Use Applications > Faxes to review activity, send documents, and open the Inbox, Sent, or Logs view for a fax route when your permissions allow it. Administrators can manage delivery addresses and authorized email senders. SmartPBX manages fax-number assignment; customers cannot add or replace assigned numbers from this page.

Review the fax dashboard

Review fax activity: Summary cards and recent lists show sent, received, and page activity. A submitted fax is not complete until its final status confirms success.

Open fax tools: Use New Fax, Inbox, Sent, or Logs when those tools are present for your assigned route. End users should not open or use another person's fax route even if it appears.

Send a new fax: Opens the fax submission form.

Send a fax

Choose fax route: Select the assigned fax number, then enter and recheck the complete recipient fax number.

Attach documents: Add a cover letter when required and upload only the intended files. Review supported file types shown below the upload area.

Confirm and send: Choose email confirmation if appropriate, verify sender, recipient, and attachments one final time, then select Send Fax once.

Confirm delivery

1. Wait for the final status or email confirmation.
2. If the fax fails, verify the recipient number and document format before trying again.
3. Avoid repeated retries to an unverified number.
4. Contact support with the approximate time, sending fax number, recipient number, page count, and final status. Do not attach confidential fax content unless support specifically requests it through an approved channel.

Fax is not appropriate for emergency communication. Delivery reports confirm the fax transaction, not that a particular person read or acted on the document.

Send a fax by email

The email address you send from must be authorized for the selected fax route.

1. Create a new email.
2. Address it to faxnumber@fax.smartpbx.io, replacing faxnumber with the complete 10-digit destination number. For example, use 4165551234@fax.smartpbx.io for 416-555-1234.
3. Leave the subject blank to use the fax number assigned to your email address. If your address is authorized for more than one fax route, enter the approved outbound fax number in the subject.
4. Attach the document. PDF is the most reliable format. The service also accepts the supported formats listed in the web submission form.
5. To include the email body as a cover page, put body in the subject and write the cover text in the message body.
6. Remove signature images and unrelated attachments. They can be converted into extra fax pages.
7. Send the message once, then wait for the delivery or failure confirmation before retrying.

Administrator: manage delivery and authorized senders

In Applications > Faxes, locate the assigned route and open it for editing. If edit controls are absent, contact SmartPBX support. Do not create, replace, or repurpose a fax number without an approved service request.

Verify assigned identity: Confirm the route name, extension, assigned caller ID, and description. Number assignment and replacement are handled by SmartPBX support.

Set delivery addresses: Add only approved recipients for incoming fax-to-email delivery. Review shared mailboxes and staff changes regularly.

Authorize email senders: An authorized domain permits every address in that domain to submit email-to-fax. Use individual authorized addresses when narrower access is appropriate.

Select Save, then test one inbound fax and one outbound fax with non-confidential content. Confirm the correct route, recipients, sender authorization, final status, and delivery email before normal use.

Applies to SmartPBX version 1.9.5.