Edit faxes

With the Enterprise Fax Portal, you can edit received faxes before you forward, export, email, or store them through the S3 API. This lets you make quick changes, such as redacting sensitive data, adding a signature, or extracting pages, while preserving the original fax in the portal.

Before you begin

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

• The system automatically records all editing actions in the activity log, including the user, timestamp, and action type.

• When you forward, export, or email a fax, the original fax remains unchanged in the portal. When you store a fax in S3, the system moves the fax to S3 with all edits applied.

When editing is available

You can edit a received fax when you perform one of these actions:

• Forward

• Send via Email

• Store in S3

• Export

After you select the action, a new window opens. In that window, the editing option appears as follows:

Example: Forward a fax

When you forward a fax, the editing 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 finish, click Save, and then click Save changes.
   → 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 (e.g., send or export the edited fax).

Multi-user document locking

To prevent editing conflicts, only one user can edit a fax at a time. When a user opens a fax in the editor, the system automatically locks it. Other users see a lock icon with a tooltip that indicates the fax is in use.

If the system detects no activity for 60 minutes, it displays an inactivity prompt. If the user does not respond within 2 minutes, the system automatically releases the lock and makes the fax available to other users.

The system also releases the lock immediately when the user closes the editor or completes the selected action, such as forwarding, storing, or sending the fax.

Activity logging

The system automatically records all document editing actions to support compliance and maintain a complete activity history.

What is logged
Each edit creates an activity log entry that includes:

• Action performed
  The type of edit and any related follow-up action, such as forwarding, storing, or sending.

• Timestamp
  The exact date and time of the action.

• 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: