Send and receive faxes from your business numbers without a fax machine. Faxes arrive as PDFs in Fax in the sidebar, and you send them by uploading a PDF.
Setting up fax for your workspace
intSignal turns on fax for your workspace. If the Fax page says "Fax is not set up on this workspace yet." or "Document storage is not configured.", ask your administrator to contact intSignal.
Turn fax on for a number
A number must have fax turned on before it can send or receive faxes. Owners and admins do this.
- Go to Admin → Numbers.
- Find the number and select the printer icon, Enable fax on this number.
- A fax badge appears on the number.
Fax is off for every number until you turn it on. Many businesses use a dedicated number for fax, so voice callers and fax machines don't share a line.
Send a fax
Any member can send a fax.
Start
In Fax, select Send fax.
Choose the number to send from
From lists only numbers with fax turned on. If none do, you'll see "No number has fax enabled yet — an admin can turn it on under Numbers."
Enter the destination
Type the recipient's fax number in To.
Attach your document
Select Choose a PDF. Faxes are sent from PDF files only, up to 10 MB. To fax a Word document or a photo, save or print it as a PDF first.
Send
Send it. The fax appears at the top of your list and its status updates as it goes.
| Error | What to do |
|---|---|
| "Please choose a PDF." | Save your document as a PDF and choose that file. |
| "The PDF is empty or too large (max 10MB)." | Check the file opens, or split a long document into smaller PDFs. |
| "Fax is not enabled for this number — ask an admin to turn it on." | An owner or admin must enable fax on that number. |
| "That number is not one of your numbers." | Choose a From number from the list. |
| "Could not send the fax. Please try again." | Try again in a few minutes. If it keeps failing, contact intSignal. |
Your fax list
Fax shows your latest 200 faxes and refreshes by itself every few seconds. Each row shows From or To, the time, the number of pages, and a status:
| Status | Meaning |
|---|---|
| queued | Waiting to be sent |
| sending | Being transmitted now |
| delivered | The receiving fax machine accepted it |
| failed | It couldn't be delivered. The reason is shown on the row. Check the number and try again. |
| received | A fax sent to you |
Select Open PDF to view a fax. For your security, the link works for about 5 minutes. If it has expired, select Open PDF again. Save a copy to your computer if you need to keep it.
Who sees which faxes
- Everyone sees faxes they sent, faxes received on their own line, and faxes in the shared fax box. Rows are tagged you or shared.
- A fax received on a number that isn't assigned to a person goes to the shared box.
- Owners and admins see every fax in the workspace.
To let someone else see every fax, for example your office manager, an owner or admin opens the gear icon on the Fax page and adds them under Who can see all faxes.
Block junk faxes
On a received fax, select Block sender.
- Members block the number for their own line: its faxes to you are dropped.
- Owners and admins block the number for the whole workspace. That blocks its calls and texts as well as faxes.
To review or remove workspace blocks, see Spam reports & blocking.
Email alerts for new faxes
When a fax arrives, every owner and admin receives an email titled "New fax received from" followed by the sender's number, saying "View it under Fax in your workspace." The fax itself isn't attached. Open it in intSignal Connect, where it stays private to your workspace.
Good to know
- Faxes are sent by uploading a PDF in intSignal Connect. If you need a cover page, make it the first page of your PDF.
- Save forms you fax often as PDFs, so they're ready to upload.
- Received faxes stay in your list, so save any you need to file elsewhere.