Posts Tagged 'Fax Software'

European Distributor Automates Order Processing with Enterprise Fax and Content Management Solution

Cito Benelux® B.V. based in the Netherlands, is a subsidiary of Phoenix Contact and Rittal – global manufacturers headquartered in Germany. Cito Benelux distributes industrial electrical and electrical components as well as enclosure and housing technologies from the parent companies to offices across the Benelux region.  Managing orders is the most important and urgent business process for Cito Benelux. The company receives more than 600 orders per day for electronic components and packaging; close to 70 percent, or 500, of those orders are sent to the company via fax.

Faxes arrived on the machines and were printed on paper. Every five minutes an employee picked up the faxes and delivered them to those responsible for entering orders into the Baan ERP (Enterprise Resource Planning) system by hand.  It took about an hour to take orders from fax arrival to entry into the ERP system.  In the orders process, hours or minutes can mean the difference between on-time deliveries.  Mistakes could mean a lost order or double order and double delivery of goods. 

Thanks to SecureComm in the Netherlands and an integrated system including Open Text’s Fax Server, RightFax Edition (with Microsoft Exchange module), Open Text Document Server, Alchemy Edition (with Web module) and Open Text Professional Services, Cito Benelux has been able to automate and optimize order processing – from hours to seconds.

Read the full Cito Benelux case study. (PDF format)

For additional product information please visit SecureComm or
contact  Matthijs Hols on +31 10 519 1466.


Open Text Delivers Extensible, Simple-to-Deploy Fax Over Internet Solution

Open Text Fax Gateway Maximizes Network Resources and Reduces Costs with Complete IP and Software-Based Fax Solution

Waterloo, ON. – March 02, 2010 – Open Text™ Corporation (NASDAQ: OTEX, TSX: OTC), the preeminent provider of Enterprise Content Management (ECM) software, today announced a complete range of fax gateways that give organizations of all sizes a single source for all their fax over IP (FoIP) needs. Easy to implement, the new Open Text Fax Gateway solutions are designed to help customers lower total cost of ownership (TCO) by consolidating voice and data network equipment for fax.

FoIP implementations can have many variables, especially in larger and more complex networks. One of the more challenging aspects is figuring out how to properly configure, test and optimize a general-purpose media gateway to act as a fax gateway. By offering purpose-built fax gateways, optimized to work with the Open Text Fax Server, Open Text eliminates this complexity while giving customers and partners a single source for service and support.  Open Text is the market leader in enterprise fax solutions offered with integration to the comprehensive management capabilities available in the Open Text ECM Suite.

“We’re seeing more and more interest in fax over IP in organizations of all sizes because it gives them a promising way to lower costs and consolidate resources,” said Matthew Brine, Vice President, Fax and Document Distribution, Open Text. “The combination of our fax gateways and market-leading fax server software makes it easier than ever to deploy a highly sophisticated FOIP solution that can deliver considerable savings and improve business processes.”

Flexibility, Interoperability, Compatibility
Communications networks in many organizations are often intermixed with circuit-switched (telephony) and packet-switched (IP) technologies. Open Text Fax Gateway serves as the bridge between these two divergent technologies and simplifies FoIP implementations by converting telephony communications — fax T.30 signals and TDM protocols— to standards-based SIP and T.38. Click to read the complete news release.

Click to learn more about Fax Gateway for FoIP.

India’s Largest Airport works with Open Text to Modernize Fax Processes

Mumbai International Airport Limited (MIAL) is a joint venture company that manages the Chhatrapati Shivaji International Airport (CSIA). With four terminals, and spreading over an operational area of 1450 acres, it is not only India’s largest airport, but that of all South Asia! Based on number of flights, Official Airline Guide (OAG) ranked it the seventh busiest airport in the world. With its overwhelming size and flight count, one can only imagine how hectic it is to keep things running smoothly and orderly 24 hours a day, 365 days a year.

Being such a busy location, CSIA heavily relied on almost 50 fax machines due to the importance of communication within the airport and to external connections. It was too risky exposing high security documents in such a public location to fax them out. Not only was the wait to use a machine extremely inefficient, but wait time for someone to come to repair a broken fax machine and the financial resources used to maintain them made having multiple machines very costly.

