Posts Tagged 'RightFax'

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.

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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.

Why Faxing is Still Relevant in the 21st Century

By Darin McGinnes

Why would a communication technology that was conceived in the 19th Century and perfected in the 20th Century, still be important today in the 21st Century? The simple answer: faxing is a guaranteed delivery technology that email has yet to achieve. For those of us who work in the industry, this might be stating the obvious. But for the uninitiated, most believe faxing is practically dead, after all aren’t we in the Information Age? My answer: not so fast, as faxing is still alive and well!

Don’t get me wrong, email is a wonderful, convenient, and easy to use technology that for many businesses that relied on faxing in the past, do not need to use it as much anymore. But if you’re in an industry such as medical, finance, legal, or construction, you know that email isn’t good enough when it comes to delivering or receiving important, time sensitive or legal documents. In this respect, one may wonder why faxing is superior to email. It all comes down to the fact that a fax is considered a legal document because the transaction can be confirmed while email cannot.

Let’s look at how a fax is transmitted vs. email.  Email is built upon technology from the internet. It uses packet switch technology, which means it’s unreliable. Not that it’s ineffective, but the sender never knows for sure if the other side received the email as it is sent best effort only. Worse yet, it also could be easily intercepted by unscrupulous types. Faxing, on the other hand, is built upon technology from the tried and true public switched telephone network, the oldest communications network in the world. It uses circuit switch technology, which means that it’s reliable; both parties will know if the fax was sent successfully or not. Also, intercepting a fax transmission is much more difficult. And for those of you who are thinking: what about VOIP? Well, all that’s about is emulating a point-to-point circuit switched phone conversation over the packet switched internet. Circuit switched reliability is still intact.

One may ask if there is a better way to fax. After all, using traditional fax machines can be an unwieldy, inefficient process. Not to mention the difficult, time consuming process of integrating with business applications such as ERP, CRM, or document management systems. My answer to you is the fax server.

Either with an enterprise software solution like Open Text Fax Server, RightFax Edition or an appliance solution like Open Text Fax Appliance, FaxPress Edition, a fax server shields the inefficiency of sending or receiving faxes from the end user. It allows users to conveniently send and receive faxes from the desktop or leverage existing multifunction printers or scanners to send hard copy faxes. Furthermore fax servers seamlessly integrate with back office business applications that allow customers to realize a true paperless office, bringing the clunky fax into the 21st century of technology and convenience.

To learn more, download one of our free whitepapers:

Implementing Fax over IP in your Organization

Network Faxing with Open Text Fax Appliance, FaxPress Edition 

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.

Configuring Microsoft Exchange 2010 UM for Inbound Faxing

Feature Pack 1 of the Open Text Fax Server, RightFax Edition v9.4, delivers interoperability with Microsoft Exchange 2010 Unified Messaging (UM). The new UM settings allow for inbound faxes to be referred to the Fax Server instead of being processed only through Exchange 2010 UM. Faxes are now handled by a fax server but still processed where end users are typically used to receiving faxes in Outlook with Exchange 2007 UM.

The problem is that with this new technology comes the scary question that comes to mind for anyone who is going to have to implement this and is not familiar with Unified Messaging in Exchange, “Do I really have to time to install Exchange 2010 and then study how the Unified Messaging piece works just to setup inbound faxing”?  Rather than you spending days installing and reading about UM concepts, we created two videos that should pretty much get you up to speed (assuming you have about 20 minutes).

Configuring Exchange 2010 UM for Inbound Faxing – Part 1:

  • How to configure Exchange 2010 to listen for CNG fax tones
  • Setup a UM Dial Plan
  • Setup a UM IP Gateway
  • Setup a UM MailBox Policy.

Configuring Exchange 2010 UM for Inbound Faxing – Part 2:

  • How to create a Receive Connector (for security)
  • Configure the Open Text Fax Server
  • Configure a AudioCodes MP-114 (media gateway)
  • Send a test to see it work

We also have a new white paper on faxing with Exchange Server 2010 UM.   Download 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.

