Fax in Filevine is a paid feature that allows users to send and receive faxes from their Mailroom or from individual projects, making HIPAA compliance more convenient. Filevine faxing is limited to the U.S. and Canada.
The following file types can be faxed from Filevine: .doc, .docx, .xls, .xlsx, .pdf. Each file will be converted to a PDF document when faxed. For information on how to run a report on faxes, read Fax List Report.
Setting Up Fax
Sending Faxes
Receiving Faxes
Fax Notifications
Setting Up Fax
There are two primary ways to set up and handle faxing. A firm can utilize several numbers and transfer fax numbers to different projects as the cases close. Alternatively, firms can attach a single fax number to their Org’s Mailroom, and move the faxes to their respective projects as they are received. Faxes to and from that number will then appear in that project in the future.
If you’d like to enable faxing for your Org, contact your CSM for further steps. Faxing will be added to your contract, which will include an annual page limit for faxes as well as a package for a set amount of numbers.
Getting the Fax Number
Before adding faxing, you will receive a fax number or fax numbers.
Filevine is capable of porting currently-used fax numbers to your Org from your provider, though this must be determined on a case-by-case basis, as certain providers will not allow porting. The porting process often takes several weeks. Additionally, if you wish to reclaim a number that has been ported to Filevine, you should notify their CSM four weeks in advance.
Managing Org Phone Numbers
Once you have chosen a phone number or multiple phone numbers, you will need to enable these numbers using the Org Phone Numbers Advanced tool. This tool must be enabled by Filevine a staff member and requires Org Admin status.
To navigate to the Org Phone Numbers tool, click on the main menu in the top left corner and select Advanced from the dropdown menu. Select Org Phone Numbers from the left hand side menu. If prompted, choose the Org where you would like to manage numbers.
Select the Fax tab at the top of the page. On this page, you can add, assign, label, and remove your Org’s fax numbers. To learn more about managing numbers, read Org Phone Numbers.
Sending Faxes
Faxes can be sent either from an Org’s Mailroom or from a fax-enabled project.
Sending from a Mailroom
- Go to the Mailroom. Navigate to the Org Mailroom by clicking on the envelope icon in the top left of the screen.
The Mailroom will list all of the texts and faxes that this Org has received. If fax has been enabled for your Org, you will see a Send Fax button underneath the Org’s name on the left. If you don’t not see the button, you will need to enable fax for your Org Mailroom. - Click on the Send Fax button. This will open the Send Fax from [Org] window.
- Fill out the fields. Attach the document you want to fax and add a cover sheet if you desire. Filevine faxing supports the file types .doc, .docx, .xls, .xlsx, .pdf and works best with smaller file sizes, so compress the file if possible. Input the recipient’s fax number.
- (Optional) Fill out Send Fax From. You have the option of sending the fax from a fax-enabled project. To move this fax to a project, click the pencil icon next to Default Org Mailroom and click Another Number, and select the desired project. This will move this fax to that project.
- Send fax. When you’ve finished filling out the window, click the Send Fax button at the bottom right.
Sending from a Project
Sending a fax from a project is a bit different, because there is no centralized location. Instead, any document in any part of the project can be faxed.
- Locate the document. Find the document you would like to fax. This document can be sent from anywhere in your project.
- Select Fax. Click on the ellipses to the far right of the document, and select Fax from the dropdown menu. If Fax does not appear as an option, you will need to have fax enabled for this project.
- Select documents. Clicking Fax will open the Send Fax window. In this window, you can move the document you’ve selected to either the cover sheet or the document field by clicking on the two-arrow button to the left of these fields. You are able to attach one document or, if desired, one cover sheet. Search in the bar to select a document from this project, or click the upload icon button to the right to upload a document from your computer.
- Select recipient. Select the recipient by searching for the contact name in the Select Recipient field. The recipient of a fax from a project must be a contact in Filevine. If the recipient is not, you will need to add them as a contact.
- (Optional) Fill out Send Fax From. You have the option of sending the fax from a fax-enabled Org’s Mailroom. To move this fax to an Org Mailroon, click the pencil icon next to the project name under Send Fax From and click Default Org Mailroom. This will move this fax to that Mailroom.
- Send fax. When you’ve finished filling out the window, click the Send Fax button at the bottom right.
Receiving Faxes
If you’ve received a fax from a number that you would like to delete and block, read article Marking as Spam.
Receiving in a Mailroom
Faxes received for a Mailroom will appear as items in the Mailroom along with any texts the Org has received. The item will include who the fax is from, the date the fax was received, and the name and page count of the document. Here, you can download or preview the document. This fax item can be moved to any project in the Org, where it will appear in the activity feed.
You can move a received fax from a Mailroom to a project by searching for the project in the Move to project… field to the right of the fax item and then selecting the desired project. Be careful when moving faxes from the Mailroom to individual projects, as this action cannot be undone, though activity items can always be moved to another project.
Receiving in a Project
Inbound faxes can be received only if a fax number has been associated with the project. Inbound faxes to an individual project will appear as items in the activity feed. This item will include who the fax is from, the date the fax was received, and the name and page count of the document.
From the activity feed, the document can be previewed, downloaded, or moved to any section of the project. To move the document, click the down arrow next to the document name and select Move from the dropdown menu. In the Move Doc window, you can choose from any of the project sections.
Moving Between Projects
To move a fax from one project to another, select Move to… from the fax’s item menu. In the Move to… modal, search for and select the desired project, and hit Move.
The attached document will be moved along with the fax. If the document has been attached elsewhere in the project, a copy of the document will move along with the fax. Any documents attached in comments on the fax will also be moved.
The moved document will keep its original upload date, uploader, and revisions. Other information, like share links and hashtags, will be removed.
Fax Notifications
There are some additional notifications you may want to use once you’ve set up fax. You can receive notifications in your user feed for:
- each incoming fax in the mailroom
- each incoming fax to projects that you follow
- each failed fax on projects you follow
- each failed fax sent by you
Turning on all or some of these notifications, depending on where you’ve assigned your fax numbers, will be helpful in keeping you updated on the faxes you’re receiving.
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