Fax Viewer Module Documentation

Table of Contents

1. Navigation & Access
2. Screenshots & Visual Interface
3. Module Overview (Technical)
4. Module Overview (Commercial/Business)
5. Module Overview (End User/Administrator)
6. Log Fields Reference
7. Common Scenarios & Examples
8. Limitations & Important Notes
9. Model Context Protocol (MCP) AI Integration
10. Troubleshooting Tips
11. Glossary

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Navigation & Access

To access the Fax Viewer log and document repository:

1. Log in to the Ring2All Web Portal (https://<domain-or-ip>/login).
2. In the left navigation sidebar, expand PBX Engine.
3. Under Virtual Faxes, click Fax Viewer (/pbx/virtual-faxes/viewer).
4. Browse transmitted faxes, inspect delivery status, or preview and download received PDF/TIFF documents.

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Screenshots & Visual Interface

Fax History & Activity Log

Interactive data grid showing incoming and outgoing fax logs, remote station IDs, page counts, delivery outcome flags, transfer bitrates, and direct download links.

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1. Module Overview (Technical)

What Is Fax Viewer?

Fax Viewer is a log viewing interface that displays all inbound and outbound fax transmissions. It provides searchable access to fax history, status information, and the ability to view or download fax documents.

Architecture

┌─────────────────────────────────────────────────────────────────┐
│                    Fax Viewer Architecture                      │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  Admin Panel                                                    │
│  ┌──────────────────────────────────────────────────────────┐   │
│  │        FaxViewerPage.tsx                                 │   │
│  │                                                          │   │
│  │  ┌─────────────────────────────────────────────────────┐ │   │
│  │  │ Date       │ Dir   │ Device │ Remote   │ Pages │ Status│ │   │
│  │  ├─────────────────────────────────────────────────────┤ │   │
│  │  │ 2026-01-16 │ ← IN  │ Main   │ +1555123 │  3    │ ✓    │ │   │
│  │  │ 2026-01-16 │ → OUT │ Sales  │ +1555456 │  2    │ ✓    │ │   │
│  │  │ 2026-01-15 │ ← IN  │ Main   │ +1555789 │  1    │ ✗    │ │   │
│  │  └─────────────────────────────────────────────────────┘ │   │
│  │                                                          │   │
│  │  [View] [Download] [Delete]                              │   │
│  │                                                          │   │
│  └──────────────────────────────────────────────────────────┘   │
│       │                                                         │
│       ▼ API Query                                               │
│  ┌──────────────────────────────────────────────────────────┐   │
│  │        Backend API                                       │   │
│  │                                                          │   │
│  │  SELECT * FROM public.fax_logs                           │   │
│  │  WHERE domain_id = ?                                     │   │
│  │  ORDER BY created_at DESC                                │   │
│  │                                                          │   │
│  └──────────────────────────────────────────────────────────┘   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

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2. Module Overview (Commercial/Business)

Business Value

Fax Viewer provides complete fax history:

Without Fax Viewer	With Fax Viewer
No transmission history	Full audit trail
Unknown status	Success/failure visible
No document access	View/download documents
Manual tracking	Searchable logs

Use Cases

1. Audit Trail

   • Track all fax activity
   • Compliance documentation

2. Troubleshooting

   • Identify failed transmissions
   • Review error messages

3. Document Retrieval

   • Find past faxes
   • Download for records

4. Status Monitoring

   • Check delivery status
   • Confirm receipt

Feature Highlights

Feature	Benefit
Search	Find faxes quickly
Direction Filter	Inbound/Outbound
Status Display	Success/Failed
Document View	Preview faxes
Download	Save to local
Delete	Clean up history

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3. Module Overview (End User/Administrator)

What Can You Do?

• View all fax transmissions
• Search by number or caller ID
• Filter by direction
• View document content
• Download fax files
• Delete old logs

Fax Viewer Interface

┌─────────────────────────────────────────────────────────────────┐
│              Fax Viewer                                         │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│  🔍 [Search faxes by number or caller ID...        ]           │
│                                                                 │
│  ┌───────────────────────────────────────────────────────────┐  │
│  │ Date        │ Dir      │ Device   │ Remote     │Pgs│Status│  │
│  ├─────────────┼──────────┼──────────┼────────────┼───┼──────┤  │
│  │ 01/16 10:30 │ Received │ Main Fax │+15551234567│ 3 │  ✓   │  │
│  │ 01/16 09:15 │ Sent     │ Sales    │+15559876543│ 2 │  ✓   │  │
│  │ 01/15 16:45 │ Received │ Main Fax │+15555551234│ 1 │  ✗   │  │
│  │ 01/15 14:20 │ Sent     │ Support  │+15557771234│ 4 │  ✓   │  │
│  │ 01/15 11:00 │ Received │ Main Fax │+15558881234│ 2 │  ✓   │  │
│  └───────────────────────────────────────────────────────────┘  │
│                                                                 │
│  Row Actions: [👁️ View] [⬇️ Download] [🗑️ Delete]               │
│                                                                 │
│  Showing 1-10 of 156 faxes                                      │
│  [< Previous] [Next >]                                          │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Quick Tips

[!TIP] Search: Search by phone number or remote caller ID.

[!TIP] Download PDF: Successfully received faxes can be downloaded as PDF.