Open Text Partner Avanquest Solutions Discusses the Value of FoIP

This article originally appeared on the Enterprise Fax over IP channel on TMCnet.
As more companies are building or expanding their IP infrastructures, the benefits of consolidation with enterprise fax over IP are becoming evident as many organizations have already invested in VoIP technology as an alternative to traditional phone communications. In a recent interview with Avanquest Solutions, Mike Rae, sales director of the U.K.-based firm, discusses some of the advantages of adopting fax over IP.
 
“Using this existing IP resource to also transmit all your fax communications delivers an even greater return on this investment. Many of the costs associated with traditional fax machines such as hardware maintenance, consumables and phone line rental disappear,” Rae said. “Analog routers that are required in order to connect fax machines to your VoIP environment can also be removed creating even greater savings. Customers with multiple sites have the greatest opportunity to save money due to the fact that a centralised fax server can now manage faxing across the whole enterprise without the need for additional telephony provision at local sites.”
 
Avanquest Solutions has been the U.K. distributor and support and training center for Open Text Fax Server, RightFax Edition since 1992.
 
With fax over IP, the entire solution is software-based which means it can be implemented in a virtual environment which reduced the number of physical servers required and provides high-availability and disaster recovery, Rae explained.
 
There are several efficiencies that are achieved with Open Text Fax Server, Right Fax Edition. According to Rae, fax is still the most reliable and secure point to point document delivery solution there is. 
 
“Electronic faxing dramatically reduces costs, reduces paper and speeds up business processes by allowing users to send faxes from any application in under a minute. Staff no longer has to print out documents they want to fax, wait by the fax machine while it transmits and rely on a paper-based delivery report. The whole process is replicated electronically,” Rae said. “Fax servers enhance your unified communications infrastructure by delivering inbound faxes directly into the user’s personal inbox which means faxes can be retrieved from any location, with any device, improving response times to customers and saving time.”
 
The process of sending paper documents through OpenText Fax Server is easy, too, he said. By integrating with multi-functional devices, users can login to the device, select the fax option and enter recipient’s number just as they have always done. The document is transmitted by Open Text Fax Server through their personal account, delivery notification is sent to their email address and the fax and transmission history are stored electronically.
 
“This is all achieved over your IP network. There is no need to install a fax modem on the multi-function device or connect it to an analogue phone line,” Rae added.
 
OpenText Fax Server can also act as a fax gateway allowing almost any application to automate outbound faxing and e-mail delivery replacing the manual process of printing and posting batches of documents. Thousands of customers rely on the system to deliver trade confirmations, monetary payment confirmations, purchase orders, remittances and many more critical business documents, Rae said.
 
Since inbound faxes often trigger business processes, Open Text Fax Server can act as the on-ramp into your organization. Documents such as purchase orders and transfer requests can be handed to an intelligent capture application where they can be classified so that the relevant data can be extracted and verified before being automatically uploaded into a line of business application saving time and money and reducing data-entry errors.
 
In addition, enterprise fax over IP helps companies in terms of regulatory compliance by providing a degree of visibility and control over your fax traffic, which is difficult to ascertain with traditional methods of faxing. Open Text Fax Server stores a full electronic audit trail for each document which can be passed to billing systems and document management applications for cost-tracking and compliance purposes.
 
“Many industry regulators such as the Financial Services Authority deem fax machines insecure and non-compliant because they automatically print out received documents with no way of determining the recipient or what they did with that document next,” Rae said. “A fax server allows you to see exactly who printed, annotated or viewed the document and at what date and time.”
 
According to Rae, moving to FOIP greatly improves the business case for VoIP.
 
“The consolidation of data and communications to a single IP resource reduces the total cost of ownership – one bandwidth for all voice, data and fax communications,” he said. “Switching from traditional fax to FoIP allows you to centrally host faxing for multiple locations. Fax can be integrated with other applications throughout the organization as part of automated business processes and workflow.”

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.