CASE STUDY: Annodata Business Communications

Experts in voice, data and documentcommunicationAnnodata Business Communicationsspecialise in all aspects of voice, dataand document communications. TheCompany works with a broad portfolio ofpartners, including ProcessFlows.This enables them to offer customers a

wide range of products, fromreprographics, post room equipment,document management solutions andtelecommunications, through to ITHardware & Software, all backed up bynationwide support. Annodata clientshave included large organisations suchas The Hilton Group, GlaxoSmithKlineand Compass Group.

Improving communications for mobileworkersIt is important to Annodata that they areconfident in any product’s capabilities

and fully understand the functionality andbenefits from a prospective customer’sperspective before they add it to theirportfolio. As a Channel Partner ofProcessFlows, it seemed logical toimplement the ProcessFlows businesssolutions ‘in house’.With 9 offices nationwide and a mobile

sales and service force, ensuringcommunications are received effectivelyand efficiently is a key priority, but oftendifficult to enforce. Annodata wanted tofind solutions that would complementtheir business objectives both internallyand for clients:

� An SMS communication solution thatwould simplify two way communicationto a mobile work force, that was easyto implement and install and would beup and running quickly.

� A solution to manage faxcommunication efficiently, eliminatingthe need to wait by the fax machine forstatus reports.

Electronic fax and text messagingIntegrating ProcessFlows’ Text MessageServer (TMS) and OpenText RightFax intotheir communications strategy hasenabled Annodata to eliminate many ofthe issues previously encounteredthrough traditional means ofcommunication.TMS offers an easy user interface and

a simple installation – a very positiveselling point for any reseller.As Sales Executives at Annodata

typically spend a lot of time either on thephone, driving, or meeting with customersand suppliers, their instant availability toreceive and respond to important calls oremails is not always posible.

Annodata, the print, document, data and communication technology specialists bringtogether the very best in the marketplace, which is why they work with ProcessFlows todeliver unbeatable solutions to Public and Private Sector organisations.

Annodata deliver the best solutions bypartnering with the best solution providers

Reliable, secure and cost effective, cloud-based, SMS/Text MessagingPlatform. Email SMS Gateway, Web Client, SMPP, API & more...

Annodata recognised the potential for anSMS solution which would allow fieldstaff to be contacted discreetly, allowingfor important messages to be receivedwith minimum fuss or effort.RightFax allows organisations to

significantly reduce costs by integratingwith core business applications andautomating the flow of faxes, paper,electronic documents and data.Any organisation still employing stand-

alone fax machines is potentially wastingmoney. Fax servers do the job faster,more accurately, and at a much lowercost. For example, a company sending25, 2 page faxes daily, which take 10minutes to send by someone earning £10an hour, would give a return oninvestment in just 5½ months.

ProcessFlows text solutionAnnodata comment that the TMSsolution is of particular benefit forcommunicating with their Sales teamwho may not have internet access or beable to take a phone call. As textmessages are sent from an Exchangemailbox, the Sales Manager is able tosend a text message to a group ofpeople simultaneously and instantly,receiving the responses to his inbox inthe same way as any email.Service Engineers are sent information

about their next appointment – address,machine model, what the problem is,

along with a contact name etc andnumber. In reverse, engineers text theoffice to sign off jobs, which enables anaccurate report on progress to bemaintained. The Service Engineers cansimply text prospective leads theybecome aware of to Telesales Executivesfor follow up, maximising opportunitiesfor the company.Fault alerting is another area where

TMS has proved valuable. The solutionhas enabled real time management of theservice department, maximising theactual time spent at customer locationsby minimising wasted time waiting forinstructions on where to go next.

OpenText RightFaxRightFax has allowed Annodata tosignificantly reduce their paper flow forfaxing, negating the need to print adocument as it is sent straight from thedesktop PC.

Purchase orders can now be faxedfrom the desktop and a copy is stored inthe sent items and on the RightFax server,thus easily retrievable. In-bound faxes areno longer misplaced or lost as they arereceived in the mailbox of the recipient.RightFax eliminates the need for

remote workers to have a fax machine athome as they are able to send andreceive faxes directly from the desktopvia their VPN.Because RightFax integrates with

Multi-Function Devices and eCopyShareScan (another ProcessFlowsSolution), Annodata have been able tofacilitate users to scan and send directlyfrom the MFD to RightFax. This maximisestheir original investment and eliminatesthe need for a fax board and additionalanalogue line in the MFD. With tightintegration, a copy of the fax is sent tothe user’s mailbox.

Integration of TMS into the CRMstrategyA text from Sales: “Thank you for yourtime spent with me this afternoon. I willbe in contact again soon, but should youhave any further questions, please don’thesitate to call.”A text from the service department:

“Your MFD is nearing the end of its lease.We will be in contact with you shortly todiscuss upgrade options.”

“To provide our business communicationsolutions we choose the best partnerswho will enhance our offerings anddeliver significant value. Products suchas RightFax and TMS fill niches in ourcommunications delivery, and we haveensured that ‘we use what we sell”

Andrew HarmanManaging Director, Annodata

ProcessFlows, Gateway House, Tollgate, Chandler’s Ford, SO53 3TG, UK Tel: 01962 835053 Fax: 01962 835100 Email: sms@processflows.co.uk