OpenText RightFax CE 21.

Administrator Guide
Edition
OpenText RightFax CE 21.2
September 02, 2022
Copyright © 2021 Open Text. All Rights Reserved. Trademarks owned by Open Text.
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Open Text Corporation
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Waterloo, Ontario, Canada
N2L 0A1
(519) 888-7111
http://www.opentext.com
Copyright Statement
Portions of this product Copyright © 2002-2006 Glyph & Cog, LLC. Portions Copyright © 2001 artofcode LLC.
This software is based in part on the work of the Independent JPEG Group. This software is based in part on the work of the Freetype Team.
Portions Copyright © 1998 Soft Horizons. Portions Copyright ©2001 URW++. All Rights Reserved. Includes Adobe® PDF Library technology. Adobe,
Acrobat and the Acrobat logo are trademarks of Adobe Systems Incorporated.
Disclaimer
No Warranties and Limitation of Liability. Every effort has been made to ensure the accuracy of the features and techniques presented in this
publication. However, Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.

OpenText RightFax CE 21.2 2 Administrator Guide

Contents

Chapter 1: Introduction 12 Viewing summary information for your RightFax servers 21

About the RightFax System 12 Viewing fax channel information 22
RightFax Server options 12 Starting and stopping RightFax services 23
Chapter 2: User assistance 14 Copying service configuration settings to other nodes 24
Getting help online 14 Troubleshooting RightFax services 24
Finding OpenText contact information in FaxUtil 14 Monitoring server statistics and queues 26
OpenText Learning Services for RightFax 14 Monitoring client connections 28
OpenText Professional Services 15 Changing service accounts 28
Chapter 3: How RightFax works 16 Configuring the domain account for Microsoft Kerberos 30
RightFax components 16 Synchronizing the RightFax server with external systems 30
Fax image files 16 Viewing RightFax application events 30
Fax database 17 Viewing RightFax service events 30
RightFax services 17 Customizing Enterprise Fax Manager 31
The RightFax queues 18 Chapter 5: Configuring the RightFax Server module 34
Fax archiving 18 Configuring the general settings 34
RightFax client programs 19 Configuring the advanced settings 37
Chapter 4: Managing and configuring fax servers 20 Configuring SQL connections 39
Starting Enterprise Fax Manager 20 Configuring feature activation 41
Adding RightFax servers that you administer 21 Configuring custom messages 41

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 Configuring user messages 45 Running DocTransport on remote computers 85
Configuring administrator messages 46 Preventing a DocTransport module from attempting to send
faxes 88
Configuring data sharing 48
Chapter 8: Enabling and using the RightFax Sync module 89
Configuring eTransport 49
About the RightFax Sync module 89
Starting and stopping the RightFax server 50
Getting started 89
Chapter 6: Configuring the WorkServer modules 53
Defining data sources and destinations 90
Telephony server routing 55
Configuring a data source 91
InterConnect retry settings 55
Configuring a destination database 97
Optimize faxing 55
Creating mappings 98
Archive settings 55
Configuring the RightFax Sync module for Okta 99
Selecting a service account 58
Verifying user synchronization 99
Adding and deleting WorkServers 59
Chapter 9: Configuring document conversion 101
Printing a time strip on faxes 59
Configuring the RightFax Conversion Engine service 101
Configuring Kofax NetScan 60
Improving the conversion quality 103
Configuring PeopleSoft 61
Configuring timeout on a failed conversion 104
Installing WorkServers on remote computers 62
Troubleshooting the Conversion Engine 104
Chapter 7: Configuring the DocTransport modules 65
Controlling the sequence of conversion 105
Adding transport methods 65
Chapter 10: Creating RightFax user accounts 106
Configuring global DocTransport settings 66
About the DEFAULT user 106
Brooktrout Fax Board configuration 67
Creating, deleting, copying, and editing users 107
Configuring Docs-on-Demand 79
Disabling a user account 108
Configuring Fax over IP failover 81
Editing a user profile 108
Configuring RightFax SMS Service 81
Managing user profile pictures 124
Configuring RightFax Connect 82
Blocking faxes that contain sensitive words 125
Configuring Automated Billing Codes 84

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 Managing user delegates 125 Editing billing code properties 152
Using Integrated Windows Authentication 127 Importing Billing Codes 152
Importing users 128 Requiring billing codes 153
Chapter 11: Creating groups of users 130 Configuring RightFax to validate billing codes 154
Creating, deleting, copying, and editing groups of users 130 Making ODBC billing codes available in FaxUtil 154
Editing group properties 131 Chapter 17: Creating fax cover sheet templates 156
Chapter 12: Creating signatures 140 Creating an HTML cover sheet template 156
Creating, deleting, copying, and editing signature files 140 Creating a Microsoft Word cover sheet template 157
Editing signature file properties 141 Creating a PostScript cover sheet template 157
Chapter 13: Creating a stamp library 142 Creating a PCL cover sheet template 157
Creating, deleting, and editing stamps 142 Inserting cover sheet codes 158
Chapter 14: Creating overlay forms 144 Managing cover sheet template files 161
Creating, deleting, and copying form files 144 Granting user permission to select a cover sheet 162
Editing form file properties 145 Setting default cover sheets 162
Configuring two forms for use in a single fax 146 Setting required cover sheet information 162
Chapter 15: Connecting printers and scanners 147 Chapter 18: Creating library documents 164
Creating, deleting, and copying a printer 147 Creating a new library document 164
Editing printer properties 147 Editing library document properties 165
Importing printers into RightFax 148 Deleting or copying library documents 166
Configuring RightFax to automatically print faxes 149 Resetting the usage statistics counter 166
Using the Kofax NetScan 149 Chapter 19: Adding messaging services for notification
messages 167
The Standalone Fax Connector 149
Adding messaging services 167
Chapter 16: Creating billing codes 151
Editing messaging service properties 167
Customizing the use of billing codes 151
Logging administrative alerts 169
Creating, deleting, and copying billing codes 152

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 Chapter 20: Using the Alerting and Monitoring service 170 Failed Received Fax Report: Unsuccessful Inbound Faxes
by User 198
Disabling and enabling error detection for alerts 170
Received Fax Report: Inbound Faxes by Day 198
Installing the Alerting and Monitoring service 170
Received Fax Report: Inbound Faxes by Remote ID 199
Configuring the Alerting and Monitoring service 171
Received Fax Report: Inbound Faxes by User 199
Adding, modifying, or deleting monitored statistics and alerts 173
Sent Fax Report: Outbound Faxes by Day 200
Editing Alert Properties 173
Failed Fax Report: Unsuccessful Outbound Faxes by User 200
Chapter 21: Using SNMP Alerting 177
Fax Report: Outbound Faxes by Unique ID 200
Configuring the SNMP Service on the RightFax server 177
Fax Report: Outbound Faxes by User 201
Configuring the Network Monitor application 178
Detailed Billing Report - Billing Code 1: Outbound Faxes
Receiving RightFax alerts in your network monitor 178
Only 201
Querying RightFax status variables 179
Detailed Billing Report - Billing Code 1 and Billing Code 2:
Controlling RightFax services from your network monitor 185 Outbound Faxes Only 202
Troubleshooting the RightFax alerts 185 Detailed Billing Report - Billing Code 2: Outbound Faxes
Chapter 22: Monitoring document conversion statistics 189 Only 202

Viewing conversion statistics 189 Summary Billing Report - Billing Code 1: Outbound Faxes
Only 203
Setting baselines 190
Summary Billing Report - Billing Code 1 and Billing Code 2:
Clearing conversion data 190 Outbound Faxes Only 203
Chapter 23: Managing fax numbers 191 Summary Billing Report - Billing Code 2: Outbound Faxes
Adding and deleting fax numbers 191 Only 203
Assigning a fax number to a user or group 192 Channel Usage Report: by Day 204
Chapter 24: Running RightFax reports 193 Channel Usage Summary Report 204
Generating RightFax reports 193 RightFax Conversion Error Report 205
RightFax Advanced Audit Report 197 Delegates by User 205
RightFax Deleted Inbound Faxes 197 Destination Report: Outbound Faxes by Fax Number 205
RightFax Deleted Outbound Faxes 198 Destination Report: Outbound Faxes by Remote ID 206

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 Destination Report: Outbound Faxes by To-Company 206 Inbound Fax Use by Pages 216
Destination Report: Outbound Faxes by To-Name 207 Outbound Fax Users by Transmission Time 216
Failed Login Report 207 Outbound Fax Use by Pages 216
Fax Inactivity by User with Delegates 207 Server Inbound and Outbound Usage 216
Fax Printing Report: Faxes Printed by Group(s) 208 Top-10 Inbound Fax Users by Transmission Time 217
Fax Printing Report: Faxes Printed by User(s) 208 Top-10 Inbound Fax Users by Pages 217
Fax Volume Report 208 Top-10 Outbound Fax Users by Transmission Time 217
User History Report: All Outbound Faxes for User(s) 209 Top 10 Outbound Fax Users by Pages 218
User History Report: Completed Outbound Faxes for User(s)209 User Inactivity 218
User Fax Report: Outbound Summary of All Faxes for User SQL queries 218
(s) 210
Chapter 25: Configuring RightFax for OCR image to text
User Fax Report: Outbound Summary of Completed Faxes conversions 221
for User(s) 210
Enabling OCR processing on the WorkServers 221
User Routed Received Documents Report: Activities on
Configuring OCR conversions 222
Received Documents Performed by User(s) 211
Configuring RightFax users for OCR conversion 222
Time-of-Day Usage by Group - Inbound 212
Using OCR to route received faxes 223
Time-of-Day Usage by Group - Outbound 212
Creating and managing OCR text files 225
User History Report: All Outbound Activities for User(s) 212
Chapter 26: Setting up inbound routing 226
User History Report: Completed Outbound Activities for
User(s) 213 Configuring DID/DNIS routing 226

Permissions by User 213 Configuring DTMF routing 226

Fax Printing Report 213 Configuring channel routing 227

Time-of-Day Inbound Faxes Channel Usage Report 214 Configuring ANI routing 227

Time-of-Day Outbound Faxes Channel Usage Report 214 Configuring CSID routing 228

Time-of-Day Usage Report 215 Configuring FTP routing 229

Inbound Fax Users by Transmission Time 215 Configuring delivery methods for users 231

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 Distributing faxes to a group of users 233 RightFax phonebooks 263
Assigning unique ID numbers to fax file names MAPI phonebooks 263
and routing to a network folder 233
ODBC phonebooks 263
Configuring time of day routing 233
LDAP phonebooks 266
Handling spam 234
Chapter 31: Adding external connections 268
Chapter 27: Setting up AutoReply to respond to inbound
Adding an external connection 268
faxes 235
Configuring external connection properties 268
Configuring Autoreply 235
Creating and configuring an OAuth provider 272
Customizing the reply fax 237
Chapter 32: Setting up fax broadcasting 273
Troubleshooting the AutoReply Service 239
Fax broadcasting from phonebooks 273
Chapter 28: Creating dialing rules and Least-Cost
Routing plans 240 Fax broadcasting from a mail merge 273

Creating, deleting, and copying dialing rules 240 Fax broadcasting from a database 274

Editing dialing rules 241 Chapter 33: Setting up workflows 275

Example of dialing rules 251 Preparing to configure workflows for metadata tagging 275

Creating an exception to a dialing rule 251 Creating, editing, and deleting workflows for metadata
tagging 276
Creating, deleting, and copying destination tables 251
Editing the properties of an exception workflow 277
Testing dialing rules and fax routes 253
Editing the properties of a workflow 279
Blocking outbound calls 255
About RightFax Intelligent Workflows 282
Examples of Least-Cost Routing 255
Managing workflows 283
Chapter 29: Setting up the RightFax client software 259
Chapter 34: Working with PDF files 285
Setting up user faxing methods 259
Converting received faxes to PDF 285
Prerequisites for using the different faxing methods 259
Creating and sending a PDF by email 285
Configuring the RightFax Fax Control module (FaxCtrl.exe) 260
Using the PDF module to convert PDF files for faxing 286
Requiring fax approval 261
Controlling thumbnail view of PDF faxes 287
Chapter 30: Configuring phonebooks 263

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 Chapter 35: Setting up RightFax email gateways 288 Purging work requests 319
Setting up SMTP gateways 288 Purging fax records using DBPurge 319
Adding and configuring email gateways 289 Purging faxes from users’ fax mailboxes 320
Sending a fax via SMTP 294 Removing orphaned faxes 320
Configuring users to receive faxes via email 297 Appendix A: RightFax embedded codes 321
Email notification of faxes 297 ADDDOC 321
Embedded codes in mail messages 298 ADDDOC2 322
Running the email gateway remotely 299 ADDDOC3 322
Troubleshooting the email gateways 299 ADDDOC4 322
Chapter 36: Inbound faxing with Microsoft Exchange *ATDATE 322
Unified Messaging (UM) 301
*ATTIME 322
Requirements 301
*BILLINFO1 323
Configuring Exchange UM for faxing 301
*BILLINFO2 323
Configuring RightFax for Exchange UM 302
BREAK 323
Chapter 37: Configuring the Remoting Service for web
BROADCAST 324
applications 304
*CHANNEL 324
Configuring the RightFax Remoting Service 304
COMPLETEEVENT 324
Chapter 38: Using TeleConnect to access faxes by phone 306
*CONVERSION_BIAS 324
Requirements 306
*COVER 324
Configuring TeleConnect 306
*DELETE 324
Retrieving faxes via TeleConnect 312
*DELETEALL 325
Chapter 39: Backing up and maintaining RightFax 314
DELETEFIRSTPAGE 325
Changing the connection to the SQL server 314
DELETELASTPAGE 325
Using RightFax with a SQL Server high availability solution 315
*FCSFILE 325
Backing up and restoringthe RightFax server and database 317
FORMTYPE 325
Purging deleted fax records from the database 319

OpenText RightFax CE 21.2 9 Administrator Guide

 *FROMFAXNUM 325 *SMARTRESUME 330
*FROMGENFAXNUM 326 TOALTFAXNUM 330
*FROMGENPHONE 326 TOCITYSTATE 330
FROMNAME 326 TOCOMPANY 330
*FROMPHONE 326 TOCONTACTNUM 330
*IGNORE 326 TOFAXNUM 331
*LIBDOC 326 TONAME 331
*LIBDOC2 326 UNIQUEID 331
NEWDEST 327 Appendix B: File formats that convert to fax format 332
NEWLIB 327 Preventing RightFax from converting specific types of files 333
NEWLIB2 328 Appendix C: Error and status messages 334
NOBODY 328 Appendix D: Alerting and Monitoring statistics 339
NOCOMPLETEEVENT 328 Fax Server Statistics 339
*NOCOVER 328 Database Statistics 340
NOSMARTRESUME 328 Workserver Statistics 341
NOTE 328 Gateway Statistics 342
NOTIFY_ERROR 328 Local BoardServer (Legacy) Statistics 343
NOTIFY_OK 329 All DocTransports Statistics 345
NOTIFY_RETRY 329 RPC Server Statistics 345
*PREVIEW 329 DocTransport Statistics 346
*PRIORITY 329 Conversion Engine Statistics 348
*RETRYCOUNT 329 Queue Handler Statistics 348
*RETRYINTERVAL 329 Appendix E: Registry keys and values 349
*SAVE 329 Conversion Engine registry entries 351
SIGNATURE 330 DocTransport registry entries 352

OpenText RightFax CE 21.2 10 Administrator Guide

 FaxServer registry entries 358
Gateway registry entries 366
RightFax registry entries 368
Remoting registry entries 370
WorkServer registry entries 371
Client registry entries 374
Appendix F: Performance observations 375
System under test 375
Observations 376
Appendix G: Frequently asked questions about RightFax
security 377
What encryption is provided by the encryption module? 377
How does RightFax protect credentials for users? 377
How does RightFax protect credentials for RightFax
services? 377
What secure software development practices are followed? 377

OpenText RightFax CE 21.2 11 Administrator Guide

Chapter 1: Introduction

Chapter 1: Introduction

About the RightFax System RightFax Server options

The RightFax system is a comprehensive network fax solution for RightFax offers multiple server software options.
creating, sending, receiving, and managing faxes from a user’s
RightFax Business Server
desktop computer. Users can add cover pages, overlay forms, attach
The RightFax Business Server supports unlimited user accounts. It
documents, and insert graphics.
includes one fax channel, but is expandable to up to 30 fax channels.
FaxUtil is the RightFax mailbox where users create, view, print, and
manage faxes. With FaxUtil, users can forward, route, and delete RightFax Enterprise Server and Enterprise Suite
faxes. The RightFax Enterprise Server supports unlimited user accounts. It
includes three WorkServers and one fax channel, expandable to
The RightFax server manages network print queues assigned to support unlimited fax channels. This server includes the RightFax
faxing, converts outgoing faxes, schedules outgoing faxes, and routes FaxUtil Web and the OCR Router, OCR Converter, Docs-on-Demand,
incoming faxes. Routing can be optimized with Least-cost Routing and TeleConnect modules.
rules. The server consists of several services that run on one server
computer or several networked computers to distribute heavy The Enterprise server is also available as a product suite that includes
workloads. the RightFax Enterprise server, plus the Gateway for Microsoft®
Exchange, the Gateway for Lotus Notes®, the Document
Similarly, RightFax fax board services can be installed on remote Management Connector, the SNMP Alerting, and the PDF modules.
servers to distribute the workload across several computers and to
provide expanded channel capacity and system redundancy. RightFax Server with the Integration Module
The RightFax server and the RightFax Integration module enable
A RightFax email gateway acts as a communication link between the
applications for information exchange. The Integration module
RightFax server and an email server. With an email gateway, the
integrates RightFax with applications on mainframe, mid-range, and
user’s customary email client software can serve as the fax client.
local area network host systems:
RightFax includes an email gateway for SMTP. Advanced gateways
for Microsoft Exchange and Lotus Notes are available as separate l The RightFax Small Business Integration module can be installed
modules. on the RightFax Business and Enterprise servers.

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Chapter 1: Introduction

l The RightFax Enterprise Integration module can be installed on

the Enterprise server.

RightFax Branch Office Server

The RightFax Branch Office server supports up to 100 user accounts.
It includes three WorkServers and two fax channels, and can be
updated for a total of four fax channels.

OpenText RightFax CE 21.2 13 Administrator Guide

Chapter 2: User assistance

Chapter 2: User assistance

Use this guide if you are an administrator who installs and configures
the RightFax software on client and server computers. The guide
assumes you have knowledge of the Windows operating systems, of
networking systems, and your organization’s network.

Getting help online

You can find the following product information at
https://mysupport.opentext.com (My Support):
l Updated documentation
l A searchable customer support knowledge base
l Software downloads

Finding OpenText contact information in To customize the contact information text

Open the text file Contact.txt located in the \RightFax\Bin folder on
FaxUtil
l

the RightFax server. You can enter 24 lines of text and up to 59

To look up customer support contact information characters per line.
l In FaxUtil, on the Help menu, select Contact Information. The
information appears in English. OpenText Learning Services for RightFax
RightFax Learning Services facilitate successful deployment of fax
servers and help save time installing, configuring and maintaining
them. Regularly scheduled courses are delivered virtually. On-site and
custom training are also available.

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Chapter 2: User assistance

OpenText Learning Services for RightFax can help you develop a

customized training plan for your organization.
To get more information and register for RightFax training
l Visit http://www.opentext.com/what-we-do/services/training-and-
learning-services/course-catalogue/opentext-fax-and-document-
distribution-solutions-learning-offerings
l Email [email protected]

OpenText Professional Services

Experienced OpenText implementation engineers and consultants
can help you quickly and efficiently deploy RightFax in your production
environment.
Services include basic installation and configuration, upgrades and
migrations, configuration review, systems assessment and health
check, and other advanced integration services. Services can be
performed remotely, on-site, or a combination of both.
To contact Professional Services
l Send an email at [email protected].

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Chapter 3: How RightFax works

Chapter 3: How RightFax works

For information and instructions on installing the RightFax server encrypted with a less secure algorithm, see the information about fax
software, refer to the RightFax Installation Guide. image folders in the RightFax Administrative Utilities Guide.
Names
RightFax components
Fax image files are assigned file names by the RightFax server and
Basic RightFax components include: these file names are referenced by the RightFax SQL database.
l Fax image files Each individual page of a fax is saved as a separate file. All files
l Fax database (SQL) associated with a single fax will have the same file name, but different
file extensions will indicate the page number. File extensions for
l RightFax services RightFax image files are numeric, starting with number 301, indicating
l Fax client programs the first page of the fax. The file extension increments by 1 for each
subsequent page of the fax.
Before configuring RightFax for your particular network installation,
Caution If you re-name RightFax image files, they will not be
you should understand the function of each component.
recognized by the RightFax server.
Fax image files Size
By default, all sent and received faxes are stored as compressed A typical fax consumes 35 Kb, though some can be as large as 150 Kb
graphic image files (CCITT Group III format) in the RightFax\Image or as small as 5 Kb per page. Because fax images can consume a
folder and are not encrypted. With appropriate licensing, the RightFax large amount of disk space dedicate at least 500 Mb of storage to your
server can be configured to encrypt the image files, store them in SQL RightFax server. More space may be required depending on the
instead of the image folder, or both. Encrypted image files can only be number of faxes sent and received, and how frequently old faxes are
viewed using RightFax applications. deleted.
If the server is set to encrypt the image directory, the RPC Server Disk space
module will apply 256-bit AES encryption to the image files as they are RightFax monitors the amount of free disk space on the server and
saved. See Configuring the general settings on page 34. To apply shuts down certain processing elements when available disk space
256-bit AES encryption to unencrypted files and files previously

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Chapter 3: How RightFax works

falls below 50 Mb. When sufficient disk space is restored, fax DocTransport module
processing continues automatically. Determines the methods by which documents are transmitted. You
can configure Fax-over-IP boards, fax boards for conventional fax
Fax database transmission, SMS (short message service), and fax board simulation.
RightFax uses a SQL database to manage RightFax system objects The DocTransport module handles requests to schedule outgoing
(such as users, groups, and printers) and to organize, track, and route faxes for transmission and informs the Server module when a new fax
faxes. RightFax provides some database management and diagnostic has been received and needs to be processed. Multiple DocTransport
utilities. Third-party and custom SQL utilities can also be applied to the modules can be installed on remote servers to distribute the workload
RightFax database. For more information on the RightFax database across several machines and provide expanded channel capacity and
and applicable SQL database management tools, see Backing up and system redundancy.
maintaining RightFax on page 314.
For information about the requirements for analog and digital fax
boards and for T.38-compatible faxing, see the RightFax Fax Board
RightFax services
Administrator Guide.
The RightFax server consists of a variety of RightFax services. For
basic server functioning these include the RightFax Server, RightFax E-mail Gateway
WorkServer, DocTransport, Database, and RPC modules, among Acts as the communication link between the RightFax server and your
others. Depending on your license, you can activate optional modules, organization’s email software. You can install multiple email
such as the Integration module. gateways, each communicating with a different email server. For
information about connecting to Microsoft Exchange or IBM Notes,
In most cases, the services run on the same machine so that the see the RightFax Connector for Microsoft Exchange Administrator
Server module can automatically start and stop them as necessary. Guide or the RightFax Lotus Notes Module Administrator Guide.
The RightFax WorkServer and DocTransport modules can run on
different computers to distribute heavy workloads. RPC Server module
Acts as an interpreter between the RightFax client programs and the
The following is an overview of some of the services.
fax database on the server.
Conversion Engine
If the server is set to encrypt the image directory, the RPC Server
Converts Microsoft Office, HTML, and XPS documents to fax format. module will apply 256-bit AES encryption to image files as they are
Controls optical character recognition. saved.
Database module
Note The RPC Server module will be listed as a separate service
Accesses the SQL fax database to provide client programs with the
on some remote configurations.
information used in fax transactions including deleting, forwarding,
creating, viewing, and printing faxes. Server module
Controls all RightFax services and coordinates communication
between the server computer, client computers, fax boards, and the
fax database. The service manages the network print queues

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Chapter 3: How RightFax works

assigned to faxing, controls the conversion of outgoing faxes, and Workserver

works with the DocTransport module to schedule outgoing faxes and l Faxes are moved to a location that you specify. Faxes can be
route incoming faxes.
retained in this folder, moved to a different media, or picked up by a
WorkServer module third-party tool such as a document management system.
Performs one or more functions on behalf of the RightFax Server l Archiving occurs when RightFax has finished processing the fax
module. By default, three WorkServer services are installed on the for transmission.
RightFax server, each of which can be customized to perform specific l Records about the faxes are retained in the RightFax database so
functions. You can also create WorkServer services on remote
that reports can still be run.
computers. Typically, WorkServers are used for processor-intensive
tasks, such as print-to-fax file conversions, conversions of PCL-5 print
RightFax Archive Module
files into fax images, and automatic printing of incoming faxes.
l Archive is maintained in a RightFax SQL database.
The RightFax queues l Archived faxes can be viewed in FaxUtil and FaxUtil Web. Users
Internal Event Queue can view, print, download, and save copies of archived faxes.
The RightFax Internal Event Queue refers collectively to the fax l Users can search their archived faxes.
server’s internal processes. Its status is measured as a percentage of
l Archiving occurs on the schedule that is set for fax server
server resources that are occupied with Server module functions such
maintenance.
as sending and routing faxes.
l WorkServer archiving is disabled.
Microsoft Message Queue
RightFax uses the Microsoft Message Queue (MSMQ) protocol to l Licensed separately.
communicate with the RightFax DocTransport service. You can find
the MSMQ queues that relate to RightFax in Microsoft Server RightFax XML Generator and RightFax Vault modules
Manager by expanding Features, Message Queuing, and then Private l Files are moved to a folder that you specify. Faxes can be retained
Queues. in this folder, moved to a different media, or picked up by a third-
RightFax Queue Handler party tool such as a document management system.
RightFax Queue Handler monitors the HPFAX print queue for inbound l XML metadata about the faxes can be used by third-party
jobs and directs them to RightFax for processing. document management tools that use XML.
Records about the faxes are retained in the RightFax database so
Fax archiving
l

that reports can still be run.

Archiving moves fax images that are no longer actively used to a l WorkServer archiving is disabled.
storage location.
l Licensed separately.
RightFax offers the following methods for archiving.

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Chapter 3: How RightFax works

RightFax client programs

For full functionality of server and client programs run both with the
latest version of the software.
FaxUtil
Windows-based client application with which users access their
mailbox, view, print, and manage their faxes and faxes for which they
are delegate or administrator.
FaxUtil Web
Browser-based client application with same functionality as FaxUtil.
Requires a current HTML5-compliant browser, but not Internet
Explorer 10 (IE10). The URL is http://<servername>/RightFax/User or
https://<servername>/RightFax/User.
Enterprise Fax Manager (EFM)
Windows-based client application with which administrators manage
RightFax servers, including items such as users, groups, printers,
cover sheets, and billing codes, least-cost routing, and the general
functions of the fax system. EFM includes tools for monitoring the fax
servers.
Print Driver
Windows-based client application with which users can fax documents
from the applications in which they were created, such as Microsoft
Word. An icon (RightFax FaxCtrl Module) appears in the notification
area on the Windows taskbar where users can configure fax options,
run fax client applications, send faxes, and set the default printer.
Web Admin
Browser-based client application with most of the functionality of
Enterprise Fax Manager. It can be accessed using a current HTML5-
compliant browser, but not using Internet Explorer 10 (IE10). The URL
is http://<servername>/RightFax/Admin or
https://<servername>/RightFax/Admin .

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Chapter 4: Managing and configuring fax servers

Chapter 4: Managing and configuring fax servers

Use Enterprise Fax Manager (EFM) to administer multiple RightFax The left pane shows all open RightFax servers. Below each server
servers, configure their services, define their administrative are links to the different administrative aspects of the server, such
components, monitor statistics, and run reports. as services, statistics, and other administrative items.

Many of the tasks can also be performed in the web applications. The server icon indicates the status of the server:

Starting Enterprise Fax Manager RightFax services are running normally.

To start Enterprise Fax Manager (EFM) Server is not connected.

l On the Start menu, click RightFax, and then click RightFax
At least one RightFax service is not running.
Enterprise Fax Manager.
Queue usage may be high.

For information about adding RightFax servers, see Adding

RightFax servers that you administer on the next page.

