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Encompass: Document Control – FAX
Hundreds, or even thousands, of critical project related faxes are typically received during the lifecycle of a project. The hard-copy faxes are placed in inner-office mail or walked-around the organization and eventually dropped on someone’s desk for review. The fax information is sometimes manually keyed into Prolog Manager®, while other times, the information is only viewed by the individual receiving it and it never makes its way to the project management system.
The current process of handling faxes on many projects results in process inconsistencies, paper-jams, significant manual intervention, and archived hardcopies that are often difficult and time-consuming to retrieve.
Encompass: Fax electronically centralizes critical facsimile correspondence for all projects and provides automatic capture, routing, and OCRing of incoming and sent faxes. Once captured, new Prolog Manager® records can easily be created, or the faxes can be electronically attached to such existing records as:
- Contracts
- RFI’s
- Company Pre-qualification
- Transmittals and Correspondence
- Subcontractor Pay Applications
- Submittals
- Drawings
- Conversation Logs
- Company Maintenance
- Insurance Information
The Encompass client allows users to view, rotate, zoom, approve, modify, route, and process faxed data from a central location, no matter how many projects or Prolog Manager® databases. Once the contents of the fax are processed, the original fax is automatically linked to the corresponding Prolog Manager® record, where these external files can either be stored in Prolog Website® or remain in the Encompass database.
Key Features and Benefits include:
- Electronically capture and view faxes
- Archive incoming & outgoing fax communications
- Automatically link faxes to Prolog Manager records
- Centralize and route faxes
- OCR incoming faxes to convert into digital text
- Site configurable workflow to route and process faxed documents
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