Capturing Consent for Fax
End users can capture fax consent for each account. This ensures compliance with local regulations that require appropriate consent before sending fax communications.
Accounts can grant consent for specific types of fax communications. Vault CRM enforces these consent settings when faxes are sent, including preventing delivery to accounts that have not granted consent or are marked as never allowed to receive faxes.
Who can use this feature?
- Fax Admins — Browser
- Setting Up Consent for Fax
- Reusing Existing Custom Fax Consent
- Data Loading Multichannel Consent Records
- End Users — Browser, iPad
- Capturing Fax Consent
- Users do not require an additional license
Configuring Fax Consent Capture for
Fax Admins
To configure this feature:
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Ensure Configuring Consent Capture is complete.
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Navigate to Admin > Users & Groups > Permission Sets.
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Select the appropriate permission set.
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Select the Objects tab.
- Grant the following permissions:
Object Object Permission Object Type Fields Field Permission account__v
CRE
All applicable object types
fax_opt_type__v Edit
consent_header__v CRE All vcountry__v Edit consent_line__v CRE unbranded__v unbranded_display_name__v Edit consent_type__v CRE fax__v - channel_label__v
- consent_header__v
- created_by__v
- display_name__v
- fax_consent_level__v
- legacy_consent_channel__v (optional)
- modified__v
- modified_date__v
- name__v
- subscribe_keyword__v
- unsubscribe_keyword__v
Edit multichannel_consent__v CRE fax__v - account__v
- consent_header__v
- created_by__v
- created_date__v
- detail_group__v
- last_device__v
- legacy_consent_channel__v (optional)
- mobile_id__v
- modified_by__v
- modified_date__v
- opt_expiration_date__v
- opt_method__v
- optout_event_type__v
- signature_datetime__v
- signature_id__v
- unbranded__v
Edit
End Users
To configure this feature:
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Ensure Configuring Consent Capture is complete.
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Navigate to Admin > Users & Groups > Permission Sets.
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Select the appropriate permission set.
-
Select the Objects tab.
- Grant the following permissions:
Object Object Permission Object Type Fields Field Permission account__v
R
All applicable object types
fax_opt_type__v Read
consent_header__v R All vcountry__v Read consent_line__v R unbranded__v unbranded_display_name__v Read consent_type__v R fax__v - consent_header__v
- display_name__v
- fax_consent_level__v
- legacy_consent_channel__v (optional)
- name__v
- object_type__v
- subscribe_keyword__v
- unsubscribe_keyword__v
Read multichannel_consent__v CRE fax__v - consent_header__v
- legacy_consent_channel__v (optional)
- opt_method__v
- unbranded__v
Edit
Setting Up Consent for Fax as
Fax Admins
Fax admins must set up consent for Fax by creating a Consent Type (consent_type__v) record with the Fax (fax__v) object type. See Creating Consent Types for more information. Note the following requirements when setting up the Consent Type record for fax:
- The Channel Source field must always be empty on Consent Type records for fax
- When the Fax Consent Level is set to Product, Child Consent Lines must be of type Product or Unbranded
- When the Fax Consent Level is set to Content Type, Child Consent Lines must be of type Content Type only
Unbranded Consent
Some fax templates may not be tied to specific products, for example templates for corporate or institutional communications. Users should ensure unbranded consent is captured prior to sending faxes for unbranded content. Unbranded consent is captured as Consent Lines under the fax Consent Type.
To capture unbranded consent:
- Navigate to Business Admin > Objects > Consent Lines.
- Select Create.
- Select unbranded__v as the Consent Line Type.
- Select a Consent Type of fax__v.
- Enter the Unbranded Display Name to display the correct label for end users.
- Select Save.
When consent is captured for such a configuration, a Multichannel Consents record is created where the Unbranded option is set to Yes.
Reusing Existing Custom Fax Consent as
Fax Admins
Fax admins can reuse consent captured for a custom consent channel as consent for Fax. When reusing consent for a custom consent channel, the most recently captured consent record is used. For example, an end user captures opt-in consent for a fax__c custom Consent Type for Fax. The custom Consent Type is then updated to the Fax consent channel, and the same opt-in consent is used for Fax.
To set up legacy consent:
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Navigate to Business Admin > Objects > Consent Types.
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Select the Consent Type record for the appropriate custom consent channel.
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Update the object type to Fax.
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Populate the Legacy Consent Channel field with the API name of the object type for the custom channel, for example, fax__c.
If the custom consent channel was previously configured for a Channel Value, those values on Multichannel Consent records are ignored when evaluating consent for the Fax channel.
Data Loading Multichannel Consent Records as
Fax Admins
Fax admins can data load Multichannel Consent (multichannel_consent__v) records for opt-in consent in bulk using the Vault Loader or an integration with an external system. The following fields must be populated on each record:
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Object Type - Must be fax__v
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Account
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Capture Datetime
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Opt Type
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Product*
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Unbranded*
* Optional, depending on how consent was captured.
Capturing Consent for Fax as
End Users
If the consent_required_for_sending__v check box on the template is selected, consent is validated based on the consent type of the recipients as well as any consent records associated with the account whenever an end user tries to send a fax. This check box is not selected by default.
Consent for fax communications are captured at the account level for both business and person accounts. This allows the captured consent to be available even if the fax number changes. Additionally, consent can be captured for specific products or for communications not associated with a product.
To capture fax consent for an account:
- Select an account to view the Account Details screen.
- Select Consent Capture from the More Actions menu.
- Scroll to the Fax channel.
- Select the appropriate consent.
- Select Continue.
- Review the consent text.
- Select the consent check box.
- Capture the consent signature.
- Select Save.
Opt-Outs
Opt-outs are managed by the customer and can be captured outside of Vault CRM, for example using phone or external fax solutions. Customers are responsible for ensuring these opt-outs are added to Vault CRM for use when sending fax communications.