To log on to Enterprise Fax Manager

1. In the Login dialog box, in the User ID box, enter an
administrator user ID. If required, enter the Password, and
then click OK. When it is first installed, the default password for
the Administrator account is password.

To exit EFM
l On the File menu, click Exit. All of your changes and additions are
saved.

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Chapter 4: Managing and configuring fax servers

3. On the File menu, click Export Server List, and then save the
Adding RightFax servers that you administer serverlist.txt file to an easily accessible location.
When you add a RightFax server to EFM, it appears under Fax
Servers in the list and will open each time you run EFM. To change To import the master list to add servers
this default, see Setting general preferences for EFM on page 32.
1. On each computer where you want to open the same servers,
You can add the same servers in the same order on all computers on the File menu, click Import Server List.
using a master list created on one computer.
2. Browse to the serverlist.txt file, and then click Open. The
To add a server servers in the master list open, any existing server that is not on
the list closes.
1. On the File menu, click Open Server.
To reconnect to a server
l
In the left pane, right-click a server indicated by , and on the
shortcut menu, click Connect.

Viewing summary information for your

2. In the Server Name box, type the name of the RightFax server.
RightFax servers
In the Protocol box, enter the network protocol used by that To view the summary information
server. l In the left pane, at the top of the list, click Fax Servers. The right
3. To open all nodes in a Shared Services system as well as all pane shows the following information for each server in the list.
Remote DocTransport Servers (RFDTS) connected to this
server, select the Also open associated servers check box. In the Servers application, the following information appears for each
server.
To remove a server
Server name
l In the left pane, right-click the server name, and on the shortcut The name of the RightFax server, including the network protocol.
menu, click Close Server.
An icon showing the status of the services:
To create a master list of servers
All services are running normally.
1. Make sure the servers you want are open.
One or more services are not running. Normal fax
2. As needed, drag the servers into the desired position. operations are not available.
Queue usage may be high. Normal fax operations
are available.

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Version Character set mode

The version of the RightFax server software. The OEM or ANSI code page being used by the server. The code
page determines the language character sets that are supported for
Licensed channels
fax conversion.
Total number of channels licensed for this server.
Server Identifier
Time running
The SUID (System Unique ID or System ID) used to activate this
The length of time that has elapsed since the RightFax Server service
server license. You must provide this identifier when you contact
was last started. Display is in the format DDDD:HH:MM:SS.
OpenText Customer Support.
Queue usage
The fax server’s internal processes are collectively called the server’s Viewing fax channel information
internal Event Queue. The Event Queue is represented as the ratio of To view fax channel information for a server
fax traffic volume to server resources. The higher the traffic volume,
the higher this number will be.
l In the left pane, click the name of the RightFax server. The right
pane shows the following information for each fax channel that is
When the Event Queue of a RightFax server reaches 90 percent, the available on the server.
server will suspend certain functions. At 90 percent, all new outbound
The following table describes each column in the right pane.
and inbound faxes will be temporarily set aside while the server
processes the existing workload. After the Event Queue falls to 75
percent, the held faxes will be scheduled for processing along with all
new fax traffic.
This internal workload regulation is handled by the Server module and
cannot be overridden. If the fax server is consistently reaching the 90
percent capacity level, consider upgrading the fax server’s system
resources and/or fax channels.
Availability index
The relative availability of the server’s faxboards. The higher the
number, the more available the server is for sending faxes.
RightFax uses this value when an outgoing fax number has two
equally weighted dialing rules that send it to two different servers.
RightFax sends the fax via the server with the highest availability
index.

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Column Description Column Description

Channel Channel status, channel number, (channel capability), Compressio The method of fax compression.
DocTransport. n
Channel status: Pages in Call The number of pages that were transmitted in the call.
Remaining The time remaining to complete the transmission or the duration of
Sending
(est.)/Elapse the transmission.
Receiving d Minutes
Detail While at rest, the type of channel (such as Brooktrout IP or RightFax
Idle or waiting Connect).

Temporarily not available While processing, the most recent channel status such as Receiving
or Sending.
Offline

Channel capability:
Starting and stopping RightFax services
The RightFax services are configured and started during installation.
(N) Reserved
You should only need to stop and start the services during server or
(S) Send (Dial)
network maintenance. If a service stops without user intervention, it is
(R) Receive (Answer)
automatically restarted after 60 seconds.
(B) Both
(Vs) (Vr) or (Vb) VM-Notify send, receive, or both When a user starts, stops, or configures a service by using Enterprise
Dial w/Ring Detect send, receive, or Fax Manager or Web Admin, RightFax updates the event log. For
(Ss) (Sr) or (Sb) more information, see Viewing RightFax application events on
both
page 30.
Operation The current operational status of the channel.
While configuring a service, you can change the service accounts
Routing The routing code for incoming faxes. used for the different services.
Code
In a Shared Services environment, you can create the service
Phone The destination phone number for outgoing faxes. configuration settings on one server, save them, and then copy them
Number to the other nodes.
User ID The user ID for the user that is sending the fax.
Remote services appear in the list with (servername) appended to the
State The channel state. service name. Monitoring services on remote servers requires
Remote ID The CSID of the remote fax machine that sent the fax. network administrative access to the server as well as administrative
access.
Rate The current rate of transmission.

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Note To start, restart, or stop services on a remote server, you must Copying service configuration settings to
select the start, restart, or stop option by right-clicking a service on
the remote server. other nodes
In a Shared Services environment, you can create service
To open the list and configure a service configuration settings on one server, save them, and then copy them
1. In EFM, in the left pane, expand the server, and then to the other nodes. The following table shows the services and
clickServices. The list of services appears with the status for settings that will be copied.

each: Running Disabled Stopped Not Service Settings copied

Conversion Engine All settings, except service account and logging settings.
configured or disconnected Interactive
Integration Module All settings, except event log level settings.
2. To configure a service, right-click the service, and on the
shortcut menu, click Configure Service, if available. For Remoting Service All settings, except logging settings.
information about configuring each service, see the chapters Server Module All settings, except event log level, exclude this server,
dedicated to each service in this guide. For information about and service account settings.
the Integration module, see the RightFax Integration Module
Sync Module All settings, except logging settings.
Administrator Guide.
To copy the configuration settings of a service to other nodes
To restart services
1. In EFM, in the left pane, expand the server, and then click
l To restart a service currently running, right-click the service, and Services.
on the shortcut menu, click Restart Service. If other services are
associated with this service, the associated services will restart as 2. In the list of services in the right pane, right-click the name of
needed. the service, and then click Copy Settings to Other Nodes.
l To restart all services, right-click any service in the list, and on the 3. The other nodes in your Shared Services environment appear
shortcut menu, click Restart All Services. in the Copy the current settings to these shared services
nodes list.
To start or stop services 4. Clear the check boxes of those nodes to which the settings
l To start or stop a single service, right-click the service, and on the should not be copied, and then click OK.
shortcut menu, click Start Service or Stop Service.
l To start or stop all services in the appropriate sequence, right-click Troubleshooting RightFax services
any services, and on the shortcut menu, click Start all Services or You can run RightFax services in debug mode for real-time
Stop all Services. monitoring, logging, and troubleshooting. When run in debug mode,
the service will stop and then open in a command prompt window. For
many services you can customize the parameters that are run.

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The WorkerHost, Conversion Engine, and Sync Module services Service and default parameters Available parameters
launch in a diagnostics window where you can customize the logging
(or trace) level, group by categories, and save the output to a text file RightFax Server Module Run in console (-1) Show diagnostic
or other file format. The diagnostics window shows errors and output (-d) Output to event log (-e)
FAXSERV.EXE -1 -d
warnings in different colors and allows the service to be started, Output to log file (-o) Show thread
stopped, paused, and resumed. and process IDs (-t) Enable profiling
(-p) Start with Aging & Purging (-
To run a service in a window mA) Start with Orphan (-mO)
1. In EFM, in the left pane, expand the server, and then click Supress Recovery on start (-r)
Services. RightFax Database Module Run in console (-1) Show diagnostic
2. In the list of services, right-click the name of the service, and on output (-d) Output to event log (-e)
FAXDB.EXE -1 -d
the shortcut menu, click one of the following: Output to log file (-o) Show thread
and process IDs (-t) Enable profiling
l Debug to run debug immediately using the default
(-p)
parameters.
RightFax RPC Server Run in console (-1) Show diagnostic
l Debug with options to view and as needed change the
output (-d) Output to event log (-e)
parameters before running debug. FAXRPC.SERVICE.EXE -1 -d
Output to log file (-o) Enable
3. If running debug interactively with options, the Debug window profiling (-p)
opens. RightFax Queue Handler Run in console (-1) Show diagnostic
Select the check boxes of the parameters you want to include, output (-d) Output to event log (-e)
PORTHAND.EXE -1 -d
and clear those you do not. As you select or clear a check box,
RightFax WorkServer# Module Run in console (-1) Show diagnostic
the switch for the parameter is added to or removed from the
output (-d) Output to event log (-e)
command line below. Some parameters—such as running the WORKSRV.EXE -1 -d -sworksrv#
Section (-sworksrv#)
service in a window—cannot be changed.
RightFax E-mail Gateway Module Run in console (-1) Show diagnostic
The following parameters are available.
output (-d) Output to event log (-e)
SMTPGATEWAY.EXE -1 -d -
Service and default parameters Available parameters Section (-sgateway)
sgateway
RightFax DocTransport Module Run in console (-1) Show diagnostic RightFax SAP Connector# Run in console (-1) Show diagnostic
output (-d) Output to event log (-e) output (-d) Output to event log (-e)
DOCTRANSPORT.EXE -1-d SAPGATE.EXE -1 -d -ssap#
Output to log file (-o) Enable Section (-ssap#)
profiling (-p)
RightFax Integration Module Show diagnostic output (-debug)
RFPROD.EXE -debug

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Service and default parameters Available parameters For information about monitoring SQL Servers, refer to the
documentation for the server or the Microsoft site at
RightFax eTransport Module Run in console (-1) Show diagnostic http://technet.microsoft.com/en-us/sqlserver/default.
output (-v)
MIMESEND.EXE -1 -v To view RightFax server statistics and queues
RightFax AutoReply Module Run in console (-1) Show diagnostic l In EFM, in the left pane, expand the server, and then
output (-d) clickStatistics. The available queues and statistics appear in the
AutoReply.exe -1 -d
list, The following icons may appear:
RightFax Alert Module Run in console (-1) Show diagnostic
ALERTMON.EXE -1 -d output (-d)
Value is provided for informational purposes. No warning or
RightFax Remoting Service Launch in diagnostic mode (-d) alert threshold values defined.
RightFax.Api.Remoting.Service.exe -
Stable amount of work in the queue. No warning or alert
d
threshold values defined.
RightFax Sync Module Launch in diagnostic mode (-d)
Work is below the threshold values defined for this queue.
CapaSync.exe -d
RightFax Conversion Engine Launch in diagnostic mode (-d) Work exceeds the threshold value defined for the warning icon
and below that for the alert icon, if defined.
rfisoconv.exe -d
RightFax Worker Host Lauch in diagnostic mode (-launch) Work exceeds the threshold value defined for the alert icon.

RightFax.WorkerHost.Service.exe - Queue could not be queried or does not apply to this server, or
launch value is unavailable.
4. Click Ok to start running the service in debug with the selected
options. To set warning and alert threshold values
5. To resume normal operation, start the service and associated 1. Double-click the statistic or queue.
services. 2. In the Show warning icon when value exceeds box, enter
one of the following:
Monitoring server statistics and queues l To not use a warning icon for this queue, enter 0.
Statistics and queues help you monitor your RightFax server. You can l To use a warning icon, enter a number greater than 0.
customize when the warning or alert icons appear for a queue on a
3. In the Show alert icon when value exceeds box, one of the
server.
following:

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l To not use an alert icon for this queue, enter 0.

All Transmission Statuses Number of documents sent by DocTransport,
l To use an alert icon, enter a number greater than that for but not yet processed by a Server module.
the warning icon.
Deleted faxes queue depth Number of items in the deleted faxes queue.
Notification queue depth Number of items in the notifications queue.
Fax Server Fax Server Events Processed on The number of server events processed by
Statistic or Queue Description servername the server. This statistic appears for each
server in a Shared Services system.
Total server events Total number of events currently scheduled
on a Server module. Conversion
Documents in queue on FaxServ(s) Total number of document-related events
currently scheduled on a Server module. Statistic Description

Total documents All documents in the system. Conversion events Number of events in the queue that are
preparing an outbound fax to be scheduled for
Deleted documents All documents flagged in the database as
transmission.
deleted. Associated value fluctuates based on
the days to keep deleted fax records setting of PCL5 conversion requests Number of requests to convert PCL
each user group. documents.

Transmission check events Number of "Scheduled to be sent" and Postscript conversion requests Number of requests to convert Postscript
"Sending" documents that are pending Server documents.
module action. General purpose conversion Number of requests to convert documents
System messages in the database Messages from a Database module to a requests from any format, including compound
Server module that have deferred fax requests for multiple types of conversion.
processing. Coversheet creation requests Number of requests to create cover sheets.
Quick kicks from Database module Messages kicked by a Database module and
to Server module passed to a Server module. DocTransport
Gateway route requests Number of requests from a Server module to Statistic Description
gateways to pick up documents.
Failsafe queue depth Number of items in the failsafe queue.
Fax Server Event Queue Usage The percentage of the fax server’s internal
Global queue depth Number of items in the global queue.
Event Queue currently in use.
RightFax queue depth Number of items in the RightFax queue.
All Faxes Scheduled Number of documents on DocTransport
scheduled to be sent. VM ntofiy queue depth Number of items in the VM notify queue.
Remote send status queue depth Number of items in the remote send status
queue.

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All-Time Send Attempts The total number of faxes sent from this Monitoring client connections
server since the All-Time Counter Starting
You can display a list of the current connections from the client
Date.
applications to the RightFax server for all sessions where a user
All-Time Pages Sent The total number of fax pages sent from this signed in but not out.
server since the All-Time Counter Starting
Date. You can view 25, 50, 75, 100, or 250 connections per page.

All-Time Faxes Received The total number of faxes received on this As an administrator you can remove client connections that appear to
server since the All-Time Counter Starting have ended. Removing a client connection from the list does not
Date. impact the user’s connection even if it is still valid.

All-Time Pages Received The total number of fax pages received on To open the list of client connections
this server since the All-Time Counter l In EFM, in the left pane, expand the server, and then click Client
Starting Date. Connections. For each connection, the user ID, the date and time
All-Time Counter Starting Date The starting date from which the “All-Time” that user ID connected, and the application used to sign in appear
statistics are calculated. in the right pane.

Fax Status To refresh the view

For each of the following fax statuses, the total number of faxes in l On the Edit menu, click Refresh.
each status:
To remove client connections that appear to be invalid
l Initial Processing
l Select the connection or connections in the list. Right-click and on
l Waiting for Phone Expansion
the shortcut menu, click Remove from view. To remove all of the
l Waiting for Conversion connections in the list, click Remove all from view.
l In Conversion For each client connection that is deleted, the entry in the database
l In Cover Conversion will be marked as AdminLogOut.

l Waiting to be Sent
Changing service accounts
l Scheduled to be Sent
You can change the service accounts used for the services while
l Sending configuring a service. One service account is initially selected during
the RightFax installation. For each service, the service account used
must have access to all the network resources required by that
service.

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You can use a separate account for each service or a single account To change service accounts
for multiple services. To change service accounts, for all services, first
1. In the Service Account Editor window, next to the account
set the account for the Server Service and then copy the settings to
you want to change, click Modify. To define account settings
the other services.
once and then copy them to all other services, first modify the
To view the service account settings Server Service Account.
l On the Data Sharing tab in the Server Configuration window or the
configuration window of another service, click Select Service
Account. The Service Account Editor window opens, showing
for each service the currently defined account. The default is to use
one of the predefined accounts.

2. Do one of the following:

l Click Built-in Account, select one of the accounts from the

list, and then click OK.

l Click This Account, and then either type a new service
account name or click Browse to find all user accounts on a
specified network. After entering or selecting an account,
click OK.

Caution If you manually type a name that is longer than

15 characters, you may encounter errors in services
performed by the WorkServer. If the desired user account
resides on a domain whose name is longer than 15
characters, select the user by clicking Browse.

In the Select User window, make the following entries:

a. To change the types of objects to search for, click
Object Types, and then select Built-in security

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prinicipals, Users, or both. 3. On the Attribute Editor tab, edit the servicePrincipalName.
b. To change the location to search, click Location, Enter the name remote/rfserver, where rfserver is the name of
and then select a location. the RightFax server.

c. In the text box, enter a name or partial name, and

then click Check Names. A list of account names Synchronizing the RightFax server with
appears from which to choose. external systems
The RightFax WorkServer modules synchronize with external
3. As needed enter the case-sensitive password for the selected systems such as the Kofax NetScan user tables, library document
user account in both the Password and Confirm Password catalogs, and import files for billing codes on a periodic, scheduled
boxes, and then click OK. basis.
4. To copy the Server Service account information to the other You can force the server to synchronize immediately, without change
services, click Copy to all. of schedule.
5. Click OK. To force the server to synchronize
6. If prompted to restart services, click OK. l On the Utility menu, click Synchronize External Systems, and
then click ASAP.
Configuring the domain account for
Microsoft Kerberos Viewing RightFax application events
The Microsoft Kerberos security package adds greater security than You can open the Event Viewer from Enterprise Fax Manager or from
Windows NT LAN Manager (NTLM) to systems on a network. Service Administrative Tools in the Windows Control Panel.
principal names (SPNs) are used by Kerberos authentication to To open Event Viewer from Enterprise Fax Manager
associate a service instance with a service logon account.
1. Select Utility on the menu bar, click View Event Logs.
If NTLM is disabled on the network and if the RightFax service account
2. RightFax application events appear under their respective
is not a Domain Administrator, then you must edit the service principal
service name in the middle pane of the Event Viewer window.
name to associate the service with a service logon account.
To edit the service principal name Note The event logs include details of when a change was
made to a service and what changes were made.
1. Run ADSIEdit.exe and connect to the domain.
2. Under CN=Users, right-click the service account user. On the
shortcut menu, click Properties. The user properties dialog Viewing RightFax service events
box opens. You can open the Event Viewer from Enterprise Fax Manager or from
Administrative Tools in the Windows Control Panel.

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To open Event Viewer from Enterprise Fax Manager

1. Select Utility on the menu bar, click View Event Logs.
2. Select Services Controlled by RightFax to view the service
events. These events appear under their respective service
name in the middle pane of the Event Viewer window.

Note The event logs include details of when a change was

made to a service and what changes were made.

Customizing Enterprise Fax Manager

EFM has several customizable preferences.
Always Prompt
To open the Preferences window Before copying users, RightFax will prompt with this list of options and
l On the Edit menu, click Preferences. The Preferences window require a selection.
opens.
Copy for InterConnect (no faxes or phonebooks)
The user information will be copied and the users’ Routing Type will
Setting preferences for copying users be set to RightFax InterConnect, pointing back to the server that the
The User Copy Default settings determine which information is copied user was copied from.
when you drag selected users to another server in the list to copy them Not copied: faxes and phonebook entries.
to the other RightFax server. For information about users, see
Creating RightFax user accounts on page 106. Copy without Faxes or Phonebooks
The user information will be copied.
To open the User Copy Defaults settings
Not copied: faxes and phonebook entries.
l In the Preferences window, click the User Copy Defaults tab.
Select one of the following options to specify what information is Copy with Faxes and Phonebooks
copied when you copy users to another server. The user information, faxes, and phonebook entries will be copied.
Duplicate users will receive all faxes in the source account, even if
these faxes already exist on the destination server, creating multiple
copies of the same fax.
Copy with Faxes Only
The user information and faxes will be copied. Duplicate users will
receive all faxes in the source account, even if these faxes already

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exist on the destination server, creating multiple copies of the same To open the Dialing Rule Copy Options settings
fax. l In the Preferences window, click the Dialing Rule Copy Options
Not copied: phonebook entries. tab.
Copy with Phonebooks Only
The user information and phonebook entries will be copied.
Not copied: faxes.
Append Faxes and Phonebooks
All faxes and phonebook entries for duplicate users will be copied.
Duplicate users will receive all faxes in the source account, even if
these faxes already exist on the destination server, creating multiple
copies of the same fax.
Not copied: user information.
Append Faxes Only
All faxes for duplicate users will be copied. Duplicate users will receive
Replace all rules on destination
all faxes in the source account, even if these faxes already exist on the
destination server, creating multiple copies of the same fax. If selected, the dialing rules on the destination server will be deleted
before the dialing rules from the source server are copied to the
Not copied: user information and phone book entries. destination server.
Append Phonebooks Only Copy ‘Receive into Local’ rules
All phonebook entries for duplicate users will be copied. All If selected, dialing rules set to receive into the local server will be
phonebook entries from the source user account will be added to the included. Otherwise, these rules are ignored.
destination user account.
Copy ‘Send Locally’ rules
Not copied: user information and faxes.
If selected, dialing rules set to send via the local server will be
included. Otherwise, these rules are ignored.
Setting preferences for copying dialing rules
The Dialing Rule Copy Options settings determine which information Setting general preferences for EFM
is copied when you drag selected dialing rules to another server in the
The General Preferences settings determine how you interact with
list to copy them to the other RightFax server. For information about
and view items in Enterprise Fax Manager, such as additional
dialing rules, see Creating dialing rules and Least-Cost Routing plans
confirmation and warning messages.
on page 240.

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To open the General Preferences settings Do not show non-configured services

l In the Preferences window, click the Preferences tab. If selected, services in a status of Not configured do not appear in the
list of services.

Automatically re-open servers upon startup

If selected, the servers that were open when you last quit EFM will be
opened upon startup. Otherwise you have to open the servers each
time.
Confirm object deletions
If selected, the user must confirm the deletion before an object, such
as a user or library document, is deleted.
Confirm object overwrites
If selected, the user must confirm overwriting an object, such as when
an object with the same name is copied into the system.
Enable duplicate fax number/routing code warning
If selected, a warning message appears when a user is created with a
fax number or routing code that is already assigned to another user.
Enable service control warning
If selected, a warning message appears when you make any changes
to the state of any of the RightFax services.

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Chapter 5: Configuring the RightFax Server module

Chapter 5: Configuring the RightFax Server module

The RightFax Server module manages the network print queues

assigned to faxing, controls the conversion of outgoing faxes, and
Configuring the general settings
works with the RightFax DocTransport module to schedule outgoing To open the general settings
faxes and route inbound faxes. You can configure the RightFax Server l In the Server Configuration window, click the General tab.
module to customize global fax settings, inbound fax routing, and
notifications about document processing and server status.
To configure the RightFax Server module
1. In EFM, in the left pane, expand the server, and then click
Services.
2. In the list of services in the right pane, double-click RightFax
Server Module. The Server Configuration window opens.

In a Shared Services system, if you change the configuration of the

RightFax Server module, then you must restart all of the RightFax
services in order for the changes to take effect on all nodes of the
system.

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Enable CSID Routing available through FaxUtil or FaxUtil Web with the status "Incompletely
Select this check box to enable automatic inbound routing using CSID Received."
(caller subscriber identification). Event Log Level
CSID data is information about the calling party sent to the fax board Select at which level to log information in the Application Event Log
by the phone company. The CSID is different for each caller, and can under the service name “RightFax Server Module.”
be anything from a phone number to a company name. l None No information.
If you select to enable CSID routing, you must create a CSID routing l Terse Critical errors only.
table listing RightFax routing codes and the CSIDs to route to them.
For more information on CSID routing and creating a CSID routing l Normal Errors and major events only.
table see Configuring CSID routing on page 228. l Verbose All significant events. Use temporarily to track and
Enable Quick Headers resolve problems.
Select this check box so that a second line can be added below the Caution Leaving the verbose log level for long periods of time
TTI line and to apply quick headers to all outgoing faxes. can fill up the Event Log and may prevent new events from being
The TTI line lists the date, time, page number, total pages, and fax ID logged.
at the top of each fax page.
If you select to enable quick headers, you can customize the text in the Delay All Faxes Until
DocTransport module (see Configuring Brooktrout global transport Specify the time of day after which all faxes sent by users without
settings on page 68). RightFax administrative access will be sent. To send faxes without
delay, select None Set.
Create New User when Printing to the Fax Queue
Select this check box to assign a new RightFax user ID to network Forced delays can also be set for groups of RightFax users. For more
users who print to the fax queue but do not have a RightFax user ID. information on groups, see Creating groups of users on page 130.
RightFax uses the user ID called "Default" as a template when Auto delete failed gateway faxes
creating new users.
Select this check box to remove failed faxes originating from email
Note When this option is enabled, it is possible to inadvertently gateways or the SAP connector, if applicable.
create a user account with the user name of a deleted user. This will Enable Shared Services client failover
occur if the network account of a deleted RightFax user is used to Select this check box to supply client applications in a Shared
print to the fax queue. The new account will have the settings of the Services environment with a list of alternative servers to connect to.
Default user and the user name of the deleted user. The RightFax client application writes the list of currently active
members to its local registry. Clear the check box if you are using a
Disable Routing of Faxes with Errors
load balancing solution for your client connections.
Select this check box to prevent routing of incomplete faxes through
an email gateway or network directory. Faxes with errors will still be

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Enable Notifications FaxUtil Timeout

Select this check box to send notification messages to RightFax users For security reasons, the system can log out FaxUtil users after a
based on the notification options they specify for their mailbox in period of inactivity. In the minutes box, enter the number of minutes.
FaxUtil or FaxUtil Web. For no timeout, enter 0. This setting has no effect on FaxUtil versions
prior to RightFax 20.2.
Note By default, the RightFax server sends periodic notifications to
users every six minutes. To change this interval, modify the Notify_ Reminder Notifications
Freq keyword in the Windows Registry. See Notify_Freq on
These settings determine if and when different user types are sent
page 359.
reminders of faxes not yet viewed or printed and of faxes needing
Require strong password approval. Reminder notifications are escalated from user to group
Select this check box to prevent users from creating RightFax monitor and from group monitor to alternate group monitors.
passwords that do not meet the requirements for strong passwords. Send reminders every
To be considered strong, a password must: By default, reminder notifications are sent every 6 minutes. To change
l Consist of 8 - 40 characters. that setting, in the minutes box, enter a number higher than 6.
l Include both upper- and lowercase characters. Reminders will be sent in this sequence
For each user type listed (User, Group Monitor, Alternate Group
l Include at least one number or one of the following special
Monitor) specify if reminder notifications should be sent. After
characters: ` - = [ ] \ ; ’ , / ~ ! @ # $ % ^ & * _ + { } | : ” < > ?
notifications have been sent or not sent according to the settings for
one user type, the settings for the next user type come into effect.
Note You cannot import, synch, or copy users with weak passwords
when this check box is selected. If you need to perform these tasks
l To not send reminders to this user type, select Never.
on users with passwords that do not meet above requirements, l To send a reminder once, select Once.
consider temporarily clearing and then reselecting the check box. l To send multiple reminders, select Duration, and in the minutes
Enable Secure TCP/IP communications box, enter in minutes for how long this user type will receive
reminder notifications.
Clear this check box to disable secure TCP/IP communications.
Enable High Resolution
Retry Settings
Select this check box to send and receive high resolution faxes. If
using a Brooktrout board configuration, select this checkbox and set These settings determine how many times an outgoing fax
the maximum bit rate to 33600. transmission or outgoing notification will be attempted in case of a
non-fatal error. You can define separate retry settings for the following
This feature is unavailable for RightFax Connect. types of fax transmission errors and SMS notifications:
Note Enabling high resolution can significantly increase fax
conversion time.

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l Busy
Configuring the advanced settings
l Human Answered
To open the advanced settings
l Special Information Tone (for example, when the destination
number has been disconnected by the provider)
l In the Server Configuration window, click the Advanced tab.

l No Loop/Errors
l Other (all other transmission errors not in this list)
l SMS

A fax that is being retried appears in the sender’s FaxUtil mailbox with
a yellow status icon. If the fax cannot be successfully sent after the
specified number of attempts, it will be abandoned and saved in the
sender’s FaxUtil mailbox with a red status icon. The sender can force
RightFax to manually retry sending the fax.
To enter retry settings
1. In the Count box for each type of error, enter the number of
times the fax transmission should be retried or the number of
times the outgoing SMS notification should be retried.

Note The first attempt to send a fax or notification is included

in the count number.

