ezDocFlow Faxing Solutions | Faxing Automation

ezDocFlow Portal (Faxing Solutions)

Enterprise-wide SaaS Faxing Solution Integrated with any Business Application

ezDocFlow is an Enterprise-wide SaaS faxing solution that allows Organizations to automate the inbound and outbound faxing for end users and any business software application while eliminating the need of having a physical fax machine.

ezDocFlow is not just another faxing solution, but is an automated faxing workflow application that addresses automation of all activities related to faxing within any organization. In addition to the automation of faxing, fax workflow tracking, compliance and management, our SaaS faxing connectors eliminate capital and maintenance cost associated with buying and maintaining fax machines, ink, paper, fax phone lines etc.

Features:

SaaS Faxing

  • Our SaaS based faxing eliminates physical faxing hardware cost, maintenance and end-user issues related to fax hardware
  • Port your existing fax numbers
  • New fax numbers can be added instantaneously
  • TSG partners with Concord Fax for this service
  • Support multiple cover pages

Security/Compliance

  • Secure Fax Transmission
  • HIPAA compliant
  • Audits each incoming/outgoing fax and every user action

Integration

  • Integration technology that can automate faxing from any business application software
  • Integration adaptors include HL7, Web services, Virtual Printer, XML, SQL, file import and any other integration technology
  • Import existing recipient dictionaries

End User faxing

  • Inbound faxing and Outbound faxing for end users using a URL
  • Automated Distribution of inbound faxing to users email account
  • End users can send fax using their email or ezDocFlow Portal
  • MyInFaxes and MySendFax dashboards for individual users

Automated Business software faxing

  • Automated Outbound faxing from business applications
  • Support multiple recipient lists/dictionaries per business application
  • For hospitals/healthcare provider organizations, the business applications include EHR, EMR, HIS, ERP, PACs, LAB systems, Materials management and anything else

Fax Distribution Management

  • Unlimited Dashboard workflows to manage inbound faxes for departments
  • Unlimited Dashboards to track automated outbound faxes from business applications

Fax Distribution Rules

  • Automated routing of outbound faxes to recipients based on business rules and logic and fax document content
  • Intelligent parsing capabilities of document content to determine recipients
  • Automated routing of inbound faxes based on Sender information and other fax properties

Workflow Actions

  • Print, download, save or email inbound faxes
  • Permit status tracking for each fax from when it is received, distributed to mark completed
  • Recycle bin support for spam faxes
  • Move to or copy to another workflow
  • Resend outgoing faxes
  • Add recipients to outgoing faxes

Alert and notifications

  • Automatic alerts/notifications to manage issues like failed faxes due to transmission error or wrong number
  • Automated alert for user specified events

Customization

  • Customize each workflow for data columns, filters
  • Limit workflow actions by user groups

Administration

  • Manage Recipients list
  • Manage Workflows and Workflow Collections
  • Manage Users and User Groups
  • Manage Distribution Actions

Volume

  • Handles large volume of inbound and outbound faxes in seconds
  • Limited only by storage and internet bandwidth
  • Not limited to phone line speed or number of phone lines

User Interface

  • Easy to use and Intuitive
  • Browser-based, device agnostic front-end
  • Deploy access to users with a URL and a login account

Benefits/Savings:

Flexibility/Mobility

  • Flexibility/Mobility of sending faxes from anywhere as you long as you can access
  • ezDocFlow URL/portal via any computer
  • Add a new fax machine instantaneously without buying any capital equipment

Cost Savings

  • Reduce paper by not needing to print every fax
  • SaaS based faxing eliminates cost and maintenance of physical fax machines, phone lines, paper and ink
  • End user time spent performing actions or handling issues related to manual faxing are eliminated

Tracking/Compliance

  • Track every incoming and outgoing fax
  • Knowledge of how much and what exactly is your organization faxing and receiving as a fax

Uptime

  • SaaS faxing infrastructure has SLA of high uptime and never goes down
  • Only time automated outgoing faxes process can stop is if the organizations ISP/Internet is unavailable
  • End user/manual faxing is always available thru SaaS backup portal accessible over any internet connection like Personal hotspot

Automation

  • Automated faxing from business applications
  • Rules based faxing to recipients
  • Workflows for incoming faxes allow distributions of faxes to users/departments electronically

Increase Productivity

  • Increase staff productivity resulting from automation of all faxes related tasks. Staff will save time from not needing to go to fax machines to send/receive faxes, to deal with out of paper/ink issues, paper jams, fax machine not working, manually distribute faxes to recipients and more
  • Business application fax automation will save time from having to print what needs to be faxed and then determining who to fax it to and then executing the fax on the fax machines

How does it work?

