Template: include our Confidentiality Agreement on all Cover Page

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I have a business account, and work for a company who provides mental health and substance abuse services across a wide variety of populations in our area. Our staff has been using RingCentral for nearly two years, and we really love it, however one of the items which we believe would make a tremendous difference would be to allow us as an organization (and others for that matter) to upload something like a confidentiality agreement to be attached automatically to our outgoing faxes.

As we exchange confidential information with outside individuals and agencies with extreme frequency, it would be great if this page would automatically attach itself to outgoing faxes so that the margin of human error (forgetting to attach this ever-important piece) would be non-existent.
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1011 Front Desk _

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Posted 3 years ago

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Jay Nichols

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I have a confidential disclaimer that I have used in the past that is part of the cover sheet note.  I have tried to modify my cover sheet (following all the instructions provided by RingCentral and using their template), but it hasn't worked yet.  That might suit your purposes, if we could figure out how to make it work.  Sidenote, I had this cover sheet when I was using Softphone, but it was lost when I was forced to start using the Windows app.
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Mike, Official Rep

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Hello Jay and 1011 Front Desk _,  

Maybe we can help.  Can you tell us where you ran into problems?   Did you use the method here?  Setting Up a Custom Fax Cover Page on the RingCentral Desktop App
(Edited)
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Jay Nichols

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Yes, I tried all that.  I even downloaded the template and saved it without changing anything.  The template wouldn't load.
Now if the point here is that I'm supposed to insert the recipient's information in the template and then save it, what's the point in having a template?  I guess I need to do that for every fax I send?  Create a new template for each fax?  No, that isn't going to work.  I want a template that has the following in the note section each time I send a fax:
This fax and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this fax in error please notify the sender immediately. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this fax. Please notify the sender immediately by fax or email if you have received this fax by mistake and delete this fax from your system.

If you are not the intended recipient you are notified that disclosing,
copying, distributing or taking any action in reliance on the contents
of this information is strictly prohibited.


I had one in softphone for about 2 years, then it quit working.  You could edit the templates right in the softphone editor.  Thank goodness for progress!


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Mike, Official Rep

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Hello Jay,  When you import a custom fax cover using the provided template, the name fields will populate when you select the recipient from the address book. 

The old softphone did indeed have an editor built into it which several people would like to see again.  We have an existing feature request for this and you are welcome to comment, and vote on that thread here: Add Preview & Edit option prior to sending fax in Desktop App 

Can you clarify what you mean above by " the template wouldn't load"?   Do you mean you couldn't upload it back into the Softphone?  Or, where did you run into trouble?  Did you by any chance change the file type?  Or is it still a .docx file? 
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Jay Nichols

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What I mean is that I followed the instructions exactly, saved the .docx file (to the ringcentral/images/fax folder.  Then when I go to Send a Fax, select Cover Page Selection, scroll to the bottom and select the saved Custom Cover Page, RingCentral for Windows crashes.  Everytime.
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1011 Front Desk _

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Mike - so if I am understanding what you have said above correctly, the option to upload a custom cover sheet was only available through the SoftPhone?

Maybe I am misunderstanding what you meant.
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Mike, Official Rep

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Jay,  Did you upload the file back into the RC Desktop App, or did you just navigate to that folder and save the file there? 
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Mike, Official Rep

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1011 Front Desk, 

That is correct, you upload the file through the Softphone/RC Desktop App. 
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1011 Front Desk _

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Thanks Mike. So does this mean that after this page is uploaded that each user can take advantage of this cover page, or just the SoftPhone?
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Kim, Alum

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Good question.  To clarify, the cover page you upload will be visible to you only and will not be able to be seen/used by the other users on the account.  They would also have to upload it individually to each of their softphone's as well. 
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1011 Front Desk _

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So in other words the answer to my original question is no. Maybe I should have clarified that many of our staff members use extensions that forward to their phones in the field (Mental Health Counselors), and as a result, they don't utilize SoftPhones.

That is a feature I would really like to see happen. While I appreciate your recommendations, none of the above are an active solution to what I would like to be able to do.
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Kim, Alum

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We encourage others to VOTE in the upper right corner if you too would like to request this feature: 
      Fax: include the Company Confidentiality Agreement on the Fax Cover Page...need to be able to upload template to all Users at once. 
(Edited)
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Wendell Frederick

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This reply was created from a merged topic originally titled HIPAA: Fax cover page to include HIPAA compliance notification.

HIPAA COMPLIANCE FAX COVER PAGE NEED TO ADD TO OUT GOING FAX COVER SHEET.
(Edited)
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Sharam Danesh

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This reply was created from a merged topic originally titled This is a feature request. Please add confidentiality statement to fax cover shee....

Feature Request