Best Practices: Downloaded PDF

This document provides steps to download G-Fax data records and the related PDF order images from the GHX My Exchange Transactions application.

Your organization can use this process to access a fax exemption spreadsheet and the fax images to efficiently manage your exceptions, update your G-Fax account list, and increase the number of touchless purchase orders.

Downloading Fax Exemption Data from My Exchange Transactions

  1. Log into GHX.

  2. Select Transactions from the My Exchange solution tile or click the icon and select it from the menu.

  3. Click Transactions. The All Transactions page opens.

  4. Click Advanced Search.

  5. Define your search criteria:

    1. Choose a Time Period or Custom.

    2. Select Inbound Transactions.

    3. Choose the Fax Exemption transaction type.

    4. Check the box to select all or individually check the desired Transaction IDs.

  6. Scroll to the bottom and click Run Report.

  7. Create a folder on your hard drive (C drive) titled “C:\TEST”.

  8. Click the Export icon.

  9. Make the following selections. The GHX-My-Exchange-Transactions (1).xlsx file will populate with your Fax Exemption data.

  10. Save the Fax Exemption spreadsheet to the C:\TEST folder you created.

  11. Click the Bulk Download icon.

Unzipping the Exported Data

  1. Navigate to the C:\TEST folder you created.

  2. Unzip the contents of the downloaded data (Extract All) to the TEST folder.

Enabling the Fax Image PDF Links

  1. Open the Excel File.

  2. Navigate to Column B.

  3. Paste and copy down the following formula into Column B.

    =HYPERLINK("C:\TEST\"&A2&"_Received.pdf",A2

    A hyperlink formula will be added to the spreadsheet to open the related PDF.

Using the Information in the Fax Image

  • Look at the purchase order numbers to identify patterns and providers who are sending the most faxes in your set time period

  • Add any missing addresses to your G-Fax Account List

  • Update address records so they match the information in the purchase order fax image