Frequently Asked Questions: G-FAX Keyword List

Note: For the purposes of this document, the term PDF is used to include both emailed and faxed purchase orders.

What is the G-Fax Keyword List?

Your Keyword List describes data capture processes that are specific to your organization. A common process that many organizations have on their Keyword List is how to handle when a PDF contains the phrase “Next Day Delivery”. If the phrase is in the PDF, the PO will be captured as a Rush Order.

How do I get a copy of my company’s G-Fax Keyword List?

Keyword Lists can be requested by emailing or calling GHX Customer Care at support@ghx.com or at 1-800-968-7449 EXT 1.

How do I update my company’s G-Fax Keyword List?

Keyword List updates can be emailed to our Customer Care team at support@ghx.com. Please note, you will be asked to provide the entire new Keyword List, not just the deltas. GHX recommends that you keep and modify a master copy, then, when you have updates, send the entire file to support@ghx.com.

What is a Rush Order Keyword? How do they work?

Examples of Rush order keywords are Rush, Next Day, and Expedited Shipping. These are coded with the EDI PO code RO for Rush Order. If needed, custom keywords can be added for your company’s RO process.

What is a Reject Keyword? How do they work?

Reject keywords stop the data capture process. While there are a variety of reasons you might want to stop a process, some common reasons are:

The PDF contains PHI
The PDF contains credit card numbers
Your organization needs to reject a specific order type (needs to be customized for you)

What is a Capture Keyword? How do they work?

Data capture keywords advise the capture process. For instance, if you want vendor catalog part numbers captured in the data, you might set capture keywords for vendor cat, vendor catalog, or item number.

What is the difference between Capture Keywords and Reject Keywords?

Data capture rules will be used to populate data into EDI, whereas reject keywords are used to stop data capture completely.

Is there a limit to the number of Keywords or phrases that I can add to the Keyword List?

There is no limit.

Why is my company’s G-Fax Keyword list important?

Keywords drive the quality of your data capture experience. It’s important to note that keywords are read exactly, so if you have a data capture keyword for manufacturer part number and the image reads man. part number, the process would miss the abbreviated keyword.

What is my company’s G-Fax Keyword List used for?

It is used to capture and build EDI from your customer’s PDFs.

How often should my company update our G-Fax Keyword List?

We recommend you develop a regular update cadence, and also implement a policy where you update your Keyword List when any known, meaningful changes occur in your company’s processes (for example, your organization has a new consignment process).

Does my G-Fax Keyword List apply to EDI / Integrated orders?

No, G-Fax keywords are only used for G-Fax PDF to EDI conversion.