|
|
|
Even though email has taken over most of
our communication, most organisations still
use faxing as a communication medium due
to two main reasons. First of all, an email
message is not considered as a legal document
whereas a fax is. So, for a transaction
to be legally valid, you still need to utilize
the fax system. In addition, some of the
recipients of your communication may not
have email access, but they generally would
have a fax connection. Hence, most organisations
still use the fax system very frequently.
Currently, when an organisation receives
faxes the process of handling them is completely
manual and very often the faxes may not
be delivered to the intended recipient.
So, a better solution to manage all your
communications via fax is an extremely crucial
need for most organisations.
|
| |
| Email-to-Fax
Solution |
| Most
organisations quite often have a requirement
to send email messages to certain recipients
who do not have email access. Our email-to-fax
service via our EASYserver™ is ideally
suited for this requirement, where you are
able to send email to be received as a fax
message by people who do not have email access.
These email can be sent from any email client
such as Outlook, Eudora and Lotus Notes etc.
Our system will capture the email message
and convert it to a format to be sent as a
fax message. This message will then be sent
via fax by utilizing a Data/Fax modem attached
to the server. If a user wants to fax a document,
he could prepare it as a MS word, Excel or
Power Point file. The user’s signature
can be scanned and attached to the above document.
Then the prepared document file needs to be
converted to PDF form by the user via a simple
tool provided (clicking on a button) and attached
to the email message (you do not need to install
Adobe Acrobat application). The server will
capture the document, convert it into fax
format and then fax it to the number specified
in the message. The users who need to utilize
this service have to send the email to a predetermined
email address in the specific format provided
below. |
| |
|
The format to be used in sending email-to-fax
message :
|
| Email to |
: faxit@yourdomain.com |
| Subject |
: Fax Subject |
|
| |
| Format
of the email message: |
| to100 |
: Recipients Name |
| Room/office |
: Room Number (Optional) |
| Fax No |
: 94114513481 or group name |
| |
|
| Attachment |
: PDF format |
|
| |
Once
an email message is sent to the above address
in the format specified, the system will automatically
send a fax to the fax number or a group of
numbers specified by the user using the fax
modem. The system will generate an email reply
to the specifying the details of the delivery
status of the fax. A report is also generated
to monitor the faxes that were sent, received
and failed, which can be viewed via a standard
browser and also emailed to the administrator.
So, this gives an organisation the flexibility
to use their exiting email system and still
communicate with recipients who do not have
email access very cost effectively.
Alternatively, there is a public facility,
which could be used to send the faxes free
of charge. If this system is used only text
messages can be sent without any attachments.
The coverage of the public system, which will
deliver the fax messages are attached herewith.
In the case where the public facility decides
to put any restrictions, you can immediately
change over to the normal email-to-fax system
and send the fax via the data/fax modem. |
| |
| Advantages
of Email-to-fax : |
 |
Send faxes from anywhere (even from
home or away from office as long as
you can send email). |
|
No need to print the documents in
order to fax them, as they will be transmitted
electronically, which saves time and
costs incurred on paper, printer toner
and maintenance |
|
Users get a confirmation email back
stating when the fax transmission was
successful. |
|
The faxes will be automatically retried
when the destination fax number is busy |
|
Approval process for faxing a document
is easy as it only needs to be emailed
to the appropriate authority for approval |
|
Easy archiving of sent faxes electronically
avoiding the storage and organisational
costs of paper files |
|
No need to wait next to fax machine
for the fax to be sent, especially if
it contains confidential information.
You simply receive an e-mail message
when the fax has been successfully sent.
|
|
You can send the same fax to a number
of recipients (group) in one e-mail |
|
| |
| Fax-to-Email
solution |
| We
could also provide you with a Fax-to-Email
solution as well. The main concept behind
this solution is to connect our EASYserver™
via a Data/Fax modem (a modem with Linux support
is required for this solution). Your current
fax line will then be connected to the fax
modem instead of the fax machine. Our system
will detect the incoming faxes, convert them
to PDF files and send the fax messages as
email attachments to a predetermined email
address. An administrator can manually submit
these email messages to the appropriate recipient
user. These email can be received from any
email client such as Outlook, Eudora and Lotus
Notes etc. With this solution, managing all
your incoming faxes becomes an extremely simple
process. The received faxed will not get lost
as the case in a manual system and also all
the incoming faxes could also be monitored.
Hence, this provides a very efficient system
to manage all your faxes. |
| |
| Advantages
of Fax-to-email : |
|
Faxes received will appear in the
personal mailbox of an admin or a user
rather than the office fax machine.
This can be particularly useful for
confidential documents. |
|
Ability to receive faxes "on
the move" away from the office
in the same way as e-mail. |
|
Print only the important faxes (only
for legal requirements), which saves
costs incurred in fax paper, toner and
maintenance |
|
Running costs are extremely low |
|
The problem of not being able to receive
faxes when the fax machine runs out
of paper or when the paper gets jammed
does not arise here specially in the
middle of the night when there is nobody
to attend to such matters |
|
Faxes will not get displaced or go
to the wrong person |
|
Easy distribution of fax messages
(print, forward and save) |
|
Ability to receive more than one fax
at the same time without needing many
fax machines in a pool |
|
Easily remove (delete) junk faxes
without wasting any of your resources |
|
Provides a traceable audit trail of
faxes |
|
Easy archiving of received faxes,
which can be viewed later |
|
| |
| Basic
Solution |
| The
basic solution provides a simple and efficient
way of monitoring the faxes that have been
transmitted and received. It also has an option
to broadcast faxes to multiple recipients
It generates a multitude of email and web
based reports based on certain criteria. The
generic reports will include the following: |
| |
| 1. |
Email report based on each fax transmission
(per fax per user) |
| 2. |
Date/time based reports on successful
fax transmissions. |
| 3. |
Date/time based reports on failed
fax transmissions with reasons for failure. |
| 4. |
Date/time based reports on successful
fax receipt. |
|
| |
| Extended
Solution |
| This
extended solution provides additional web-based
reports and a host of other features such
as CLI based fax redirection feature and user
level reports. The additional features under
this option will include the following in
addition to the features in the Basic Solution: |
| |
| 1. |
Redirecting receiving faxes to different
email addresses based on the CLI. |
| 2. |
Individual reports per user on fax
transmissions, retrieval and failure. |
| 3. |
Reports based on CLI for fax transmission
and retrieval |
| 4. |
Web based remote fax sending facility |
| 5. |
Time based scheduling of faxes |
| 6. |
Calendar based report generation |
|
| |
|
|
