PDF Fax - In and out

Genifax can be configured to deliver inbound fax messages in PDF or Searchable PDF format rather than the traditional .TIF image format. This is particularly useful for specific markets where PDF has become the defacto or government regulated standard for document exchange and archiving. Most office workers today have the Adobe Acrobat viewer on their desktop, if not it is readily available as a no cost download.

The Genifax Web Client stores all received, pending and sent documents in PDF format. Using Omtool's Swiftwriter plug-in for the Acrobat family of products (including the reader) these "sent" messages can be quickly profiled and archived in a resident document management system allowing corporations to more readily comply with government mandates such as Sarbanes-Oxley that require that all communications of a financial nature be archived.

Compliant or Private Fax

Genifax's secure fax option that functions as follows: when a user sends a fax with the secure fax option (found in the Genifax send form) selected, the destination fax number is compared to a database of fax numbers associated with fax machines that have been registered with the senders Genifax server as being secured from public. This database can set-up by the system administrator based on the data provided by the recipient organization (owners of the fax machines) or as the result of the recipient auto-registration process.

If the destination fax number is not found in the database, the Genifax server will not deliver the fax message, but will instead deliver a notification to the recipient fax machine that a secure fax delivery is pending and will be held by the server until the recipient authorizes delivery - by registering the target fax machine with the sending Genifax system. This (recipient auto-registration) occurs automatically when the recipient signs and faxes the notification/authorization notice back to the sender's Genifax server.

The notification language can be customized, and includes a signature line and an authorization number. The authorization number is encoded with an embedded directive, which when received by the sender's Genifax server is decoded, automatically initiating the registration process and authorizing the release for delivery of the secure fax. The signed authorization notice is archived by the sender's Genifax server for future reference.

Relative to securing data internal to the Genifax server/system, the administrator can also take advantage of password/security features native to the Windows Server operating system to provide needed protections.

FileScan - Automating Fax Delivery

FileScan automates fax creation and delivery from data streams generated from Fuji Xerox MFD or other data-centric systems. The data in a document format, combined with a FileScan control file is directed to a designated directory where it is automatically pushed to the Genifax server for composition and delivery. Companies rely on FileScan to save literally thousands of dollars in consumables, postage and labor by delivering invoices, purchase orders and other volume oriented documents electronically rather than via mail.

FaxCenter

Genifax FaxCenter is a desktop application that serves as a fax delivery control center -- where inbound faxes are collected and the operator can sort the content, eliminate spam, combine similar fax messages, annotate, forward, profile and archive into a document management system.

Email Integration

Brings Fax to the Desktop in the Most Familiar Way Genifax integrates with popular messaging systems making fax an option on the toolbar of the email desktop for creating, sending and managing faxes. Inbound faxes can be automatically (via Direct inbound dialing) routed to individual email inboxes. Business critical faxes are delivered in a timely and efficient manner with no risk of becoming lost in a sea of paper crowding the hallway fax machine. Direct routing of fax-based messages streamlines the entire communication process, improves response time and inturn customer and business relationships and minimizes paper jams that result from a flood of inbound traffic to a traditional fax machine.

Presenting fax options to users via the mail client is familiar and easy. There is no need to invest in user training since the email send form is virtually identical to the Genifax send form.

Cost Recovery

An client option targeted to law firms who need to track fax transactions based on specific client/matter data for cost control or bill back.

Configurable Compose

A server module, the Genifax compose engine converts application file attachments or document formatted data streams to a fax compatible image format and creates and merges a coverpage if specified. The compose engine provides the user with multiple options for rendering documents: a standard file transform engine, application based file transform, or print language based file transform.

The compose component can now be configured by the administrator to render a specific document type or types, optimizing rendering performance and improving system through-put. An example -- deploying an additional compose component configured to handle data and control files from the FileScan component enabling a dedicated resource to automatic, high volume fax creation and delivery of purchase orders and confirmations from an MRP system. Genifax can be configured to convert inbound faxes (.tif format) to a text plus image PDF file. This process involves passing the inbound fax through an OCR (optical character recognition engine) This can be process intensive based on the volume of inbound faxes that could negatively impact outbound fax rendering. An additional compose component configured specifically to handle this inbound convert to PDF and OCR could be deployed to maximize throughput.

Genifax Web Client

For businesses that need a consistent channel for sending and receiving faxes electronically, and do not want to rely on or bog down their existing email server, or wish to provide users access to their fax messages when they are on the road, the Genifax Web client is the answer. Designed for simplicity, the Genifax Web Client user interface has been modeled after the most successful web based mail programs and offers users a host of options that mirror the features found in the Genifax mail-based send form.

The Genifax Web Client does more than provide remote access to faxes. It is functional enough to serve as the alternative desktop fax client for companies who prefer to keep fax and email communication channels separate. All inbound and outbound fax messages in the Genifax web client are available in PDF format rather than .tif image format. PDF viewer software is readily available as a free download.

Inbox

Manage your fax inbox from anywhere -- just by connecting to the Internet. View, forward (as fax or email) Print to a network printer or Delete fax messages.. If FaxCenter is employed as the means of routing, the recipient can return a fax to the FaxCenter Operator for to be archived or for further action.

Outbox

Review status and summary of a fax message still in the queue for processing and delivery.

Sent Items

View at a glance all the particulars of a fax delivery -- including time completed and delivery status, billing codes, destination fax number, and the job number it as it exists in the Genifax job history. The actual fax is available in PDF format for viewing and can be resent if the delivery status indicates a failure or forwarded as needed to additional recipients.

Routing Options

To efficiently manage the flow of incoming fax messages in a way that blends seamlessly with existing work habits, Genifax provides multiple routing schemes. One option is to route fax traffic to a network location or locations (FaxCenter) where the messages are processed and manually forwarded. A second uses direct inbound dial (DID) routing to automatically deliver faxes based on a set of configurable rules to individual email inboxes, a specific network directory, or to a database location. Genifax also supports DTMF as an inbound routing option.

Specifications & Requirements

Hardware:

• Pentium® 3 server-class processor, 1GHz or faster (Pentium® 4 server-class processor, 2GHz or faster for T1 configurations)
• 20 GB hard disk space
• 512 MB RAM (1 GB RAM for T1 configurations)
• Unoccupied PCI slot that can accommodate a full-length card (for servers with faxing capability)

Server Operating System:

• Windows 2003 Server Standard Edition, Windows® 2000 Server with SP4, or Windows® 2000 Advanced Server with SP4

Other Required Applications:

• Internet Explorer 6.0
• Microsoft Word 2003/2002/2000 required on Genifax servers; Microsoft Office 2003/2002/2000 recommended on all servers Internet Information Services 5.0 or later (for servers with the Web Client, an SMTP connector, or the XeroxScan connector)