Mastering the Fax Inbox

SigmaMD’s Documents inbox (Inbox > Documents) is designed to keep your practice organized and make it simple to locate, track, and manage all your fax and scanned document communications in one place. With powerful search and filter options, you can quickly find the exact document you need—even across a busy inbox. Scanned documents land in this same inbox alongside faxes; see Scanning a File into SigmaMD for how to scan a document in.

How to Search a Document

Use the search bar at the top of the inbox to find documents by title or tag. As you type, results will update instantly to match your query.

How to Use Filters

Click the filter icon next to the search bar to narrow your results. You can filter by:

Assignee – View documents assigned to one or more clinicians or staff.
Contact – See documents linked to specific contacts.
Patient – Focus on documents tied to individual patients.
Source – Filter to just Fax or Scan to see documents from a specific channel.
Show only – Choose to view just Starred, Sent, Received, Failed, or Canceled documents.
Show archived documents – Include archived documents in your results.

Tip: Filters remain active even if you leave the Documents inbox and return later. This allows you to consistently work within your preferred view without having to reset filters.

How to Archive a Document

Open the document you want to archive and click the Archive document icon in the top-right corner of the screen.

To view archived documents later, make sure the Show archived documents filter is enabled.

Understanding Drafts, Inbound, and Outbound Faxes

Scanned documents are received-only—they don’t have a draft or outbound state. They appear in the inbox alongside faxes, and you can use the Source filter above to view only faxes or only scans. The rest of this section covers faxes specifically:

Your inbox organizes fax messages by type, with clear icons and labels to indicate status:

Drafts – Faxes still being composed. These show a document icon and a “Draft” label. You can reopen and complete them anytime.
Inbound faxes – Received messages. These appear with a downward arrow icon and display the sender’s fax number or contact name. If not yet assigned, they’ll show as “Unassigned.”
Outbound faxes – Sent messages. These appear with an upward arrow icon and include the recipient’s fax number. If a fax cannot be delivered, you’ll see a Transmission failed alert.

Staying Organized

By combining search and filters, you can create focused views—such as all documents assigned to you, all outbound faxes to a specific contact, scans only, or only starred items. This helps reduce clutter and ensures you never lose track of important communication.