2. In the Interval box for each type of error and for

SMS notifications, enter the time delay, in minutes, between
retries.
Database
Example For Special Information Tone, you may want to enter 0 in
both the Count box and the Interval box, since the destination Event LogLevel
number may be disconnected. Select at which level to log information in the Application Event Log
under the service name “RightFax Database Module:”
l None No information.
l Terse Critical errors only.
l Normal Errors and major events only.

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l Verbose All significant events. Use temporarily to track and Files will be removed from the following folders. These folders may be
resolve problems. in different locations in your system.
Caution Leaving the verbose log level for long periods of time l RightFax\CMDDATA
can fill up the Event Log and may prevent new events from being l ProgramData\RightFax\Conversion Engine\Errors
logged.
l RightFax\DocTransport\Image
l RightFax\Outgoing
Maintenance Cycle
l RightFax\Production\Errors (and subfolders)
Maintenance is a collection of tasks that help maintain an efficient
SQL database, such as file backup, fax aging, and purging. Schedule l RightFax\Production\Inbox
maintenance at a time with low server activity. l RightFax\Production\MakeDoc
Scheduled time l RightFax\RFAXGate\IN
Specify the time of day and one or more days of the week when
l RightFax\RFAXGate\OUT
maintenance will run and when archiving with the RightFax Archive
Module will occur. Select days and a time with low server activity.
Billing codes
Time Zone
Select the time zone for the server. Billing code settings can be changed without stopping and restarting
the RightFax services.
Exclude this server
In a Shared Services system, select this check box if maintenance
Validate from Email Gateways
should not run on this server. Select this check box to validate all billing codes added to fax-bound
email messages. If a billing code cannot be validated, the fax will not
Purge audit data older than send and the user will receive notification that the fax did not send due
RightFax maintains records of users who log in and log out, and to an invalid billing code. If this check box is cleared, billing codes can
additions, deletions, and modifications to user and group accounts be added, but do not prevent faxes from being sent.
and to delegates. Select this check box to specify when to purge this
audit data. In the days box, enter the number of days after which to
Use External Validation
purge the data. Select this check box to have RightFax use an external program to
verify billing codes on outbound faxes. This gives the user the ability to
Clean up system files older than validate faxes based on several different criteria, not just billing codes.
Files left behind by fax processing can accumulate with time. Select This requires a program written using the RightFax API to perform the
this option to remove such files after a specified number of days. In the verification of billing codes. For information on downloading and using
days box, enter the number of days after which to delete the files. In a the RightFax API, go to https://mysupport.opentext.com.
Shared Services system, these settings will be replicated to each
node.

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Separate Validation the format protocol://servername:n, where n is the port number.

Select how required billing codes will be validated against the 2. To use HTTPS, select Use SSL.
RightFax database:
l Both Fields Both the Billing Code 1 and the Billing Code 2 field Fax Images
must contain valid codes.
By default, fax image files are stored in the Image folder in
l Field 1 or Field 2 One of the billing code fields must contain a compressed graphic image (CCITT Group III) format and are not
valid code, but not both. encrypted.
l Field 1 Only The Billing Code 1 field must contain a valid code. Encrypt images
l Field 2 Only The Billing Code 2 field must contain a valid code. With the appropriate license, you can select to encrypt image files,
independent of whether they are stored in the image folder or in SQL.
This setting can be changed once if needed.
IIS Server
Select this check box to store all image files in encrypted format so
Web Delivery
that they can only be viewed using RightFax applications.
Specify the IIS server where FaxUtil Web, the application that will
open faxes for Web Delivery, is installed. Save versions of altered images
RightFax saves each version of a fax that is annotated and then
1. In the Web Delivery box, enter the protocol (HTTP or HTTPS)
saved. To stop saving each version, clear this check box.
and the IIS server that is hosting the FaxUtil Web application
using the format protocol://servername. If the application is Character Set Mode
installed to a port other than 80, append the port number using
the format protocol://servername:n, where n is the port number. ANSI Mode
Select this check box to use the ANSI code page for the character sets
2. To send the Web Delivery link as a secure (HTTPS) link, select
used in faxed documents. Clear it to use the default OEM code page
Use SSL.
and character sets.
Web Admin RightFax installed on non-English language operating systems such
If you install the Web Admin client on a server that is separate from the as German or Turkish may not display special characters (such as
RightFax server, then this setting is used by EFM to open Web Admin umlauts) correctly. Selecting the ANSI code page can resolve this.
for managing multifunction printers (MFPs).
1. In the Web Admin box, enter the protocol (HTTP or HTTPS)
Configuring SQL connections
and the IIS server that is hosting the Web Admin application To open the SQL connection settings
using the format protocol://servername. If the application is l In the Server Configuration window, click the SQL Connections
installed to a port other than 80, append the port number using tab.

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Store images in SQL

Select this check box to store all image files, including library
documents, in a SQL database instead of in the image folder. Click
SQL connection for image storage, enter the server name, select
the authentication type, select the database or look it up, and then
click OK. If the database doesn't already exist, you will be prompted to
create it if desired. If you are using Microsoft Azure SQL Database
(PaaS), you should create a database first and then connect to it.

Note To clear this check box after the server configuration has been
saved with this option selected, run RFImageTool.exe with the
option for disabling this option and moving images from SQL into the
image folder. For more information, see the RightFax Administrative
Utilities Guide.

RightFax Archive
The RightFax Archive option is available if RightFax Archive is
licensed and activated on the RightFax server. RightFax Archive
moves fax images that are no longer actively used to a RightFax SQL
database. The fax history is updated when a fax is archived.
In a Shared Services system, these settings will be replicated to each
node.
RightFax Database Archive
Click SQL connection for RightFax database to edit the connection Select this check box to archive faxes with RightFax Archive. Click
string that defines the RightFax server connection to the SQL SQL connection for RightFax Archive, enter the server name,
database. For more information on changing and editing SQL select the authentication type, select the database or look it up, and
connections, see Changing the connection to the SQL server on then click OK. If the database doesn't already exist, you will be
page 314. prompted to create it if desired. If you are using Microsoft Azure SQL
Database (PaaS), you should create a database first and then connect
Fax Images to it.
With the appropriate license, you can select to store the image files in Include versions of altered images
SQL instead of in the image folder. This setting can be changed once Depending on your system settings, users can modify faxes by
if needed. annotating, stamping, or adding images. Select this check box if you
wish to archive each version of altered faxes.

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RightFax Analytics To start the Product Licensing Utility (PLU)

The RightFax Analytics option is available if RightFax Analytics is 1. In the Server Configuration window, click the Feature
licensed and activated on the RightFax server. To use RightFax Activation tab.
Analytics, the database schema must be installed. You can edit the 2. Click Product Licensing Utility. For more information on
connection string that defines the RightFax server connection to the upgrading your server license, adding additional fax channels,
RightFax Analytics database. and adding new RightFax components, refer to the RightFax
Click SQL connection for RightFax Analytics. Enter the server Installation Guide.
name, select the authentication type, select the database or look it up,
and then click OK. If you enter the name of a database that doesn't To show the current licenses on a server
already exist, a message will notify you that a new database will be 1. In EFM, in the left pane, expand the server, and then click
created. If you are using Microsoft Azure SQL Database (PaaS), you Services.
should create a database first and then connect to it.If the database
2. In the list of services in the right pane, double-click RightFax
schema doesn't already exist, the message Database Not Ready
Licensing Service.
appears. Click Yes to install the database schema.
3. The Licensing Service Status dialog box opens, showing the
Queuing enabled services with information about each license. Use the
scroll bars to view additional services.
The RightFax Server uses shared message queues to communicate
with remote DocTransport computers and to communicate among
RightFax Servers in Shared Services environments. You have the Configuring custom messages
option to edit the SQL connection to the SQL database that contains
You can customize the text of messages that are sent for fax status
the shared queues.
notifications for users (described in The Notification tab on page 119).
Click SQL connection for shared queues to edit the connection
string that defines the RightFax server connection to the SQL
database that contains the shared queues. Enter the server name,
select the authentication type, select the database or look it up, and
then click OK. If the database doesn't already exist, you will be
prompted to create it if you wish.

Configuring feature activation

Use the Product Licensing Utility (PLU) to change or add to your
feature set.
If you are unsure about the current licenses on a server, you can look
them up in Enterprise Fax Manager.

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Notification Variable options When used

message
Imaging error ~1 = User ID The server cannot generate a
fax image.
~2 = Recipient’s name
~3 = Recipient’s fax number
~4 = Error encountered
~5 = Unique ID of the fax
~6 = Subject line of original fax
email
Bad form type ~1 = User ID A bad form was specified.
~2 = Unique ID of the fax
Ready for preview ~1 = User ID The fax was held for preview
and is now ready.
~2 = Recipient’s name

Notification messages can contain a combination of text and variable ~3 = Recipient’s fax number
data. The maximum length of a notification message is 200 ~4 = Billing code 1
characters. If you include a URL, the maximum length is for both the
~5 = Billing code 2
URL and the message text. The maximum length of the URL is 80
characters. ~6 = Unique ID of the fax
The variable options for each message are described in the following ~7 = Subject line of original fax
table. email
Bad fax phone ~1 = User ID The fax number contains
Notification Variable options When used
number invalid characters.
message ~2 = Fax phone number
Sending fax ~1 = Recipient’s name The fax starts to send or is still ~3 = Unique ID of the fax
sending after a few minutes.
~2 = Recipient’s fax number ~4 = Subject line of original fax
~3 = User ID
~4 = Recipient’s company

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Notification Variable options When used Notification Variable options When used
message message
Too many retries ~0 = Unique ID of the fax The fax was abandoned after Sending error ~0 = Subject line of original fax The fax could not be sent.
the maximum number of send email
~1 = Recipient’s name
attempts.
~1 = Recipient’s name
~2 = Recipient’s fax number
~2 = Recipient’s fax number
~3 = Fax error code
~3 = Fax error code
~4 = Number of retries
~4 = Number of retries
~5 = User ID
~5 = User ID
~6 = Billing code 1
~6 = Billing code 1
~7 = Billing code 2
~7 = Billing code 2
~8 = Recipient’s company
~8 = Recipient’s company
~9 = URL link to the fax on the
RightFax server (this option ~9 = Unique ID of the fax
can only be used with Incomplete fax ~1 = User ID The sender did not complete
RightFax email gateway) all of the required fax
~2 = Unique ID of the fax
~A = Subject line of original fax information fields.
email ~3 = Subject line of original fax
email
Invalid billing code ~1 = User ID The sender did not provide a
valid billing code.
~2 = Billing code 1
~3 = Billing code 2
~4 = Unique ID of the fax
~5 = Subject line of original fax
email

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Notification Variable options When used Notification Variable options When used
message message
New fax ~1 = Number of pages A new fax was received. Fax needs ~1 = User ID One of the sender’s outgoing
received approval faxes needs approval.
~2 = Recipient’s name
~2 = User ID
~3 = Recipient’s fax number
~3 = Received remote ID
~4 = Unique ID of the fax
~4 = TeleConnect ID
~5 = Subject line of original fax
~5 = Unique ID of the fax email
~6 = URL link to the fax on Fax number ~1 = Recipient’s name The recipient’s fax number is
theRightFax server (this option blocked blocked by the RightFax
~2 = Recipient’s fax number
can only be used with a DocTransport. Fax numbers
RightFax email gateway) ~3 = Fax error code can be blocked using either
~4 = Number of retries dialing rules or the call
~7 = Fax transmission speed
blocking Windows Registry
~8 = Fax status ~5 = Billing code 1 entry on the DocTransport.
Viewed or printed ~1 = User ID A received fax has not been ~6 = Billing code 2
fax viewed or printed. ~7 = URL link to the fax on
~2 = Unique ID of the fax
theRightFax server (this option
Successful send ~1 = Recipient’s name The fax transmission was
can only be used with
successful.
~2 = Recipient’s fax number RightFax email gateway
~3 = Recipient’s company ~8 = Unique ID of the fax
~4 = URL link to the fax on the ~9 = Subject line of original fax
RightFax server (this option email
can only be used with a
RightFax email gateway)
~5 = Unique ID of the fax
~6 = Fax transmission speed
~7 = Subject line of original fax
email

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Notification Variable options When used Configuring user messages

message
Users can receive fax notifications via a messaging service such as
Human Answered ~1 = Recipient’s name The fax was canceled (not SMS if they have been configured to do so in their user profiles
Fax accepted) by the recipient (described in Editing a user profile on page 108). You can customize
~2 = Recipient’s fax number
when the recipient responded these fax notification messages.
~3 = Fax error code to the RightFax voice prompt.
For more information on configuring messaging services, see Adding
~4 = Number of retries messaging services for notification messages on page 167.
~5 = User ID
~6 = Unique ID of the fax
~7 = Subject line of original fax
email
Fax blocked by Do ~0 = Subject line of original fax A fax was not sent because
Not Dial email the destination fax number
was blocked by the Do Not
~1 = Recipient’s name
Dial feature. (described on
~2 = Recipient’s fax number The DnD Notifications tab on
~3 = Fax error code page 250.)

~4 = Sender’s user ID
~5 = Billing code 1
~6 = Billing code 2
~7 = Recipient’s company
~8 = URL link to the fax on the
RightFax server (this option
can only be used with
RightFax email gateway)
~9 = Unique ID of the fax
For each user message type, enter the custom message text you
To return a notification message to the default setting, select the text, want. Each message type has its own set of variables, described in
delete it, and then click OK. The next time you open the dialog box, the the following table.
default message will be listed.

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Alert Variables When used Minimum client version

Server and client features are highly interdependent. RightFax CE
New fax ~1 = Page count Sent to a RightFax user when a
21.2 features require that both server and client computers run the
received ~2 = CSID or ANI of sender new fax is received.
latest version of the software.
~3 = TeleConnect ID
~4 = CSID However, some previous versions of client software can be run with
~5 = ANI the latest version of server software if full functionality is not desired.
Outgoing fax ~1 = Recipient’s name Sent to a RightFax user whose To require a specific version as the minimum version that all clients
abandoned outbound fax has failed to send must run, select a version in the list. A setting of None means that any
~2 = Recipient’s fax number
for any reason. of the listed versions can be run.
~3 = Short error description
(last attempt) Configuring administrator messages
~4 = Send attempts Administrators can receive fax notifications via a messaging service
~5 = Owner ID such as SMS if notifications have been configured in their user profiles
(described in Editing a user profile on page 108). You can customize
~6 = Billing code 1 these fax notification messages.
~7 = Billing code 2 For more information on configuring messaging services, see Adding
~8 = Recipient’s company messaging services for notification messages on page 167.
~9 = URL link to the fax on the
RightFax server (this option can
only be used with RightFax
email gateway
Recipient has ~1 = From name Sent to the fax recipient to notify
been sent a fax that a fax has been sent from
~2 = To name
the RightFax server. The fax
recipient notification address is
entered by the RightFax client
user when creating a new
outbound fax.

To return a notification message to the default setting, select the text,

delete it, and then click OK. The next time you open the dialog box, the
default message will be listed.

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Alert Default message Variables

Disk space One or more drives on the fax To change the default value
critically low server are critically low on disk for low disk space, see
space (<50MB). Many fax AlertThresh_LowDisk on
server functions have been page 358.
suspended.
Disk space One or more drives on the fax To change the default value
getting low server are approaching for critically low disk space,
critically low disk space see AlertThresh_LowDisk on
(<150MB). page 358.
Internal queue The fax server internal queue is None
reached 90% more than 90% utilized.
Probable bad Probable bad phone line None
line detected.
Heartbeat Fax server ~1 up for ~2 ~1 = Fax server name
(periodic status (d:h:m:s); load:~3; faxes
~2 = Up time (dd:hh:mm:ss)
including sent:~4, rcvd:~5.
statistics on fax ~3 = Fax server internal queue
activity). usage
~4 = Total faxes sent since
install date
~5 = Total faxes received
since install date
RightFax Enterprise edition includes a more comprehensive Alerting
and Monitoring service where you can select from hundreds of server Server The fax server process was not ~1 = Fax server name
statistics to monitor and define the event thresholds, alert types, and shutdown properly shut down.
alert messages to send. For more information about the RightFax incorrectly
Alerting and Monitoring service, see the RightFax Administrator DocTransport The DocTransport on ~1 is no ~1 = DocTransport machine
Guide. failed, one longer running. Fax sending
For each admin message type, enter the custom message text that running and receiving operations are
you want. Each message type has its own set of available variables, functioning on other
described in the following table. DocTransports.

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Alert Default message Variables To configure data sharing

DocTransport All DocTransports are down. None 1. In the Server Configuration window, click the Data Sharing
failed, none Fax sending and receiving is tab.
running not currently operating.
Failed received ~1 Inbound fax from ~2 to ~3. ~1 = Time of the failure
fax Pages received: ~4. Pages
~2 = Sender's fax number
expected: ~5. Error (status=~6
(ANI)
line_status=~7)
~3 = Recipient's fax number
~4 = Number of successfully
received pages
~5 = Expected number of
pages
~6 = Fax status
~7 = Fax line status
Cannot route a A fax was received with too few None
fax to a DID digits.
RightFax user
To return a notification message to the default setting, select the text,
delete it, and then click OK. The next time you open the dialog box, the
default message will be listed. 2. Specify the file paths for the resource files. Select the Use this
root path for all file types check box to use a single path for
Configuring data sharing all file types or select for each file type the folder. The following
table lists and describes the data folders.
The Data Sharing tab shows the folders that the server or servers use
to store the specified file types. In a Shared Services system, these Field Folder Name Description
are the folders that must be shared among all its RightFax servers. For
Images IMAGE Contains sent and received
information about installing the Shared Services Module, see the
faxes stored as compressed
RightFax Installation Guide.
graphic image files.
Each of these folders must be located in common disk storage, such
as a storage area network (SAN), network share on a file server, or
network access to a local drive on one of the RightFax servers. The
folders must be accessible to all servers in a shared configuration.

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Field Folder Name Description Field Folder Name Description

Signatures SIG Contains graphic images of user Updates AutoUpdates RightFax monitors this folder in
signatures for placement on five minute intervals for a new
faxes. software update file to start an
Forms PAPERS Contains the names of overlay automated update of all servers
form files. in a Shared Services system.

Outgoing files OUTGOING Contains outbound files from all When you place a downloaded
submission methods that are software update executable file
held while being processed into in the folder and the version is
fax images, such as temporary later than the installed version,
fax queue spool files. RightFax starts the update.

Attachments BFT Contains text files created by 3. In a Shared Services system, the file paths will be replicated to
the OCR process. each node. If you wish to prevent the file paths from being
The folder also temporarily copied, clear the check box Share these paths with other
stores attachments for faxes servers.
sent from the RightFax Web 4. Share permissions must be given to the account used to run
API. the Server module and DocTransport module. This account
Native documents CMDDATA Contains transaction files for must have full control of these folders. To specify this account,
each fax sent via email or via click Select Service Account.
SecureDocs. 5. Click OK, and then restart remote WorkServers if you updated
Configuration files Config Contains the files used to a shared location.
control fax conversions.
You must maintain all Configuring eTransport
customizations and custom files The eTransport options configure the server to send outbound fax
in this location. documents to email addresses in addition to fax numbers.
Scheduled reports REPORTS Contains the reports that are
generated on a schedule set in
EFM.

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Email subject
You can customize the subject line of messages sent through the
eTransport module. Use the following variables:
l ~1 = Page count
l ~2 = Sender's name.

The default message is: E-Document: ~1 page from ~2.

SecureDocs web server
Enter the Internet host name of the IIS server where the RightFax
SecureDocs module is installed. This field is required if you have
installed the RightFax SecureDocs module. For more information on
this option and configuring RightFax for certified document delivery,
refer to the RightFax SecureDocs Module Administrator Guide.
To verify that eTransport is configured correctly
1. In Enterprise Fax Manager, stop the RightFax eTransport
service.
2. Right-click the eTransport service, and select Debug to open a
command prompt window. Leave this window open.
Enable outbound email 3. In FaxUtil, submit an email.
Select this check box to send outbound fax documents to email
addresses in addition to fax numbers 4. Check the open debug window for potential error messages.

SMTP connection
In the SMTP connection box, select the SMTP connection through
Starting and stopping the RightFax server
which emails will be sent. If the SMTP connection is not listed, click Starting or stopping the RightFax server requires starting or stopping
New, and see Configuring an SMTP connection for basic the separate RightFax services.
authentication on page 269. l You only should need to stop and start RightFax services during
SMTP service extensions server or network maintenance.
If the SMTP mail server uses SMTP service extensions, select this l In a Shared Services system, if you change the configuration of the
check box. SMTP service extensions start an SMTP session by RightFax Server module, then you must restart all of the RightFax
issuing the EHLO command instead of the HELO command. services in order for the changes to take effect on all nodes of the
system.

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You can start and stop the services from EFM, Windows Control To stop the RightFax server at a command prompt
Panel, or a command line. For information about using EFM, see l From a command prompt, type the following:
Starting and stopping RightFax services on page 23.
net stop serviceshortname
To start the server using the Services program
(for example, net stop rfemail)
1. On the Start menu, under Windows Administrative Tools,
click Services.
About the services
2. Click RightFax RPC Server Module, and then click Start.
The following table describes each RightFax service and tells whether
3. Click RightFax DocTransport Module, and then click Start. the service is started automatically or manually by Windows on
4. Click RightFax Server Module, and then click Start. This startup. Note that if the startup is automatic, it can be stopped and
starts the RightFax Database module, RightFax Server started as needed.
module, and the RightFax WorkServer modules.
RightFax Short name Startup Description
Service name
Note To view the RightFax control panel icons on x64 systems, be
sure to select Classic View in Control Panel. Conversion RFIsoConv Auto Configurable server that controls
Engine conversion of Office, HTML, XPS,
To start the server at a command prompt and OCR documents.
l In a command prompt window at any prompt, enter the following Sync module CapaSync Auto Configurable server that controls
command: one-way synchronization from
net start serviceshortname Active Directory or LDAP data
sources.
(for example, net start rfserver)
Database RFDB Manual A multi-threaded module that
module handles communication between
Note Never start the RightFax Database, WorkServer, or Email the database files (located in the
Gateway modules separately. They must be started by the RightFax RightFax\Database folder) and
Server module. the fax clients.
To stop the RightFax server using the Services program DocTransport RFDOC Auto Allows configuration of the
module TRANS methods by which RightFax will
In the Services program, do the following:
transmit documents.
l Click RightFax Server Module, and then click Stop.
Licensing RFLicensing Auto Manages license distribution for
l Click RightFax DocTransport Module, and then click Stop. RightFax services.

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RightFax Short name Startup Description RightFax Short name Startup Description
Service name Service name
eTransport RFMIME Manual Automates delivery of email Worker Host RFWorkerHost Auto Performs a variety of RightFax
documents from the fax server. functions, for example archiving.
Email Gateway RFEMAIL Manual The communication bridge to an
module optional email gateway.
Integration RFPROD Auto Allows applications on a
module mainframe to send custom faxes
through the fax server.
Queue Handler RFQUEUE Auto Monitors the RightFax print queue
for jobs to be forwarded to the
server for fax conversion.
RPC Server RFRPC Auto The communication bridge to fax
module clients that use IPX, SPX or
TCP/IP via remote procedure
calls.
Remoting RFRemote Auto Handles communication with
remote RightFax services and
applications.
Server module RFSERVER Auto The bridge between all other
RightFax services. Also
responsible for stopping and
starting the WorkServer,
Database, and email gateway
modules.
WorkServer RFWORK# Manual One or more modules responsible
modules for RightFax’s most processor-
intensive functions such as cover
sheet generation, PCL5-to-fax
conversion, and optical character
recognition.

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Chapter 6: Configuring the WorkServer modules

Each RightFax WorkServer module performs one or more processor-

intensive functions on behalf of the RightFax Server module. They
regularly query the Database module for jobs to be performed,
execute those jobs, and notify the database when finished.
With the default configuration of the RightFax WorkServer modules,
you can send and receive fax documents and you can customize the
WorkServer modules to meet the needs of your enterprise.
Each WorkServer is configured separately.
You can also enable product integrations with Kofax and PeopleSoft
through the RightFax WorkServer modules. For more information, see
Configuring Kofax NetScan on page 60 and Configuring PeopleSoft
on page 61.
To configure the RightFax WorkServer modules
1. In EFM, in the left pane, expand the server, and then click 3. Click the WorkServer number in the left pane.
Services.
Remote WorkServer Service
2. In the list of services in the right pane, double-click RightFax
WorkServer1 Module. The WorkServer Configuration Tells RightFax that this WorkServer will execute on a separate
window opens, showing all Workservers in the left pane. Windows machine on the network. If this check box is selected, the
WorkServer service will not be started automatically by the RightFax
Server service. For more information on running WorkServers
remotely, see Installing WorkServers on remote computers on
page 62.

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Use PCL Converters for Text Files Service Function

Uses the RightFax Printer Control Language (PCL) when converting PCL PCL-to-fax conversion.
PCL and ASCII text files to fax format. This conversion usually
produces more accurate fax images of PCL and ASCII text files than PostScript PostScript-to-fax conversion (requires the RightFax PDF or
the RightFax native document conversion engine. If you notice that SecureDocs module).
PCL or ASCII text files are not converting to fax format as accurately Print Handle requests for both on-demand and automatic fax
as you expect, clear this check box to return to using the RightFax printing.
native document conversion engine.
Event LogLevel
Services
Select at which level to log information in the Application Event Log
Click the services you want to assign to the current WorkServer, or under the service name “RightFax WorkServer Module.”
shift-click to select multiple services. You can assign a single service
to multiple WorkServers or dedicate a WorkServer to one service only.
l None No information.
How you configure your WorkServers depends on your organization's l Terse Critical errors only.
needs and RightFax workload. The following table lists the available
l Normal Errors and major events only.
WorkServer services and their functions.
l Verbose All significant events. Use temporarily to track and
Service Function resolve problems.
Archive Archive sent faxes.
Caution Leaving the verbose log level for long periods of time
Coversheets Create cover sheets. can fill up the Event Log and may prevent new events from being
CVL Handle faxes with multiple LIBDOC or LIBDOC2 and logged.
ADDDOC embedded codes.
Delete Image Files Delete fax image files. Frequency
Specify how often, in seconds, the WorkServer will query the
Note This service is handled by the Worker Host service. Database module for new requests. If you only have one WorkServer
FileRoute Route received faxes to network folders. module, 5 to 10 seconds is an appropriate setting. If you run multiple
WorkServers, a longer time (for example, 15 seconds) will prevent
InterConnect Route received faxes to another RightFax server. requests from overloading the Database module.
Network Messaging This service no longer functions with any of the supported Billing Code Import Interval
Windows operating systems.
Specify how often, in minutes, the WorkServer will check for a new
OCR Optical Character Recognition (requires the RightFax OCR billing code delta file Codechg.csv. This file is used to query billing
Converter or OCR Router module). codes from external billing code source. If the file exists, the
Overlay Overlay faxes with forms. WorkServer imports the additions, changes, and deletions specified in

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the file. For more information on using billing codes from an external Count
source, see Importing Billing Codes on page 152. Specify the number of times the originating RightFax server will
attempt to forward the fax to the destination RightFax server when it
Telephony server routing encounters a non-fatal error such as server temporarily down.
Enable Interval
Select Enable to integrate the RightFax system with your enterprise Specify the time delay, in minutes, between retries.
telephony server system. For information on custom integrations with
your RightFax server, refer to your telephony server documentation. Optimize faxing
Caution Any WorkServer that has telephony server routing enabled Optimize Covers
must be dedicated to telephony routing only. Any other assigned Select this check box to make fax cover sheets only as long as the
service will be ignored by this WorkServer. cover sheet text requires (ignoring any blank space at the end of the
cover sheet), potentially reducing transmission times. This may
Server produce a partial page on some destination fax machines.
Specify the name of the telephony server on your network to integrate
with the RightFax server. Short Bodies
Select this check box to make each page in the body of the fax only as
Protocol long as the text requires (ignoring any blank space at the end of
Select the network protocol to use for communicating between the pages), potentially reducing transmission times. This may produce
RightFax and telephony servers. partial pages on some destination fax machines.

