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Rules Based Fax Routing

Delivering received faxes is an essential feature of any enterprise Fax Server solution. Our Fax Routing Solutions provide an extensive set of features for processing and delivering received faxes, often initiating a fax workflow. Delivery instructions could be simple, such as route all faxes sent to a given fax number to a particular user. Or delivery instructions could be advanced, such as extract information from the received fax image and use this information to perform a database lookup for delivery instructions.

Assess the data known about the fax upon arrival

Extract additional data from the fax image

Query a network resource for additional data and/or delivery instructions

Modify the format of the fax image

Complete delivery to one or more destinations

 

Advanced Fax Routing

Routing received faxes is a multi-step process. The first step is to gather the data known immediately about the fax when it arrives. This data includes information such as the date and time the fax arrived, the number it was sent to, and possibly the Caller-ID and TSID of the fax sender. These details are often enough to complete basic fax routing requirements.

More advanced fax routing requirements might require that information be extracted from the fax image itself. Faxes are sent and received as TIFF files, a non-searchable image format. An OCR process can be performed on the fax image to extract data. OCR works best when applied to structured data such as forms, where the Fax solution has some basis for where on the fax to find the necessary data. Another means to extract data from the fax image is to perform barcode recognition.

Advanced Fax Routing can also query a network resource, perhaps to determine routing instructions, or to gather additional data that corresponds to the fax – so that this data can be delivered along with the fax.

 

Processing Received Faxes

Gathering data from a received fax is a critical step – it enables Advanced Fax Routing to process and deliver faxes automatically,
and it enables additional data to be attached to the fax delivery. Data known about the fax when it arrives includes:

The Fax Port — the fax line or phone line on which the fax arrives

The Dialed Digits — the number the fax is sent to

TSID (Transmitting Subscriber Identifier) the string that identifies the fax sender, often a company name or fax number

Caller ID (ANI – Automated Number Identification) the fax number of the sending fax device

Date & Time – the date and time the fax arrives

Additional data can be gathered by an OCR process, whereby the fax image is converted to text by OCR, and the fax is made searchable; barcode recognition, whereby a barcode on the fax is scanned and interpreted; and database lookup, whereby a
network resource is queried for additional data and/or delivery instructions. OCR is used to search for particular characters or locations on a fax image.

 

Deliver Destinations

Email - the fax file can be delivered as an attachment to an email message or as a notification that contains a UNC link to the fax file

Printer

UNC (Universal Naming Convention) - delivers faxes to a network directory

FTP (File Transfer Protocol) - delivers faxes to an FTP location

SFTP (Secure FTP) - delivers faxes to a Secure FTP location

Quarantine - delivers faxes to a quarantine folder, which is used for filtering spam faxes

Image Indexing - delivers the received fax to the FAXCOM Image Indexing application, Biscom’s fax workflow solution for data capture and image processing

PRESENCE workflow folder - triggering a file delivery workflow or another process

 

Formatting the Fax Delivery

The fax image can be converted from its original TIFF format to formats such as:

Searchable PDF

PDF

Searchable TIFF

Text

The delivery can also include additional data extracted from the fax image or retrieved via lookup to a network resource. This data can be delivered in CSV, XML, or similar format.

 

Advanced Fax Routing Workflow's

Advanced Fax Routing extends fax routing capabilities to enable fax processing to be included in business workflow's. Examples include:

An insurance claims form received via fax includes a claim number printed in one of the boxes on the form. An OCR of the fax provides the claim number, and a database lookup identifies the agent working on that claim.

A purchase order received via fax includes a barcode on the cover page, where the barcode is unique to a specific
customer. A database lookup identifies the account manager servicing that customer.

An invoice received via fax might be delivered to a specific DID fax phone number assigned to an accounting contact.

Multiple reports are received in a single fax. After reading a barcode on each report, the multi-page fax is split into multiple faxes for individual processing.

Naming of the fax image can also be controlled, perhaps to reference data extracted by OCR and the date & time received. A record of the fax and corresponding data can be written to an ODBC database.

Each Fax Queue can handle one or multiple workflow's. for processing received faxes. The workflow integration is accomplished
by defining a set of criteria that trigger actions based on certain conditions.

Examples of basic workflow's. include:

Deleting or forwarding faxes to specified subfolders when they are detected as spam based on the TSID.

Routing faxes to users based on text extracted from the fax cover page.

Automatically redirecting faxes when users are out of the office.

A sample intermediate-level workflow is to:

First, convert a received fax to a text data file.

Second, deliver the data file to an application for automatic processing.

A sample advanced workflow is to:

First, separate a multi-page received fax into multiple documents.

Second, search a network resource for the owner of each document based on extracted transaction IDs.

Third, deliver each document to the correct owner with an attached .xml file that enables the document to be automatically indexed according to data extracted from the fax image included in the .xml file.

 

Integrating Fax With Your Document Workflow's.

Download this whitepaper now

Advanced Fax Routing Data Sheet

Download this datasheet now

 

Want to discuss your Rules Based Fax Routing with an expert?

Call us today on:

USA: 800 429 8983 or (1) 321 726 9941
UK: 020 8972 1390

or email the team at sales@international-presence.com

 

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