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evil avatar image
evil asked ·

HIPAA Account: How can multiple users get the fax on a HIPAA account?

I'm just setting up our Fax Only account and I and the office manager can send faxes out via email. I figured out I needed to setup a company fax number to receive faxes I tested that this morning and it worked. Now I need to set it up where the two Customer Service Reps would both get notice of a fax using that number and setup 8 employees up so that they can receive faxes directly. Can anyone help me figure that out? Thanks
hipaafax to multiple users
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kim avatar image
kim answered ·
Here are some helpful topics: 
Please let us know if you need help as you go along! 
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evil avatar image
evil answered ·
Thanks for the prompt reply. Okay I think I'm missing something here. With myself there are 10 users already setup with Main Number and extensions from 101 to 110. I couldn't receive a fax until I assigned a fax number and pointed it to my Ext.  Do I have to assign them each direct numbers to allow clients to fax to them directly? And is that supposed be done through groups so each employee would have two main number extensions and a direct number for faxing?
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If you want the users to get their own individual faxes, then yes they will need a direct phone number. To add a number go to the User's Ext > Phones & Numbers > Add Direct Number

Faxes to the Main Number get directed to the Operator by default and this can be changed/edited under Company Numbers & Info and Auto-Receptionist
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If you want the users to get their own  individual faxes, then yes they will need a direct phone number.
Great! Thanks! 

Faxes to the Main Number get directed to the Operator by default and this can be changed/edited under Company Numbers & Info and Auto-Receptionist
I would like 2 CSRs to have their own extensions and individual logins, but both be able to retrieve an incoming general fax. I know I can point the Operator to a specific Extension and set a notice to 2 email addresses, but only the one user assigned the extension would be able to retrieve the fax since we have HIPPA turned on. 

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So in that situation, I would recommend create a virtual extension (blank ext with no DL) and give them both access to it's login. Directing those numbers to the Virtual Extension. That way they can both still have their individual extensions, but in order for them both to access those faxes, they will need to both login to on extension. 

If you use the virtual extension then they will need to login Online to access the faxes, b/c they cannot both be logged into the desktop app to the same extension at the same time. 

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I really appreciate all your help this morning. I'm not sure, but I think I understand. 
  1. Add a  new user with no extension number
  2. point the Fax Number to that extension
  3.  give both users login access
  4.  and email notification
Thanks again.
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correction on #1 Add a new user with no phone number...it will still have an extension number.  :-) 

Get this setup and then let me know how it works. Can you email your Main Number to Community.Support@ringcentral.com and I'll take a look at the setup. 
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