Faxes - Voice Commands

You can receive faxes via your Smart Number or Smart Fax if you subscribed to this option. The Virtual Assistant stores your received faxes on its servers and enables you to access and manage them by phone using voice commands. While listening to your fax message headers, you can use speech or touchtone commands to archive them, delete them or forward them to your contacts and colleagues. A copy of your faxes is sent to you as emails with PDF file attachments for more convenience. 

You can also access and manage your faxes received on your Web Portal and Mobile App. See Faxes for details.

The following options are available at the main menu level immediately after login:

• Read new faxes
• Read archived faxes

While listening to the fax header, you can say commands such as delete, archive or send copy. See Commands while listening to fax headers for details.

Read faxes

You can use speech or touchtone commands to hear the message header of your new or archived faxes directly from the main menu. If you are not already at the main menu level, say MAIN MENU or press *.

The Virtual Assistant will not read the actual content of the fax. You will only hear the fax header information such as the fax sender name, fax number and number of pages.

The following commands are based on how you configured your phone sessions. See Voice Interface for details.

SAY	OR PRESS
READ MY NEW FAXES OR READ MY ARCHIVED FAXES	3 1 OR 3 2
See Commands while listening to faxes for details.	See Commands while listening to faxes for details.

Commands while listening to faxes

While listening to your fax header information or immediately after, you can say or enter one of the following commands:

TO...	SAY	OR PRESS
skip to next fax	NEXT	#
replay current fax information	REPLAY	1
send a copy of the fax to a contact	SEND COPY See Forward faxes to contact for details.	3 See Forward faxes to contact for details.
listen to hear the fax header information (sender name, fax number and number of pages)	PLAY HEADER	5
delete the fax from your inbox	DELETE The Virtual Assistant will delete the fax from your inbox.	7 The Virtual Assistant will delete the fax from your inbox.
archive the fax	ARCHIVE The Virtual Assistant will mark the fax as archived (i.e. read).	9 The Virtual Assistant will mark the fax as archived (i.e. read).
go to first fax	FIRST
go to last fax	LAST
go to previous fax	PREVIOUS

Note that if you enter commands such as NEXT, DELETE or ARCHIVE while listening to the last fax item, the Virtual Assistant will go back to the main menu.

Forward a fax to contacts and colleagues

While the Virtual Assistant reads the header information of your new or archived faxes, you can choose to forward a copy of the fax to one or several contacts. The recipient(s) must already be in your Voice Directory. The selected contacts will receive an email with the fax attached as a PDF file.

You can also attach a voice message as a WAV file to provide additional information to the recipient(s). If you have the voice-to-text option, the Virtual Assistant will offer to include a text transcription of your recorded message in the email body in addition to attaching the WAV file.

The following commands are based on how you configured your phone sessions. See Voice Interface for details.

SAY	OR PRESS
While listening to the header information of the fax that you want to forward. See Commands while listening to faxes for details.	Navigate to the fax that you want to forward. See Commands while listening to faxes for details.
SEND COPY	3 (send copy)
At the prompt, say YES or NO to confirm your intention to forward the fax to a contact or colleague.	At the prompt, confirm your intention to send a copy of the fax: 1 (yes) or 2 (no)
At the prompt, say {contact name}	(if YES) {contact first and last name} using keypad # See Enter contact names using the keypad for details. The Virtual Assistant will inform you if it finds multiple name matches and help you select your contact.
At the prompt, say YES or NO to confirm the name of the contact.	1 (add another contact) OR 2 (record)
At the prompt, say YES or NO to include a voice message.	At the prompt, confirm if you want to record a message: 1 (yes) or 2 (no)
(if YES) {record message} # or {record message} and stop talking	(if YES) {record message} # or {record message} and stop talking At the prompt, confirm the recording: 1 (yes) or 2 (no)
At the prompt, say YES or NO to confirm your message.	1 (save message) OR 2 (replay message) OR 3 (discard message)

Send a fax

You cannot send a fax using the Virtual Assistant. You can only forward a fax that you have already received and that is still in your inbox. To send a fax, you will need to use a physical fax machine connected to one of your office extensions using an ATA (Analog Telephone Adapter).