InterConnect retry settings Archive settings

These settings are only available if you select InterConnect under Using WorkServer archiving, you can track and store your
Services. For information on enabling and configuring InterConnect, organization's outbound faxes or integrate RightFax with archiving
see RightFax InterConnect on page 232). software systems. WorkServer archiving is disabled and its archive
Use RightFax InterConnect to: settings ignored if you use the optional XML Generator module or
RightFax Vault module to archive inbound and outbound faxes. For
l Automatically route faxes received on one RightFax Enterprise information, see the RightFax XML Generator Administrator Guide or
server to a fax mailbox of the same name on a different RightFax RightFax Vault Administrator Guide.
Enterprise server on the same network.
To use WorkServer archiving, the following must be set:
l Send interoffice faxes via the network that links the RightFax
Enterprise servers, rather than via the phone lines. l At least one WorkServer must have Archive selected under
Services.

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l The archive settings must be configured for each WorkServer that

Macro Definition
manages archiving.
~1 Date (YYYYMMDD)
l The permission Add Sent Faxes to External Processing
Repository must be enabled for all users whose outbound faxes ~2 Day of the week (SUN-SAT)
should be archived by a WorkServer. ~3 Month (JAN-DEC)
~4 Year (YYYY)
For information about configuring a RightFax user for fax archiving,
see The Permissions tab on page 111. ~5 Day of the month (DD)

Each fax is archived individually when the fax server has finished ~6 Month as decimal (01–12)
processing the fax for transmission, regardless of whether it was sent ~7 User ID (up to 12 characters in 8.3 FAT format)
successfully. If a user configured for archiving sends a fax to multiple
~8 Week as decimal (00–51)
recipients, each instance of that outbound fax is archived.
~9 Billing Code #1 (up to 12 characters in 8.3 FAT format)
Format
~0 Billing Code #2 (up to 12 characters in 8.3 FAT format)
Select the file format for archived faxes. The file format you choose
depends on how you use the archived faxes. By default, files are ~A Remote ID (left to right, up to 12 characters in 8.3 FAT format)
archived in a multi-page TIFF-G3 format with Group III data ~B Remote ID (right to left, up to 12 characters in 8.3 FAT format)
compression.
~C Group ID (up to 12 characters in 8.3 FAT format)
History
~D ANI (up to 12 characters in 8.3 FAT format)
Select this check box to include a fax transmission history with each
archived fax image in the archive folder. The fax history is an ASCII file Example After the macros have been replaced, an entry of
with the file extension .trx and the same file name as the fax. \\Faxserver\Archive\~C\~7\~3~4 might appear as
\\Faxserver\Archive\DEVELOPM.ENT\JDOE\JAN2015. All faxes sent
Path
by user ID “JDoe” in the “Development” group will be stored in a
Specify the folder, in UNC (universal naming convention) format, unique archive folder, organized into separate subfolders each month.
where archived faxes will be stored. The WorkServer creates the
specified path if it does not already exist. If you do not enter a path, Caution Because “~1” is interpreted as a macro in the path name,
faxes will not be archived. The total path length, after replacing any you cannot use short path names (such as
macros with data, cannot exceed 225 characters. \Progra~1\RightFax\Archive) in this field. You must use the full path
names.
Note If you enter an incomplete path, the path will be created
relative to the worksrv.exe working directory. For example, an entry Index file
of XXX\ZZZ would result in the creation of Specify the UNC path and file name of the file where all archive events
C:\PROGRA~2\RIGHTFAX\WORKSRV\ XXX\ZZZ. will be logged. The index is a comma-delimited ASCII file. Each index
entry appears on a separate line and includes 24 data fields. The

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following table lists all of the fields for each index entry in the order the Field Type Length Definition
fields appear.
FaxTime String 5 Time fax record last modified
Field Type Length Definition (hh:mm)
Owner_ID String 21 User ID of the fax “owner” UniqueID String 15 Unique ID for the fax assigned by
RightFax server
To_FaxNum String 31 Recipient’s fax number
Archived_Name String 256 File name used for the image archive
To_ContactNum String 31 Recipient’s phone number
NewLine N/A N/A CR–LF combination record separator
To_Name String 59 Recipient’s name
To_Company String 59 Recipient’s company name Because this log file is dynamic, if you use a third-party application to
access the log information, make sure the file is opened in shared
To_CityState String 59 Recipient’s city and state
mode. Do not grant a third party write access. Configure to leave log
From_Name String 59 Sender’s name file open for a maximum of twenty seconds. The optimal method for
From_PhoneNum String 31 Sender’s phone number third-party access is to make a copy of the log file, and access data
from the copy.
Billinfo1 String 15 Billing code 1
If you do not specify a log file name, RightFax will not log archive
Billinfo2 String 15 Billing code 2
events.
FaxDIDNum String 31 DID routing number
Separate file per page output
OperatorNum String 31 Company phone number
Select this check box to archive each page of each fax as a separate
GeneralFaxNum String 31 Company fax number TIFF file (that is, a five-page fax is archived as five separate files). This
RemoteID String 21 Received remote ID check box is only available if you select TIFF-G3 or TIFF-G4 in the
Format box.
Send_Time Integer N/A Total time on fax board, in seconds
EquiTrac Archive
Fax_Status Integer N/A A number corresponding to the fax’s
last reported status. Select this check box to log all successfully sent faxes to a file called
RightFax.txt in the WorkServer folder. The EquiTrac Archive log is a
Fax_Termstat Integer N/A A number corresponding to the fax’s comma-delimited ASCII file. Each log entry appears on a separate line
last reported transmission status. and includes the following data fields in the the order listed.
NumPages Integer N/A Includes optional cover sheet, if any
Field Maximum length or format
FineMode Integer N/A 0=normal, 1=fine
RightFax user ID 21 characters
Received Integer N/A 0=sent, 1=received
Phone number dialed 31 characters
FaxDate String 10 Date the fax record was last modified
(mm/dd/yyyy) BillInfo1 15 characters

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Field Maximum length or format predefined accounts.

BillInfo2 15 characters
Fax transmission duration hh:mm:ss
Number of pages in fax ###
Fax error code Always 32, indicating success
Fax date mm/dd/yy
Fax time hh:mm

Always Delete After Archive

Select this check box to remove all archived faxes from the user’s
FaxUtil mailbox.
Archive Cover Sheet
Select this check box to include the cover sheet with the saved image
file. To archive only the body of each fax, clear this check box.

Selecting a service account

RightFax services log on to the network using a Windows user
account that you specify. The user account for a service must have
access to all the network resources that the tasks managed by that
To change service accounts
service require. This account is initially selected during the RightFax 1. In the Service Account Editor dialog box, next to the account
installation. you want to change, click Modify. To define account settings
once and then copy them to all other services, first modify the
To change service accounts, you can set the account for the Server
Server service account.
service and then copy these settings to the other services.
To view service account settings
l Click Select Service Account or Service Account. The Service
Account Editor window opens, showing the currently defined
account for each service. The default is to use one of the

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Adding and deleting WorkServers

The following default WorkServer setup on the RightFax server is
optimal for most RightFax configurations:
l Two WorkServer modules devoted to the most frequent tasks.
l One WorkServer module dedicated to deleting image files.

Depending on your RightFax server usage, you may want to

reconfigure the WorkServers or add WorkServers.
Example If the server is used primarily for broadcast faxing,
2. Do one of the following:
WorkServer #3 can be configured to perform the greater than average
l Click Built-in Account, select an account from the list, and load of PCL5 conversions, instead of other lower-priority functions.
then click OK.
Other processor-intensive tasks that may require a dedicated
l Click This Account, type or browse for an account, and
WorkServer include:
then click OK.
l Running OCR (Optical Character Recognition), either for routing or
l Type a new service account name in the format
conversion
domain\username or machine\username. If the domain
name is longer than 15 characters, click Browse l PostScript conversions
instead. l Fax printing
Caution A domain name longer than 15 characters
may result in errors in services performed by the To add a new WorkServer
WorkServer. l Click Add WorkServer.

l Click Browse. For information about the Select User To delete an existing WorkServer
dialog, see your Windows server documentation.
l Click the WorkServer to remove, and then click Delete
WorkServer. The other WorkServers are renumbered.
3. If needed, enter the case-sensitive password for the selected
user account in both the Password and Confirm Password
boxes, and then click OK. Printing a time strip on faxes
4. To copy the Server service account information to the other A time strip can be printed at the top of every fax that is printed to a
services, click Copy to all. network printer. The time strip can include the time of arrival of
5. Click OK. received faxes, elapsed transmission time, time printed, and the fax
image file name.

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By default the time strip is printed as black text. To print it as white text Macro Definition
on black background, set the Windows registry key PrintTimeReverse
value to 1. See PrintTimeReverse on page 372. ~1 The word “Sent” or “Received”

To enable time strip printing ~2 Last transmission/receive date (MM/DD/YYYY)

~3 Last transmission/receive time (HH:MM)
1. In the left pane, under the WorkServer, click Printer
Configuration. ~4 Last connection duration
~5 Last channel used
~6 WorkServer number
~7 Image file name
~8 Date and time printed (MM/DD/YYYY HH:MM)
~9 Unique ID
~0 RightFax user ID
~A Remote ID
~B Name of the fax recipient
~C Fax number of the fax recipient
~D Company name of the fax recipient
~E Last transmission/receive date (YYYY/MM/DD)
~F Date and time printed (YYYY/MM/DD HH:MM)
2. Select the Enable Time Strip check box.
~G Date and time printed (system locale setting for short date and
3. In the Name box, specify the type of information to print in the long time)
Time Strip. The Time Strip can contain any combination of text ~H Last transmission/receive date (system locale setting for short
and variables. date and long time)
Example An entry of Fax ~1: ~2 ~3 places text such as the
following at the top of the printed fax:
Fax received: 01/05/2014 10:42. Configuring Kofax NetScan
RightFax can be configured to work in conjunction with the Kofax
The following table lists each of the variable options that can be
NetScan network integration tool for scanners. Using the Kofax
used in this box.
NetScan, you can scan documents into the FaxUtil mailbox of any
RightFax user on your network. This makes it convenient to fax printed
pages when no electronic version is available.

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Scanned images appear in the selected FaxUtil mailbox with the If this check box is not selected, to update NetScan users, you must
message Information Incomplete. Images can be faxed by double- manually force Netscan to synchronize. See Synchronizing the
clicking the image in FaxUtil and completing the required boxes in the RightFax server with external systems on page 30.
New Fax dialog box.
Location of NetScan Directories
To integrate RightFax with the Kofax NetScan Specify the UNC path to the folders that RightFax will monitor for new
l Click Kofax NetScan Configuration under the selected NetScan images. To add a directory, type the UNC path in the
WorkServer. At least one WorkServer must have the Kofax Location of NetScan Directories box, and then click Add Directory.
integration enabled. Each WorkServer is separately configured for To remove a directory, click the directory, and then click Remove
Kofax NetScan integration. Directory.
Location for Scan-to-Disk Images
Specify the UNC path to the folder where images that are scanned to
disk from the Kofax NetScan will be saved.
For more information about configuring the Kofax NetScan for
RightFax integration, refer to your NetScan documentation.

Configuring PeopleSoft
Companies use the PeopleSoft application for enterprise resource
planning to manage multiple resources from one integrated platform.
By integrating RightFax with PeopleSoft, you can take advantage of
RightFax least-cost routing and load balancing.
When configured for PeopleSoft, RightFax will query PeopleSoft for
outgoing faxes, overriding the PeopleSoft built-in fax server.
To configure RightFax to work with PeopleSoft
Enable NetScan Interface l Click PeopleSoft Configuration under the selected WorkServer.
Select this check box to enable RightFax integration with a Kofax At least one WorkServer must have the PeopleSoft integration
NetScan. Communication and integration with the Kofax NetScan will enabled. Each WorkServer is separately configured for PeopleSoft
only be handled by the WorkServers with this check box selected.
Automatically Update NetScan Users
Select this check box to automatically update NetScan users with the
latest list of RightFax users every six hours or every time the RightFax
Server module is restarted.

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integration. installations, three or four properly configured WorkServers installed

locally on the RightFax server are sufficient.

Requirements
This section describes the supported Windows systems.

Supported Microsoft Windows operating systems

RightFax server software is supported on the following server
operating systems (with current updates):
l Windows Server 2019
l Windows Server 2016

Prerequisites
l Microsoft .NET Framework*
l Microsoft Data Access Components*

Enable PeopleSoft Interface

l Microsoft Messaging Queuing*
Select this check box to enable RightFax integration with PeopleSoft. l Microsoft Visual C++ runtime components*
Communication and integration with the PeopleSoft system are l A Windows account to run RightFax services. This must be a
handled by the WorkServers with this check box selected. domain user that is a member of the local administrators group and
Location of PeopleSoft directory has the “Log on as a service” right on the local computer.
Specify the UNC path to the folder where PeopleSoft stores its
outgoing fax jobs. The service account for this WorkServer must have * Installed during setup.
read and write access to this folder. See Selecting a service account To install the WorkServer on a remote computer
on page 58.
1. Run Setup.exe. The RightFax Product Suite Setup wizard
Installing WorkServers on remote computers opens.

You can install and operate remote WorkServers to perform 2. RightFax WorkServers require Microsoft .NET Framework
processor-intensive functions, thus freeing up resources on the 4.7.2. If this software is not installed on your system, Setup
RightFax server. prompts you to install it.

Running remote WorkServers is helpful in systems with 24 or more fax To install, click OK.
channels in high volume fax broadcast situations. In most other

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To cancel Setup and install .NET Framework 4.7.2 yourself, Caution On x64 systems, the default folder is Program
click Cancel. Files (x86). The Program Files folder is reserved for x64
3. Review the welcome screen, and then click Next. programs. Do not install the RightFax software in the
Program Files folder on x64 systems.
4. Carefully read and accept the license agreement, and then
click Next. 12. To begin installing RightFax software, click Apply. This may
5. Setup can check for RightFax updates and other late-breaking take several minutes. When finished, click Next.
information. 13. Enter a Windows account to run RightFax services.
l To check for updates, verify you have an active HTTP This account must be a domain user that is a member of the
connection, and then click Check for Updates. If updates local administrators group and must have the right to log on as
are found, follow the instructions in the Result section. a service on the local computer.
l To skip the update check and continue with Setup, select Click Browse to load and select a user account. Click Test
Do not check for updates, and then click Next. Account to verify account credentials. When finished, click
Next.
6. Click Custom, and then click Next.
14. Enter the main RightFax server name, and then click Check
7. In the list of setup components, under RightFax Server
Access. A message will appear in the Results box that
Modules, select the WorkServer Module check box. Verify
indicates if the connection to the RightFax server was
that it is the only selected check box in the list. Click Next.
successful.
8. The Preview Requirements list shows third-party software
15. If the connection was successful, click Next.
required by your chosen features and the status of setup
operations. Required software that will be installed 16. Click Apply, and then click Close.
automatically appears with a status of Must Install. Click Next. 17. Configure the WorkServer to automatically restart. See Starting
9. If your server does not already have Microsoft Message and stopping remote WorkServer services below.
Queuing installed, Setup prompts you to install it. Select your
option, and then click Next. Starting and stopping remote WorkServer services
10. To apply your settings and install required third-party software, To ensure that the WorkServers remain running if the RightFax server
click Apply. This will take several minutes. When finished, click is restarted, configure remote WorkServers to automatically restart.
Next.
To configure WorkServers to automatically restart
11. Choose your installation folder, and then click Next.
1. In Windows Control Panel, open Administrative Tools, and
then Services. The WorkServer is listed in the services as
RightFax WorkServer# Module, where # is the number of the
WorkServer.

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2. Double-click the service to open the properties dialog.

3. On the General tab, under Startup type, select Automatic.
4. Repeat these steps on each WorkServer.

Changing the service account for the remote

WorkServer
To change the WorkServer service account on the remote
computer
1. In Windows Control Panel, open Administrative Tools, and
then Services. The WorkServer is listed in the services as
RightFax WorkServer Module.
2. Double-click the service to open its properties dialog.
3. On the Log On tab, specify a new service account name. The
account must be a domain user that is a member of the local
administrators group and must have the right to log on as a
service on the local computer.

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Chapter 7: Configuring the DocTransport modules

Chapter 7: Configuring the DocTransport modules

The RightFax DocTransport modules specify the methods by which 2. In the list in the right pane, double-click RightFax
RightFax can transmit documents and messages. You can configure DocTransport Module. The DocTransport Configuration
fax boards for conventional fax transmission, fax boards for fax-over- window opens.
IP, and SMS messaging.
The DocTransport module acts as an interpreter between some fax
board drivers and the RightFax Server module for conventional fax
transmission. It handles requests to schedule outgoing faxes for
transmission and informs the Server module when a new fax has been
received and needs to be processed.
The DocTransport module must be properly configured to allow the
RightFax server to send and receive documents.
RightFax supports a maximum of 120 fax channels per DocTransport
module. The maximum number of faxes that can be sent by a single
DocTransport module at the same time is equivalent to the total
number of fax channels configured for sending plus 1. For example, if
10 fax channels are configured for sending, then 11 faxes can be
processed for sending at the same time. As each fax is sent, the
system will pull another fax from the queue for processing. If additional
DocTransport modules are configured, then more faxes can be
processed and sent at the same time.
To configure the DocTransport modules Adding transport methods
1. In EFM, in the left pane, expand the server, and then click By default, the DocTransport module includes the Brooktrout transport
Services. method. For most other types of installations, you need to add the
specific transport method for your fax transport type, as shown in the
following table.

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Transport method Description

Brooktrout TR1034 Required for installation of all Brooktrout TR1034-
Series, SR140 series fax boards or the Brooktrout SR140 Fax over IP
software platform.
Simulation Device Allows simulated fax sending for testing or
demonstration purposes. Outgoing faxes appear to
send but do not. Simulation mode can be used with no
fax boards installed.
SMS Device Required for use of the RightFax SMS Service.
See Configuring RightFax SMS Service on page 81.
RightFax Connect Required if you are using the RightFax Connect or
RightFax Connect v2 service.
See Configuring RightFax Connect on page 82.

To add a transport method

1. Click Add Transport. The Transport Selection dialog box
opens.
2. Expand the tree in the left pane, and select a transport method.
3. If you select Brooktrout, you must also select a specific fax
board in the right pane. If you select a RightFax Connect
transport, you must also select a data center in the right pane.
4. Click Select to add the new transport method.
5. Repeat these steps for each optional transport method you
want to add.
6. After you add the transport methods you will be using,
configure each for your system.

Configuring global DocTransport settings

Global DocTransport settings apply to all enabled transport methods.
RightFax uses these settings regardless of the transport method, fax
board, or channel in use.

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To configure global DocTransport settings Enable Secure TCP/IP communications

l In the left pane, click Global DocTransport Settings. Select this check box to encrypt the data exchanged between multiple
RightFax DocTransports (for example, Remote DocTransports) or
between a RightFax DocTransport module and the FaxStat program.
Any DocTransport service on any other RightFax server
communicating with this server must be started using a valid account
and password rather than a local system account.
If you select this option, you must specify a user account that the
DocTransport service can use for authentication to and from other
DocTransport modules on the network. To specify a user account,
click [...] to the right of this option and enter a login name and
password.
Reschedule pending faxes after service failure
If a DocTransport service failure occurs while a fax is sending, then
when the service starts again it will mark the faxes with a transmission
error status.
l To mark the faxes with a transmission error status that will be
retried, select this check box. When the DocTransport service
restarts, the failed faxes will be resent.
Event LogLevel l To mark the faxes with a transmission error status that will not be
Select at which level to log information in the Application Event Log retried, clear this check box. When the DocTransport service
under the service name “RightFax DocTransport.” restarts, the failed faxes will not be resent.
l None No information.
l Terse Critical errors only. Brooktrout Fax Board configuration
l Normal Errors and major events only. After you add a Brooktrout transport method to the DocTransport
service, you must configure it for use with RightFax. The configuration
l Verbose All significant events. Use temporarily to track and
steps apply to all Brooktrout boards, including TR1034-series and the
resolve problems.
SR140 boardless Fax-Over-IP, though some fields may apply only to
Caution Leaving the verbose log level for long periods of time some boards. Each board must be configured separately, and each
can fill up the Event Log and may prevent new events from being channel must be configured separately for each board.
logged.

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To configure a Brooktrout transport method for use with To configure global transport settings
RightFax l In the left pane, click Global Transport Settings.
1. Configure the Brooktrout Global Transport Settings.
2. Configure the Advanced settings (optional) for all Brooktrout
boards.
3. Configure the following elements for each board:
l Configure the default settings for the board.
l Use the Brooktrout Configuration Tool to license channels
and set additional parameters(see the Brooktrout
documentation).
l Configure each of the RightFax channels.

Configuring Brooktrout global transport settings

Brooktrout Global Transport Settings apply to all of the Brooktrout fax
boards and channels configured in the DocTransport module.
RightFax uses these settings regardless of the fax board or fax
channel in use.
CD Timeout
Specify the length of time, in seconds, that the RightFax server will
wait for a fax answer tone (CED tone) from a remote fax machine
when sending a fax.
ANI Pattern Match
Specify the pattern of the dialing party information string that will be
received during incoming calls.
RightFax collects information about the dialing party’s phone number
for display in FaxUtil and for CSID routing (if used). Some
organizations receive additional information (such as ANI or DNIS)
along with the caller’s phone number. This box specifies the pattern of
the extra data so that it can be removed prior to display or routing.
Enter the pattern of ANI data you receive using the symbols in the
following table.

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Symbol Represents If you output to a network printer, you must also select the Close File
Between Each Page check box.
* An asterisk character.
Level
# A pound character.
Specify the level of information to include in the log. There are five
X A digit in an ANI number. This is the only number sequence levels of detail.
that is used for ANI routing, all other information is ignored.
l Level 1 prints a single line summary of each fax event.
Y A digit in the DNIS number.
l Level 2 prints a detailed description of each fax event.
Z An extraneous digit. This will be ignored.
l Level 3 outputs a comma-delimited file of each fax event.
Max. Modifier (1– The maximum number of each of the prior characters. For
9) example, “x2*y” represents up to 2 ANI digits followed by an l Level 4 outputs a tab-delimited file each hour containing that
asterisk and a single DNIS digit. hour’s fax events.

Literal Digits (0–9 Valid phone digits. Separate literal digits from Max. Modifiers l Level 5 is primarily for troubleshooting purposes, and outputs
and A–D) with a space. Brooktrout debugging information.

Example The string “5205554762” consists of 10 ANI digits. It Level 3

matches the pattern strings “XXXXXXXXXX” and “X10.” Each log entry appears on a separate line and includes 15 data fields.
Example The string “015205554672#1234**” consists of a The following table lists all of the fields for each log entry in the order
combination of ANI digits, asterisks, and pound characters, and the fields appear.
begins with the digits 01. It matches the patterns strings
Field name Type/format Length Description
“01XXXXXXXXXX#ZZZZ**” and “01X10#Z4*2.”
Direction String 1 Sent/received flag (“S” or “R”)
Beeping
Date sent MM/DD/YYYY 10 Date that the call was initiated
Select this check box if the computer in which the fax boards are
installed should beep each time a call is placed or received. Time sent HH:MM 5 Time that the call was initiated
Channel Numeric 2 Channel used by RightFax (0–32)
Audit Settings
Duration Numeric 5 Total transmission time in seconds
Allow Auditing
Select this check box to have the DocTransport module record all Phone Alphanumeric 31 Sent faxes: Fax number dialed
incoming and outgoing faxes in a log. number
Received faxes: Routing code (or
File DTMF) used
Specify the path and file name of the log file to use. If the file does not Remote ID String 49 Remote fax machine ID
exist, RightFax will create it when it logs the first entry. To output the Result String 59 Result of the fax transmission
log file to a network printer, enter the printer port instead of a file name.

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Field name Type/format Length Description Field name Type Length Description
Page count String 79 Number of pages transmitted Good pages Numeric 5 Number of pages transmitted
Contact String 31 Sent faxes only: The recipient’s successfully.
number voice number Page count Numeric 5 Total number of pages in the fax.
Contact String 59 Sent faxes only: The recipient’s Board type Numeric 1 Type of fax board used to send
name name. the fax
Company String 59 Sent faxes only: The recipient’s 0 = Brooktrout
name company name
BT call status Numeric 5 Brooktrout call result status
User ID String 21 Sent faxes only: RightFax user ID value. Relates to the call itself.
of the sender
BT call line Numeric 5 Brooktrout call result line status
Billing code 1 String 15 Sent faxes only: Billing code 1 status value.
Billing code 2 String 15 Sent faxes only: Billing code 2 BT fax status Numeric 5 Brooktrout fax result status
value. Relates to the faxing
Level 4 portion of the call.
Because a separate file is created for each hour’s fax events, do not
BT fax line status Numeric 5 Brooktrout fax result line status
specify a file name in the File box. You can specify a path to a folder
value.
where the log files, which are given default names, will be saved.
CDR flags Numeric 4 Hex value of CDR (call detail
Each log entry appears on a separate line and includes 28 data fields.
record) flags
The following table lists all of the fields for each log entry in the order
the fields appear. 0x0000 = No flags set
0x0001 = PartialRetry
Field name Type Length Description 0x0002 = SchedRemote
Direction String 1 Sent/received flag (“S” or “R”). 0x0004 = SendForRemote
0x0008 = Has_ANI (automatic
Date sent YYYYMMDD 8 Date that the call was initiated.
number identification)
Time sent HHMM 4 Time that the call was initiated. 0x0010 = Had_AOC (advice of
Channel Numeric 5 Channel used by RightFax. charge)
0x0020 = Had_ISDNCauseVal
Duration Numeric 5 Total transmission time (in
seconds). AOC value 1 Numeric 9 AOC data value #1 (only valid if
indicated by flags).
Phone number String 127 Fax number dialed.
Remote ID String 47 CSID of recipient fax machine.

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Field name Type Length Description Notation Example Represents

AOC value 2 Numeric 9 AOC data value #2 (only valid if \### \027 Decimal character values
indicated by flags). ^x ^[ ASCII representation of a control character
AOC value 3 Numeric 9 AOC data value #3 (only valid if
indicated by flags). Close File Between Each Page
Closes the log file after each entry. You can then output the log to a
ISDN cause String 5 ISDN call setup cause value
network printer.
value (only valid if indicated by flags).
Sender ID String 21 RightFax user ID of the sender. Error Correction
To name String 59 The recipient’s name. ECM is disabled
From name String 59 Name of sender (descriptive Select this check box if Error Correction Mode (ECM) is disabled or
name, not the ID). does not exist.
Contact number String 31 The recipient’s voice number. RTN Response
Company name String 59 The recipient’s company name. Specify how RightFax will respond to RTN messages:

Billing code 1 String 15 Billing code 1. l Ignore Ignore error and proceed to the next page.

Billing code 2 String 15 Billing code 2. l Abandon Abandon the fax transmission.
Secure CSID String 21 CSID match code for secure
send operation. TTI Line Settings
Unique ID String 15 Assigned unique ID for fax job. Allow TTI Line
Source server String 47 Source server IP address or Select this check box to place a transmit terminal information (TTI) line
name. at the top of every page of an outbound fax. This line of text includes
the transmitting fax machine, the date, time, and time zone of the
InitialString transmission, the fax page number, and the total page count. The date
Enter a text message to include at the beginning of every page in the format in the TTI line is a function of the Windows international or
audit file. regional settings as installed on the RightFax server.

The line can contain control codes to convey page formatting or other If this check box is selected, you must also specify how the TTI line will
information to the application reading the file. be placed on the fax page.

