Hyland: Integrating Retarus Cloud Fax with OnBase

This guide explains how to integrate Retarus Cloud Fax with Hyland OnBase to streamline fax processing. It covers the configuration of both the Fax-to-Email method and the Fax-to-FTP method.

Prerequisites

Before you begin, ensure you have:

An active Retarus Cloud Fax account
Administrative access to your Hyland OnBase platform
Access to an FTP server (required only for the Fax-to-FTP method)

Integrating with Fax-to-Email

1. Set up Retarus Cloud Fax

Log in to Retarus EAS portal.
Navigate to Administration - Fax Services - Fax Inbound Services.
Create a new profile and configure at least the following settings:
- Provide a descriptive name for your profile (e.g., Hyland OnBase Integration).
- Select Fax-to-email as the service type.
- Choose the desired document format, such as PDF or TIFF.
- Specify the destination email address used by Hyland OnBase to receive and process incoming faxes.
- Assign a fax number that will be used to receive faxes.

📌 Fax-to-Email settings
For more information about configuring Fax-to-Email settings, see Configuring a Fax-to-Email profile.

2. Configure Hyland OnBase

Log in to the OnBase Configuration module:
- Launch the OnBase Configuration module.
- Enter your administrative credentials.
- Click Login.
Navigate to the Import/Export settings and select Email Import.
Create a new mailbox import configuration and provide at least the following information:
- Specify the email address used for fax delivery.
- Select the appropriate document format, such as PDF or TIFF.
- Specify the Hyland OnBase destination folder where the imported fax documents should be stored.

3. Test the integration

Send a test document to the Retarus fax number you configured.
Verify that the sent document was correctly imported into the configured destination folder in Hyland OnBase.

Integrating with Retarus Fax-to-FTP

1. Configure the FTP server

You can use an FTP server provided by Retarus, or you can set up and maintain your own FTP server.

Prepare the FTP environment:
- Ensure your FTP server is properly configured and accessible from the Retarus service.
- Create a dedicated directory for storing incoming faxes from Retarus.
Verify FTP connectivity:
- Use an FTP client to connect to the FTP server.
- Confirm you can access the directory using the credentials specified in the Retarus configuration.

2. Set up Retarus Fax-to-FTP

Log in to Retarus EAS portal.
Navigate to Administration - Fax Services - Fax Inbound Services.
Create a new profile for the FTP configuration:
- Provide a descriptive name for your profile (e.g., Hyland OnBase Integration).
- Select Fax2FTP as the service type.
- Choose the desired document format, such as PDF or TIFF.
- Specify the hostname or IP address and the port (default is 21 for FTP and 22 for SFTP) of your FTP server.
- Provide the credentials for accessing the FTP server.
- Specify the directory where faxes will be uploaded.
- Assign a fax number that will be used to receive faxes.

📌 Fax-to-FTP settings
For more information about configuring Fax-to-FTP settings, see Configuring a Fax-to-FTP profile.

3. Configure Hyland OnBase for FTP import

Log in to the OnBase Configuration module.
- Launch the OnBase Configuration module.
- Enter your administrative credentials.
- Click Login.
Go to the Import/Export settings and select FTP Import.
Create a new FTP import configuration:
- Provide the hostname, port, username, and password for the FTP server.
- Specify the exact directory path where Retarus delivers fax documents.
- Select the appropriate file format, such as PDF or TIFF.
- Define the Hyland OnBase folder where the imported fax documents should be stored.
Set up document processing rules:
- Set up appropriate document types for incoming faxes.
- Configure keyword types and metadata extraction rules to properly process the documents during import.

4. Test the integration

Send a test fax to the configured Retarus fax number.
Verify that the fax is uploaded to the FTP server.
Confirm that the fax is then imported into the Hyland OnBase system.