Faxes: Incoming faxes to be accessible by more than one person at a time

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  • Updated 1 year ago
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C.f. https://community.ringcentral.com/ringcentral/topics/can_incoming_faxes_be_automatically_sent_to_mor...

Having more than one person be able to access incoming faxes is a common workflow in offices. RingCentral needs to allow for this.

Specifically, it would be good if multiple users'/extensions' logins can see incoming faxes in their Messages/Inbox.

My client is a law firm where legal assistants, law clerks and the lawyers who manage them must be able to all access the incoming faxes.

Using the email notification/attachment workaround is not a good long term solution.
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Clinton C

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Posted 3 years ago

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Travis Ransom

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Don't know your setup but ours is Exchange environment w/ Outlook clients.  We allow 2 options depending on the department/groups preference that are tied to the fax number in question:
  • Distribution groups
  • Single mailbox with multiple user access
The latter is the electronic equivalent of having faxes sit on the fax machine and grabbing your specific fax.  They can then easily move it to their inbox.  Both seem to have been adopted equally.
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Clinton C

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@Travis thanks for your suggestion. There are problems with email, like the one Regina cites below. Though privacy is not legislated specifically in the legal profession, similar concerns exist there. 

As well, using email is a very poor workflow management device. Using email boxes for workflow often requires plugins and third-party programs, though perhaps your option #2 takes care of that.
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Regina

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This has been a thorn in our side since Day 1 (2 years!!)!  This capability would be incredibly useful!  We cannot use email in any way due to security concerns and HIPPA compliance.
(Edited)
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Mike, Official Rep

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Thanks for comments everyone.  There is definitely some convenience sacrificed  in order to be HIPAA complaint.  I'm not sure what all is possible or what the restrictions are to maintain compliance but our Product Team will review these comments and perhaps something like "advanced permissions" which can only be changed by the account admin would work.  If anyone else has ideas or comments please chime in. 

Mike 
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Regina

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Hi Mike, 
Our team has actually wondered if the settings that allow an admin to see incoming faxes on their desktop app can be expanded to allow specific extensions to also be able to see those incoming faxes.
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Mike, Official Rep

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This is a good idea.  You may have noticed in the most recent product release that the main admin on the account is now labeled "Super Admin".  For the time being, this is mostly just a label, but our product team plans to implement more features around this, so these comments do help!  

Thank you. 
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HERRING

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It's been two years. Has this been addressed yet?
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Mike, Official Rep

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No sorry.  The best thing users can do is keep voting and commenting to raise awareness for this request.

Mike