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Barracuda Phone System

How do I configure Inbound Faxing on my Barracuda Phone System?

  • Type: Knowledgebase
  • Date changed: 5 months ago

Solution #00005671

 

Scope:

Applies to Barracuda Phone Systems.

 

Answer:

Facsimile message handling, while not as common as it used to be, is still a common business tool. The Barracuda Phone System is capable of fax receipt using a variety of methods and configurations in order to meet your needs.

important Notice About VoIP Faxing:

The Barracuda Phone System is capable of reliable fax receipt and delivery. It is very important to remember, however, that the ability to send and receive fax message using the Barracuda Phone System is also determined by network quality, and provider support. Local and Public Network problems such as dropped packets, latency, and jitter will significantly affect the ability to properly handle facsimile messages. Telephone Service Provider support is also critical to reliable fax message handling, and one of the most important steps in setting up fax handling is ensuring that the provider fully supports fax messaging.


Methods of Receiving Fax Messages:


There are three methods which can be used to receive fax messages using the Barracuda Phone System. Each method has advantages depending on your desired results.
  1. Analog Fax Machine - This method will deliver all inbound calls for a specified number to an analog fax machine using an Analog Telephony Adapter (ATA). This method will require a dedicated fax number.
  2. Wait for a Fax - This method will deliver all inbound calls for a specified number to a fax handling engine on the BPS itself. It will then process the fax and deliver it to an email address. This method will require a dedicated fax number, and will deliver all faxes to a statically assigned email address.
  3. Detect Fax - This method will listen to an answered call, and will intercept the call if it hears fax tones (a fax preamble), process the fax and deliver it to an email address. This method will listen to an active line, so it requires the call to be answered by another action. This method cannot use a dedicated fax number as it does not answer the call itself, and will deliver all faxes to a statically assigned email address.
Note - you should never use any combination of the two options at the same time.

Configuring fax receive settings:


The steps required for configuring fax receive settings depends on the scenario which you would like to use, and the method of fax delivery desired. The various options are explained separately.


Receive faxes using an Analog Fax machine:

In order to use these settings, we will need to create a fax user account on the BPS and assign the fax machines ATA, and it's external number, to the user. We can do this using the following steps:

  1. Create a dedicated user account for the Fax machine using the steps described in Solution #0005359
  2. Add the ATA connecting the FAX machine to the BPS using the Add a Phone option from the solution #0005359.
  3. Assign the external number to be used to receive faxes using the secondary numbers option as desribe in solution #00005359.


Receive faxes directly to the BPS using a dedicated fax action shared among all users:

We can receive faxes to a general receive action by creating a new, or modifying an existing, Advanced Call router. The steps that we follow will depend on which method we would like to use.


Wait for a Fax: (Using a dedicated fax number)

  1. Navigate to Extensions > Automated Attendants and click on the button to Add new... and then Advanced Call Router.
  2. Enter a recognizable name in the box Router Name.
  3. Select a single extension for the new fax router by selecting either First Free Extension or Single Extension.
  4. Click on the Add button to create the new router.
  5. Click on the name of the router to open it's properties screen
  6. Click on the option Delete this Action to the right of the box labeled Calling Sequence.
  7. Click on the drop down labeled If the Call is not Answered, and select Wait for a Fax. (Note - No other actions can follow this action)
  8. Enter your desired email recipient address in the text box.

Detect Faxes: (Using an existing number)

  1. Navigate to Extensions > Automated Attendants and click on the Call router that you want to listen for faxes.

  2. Select a single extension for the new fax router by selecting either First Free Extension or Single Extension.
  3. Click on the Add button to create the new router.
  4. Click on the name of the router to open it's properties screen
  5. Click on the option Delete this Action to the right of the box labeled Calling Sequence.
  6. Click on the drop down labeled If the Call is not Answered, and select Wait for a Fax. (Note - No other actions can follow this action)
  7. Enter your desired email recipient address in the text box.

Receive faxes directly to the Barracuda Phone System using a specific User Account:

We can receive faxes to an existing user by modifying an existing user's account. The steps that we follow will depend on which method we would like to use.


Wait for a Fax: (Using a dedicated fax number)

  1. Login to the User account we are modifying by using their credentials, or by clicking impersonate user whie logged in as admin. 
  2. Add the user's fax number using the drop down for secondary extensions at the bottom of the page.
  3. Click on Find Me to view the find me settings for each line.
  4. Enable the Find Me Rules for the new fax number and select the action wait for a Fax. The fax will be delivered to the user's inbox in their message center.

Detect Faxes: (Using an existing number)

  1. Navigate to Extensions > Automated Attendants and click on the Call router that you want to listen for faxes.
  2. Navigate to Find Me
  3. Click on the link Add actions/Set options that is directly below "if the call is not answered.
  4. Click on the slider next to the option Detect Faxes and drag to the right. This will enable fax detection on the rule 
  5. Enter your desired email recipient address in the text box.
  6. repeat for any rules during which you would like to receive faxes.


Link to this page:

https://campus.barracuda.com/solution/50160000000IYCoAAO


***  Note that the Barracuda Phone System was formerly known as the Cudatel Communication Server