SharePoint - OpenText Cloud Fax Integration and Automation

Common Integration Use Cases Between SharePoint and OpenText Cloud Fax

1. Secure inbound fax capture into SharePoint document libraries

Data flow: OpenText Cloud Fax ? SharePoint

Incoming faxes such as signed forms, referrals, purchase orders, or legal notices are automatically routed from OpenText Cloud Fax into the correct SharePoint site and document library. Metadata such as sender, fax number, date received, department, and document type can be applied during ingestion to support search, retention, and routing.

Business value: Reduces manual scanning and filing, improves document traceability, and gives teams a single repository for faxed records alongside related documents.

2. Outbound faxing from SharePoint-based business workflows

Data flow: SharePoint ? OpenText Cloud Fax

Users initiate fax transmission directly from SharePoint lists, libraries, or Power Automate workflows. For example, a claims team can approve a document in SharePoint and trigger an outbound fax to a provider, patient, or external agency without leaving the platform.

Business value: Speeds up approval-to-send processes, eliminates duplicate handling, and keeps a complete audit trail in SharePoint.

3. Fax-based intake for regulated document processes

Data flow: OpenText Cloud Fax ? SharePoint ? downstream workflow systems

Organizations in healthcare, government, or legal environments can receive regulated documents by fax, store them in SharePoint, and then route them through approval or case-management workflows. Examples include patient consent forms, court notices, vendor compliance documents, or licensing applications.

Business value: Supports compliance requirements while modernizing intake and reducing dependence on paper-based handling.

4. Centralized records management for fax correspondence

Data flow: Bi-directional

Both inbound and outbound fax communications are archived in SharePoint as part of the official record set for a project, case, or customer account. SharePoint retention labels, permissions, and version control can be applied to faxed documents just like native files.

Business value: Creates a complete communication history, improves audit readiness, and simplifies records governance across departments.

5. External partner document exchange through SharePoint portals

Data flow: SharePoint ? OpenText Cloud Fax and OpenText Cloud Fax ? SharePoint

SharePoint can serve as the internal collaboration hub for staff while OpenText Cloud Fax handles communication with external parties that still require fax. For example, a procurement team may manage contracts in SharePoint, then fax signed copies to suppliers and store the returned documents in the same site.

Business value: Bridges modern collaboration with legacy communication channels, enabling smoother interaction with vendors, providers, and agencies.

6. Automated exception handling for documents that require fax submission

Data flow: SharePoint ? OpenText Cloud Fax

When a document in SharePoint reaches a specific status, such as approved, expired, or ready for submission, a workflow can automatically send it by fax if the recipient requires that channel. This is useful for HR forms, insurance submissions, or government filings where fax remains mandatory.

Business value: Reduces delays caused by manual channel selection and ensures documents are sent through the required communication method.

7. Fax receipt notifications and task assignment in SharePoint

Data flow: OpenText Cloud Fax ? SharePoint

When a fax arrives, SharePoint can create a task, alert a team, or update a list item tied to a case, customer, or request. For example, a legal department can receive a faxed notice and automatically assign review tasks to the appropriate attorney or paralegal.

Business value: Improves responsiveness, reduces missed documents, and connects fax intake directly to operational work queues.

8. Compliance-focused document lifecycle management

Data flow: Bi-directional

SharePoint manages the document lifecycle, including drafting, review, approval, retention, and disposal, while OpenText Cloud Fax provides a secure transmission channel for documents that must be exchanged by fax. This is especially useful for organizations that need controlled handling of sensitive information across internal and external stakeholders.

Business value: Strengthens governance, supports regulatory requirements, and standardizes how sensitive documents are created, transmitted, and archived.