OpenText Cloud Fax - OpenText Core Digital Asset Management Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText Core Digital Asset Management

1. Faxed Asset Intake into Central Digital Asset Library

Data flow: OpenText Cloud Fax ? OpenText Core Digital Asset Management

Organizations often receive signed releases, approvals, product artwork, or compliance documents by fax. Integrating Cloud Fax with Core Digital Asset Management allows inbound faxed files to be automatically captured, indexed, and stored in the correct asset repository. Metadata such as sender, date, department, project code, or document type can be applied during ingestion to make assets searchable and reusable.

Business value: Reduces manual scanning and filing, improves asset discoverability, and creates a controlled intake process for regulated or external submissions.

2. Distribution of Approved Marketing or Brand Assets via Fax

Data flow: OpenText Core Digital Asset Management ? OpenText Cloud Fax

When external partners, franchise locations, field offices, or regulated stakeholders require approved documents but cannot access the DAM directly, teams can send final assets from Core Digital Asset Management through Cloud Fax. This is useful for distributing signed brand guidelines, event collateral, policy notices, or product sheets to recipients who still rely on fax as an accepted channel.

Business value: Ensures controlled distribution of approved content, supports legacy communication preferences, and reduces the risk of sending outdated materials.

3. Compliance Archiving of Faxed Creative Approvals and Usage Rights

Data flow: OpenText Cloud Fax ? OpenText Core Digital Asset Management

Legal releases, talent approvals, licensing confirmations, and usage-rights documents are often exchanged by fax in media, healthcare, and public sector environments. By routing these faxed records into Core Digital Asset Management, organizations can attach them to the relevant asset record, such as a photo, video, brochure, or campaign file. This creates a complete rights-management trail tied to the content itself.

Business value: Strengthens audit readiness, reduces rights-related risk, and gives creative and legal teams a single source of truth for asset permissions.

4. Fax-Based Exception Handling for External Review and Sign-Off

Data flow: Bi-directional

Some external reviewers, vendors, or government offices may require fax for formal sign-off on asset-related documents. Core Digital Asset Management can trigger the sending of review packets through Cloud Fax, then receive the signed or annotated pages back for storage against the same project or asset record. This supports exception workflows where email or portal-based approvals are not feasible.

Business value: Keeps approval cycles moving in mixed-technology environments and avoids delays caused by channel limitations.

5. Centralized Retention of Faxed Regulatory Content Associated with Assets

Data flow: OpenText Cloud Fax ? OpenText Core Digital Asset Management

In regulated industries, faxed notices, consent forms, product inserts, or public communications may need to be retained alongside the final digital asset they support. Integrating the two systems allows faxed evidence to be linked to the corresponding campaign, publication, or compliance asset, creating a complete record for review and retention policies.

Business value: Improves governance, simplifies retention management, and supports legal and regulatory audits with better context.

6. Asset Request Fulfillment for Branches and Field Teams

Data flow: OpenText Core Digital Asset Management ? OpenText Cloud Fax

Branch offices, clinics, dealerships, or field teams may request approved forms, posters, notices, or reference documents by fax when they do not have access to modern collaboration tools. Core Digital Asset Management can serve as the master repository, while Cloud Fax delivers the requested assets directly to the destination fax number. This is especially useful for time-sensitive operational materials.

Business value: Extends access to approved content across distributed operations and reduces dependency on manual printing and mailing.

7. Exception Capture for Faxed Asset Variants and Localized Materials

Data flow: OpenText Cloud Fax ? OpenText Core Digital Asset Management

Local offices or external agencies may submit faxed versions of localized artwork, translated inserts, or region-specific compliance notices for review. Once received through Cloud Fax, these files can be stored in Core Digital Asset Management as variant assets, linked to the master version, and routed to the appropriate review team for validation.

Business value: Supports controlled management of regional content variations, improves version visibility, and helps teams maintain consistency across markets.

8. Fax Delivery Confirmation and Asset Audit Trail

Data flow: Bi-directional

When critical documents are sent from Core Digital Asset Management through Cloud Fax, delivery confirmations and transmission logs can be captured back into the DAM record. This creates an audit trail showing what was sent, when it was sent, to whom, and whether the fax was successfully delivered. For regulated or high-value communications, this evidence can be attached to the asset record for compliance and operational reporting.

Business value: Improves traceability, supports dispute resolution, and gives compliance teams reliable proof of distribution.