To add control codes to this string, use the following notation. l Select Overlay TTI Line to add the TTI line text to add any existing
text or image on the first line of the fax. This can obscure the TTI
Notation Example Represents information. With Brooktrout fax boards, this option functions the
\x## \x1b Hexadecimal character values

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same as inserting the TTI line. The quick header line can be customized using special macros that
l Select Replace TTI Line to replace any existing text or image on are replaced in the quick header of each fax.
the first line of the fax with the TTI line. This erases existing fax
Macro Definition
data from the first line but the overall length of the fax stays the
same. ~1 To-name field (59 characters maximum)
l Select Insert TTI Line to add a new line to the top of the fax page ~2 Shortened to-name (23 characters maximum)
for the TTI information. This retains any fax data on the first line but ~3 To-contact number field (31 characters maximum)
increases the length of the fax by one line.
~4 To-company field (59 characters maximum)
To add your organization’s name to the TTI line: ~5 Shortened to-company field (23 characters maximum)

1. In EFM, expand the server, in the left pane, expand the server, ~6 BillInfo1 field (15 characters maximum)
and then click Services. ~7 BillInfo2 field (15 characters maximum)
2. In the list of services in the right pane, double-click RightFax ~8 Unique ID (15 characters maximum)
DocTransport Module.
~9 Total number of pages
3. In the Transport Configuration window, click each fax
channel for each fax board listed in the left pane. Example A quick header format entry of “Please deliver to: ~2 at ~5”
might appear as “Please deliver to: Jane Doe at Acme, Inc.”
4. Type the desired company name in the Fax ID box.
5. Repeat these steps on all RightFax servers and Remote Dialing Settings
DocTransport computers. Prefix
Enter one or more dialing characters to add at the beginning of every
Display Time outbound fax number dialed by the server. The default setting (WW)
Select one of the following: instructs the fax boards to automatically detect a dial tone before
l Display Time as GMT to set the TTI time stamp to Greenwich dialing. For a list of valid dialing characters, see Dialing characters
Mean Time (GMT). supported by dialing rules on page 245.
l Display Time as Server to set the TTI time stamp to server time. Postfix
Enter one or more dialing characters to add at the end of every
l Display Time as UTC to set the TTI time stamp to Universal
outbound fax number dialed by the RightFax server. For a list of valid
Coordinated Time (UTC).
dialing characters, see Dialing characters supported by dialing rules
on page 245.
Quick Header Format
Enter heading text to include under the TTI line on outbound faxes.
Quick Headers are enabled in the RightFax Server module. For more
information, see Enable Quick Headers on page 35.

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Call Grouping Settings unavailable.

When a fax is placed in the fax queue, Call Grouping checks the
queue for another fax going to the same number.
Call Grouping Method
l Select None if call grouping will not be used.
l Select Combine to allow the grouping of calls to the same number.
If another fax to the same number is scheduled, then the line is
kept open, and the second fax is transmitted.
In the Maximum Combine box, enter the maximum number of
pages that the RightFax server will send to one phone number
before hanging up and sending another set of fax pages.
l Select Sequence to allow the grouping of calls to the same
number, but the RightFax server will hang up the call after each fax
is sent.

Configuring a Brooktrout board Board module number

After you add a new Brooktrout fax board, it must be configured to Select the number in the list that matches the number on the rotary
work with RightFax. switch on the fax board.
To configure a Brooktrout board DID Settings
l In the left pane, under Brooktrout, click the board name.All In the Number of digits for routing list, select the number of digits
Brooktrout board types use the same configuration window. used for routing fax calls. This must match the number of digits in
Depending on the functionality of each board, some fields may be RightFax user routing codes.
Set Fax ID for All Channels
Select this check box to specify a fax ID for all the channels on this fax
board. Each channel transmits this fax ID to the remote fax machines.
Usually, this is set to your company name or company fax number. To
specify a unique fax ID for each channel, see Configuring Brooktrout
channels on the next page.

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Set Capability for All Channels Macro Data

Select this check box to set the same capability (dial-only, answer-
~2 RightFax user ID of the sender.
only, or both) for all the channels on the fax board. To specify the
capability of each channel separately, see Configuring Brooktrout ~3 The recipient’s voice number.
channels below. ~4 The recipient’s name.
Configure Brooktrout ~5 The recipient’s company name.
Click to configure Brooktrout-related board settings. The Brooktrout ~6 Billing code 1.
Configuration Tool opens. For more information, see the Brooktrout
documentation. ~7 Billing code 2.

Number of SR140 Channels (SR140 configuration only) ~8 Assigned unique ID for fax job.
After having activated your SR140 channel licenses using the ~9 CSID match code for secure send operation.
Brooktrout Configuration Tool, select the number of licensed channels ~0 Name of the sender.
in the list.
~A Source server IP address or name.
Calling Party
~B User's fax number.
This field applies to calls using SIP or H.323 internet protocols or
ISDN. Enter any combination of text, numbers, and variables to send
Configuring Brooktrout channels
with each fax sent from the RightFax server. This is the SIP From field
for SIP systems and the ISDN Calling Party for FoIP and Each fax channel on a Brooktrout fax board can be individually
ISDN channels. configured.

For data transmitted via SIP, select the Apply SIP character To configure a Brooktrout channel
restrictions check box to ensure proper formatting. When selected, l In the left pane, under the Brooktrout board, click the channel
SIP restricted characters are stripped and their entry disallowed. number.
Restricted characters include all tabs and spaces, as well as : / ? # [ ]
@ ! $ & ‘ ( ) * + , ; and =, where @ is allowed once as part of the SIP
From field which must always be formatted as an email address.
Before specifying to send additional data to a PBX system, verify that
the PBX is able to accept the data in the calling party number field of
the ISDN string. If it is not, the call will be rejected.
You can use any of the following variable options.

Macro Data
~1 Fax number dialed.

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l Dial w/VM-Notify
l RESERVED
l Dial w/Ring Detect. Timed Ability becomes unavailable.

The capability you select here become the defaults in the Capability
fields under Timed Ability. When you select “Answer” or “Dial w/Ring
Detect” the Timed Ability option becomes unavailable.
Max. Pages This Channel May Send
Enter the maximum number of pages per fax (including the cover
page) that can be sent by this channel, from 0 to 999. Use this option
to reserve channels for smaller faxes.
Channel Extension
Assigns a routing code to all incoming faxes on this channel if no
routing information is specified. Because DID, T1 with DNIS, and
ISDN telephone lines require routing codes, this setting only applies to
loop-start lines and T1 lines without DNIS. The Channel Extension is
also used when DTMF routing is enabled on the line but the caller
Activate Channel
does not enter a routing code.
Select this check box to activate this channel for use by RightFax. To
deactivate the channel, clear the check box. Timed Ability
You can use the channel with one capability throughout the day (0000
Fax ID
to 2359) or you can define up to three time periods with changing
Specify the fax ID for this channel only. The fax ID is transmitted to
capabilities:
remote fax machines to identify the sender. Usually, this is set to your
company name or company fax number. This box is not available if 1. In the Start and End boxes, enter the start and end times for
you configured the Brooktrout board to set the Fax ID for all channels. the time period in 24 hour notation. The first time period always
starts at 0 (midnight) and the last time period always ends at
Capability 2359 (a minute before midnight).
Select one of the following capabilities of this channel:
2. In the Capability box select the capability for the time period.
l Both
l Dial Example To set different capabilities for business hours and after
hours and to use the evening hours for broadcast faxing, you might
l Answer. Timed Ability becomes unavailable. define the following:
l Both w/VM-Notify Start: 0 End: 0659 Capability: Both

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Start: 0700 End: 1759 Capability: Answer 2. After you answer the phone, the board plays the message.
Start: 1800 End: 2359 Capability: Both Hang up when the playback is complete.

Inbound routing To play back the Failure or Confirmation prompts, replace

These settings apply if you enable DTMF routing. DTMF routing is a PROMPT.IP with BADDIGT.IP or GOTDIGIT.IP respectively.
method for routing faxes to an individual based on the routing code To re-record a voice prompt
entered manually by the caller.
1. Save a backup copy of the old Prompt.ipk file.
Enable DTMF Routing
2. At a command prompt on the server, enter the following
Select this check box to use DTMF routing for this channel. command:
Initial Tone / Initial Speech RightFax\DocTransport\Brooktrout\
Specify how callers will be prompted to enter a routing code for the voice -r -cphonenum-u 0 prompt.ipk
fax:
The Brooktrout board dials the phone number you specified in
l Click Initial Tone to play a tone, and then select the tone to play phonenum.
and the duration of the tone in seconds. For information on the
3. After you answer the phone, the board begins recording your
available tones, refer to your Brooktrout documentation.
message.
l Click Initial Speech to play a voice prompt, and then specify the
4. When you are done, press the [#] key (pound key).
file of the voice prompt. This option requires a special voice
module license for your Brooktrout board.
To re-record the Failure or Confirmation prompts, replace
You can use the default voice prompt Prompt.ipk as is or re-record PROMPT.IP with BADDIGT.IP or GOTDIGIT.IP respectively.
it via telephone. The file is located in the
Failure
RightFax\DocTransport\Brooktrout folder.
Specify the file to play when a caller does not enter enough DTMF
digits to route the fax. The default file, Baddigit.ipk is located in the
To play the voice prompt for review
RightFax\DocTransport\Brooktrout folder. This prompt file can be
1. At a command prompt on the server, enter the following played or re-recorded via telephone.
command:
Confirmation
RightFax\DocTransport\Brooktrout\voice -p - Specify the file to play when a caller has correctly entered DTMF digits
cphonenumprompt.ipk for routing. The default file, Gotdigit.ipk is located in the
The Brooktrout board dials the phone number you specified in RightFax\DocTransport\Brooktrout folder. This prompt file can be
phonenum. played or re-recorded via telephone.

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No Terminator Important Do not use the voice menu and the detailed voice
Select this check box to have RightFax accept the DTMF code prompts with languages other than English. Both the voice menu
entered by the caller as soon as the correct number of digits have and the detailed voice prompts consist of files played in sequence
been entered. No additional terminator key is needed. that cannot be rearranged to accommodate the syntax of another
Terminator language.
Enter the telephone key that the caller must press to indicate that all At least one Brooktrout fax boards with licensed voice capability must
DTMF digits have been entered. This is required if the Max. Digits be installed. For more information, refer to your fax board
and Min. Digits are not set to the same value documentation or contact your Brooktrout fax board distributor.
Max. Digits The Human Answered Fax feature is configured as part of the
Specify the maximum number of DTMF digits that can be entered by Advanced Settings options for Brooktrout boards. For information
the caller. about the other Advanced Settings options see the following:
Min. Digits l For information about configuring the optional Docs-on-Demand
Specify the minimum number of DTMF digits that can be entered by module, see the RightFax Docs-on-Demand Module Administrator
the caller. Guide.

Tone Wait l For information about configuring the TeleConnect module, see
Specify within how many seconds after the prompt the caller must Using TeleConnect to access faxes by phone on page 306
enter a routing code, or if a terminator key is defined, the routing code l For information about configuring Exchange Unified Messaging,
and the terminator key. see Configuring Exchange UM for faxing on page 301.

Configuring the Human Answered Fax feature To enable and configure the Human Answered Fax feature
With the Human Answered Fax feature enabled, when an outbound 1. In the left pane, under Brooktrout, expand Advanced
fax call is not answered by a fax tone, the RightFax server plays a Settings, and then click Human Answered Fax.
simple or a detailed voice prompt informing the recipient that the call is
an incoming fax: "This is a fax." or "This is a(n) n page fax." The server 2. In the right pane, select the Enable Human Answered Fax
then either requests the recipient to press start on their fax machine or
plays a voice menu, and performs the action requested by the
recipient in response.
The feature uses Dialogic.vox voice files located on the RightFax
server. You can play or modify these files using any sound editor that
supports the .vox file format.

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check box. l Voice Prompt Only. The server plays the simple or detailed voice
prompts, waits for a fax tone, and sends the fax after a short delay
or when detecting a fax tone.
Use this option you selected call mode Always start each Fax Call
in Voice Mode to ensure that the fax is sent. Also use this option if
you are using the feature with a language other than English.

l Voice Menu.The server plays the simple or detailed voice

prompts, plays the voice menu, and then performs the action
selected by the recipient.
The HAF_MainMenu.vox file includes the menu options: "To
receive this fax press 1 or stay on the line. To cancel this fax, press
9. To cancel and prevent this fax system from calling you again,
press 7."
Depending on the recipient's response, the server plays one of the
following messages:
l If the response is 1 or there is no response within 10 seconds:
“Please press start on your fax machine to receive your
Calling Mode documents.” (HAF_PressStart.vox).The server attempts to
Select the mode in which the RightFax server will start the call: send the fax.

l Switch to Fax Mode if a fax is detected. The server starts the

l If the response is 7 or 9: “This fax has been canceled. We
call in voice mode but plays fax handshake tones several times apologize for any inconvenience.” (HAF_Cancelled.vox). The
before playing the voice mode selection. fax is not sent.

l Call back in Voice Mode if a Human is detected on a Fax Call.

Detailed Voice Prompts
The server briefly hangs up and then calls back in voice mode. If a
Select whether to play the simple or detailed voice prompts:
fax tone is detected at any time, the fax is sent.
l Select the checkbox to play the detailed voice prompt:“This is a(n)
l Always start each Fax Call in Voice Mode. The server starts all
n page fax.” The message is made up of several voice files played
outbound fax calls in voice mode.
in sequence. Do not use with languages other than English.

Voice Mode l Clear the check box to play the simple voice prompt: “This is a fax."
Select whether the RightFax server will play a voice menu in addition (HAF_ThisisaFax.vox), followed by “Please press start on your fax
to the voice prompt:

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machine to receive your documents.” (HAF_PressStart.vox) or the appear in the right pane.
voice menu if used.

Translating the voice files

Use the following guidelines for languages other than English:
l Record a new translated version of the file HAF_ThisisaFax.vox.
l Under Voice Mode, select Voice Prompt Only.

To cancel a fax call that has been answered by a human

1. Under Voice Mode, select Voice Menu.
2. Edit the Windows Registry to set the HAF_
CancelIfNoResponse value to 1. For more information, see
HAF_CancelIfNoResponse on page 354.

Configuring Docs-on-Demand
With the Docs-on-Demand module anyone can call into your RightFax
server to request faxes. These can be marketing or sales material, Enable Docs on Demand
informational material, or any kind of fax document your organization Select this check box to enable the Docs-on-Demand application Fax-
wants to make available via touch-tone phone. For more details on on-Demand.
how to use Docs-on-Demand, see the RightFax Docs-on-Demand
System Password
Module Administrator Guide.
Enter the numeric password the Fax-on-Demand administrator will
To use the Docs-on-Demand module with all defined use to access the Fax-on-Demand Sysop (System Operator) menu.
Brooktrout fax boards The password must be numeric so that it can be entered from a touch-
l In the left pane, under Brooktrout, click Advanced Settings, and tone phone.
then click Docs on Demand. The Docs-on-Demand options Routing Code/Channel Ext
Enter the routing code (such as DTMF extension or DID number) to
assign to Fax-on-Demand. Calls arriving on this extension will
automatically enter the Fax-on-Demand system rather than being
received as an incoming fax:
l If you have a bank of numbers dedicated to your RightFax server,
assign one of the numbers to Fax-on-Demand by entering the

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extension here. l One Call requires the user to be calling from a fax machine. Fax-
on-Demand uses the same connection to send faxes back to the
l If you have channel routing configured on POTS (plain-old- caller without initiating a second call. In this way, the Fax-on-
telephone system) lines, dedicate one of your fax channels to Fax- Demand system incurs no phone charges.
on-Demand:
l Two Call causes Fax-on-Demand to request the user’s fax
a. Enter a unique four-digit number in the in this box. number and initiates a separate call to send faxes.
b. In the left pane, under Global Board Settings, click the l Prompt asks each user to specify a one- or two-call session.
channel you want to dedicate.
c. In the Channel Extension box, enter the same four-digit Maximum Documents
value. Enter the maximum number of fax documents that a Fax-on-Demand
user can request per call.
Note The channel cannot be part of a hunt group unless all the
channels in that hunt group are dedicated to Fax-on-Demand.
BrookTrout registry settings
Otherwise, dialing the number may cause users to hear a fax You can set the following configuration options through the registry
tone instead of accessing Fax-on-Demand. editor.
Defining an RTI line
l If you have DTMF routing configured for a particular analog
The RTI (Receipt Terminal Information) line is a line of text that can be
channel, enter a unique four-digit extension in this box. To connect
printed on each received fax page.
to the Fax-on-Demand system, callers will dial this extension after
hearing a tone or voice prompt. If this number is not entered after a The RTI line includes information about the fax that supplements the
few seconds (depending on the DTMF timeout value), the channel TTI line such as the total number of pages received, the name of the
provides a fax tone and attempts to receive a fax. RightFax server that received the fax, and the sender’s caller ID.
You can enable or disable the RTI line, specify the information you
User Account want it to include, specify the font size, and specify where on the fax
Enter the RightFax user ID that Fax-on-Demand will use when page to print the line:
sending faxes. All cover sheet information and attributes of the l To turn the RTI on or off, see StampReceivedPages on page 363.
selected user ID will apply to faxes sent by Fax-on-Demand.
l To specify which data appears, see ReceiveStampFormat on
Name on Cover Sheet page 361.
Enter the name or text that will appear in the “To:” field on fax cover
sheets sent by Fax-on-Demand.
l To specify where the RTI appears, see ReceiveStampLocation on
page 362.
Call Type
l To specify how large to print the RTI, see ReceiveStampFontSize
Select how Fax-on-Demand will connect to the user requesting faxes.
on page 361.

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4. On the Other tab, in the Extra Rule Weight box, set the weight
Configuring Fax over IP failover to a value greater than 0, and then click OK.
In a Fax over IP environment with multi-router topology you can set up
5. Repeat the previous steps to define a dialing rule for the
dialing rules that configure RightFax for real-time FoIP failover. When
secondary FoIP router, on the Number Adjustments tab, in
the primary FoIP router or gateway is unavailable or times out, faxes
the Append this box, typing @ followed by the IP of the
are automatically routed to a secondary router or gateway. FoIP
secondary FoIP router, and on the Other tab, setting the Extra
failover is compatible with SR140.
Rule Weight value to a number lower than that of the primary
To enable FoIP failover FoIP router.
Do the following: 6. Click OK.
l Create two dialing rules that route faxes based on the outgoing
router number. Set the rule that points to the primary router with a Configuring RightFax SMS Service
higher weight than the rule that points to the secondary router.
You can configure the RightFax server to send messages, fax
l Edit the registry keyword value DisableDialingRuleOnTimeout to notifications, and system alerts via SMS (short message service)
have a value of 1. See DisableDialingRuleOnTimeout on communication protocol to SMS-compatible devices such as cell
page 353. phones.
RightFax SMS Service provides the following features:
Important When using FoIP you must remove the wait for wink (or
WW) setting in the dialing settings, prefix box located in the
l SMS messages are sent from the RightFax client applications
DocTransport, Global Transport Settings. l SMS messages are composed by adding notes to the fax cover
sheet. Only these notes are sent as the message.
To define the dialing rules for FoIP failover l You can create dialing rules that automatically route outbound
1. In the left pane, under Dialing Plan, right-click Dialing Rules, faxes to SMS numbers.
and then click New on the shortcut menu. The Rule Edit
window opens. To configure RightFax SMS Service, you need to have on hand the
2. On the Matching tab, in the Pattern box, enter a number that, user name and password that were set up when you purchased
when dialed, is sent via FoIP. RightFax SMS Service.

3. On the Number Adjustments tab, in the Append this box, Note A single RightFax SMS Service account can be shared
type the at sign (@) followed by the IP address of your among multiple DocTransports that use the same database,
network’s primary FoIP router, and then click OK. For more including remote DocTransports and Shared Services systems.
information, see The Number Adjustments tab on page 244
Example @192.168.0.1 Note When faxes are sent using RightFax SMS Service
DocTransports, retries are determined by RightFax SMS Service,
not the RightFax Server.

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To configure RightFax SMS Service Proxy Settings

1. Add the transport method SMS Device. For more information, To use a proxy server, select the Use Proxy Server check box, and
see Adding transport methods on page 65. then enter the following information:

2. In the left pane, under SMS click SMS Device. The options for a. In the Proxy Server box, enter the path to the proxy server.
configuring the RightFax SMS Service appear in the right pane. b. In the Port box, enter the port number used by the proxy
server.
c. By default, the Ignore Certificate Errors is not selected. Only
select this option if you are certain your connection is secure.

Caution Selecting the Ignore Certificate Errors check box

can lead to security breaches.

RightFax SMS Service Credentials

Enter the User Name and Password for RightFax SMS Service.
To test the connection, click Test Connection after entering the user
name and password.

Configuring RightFax Connect

A single RightFax Connect account can be shared among multiple
DocTransports that use the same database, including remote
RightFax SMS Service Data Centers DocTransports and Shared Services systems.
Select the location of the RightFax SMS Service data center for your
Changing the data center setting requires changes to your RightFax
service. In addition to the listed data centers, you can use a specific
Connect account. To change to a different data center option, contact
URI. Click Custom, and then enter the URI in the Service URI box.
OpenText customer support.
Changing the data center setting requires changes to your RightFax
SMS Service account. To change to a different data center option, Caution Not informing OpenText customer support before
contact OpenText customer support. selecting a different data center will result in RightFax Connect not
functioning as expected.
Caution Not informing OpenText customer support before
selecting a different data center will result in RightFax SMS Service Note When faxes are sent using RightFax Connect DocTransports,
not functioning as expected. retries are determined by RightFax Connect, not the RightFax
Server.

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To configure RightFax Connect RightFax Connect Data Center

The URL for the selected RightFax Connect data center appears. If
To configure RightFax Connect, you need to have on hand the user
you are configuring a custom data center, enter the URL in the
name and password that were set up when you purchased RightFax
Service URL box.
Connect.
Proxy Settings
1. Add a RightFax Connect transport method. For more
information, see Adding transport methods on page 65. To use a proxy server, select the Use Proxy Server check box, and
then enter the following information:
2. In the left pane, under RightFax Connect, click the data
center. The options for configuring the RightFax Connect a. In the Proxy Server box, enter the path to the proxy server.
device appear in the right pane. b. In the Port box, enter the port number used by the proxy
server.
c. By default, the Ignore Certificate Errors is not selected. Only
select this option if you are certain your connection is secure.

Caution Selecting the Ignore Certificate Errors check box

can lead to security breaches.

d. If the proxy server requires authentication, select the Proxy

Server Requires Authentication check box, and enter the
account credentials.

RightFax Connect Authentication

l If you are configuring the transport for the Canadian data center,
enter the RightFax Connect account credentials.
l If you are configuring the transport for a data center other than
Canada, then for basic authentication, select Basic and enter the
Channels account credentials.
In the Number of channels box, enter a number between 1 and 34
l If you are configuring the transport for a data center other than
that is just high enough to handle your faxing volume in a timely
Canada, then for certificate authentication, select Certificate.
manner. While higher numbers increase the speed of fax submission,
Enter the user name, and in the Client Certificate box browse to
they also increase network traffic and the need for more bandwidth.
select the client certificate.
DID Settings l To test the connection, click Test Connection.
Enter a number for the number of digits used for routing fax calls . This
must match the number of digits in RightFax user routing codes.

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To configure RightFax Connect v2 RightFax Realtime Connections

In the Primary and Secondary boxes, enter the URLs for the
Before you configure RightFax Connect v2, you must first obtain the
connections.
client ID, client secret, and URLs from the RightFax Connect portal.
Refer to the RightFax Connect portal quick reference for instructions. RightFax Realtime Authentication
1. Add a RightFax Connect v2 transport method. For more l Enter the client ID and client secret.
information, see Adding transport methods on page 65. l To test the connection, click Test Connection.
2. In the left pane, under RightFax Connect v2, click the data
center. The options for configuring the RightFax Connect v2
Configuring Automated Billing Codes
device appear in the right pane.
This feature automatically applies billing codes to outbound faxes
based on the user ID of the sender.
Configuring automatic billing codes includes assigning domestic and
international phone codes to specific RightFax users and specifying
dialing rules that tell RightFax when to dial those codes.
You can add users and their phone codes individually or load them
from a tab-delimited ASCII file containing the user IDs and codes.
To configure automatic billing codes
1. In the left pane, click Auto Billing Code Settings. The auto
billing code settings options appear in the right pane.

Channels
In the Number of channels box, enter a number between 1 and 34
that is just high enough to handle your faxing volume in a timely
manner. While higher numbers increase the speed of fax submission,
they also increase network traffic and the need for more bandwidth.
DID Settings
Enter a number for the number of digits used for routing fax calls . This
must match the number of digits in RightFax user routing codes.

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To create a tab-delimited ASCII file of entries

Each entry in this file must include the RightFax user ID, followed by
the domestic phone code, followed by the international phone code.
Individual entries are separated by a carriage return. For example:
JDoe 1345 0345
JSmith 1678 0678
BJones 1111 011
To load the tab-delimited ASCII file
1. In the Phone Codes File Name box, type the path and file
name of the tab-delimited ASCII file containing the user IDs and
phone codes.
2. Click Load File. The entries from the file appear in the list.

After you load the file, additions, deletions, and editing changes you
2. Select the Enable User Specific Phone Codes check box to
make in the DocTransport Configuration dialog box are saved.
enable the Automatic Billing Codes feature.
Specify dialing rules that tell RightFax when to dial those codes.
3. Add RightFax user IDs and domestic and international phone
codes individually or load them from a tab-delimited ASCII file. To edit an entry
4. After you have created a list of RightFax users and their phone l Click the entry in the list, and then click Edit Entry.
codes, you must specify dialing rules that tell RightFax when to
dial those codes. See Creating dialing rules and Least-Cost To delete an entry
Routing plans on page 240 l Click the entry, and then click Delete Entry.
To add RightFax user IDs and domestic and international
phone codes individually Running DocTransport on remote computers
1. Click Add Entry. With the RightFax Enterprise server, you can install and run multiple
2. In the UserID box, enter a RightFax user ID. DocTransport modules simultaneously on the local and one or more
remote computers. This distributes the workload of the RightFax
3. In the Dialing Code boxes enter that user’s domestic and server across several computers and provides expanded channel
international long distance phone codes. capacity and system redundancy.
4. Click OK. The new entry appears in the list. One RightFax Enterprise server can support a maximum of 16
separate DocTransport modules.

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Caution When running DocTransport modules over a WAN, ensure all DocTransport modules exceeds the number of channel licenses,
that sufficient bandwidth is available across the network to allow the the remote DocTransport will shut down and an entry will be added to
DocTransport and RightFax server to communicate efficiently. the event log.
Insufficient bandwidth when running remote DocTransport modules
across a WAN may result in timeout errors causing both inbound
About RightFax OEM Channel Licenses
and outbound documents to fail. If a remote DocTransport loses contact with the RightFax Licensing
Service on the RightFax server for more than 30 minutes, its licensed
The following diagram shows remote DocTransport modules in a RightFax OEM channels will be released. After three days out of
clustered server configuration. contact with the Licensing service, the remote DocTransport will stop
trying to send and receive faxes.
When the connection to the RightFax Licensing Service is restored,
remote DocTransports automatically reactivate licensed RightFax
OEM channels and resume sending and receiving faxes.
If the remote DocTransport will be out of service for some time, the
administrator can assign more RightFax OEM channels to a different
DocTransport, and the licensing service will automatically associate
the released channels with the new DocTransport. To reassociate the
RightFax OEM channels with the original DocTransport, the
administrator must reduce the number of RightFax OEM channels on
the new DocTransport.

Requirements
This section describes the supported Windows operating systems.

Supported Microsoft Windows operating systems

RightFax server software is supported on the following server
Installation of multiple DocTransport modules is only supported in operating systems (with current updates):
RightFax Enterprise servers. l Windows Server 2019

About Channel Licensing with Remote l Windows Server 2016

DocTransports
You must manage the number of activated channels across all
DocTransport modules and not attempt to activate more channels
than your organization has licensed. If the total number of channels on

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Local server requirements operations. Required software that will be installed

automatically appears with a status of Must Install. Click Next.
l Microsoft .NET Framework *
8. To apply your settings and install required third-party software,
l Microsoft Data Access Components * click Apply. This may take several minutes. When finished,
l Microsoft Messaging Queuing* click Next.
l Microsoft Visual C++ runtime components* 9. If your server does not already have Microsoft Message
Queuing installed, click OK to install it.
l A Windows account to run RightFax services. This must be a
domain user that is a member of the local administrators group and Select your option, and then click Next.
has the “Log on as a service” right on the local computer. 10. RightFax requires the following TCP ports: 10520, 10521, and
10522 (RPC (API and clients)), 10062 (DocTransport), 34001,
* Installed during setup. 34987, and 34988 (Remoting), and 36363 (Licensing). To
prevent other applications from using these ports, click
Installing DocTransport on a remote computer Reserve ports, and then click Next.
To install the DocTransport on a remote computer
Note The Windows firewall on Windows Server blocks
1. Download the RightFax installation program from incoming connections on port 10520 and 10521. To make
https://mysupport.opentext.com to a network location. client connections (faxutil) work, add an exception to the
Browse to that location and then run Setup.exe. The RightFax windows firewall. See the RightFax Installation Guide.
Product Suite Setup wizard opens.
11. To apply your settings and install required third-party software,
2. RightFax DocTransports require Microsoft .NET Framework click Apply. This will take several minutes. When finished, click
4.7.2. Next.
If this software is not installed on your system, click OK to 12. Select your installation folder, and then click Next.
install it.
13. To begin installing RightFax software, click Apply. This may
3. Review the welcome screen, and then click Next. take several minutes. When finished, click Next.
4. Carefully read and accept the license agreement, and then 14. Enter a Windows account to run RightFax services.
click Next.
This must be a domain user that is a member of the local
5. Click Custom, and then click Next. administrators group and has the “Log on as a service” right on
6. Select the DocTransport Module Setup component, and then the local computer.
click Next. Do not choose any other Setup components. Click Browse to load and select a user account. Click Test
7. The Preview Requirements list shows third-party software Account to verify account credentials, and then click Next.
required by your chosen features and the status of setup 15. In the RightFax Server Name box, enter your RightFax server.

