Edit faxes

With the Enterprise Fax Portal, you can edit received faxes before forwarding or exporting them, sending them by email, or storing them via the S3 API. This allows you to make quick changes, such as redacting sensitive data, adding a signature, or extracting pages, while preserving the original fax.

Before you begin

• Document Editing is a configurable feature. If you don't see the Open in editor option, contact your administrator.

• All editing actions are automatically recorded in the activity log, including the user, time, and type of action.

• When forwarding, exporting, or sending via email, the original fax remains unchanged in the portal. When storing to S3, the fax is moved to S3 with any edits applied.

When editing is available

You can edit a received fax when performing one of the following actions:

• Forward

• Send via Email

• Store in S3

• Export

After selecting the action, a new window opens. Within this window, the Open in editor option is displayed as follows:

Example: forwarding a fax

When forwarding a fax, the Open in editor option appears as a pen icon . Click the icon to open the editor and make changes.

How document editing works

1. Choose what you want to do with the fax: Forward, Send via Email, Store in S3, or Export.

2. Click the editing option:

   • Pen icon for Forward

   • Open in editor link for Store in S3, Send via Email, or Export
     → The fax opens in the PDF Editor.

3. Use the editing tools to make your changes.

4. When you’re done, click Save.
   → You return to the action window.

📌 Once you save, no further edits can be made to that version of the fax.

5. Complete the action.

Multi-user document locking

To avoid editing conflicts, a fax can only be edited by one person at a time. As soon as a fax is opened in the editor, it is automatically locked, and other users see a lock icon with a tooltip indicating that the document is in use.

If no activity is detected for 60 minutes, the system issues an inactivity prompt. When the user does not respond within two minutes, the lock is released automatically, making the fax available for others.

The lock is also released right away when the editor is closed or the selected action—such as forwarding, storing, or sending—is completed, ensuring that access is promptly restored.

Activity logging

All document editing actions are automatically recorded to support compliance and provide a complete activity log.

What is logged
Each edit generates an entry in the activity log that includes:

• Action performed – the type of edit and any subsequent action (e.g., forwarding, storing, or sending).

• Timestamp – the exact date and time when the action took place.

• User identification – the name of the user who performed the action.

Log examples

• 'Edited and forwarded on 2025-07-15 at 11:05 by John Doe'

• 'Edited and sent via email on 2025-07-15 at 11:37 by Peter Schmidt'

• 'Edited and stored via S3 on 2025-07-15 at 14:45 by John Doe'

• 'Merged and sent via email on 2025-07-15 at 19:08 by John Doe'

Quick Troubleshooting

Common issues and solutions: