Box - OpenText Cloud Fax Integration and Automation

Common Integration Use Cases Between Box and OpenText Cloud Fax

1. Secure outbound faxing of approved documents from Box to OpenText Cloud Fax

Teams can store final, approved documents in Box and send them directly to OpenText Cloud Fax for outbound delivery. This is useful for contracts, referrals, claims forms, purchase orders, and legal notices that still require fax transmission. The integration reduces manual downloading, printing, and re-uploading, while keeping the source document governed in Box.

• Direction: Box to OpenText Cloud Fax
• Business value: Faster document transmission, fewer handling errors, and better auditability
• Typical users: Operations, legal, healthcare administration, procurement

2. Automatic storage of faxed documents in Box for centralized records management

Inbound and outbound fax confirmations, faxed forms, and supporting attachments can be automatically saved into Box folders based on department, case, or client. This creates a single governed repository for records retention, collaboration, and downstream processing. It is especially valuable for organizations that need to preserve faxed communications as part of a regulated record set.

• Direction: OpenText Cloud Fax to Box
• Business value: Centralized document retention, easier retrieval, and improved compliance
• Typical users: Compliance, records management, customer service, healthcare operations

3. Fax-based intake workflow for regulated forms and applications

External parties can submit signed forms by fax through OpenText Cloud Fax, and the received documents can be routed into Box for review and approval. Box Relay or internal workflow tools can then notify the right team, assign tasks, and track completion. This is useful for patient intake, insurance authorizations, government applications, and vendor onboarding where fax remains a required channel.

• Direction: OpenText Cloud Fax to Box
• Business value: Faster intake processing, fewer lost documents, and clearer ownership
• Typical users: Intake teams, case managers, HR, compliance teams

4. Collaborative review of faxed documents in Box before outbound response

When a fax is received in OpenText Cloud Fax, the document can be stored in Box so multiple stakeholders can review, annotate, and approve the response. Once approved, the final version can be sent back through OpenText Cloud Fax. This supports workflows where subject matter experts, legal reviewers, and operations staff need to collaborate before a formal fax reply is issued.

• Direction: OpenText Cloud Fax to Box to OpenText Cloud Fax
• Business value: Better cross-team collaboration, reduced turnaround time, and controlled approvals
• Typical users: Legal, finance, healthcare, shared services

5. Compliance-driven document archiving with fax transmission evidence

Organizations can use Box to retain the business document and OpenText Cloud Fax to capture transmission logs, delivery status, and confirmation pages. Together, these records provide a complete audit trail for regulated communications. This is valuable for proving that sensitive documents were sent to the correct recipient and retained according to policy.

• Direction: Bi-directional
• Business value: Stronger audit readiness, reduced compliance risk, and easier dispute resolution
• Typical users: Compliance, audit, legal, risk management

6. Secure fax distribution of Box-managed documents to external partners

Some external recipients may still require fax rather than email or portal access. In these cases, teams can keep the master document in Box and use OpenText Cloud Fax to distribute it securely to providers, agencies, or counterparties. This avoids creating uncontrolled copies while still meeting recipient communication preferences or regulatory requirements.

• Direction: Box to OpenText Cloud Fax
• Business value: Controlled external sharing, reduced reliance on manual fax machines, and improved security
• Typical users: Healthcare providers, government offices, legal teams, supplier management

7. Case file assembly for service teams handling fax-heavy processes

Service teams can use Box as the case file repository and OpenText Cloud Fax as the communication channel for documents that must be faxed in or out during case resolution. Each faxed item can be automatically attached to the corresponding Box case folder, giving agents a complete view of the customer or patient record. This improves continuity across departments and reduces time spent searching across systems.

• Direction: OpenText Cloud Fax to Box, and Box to OpenText Cloud Fax
• Business value: Better case visibility, faster resolution, and fewer process handoffs
• Typical users: Customer service, claims, case management, support operations

8. Retention and governance for faxed business records

Faxed documents often need to be retained under strict policy for legal, operational, or regulatory reasons. By storing fax content in Box, organizations can apply retention schedules, legal holds, access controls, and governance policies to fax records just like any other enterprise content. This helps standardize records management across digital and fax-based channels.

• Direction: OpenText Cloud Fax to Box
• Business value: Consistent records governance, reduced manual archiving, and improved policy enforcement
• Typical users: Records management, legal, compliance, IT governance