OpenText Cloud Fax - OpenText Product Traceability Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText Product Traceability

OpenText Cloud Fax and OpenText Product Traceability can work together to connect regulated document exchange with end-to-end product and batch tracking. This is especially valuable in industries where supply chain events, quality records, shipping documents, and compliance communications must be captured accurately and retained for audit purposes.

1. Faxed Supplier Certificates and Batch Documents into Traceability Records

Suppliers often still send certificates of analysis, lot release forms, and signed quality documents by fax. OpenText Cloud Fax can receive these documents and route them directly into OpenText Product Traceability, where they are attached to the relevant product, batch, or shipment record.

• Data flow: OpenText Cloud Fax - OpenText Product Traceability
• Business value: Reduces manual scanning and indexing while improving traceability of supplier compliance documents
• Typical users: Quality assurance, procurement, and supply chain operations

2. Outbound Faxing of Recall Notices and Product Hold Instructions

When a product issue is identified, traceability data can be used to identify affected lots, customers, distributors, and warehouses. OpenText Product Traceability can trigger outbound fax notifications through OpenText Cloud Fax to send recall notices, stop-ship instructions, or quarantine alerts to external partners who still rely on fax.

• Data flow: OpenText Product Traceability - OpenText Cloud Fax
• Business value: Speeds up urgent communication during quality incidents and supports compliance with recall procedures
• Typical users: Regulatory affairs, quality management, and customer service

3. Fax-Based Receiving of Shipping and Proof of Delivery Documents

Distribution centers and logistics partners may fax packing slips, delivery confirmations, or signed proof of delivery forms. OpenText Cloud Fax can capture these inbound documents and pass them into OpenText Product Traceability to update shipment status and close receiving transactions.

• Data flow: OpenText Cloud Fax - OpenText Product Traceability
• Business value: Improves shipment visibility and reduces delays in matching physical receipts to traceability records
• Typical users: Warehouse operations, transportation teams, and accounts payable

4. Fax Submission of Nonconformance and Deviation Reports

External plants, contract manufacturers, or field locations may submit nonconformance reports by fax when they identify product issues. OpenText Cloud Fax can ingest these reports and route them into OpenText Product Traceability, where they are linked to the affected item, lot, or production event for investigation and corrective action.

• Data flow: OpenText Cloud Fax - OpenText Product Traceability
• Business value: Centralizes quality exceptions and supports faster root cause analysis
• Typical users: Quality control, manufacturing, and continuous improvement teams

5. Automated Faxing of Traceability Reports to Regulators or Auditors

During audits or regulatory reviews, organizations may need to provide batch genealogy reports, chain-of-custody records, or shipment histories. OpenText Product Traceability can generate these reports and send them securely through OpenText Cloud Fax to government agencies, auditors, or third-party reviewers.

• Data flow: OpenText Product Traceability - OpenText Cloud Fax
• Business value: Ensures timely delivery of controlled documents while maintaining a secure transmission trail
• Typical users: Compliance, legal, and quality assurance

6. Fax-Driven Exception Handling for Missing or Incorrect Traceability Data

If a shipment arrives with incomplete documentation, the receiving team can fax a request for missing lot information, certificates, or corrected labels. OpenText Cloud Fax can send the request and capture the response, while OpenText Product Traceability updates the record once the missing data is received.

• Data flow: Bi-directional
• Business value: Reduces delays in receiving and product release by closing documentation gaps faster
• Typical users: Receiving, quality, and supplier management

7. Archiving Faxed Compliance Evidence Against Product History

Many traceability processes require supporting evidence such as signed approvals, manual inspection forms, or exception acknowledgements. OpenText Cloud Fax can store inbound and outbound fax artifacts and associate them with the corresponding product history in OpenText Product Traceability for audit-ready recordkeeping.

• Data flow: OpenText Cloud Fax - OpenText Product Traceability
• Business value: Creates a complete compliance record and reduces the risk of missing supporting documentation
• Typical users: Internal audit, quality systems, and records management

These integrations help organizations connect legacy fax-based communication with modern product traceability processes, improving control, auditability, and response times across supply chain and quality operations.