Getting Started with Nextiva Virtual Fax (vFax)

Logging into the vFax Portal

Upon sign-up, you will receive your login information via email. After your account has been activated, you will then be prompted to log in at vfax.nextiva.com. If you don’t receive an email within 24 hours of signing up, please submit a case.

To log into your account:


 

1. Navigate to vfax.nextiva.com.
    
2. Enter your username and password.
    
3. Check the box to agree to our terms and conditions.
    
   1. Optionally check the box to Remember My Username and Log Me On Automatically.
       
4. Click the Logon button.

NOTE: Password Recovery is an option to receive a verification code to retrieve your login details. 
 

Viewing Faxes

Nextiva stores your faxes up to 180 Days (6 months).




Upon login, you arrive at your Dashboard. Here, you can view faxes sent and received.  

To access up to 6 months of fax history:

1. Click Search on the left-hand side of the page.
    
2. Select the type of fax (Inbound/Outbound) from the drop-down menu at the top of the page.
    
3. Select the date.
    
4. If using Nextiva vFax Folders, select those from the drop-down menus at the top of the page.
    
5. Click the Arrow in the upper right-hand corner of the page.  All faxes matching the criteria will display.
    
6. Double click on a fax to view it.
    

Sending Faxes

To send a fax from the portal:

1. Click Send on the left-hand side of the page.
    
2. Enter information, some will be used for the cover page:
   
   
   
   • Fax Number - Required.  The 10-digit number to send the fax to.
     
     NOTE: Nextiva does not support faxing to international numbers.
      
   • Deliver To - The name of the recipient will appear on the cover page.
      
   • Sent From - The name of the sender will auto-populate based on your account settings.  This will appear on the cover page.
      
   • Fax Subject - Subject for fax page.
      
   • Cover Page - Choose to use the Nextiva cover page.  If left on Select Cover Page a cover page will need to be uploaded.
      
   • Schedule - Choose what day to send the fax.
      
   • Tracking Key - Field on the Nextiva cover page.
      
   • Charge Code - Field on the Nextiva cover page.
      
3. Click Next in the upper right-hand corner.
    
4. Attach any documents or images to send.  Be aware images will be rendered in black and white.  There is a limit of 10 attachments per fax, and they will send in the order you attach them.
   
   NOTE: Large attachments will increase processing time and could lead to fax failure.
    
5. Click Next in the upper right-hand corner.
    
6. Review the sample cover page and the names of the attachments.  Be aware the cover page will NOT pull data at this point in time.
    
7. Click Next in the upper right-hand corner.
    
8. If Nextiva vFax Folders are configured, the fax can be filtered with notes.
    
9. Up to 5 email addresses or fax numbers can be added to receive a copy of the fax.
   
   
   1. Select either email or fax from the drop-down menu.
      
      
   2. Enter the fax number or email address.
       
10. Click Send in the upper right-hand corner.
     
11. The fax will process and send and you will receive notification.
     

Resend/Forward Fax

From within the fax portal, you can resend or forward a fax to a new number.

1. Select the fax you wish to resend or forward in your fax history. Click here for instructions.
   
   
2. In the Actions column in the history table, click the mail icon .
   
   
3. In the pop-up window that appears, fill out the new cover page information.
   
   NOTE: The cover page from the original fax will be included when you forward the fax.
   
   
   
   
4. Once all relevant information is filled out, click Send.
   
   

To send from email:

1. Compose an email from the primary email assigned to your fax user.
   
   NOTE: Only the primary email for the fax account can send faxes. All other emails will not have access. If you have multiple people who want to send faxes by email, additional fax lines will be needed.
    
2. In the To field put 1[10 digit fax number]@nextivafax.com (i.e 14804359618@nextivafax.com)
   
   NOTE: Nextiva does not support faxing to international numbers.
    
3. Enter a subject. This will populate in the subject field on the Nextiva cover page.
    
4. Attach any files with a recommended size of 2MB or smaller per file. There is a limit of 10 attachments per fax, and they will send in the order you attach them.
   
   NOTE: Large attachments will increase processing time and may lead to fax failure.
    
5. Anything in the body of the email will be in the comments section of the Nextiva cover page.
    
6. Send your email.
    

Send from a Fax Machine

To send a fax through a physical fax machine, the Nextiva Fax Bridge will need to be purchased and installed. See also Fax Bridge Installation.

Once configured and installed, you can send faxes through your fax machine as you normally would.

Account Settings

Make changes to your account.

Profile Tab

Access your profile.

Filters Tab

The filters allow you to create organizational rules for your faxes. Click here for setting up Nextiva vFax Folders

 

Password Tab

Use the password tab to update your password.

1. Click the  icon to unlock the fields.
    
2. Enter your current password under the Old Password section.
   1. NOTE: If you don't remember your old password, you may log out and select Password Recovery on the login page. 
       
3. Enter your new password on both the New Password and Confirm Password sections.
    
4. Click Save.
    

Notifications Tab

If needed, you may add email addresses where confirmation notifications of faxes will be sent. Add up to five additional email addresses.  

**SMS is not currently supported.**

1. Choose email from the drop-down menu on the left
    
2. Enter the email address.
    
3. Set Notify On Send and Notify On Receive to your preferences.
    
4. Click Save. 

Billing Tab

The Usage Limits section of the Billing tab is not used by Nextiva.

The Usage Summary section will let you see how many pages you've sent and received in both this billing cycle and and the previous billing cycle, allowing you to track how many pages you use against what your statement says you are allocated.

Related Articles

Nextiva vFax Frequently Asked Questions

vFax Billing Portal

Fax Bridge Installation

Return to vFax Landing Page