Veeva Vault - OpenText Cloud Fax Integration and Automation

Common Integration Use Cases Between Veeva Vault and OpenText Cloud Fax

Veeva Vault and OpenText Cloud Fax complement each other well in regulated life sciences workflows where fax remains a required channel for external communication, document exchange, and compliance-driven approvals. Integrating the two platforms helps automate document transmission, reduce manual handling, and maintain auditability across quality, regulatory, clinical, and commercial processes.

1. Send approved regulatory or quality documents from Veeva Vault via fax to external partners

Data flow: Veeva Vault to OpenText Cloud Fax

When a document in Veeva Vault reaches final approval, it can be automatically routed to OpenText Cloud Fax for secure delivery to external recipients such as contract manufacturers, distributors, investigators, or regulatory consultants who still require faxed copies.

• Eliminates manual downloading, printing, and faxing of controlled documents
• Preserves version control by ensuring only approved content is transmitted
• Creates a transmission record that can be linked back to the Vault document history

2. Receive faxed signed forms and attach them to Veeva Vault records

Data flow: OpenText Cloud Fax to Veeva Vault

Inbound faxed documents such as signed consent forms, vendor acknowledgements, quality agreements, or medical information requests can be received in OpenText Cloud Fax and automatically filed into the correct Veeva Vault object or document library.

• Reduces manual scanning and indexing effort
• Improves turnaround time for document intake and review
• Supports traceability by associating inbound faxes with the correct case, study, or quality record

3. Automate fax distribution of clinical trial site packets and study communications

Data flow: Veeva Vault to OpenText Cloud Fax

Clinical operations teams can use Veeva Vault to manage site packets, protocol amendments, safety letters, and investigator communications, then send them through OpenText Cloud Fax to sites that rely on fax for official receipt.

• Ensures consistent distribution of study-critical materials
• Supports sites with limited digital access or fax-based operating procedures
• Provides proof of delivery for audit and inspection readiness

4. Route medical information requests and adverse event documentation into Vault for review

Data flow: OpenText Cloud Fax to Veeva Vault

Incoming faxed medical information inquiries, adverse event reports, or product complaint forms can be captured by OpenText Cloud Fax and routed into Veeva Vault workflows for triage, review, and compliance handling.

• Speeds intake of safety and medical affairs communications
• Reduces the risk of missed or misfiled regulated correspondence
• Supports controlled review workflows and audit trails in Vault

5. Support quality management workflows for supplier and manufacturing documentation

Data flow: Bi-directional

Quality teams can send approved SOPs, deviation notices, or corrective action documents from Veeva Vault to suppliers by fax, while receiving signed acknowledgements, investigation responses, or batch-related documentation back through OpenText Cloud Fax for filing in Vault.

• Improves communication with suppliers that still operate on fax-based processes
• Creates a closed-loop record for quality events and supplier correspondence
• Reduces delays in document exchange during investigations or audits

6. Distribute controlled promotional or product information to field or external stakeholders

Data flow: Veeva Vault to OpenText Cloud Fax

For markets or partners that require faxed distribution of approved product information, Veeva Vault can trigger fax delivery of controlled promotional materials, product inserts, or label updates through OpenText Cloud Fax.

• Ensures only medically and legally approved content is distributed
• Supports regional or partner-specific communication preferences
• Maintains compliance evidence for content version and delivery status

7. Capture faxed contract or compliance acknowledgements into Vault for archival

Data flow: OpenText Cloud Fax to Veeva Vault

External parties can return signed acknowledgements, confidentiality agreements, training confirmations, or compliance attestations by fax, and those documents can be automatically archived in Veeva Vault under the relevant record.

• Improves retention of legally binding correspondence
• Removes manual filing from shared inboxes or paper workflows
• Supports inspection-ready document retention and retrieval

Overall, integrating Veeva Vault with OpenText Cloud Fax helps life sciences organizations modernize regulated document exchange while still supporting fax-dependent stakeholders. The result is faster processing, stronger compliance controls, and better visibility across quality, regulatory, clinical, and commercial operations.