Office Copier Faxes Mix-Up Because Copier Email Assigned to One User

  • 0
  • 1
  • Question
  • Updated 2 years ago
  • In Progress
Archived and Closed

This conversation is no longer open for comments or replies and is no longer visible to community members. The community moderator provided the following reason for archiving: We have archived this topic as it has either reached a resolution has become inactive, or information contained in this thread is no longer accurate. If you have a related question on this subject, please post a new topic.

We have our multi-function copier's email address assigned to one user so it can send faxes. Everyone uses it to send faxes, but sometimes the receiver sees that person's name on it and assumes it was from her. Is there a way to associate that email with the main LILA number or fax number instead of a user's? Our user gets mail and phone calls based on the faxes occasionally and doesn't know what the people are calling about. Is there a place we could have company settings have two emails, the main one and the copier one, and both would only have the company name instead of staff names? Or some other way so that the receptionist is not personally requested by people who received faxes? I don't think she wants her name to be changed to "Reception", but that would probably work.
Photo of Linda Young

Linda Young

  • 442 Points 250 badge 2x thumb

Posted 2 years ago

  • 0
  • 1
Photo of Taylor


  • 2,362 Points 2k badge 2x thumb
We have the reception extension set to 'Reception Desk'. It is decidedly impersonal, but we also have multiple receptionists. In addition, it removes any confusion from recipients.

With that said, where are recipients seeing the person's name? Is it on the cover page? If so, you can simply customize your cover page to remove the name (or create a version that has exactly what you want it to say - no variables) and have the receptionist use that template with the desktop app.
Photo of Michel

Michel, Champion

  • 5,476 Points 5k badge 2x thumb
Based on your explanation, I assume that your users are entering a in the multifunction device to send out the fax.  All of my following questions, suggestions are based on this being the case.

When you say that fax recipients sometimes "... sees that person's name on it", do you mean on the cover page and/or the fax header,  OR do you mean on the caller id of the recipient's fax machine?

If you only mean the cover page and/or fax header, then what we do is turn off all fax cover pages and fax header info, and force our users to use a manual cover page.

You can also use any email address to send the fax "from" in your fax machine, so just set the email address to reception@ or info@  your company domain (or whoever you want to receive fax confirmation / failure notices from RC).  Then in your fax number settings of RingCentral, add this email address to the "Email addresses permitted to send faxes" list under the "Outbound Calls/Faxes" section of your fax number extension settings.  This will cause the outgoing faxes to to be processed by RC through your fax extension number and display your fax number on anything that the recipient sees.

This conversation is no longer open for comments or replies.