To enable faxing, Kno2 provides three options:
Port your existing fax number(s) to Kno2
Add a new Kno2 fax number (s)
Forward an existing fax number(s) to a Kno2 fax number(s)- Use a temporary new Kno2 fax number while planning to port an existing number later
For best results and ease of transition to Kno2, it is strongly recommended that you port your existing fax numbers into the Kno2 platform. Assignment of a new fax number, although instantaneous, requires communication to external providers that may have your current fax numbers on file and may result in frustration if they do not have the most recent fax number(s). While forwarding is an option, it is not recommended as the likelihood of fax transmission failure increases substantially and may result in missed critical faxes. If you would still like to forward your fax numbers, please contact Kno2 at support@kno2.com.
Key Considerations for Fax Number Management
Evaluate Immediate Needs: Assess whether a new fax number is required promptly or if the current one can remain in use until porting is finalized.
Porting Timeline: Plan for the necessary time to complete the porting process, which could necessitate coordinating with current service providers.
Impact on Organizational Operations: Consider the impact of transitioning to a new fax number temporarily and ensure all stakeholders are informed.
To Enable Fax for Your Organization
The process for enabling fax currently requires a Kno2 support representative to complete the setup. Future functionality will allow you to enable this feature for your organization right in the Kno2 portal. Please contact support at support@kno2.com to enable fax today.
Telephony is a federally regulated industry and thus requires the appropriate procedures be followed when a phone or fax number is involved. Porting a fax number requires a transfer of the number between your current telephony provider and Kno2’s telephony provider. This process can take anywhere between a few days to a few weeks depending on the telephony providers involved. Kno2 will handle the entire process for you and keep you updated on the status of the port process, all the way through activation. During the porting process, you will continue to utilize your fax the same as you always have. The Kno2 team will provide you with an anticipated date/time that the number will be moved into Kno2. Once the number is moved into Kno2, you will no longer receive or send faxes in your previous methods, and will start sending and receiving all of your faxes via Kno2 or your EMR (if integrated with Kno2).
Frequently Asked Questions About Fax Porting
Will faxes be accessible after porting? Yes, faxes will remain viewable in Kno2, and any applicable integrations will continue to function.
What if I did not receive the LOA form? If the form is missing, reach out to Kno2 support at support@kno2.com to get a new copy or assistance.
Can I continue using my fax during the porting process? Yes, your current fax service will remain functional until the port date provided by the Kno2 team. To initiate the porting process, you'll need to complete a Letter of Authorization (LOA) form, which will be sent to your email by the Kno2 team. It's important to fill out and return this form as soon as possible to avoid delays in processing. If you haven't received the form or need assistance, contact Kno2 support. Before the port date, any faxes sent to the number being ported will still be received through your current system. Once the number is moved into Kno2 on the port date, you will no longer receive or send faxes in your previous methods, and will start sending and receiving all of your faxes via Kno2 or your EMR (if integrated with Kno2). After successful porting, you can view all messages from both the old and new fax numbers within the Kno2 platform. This ensures seamless access to your communications history.
Porting an Existing Fax Number
Telephony is a federally regulated industry and thus requires the appropriate procedures be followed when a phone or fax number is involved. Porting a fax number requires a transfer of the number between your current telephony provider and Kno2’s telephony provider. This process can take anywhere between a few days to a few weeks depending on the telephony providers involved. Kno2 will handle the entire process for you and keep you updated on the status of the port process, all the way through activation. During the porting process, you will continue to utilize your fax the same as you always have. The Kno2 team will provide you with an anticipated date/time that the number will be moved into Kno2. Once the number is moved into Kno2, you will no longer receive or send faxes in your previous methods, and will start sending and receiving all of your faxes via Kno2 or your EMR (if integrated with Kno2).
Additional Planning Tips for Porting
When planning for porting, it's important to synchronize with your organizational goals to minimize operational disruptions. Inform key stakeholders and coordinate with existing providers early in the process to address any potential delays or inconveniences. Porting takes on average a minimum of 15 business days, but can take longer if additional information is required.
Managing Kno2 Fax Numbers
If you have fax available in your Kno2 organization, you can manage the fax number(s) from Settings > Fax Numbers. Any fax numbers available to your organization will be listed there.
You can manage certain information about fax numbers by clicking Edit (pencil icon) to the right of the number:
Nickname: A name visible only within Kno2 to help identify the number internally.
Fax Number: Your fax number.
Caller Id: Select which number you wish to send as the Caller ID on outbound faxes. The default may use a common number as the outbound Caller ID for improved deliverability.
Send Permission(s): Which users are allowed to use the number to send on behalf of your organization.
Select Global Rule (applies to all users) to grant all users permission to send messages from this fax line. Once set for a line, all newly added users will automatically be included in the rule permissions.
Select Specify a list of users to limit which users may send from the number.
