Enabling or disabling Online Fax

Account owners and admins can enable or disable the Online Fax feature for their account. When enabled, users are allowed to access Online Fax features. They can also designate fax-capable numbers and control which users can receive, access, download, and delete faxes for main numbers.

Faxes are stored in the designated Communications and Content Storage location to ensure proper data residency compliance.

Learn more about using Online Fax and viewing Online Fax logs as an admin.

Requirements for enabling or disabling Online Fax

Limitations for Online Fax

Online Fax has the following limitations:

Table of Contents

How to enable or disable Online Fax

Account

To enable or disable Online Fax for all users in the account:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Zoom Phone tab.
  4. Under General, click the Online Fax toggle to enable or disable it.
  5. If a verification dialog appears, click Enable or Disable to verify the change.
  6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.

Group

To enable or disable Online Fax for a group of users:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit groups.
  2. In the navigation menu, click User Management then Groups.
  3. Click the applicable group name from the list.
  4. Click the Zoom Phone tab.
  5. Under General, click the Online Fax toggle to enable or disable it.
  6. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at the account level and needs to be changed at that level.
  7. (Optional) To prevent all users in the group from changing this setting, click the lock icon , and then click Lock to confirm the setting.

Site

To enable or disable Online Fax for all site users:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Company Info.
  3. Click the applicable site name from the list.
  4. Click the Policy tab.
  5. Under General, click the Online Fax toggle to enable or disable it.
  6. If a verification dialog appears, click Enable or Disable to verify the change.
  7. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.

Auto receptionist

To enable or disable Online Fax for an auto receptionist:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Auto Receptionists.
  3. Click the applicable name from the list.
  4. Click the Policy tab.
  5. Under General, click the Online Fax toggle to enable or disable it.
  6. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.
  7. After enabling the setting, configure the member list for Online Fax.

Call queue

To enable or disable Online Fax for a call queue:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Call Queues.
  3. Click the applicable name from the list.
  4. Click the Policy tab.
  5. Under General, click the Online Fax toggle to enable or disable it.
  6. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.
  7. After enabling the setting, configure the member list for Online Fax.

Shared line group

To enable or disable Online Fax for a shared line group:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Shared Lines.
  3. Click the Shared Line Group tab.
  4. Click the applicable name from the list.
  5. Click the Policy tab.
  6. Under General, click the Online Fax toggle to enable or disable it.
  7. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.
  8. After enabling the setting, configure the member list for Online Fax.

Phone user

To enable or disable Online Fax for a phone user:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Users tab.
  4. Click the applicable user name from the list.
  5. Click the Policy tab.
  6. Under General, click the Online Fax toggle to enable or disable it.
  7. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.

How to configure the member list for Online Fax

You can configure members and their permissions for Online Fax only for auto receptionists, call queues, and shared line groups.

Add members

  1. After enabling the setting, click Access Member List.
    A pop-up window will appear.
  2. In the window, click Add Member.
    Note: You can add up to 50 members.
  3. Add members by searching for the member's name or extension, or click Switch to bulk import to add multiple members.
  4. Under Permission, select the following checkboxes for the members you want to add:
  5. Click Save.

Manage a member

  1. After enabling the setting and adding members, click Access Member List.
    A pop-up window will appear.
  2. (Optional) At the top of the window, find a specific member in the following ways:
  3. To the right of a member, click the ellipsis , then click the following actions:

Manage members in bulk

  1. After enabling the setting and adding members, click Access Member List.
    A pop-up window will appear.
  2. (Optional) At the top of the window, find a specific member in the following ways:
  3. To the left of the members you want to manage, select the checkboxes.
  4. At the top of the window, click Remove.
    A confirmation window will appear.
  5. In the window, click Remove to remove the selected members.

How to manage data retention for Online Fax

Zoom provides the ability to set retention policies for faxes. This will allow automatic deletion of faxes after the retention period is set. Fax retention policies are set on a site level.

Retention policy allows account owners and admins to configure rules for what data is retained, the duration of the retention period, and how to delete data after the retention duration. Account owners and admins can allow Zoom to automatically delete data after retention duration.

Learn more about managing data retention for Online Fax.

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For existing customers, there will be a process in the admin web portal to review and accept the rates before turning on the fax capability. For new customers, the rates will already be available but the feature will be disabled.