OpenText Cloud Fax - OpenText Identity and Access Management Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText Identity and Access Management

1. Single Sign-On for Secure Fax Portal Access

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

Employees access the Cloud Fax web portal using enterprise single sign-on and centralized authentication policies. This removes separate fax credentials, reduces password reset requests, and gives IT a single control point for user access across fax services.

• Improves user experience for clinical, legal, and administrative staff
• Enforces MFA and conditional access for sensitive fax workflows
• Reduces help desk workload tied to fax account management

2. Role-Based Fax Permissions by Department

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

Identity and Access Management assigns fax permissions based on user roles such as nurse, claims processor, case manager, or records clerk. This ensures users can only send, receive, or view fax content appropriate to their job function and compliance requirements.

• Limits exposure of protected documents
• Supports least-privilege access controls
• Speeds onboarding and role changes through automated provisioning

3. Automated User Provisioning and Deprovisioning for Fax Services

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

When employees join, move, or leave the organization, Identity and Access Management automatically creates, updates, or disables Cloud Fax access. This is especially valuable in regulated environments where delayed removal of access can create compliance risk.

• Reduces manual administration for IT teams
• Prevents orphaned fax accounts after termination
• Supports audit readiness with consistent access lifecycle controls

4. Secure Fax Routing Based on Identity Attributes

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

Identity attributes such as department, location, business unit, or clearance level can be used to route inbound or outbound fax workflows to the correct mailbox, queue, or approval path. For example, faxes for a hospital billing team can be routed differently from those for medical records.

• Improves operational accuracy and turnaround time
• Reduces misrouted sensitive documents
• Supports distributed teams and shared service centers

5. Controlled Access to Fax Audit Logs and Delivery Reports

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

Security, compliance, and operations teams can be granted access to fax transmission logs, delivery confirmations, and usage reports based on their identity and role. This ensures only authorized personnel can review evidence needed for audits, disputes, or incident investigations.

• Protects sensitive communication metadata
• Supports compliance reporting and legal discovery
• Enables separation of duties between operations and auditors

6. Centralized Authentication for API-Based Fax Integrations

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

Business applications that send or receive faxes through Cloud Fax APIs can use centralized identity and access controls for service accounts and application users. This is useful when integrating fax into EHR, ERP, claims, or case management systems.

• Standardizes authentication for multiple connected systems
• Reduces risk from unmanaged service credentials
• Supports secure automation of document-heavy workflows

7. Access Governance for Shared Fax Mailboxes and Delegated Users

Data flow: Bi-directional

Identity and Access Management governs who can access shared fax inboxes, delegate fax handling, or act on behalf of a team. Cloud Fax usage activity can be fed back into identity governance processes to review access patterns and identify dormant or excessive permissions.

• Improves control over shared operational mailboxes
• Helps detect inappropriate access or unused accounts
• Supports periodic access reviews and compliance attestations

8. Secure Offboarding for Regulated Communication Channels

Data flow: OpenText Identity and Access Management ? OpenText Cloud Fax

When contractors, temporary staff, or departing employees are removed from the identity system, their ability to send or retrieve faxes is immediately revoked. This is critical for organizations that handle protected health information, legal correspondence, or government records through fax.

• Closes a common security gap in offboarding processes
• Prevents unauthorized outbound faxing after access removal
• Strengthens compliance with internal and external policies