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16. To verify remote access to the RightFax server, click Check

Access.
17. When finished, click Next.
18. To apply your settings and complete Setup, click Apply, and
then click Close.

Preventing a DocTransport module from

attempting to send faxes
Running DocTransport modules that are not set up to send faxes can
have a negative impact on performance. To improve performance,
you may want to prevent these Doc Transport modules from
attempting to send faxes.
To set the registry key
1. Open the Windows Registry on the RightFax server.
2. Browse to either of the following:
l HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\
RightFax\DocTransport.
l HKEY_LOCAL_MACHINE\SOFTWARE\RightFax\
DocTransport (x86)

3. Create the REG_DWORD entry DontTryToSend and set its

value to 1.

Caution Dialing rules added to a server with this setting will

not be executed.

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Chapter 8: Enabling and using the RightFax Sync module

RightFax maintains a database of users. This database defines each l Synchronization data is not stored in Active Directory.
user’s RightFax contact information, log in information, preferences, l Synchronization is managed as a standalone service.
and permissions. With the RightFax Sync Module, this data can be
imported and updated continuously or at defined intervals from other
data sources, such as Microsoft Active Directory or any Lightweight
Configuration overview
Directory Access Protocol (LDAP) data source. To configure synchronization with an Okta data source, see
Configuring the RightFax Sync module for Okta on page 99.
When you use the RightFax Sync Module, only the RightFax database
is updated. The original data source is not changed. To configure an Active Directory or LDAP data source:
1. Define one or more Active Directory or LDAP data sources and
About the RightFax Sync module one or more RightFax destination databases. See Defining
The RightFax Sync module is an XML/XSLT-based tool that imports data sources and destinations on the next page.
and updates users from Active Directory (domains, groups, and
2. Configure the data sources from which to sync users. See
organizational units) and from LDAP-compliant data sources to the
Configuring a data source on page 91.
RightFax database.
3. Configure the RightFax databases to update. See Configuring
Features a destination database on page 97.
l Supports environments with multiple domains. 4. Map the data sources that will update each RightFax database,
and set the frequency for updates. See Creating mappings on
l Supports LDAP and Secure LDAP.
page 98.
l Supports Okta.
l Provides real-time logging and diagnostics. Getting started
l When synchronizing from parent groups, nested groups are not Select the Windows account from which to run the RightFax Sync
automatically included. Module. If synchronizing with Active Directory, the account must be a
member of the Active Directory Domain Users group.

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Note The RightFax Sync Module cannot be configured from a To define a new data source
remote computer. 1. On the General tab, click Sources & Destinations. The Sync
Sources and Destinations window opens.
To get started
1. In EFM, under the server, click Services, and in the right pane, 2. Click New. The Define Source or Destination window
double-click RightFax Sync Module. The RightFax Sync opens.
Module Configuration opens. 3. In the Type box, select one of the following:
l Active Directory (Source) for an Active Directory source.
If the data source is Azure Active Directory, then select this
option.
l LDAP (Source) for an LDAP-compliant source.
If using a hybrid of Azure Active Directory and on-premise,
then select this option. The system must access LDAP over
SSL (LDAPS) port 636 of the Azure domain. If blocked by a
corporate firewall, you may need to add an exception to the
firewall.
l Okta (Source) for an Okta source.
If access management is managed by Okta, then select this
option.

2. Click Service Account to select a Windows account from 4. In the Name box, type a unique name for the source. This
which to run the RightFax Sync Module. name becomes the label of the associated tab, preceded by the
code AD - for Active Directory sources, LDAP - for other LDAP-
Important The service account password is only retained compliant sources, or Okta - for Okta sources.
until the configuration window closes. It is not cached.
5. Click OK.

Defining data sources and destinations To define a new destination database

You can define as many data sources and destinations as you need. 1. On the General tab, click Sources & Destinations. The Sync
After you define a data source or destination, a tab for that source or Sources and Destinations window opens.
destination is added in the Sync Module Configuration window. 2. Click New. The Define Source or Destination window
opens.

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3. In the Type box, select OpenText RightFax (Destination). synchronization does not occur.

4. In the Name box, type a unique name for the destination Note To include domain user accounts in the synchronization,
database. This name becomes the label of the associated tab, select a group filter type. OUs do not include domain users.
preceded by the code RF- for RightFax.
5. Click OK. Note If you need to change the filter type for a data source from
OU to group or group to OU, you must first delete the data source
To rename a data source or destination and recreate it for the new filter type. See Defining data sources
and destinations on the previous page.
1. On the General tab, click Sources & Destinations.
2. Select the source or destination you want to rename and click
l Output. The output configurations specify how to synchronize
Rename. users into the RightFax database if they are found to be new or
modified, deleted, or disabled (for AD sources only). This data is
3. In the Name box, type the new name. transformed into a format suitable for the RightFax database.
4. Click OK.
To configure a data source
To delete a data source or destination 1. In the Sync Module Configuration window, click the tab for
1. On the General tab, click Sources & Destinations. the source you want to configure. Active Directory sources
2. Select the source or destination you want to delete and click have the prefix AD-, LDAP sources have the prefix LDAP-.
Delete. 2. To select an existing AD sync profile or LDAP configuration, do
3. Click Yes to confirm that you want to delete the source or the following:
destination. l For an AD- source, on the Special tab for the source, click
Import. When you import a profile, a new property
4. Click OK.
collection and a new transform is created.
l For an LDAP- source, on the General tab for the source,
Configuring a data source select a configuration from the list. To create a new
For each data source, you must configure how the Sync module will configuration file, see Creating a new LDAP schema on the
bring the data into the RightFax database. This includes defining the next page.
following: l For an Okta- source, configure the Okta Login and Output
l Filters. Filters specify which users will be synchronized into tabs. See Configuring a data source above.
RightFax.You must choose a domain and at least one
organizational unit (OU) or group for each set of users. You can
include and exclude users based on groups. Without filters,

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a. Under Server, enter a host and base DN (that is,

name/organization) followed by a port number used by
the LDAP server.
b. Under Security, enter the authentication method
employed by the LDAP server.
c. Click Validate. If correct, the message Validation
Successful appears.
d. Click OK.

6. On the Schema tab, change the LDAP values as needed.

If configuring for Azure Active Directory, Organization Class
must be domain and Unique ID Property must be objectGUID.
7. On the Deleted Objects tab, configure how deleted objects
3. On the Filters tab, define the filters for the source. See Defining
(users, groups, and OUs) will be tracked. Specify a deleted
filters on the next page.
objects storage container, and if necessary, create a search
4. On the Output tab, define the output for new, modified, filter to provide results associated only with deleted objects.
deleted, and as needed disabled user accounts. See Defining This feature can only be used in LDAP environments that
the output on page 94. support object tracking.
5. Click Apply.
Editing the LDAP schema
Creating a new LDAP schema 1. On the General tab of an LDAP - source, click [...]. The LDAP
1. On the General tab of an LDAP - source, click [...]. The LDAP Configurations window opens.
Configurations window opens. 2. Select the LDAP schema from the Available Configurations
2. Click New. The Select Default Configuration window opens. and click Edit.

3. Select one of the bundled configuration options such as Default 3. If you are using OAuth, on the Schema tab ensure that the
LDAP or Default Notes LDAP, and click OK. Unique ID Property values to match the OAuth value.

4. On the General tab, in the Configuration Name box, enter a Note For Azure Active Directory, the Organization Class
unique name for the configuration. must be domain and Unique ID Property must be
5. On the Connection tab, do the following: objectGUID.

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Defining filters 4. As needed, next to Organizational Units, click Browse and

then select the check boxes next to the units.
When synchronizing with Active Directory, nested groups and OUs
are NOT automatically included. This allows for finer control of which 5. As needed, in the Included Groups box and the Excluded
groups and OUs to include. Groups box, add or remove groups you want to include and
exclude. For information about selecting groups, in the titlebar
To define a filter for an AD source of the Select Groups window, click ?, and then click one of the
1. On the Filters tab for the source, click New. The Define Filter buttons.
window opens.
Note By default, the parent domain is selected for directory
searches. Click Locations to browse to and select the correct
domain.

6. Click OK.The filter appears on the Filters tab of the source.

To define a filter for an LDAP source

1. On the Filters tab for the source, click New. The Define Filter
window opens.

2. Next to the Domain box, click Browse, select the domain, and
then click OK.
3. If the domain is external, select the External Domain check
box, and enter the user name and password.

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b. In the Objects list, select the objects, and then click .

You can also type all or part of the name in the Objects
box, and then click Search to hightlight the first
occurrence in the list.
c. To delete an object, in the Selected Objects list, select
the object, and then click .
d. Click OK.

5. After adding the necessary objects, click OK.

6. After adding the necessary organizational units, included and
excluded groups, click OK. The filter appears on the Filters tab
of the source.

To delete a filter
1. On the Filters tab for the source, click the row of the filter.
2. Click Delete, and then click Yes to confirm the deletion.

Defining the output

2. Next to the Domain box, click Browse. For both AD and LDAP sources, you can change the output for new
a. To display the distinguished names (DN) for the and modified and for deleted user accounts.
domains, select the Show distinguished names check The Output tab for an AD source also includes a section for defining
box. the output for disabled user accounts.
b. Select a domain, and then click OK.

3. If the domain is external, select the External Domain check

box, and enter the user name and password.
4. As needed to define the filter, next to Organizational Units,
Included Groups, and Excluded Groups, click Add.
a. To display the distinguished names (DN) for the objects,
select the Show distinguished names check box.

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l To create a new property collection, click New.

Output for new or modified user accounts
l To create a new property collection based on an
To define the output for new/modified user accounts
existing one, hightlight the collection you want to
1. Click the Output tab for the source. copy in the list, and then click Copy.
l To edit an existing collection, highlight the collection
in the list, and then click Edit.

c. If this is a new property collection, in the

Name/Description box, enter a unique name for the
collection.
d. To remove properties from the selected collection,
highlight the properties and click Remove.
e. To add properties to the selected collection, click Add.
In the Property Picker dialog box, highlight the
properties you want to update each time the Sync
program runs, and then click OK.

2. Under New/Modified Users, define a collection of any number

of Active Directory text-based properties that will be used
update the RightFax database. To select a predefined
collection of typical properties for Windows or Exchange user
accounts, click Default Windows Properties or Default
Exchange Properties respectively. Default property
collections cannot be edited, but you can make a copy of the
default to create a new collection.
a. To create a new or edit an existing property collection,
click Edit Collections. The Property Collections
dialog box opens.
b. Do one of the following:

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f. Click OK to close the Property Collection dialog box and Caution Selecting this check box when 'Always
then the list of Property Collections. delete users' is selected can result in a large-scale
deletion of users and their faxes.
Output for deleted user accounts
Caution In syncs with multiple sources, users created
To define the output for deleted user accounts by a preceding source will be detected as “no longer
included” in the current source within the same sync. If
Caution Do not select any of the delete options for syncs with
the check box is selected, the specified deletion action
multiple sources. Selecting a delete option will result in unintended
will be performed. This is also true when using filters to
deletions of user accounts.
sync subsets of previously-synced user accounts.
1. On the Output tab for the source, under Deleted Users,
specify how RightFax will synchronize user accounts deleted 2. Click Apply.
from Active Directory.
a. Select one of the following:
Output for disabled user accounts
l Only delete if user is empty. The user is only
deleted if the record is empty (meaning there are no To define the output for disabled user accounts
documents or phonebook entries). These options apply only to AD data sources.
l Never delete users. Select this option when Caution Do not select any of the delete options for syncs with
synching multiple sources. multiple sources. Selecting a delete option will result in unintended
l Always delete users deletions of user accounts.

b. If a user that was created on the RightFax server 1. Under Disabled Users, specify how RightFax will synchronize
through an Active Directory synchronization does not user accounts disabled in Active Directory. Select one of the
subsequently appear in Active Directory, you can treat following:
that user as a deleted user. To do so, select the l Ignore disabled users. Disabled user accounts are not
OPTIONAL: Treat users that were previously deleted. Select this option when synching multiple sources.
synced but are no longer included in the sync as if l Delete disabled users. Disabled accounts are deleted.
they had been deleted check box. Use this option only
in combination with the 'Only delete if user is empty' or Caution Selecting this option can result in a large-scale
the 'Never delete users' option. deletion of users and their faxes.

l Delete disabled users only if empty. Disabled accounts

are deleted if the record is empty (meaning there are no

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documents or phonebook entries.)

Note The Unique ID Property must match the Unique ID claim
l Mark as disabled RightFax users. Disabled accounts are type for your OpenID Connect provider.
marked as disabled and enabled accounts are marked as
enabled. Note For an LDAP- source, the Name must be the same name that
is used for the LDAP Authentication.
2. You can fine-tune the settings for disabled user accounts by
selecting any of the following options:
l For disabled user accounts that have an Exchange mailbox,
Configuring a destination database
you can select to import these accounts independent of the For each destination database, you must configure how the data is
above settings. To import these accounts every time sync is brought into the RightFax database.
run, select the Always import disabled users who have To configure a destination database
Exchange mailboxes check box.
1. In the Sync Module Configuration window, click the tab for the
l To move disabled user accounts that are not deleted destination you want to configure.
according to the above setting to a specific RightFax group
every time sync is run, select the Always move disabled 2. On the Server tab, in the Server Name box, enter the RightFax
users to this RightFax group check box. By default, a server name.
RightFax group "Synced-Disabled" is created. To use a 3. Click RightFax Account and select a RightFax account that
different group, type the name of the group in the box. has Administrative Access permission and is dedicated solely
to the Sync module. The Sync module uses this account to
3. Click Apply. create and delete users on the RightFax server.

Authentication Important If you do not use NT authentication, the RightFax

account password will be saved as an encrypted registry item
To define the type of authentication for user accounts on the RightFax server. To avoid this, use NT authentication.
The authentication options are:
4. On the Users tab, enter a RightFax user account to use as a
• Windows: Uses Windows credentials for authentication protocols. template or model for creation of new synchronized users. New
• OpenID Connect: You must use the same Name that was used users inherit all settings associated with the specified user.
while configuring OpenID Connect in the External Connections You can set up multiple RightFax/Destination profiles, each
section of EFM. with a different model user. This allows for customization, such
as having different users synchronized into different RightFax
Note By default, OpenID is available, and the values are blank. The
name of the provider must match the name used in External
Connections.

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groups, or with different RightFax permissions.

Creating mappings
After you have defined and configured data sources and destinations,
you must map sources to destinations to specify which sources will
update each destination database. Mappings define how and when
sources and destinations are synchronized.
You can define as many mappings as you need and use sources and
destinations in more than one mapping. For example, you can
synchronize a single Active Directory source into two different
RightFax servers, or two different sources into a single RightFax
server.
To create a new mapping
1. On the General tab, click New. The Sync Mapping window
opens.

5. Under Incoming User Account Mapping, select the Attempt

to map onto existing RightFax users check box if you want
the Sync module to check for potential user matches before
creating new RightFax users.
6. Under Modified User Account Mapping, specify how the
Sync module will handle modified users:
l Select the Replace empty routing code with RightFax
User Template's routing code check box to replace the
pre-existing routing code of a RightFax user whose fax
number was deleted in the Active Directory with the
RightFax User Template's routing code. You will not have to
manually change the routing code.
l Select the Allow sync to change RightFax UserIDs
check box to automatically change the User ID of a
2. In the Source and Destination boxes, select your source and
RightFax user whose ID was changed in the Active
destination.
Directory. You will not need to manually modify the User ID.

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3. Under Transform File, click Browse, open 5. Configure the RightFax databases to update. See Configuring
\RightFax\Capasync\Config, and select the transform file a destination database on page 97.
relevant to your environment. The transform file is responsible
6. Map the data sources that will update each RightFax database,
for transforming data generated by the source into an XML file
and set the frequency for updates. See Creating mappings on
translated by the destination. This file together with the
the previous page.
RightFax User Template can be edited to create a custom
synchronization template.
Creating an Okta API token
4. Under Schedule, specify when synchronization is to occur.
l In the Okta administrator console, navigate to Security > API >
5. Click OK. Tokens tab. Create the token and save it for the next steps.

Configuring the RightFax Sync module for Creating an Okta application

Okta Create a new Okta application for use by RightFax. The Okta users
To configure Okta as the authorization provider for RightFax users, and groups that are assigned to this application will have access to
complete the following steps: RightFax via Okta.

1. Create an Okta API token for use by the RightFax Sync In the Okta administrator console, create an application with the
module. See Creating an Okta API token below. following features:

2. Create an Okta application that uses Open ID Connect. See

l Create as a Web application with Open ID Connect protocol.
Creating an Okta application below. l For Login redirect URIs, add https://server/rightfax/signin/oauth
3. Configure the RightFax Sync module to use Okta as the data (where server is the RightFax server name).
source. l For Logout redirect URIs, add https://server/rightfax/signout
a. On the Okta Login tab of an Okta - source, enter the (where server is the RightFax server name).
Domain and the Token from the Okta application. l Under Assignments, assign the users and groups that will log in
b. On the Output tab, you have the option to choose either to RightFax.
Windows authentication or to enter the name of an
OpenID Connect provider that was specified while Make a note of the Client ID, the Client Secret, and the Issuer URL.
setting up External Connections in EFM.
Verifying user synchronization
4. Create and configure an OAuth provider as described in Users created or updated by the RightFax Sync Module appear in
Creating and configuring an OAuth provider on page 272. EFM and Web Admin with a sync badge ( ) next to the icon, for

example .

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Troubleshooting service. When started in debug mode, the service will synchronize
upon startup.
The Sync module provides administrators with customizable real-time
logging and troubleshooting tools. Note the following about making configuration changes to the
RightFax Sync Module while it is running in debug mode:
Logging
l Configuration changes are not reflected in the diagnostics window
Using the Logging tab, you can control the types of messages that
until you restart the service.
are logged by the RightFax Sync Module. Each message can be
customized using categories and logging levels. By default, messages l Saving configuration changes by clicking OK in the configuration
are written to the Windows Event Logs. When the service is running in window will automatically restart the service. To avoid this during
debug mode, errors and warnings are written to the Windows Event troubleshooting, you can temporarily set the service that runs the
Logs based on event log settings, and the diagnostics window shows RightFax Sync Module (CapaSync.exe) to manual startup.
all messages in real time.
To run the RightFax Sync Module in debug mode
1. In EFM, in the left pane, expand the server, and then click
Services.
2. In the list of services in the right pane, right-click RightFax
Sync Module, and then click Stop Service.
3. After the service has stopped, right-click the service, and then
click Debug. The Diagnostics window opens.

Diagnostics
You can run the RightFax Sync Module in debug mode for real-time
monitoring, logging, and troubleshooting. You can customize the trace
(logging) level, group by processes, and save the output to an RTF or
a TXT file. The diagnostics window shows errors and warnings in
different colors, and you can start, stop, pause, and resume the

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Chapter 9: Configuring document conversion

Chapter 9: Configuring document conversion

The RightFax server uses the RightFax Conversion Engine to Configuring HTML conversions
generate fax images from the original file format.
RightFax uses a dedicated HTML conversion engine to fax HTML
When a document is printed directly from a native application to the files.
RightFax print-to-fax driver, the conversion is handled by the native
application on the client computer. To configure HTM and HTML conversions
1. Open the Conversion Engine Configuration window. See
Configuring the RightFax Conversion Engine Opening the RightFax Conversion Engine configuration above.
service 2. On the Html tab, complete the following fields. Local testing will
The RightFax Conversion Engine service detects when a document is ultimately determine the optimal settings for your environment.
passed to the RightFax server and converts the file. Application Monitoring
Use this setting to allocate memory (in megabytes) as needed.
Opening the RightFax Conversion Engine The default value of 70 MB is usually adequate for all but the
configuration largest documents.

Note The RightFax Conversion Engine configuration program Document Monitoring

cannot be opened from a remote computer. l Maximum conversion time (factor)

Move the slider to the right to use a multiplication factor that

To open the RightFax Conversion Engine configuration
increases the estimated conversion time. This is useful to
window
troubleshoot documents that appear to have stopped
1. In EFM, in the left pane, expand the server, and then click responding, but may just require more time.
Services.
The Conversion Engine estimates the conversion time
2. In the list in the right pane, double-click RightFax Conversion based on the size of the document. You can increase this
Engine. time by specifying a multiplication factor on a scale between
1.0 (less) and 2.0 (more).

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l Maximum number of retries l Document Monitoring.

l Maximum conversion time (factor)
Specify the maximum number of conversion attempts per
document. Documents that fail conversion are marked as Move the slider to the right to use a multiplication factor
Problem Converting Fax Body or Coversheet. that increases the estimated conversion time. This is
useful to troubleshoot documents that appear to have
Page Headers and Footers stopped responding but may just require more time.
If your conversions require header and footer print codes, you
The Conversion Engine estimates the conversion time
must add them to the Header and Footer fields.
based on the size of the document. You can increase
Page Margins this time by specifying a multiplication factor on a scale
Use the up and down arrows to configure page margins. between 1.0 (less) and 2.0 (more).
Number format varies with regional settings. If the format l Maximum number of retries
includes a period as a decimal separator, the values are in
Controls the maximum number of conversion attempts
inches (.75 inches). If the format includes a comma as a
per document. Documents that fail conversion are
decimal separator, the values are in millimeters (19,0
marked as Problem Converting Fax Body or
millimeters).
Coversheet.

Configuring Microsoft Office conversions

3. Click OK.
You can adjust settings to optimize the conversion of Microsoft Office
files.
Configuring XPS conversions
To configure Microsoft Office conversion
RightFax uses a dedicated XPS conversion engine to convert
1. Open the Conversion Engine Configuration window. See Microsoft XPS files.
Opening the RightFax Conversion Engine configuration on the
previous page.
To configure XPS conversions
1. Open the Conversion Engine Configuration window. See
2. On the Office tab, configure the following fields. Local testing
Opening the RightFax Conversion Engine configuration on the
will ultimately determine the optimal settings for your
previous page.
environment.
l Application Monitoring. Use this setting to allocate 2. On the XPS tab, configure the following fields. Local testing will
memory (in megabytes) as needed. ultimately determine the optimal settings for your environment.
l Application Monitoring. Use this setting to allocate
memory (in megabytes) as needed. The default value of 70
MB is usually adequate for all but the largest documents.

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l Document Monitoring. l Critical records events of critical importance. Typically this

l Maximum conversion time (factor) includes unexpected events such as a service interruption.
Move the slider to the right to use a multiplication factor l Normal records events of normal importance, such as
that increases the estimated conversion time. This is scheduling a document.
useful to troubleshoot documents that appear to have l Verbose records more details of events of normal
stopped responding but may just require more time.
importance.
The Conversion Engine estimates the conversion time
based on the size of the document. You can increase Caution If you leave this value set to “Verbose” for long
this time by specifying a multiplication factor on a scale periods of time, the Event Log can become full which may
between 1.0 (less) and 2.0 (more). prevent new events from being logged.

l Maximum number of retries l Diagnostic records events that are useful for tracking and
Controls the maximum number of conversion attempts resolving problems.
per document. Documents that fail conversion are
marked as Problem Converting Fax Body or
Coversheet. Improving the conversion quality
The quality of fax conversions depends on many factors. You can test
3. Click OK. different options for improving the quality by using the Hold for
Preview option in FaxUtil or FaxUtil Web and then deleting the fax.
Configuring event logging Before documents are down-scaled to the selected fax resolution,
they can be converted with a bias toward improved text legibility,
By default, all output is written to the Windows Event Logs. When the
toward improved graphical fidelity, or a bias toward both. The
service is running in debug mode, errors and warnings are written to
conversion bias you select here will be the server default. A user
the Windows Event Logs based on event log settings, while the
sending a fax can select to use this default, another conversion bias,
diagnostics window shows all messages in real time.
or no optimization.
For more information about debug mode, see Troubleshooting the
You can also select a postscript driver for the automation printer.
Conversion Engine on the next page.
Before doing so, verify that the application is not running. As needed,
To configure event logging end the task in Task Manager.
1. Open the Conversion Engine Configuration window. See To set a default conversion bias
Opening the RightFax Conversion Engine configuration on
1. Open the Conversion Engine Configuration window. See
page 101.
Opening the RightFax Conversion Engine configuration on
2. Click the Logging tab. page 101.
3. In the Log level list, click the level of logging for the type of log.

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2. On the General tab, specify the default quality of the

conversion:
Troubleshooting the Conversion Engine
l To not optimize the conversion, select None. Conversion records and errors
l To optimize for graphical fidelity, select Optimize for Files that fail to convert can be used to troubleshoot conversion
Images. issues. These files are saved on the server that attempted the
l To optimize for legibility of text, select Optimize for Text. conversion in the folder C:\ProgramData\RightFax\Conversion
Engine\Errors.
l To optimize for both text and images, select High Contrast.
Conversion records are saved on the server that performed the
3. You may be able to improve PostScript conversions by conversion in the folder C:\Program Files (x86)\RightFax\Shared
selecting the Show all text as black check box. Files\Metrics.
To change how long errors and conversion records are retained, see
Configuring timeout on a failed conversion Maintenance Cycle on page 38.
For times when document conversion fails, you can configure
RightFax to time out, stop the conversion, and set the fax status to
Running the Conversion Engine in debug mode
conversion failed. Like all RightFax services, you can run the Conversion Engine in
debug mode for real-time monitoring, logging, and troubleshooting.
To have the WorkServers recover after being stopped by this
You can customize the level of tevent logging, group by processes,
feature
and save the output to an RTF or TXT file. The diagnostics window
1. In Windows Control Panel, open Administrative Tools, open shows errors and warnings in different colors and allows the service to
Services, and then open RightFax WorkServer. be started, stopped, paused and resumed.
Note To view the RightFax control panel icons on x64 Note the following about making configuration changes to the
systems, be sure to select View 32-bit Control Panel Items in conversion engine while it is running in debug mode:
Control Panel. l Configuration changes are not reflected in the diagnostics window
until you restart the service.
2. On the Recovery tab, select the response to the shutdown.
l Saving configuration changes by clicking OK in the configuration
To configure the timeout window will automatically restart the service. To avoid this during
1. On the RightFax server, stop all WorkServer services. troubleshooting, you can temporarily set the service that runs the
Conversion Engine (RfIsoConv.exe) to manual startup.
2. Edit the Windows Registry length of time indicated by the
KillServiceTimeout value on the RightFax server for each
To run the Conversion Engine in debug mode
workserver. See KillServiceTimeout on page 372.
1. In EFM, in the left pane, expand the server, and then click
3. Restart the services. Services.

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2. In the list of services in the right pane, right-click RightFax

Conversion Engine, and then click Debug. The Diagnostics
window opens.

Controlling the sequence of conversion

The sequence for converting documents can be changed.
All files controlling conversions—including any custom files—must
reside in the Config folder. The default location of the Config folder is
C:\Program Files (x86)\RightFax. To change its location, see
Configuring data sharing on page 48.
To control the sequence of conversion
l In ConversionControl.xml in the Config folder, edit the
ConversionQuality number value for one or more of the converter
applications.
Enter a number between 0.0 and 1.0. The conversion application
with the higher number is attempted first. By default, conversions
by applications that are dedicated for specific file types are set to
the higher numbers and thus attempted first. Conversion by
applications for multiple file types is set to the lowest numbers and
attempted only if the conversion by a dedicated application fails.

