How Realized Solutions Simplifies Fax and Email Data
Overview
Clients often face ongoing challenges when they manage time sheets through fax and email. Realized Solutions steps in to remove that burden. One RSI client collects weekly employee time sheets through both methods. RSI supports this workflow by extracting, organizing, and storing the data in a format ready for downstream processing. This approach keeps operations moving without disruption and reduces the need for manual handling.
Secure Fax Collection with EtherFax
RSI uses a trusted third party vendor, EtherFax, to collect and store incoming faxes for the client. Realized Solutions maintains secure associations with the client’s EtherFax accounts and connects through approved APIs. Every 15 minutes, the system retrieves new faxes as image files along with relevant metadata. The process downloads each file and stores it in the client’s database with timestamps and supporting details. Each byte array receives a unique GUID, which allows simple identification, tracking, and retrieval.
Automated Email Attachment Processing
RSI applies a similar automated process to email data. Every 15 minutes, the system scans a dedicated inbox that receives employee time sheets. The process begins with the earliest unread email and extracts each attachment. The system stores the attachments as byte arrays and captures sender details and key email elements. Once processing finishes, the system marks the email as read, which prevents duplicate handling and keeps the inbox organized.
Payroll-Ready Access and Output
Realized Solutions also delivers tools that allow the client to access collected images for business use. This capability plays a key role in payroll preparation. Teams can send files to printers, organize digital copies, and store records for logging and compliance. The streamlined access ensures accurate review and timely payroll processing.
Business Impact
With this solution, RSI enables the client to focus on core business activities every day, even during periods of disruption. Automation reduces manual effort, lowers data errors, and improves consistency across time sheet collection. The result supports efficient operations and dependable employee pay cycles.