Thanks to Open Text’s Fax Server, RightFax Edition, CSIA employees can send faxes electronically from any Microsoft application without even having to leave their workstations. For signatures, they’re scanned and stored, and when sent, a delivery notification is sent to the signing party as a notification. For those on the go, faxes can even be sent or received straight to a mobile device anytime, anywhere. Even on one of CSIA’s flights!

MIAL did look at other options, although some did not provide support in India and others could not meet the user capacity needed for such a large user interface of 1000 users!

After acquiring Open Text’s solution, Mumbai International Airport Limited was able to eliminate avoidable costs, reduce manual processes from minutes to seconds, eliminate almost all fax machines, and increase confidence in communication security. There is no longer the need to rely on the office for faxes they can be easily conducted from anywhere, really. What used to be a security concerned documents are now confidential. What used to be expenses are cost saving benefits. What used to be an inconvenience is now more convenient than ever.

The full case study is in pdf format published here.

Inbound Faxing in Microsoft Exchange 2010 Unified Messaging

There is a big change in Microsoft Exchange Server 2010 Unified Messaging (UM) that opens an opportunity for the Open Text Fax Server to help. With the Exchange 2007 UM, there was an option for sending inbound faxes to Outlook clients. In Exchange 2010 UM, the internal feature for inbound faxing was discontinued but an option to redirect fax calls to third-party vendors to provide the capability was added. Open Text Fax Server, RightFax Edition is able to provide that server for Exchange 2010 UM as of Feature Pack 1.

We have developed a brief video presentation to explain this.

Exchange Server 2007 UM provided an option for inbound faxing but did not provide options for outbound faxing. With Exchange 2010 UM, there is not a built-in option for either inbound or outbound faxing but there is an option to configure the server to redirect fax traffic to the Open Text Fax Server.  The Open Text Fax Server Exchange Connector has been available for inbound and outbound faxing in both Exchange 2007 and 2010 but this does not work within the Unified Messaging roles.

Microsoft published a case study on how Open Text developed this integration and it is available here.

We have a new white paper on Inbound Faxing with Exchange Server 2010 Unified Messaging.  Download here.

Eliminating Fax Machines in Small to Medium Size Enterprises

“If a 25 person organization manually faxes 30 two-page documents daily, it is squandering approximately 1,000 man hours per year.”  Source: Mary Kauffman- The Kauffman Group

Many small to medium size organizations still use standalone fax machines to conduct daily business. What they might not realize is the amount of money they are spending annually simply to maintain a single machine.  One Fax machine can cost an average of $1000 annually to maintain. This is not even taking to account the amount of time that is wasted from retrieving these faxes from the machine and ensuring they are directed to the appropriate recipient. 

OpenText fax solutions eliminate the need for fax machines and keep businesses from losing important information, thus saving time and money. Below are some questions to take into account for deciding to implement a faxing solution to replace fax machines in your organization:

  • How much do you spend annually on maintaining fax machines in your office? (paper, toner, repairs etc.)
  • How much time are associates wasting on a daily basis from retrieving, and rescanning faxes from machines?
  • Is vital information being lost in fax transactions?
  • Would you like to streamline your business to ease the amount manual paper processes?
  • Are there security and compliance issues that you face from having fax machines outputting sensitive information?
  • Do you want better control and availability to see audit trails of your faxes?

 Open Text Fax Server, RighFax Edition and Fax Appliance, Fax Press Edition offer solutions for small to medium size enterprises looking to eliminate traditional fax machines and reduce the amount of lost information, increasing the compliancy and saving money.

OpenText Fax Server Business Edition is the optimal fit for small to medium size organizations. The Business Server software is a stand-alone fax server comes standard with the SMTP Gateway and allows a maximum of 30 channels.  Business Server also allows for telephony-based routing including: DID, Dialed Number Identification Service (DNIS), DTMP, CSID and Automatic Number Identification (ANI).

Fax Appliance, FaxPress Edition is an all-in-one hardware and software solution that offers a variety of features ideal for small to medium size enterprises. The 2500 analog 1 channel option is the smallest option and can be purchased for under $2000. This allows companies sending and receiving fewer than 480 pages of faxes per-day to have a low cost, high ROI solution in their office. The Enterprise Redundant System is a digital option that is available in up to a 72 channel option. The available unit options are the 2500, FaxPress Desktop Edition, Premier and the Enterprise Redundant. FaxPress is the perfect fit for small to medium size organizations looking to automate their faxing process with a user friendly interface and simple to install combined solution.