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Chapter 10: Creating RightFax user accounts

Chapter 10: Creating RightFax user accounts

Every RightFax user in your organization must be assigned a unique Administrator. Can perform all administrative functions in
user ID and profile on the RightFax server. The RightFax server uses RightFax.
the user ID to assign ownership to sent faxes and route received faxes Read-Only Administrator. Can view the settings for
to their intended recipients. The user account settings determine each administrative items, such as user accounts, billing codes,
user's access to and usage of the system. and cover sheets.
To open the list of users User Management Administrator. Can create, edit,
delete, enable, and disable user accounts.
l In EFM, in the left pane, expand the server, and then click Users.
User. Can send and receive faxes.
The list of users appears in the right pane. The list always includes
the DEFAULT user. For more information about this user, see Unprotected User. Can send and receive faxes. Other
About the DEFAULT user below. users can view, manipulate, and delete faxes from this
mailbox.
Disabled User. Cannot send faxes or sign in to the
mailbox. The mailbox continues to receive faxes
... Synchronized Account. Combined with the icon for a user
or administrator, shows that the account was created from
and is maintained by an external data source using the
RightFax Sync module.
Any changes to users synchronized with another application, must be
made in the other application, not in RightFax.

About the DEFAULT user

RightFax bases the creation of new users— including those created
through importing, synchronization, or automatic enrollment — on the
user profile of the DEFAULT user. It is good practice to customize the
The icons next to the user ID identify the type of user:

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DEFAULT user profile with the attributes of the majority of your fax
users.

Caution Do not delete or rename the DEFAULT user ID. It is

required for many functions and deleting or renaming it could lead to
parts of RightFax not functioning as intended.

Note If used, the profile settings for Active Directory

synchronization override any user profile settings of the DEFAULT
user. For more information, see Enabling and using the RightFax
Sync module on page 89.

Creating, deleting, copying, and editing users

To create a new user
1. Open the list of users.
2. On the Edit menu, click New.

3. In the User ID box enter a unique user ID for the new user. All
other boxes are optional. For information about completing
these options, see Editing a user profile on the next page.
The new user has the same attributes as the DEFAULT user
ID, except for User ID, User Name, Password, and
Distinguished Name.

To copy users from one server to another

1. Select the user or users in the list.
2. Drag the selection to another server. The amount of information
copied depends on settings in the Enterprise Fax Manager
Preferences window. For more information, see Customizing

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Enterprise Fax Manager on page 31. Caution Smart Fax distribution may not work as intended after
disabling users within a group. Verify that active users remain.
Note If you copy users from a new RightFax server version to an
older one, any configuration data not supported by the older version While disabling an account keeps the user from sending faxes and
will be lost. signing into their fax mailbox, the following does not change:
To edit the properties of an existing user l The user's received faxes will continue to be placed into their
mailbox, including faxes routed or forwarded to them using their
1. Select the user in the list.
RightFax user account.
2. On the Edit menu, click Edit. The User Edit window opens.
l The user will continue to receive any faxes routed to their email
For more information, see Editing a user profile below.
address, fax notifications of certified delivery, and any other email
To delete a user account notifications.

1. Select the user or users in the list.

l Other users with delegate access to the user's account can still act
on the disabled user account's behalf.
2. On the Edit menu, click Delete, and then confirm the deletion.
RightFax requires at least one enabled administrator account.
To make global changes to multiple users at a time Therefore, you cannot disable the last administrator account.
l Use ImpUser.exe. For more information, see the RightFax
To disable a user account
Administrative Utilities Guide.
l Right-click the user or users in the list, and on the shortcut menu,
click Disable Account. The icon changes to the disabled icon.
Disabling a user account
At times you may need to disable a user's account. Disabling a user To enable a disabled user account
account means that: l Right-click the user or users in the list, and on the shortcut menu,
l The user's outbound faxes will be blocked from sending. click Enable Account. The icon changes to the appropriate user
or admininistrator icon.
l The user will not be able to send faxes from their fax mailbox
(FaxUtil or FaxUtil Web), through the RightFax Fax control module
(QuickFax, Send To, or from a native application), or from the Editing a user profile
RightFax Outlook Add-In.
In the User Edit window, click the tab you want to edit.
l A user with administrative permissions will not be able to sign in to
the administrator client (EFM or Web Admin).
l The user account will be excluded from Smart Fax distributions
within groups they are part of.

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The Identification tab 3. In the Provider list, click the authentication provider.
4. In the Unique ID box, enter the subject identifier from the
authentication provider.
5. Click OK.

To use RightFax basic authentication

1. Click RightFax.
2. To set a password for the user, click Set Password. The
Change Password dialog box opens.
If your organization requires strong passwords, enter a
password that:
l Consists of 8 - 40 characters.
l Includes both upper- and lowercase characters.
l Includes at least one number or one of the following special
character: ` - = [ ] \ ; ’ , / ~ ! @ # $ % ^ & * _ + { } | : ” < > ?

If you do not enter a password, the user will not be required to

enter a password when accessing RightFax client applications.
User ID
Enter a unique identifier to be used throughout the RightFax system to When it is first installed, the default password for the
identify the user. In most cases, this ID should be the same as the Administrator account is password.
user’s network login name. The ID can be up to 21 characters long.
To use both basic and OpenID Connect authentication in
Authentication RightFax web applications
You have the following options for user authentication.
If you have configured OpenID Connect authentication for RightFax
To use OpenID Connect authentication web applications, you have the option to also enable basic
Before you can configure this option, an OAuth and OpenID Connect authentication for RightFax web applications.
authentication provider must be configured. See Creating and 1. On the RightFax server, navigate to Program Files
configuring an OAuth provider on page 272. (x86)\RightFax\WebApps\WebAPI\API (or the location where
1. Click OpenID Connect. RightFax is installed). Open the file Web.config in a text editor.
Under <appSettings>, add the the entry <add
2. Click Configure, and the Configure OpenID Connect dialog
key="signin:AlwaysShowCredentialsFirst" value="true"/>.
box opens.

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2. Save the Web.config file. l The user will be able to send documents to email as well as fax
addresses.
3. Restart IIS.
l If configured, notifications about the user's sent and received faxes
To use Integrated Windows Authentication will be sent to this address.
For more information, see Using Integrated Windows Authentication
l When using email gateways, RightFax can determine the correct
on page 127. RightFax user as the sender .

1. Click Windows to link this RightFax user to a Windows user

SMS/Mobile Address
account and use Windows authentication to access the
Enter the user’s SMS phone number. If configured, SMS notifications
account. A RightFax password will not be used.
about sent and received faxes can be sent to this number.
2. Click Select Account and select the user’s Windows user
account. You can also select from a list of all user accounts in
Compute Disk Usage
each domain. Click to calculate the space on the server that is taken by this user’s
faxes.
User name
Enter a descriptive name to identify the user.
Entering user names with diacritical or other characters requires the
appropriate character sets and code pages be installed on the
RightFax server. See the RightFax Installation Guide.
Distinguished Name
Enter the Microsoft Exchange distinguished name used to confirm
accurate RightFax and Exchange user synchronization.
Group ID
Select the name of a group. Every user must be assigned to a
RightFax group. For information on creating groups, see Creating,
deleting, copying, and editing groups of users on page 130.
Voice Mail Subscriber ID
Enter the mailbox number to use when routing faxes to a telephony
server. This box is also used to assign TeleConnect mailbox numbers
to RightFax accounts (requires the TeleConnect module, purchased
separately).
E-mail address
Enter the user's email address.

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The Permissions tab Setting Description

Can Change Cover Sheets If selected, the user can change cover sheets and
is not restricted to use the cover sheet specified in
theDefault Outbound Settings tab (The Default
Outbound Settings tab on page 116).
Can Edit/Add Forms If selected, the user can add new overlay forms to
the RightFax system using the client applications.
Can Edit/Add Library Docs If selected, the user can add new library
documents to the RightFax system using the client
applications.
Can Edit/Add Workflows If selected, the user can create, edit, and delete
workflows in Enterprise Fax Manager and Web
Admin.
Can OCR Faxes If selected, the user can OCR faxes, either
manually or automatically, as defined in FaxUtil.
This attribute is not required for OCR routing. All
OCR functionsRightFax OCR Converter module.
Can Run Reports If selected, the user can run RightFax reports.
Can Send SMS Messages If selected, the user can send documents to SMS
addresses from within the RightFax client
applications.
Can Use High Priority If selected, the user can send faxes using “high”
priority. If not selected, the user can use only
“normal” and “low” priorities.
l Under Client Permissions and Attributes, select or clear the Can View Prior Versions of Fax If selected, the user can view previously saved
permission check boxes. Pages versions of fax pages.
Can View Analytics If selected, the user can view RightFax Analytics.
Setting Description Restrictions
Permissions

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Setting Description Setting Description

Disallow Billing Code Lookup If selected, the user cannot view the list of valid Disallow Outbound Email If selected, when the user sends a fax addressed
billing codes. This requires the user to know at to an email address, the fax server fails the fax.
least one valid billing code. Disallow Server Printing If selected, the user cannot print to network
Note You must select both Disallow Billing printers configured on the fax server for
Code Lookup and Disallow Editing of Billing automated network print functions.
Codes to ensure that users cannot modify their View Only First Page of If selected, the user can view or print only the first
default billing code settings. Received Faxes page of a received fax. This is useful when manual
routing is employed. The restriction applies to the
Disallow Changing of If selected, the user cannot change his or her mailbox regardless of the permissions of the user
Notification Options notification options. viewing the mailbox. Faxes must be routed out of
Disallow Creating and Editing If selected, the user cannot create or edit the restricted mailbox before subsequent pages
of Phonebooks phonebook entries and phonebook groups, or can be viewed or printed.
configure MAPI, LDAP, and ODBC phonebooks. Requirements
Disallow Delegating to Groups If selected, the user cannot add groups of users Must Have Faxes Approved If selected, every fax sent by the user must be
as delegates. This permission applies only if the approved by a full administrator, or a group or
Disallow Modification of Delegates permission is alternate group monitor.
not selected.
Must Have Password If selected, the user must have a password. This
Disallow Editing of Billing If selected, the user cannot change the default does not restrict the ability to change the
Codes billing code settings for outgoing faxes. In password.
addition, any billing codes specified in phonebook
entries are ignored as are any <BILLINFO> Must Select Recipients from If selected, the user can only enter recipients by
embedded codes. Phonebook selecting them from a phone book when sending a
fax from a Windows-based client.
Disallow Fax Annotations If selected, the user cannot add notes to faxes and
cannot create stamps. Use this permission in conjunction with Disallow
Creating and Editing of Phonebooks to ensure
Disallow Fax Deleting If selected, the user cannot delete faxes. This
that the user cannot add entries to the phonebook.
setting can be useful for persons doing manual fax
routing.
Disallow Modification of If selected, the user cannot modify their
Delegates delegates. The current delegate settings are
honored.

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Setting Description Setting Description

Add Sent Faxes to External If selected, the user's outbound faxes are archived Excluded from RightFax If the server is licensed for RightFax Archive, then
Processing Repository by a WorkServer. To configure WorkServer Archive all of the faxes for all RightFax users are subject to
archiving, see Archive settings on page 55. archiving. If selected, the user's faxes will not be
archived with RightFax Archive.
Note This check box applies only to
WorkServer archiving of outbound faxes. Unprotected Mailbox If selected, all other RightFax users can view,
WorkServer archiving is disabled when the manipulate and delete documents in this user’s
optional XML Generator or Vault module is mailbox. This does not affect the security of
configured. phonebook entries belonging to the user.

Assign Default Billing Codes to If selected, the user's default billing code settings
Received Faxes (see The Other tab on page 121) are applied to all Granting administrative access
received faxes. This is most useful if RightFax is You can grant a user limited or full administrative access:
set up to require billing codes on received l A Read-Only Administrator can view the settings for
faxes. See.Customizing the use of billing codes
administrative items in EFM and Web Admin, but cannot create,
on page 151.
edit, or delete any items or settings.
Stamp Pages of Received If selected, printing of the RTI line is enabled and
l A User Management Administrator can create, edit, delete,
Faxes with Audit Stamp one line of text will be added to the bottom of each
disable and enable user accounts, and—like the read-only
received fax page listing total pages, date and
administrator—can view the settings for other administrative items
time received, fax server used, routing code used,
in EFM and Web Admin, but cannot create, edit, or delete any of
CSID (caller subscriber identification) of sender,
these items or settings. The ability to create and edit users does
and transmission duration.
not include the ability to copy users between servers.
Exceptions
l An Administrator can perform all administrative functions in
Bypass Billing Code If selected, the user can send faxes without RightFax, including creating, editing, and deleting administrative
Verification supplying correct billing codes. This does not items in EFM and Web Admin and performing administrative tasks
exclude the user from having to supply other on the mailboxes of other users.
required fields to send faxes. This attribute is only
effective if billing code verification is required
Important The administrative access permissions do not control
system-wide.
the ability to access the RightFax Services in EFM. This is controlled
Excluded from Group Fax If selected, the user's faxes are not subject to the by the user's Windows permissions. However, you can grant an
Aging automatic fax aging (image deletion) attributes of administrative user access to RightFax Services in EFM and Web
the group to which the user belongs. Admin.

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In addition to the above administrative roles, you could define a The Routing tab
Services Administrator where the user would have sufficient Windows
permissions to access the RightFax Services and be granted Read- When a fax is received by the server, RightFax attempts to match any
Only Administrator access to be able to run Enterprise Fax Manager. included routing information to a RightFax user. If a match is found,
the fax is routed to the user’s mailbox. For more information, see
To grant a user limited administrative access Setting up inbound routing on page 226.
1. In the Client Permissions and Attributes list, select the
check boxes for the appropriate user permissions.
2. Select the Administrative Access check box.
3. Click one of the limited administrator roles:
l For read-only access to EFM and Web Admin, click Read-
Only Administrator.
l For user management access to EFM and Web Admin, click
User Management Administrator.

To grant a user full administrative access

1. In the User Permissions and Attributes list, select the check
boxes for the appropriate user permissions.
2. Select the Administrative Access check box.
3. Click Administrator.
4. Select the Can Bypass Privacy Restrictions check box if the
administrator should have access to faxes in other users'
mailboxes and be able to manage user delegates in EFM and
Web Admin.

To grant access to configure services in Web Admin

1. Select the applicable full or limited Administrative Access
options.
2. Select the Can configure Services in Web Admin check box. Fax Number/Routing Code
Enter a unique number to which to route received faxes for this user.
Enter the DTMF extension, DID phone number, or channel number.

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If your organization maintains fax numbers in RightFax, you may be GIF The graphics interchange format is available for routing in Microsoft
able to do one of the following: Exchange.
l To assign the next fax number available, click First Available PCX PCX produces a single page per file with an average fax page size
Number. A message informs you if all numbers have been of 135 Kb. It is useful for routing received faxes to DOS and
assigned. To view the list of fax numbers and their assignees, click Macintosh users because DOS and Macintosh have built-in
Look Up Fax Number. capabilities to view PCX-formatted fax pages.
l To select a fax number from the list of fax numbers available to the
user’s group, click Look Up, click a number not associated with a This format is not recommended for Windows client applications,
user ID, and then click OK. because PCX is a large format and users have to sift through
multiple attachments when viewing multiple page faxes.
l To disassociate the current number from this user, delete the
PDF The portable document format.
number from the Fax Number/Routing Code box.
PDF The searchable portable document format includes a searchable
If you enter a number from the Fax Numbers list, the number will be (searchable) text component. It requires additional licensing. When licensed, all
copied to the Fax Number box—if currently blank—on the Default received PDFs are searchable regardless of which PDF format is
Outbound Settings tab upon saving, and the Fax Numbers list will be selected.
updated to show this user’s ID. TIFF-G3/ TIFF-G3 is a structured file type that is best for monochromatic
TIFF-G4 images like fax pages (average of 35 Kb per page). Most email
Note Each routing code is best assigned to only one user or group.
systems can read TIFF-G3 files, and you can associate the
If you assign a routing code to multiple users or groups, only the
RightFax Fax Viewer with TIFF-G3 files to view these faxes in any
initial assignee will receive the faxes for the code and will appear as
application.
the assignee in the fax number list.

Routing Type TIFF-G4 is a more compressed file format.

Select where incoming faxes will be routed after they arrive in the TIFF TIFF (Enhanced) can help improve the readability of text by
user’s fax mailbox. (Enhanced) straightening skewed pages and removing background noise. It
does not improve the appearance of graphics.
File Format
WebDelivery Instead of the fax, only the URL for Web Delivery is sent for inbound
Select the file format in which faxes are delivered when routed. The
faxes routed via SMTP or Microsoft Exchange.
available formats vary depending on the routing type you choose.

Format Description Routing Info

Specify how to route the fax to the correct destination for the specified
DCX DCX combines multiple PCX pages into a single file. It solves the
routing type. If you route faxes to an email mailbox, you must enter the
multiple attachment problem of PCX files but maintains the large file
email address here. For information on the required routing info for
size (average of 135 Kb per page).
each routing type see Setting up inbound routing on page 226.

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Routing Filename Format The Default Outbound Settings tab

If faxes will be routed to a network directory, you have the option to
define the format of the file name. For information on the options for
naming files, see Setting up inbound routing on page 226.
Received Fax Routing Form
If you selected Exchange Mailbox as the routing type, select the
Outlook form to which you want to route incoming faxes. Select
System Default to use the form set in the Email Gateway
configuration program. For more information, see the RightFax
Connector for Microsoft Exchange Administrator Guide.
Include Web Delivery URL
Select this check box to include the URL for Web Delivery together
with the fax image for inbound routed faxes. If the user's routing format
is set to WebDelivery, only the URL is sent.
Delete after routing
Select this check box to delete a received fax from the user’s mailbox
after the fax has been successfully routed to the application specified
in the Routing Type list.

Default Priority
Select the default priority (Normal, Low, or High) for the user’s faxes.
Users can set a different priority when creating a fax.
Auto-Delete Setting
Caution Auto-deleting sent faxes prevents users from reviewing or
forwarding their sent faxes, and notifications of sent faxes will not be
sent.

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Specify whether to automatically delete faxes: defaults.

l Never. Sent faxes are never automatically deleted. The user can Cover Sheet Model
review and forward sent faxes and notifications of sent faxes are Select the default fax cover sheet file to use for this user. The list
sent. Select this option for most users. shows the fax cover sheet files added in EFM or Web Admin. Select
l Only If Successfully Sent. Select this option if the account will be System Default to use the fax cover sheet specified for the user's
used to send large broadcast faxes. group or, if no group cover sheet is assigned, the cover sheet set as
the system default in Cover Sheets.
l All Faxes (successful & unsuccessful). Select this option to
prevent large numbers of faxes from accumulating in the user’s fax Default sender information
inbox and to save disk space. Fax image files, not original In the remaining boxes, enter the default sender information that will
documents created in other applications, are deleted. appear on fax cover sheets for this user, including the name, fax
number, company fax and voice numbers. A fax number assigned
With this option enabled, sent faxes will not be automatically
from the Fax Numbers list for routing may appear as the default fax
deleted if either of the following options is configured:
number.
l If the permission Add Sent Faxes to External Processing
Repository is enabled for the user. The Automatic Printing tab
l If autoprinting of sent faxes is enabled for the user in FaxUtil. You can enable automatic printing if you have defined at least one
RightFax printer. See Creating, deleting, and copying a printer on
page 147.
Use Smart-Resume
Select this check box to have the fax server resend only the portion of
a fax that failed to send. Users can also set this option when they send
a fax.
Create PDF image for email
Select this check box to send faxes as PDF files when the user is
sending to email addresses. Users can also set this option when they
send a fax.
Automatic OCR
Select this check box to convert the text of the user's outbound faxes
to text files with optical character recognition (requires the OCR
Converter Module).
Cover Sheet Defaults
For a user that should be able to send cover sheets with faxes, select
the Send Cover Sheets check box and specify the cover sheet

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page check box. Alternatively, to include a small image of the

second page of the fax, select the Skip cover sheet check
box.
4. In the Printer box, select a printer.

To automatically print the user’s inbound faxes

1. Under Automatically Print Inbound Faxes, select the
Enabled check box.
2. To only print successfully received faxes, select the
Successful receives only check box.
3. In the Printer box, select a printer.

The Default Inbound Settings tab

The Automatic OCR (optical character recognition) option requires the
RightFax OCR Converter module.

To automatically print the user’s outbound faxes

1. Under Automatically Print Outbound Faxes, select the
Enabled check box.
2. Under When to Print, select whether to print only successfully
sent faxes, only faxes that cannot be successfully delivered, or
both.
3. Under What to Print, select the check boxes next to the items
that should print: the fax History, Cover sheet, and Body.
When printing the fax history, you can include a small image of
the first fax page by selecting the Include thumbnail of first

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To convert all received faxes to text using OCR

1. Under Automatic OCR, select the Enabled check box.
2. In the Extension box, enter a three-letter file extension for the
output file.
3. In the Format list, click the text format used to interpret your fax
pages:
l ASCII produces a plain text file.
l RTF (rich text format) preserves fonts and formatting but is
only available for Windows clients.

4. In the Layout box, Left Justified means that left justified text
starts from the left margin of the fax.

The Notification tab

The Notification settings determine whether to notify RightFax users
about the status of sent and received faxes. Notifications can be sent
by email or SMS. Before you begin, you must configure the messaging
service providers in RightFax. See Adding messaging services for
notification messages on page 167.
To customize the text of the notification messages, see Configuring
custom messages on page 41.
To forward the user’s faxes as soon as the faxes are received
1. Under Automatic Forwarding, select the Enabled check box.
2. In the Forwarding Type list, select whether to forward to a fax
machine or network users:
l To forward to a fax machine, select Forward to fax
machine and in the Phone number box, enter the fax
number.
l To forward to one or more RightFax user IDs, select
Forward to network user(s) and in the User IDs box,
enter the user IDs. Separate multiple user IDs by comma.

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Note Notifications for Notes and Exchange require you to

purchase and license a separate module.

l Custom notification methods. Custom notification methods are

created using the RightFax API. For more information, see the
RightFax API Reference Guide.

Messaging Service
If you selected Messaging as the notification method, select the
messaging service to deliver the notification.
Notification Address/Info
Enter an address or other information that specifies where notifcations
will be sent for this user. For example, enter the user’s email address
for email notifications or phone number for SMS messages.

Sent Fax Notifications

1. Select the check boxes next to the events about which to notify
this user.
2. In the During Transmission list, select when this user should
be notified about sent faxes in transmission: Never, Once
Only, or Periodically.
3. In the Incomplete Faxes list, select when this user should be
Method notified about incomplete faxes: Never, Once Only, or
Select a notification method for the user: Periodically.
l Use Group’s Method. Use the notification method defined for the 4. To include the fax with email notifications, select the Include
group to which the user belongs. fax with email notifications check box, and in the lists below,
select the format (TIF or PDF) and whether to include only the
l Messaging. Send the notification via a messaging service. To add
First Page of the fax or All Pages.
a messaging service, see Adding messaging services for
notification messages on page 167.
Received Fax Notifications
l Email Systems. Send the notification to the user’s email box. 1. In the Frequency list, select when this user should be notified
about received faxes: Never, Once Only - When initially
received, or Periodically - While fax has not been viewed

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or printed. The Other tab

2. To include the fax with email notifications, select the Include
fax with email notifications check box, and in the lists below,
select the format (TIF or PDF) and whether to include only the
First Page of the fax or All Pages.

Note If you select All Pages and the user account includes
the permission View First Page Only, only the first page will
be included.

Alternate User Notification

l To reroute received fax notifications to another user, select the
Reroute to another user check box. Click the browse button, and
select one or more RightFax user IDs in the Select User dialog
box.
l To also reroute sent fax notifications to the same user, select the
Include sent fax notifications check box.

Automatic Fax List Updates

If selected, the user’s mailbox in FaxUtil or FaxUtil Web will be
automatically refreshed (scanned for new faxes).
Update Interval in Seconds
Enter the number of seconds to specify the interval at which automatic
fax list updates will occur.
Default Billing Codes
In the respective boxes, specify the Billing Code #1 and Billing Code
#2 that will appear in the New Fax dialog box each time the user
sends a fax.
Default printer
Specify a default printer.

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Description
Enter any information you want to record about this user account.
Post Fax Processing
See the RightFax XML Generator Administrator Guide, RightFax Vault
Administrator Guide, or RightFax Connector for IBM FileNet
Administrator Guide.

The Messaging tab

These settings determine how and when messages are sent to
RightFax users to notify them about the status of sent and received
faxes. The messages can be sent by email or SMS. The text of these
status messages can be customized. For more information, see
Configuring user messages on page 45.
Before completing this information, you must configure the messaging
service providers in RightFax. See Adding messaging services for
notification messages on page 167.

General Messages
Messaging service
Select the email or SMS messaging service that will send the
notification.
Test
Click to send a test message through the service to the user. The
message will be sent to the email address or SMS number defined in
the user's profile.
New fax is received
Select this check box to send a message to the user each time a new
fax is received. If the TeleConnect module is installed, the RightFax
server includes the TeleConnect ID with all notifications of incoming
faxes. Users can retrieve faxes without first requesting a fax list.

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New fax is received from specific CSID/ANI messages to send. See Using the Alerting and Monitoring service on
Select this check box to send a message to the user each time a new page 170.
fax is received from the specific sender or senders that you enter in
the Patterns box.
Patterns
To send a message to the user each time a new fax is received from a
specific sender or senders, enter the CSID or ANI numbers for the
senders. Separate multiple entries with semicolons.
Outbound fax has been abandoned
Select this check box to send a message to the user each time one of
the user's outbound faxes fails to send.

Workflow Messages
Select the messaging services that will send reminders and warnings
to this user that a workflow for a fax is due to be completed. For more
information, see Setting up workflows on page 275.
Reminder Messaging Service
Select the email or SMS messaging service that will send the
reminder.
Warning Messaging Service
Select the email or SMS messaging service that will send the warning.
Messaging Service
The Administrative Alerts tab Select the email or SMS messaging service that will send the
notification.
You can define SMS or email alerts for RightFax administrators about
specific RightFax events. The text of these status messages can be Test
customized. See Configuring administrator messages on page 46. Click to send a test message through the service to the user. The
message will be sent to the email address or SMS number defined in
Before completing this information, you must configure the messaging
the user's profile.
service providers in RightFax. See Adding messaging services for
notification messages on page 167. Select the check boxes next to the events for which to generate alert
messages.
In addition to these alerts, you can use the RightFax Alerting and
Monitoring service to select from hundreds of server statistics to
monitor and define the event thresholds, alert types, and alert

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Low disk space (<150MB) check box, in the Interval (minutes) box, enter the number of minutes
If selected, an alert is sent when free hard drive space on the RightFax for the interval at which to take the server's heartbeat.
server falls below 150 MB. Received fax failures
Critically low disk space (<50MB) If selected, an alert is sent if a received fax has a transmission error or
If selected, an alert is sent when free hard drive space on the RightFax is received with partial pages.
server falls below 50 MB. Received with too few DID digits
Fax server event queue full If selected, an alert is sent if a fax is received with fewer DID digits
If selected, an alert is sent when the percentage of the fax server’s than are needed to route it. Select the required number of digits in the
internal Event Queue reaches 90%. For information about RightFax Expected number of digits list.
queues, see The RightFax queues on page 18..
About alert frequencies
DocTransport Service Down
After an alert is triggered, the problem causing the alert must be
If selected, an alert is sent when one of the DocTransports are unable
remedied within a set length of time before a fault of the same type
to send or receive faxes.
causes another alert. For example, this prevents free disk space
All DocTransports Down fluctuating around 50 Mb from causing repeated alerts. If an alert
If selected, an alert is sent when all DocTransports are unable to send condition persists, the alert is repeated periodically. Different types of
or receive faxes. alerts have different delays and repeat intervals as listed in the
following table.
Probable line failures
If selected, an alert is sent when an error or a series of errors has Alerts that are not listed here are sent only one time, when the alert
indicated to the DocTransport that a phone line is not operating condition occurs.
correctly. Alert Delay Repeat interval
Probable T1 failure All DocTransports down. 10 min 60 min
If selected, an alert is sent when multiple phone lines have failed in
Disk space is critically low (<50MB). 10 min 30min
such a way that the DocTransport suspects a T1 line is not operating
correctly. Disk space is getting low (<150MB). 20 min 60 min
Server improperly shut down DocTransport service down. 10 min 60 min
If selected, an alert is sent when the RightFax Server module shut RightFax internal queue has reached 90% 30 min 90 min
down unexpectedly. This may indicate that the operating system has utilization.
failed or the server has lost power.
Periodic Server Heartbeat Managing user profile pictures
If selected, a brief notification of the RightFax server’s status is sent
Users with permission can upload a profile picture so that it appears in
periodically, including statistics on fax activity. When you select this
the header of RightFax applications. User group permissions

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determine if users can upload a profile picture. The picture shows To create the list of sensitive words
which user is logged in. When a profile picture has not been uploaded,
1. Create a text file and name it Prohibited.txt. In the file, enter
then the default image is the first two letters of the user name.
the list of sensitive words and phrases separated by commas.
Administrator user names appear with a red background, and non-
administrator user names appear with a blue background. 2. Save the file in the folder RightFax/Config.

