Box Integration- How it works
A copy of faxes received into a Sfax number will be filed into the Box folder(s) that the fax number(s) have been linked to. More than one fax line may be linked to the same Box folder, however a fax number may not be linked to more than one Box folder.
To begin, you must have both a Sfax and a Box account. If you are concerned with HIPAA compliance you should have a BAA in place with Box prior to sending PHI to your Box account. More from Box here: Box HIPAA information
Once you have both, you will log into your Sfax account and go to the Settings icon
Then you will select Manage integrations
You will see the Box integration at the top of the page, and you will click Activate to start the process.
A screen will pop up and you will need to click Next
If you are logged into a Box account the browser may recognize it and the account information will display here, and you can just click the "Grant access to Box" button. If you are not also logged into a Box account you will be asked to enter your Box credentials first, Authorize access, and then you will need to Grant access to Box.
A confirmation screen will come up, and you will need to click Continue.
The additional settings will then be expanded underneath Mange integrations as Box, and you will start with Box settings
The Integration admin is the contact (must be an Sfax admin) who we will notify if there are any problems with the integration (i.e. we were not able to file the fax to a Box folder for some reason). So if you are setting up the integration but will not be managing it moving forward, you can change to a different Sfax admin.
The Box account field is identifying the email address for the Box user account that the integration was activated under.
The Status field has 3 options:
Enabled which means the faxes will file to the linked Box folder.
Suspended which means that the faxes will be held in a queue until the integration is enabled again (the faxes will then file to the linked Box folders.
Disabled which means that faxes are not filing to Box folders at all.
NOTE: If we are not able to deliver faxes to Box folders after multiple attempts, we will suspend the integration and hold your faxes in a queue until an admin confirms that all fax lines are properly mapped and then enables it again. You will not lose your faxes, they will be available in your Sfax account, and they will being filing to the Box folder(s) when the integration is enabled again, assuming it was not disabled first.
The Fax retention field has 2 options:
Retain until deleted by user which means Sfax will retain a copy of the fax delivered to Box in the Inbox folder until deleted by the user.
Delete upon deliver to Box which means the fax will be delivered to Box and Sfax will remove the fax from Inbox folder.
Here you will see all fax numbers in your Sfax account. For each of these numbers you will need to go to the Inbound, Sent and Failed column and select Set delivery preference. If you have any user set up for Outbound Only you will also need to set up their Sent and Failed folders.
When click on the link to "Set delivery preference" you will see a folder tree representing all of your Box folders. You will then need to select the Box folder that you would like faxes into that particular number filed into. You will replicate this process for all fax lines for Inbound, Sent and Failed folders. If you do not wish to have a fax number linked to a Box folder then please select "Do not link to Box" in the lower left hand corner. The faxes for that line will not be delivered to any Box folders.
Note: If you do not select one of these options, the Integration admin will be emailed daily and asked to make a choice. More than one fax line may be linked to the same Box folder, however a fax number may not be linked to more than Box folder
After you have linked to the Box folder, the Box folder name will be displayed in the Inbound, Sent or Failed column. If you did not link to a Box folder then it will say "Not linked to Box".
Once the Fax line(s) have been linked, the new faxes will immediately begin filing to the Box folder(s). The previously existing faxes will not be delivered to the Box folder. This is what the faxes will look like from the Box folder. The naming convention used is SFAX_Fax ID
Searching for more information about a fax delivered to Box will only work if in your Box settings > Fax retention the option Retain until deleted by user has been selected. The exported fax to Box uses the naming conventions SFAX_FAX ID (ex. SFAX_2160219213431980430). You can use the fax id number to search for a fax in the Sfax portal (assuming you are also a user on this fax line) if for some reason you need to find more information about the fax.
For instance below the user has searched for the first fax above ending in 0430, which returned this result.
You can also select a fax from the Sfax web portal and click on the pencil icon to confirm that a fax was filed to Box, and where it was filed to.
If for any reason you need to deactivate Box, please go to Settings > Manage integrations and select Deactivate.
Once you click Deactivate, the Sfax to Box integration window will open up with three warnings as shown below. You will need to put a check mark in the box next to "Yes, deactivate the Box integration." and click Deactivate.
We will automatically suspend the integration if we have multiple (3 attempts) consecutive failures when attempting to file a fax to a Box folder. When the integration is suspended the Integration admin will be emailed and once the integration is enabled again the faxes will begin filing to the Box folder(s).
If there is no Integration activity for 60 days, meaning no faxes come in for any fax number that is linked to a Box account, the Integration admin will be notified via email and the user account will need to be Authorized again.