Microsoft 365 - OpenText Cloud Fax Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText Cloud Fax

Microsoft 365 and OpenText Cloud Fax work well together in organizations that still rely on fax for regulated, external, or legally accepted document exchange. Microsoft 365 provides the collaboration, document creation, email, and workflow environment, while OpenText Cloud Fax adds secure, compliant fax transmission and receipt without maintaining legacy fax hardware.

1. Send signed documents from Outlook or SharePoint through cloud fax

Employees can prepare contracts, consent forms, or approvals in Word, store them in SharePoint, and send them directly through OpenText Cloud Fax from Outlook or a connected workflow. This removes the need to print, scan, or use desktop fax machines.

• Direction: Microsoft 365 to OpenText Cloud Fax
• Business value: Faster document turnaround, reduced manual handling, and lower infrastructure costs
• Best fit: Legal, healthcare, HR, and procurement teams

2. Receive inbound faxes into a shared Microsoft 365 mailbox or SharePoint library

Incoming faxes can be routed to a dedicated Outlook mailbox or automatically filed into SharePoint for team access and retention. This allows departments to manage faxed documents in the same environment they already use for email and collaboration.

• Direction: OpenText Cloud Fax to Microsoft 365
• Business value: Centralized document access, improved response times, and easier auditability
• Best fit: Customer service, claims processing, records management, and compliance teams

3. Automate fax-based approval workflows using Microsoft Teams and Power Automate

When a fax arrives, Power Automate can trigger a workflow that notifies the right team in Microsoft Teams, assigns a task, and stores the document in SharePoint. After review, the approved response can be faxed back through OpenText Cloud Fax.

• Direction: Bi-directional
• Business value: Shorter cycle times, fewer missed requests, and better process visibility
• Best fit: Operations, finance, legal review, and regulated service desks

4. Support healthcare intake and referral document exchange

Healthcare organizations can receive patient referrals, prior authorization forms, and medical records by fax into Microsoft 365, then route them to the correct care team through Teams or SharePoint. Staff can prepare outbound responses or supporting documents in Word and send them securely through Cloud Fax.

• Direction: Bi-directional
• Business value: Better patient intake speed, reduced administrative burden, and improved compliance handling
• Best fit: Providers, clinics, payers, and medical administration teams

5. Enable legal teams to manage faxed evidence and correspondence in Microsoft 365

Legal departments can archive inbound faxed notices, subpoenas, and correspondence in SharePoint with retention controls, then collaborate on responses in Word and Teams. Outbound legal notices can be faxed directly from Microsoft 365 to maintain a defensible communication channel.

• Direction: Bi-directional
• Business value: Stronger document governance, easier case collaboration, and improved retention management
• Best fit: In-house legal, litigation support, and compliance teams

6. Streamline government and public sector document intake

Public sector agencies can receive citizen forms, permits, and interagency documents by fax and automatically store them in Microsoft 365 repositories for review and processing. Staff can then use Outlook and Teams to coordinate next steps and send official responses through Cloud Fax when required.

• Direction: Bi-directional
• Business value: Better service continuity, reduced paper handling, and improved records control
• Best fit: Licensing, permitting, records offices, and administrative departments

7. Create a compliant document archive for fax communications

All inbound and outbound fax traffic can be automatically archived in SharePoint or OneDrive with metadata such as sender, recipient, timestamp, and department. This creates a searchable repository for audits, legal discovery, and operational reporting.

• Direction: OpenText Cloud Fax to Microsoft 365
• Business value: Better compliance evidence, easier retrieval, and reduced risk of lost records
• Best fit: Compliance, audit, records management, and quality assurance teams

8. Use Microsoft 365 as the front end for fax-enabled business processes

Business users can continue working in familiar Microsoft 365 tools while fax is handled behind the scenes by OpenText Cloud Fax. For example, a finance team can generate remittance advice in Excel or Word, send it by fax to vendors, and store the confirmation in SharePoint without leaving the Microsoft environment.

• Direction: Microsoft 365 to OpenText Cloud Fax, with return status to Microsoft 365
• Business value: Higher user adoption, fewer process exceptions, and more efficient back-office operations
• Best fit: Finance, procurement, vendor management, and shared services teams