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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. |
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| 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. |
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| 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
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| 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. |
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| Key Features and
Benefits include: |
- Electronically
capture and view faxes
- Archive
incoming & outgoing fax communications
- Automatically
link faxes to Prolog Manager records
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- 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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