To this point we’ve discussed the key benefits of enterprise fax services in general – notably their ability to enable cost effective on-demand faxing while providing high degrees of flexibility and scalability. There are however specific features beyond these general descriptions worth mentioning. These features speak primarily to how both individual users and business systems leverage fax technology to optimize enterprise information management.
From an individual user perspective, integrating fax with existing email and desktop applications is the main example – whether you integrate with Microsoft Office, Lotus Notes or another desktop program. This enables users to fax files without first printing them – turning a multi-step process into one that takes seconds. Your fax service should be able to convert common desktop file types – like PDF,
Microsoft Word and PowerPoint as well as JPEG files to images for faxing without user intervention. Enterprise fax technology should also offer integrations that merge fax with back office applications and systems, multi-function devices (MFDs) as well as terminal systems that support “print only” functions.
All of these methods make faxing convenient as it allows users and systems to strategically manage and send documents almost simultaneously. In other words fax technology lets you access various information management platforms and cut the typical cost and productivity drains associated with using traditional standalone fax machines.
Enterprise fax services also offer add-on capabilities that streamline operations with regards to certain document management processes. For example you can incorporate capture technology that automatically extracts and converts inbound fax documents into data before delivering it into your unique workflow. Imagine you’re a supplier that receives sales orders via paper fax, but you’re experiencing lags in your business cycle from manually rekeying order information into your ERP system.
That’s where these add-on document capture and workflow services can help. They will convert those paper fax orders into electronic data and deliver it into your sales ordering system, like SAP for example, based on your unique business rules.
From there you can also add notifications alerting your procurement department an order has arrived, and is in process. Workflow examples like this, where fax plays a key role, can extend to everything from accounts receivable to loan application processing.
NOTE: This is an installment of a Blog post series on enterprise-class cloud fax services. To view other posts in the series please refer to the following links:
- What Makes Cloud Fax Services Enterprise Class
- Assessing Cloud Architecture and Fax Performance
- Recovering from Fax Disaster
- Fax Compliance in an Ever Changing World
- Cloud Fax Services Make Administration Easy
- Simplify Global IT Support with Cloud Fax
- Know Your Cloud Fax Service Provider’s Strengths