Open Text Fax & Document Distribution Group has published a free guide detailing document strategies for small and medium sized enterprises and you can download it from here

For more information on OpenText Fax Server, RightFax Edition and Fax Appliance, FaxPress Edition visit our website at:

Written by Kate LeRoy with Open Text’s Fax & Document Distribution Group. 


Open Text Delivers Rich Fax Functions for Microsoft Exchange Server 2010

The following news announcement was made today through Open Text Corporate PR…


Ensures that Enterprises Can Migrate to Exchange Server 2010 and Preserve Investments in Unified Messaging, Network-Based Fax Capabilities

WATERLOO, Ont. – November 9, 2009 – Open Text™ (NASDAQ: OTEX, TSX: OTC), a global leader in Enterprise Content Management (ECM), today announced that it has developed enterprise fax functionality seamlessly integrated with Microsoft Exchange Server 2010. This ensures that enterprises can migrate to Exchange Server 2010, preserve their investments in network-based fax capability and unified messaging systems and provides the ability to access faxing from mobile devices. Open Text is a Microsoft Gold Certified Partner and 2009 ISV Line of Business Partner of the Year finalist.

Faxing continues to be a critical requirement for many businesses that need signatures, drawings, and other paper-based content. In industries and businesses such as banking, healthcare, mortgage companies, and patent offices, faxes are recognized as important legal documents and vital to business operation. With Open Text Fax Server, RightFax Edition and Exchange Server 2010, faxing becomes an integral part of the overall enterprise infrastructure, providing a strong return on investment and reducing or eliminating the need for physical fax machines.

“By developing and updating our fax solutions to work with Exchange Server 2010, we provide enterprises with continued fax functionality that is vital in many industries,” said Raul Camacho, Senior Product Manager, Open Text Fax and Document Distribution. “What’s more, since faxing is built into the unified communications infrastructure users can easily receive, view, and send faxes from a variety of devices and locations, just like email.”

“Microsoft Exchange Server 2010 is now available for businesses worldwide and will help organizations reduce costs, protect communications and improve user productivity,” said Julia White, director of Exchange Product Management at Microsoft Corp. “Open Text has a history of providing products with a deep interoperability with Exchange Server. Open Text Fax Server is well-proven in the marketplace and it gives customers a fax solution that seamlessly connects with Exchange Server 2010 Unified Messaging.”

Automated Fax Routing in Exchange Server 2010

Working closely with Microsoft, Open Text developed the Exchange Connector for Exchange Server 2010, which routes faxes into and out of the Exchange Server 2010 system using Open Text Fax Server, RightFax Edition, a solution offered as part of the Open Text ECM Suite. When a fax comes into an enterprise, Exchange Server 2010 Unified Messaging forwards it to the Open Text Fax Server, which processes the document so it can be transmitted to and viewed within Microsoft Office Outlook as a native fax message. It then routes the fax through Exchange Server to the recipient’s Outlook inbox. The original fax appears as an e-mail attachment that a user can select and view. Users can also send e-mail messages and attachments to the Fax Server from their Outlook inbox for faxing to recipients outside the enterprise.

A significant advantage of Open Text Fax Server, is that faxes are digitally protected, helping to prevent loss or unauthorized viewing of documents. Logging and auditing features provide the ability to review and track all faxes from sender to recipient.

The seamless integration of the Open Text fax technology into Exchange Server 2010 eliminates faxing as a stand-alone system that would require additional IT resources to maintain. Key features such as Active Directory® service synchronization and support for Outlook contact forms provide well-known tools for managing faxes alongside other unified messaging features. Companies can also take advantage of unified communications to have faxes routed to mobile users, who can read and respond to faxes from their smartphones.

Microsoft published a case study on how Open Text developed this solution here:

We have published a new white paper on Inbound Faxing with Exchange Server 2010 Unified Messaging.  Download here. 