Inbound faxing

Receive Fax
Faxes are sent to one or more virtual fax number (existing physical fax numbers can be ported as virtual fax numbers) by senders and they are then received in a workflow associated with each individual fax number.

Manage Fax
Every workflow has a User Interface (UI) dashboard specific to the workflow that shows the details of the incoming fax as well as the document. The details include sender info, date/time and more.

The administrator can authorize which users/user groups will have access to which workflow.

Distribute Fax
Using this dashboard, authorized users can then review faxes, print them, email them, mark them complete, trash them, download/save them or move/copy them to another workflow or move them to an individual user inbox if it belongs there.

Individual users can also receive faxes as an email directly if they have a dedicated fax number associate with their email address.

Outbound Faxing

Receive Documents to Fax
Business applications can be setup to send reports/documents to be faxed to one of the integrated connectors of ezFaxWorkflow. Virtual Printer is a universal connector that exposes ezFaxWorkflow to any business application. It appears like a regular printer to the applications and the applications can be setup to automatically or manually print whatever needs to be faxed to this virtual printer. Other modes of sending documents/information to be faxed include HL7, XML, SQL, file exports and more.

Automated logic continuously monitors for documents that are being sent to fax and imports them into a workflow. On import, the document content is parsed and configurable rules are used to determine Recipients whom the document should be faxed to.

Manage documents to fax
A UI dashboard displays all documents to be faxed per business application and it also shows who they will be faxed to and the fax transmission status. One document may be faxed to multiple recipients. Using this dashboard, authorized users can add more recipients, correct fax phone numbers, resend faxes if the recipient phone was busy and faxing times out after specified retry attempts, cancel fax transmission and much more.

The outbound faxing workflow has programming checks built in to avoid multiple transmission of the same document to the same recipient.

Send Fax
Each fax to be sent is transmitted individually with Recipient phone number to the SaaS fax infrastructure who will then fax it. Success/Failure/Retry attempts for each fax is relayed back to the UI dashboard to keep users informed of activity status of the fax transmission.

Are you still faxing manually?

Manual fax machine… Consume too much money…Consume too much time…and Too much staff productivity

ezDocFlow from TSG eliminates following Manual faxing issues:

  • Possibility of hardware failure, such as paper jams and other critical malfunctions
  • Dealing with fax repair request, purchasing ink and other fax machine related supplies
  • Lack of integration/automation between Fax machines and your business applications
  • Speed of transmission limitations over phone lines and limited number of phone lines
  • Standalone fax machines processes lack tracking and security of incoming and outgoing transmissions

ezDocFlow from TSG saves cost and increases faxing capability by:

  • Providing high availability/uptime of faxing service
  • Eliminating manual fax machines and their associated expenses like software, paper, toner, separate phone lines and maintenance
  • Increasing staff productivity by providing faxing capabilities at their fingertips; without having to go to a fax machine, and then wait for confirmation that the transmission has finished
  • Tracking of all faxes, inbound and outbound
  • Enforcing privacy by routing faxes electronically from sender and to recipients, thus reducing the risk of sensitive information sitting out in open or picked up by unauthorized persons.
  • Reclaiming IT time and focus spent on fax related maintenance
  • Reducing issues/headaches/delays of faxing due to issues like out of paper, ink, paper jam etc
  • Automatic/electronic incoming fax distribution
  • Automatic faxing from business applications
  • Eliminating investment in fax hardware and fax phone lines
  • Completely customizable Workflows for managing every aspect of faxing for your organization
  • And more

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