The university utilizes the Documo Fax Over IP (FoIP) service, formerly known as the FoIPly.com service. This service provides a secure location to receive faxes into and to send faxes from the service. (The service is subject to change providers. Do not publish anything other than your 715-425-XXXX phone number as that will be consistent from service to service.)
Requesting Access to the Service
Please contact DoTS to request the Fax Over IP service be setup. Include who should have access, what phone numbers and machines (including locations) should be converted over and a general use case statement to assist in the setup of your service. We will contact you for additional information for setup and training.
Accessing the Service
Log into the service: https://app.documo.com/signin (The username and password are assigned by DoTS at the time service is established. It is not tied to university email.) See their user help section for assistance on common tasks including sending and receiving faxes: https://help.documo.com/mfax-for-users
Changing the Password
The service uses an username and password unique to the system. It does not have an integrated username and password with the campus email. This is by design so that departments can easily share a username and password on the service without violating information security policies. You should use a "secure" password which consists of at least 12 characters. Use a pass phrase that is easy to remember like "I love 2 eat chicken wings for lunch." or "My dog isn't bright, she is radiant!"
Steps to change the password:
- After you are logged into the service, select the gear icon in the lower left hand corner
- On the right side of the screen, enter the current password followed by your new password twice (second time confirms the new password)
- Select Change
- Select Save
Security
If you receive or send "medical" related information, you must do so in a secure manner. Do not enable email delivery of your faxes. This prevents a copy being stored in your email. You may turn on notifications of new faxes but uncheck the box that includes a copy of the fax in your email. Then you can go onto the service and access the fax in a secure manner.
You are not allowed to receive credit card payments as a merchant using this service. You may send out credit card forms (i.e. your procurement card when buying something) but you should do so cautiously. You should contact the merchant to verify that there are not other more secure manners in which to send this information.
Costs
Per administrative policy, fax services are not included in the annual fee that is charged in the annual FTE calculated fee. Fax services can be charged on a per device/number basis if needed. However, since the fee was established in 2015, fax services have been absorbed by Technology Services. This practice will continue as long as departments move to the cloud-based services. We strongly encourage departments to switch to the cloud-based service. As of July 1, 2019, departments remaining on analog fax services incur a significantly higher monthly charge than in the past due to the increased costs associated with the phone line.
Moving Forward
As of July 1, 2019, the Division of Technology Services no longer supports the addition or general maintenance of any new or currently installed physical fax machines. Any staff/faculty who require the usage of a fax machine but have not signed up for the cloud-based service can visit the Division of Technology Services. A DoTS representative is available to help send the document using a designated fax machine. Students continue to have the ability to send fax documents using the machine located at the University Center Information Desk.
The Documo faxing service is now in beta experimenting with the ability to send international faxes! The current list of available countries and rates can be found here.