How can you know if your online faxes were successfully delivered to the right recipient? With iFax, you can get real-time updates on all your business faxes through the fax delivery tracking and transmission receipts. These features are available in the web version.
There are two ways to monitor the progress of your online faxes:
- Check the fax status
- View and download the transmission receipt
The first one is a real-time update after sending a fax, which is viewable on the dashboard status column. The transmission receipt is viewable once the fax is marked as delivered or failed.
How to View the Fax Status
A fax status shows the progress of the transmission, whether it’s already sent, delivered, or confirmed.
Whenever you send a fax, you will see a small check sign under the Fax Delivery Status column. Your online fax will go through these stages:
1. The gray check mark signifies that iFax already sent the document. When you hover the mouse over the Sent status, you will also see the Cancel button. At this stage, you can still cancel it since iFax hasn’t delivered it yet.
2. You’ll see a green check mark when the fax has been successfully delivered and confirmed. It may take about a few seconds before it changes to Delivered. Once you see this status, the transmission is irreversible.
On iFax, you can quickly see the progress of your fax transmission until it’s successfully delivered to the recipient. The dashboard also allows you to troubleshoot any problems that may occur during the transmission process.
For example, if you see that your fax is taking longer than usual to be delivered, you can check the fax status column to see if there are any error messages like Failed. If you encounter one, try resending the fax. Always check if you’ve entered the correct fax number.
How to Access Fax Transmission Receipts
You can also download transmission receipts that show the progress of your document even when you’re not on the iFax dashboard. Simply follow these steps:
1. Click the hamburger icon beside the status of the fax. You will see a drop-down menu.
2. Select Transmission Receipt. A small window will appear with specific details about your fax:
- Transaction ID – you can use this when reporting an incident to customer support.
- Subject
- From
- To
- Pages Sent
- Page Delivered
- Page Status
- Time Sent
- Time Delivered
3. Click the hamburger icon in the upper-right corner to download the receipt.
Notify Recipients Immediately With a Fax Confirmation
Do you want to make sure your faxes get to where they’re supposed to go? iFax will automatically prompt you to send an email notification to a recipient each time you fax a document. All you need to do is enter the correct email address, and iFax will send a notification right away.
How to request a fax confirmation
1. Click the hamburger icon beside the status of your fax, then select Request Confirmation.
2. Enter the recipient’s email address.
3. You can also tick the box that says “Include fax link.” Keep in mind that the recipient can only view the fax once using the included link in the notification email. They can view the fax anytime on the iFax dashboard.
4. Click Send.
5. The recipient will get a message in their email inbox from about the incoming fax.
6. Simultaneously, you will also receive an email from iFax that your fax was delivered successfully.
What to Do if Your Fax Transmission Fails
Failed fax transmissions may be caused by server issues, power outages, or busy phone lines. Another reason is typing in an incorrect fax number for the recipient. If this happens, do the following.
1. Notify the recipient
Drag the mouse to the failed fax and a window will pop up. Enter the email address to notify the recipient that there’s been an error.
2. Enter the correct fax number
Click this option if you think you entered an incorrect fax number. This is one of the most common reasons for failed fax transmissions. Double-check the following and revise if necessary.
- International code
- Area code
- Each digit you enter
3. Resend fax
Click this option if you experience technical difficulties during the transmission. If you’re paying per page, you will be charged accordingly once you select this option.
Benefits of Checking the Fax Delivery Status
Here are the top benefits of checking your fax delivery status:
1. Ensure your faxes are delivered successfully
It’s vital to check the delivery status to ensure that the intended party receives the document. If the fax was only partially delivered or there were other problems, you’ll be able to see that in the delivery status report. This way, you can resend the fax or fix other issues promptly.
2. Track time-sensitive faxes
Knowing the delivery status will let you know the time iFax sent the fax and the time the fax was transmitted successfully. This will give you an opportunity to update the recipient as well.
3. Keep a record for compliance and audit trail reports
You may refer to the information in the receipt to ensure that your organization remains HIPAA compliant. Use this to record all inbound and outgoing faxes in case there’s a need to show evidence of compliance to regulatory bodies.
Track the Status of Each Fax
Maximize your iFax account by getting real-time updates on faxes. You’ll never have to worry about losing or misplacing a fax again.
Share fax status and transmission receipts with your customers as soon as you send a fax. View and download the receipt with a few clicks. With detailed records of your faxing activities, you can easily determine whether the fax is sent successfully or not.
iFax also provides a comprehensive fax report of all your inbound and outgoing faxes. Analyze all faxing activities and measure your team’s productivity on the dashboard.
Register for a free account and be amazed at how easy it is to navigate our intuitive user interface.