For further information on Open Text Fax Server, RightFax Edition (formerly Captaris RightFax) please visit

Sizing Your Fax Server Requirements

(Fax) Size Really Matters

Deploying a fax server to meet your company’s needs today and tomorrow requires careful planning. So many organizational metrics come into play when sizing up your server. How do you tackle such a daunting task? Here’s where to start:

  1. Take stock – You’ll need to do some sleuthing around your organization to quantify who, what, when and where fax documents are being created, delivered, and received. Find the fax machines first and determine how many pages go in, go out, and require storage. Then, you can start to discover which processes are involved.  Who sends those faxes? Why? How many users are parts of the process?  This investigation can reveal  other paper-based processes,  especially those being used with any multi-function devices (MFDs), or back office ERP systems.   All of these are ideal targets for automating and securing fax document delivery with a fax server integration such as Open Text Fax Server, RightFax Edition. Remember to plan for the future too. Once a fax server is deployed, other business units and their processes may be ideal to automate with your fax application. Sounds easy, but you’d be surprised how many different paper based processes you may find. Remember, Open Text Fax Server sends documents as faxes, PDF, Emails, secure email and certified email too so don’t limit yourself when you conduct your internal needs assessment.
  2. Do the Math – It’s simple: fax servers, whether using traditional phone lines or via the Internet, require “channels” as a means to define bandwidth. Channels can process fax pages at a fairly predictable rate. Thus, knowing the number of pages being sent and received on a particular day, week or month is the best way to size up the number of channels needed – easy!  The number commonly used today is 1 fax page consumes a minute of session time on the phone network or the IP network. So, if you process 5000 fax pages per day, assuming an 8-hour day, then that’s 5000/8hours/60minutes  = 10.4. This means you would need an 11 channel server at a minimum. Obviously, it can get more complex than that and you should always reserve a test channel so in this case we’d recommend a 12 channel server.  Fax storage is easy to compute too. If we take an average of 2.5 pages per fax, and the average fax is 90kB, then storage requirements can be easily estimated. Remember these are just averages – work closely with your Fax Server vendor to better understand YOUR numbers.
  3. Who’s’ in the game? Understand where the fax server will reside within your infrastructure. This is where it can get interesting. In addition to the number of channels you’ll need, your fax server strategy must also include an understanding of the overall topology and the necessary systems required to support it now and in the future. Things like server’s CPU size, storage requirements, database, directory integration, telephony requirements (IP, PSTN, or both?), and redundancy strategies – all need careful planning and consideration, especially across larger organizations. Integration with email will require additional modules, as with certain MFPs or ERP systems too.

Putting it all together seems daunting – but not to worry, the great thing about Open Text Fax Server’s scalable solution, is just that – it scales. You can roll out your deployment over time to avoid lengthy downtime and start seeing the paybacks right way. Start with the neediest users, groups, or business processes first, and then plan your expansion strategy. The multi-layered architecture allows you to add channels, connectors and modules, users or groups, document processors and remote sites too. Not to mention the new licensing utility in version Fax Server, RightFax Edition 9.4 means expanding your fax investment across your enterprise is easy too.

Well what are you waiting for?  Go get started!  Check out our complete Fax Server Sizing and Deployment Guide, part of the eBook, located here.

RSS Open Text Fax & Document Distribution Group

  • SIP Trunking: Part 2 May 14, 2010
    In part 2 of the 3-part SIP Trunking series, we go beyond the simple implementation approach of just providing an IP address and explain the additional work required to get any fax server to interoperate with the SIP Trunk.
  • SIP Trunking: Part 1 May 3, 2010
    Senior Technical Trainer Adam Friedmann discusses Session Initiation Protocol (SIP) and the benefits of SIP Trunks.
  • European Distributor Automates Order Processing with Enterprise Fax and Content Management Solution April 28, 2010
    Cito Benelux replaced manual fax and order processing with an integrated fax and content management solution to automate and optimize order processing resulting in faster, error-free processing, enhanced service and compliance, and the elimination of fax machines.
  • Open Text at Interop, Las Vegas 2010 April 25, 2010
    The Open Text Fax and Document Distribution Group participated in the InterOp 2010 show held in Las Vegas during the last week in April. The event was IT focused with companies representing areas such as computer and network monitoring, VoIP, virtualization, cloud computing, hosting, and security. We had a steady stream of traffic and discussions […]
  • Three Minutes to Install an Open Text Fax Gateway March 31, 2010
    International Technical Instructor Matt Williams, is surprised at how quickly and easily he got an Open Text Fax Gateway up and running after opening the box.