[!CAUTION] Delete: Deleting a log removes the document permanently.

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4. Log Fields Reference

Display Columns

Column	Description
Date	Transmission date/time
Direction	Received (inbound) or Sent (outbound)
Device	Fax device used
Remote	Remote fax number
Pages	Number of pages
Status	Success or Failed
Size	File size

Direction Types

Direction	Icon	Description
Received	←	Inbound fax
Sent	→	Outbound fax

Status Types

Status	Description
Success	Transmission completed
Failed	Transmission failed

Available Actions

Action	Description
View	Open fax document
Download	Save file locally
Delete	Remove log and file

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5. Common Scenarios & Examples

Scenario 1: Find Recent Fax

1. Open Fax Viewer
2. Look at recent entries
3. Click View to preview
4. Download if needed

Scenario 2: Search for Specific Sender

1. Enter phone number in search
2. Results filter automatically
3. View matching faxes

Scenario 3: Check Failed Transmissions

1. Look for failed status entries
2. Review error details
3. Retry if outbound

Scenario 4: Archive Faxes

1. Download important faxes
2. Save to local storage
3. Delete from system

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6. Limitations & Important Notes

Technical Notes

[!NOTE] Read-Only Logs: This module views logs only. Sending is done via Send Fax module.

[!NOTE] File Storage: Documents stored on server filesystem.

[!WARNING] Delete Permanent: Deleting removes both log and document file.

Best Practices

1. Regular Review: Check for failed transmissions
2. Archive Important: Download critical faxes
3. Clean Up: Delete old unnecessary logs
4. Search Smart: Use full phone numbers

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7. Model Context Protocol (MCP) AI Integration

The Ring2All Platform Copilot integrates with the Fax Viewer archive via the Model Context Protocol (MCP) to audit incoming/outgoing fax transmissions, diagnose delivery errors, inspect transfer bitrates, and verify page delivery.

Exposed MCP Tools

Tool Name	Operation	Primary Parameters	Description
query_fax_history	History Search	direction (“all”, “inbound”, “outbound”), search (string, optional), limit (number)	Retrieves recent fax transmission logs, showing timestamp, remote phone number, caller ID, page count, and success status.
get_fax_details	Detailed Diagnostic Inspection	faxLogId (number)	Fetches complete transmission diagnostics for a specific fax record, including result codes, transfer rate, and rendered PDF path.
list_fax_devices	Device Inventory	search (string, optional)	Queries configured fax devices to correlate activity with specific endpoints.

Operational Safeguards & Storage Privacy

• Domain Scope Isolation: Users and Copilot sessions can only query fax logs belonging to their authenticated tenant domain (WHERE domain_id = :domain_id).
• Read-Only Inspection: Querying fax history and viewing transmission details does not delete or truncate files on disk.
• Path Sanitization: Direct disk paths are never exposed to untrusted external callers; file retrieval relies on secure authenticated download tokens.

Example MCP Payloads

1. Querying Recent Inbound Faxes (query_fax_history)

{
  "direction": "inbound",
  "limit": 10
}

Response:

{
  "success": true,
  "data": {
    "totalReturned": 2,
    "faxes": [
      {
        "id": 892,
        "direction": "inbound",
        "remoteNumber": "+13055550180",
        "callerId": "Medical Records <+13055550180>",
        "pages": 4,
        "success": true,
        "resultText": "OK",
        "transferRate": 14400,
        "timestamp": "2026-09-08T14:15:22.000Z"
      },
      {
        "id": 885,
        "direction": "inbound",
        "remoteNumber": "+17865550122",
        "callerId": "Apex Law <+17865550122>",
        "pages": 2,
        "success": true,
        "resultText": "OK",
        "transferRate": 14400,
        "timestamp": "2026-09-08T11:02:10.000Z"
      }
    ]
  }
}

2. Inspecting a Failed Fax Transmission (get_fax_details)

{
  "faxLogId": 890
}

Copilot Natural Language Prompts

• “Show me all faxes received today across our domain.”
• “Why did the fax transmission to +13055550199 fail? Look up the error details in the log.”
• “How many total pages of faxes were processed this week?”
• “Find the latest fax received from sender +13055550180.”

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8. Troubleshooting Tips

Common Issues

Symptom	Possible Cause	Solution
No logs shown	No fax activity	Wait for fax transmissions
View fails	File deleted	File may have been cleaned up
Download fails	File missing	Check storage path
Search no results	Wrong format	Try full number with country code

Diagnostic SQL

View recent fax logs:

SELECT
  fl.direction,
  fl.remote_number,
  fl.pages,
  fl.success,
  fl.result_text,
  fl.file_path,
  fd.name as device_name,
  fl.created_at
FROM public.fax_logs fl
JOIN public.fax_devices fd ON fl.fax_device_id = fd.id
WHERE fl.domain_id = [domain_id]
ORDER BY fl.created_at DESC
LIMIT 20;

Count by status:

SELECT
  success,
  COUNT(*) as count
FROM public.fax_logs
WHERE domain_id = [domain_id]
GROUP BY success;

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9. Glossary

Term	Definition
Fax Log	Record of fax transmission
Inbound	Received fax
Outbound	Sent fax
Remote Number	Other party’s fax number
Pages	Document page count
TIFF	Fax document format

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Documentation last updated: January 2026