Give every fax a state
Each received fax carries a team state: New, In progress, Done or Archived. Filter the inbox by state and the queue becomes a to-do list. A fax nobody has touched stays visibly New, which is the whole point of a shared inbox.
Assign an owner
Assign a fax to a person and it is clear who will answer it. Assignment is also a visibility tool: an organization can set members to see only faxes assigned to them plus the ones nobody has claimed yet, while owners and admins always see everything.
Keep the discussion on the fax
Internal notes live on the fax record, and you can mention a colleague in one. The context stays with the document instead of scattering into private chats, so the next person to open it sees what was already tried.
Decide the rules before you invite people
- Who sees everything? Owners and admins always do; members follow the organization visibility setting.
- Who may delete? Owners and admins only. A deletion cannot be undone.
- How long do faxes stay? An owner picks the retention period in Settings, from 30 days to seven years, or keeps them until deleted.
- Who gets the email? Notifications carry a partly hidden number and a sign-in link, never the pages.
What goes wrong in the first week
Watch for faxes that sit at New for a day: it usually means nobody feels responsible, and a narrower visibility setting or a standing assignment fixes it. Sensitive actions are recorded in the audit log, so an owner can see who opened, assigned or deleted a fax.