The Fax Channel Section shows all the interactions managed by the Agents and coming from Fax Channels.
The Fax Channel allows you to define the Fax Accounts associated to a Local Station Identifier (Fax Telephone Number) that the Agents, belonging to specific Fax Queues, can share and use to send and receive Faxes in the standard XCALLY Motion Omni Desktop Interface.
Fax Benefits
The Customer and the Agent can exchange faxes inside the XCALLY Motion Channels common environment, wherereaping the following benefits:
the Agent can manage several types of interaction at the same time
the interaction content is shared, easily retrieved and managed
all the Customers information is stored in the Contacts Manager
Whenever customers interact with the Contact Center sending a fax, the Agents belonging to the specific fax queue will receive a request on the Omni Desktop interface.
They can reject it and the request is passed to another Agent in the same queue.
The interaction starts when one agent accepts it: all the others will be notified that the interaction has already been taken by somebody else.
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If your Agent Desktop is running on MAC with OS High Sierra and using the Browser Safari, remember to enable the audio notifications in Safari in order to receive an audio alert for all incoming interactions |
Fax Session
Let's see how a typical fax exchange session looks like:
The Agent can directly reply to a fax clicking on the button
and the compose fax form will show up:
The Agent can insert the fax text and eventually attach a document (one file per message, maximum size=15 MB) to the conversation and send it.
Moreover every interaction presents, on the right side of the screen, contextual information that the agent can use (during the session or after it) to manage the interaction/customer with these tabs:
You can explore documentation about that on this page
On the Agent's side, anytime a fax is sent:
 | a single checkmark means that the fax is still processing and not yet sent. |
 | a double checkmark means that the fax has been delivered. |
If the fax sending encountered an error the system displays an error notification in red, like in the following example:
If the interaction tab is open but the Agent is working on something else, a red badge will appear any time a new fax regarding the same interaction is received (where the number shown is the number of unread fax).
Closing Fax session
If the Agent closes the session clicking on the X sign in the session tab:
and confirm:
The interaction can be simply Closed or Closed & Disposed, choosing one of the listed single level dispositions:
or ready-to-use multi level dispositions:
The same Close&Dispose action can be applied clicking on the 3 dots of the interaction and then on Close and dispose
Dispositions
Dispositions available in the list must be created by the Administrator in advance and can be single or multi-level (up to three).
If on closing an interaction is disposed by an Agent, you can see in the Status column of the Interactions List:
the name of the disposition applied:
Now, hovering over it with the mouse all the information on the disposition itself will be displayed:
so you can discover that in the above example a single level disposition has been applied.
If, on closing, the Agent chooses a multi-level disposition instead, the name of the disposition that is positioned at the lowest level of the set (second or third level) available will be shown, as in the following example:
Now, hovering over it with the mouse all the information on the disposition set will be displayed:
NOTE: The Administrator/User can set the disposition as Mandatory: in this case the Agent is requested to dispose the interaction when closing and until this operation is finished the agent will remain paused.
Transfer
If the Transfer . You can explore documentation about dispositions on this page.
Moreover, if the Transfer option is set by the administrator in the Account Website Settings, the Agent can also see this command in the menu of 3 dots in order to redirect the FAX fax interaction:
to another queue or to another agent (among the online and not in pause status agents):
and the system will let you choose among those available:
Contextual information
On the right side of the screen there is contextual information the agent can use (during the session or after it) to manage the interaction/customer:
CONTACT
INTERACTION
JOURNEY
To add more details in the Contacts Manager file, click on More
It refers to the current interaction
Here you can see the entire history of interactions with this user
All these interactions are coming from Fax Channel. You can filter the interactions by channel and by date using the filters above.
Each interaction can be opened clicking on this button (and this feature is available only for those Agents with proper permissions on the specific item) or inspected clicking on Show Details
List of
You can explore documentation about transfer on this page.
Fax Interactions
The list of the interactions managed by the Agents will be available on the Fax Interactions view:
The down/up arrows near the Last message field indicate if the last message was incoming or outgoing.
You can filter the interaction list by: Start Date, Read/Unread, Status (Open/Closed), Account, Agent (the first one who managed it), Tags (multiple choice).
The interactions can be searched by:
interaction ID
message text
contact first name
contact last name
from (fax number)
Click the search button, insert the search string and confirm:
and the list of the contacts matching the search string will be shown. When you want to go back to the full list of contact view again, click on X.
If not, the request starts only after having entered at least 5 characters or after pressing Enter
Clicking on the Interaction row, the agent is able to see all the messages exchanged in the single session, as well as the right side bar information (contact, interaction, journey).
Clicking on the three dots menu, the agent can apply the following commands to the selected interaction:
- Show the interaction contents
- Download a pdf transcript of the interaction (depending on Agent's permissions)
You can use the Advanced Search button and select a field to be matched with a value among a list of all those available. When you click this button (you find it on the right side of the toolbar), the system will show you the following form:
Select the Field (scroll the list of all the available search fields)
Select the Operator among those available (eg.: equals, contains, starts with, and so on)
Select or insert the Value
Add the Condition (click on + )
To add more conditions repeat the operation, like in the following example:
and choose whether the conditions:
must all be met:
or at least one of them:
If you want to delete the advanced search condition inserted click on the single search condition button X to delete it or click on the CLEAR button in order to delete them all at once.
When you finish, click on the APPLY button in order to start the search: the query is executed and all the items that match the conditions inserted are shown.
It is possible to:
modify a condition set: click on a set condition and press Edit
now change the condition as you like(field, operator, value)
temporarily disable the search condition: click on the set condition and press Disable:
and enable it again:
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When a selection is active as long as the search conditions are operational, the Advanced Search button will notify it by reversing its color (red on a white background) and blinking Moreover the Advanced Search conditions will search all the List of the available entries, regardless of any filter applied to the list view using the filters Select a list or Select Tag |
Send a new Fax
In order to send a New Fax click on + button, choose the account (from the list of those available) from which to send it and then compose the fax body and recipient:
Send a new Fax
In order to send a New Fax click on + button, choose the account (from the list of those available) from which to send it and then compose the fax body and recipient:
Troubleshooting
Error message | Meaning |
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Phone number not operational | The fax number is invalid |
The call dropped prematurely | The call dropped due to a non-fax transmission error. It is likely that the receiver hung up. |
Busy | The destination fax number is busy processing another fax |
No answer from the fax machine | It means that the receiving fax machine may not be available, or the connection between the two machines has failed. |
Congestion | It means the line is not clear due to some static or the receiving fax machine is busy or congested with other faxes |
No response after sending a page | The remote fax machine did not acknowledge that it received a page of the fax. |
Received no response to DCS or TCF | The remote fax machine responded with a disconnect message after a page was sent successfully. Depending on the remote machine's behavior, it may have still printed the sent page and any preceding pages. |
No answer | The Receiving Machine May Be Out Of Paper |
No Fax tone detected | This is a voice number and not hooked up with a fax machine |