up a folder monitoring as described above. Then activate the option **automatic sending**.

![Activate automatic sending](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-e9e35da11c1faeb1a5e03aee57be7a966ea79129%2Fautomatic_fax.en.png?alt=media) *Activate automatic sending*

1. Make sure that the **Ghostscript** tool is installed on your computer. This tool is required to control PDF files. Click on **scan** to set the path to the installation folder automatically.
2. The **Send Delay** delays in **seconds** the time when the **Fax transmission** starts automatically.
3. Test the configuration

### Set control field parameters in documents

In your document, insert as **first line** (like a fax header) the **control field** parameters.

![faxdocument](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-20952b0f0e844c7ebead33244064202c41c2fa1d%2Ffaxdocuement.jpg?alt=media) *Control field parameters in a fax document*

| Available controls                      |                                                                                   |
| --------------------------------------- | --------------------------------------------------------------------------------- |
| @@+FAX:+49991123456789@@                | The fax must contain at least this control character with the destination number. |
| @@+TAG:Bestellung XYZ@@                 | Optionally, the fax job can be provided with a subject.                           |
| @@+NOTIFY:<mustermann@musterfirma.de>@@ | Optionally, you can specify who should be notified of the status of the fax job.  |

1. Save your fax document as **PDF file** in the **monitored folder** and the **fax transmission** will start automatically in the background.

## Receiving Faxes

Faxes are always received via the **virtual fax** as emails, which land directly in your email inbox. If your **system administrator** has set up your email address.

If you use a **Team Fax**, you will receive new faxes in the team email box.

![received fax](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-fbe90bef7977d1737e57c384a522747e6818328a%2Freceived_fax.jpg?alt=media) *Received fax in email inbox*

1. The actual **fax document** is available as **PDF file** attached to the email.
2. Additionally you have a **Fax Report** in the email.


---

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