ISVs
Case studies - Equisys + Document Genetics
Equisys and Document Genetics Joint Technology Solution Provides Greater Control and Streamlined Communications at Viscount Catering
July 2003
Equisys and Document Genetics Joint Technology Solution Provides Greater Control and Streamlined Communications at Viscount Catering
When document management company Document Genetics needed to build automated faxing into its software, it turned to Equisys and its integration-ready fax technology, the Zetafax CommsEngine. The CommsEngine technology, based on Equisys' award winning fax server product Zetafax, was specifically developed for Independent Software Vendors (ISVs), and allowed Document Genetics to fax-enable its Formate output management software quickly and cost effectively, adding both value and functionality to the core product. This integrated solution was deployed at Viscount Catering, following which Viscount gained greater control over its communications with customers and suppliers. Viscount is part of the multi-million pound turnover Enodis plc, and designs, manufactures and sells catering equipment to the industrial, retail and leisure markets.
The integration
Document Genetics, a division of Extra Resource Ltd, wanted to integrate a fax capability into Formate, its output management software. It required complementary fax server technology that could address the layout, delivery and long term storage of fax documents, so it turned to Equisys and its Zetafax CommsEngine technology.
Formate Output Management
Formate takes standard business system output, formats the document to ensure the layout is professional and the copy readable, and, depending on the type of information to be distributed, delivers it via the most appropriate method e.g. email, print or fax. This method varies from customer to customer depending on preference, and where fax is the chosen distribution method, Zetafax CommsEngine technology provides the functionality. Formate then forwards the document to the CommsEngine module, providing all the required information such as fax number, contact details and subject.
Faxing was particularly important to Viscount Catering, as it is used throughout the catering and hospitality industry, and as the Zetafax CommsEngine is the recommended method for any Formate user wishing to fax documents from Formate, the Equisys/Document Genetics integration was the logical choice for the customer.
Joe Hyde (Sales Director) at Document Genetics said: "When we were looking for a way to provide our customer with an integrated document output and fax solution, the choice of the Zetafax CommsEngine was obvious. We were impressed by the range of methods open to us, including simply embedding addressing information into word documents through to the powerful COM API, which meant we could send a fax using less than 10 lines of code. We were able to do the integration and offer the solution to the customer very quickly which ultimately helped us win the business."
Customer case study: The Problem
Viscount Catering's current set-up meant that customer and supplier documents being output from its Baan ERP (Enterprise Resource Planning) system were being printed on pre-printed stationery using dot-matrix printers. Viscount wanted to improve the quality of these documents whilst improving the method of delivery; the aim being to remove the need to post all customer correspondence. Additionally, with documents being handled manually, lots of time and ever more space was needed for manual filing.
The Solution
Dick Brundish, IT Manager at Viscount Catering, commented: "Although our previous processes never failed us, we felt it was time to consider faster, more reliable and more efficient ways of working. Basically, we wanted to move from paper to electronic based processes and at the same time maximise our existing investments - so we turned to Document Genetics for the solution."
The Benefits
Thanks to the Zetafax and Formate integration, Viscount is enjoying a number of benefits. The company has revamped the layout of its pre-printed stationery using Formate and no longer needs to purchase expensive pre-printed stationery. If a company address or telephone number changes multiple forms can be updated instantly without the wastage of outdated pre-printed stationery.
Automated faxing of documents using Zetafax means that stationery and postage costs are virtually eliminated and staff can work more productively. Between three and five minutes per document are saved by faxing via Zetafax instead of via a conventional fax machine, generating significant overall cost savings. Finally, the new integrated communications system enables more immediate and faster communications with customers and suppliers, greatly reducing lead-times on orders.
Dick Brundish (IT Manager at Viscount Catering) continued: "At Viscount Catering, we recognise that the staff we employ are the key to our success and underpin our good reputation. So the provision of systems to help them work more efficiently is a critical business process for us. The integration of Formate and Zetafax gives us a professional tool that enables us to work smarter, manage our communications better and provide a first-class customer service. I am also pleased to say that we are enjoying these benefits without having made any expensive modifications to Baan."
Notes To Editors
About Equisys - Founded in 1987, Equisys is a leading provider of business communications solutions. The company has offices in the UK and the United States and has an established network of distributors and resellers in over 30 countries. The company's original flagship product, Zetafax, is the world's leading SME and departmental fax server software, enabling users to send and receive faxes directly from their PCs. Already installed in over 50,000 organisations worldwide, Zetafax has recently been awarded most 'innovative fax server' award from the Davidson Consultancy.
For further information, please contact:
Jamie Gillan, ISV Account Manager
Tel: 020 7203 4042
Email: jgillan@equisys.com