OpenText Cloud Fax - OpenText eDOCS Integration and Automation

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Common Integration Use Cases Between OpenText Cloud Fax and OpenText eDOCS

OpenText Cloud Fax and OpenText eDOCS complement each other well in legal and professional services environments where fax remains a required channel for secure, auditable document exchange. Cloud Fax handles compliant inbound and outbound fax transmission, while eDOCS provides matter-centric document management, version control, and secure retention. Together, they can reduce manual handling, improve traceability, and speed up document-driven workflows.

1. Automatic Filing of Incoming Faxes into Matter Files

When a fax is received in OpenText Cloud Fax, it can be automatically routed into OpenText eDOCS and filed against the correct matter, client, or case based on fax number, cover sheet data, or indexing rules.

Data flow: OpenText Cloud Fax to OpenText eDOCS
Business value: Eliminates manual scanning and filing, reduces misfiled documents, and ensures incoming legal correspondence is immediately available to the right team.
Typical users: Legal assistants, paralegals, matter managers, records teams

2. Outbound Faxing Directly from eDOCS Managed Documents

Users can send documents stored in OpenText eDOCS directly through OpenText Cloud Fax without downloading, printing, or re-uploading files. This is useful for sending signed agreements, court filings, notices, and client correspondence.

Data flow: OpenText eDOCS to OpenText Cloud Fax
Business value: Speeds outbound communication, preserves version integrity, and creates a secure transmission path for sensitive legal documents.
Typical users: Attorneys, legal operations, administrative staff

3. Fax Receipt Archiving with Audit Trail in eDOCS

OpenText Cloud Fax can push fax transmission receipts, delivery confirmations, and failed delivery notices into OpenText eDOCS as part of the matter record. This creates a complete communication history for compliance and dispute resolution.

Data flow: OpenText Cloud Fax to OpenText eDOCS
Business value: Improves defensibility, supports compliance audits, and provides evidence of delivery for time-sensitive legal communications.
Typical users: Compliance teams, legal operations, litigation support

4. Matter-Centric Fax Routing Based on Client or Case Metadata

Fax traffic can be routed into eDOCS using metadata such as client name, matter number, sender ID, or department codes. This allows organizations to automatically classify faxes into the correct matter workspace and apply retention or security rules.

Data flow: Bi-directional, with eDOCS metadata driving Cloud Fax routing and Cloud Fax delivering content back to eDOCS
Business value: Reduces indexing errors, improves document governance, and supports consistent matter organization across teams.
Typical users: Records management, legal support, document control teams

5. Secure External Document Exchange with Clients, Courts, and Regulators

Organizations can use OpenText Cloud Fax to send regulated or time-sensitive documents to external parties while storing the sent copy and confirmation in OpenText eDOCS. This is especially useful when recipients still require fax for official submissions.

Data flow: OpenText eDOCS to OpenText Cloud Fax, then OpenText Cloud Fax to OpenText eDOCS for archival
Business value: Maintains a secure and compliant channel for external communication while keeping a complete internal record.
Typical users: Litigation teams, corporate legal departments, compliance officers

6. Exception Handling for Failed or Rejected Fax Deliveries

If a fax fails in OpenText Cloud Fax, the failure notice can be captured in OpenText eDOCS and assigned to the responsible user or team for follow-up. This supports timely re-sending, escalation, and documentation of attempted delivery.

Data flow: OpenText Cloud Fax to OpenText eDOCS
Business value: Reduces missed deadlines, improves operational responsiveness, and creates a documented exception workflow.
Typical users: Legal assistants, matter owners, service desk or operations teams

7. Retention and Records Management for Fax-Based Legal Communications

Faxed documents stored in OpenText eDOCS can inherit matter-based retention schedules, legal holds, and access controls. This ensures fax communications are managed consistently with other legal records.

Data flow: OpenText Cloud Fax to OpenText eDOCS
Business value: Strengthens records governance, supports eDiscovery readiness, and reduces the risk of unauthorized access or premature deletion.
Typical users: Records managers, legal compliance, information governance teams

8. Centralized Search Across Faxed and Managed Documents

By storing faxed documents and related correspondence in OpenText eDOCS, users can search across both native documents and faxed content from a single matter workspace. This improves visibility into the full communication history for a client or case.

Data flow: OpenText Cloud Fax to OpenText eDOCS
Business value: Saves time during case preparation, improves knowledge retrieval, and gives legal teams a more complete matter file.
Typical users: Attorneys, paralegals, knowledge management teams

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