To give permission to upload profile pictures To view the sensitive words that have blocked faxes from
l You can allow groups of users to upload profile pictures. See sending
Editing group properties on page 131. l Run the RightFax Server Module in debug mode. See
Troubleshooting RightFax services on page 24.
To remove a user's profile picture
1. In EFM, in the left pane, expand the server, and then click Managing user delegates
Users. The list of users appears in the right pane.
As an administrator you can manage delegates—users with access to
2. Right-click the user, and on the shortcut menu, click Edit a user's fax mailbox—for a user independent of whether the user has
Profile Picture. permission to modify delegates. You can assign delegate permissions
3. In the Edit Profile Picture dialog box, click Delete, and then from system-defined roles or by defining custom roles. For more
click Close. information about delegate permissions and roles, see Default
delegate permissions by role on the next page.
Blocking faxes that contain sensitive words l In the list of users, right-click the user, and then click Manage
Delegates.
Your organization may have policies about acceptable language. To
help your users comply with your policies, faxes with banned or
sensitive words can be blocked from sending. If a sensitive word is
used in a fax, the user will receive an error message. The user can fix
the problem and then send the fax. The sensitive words do not appear
in the error message.
To detect sensitive words, faxes are scanned with optical character
recognition. This feature requires the OCR Converter Module.
To enable optical character recognition
l For each user whose faxes will be scanned, select the Automatic
OCR check box in the outbound settings of the user profile. See
The Default Outbound Settings tab on page 116.

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5. In the lists of permissions, as needed, select and clear access

options.
6. Click OK.

To remove delegates
1. In the Current Delegates list, select the delegates.
2. Click Remove, and then click OK.

Managing custom delegate roles

To save a custom role
1. With a delegate selected, select a role in the Role list.
2. In the lists of permissions, select and clear access options. The
selection in the Role list changes to Custom.
3. Click Save Custom.
4. In the Custom Role ID box, enter a name, and then click OK.

Adding and removing delegates To delete a custom delegate role

To add delegates for a user 1. With a delegate selected in the Current Delegates list, select a
custom role in the Role list.
1. In the Search for Users or Groups box, enter a full or partial
user or group ID, and then click Search. 2. Click Delete Custom, and then click Yes to confirm the
deletion.
2. In the list of matching IDs, select the users and groups that will
serve as delegates, and then click Add. The IDs are added to
the Current Delegates list. To remove an ID from this list, Default delegate permissions by role
select it, and then click Remove. Read permissions
3. Repeat until all delegates that you want to assign the same Owner Editor Reviewer
permissions appear in the Current Delegates list.
Can view faxes. x x x
4. In the Role list, select a role. To define a role from a blank list of
permissions, select None. If you don't want to select a role, Can view first page of received faxes. x x x
select None. Can print faxes. x x x

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Can view fax history. x x x Can delete phone items. x -- --

Can browse all folders. x x x Miscellaneous permissions
Can use phone entries. x x x
Owner Editor Reviewer
Can export images. x x x
Can approve faxes. x x --
Can mail images. x x x
Can modify user options. x -- --
Write permissions Can modify delegates. x -- --
Owner Editor Reviewer Can toggle refuse fax distributions. x x --
Can create faxes. x x -- Requires fax approval. This permission does not -- -- --
Can edit faxes. x x -- apply to faxes that the user creates, including
faxes that the user creates as a delegate on
Can update fax status. x x -- behalf of another user.
Can forward faxes. x x --
Can OCR faxes. x x -- Using Integrated Windows Authentication
Can create folders x x -- With RightFax Enterprise server you can link each RightFax user ID to
a Windows user account to take advantage of your network’s
Can rename folders. x x --
established Windows authentication.
Can create phone items. x x --
When a user logs on to a web or client application that requires
Can edit phone items. x x -- authentication, RightFax will attempt to use the Windows account
Can annotate faxes. x x -- name and password with which the user is currently logged on:
Can move faxes. x x -- l If the RightFax user ID is linked to a domain account , the user will
Can route faxes. x x -- be logged on automatically with their RightFax ID using Windows
authentication.
Can route faxes x x --
l If RightFax user ID is not linked to a domain account, the user must
Can annotate faxes with personal stamp x x -- enter the RightFax user name and password. For FaxUtil Web,
users can enter the user ID in the format domain\username.
Delete permissions
Owner Editor Reviewer The NT Account Link Status column in the list of users shows each
Can delete faxes. x -- -- user’s link status:

Can delete folders. x -- --

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l N/A The user is not required to log on via Windows NT RightFax links each selected user ID to the matching Windows
authentication. account in the domain to which you are currently logged in. If there is
l No NT Account Assigned The user is required to log on via no matching Windows account name in the current domain, a link is
Windows NT authentication but is not linked to a Windows not created.
account. (This user is allowed to log on manually.) To link new users to a Windows account by default
l NT Account Assigned The user is required to log on via Windows All new RightFax users are created based on the DEFAULT user ID .
NT authentication and is linked to a Windows NT based account.
1. Select the DEFAULT user ID in the list.
This RightFax ID can only be accessed when the user is logged on
to Windows NT based network with the linked account. 2. On the Edit menu, click Edit.
3. On the Identification tab, click Windows.
Linking RightFax user IDs to Windows accounts Each new RightFax user ID will link to the matching Windows
RightFax Enterprise server provides several methods for linking one account in the domain you are currently logged in to. If there is
or more RightFax user IDs to existing Windows accounts. no matching Windows account name in the current domain, a
link is not created.
To manually select a Windows account to which to link
Note You can only use the Windows account lookup when you are
Importing users
running Enterprise Fax Manager on the RightFax server or a
Windows workstation. To simplify the process of setting up all your network users in the
RightFax server, you can import users into the fax server from your
1. Select the user in the list. network or from an ASCII file.
2. On the Edit menu, click Edit. To import users from a Windows NT network
3. On the Identification tab, click Windows, and then click 1. In EFM, on the Utility menu, click Import Users from NT
Select Account. Domain.
4. Type or select the Windows domain and account names and
click OK.
5. To select from a list of all domain users, click List Domain
Users, select the account, and then click OK.

To link existing users to matching Windows accounts

l Right-click one or more users, and on the shortcut menu, click
Enable NT Authentication and Link.

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ImpUser.exe, see the RightFax Administrative Utilities Guide.

2. Enter the computer name of the Primary Domain Controller

(PDC) or Backup Domain Controller (BDC) from which the
users are imported.
3. Select the group to import.
4. Specify the RightFax user ID to use as a template (usually
Default).
5. To automatically assign a fax number or routing code to each
user, select the Automatically assign fax numbers/routing
codes check box, and enter the starting number.
The first imported user receives the starting fax number or
routing code and each additional user’s fax number or routing
code increments by one. If the system increments to a fax
number or routing code that already exists, it is skipped.
6. Click Import.

To import users from an ASCII file

Use the RightFax administrative utility ImpUser.exe to import users
from a comma-delimited ASCII file. For information about running

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Chapter 11: Creating groups of users

Every RightFax user must be assigned to a group of users. Group

settings determine fax options, cover sheets, and notification options
for all of the users in the group.
To open the list of user groups
l In EFM, in the left pane, expand the server, and then click
Groups. The list of groups appears in the right pane.

Creating, deleting, copying, and editing

groups of users
To create a new group
1. Open the list of groups.
2. On the Edit menu, click New. The Group Edit window opens. 3. In the Group ID box, enter a unique group ID.
All remaining options are optional. For information on
completing these options, see Editing group properties on the
next page.

To create a new group from an existing group

1. In the list of groups, right-click the group that you wish to copy.
On the shortcut menu, click New from selected. The Group
Edit window opens.
2. In the Group ID box, enter a unique group ID

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All remaining options are optional. For information on The Basic Information tab
completing these options, see Editing group properties below.

To delete a group
1. Select the group or groups in the list.
2. On the Edit menu, click Delete, and then confirm the deletion.

Note If you delete the only group assigned a specific library

document, then that library document will be marked as
expired. It can be deleted, edited, or reassigned to another
group.

To copy groups from one RightFax server to another

l Select the groups in the list, and then drag the selection to another
server.

Note If you copy groups from a new RightFax server version to

an older one, any configuration data not supported by the older
version will be lost.

To edit the properties of an existing group

l Select the group in the list, and on the Edit menu, click Edit. The
Group Edit window opens.

Editing group properties Group ID

To edit the properties of an existing group Enter a unique ID for the group.
1. Select the group in the list. Monitor
2. On the Edit menu, click Edit. The Group Edit window opens. Enter the user ID of the primary monitor of this group. The primary
monitor has access to all the mailboxes in the group and receives
alerts when a user has not printed or viewed a fax before the time
specified in User Notify Time in the RightFax Server configuration
program expires. See Reminder Notifications on page 36.

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Alternate Monitors should be sent.

Enter up to 9 user IDs of alternate monitors of this group, separating Can set conversion bias defaults
multiple entries by commas. Alternate monitors have access to all the
Before documents are rendered in the selected fax resolution, they
mailboxes in the group and receive messages about faxes belonging
can be converted with a bias toward improved text legibility, toward
to group members if neither the user nor the primary monitor have
improved graphical fidelity, or a bias toward both. If selected,
printed or viewed a fax in the designated interval.
members of the group can select to override the defaults that are set in
Notification Type the RightFax Conversion Engine by setting their own defaults for
Select the default notification method for the group. conversion bias in the client application.

Maximum Body Pages Cannot edit delegates

Specify the maximum number of body pages that a member of the If selected, members of the group can view delegate information but
group can send in one fax. This number does not include the cover cannot change it.
sheet. Notify monitors about unapproved faxes
Permissions and Restrictions If selected, the group monitor and the alternate group monitors are
notified about all faxes that are waiting to be approved.
Exclusive group
Can upload profile picture
This option only is available if it is licensed. If selected, the following
restrictions apply to all members of this group that are not full With this setting, users can upload profile pictures so that they appear
administrators: in the header of RightFax applications. The picture shows which user
is logged in. When a profile picture has not been uploaded, then the
l When selecting or searching for users, only fellow group members default image is the first two letters of the user name. Select this check
appear. box to allow each member of the group to upload a profile picture.
l When selecting or searching for groups, only this group appears. Add Web Delivery URL for inbound faxes routed to e-mail
Select this check box to include the URL for Web Delivery together
Full administrators can view and select all users and groups. with the fax image for inbound routed faxes. If the routing format for
If not selected, all members can see and select all users and groups. the user group is set to Web Delivery, only the URL is sent.
Prompt to view all pages of received faxes Can import phonebooks
If the user attempts to close a received fax before all of the pages have Select this check box to allow the users in this group to import
been viewed, the system can detect it. Select this option to prompt the phonebooks from text files.
user to view all of the pages. If the user doesn't view all of the pages, it
will be logged in the fax history. Email notifications
Must hold for preview These settings apply if the user’s notification method is set to Use
Group’s Method.
If selected, all faxes for users in the group will be held for preview
before they are sent. Users must view the faxes and verify that they

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To include the fax in the email notification of successfully sent or

received faxes, select the Include fax with sent fax notifications or
the Include fax with received fax notifications check box, select
the format (TIF or PDF), and then select whether to include only the
First Page of the fax or All Pages.

The Access Control tab

Using the settings on the Access Control tab, you can control the
group members' access to specific cover sheets, library documents,
fax numbers, and global ODBC phone books. You can also require the
use of a cover sheet and set a default cover sheet.

To control access to specific cover sheets, library documents,

fax numbers, and global ODBC phonebooks
1. Next to Selected item type, click Select.The Select item type
dialog box opens. The currently available cover sheets, library
documents, fax numbers, or ODBC phonebooks appear in the
Available to this Group list on the left. Note that:

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l The list of library documents includes expired and inactive 2. In the Select Library Document dialog box, select the
documents. required library document.
l The list of fax numbers includes both assigned and 3. Click OK.
unassigned numbers.

2. Do one of the following: The Aging and Archiving tab

l To make items unavailable, select them in the Available to RightFax Enterprise and Satellite servers include automatic fax aging.
this Group list on the left, and then click . The items You can also perform manual fax aging using the Faxage.exe utility
are moved to the Unavailable to this Group list. program. For more information, see the RightFax Administrative
Utilities Guide.
l To make items available, select them in the Unavailable to
this Group list on the right, and then click . The items
are moved to the Available to this Group list.

To set a default cover sheet

1. Next to Selected Cover Sheets, click Select.
2. In the Default Cover Sheet list, select the cover sheet to use
as the default cover sheet. To use the default cover sheet
assigned by the administrator, select System Default. See
Setting default cover sheets on page 162.

To require members to use a cover sheet on outbound faxes

l Under Cover Sheets, select the All faxes must have cover
sheets check box.

To automatically attach a library document to all outbound

faxes
You can specify that a library document will be included with every fax
that is sent by members of the user group. The selected document will
be inserted at the front of the body of all sent faxes.
1. Under Library Documents, select the Automatically attach a
Library Document to all faxes check box and click Select.

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To set automatic fax aging

1. To apply these settings to all the user folders, select the check
box Settings apply to all user folders. To disable fax aging in
folders other than Main, clear the check box.
2. For each type of fax, enter the number of days the fax will
remain before it is considered aged. To specify that faxes
should not be aged, enter 0 (zero).

Option Description
Deleted faxes All sent and received faxes that have been deleted.
Received faxes All received faxes that have been viewed or printed.
(viewed or
printed)
Received faxes All received faxes that have not been viewed or
(unviewed and printed.
unprinted)
Sent faxes All faxes that have been successfully sent.
(successful)
Sent faxes All faxes that failed to send.
(abandoned)
Outbound All faxes with the status Information Incomplete.
incomplete faxes
Certified Delivery All faxes that were sent for Certified Delivery. The
faxes will be deleted from the Certified Delivery
website.

Automatic Fax Aging Certified Delivery is a feature of the optional RightFax

SecureDocs Module.
With automatic fax aging you specify how many days after having
Completed with All sent faxes that failed to send. The status indicator
been sent or received faxes will be removed from the group members'
error (red status) for these faxes in the RightFax client applications is
FaxUtil mailboxes. Automatic fax aging does not delete the fax
red.
records from the RightFax database. You can still run reports about
the faxes.

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Option Description The Restrictions tab

Permanent All faxes that encountered a problem in sending that Forced Scheduling
problem (yellow caused the faxes to be retried. The status indicator for
status) these faxes in the RightFax client applications is With forced scheduling, you can restrict the total number of pages or
yellow. (If the fax fails to send after all attempts, then total number of faxes that can be sent simultaneously by group
the status changes to red.) members during a specified time period. The restriction applies to
simultaneously scheduled faxes within a time period only. You can
For example: reschedule delayed faxes at any time in FaxUtil and Web Admin.

l Sent faxes that are in the process of retrying to Example The 50 representatives in your organization's Sales group
send. each send 100 faxes per hour, causing delays of more important faxes
from other departments and blocking incoming faxes. To avoid this,
l Faxes that are held for preview. you define that between 8 A.M. and 5 P.M. members of the Sales
l Faxes with the status Needs Approval. group can only send up to 20 pages at a time and that all faxes
exceeding that limit will be delayed until 6 P.M.
l Faxes with the status Bad Paper. A fax with an
overlay form that failed.
l Invalid recipient fax phone number.
l Invalid billing code.

RightFax Archive
If the server is licensed for RightFax Archive, then all of the faxes for
all RightFax users are subject to archiving. You can exclude the faxes
of a user group from the archive.
To set the schedule for purging faxes
l Select the Purge faxes that have been archived for more than
check box. Enter the number of days after which faxes that have
been archived with RightFax Archive will be deleted from the
system. You can enter up to 999,999,999 days.

To exclude this group's faxes from RightFax Archive

l Select the Excluded from RightFax Archive check box.

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the restriction from 8:00 A.M. to 5:30 P.M., set the Starting Time to
0800, and set the Ending Time to 1730.
Delay Until Time
Enter a time after the Ending time at which to send delayed faxes.
Enter the time in 24-hour HHMM format.
Example If you enter 0800-1730 for the Start/Ending time and 1800
for the Delay Until Time, all faxes exceeding the limit between 8 A.M.
and 5:30 P.M. will be delayed until 6:00 P.M.

Note Do not enter a Delay Until Time that falls between the Starting
and Ending times. Doing so will cause delayed faxes to never be
sent as they are continuously bumped to the next day.

Preferred Email Gateway

You can assign email gateways to process the received faxes and
email notifications to user groups. Consider the following constraints:
l If group members are configured for email routing, then email
gateways only will route received faxes to the group members that
are assigned to the email gateway.
l If group members are configured for email notifications, then email
gateways only will process email notifications for the group
Enabled members that are assigned to the email gateway.
Select to enable the forced scheduling feature. l Once a gateway has been assigned to one or more groups, that
Maximum Concurrent Pages gateway only will receive faxes and email notifications for group
Specify the maximum number of fax pages that can be scheduled at members that are assigned to the email gateway.
one time by all the users in the group. l You must assign all groups to email gateways, or you can create a
Maximum Concurrent Faxes gateway to receive faxes and email notifications for groups that are
not assigned to gateways.
Specify the maximum number of faxes that can be scheduled at one
time by all the users in the group. l In the Preferred Email Gateway list, select the email gateway to
Starting Time/Ending Time receive the faxes and email notifications for the group.
The starting and ending times for the period that the restriction
applies. This is written in 24-hour HHMM format. For example, to set

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l To use the next available fax number, click First Available Fax
The Smart Fax Distribution tab
Number.
With Smart Fax Distribution, you assign a fax number or routing code
l To select from the list of fax numbers, click Look Up Fax Number,
to the group. All faxes received by the group will be distributed
search for the number and select it.
between the users in the group according to the selected distribution
type. l To disassociate the current number from this group, delete the
number from the Routing Code box.

Note Each routing code is best assigned to only one user or group.
If you assign a routing code to multiple users or groups, only the
initial assignee will receive the faxes for the code and will appear as
the assignee in the fax number list.

Distribution Type
Select one of the following:
l Linear. Faxes are distributed to group members one after the
other.
l Balanced. Faxes are distributed to group members according to
their processing speed, with distribution going first to the user with
the fewest unopened faxes.

Member Refusal Allowed

If selected, users can take themselves temporarily out of the
distribution loop by selecting Refuse Distributions on the Tools
menu in FaxUtil.

The New Fax Customization tab

Use these settings to customize the appearance of the New Fax
dialog box that is used to create and address outgoing faxes. You can
Enabled hide options that do not apply or are off-limits to users in this group.
Select to enable smart fax distribution for the group. For more information on the options in the New Fax dialog box, see
Fax Number/Routing Code the RightFax FaxUtil User Guide.
Enter a fax number or routing code for the group. Note The fax dialog customization options only are available with
Enterprise editions of RightFax.

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l Clear the check box for each option that you wish to hide. If
required cover sheet information has been configured, then those
fields cannot be edited here. To change them, see Setting required
cover sheet information on page 162.

The Post Fax Processing tab

The XML Generator and the Vault modules format metadata about
faxes in XML so that the fax image and metadata can be imported into
an XML-compatible document management system or database.
These options only are available if you have licensed and activated
the modules on the RightFax server. For more information, see the
RightFax XML Generator Administrator Guide or the RightFax Vault
Administrator Guide.

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Chapter 12: Creating signatures

Chapter 12: Creating signatures

Signature files are specially formatted graphic images (typically of identifying information and authorized user information. You can also
signatures) that RightFax users can use to personalize outbound add a signature file created outside of FaxUtil.
faxes.
To create a signature file in FaxUtil
To create a signature file, a user with administrative access selects
1. In FaxUtil, scan a signature into your mailbox or fax a signed
parts of an image in FaxUtil and stores it as a signature together with
document to yourself, and open it.
identifying information and authorized user information. You can also
add a signature file created outside of FaxUtil. 2. Using the Selection box tool, select the signature.

Each signature file is stored in the RightFax database and appears in 3. On the Fax menu, point to Store, and then click Make
the Signature list. You can modify file names, descriptions, and Signature.
authorized user information. 4. In the Edit Signature window, enter a unique ID for the
signature, the user ID of the owner, and a description of the
Note RightFax signature files are not supported in outbound PDF
signature. You can also specify up to three RightFax user IDs
documents and do not appear correctly in documents converted
or group IDs who will be authorized to use the signature in
using a PostScript driver. Use a PCL driver instead.
addition to its owner. For more information, see Editing
To open the list of signatures signature file properties on the next page.
l In EFM, in the left pane, expand the server, and then click To edit the properties of an existing signature
Signatures. The list of signatures appears in the right pane of the
window. 1. Select the signature in the list.
2. On the Edit menu, click Edit. The Edit Signature window
opens. For more information, see Editing signature file
Creating, deleting, copying, and editing
properties on the next page.
signature files
To create a signature file, a user with administrative access selects To delete a signature
parts of an image in FaxUtil and stores it as a signature together with 1. Select the signature in the list.
2. On the Edit menu, click Delete.

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3. Click OK to confirm deleting the entry from the list. Signature Code
4. Click OK again to confirm that you want to delete the signature The name of the signature file that appears in the list of signatures.
file itself. Owner’s User ID
The user ID of the owner of the signature file.
To copy one or more signatures from one RightFax server to
another Description
1. In EFM, in the left pane, expand the server, and then click A description of the signature file.
Signatures. Image File Name
2. Select the signatures in the list. The name of the signature image file. This file name is automatically
3. Drag the selection onto another server. generated and stored in the RightFax database. If this box contains an
invalid file name, RightFax will not be able to use the signature image.
Note If you copy signatures from a new RightFax server version to Authorized Users
an older one, any configuration data not supported by the older Up to three RightFax user IDs or group IDs who are authorized to use
version will be lost. this signature in addition to the owner of the signature.

Editing signature file properties

To edit the properties of an existing signature
1. Select the signature in the list.
2. On the Edit menu, click Edit.

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Chapter 13: Creating a stamp library

Chapter 13: Creating a stamp library

Stamps are graphic images that can be used to personalize outbound To create a library stamp image file
and inbound faxes.
1. Using a graphics program, create a .gif, .tiff, .jpg, .png, or .bmp
l The library of stamp images is maintained by a RightFax image. The maximum file size is 1 MB.
administrator.
2. On the Edit menu, click New. The Edit Stamp dialog box
l Stamp image files only are available to users who do not have the opens.
Disallow Fax Annotations permission.
3. In the Description box, enter a description of the stamp.
l Users can create stamps, unless they have the Disallow Fax
4. Click Import, and select the stamp image file.
Annotations permission.
5. Click OK.
l People who have delegate access to faxes cannot use or edit the
personal stamp files of other users. To delete a library stamp image file
1. Select the stamp image file in the list.
To open the list of stamp image files
l In EFM, in the left pane, expand the server, and then click 2. On the Edit menu, click Delete.
Stamps. The list of stamps appears in the right pane of the 3. Click OK.
window.
To edit the properties of a library stamp image file
Creating, deleting, and editing stamps 1. Select the stamp image file in the list.

Administrators can create a library of stamps, and stamps can be 2. On the Edit menu, click Edit. The Edit Stamp dialog box
created by and for users (known as personal stamps). opens.

Each user can have one personal stamp. Library stamps are listed in 3. You have the following options:
alphabetical order, and the personal stamp appears first in the user's l In the Description box, edit the description of the stamp
list. Personal stamps are not included in the library of stamp images. image.

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l In the Import box, import a different stamp image file.

4. Click OK.

To create, edit, or replace a personal stamp file

1. Using a graphics program, create a .gif, .tiff, .jpg, .png, or .bmp
image. The maximum file size is 1 MB.
2. In EFM, open the list of users, and right-click the user. On the
shortcut menu, click Edit stamp. The Edit Stamp dialog box
opens.
3. In the Description box, enter or change the description of the
stamp.
4. Click Import, and the Import Stamp File dialog box opens.
5. Browse to locate the image file. Select the file, and then click
Open.
6. In the Edit Stamp dialog box, click OK.

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Chapter 14: Creating overlay forms

Chapter 14: Creating overlay forms

Overlay forms are fax image files that RightFax can superimpose over To edit an overlay form
outgoing faxes to give them the appearance of having been printed on
1. Select the form in the list.
the form prior to faxing. Typically they are replicas of documents that
your organization uses such as the company letterhead. 2. On the Edit menu, click Edit. The Edit Form dialog box opens.

You can create and edit forms if your user profile includes the Can
Edit/Add Forms permission. New form files are created from the
FaxUtil mailbox.
After you create an overlay form file, it appears in the list of forms.
Each overlay form file is stored in the RightFax database.
To open the list of forms
l In EFM, in the left pane, expand the server, and then click Forms.
The list of forms appears in the right pane of the window.

3. See Editing form file properties on the next page.

Creating, deleting, and copying form files
4. Click OK. The new form appears in the list of forms in EFM and
You can create and edit overlay forms if your user profile includes that
Web Admin.
permission. For more information, see The Permissions tab on
page 111.
To delete a form
To create an overlay form 1. Select the form in the list.
To create an overlay form, refer to the RightFax FaxUtil User Guide or
2. On the Edit menu, click Delete.
RightFax FaxUtil Web User Guide.
3. Click OK to confirm deleting the entry from the list.

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4. Click OK again to confirm that you want to delete the form file Form Number
itself. The number that identifies the form. This is assigned by RightFax
when the form is created.
To copy one or more forms from one RightFax server to
another Form ID
Enter a unique name to identify the form.
l Select the forms in the list, and then drag the selection to another
server. Description
Enter a short description of the form.
Note If you copy overlay forms from a new RightFax server
version to an older one, any configuration data not supported by Start Page
the older version will be lost. Enter the first page after the cover sheet to which to apply the form. If
you enter 1, the form will appear on the first body page.

Editing form file properties Note Page numbers are absolute. If you set the start page to 3 and
a document only has two pages, none of the pages will include the
You can use two overlay forms in a single fax. For example, you might
form.
use a form with the company letterhead for page 1 and an invoice form
for all subsequent pages. See Configuring two forms for use in a Number of Pages
single fax on the next page. To overlay each page of the fax with the form, enter 0 (zero).
To edit the properties of an existing form Otherwise, enter the number of fax pages to which to apply the form.
1. Select the form in the list. Next Form Number
2. On the Edit menu, click Edit. To use a second form, enter its form number.
Image File Name
Select the name of the image file of the form. The image file is
generated automatically when the form file is created and stored in the
RightFax\Papers folder on the RightFax server. If this box contains
an invalid file name, RightFax will not be able to use the form image.
Secure Form
Select this check box to restrict the form to specific groups or users. In
the Authorized Group or User list, select the user or group
authorized to use the form.

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apply the second form.

Configuring two forms for use in a single fax
c. Click OK.
You can set up two forms to be applied one after the other in a single
document. For example, the first form might be a form with your
company letterhead for the first page and the second form an invoice
form for all remaining pages of the document.
To configure two forms for use in a single fax document
1. Create two forms. See Creating, deleting, and copying form
files on page 144.
2. Edit the first and second form according to the instructions in
Editing form file properties on the previous page.
l To edit the properties of the first form:
a. In the Start Page box, enter the first page after the
cover sheet to which to apply the first form. If you
enter 1, the form will appear on the first body page.
b. In the Number of Pages box, enter the number of
pages to which to apply the first form. If the first form
is only used on the first page, enter 1.
c. In the Next Form Number box, enter the form
number of the second form.
d. Click OK.

l To edit the properties of the second form:

a. In the Start Page box, enter the first page number to
which to apply the second form. In most cases, this
value is set to 2.
b. In the Number of Pages box, to have the second
form appear on all subsequent pages, enter 0 (zero).
Otherwise, enter the number of pages to which to

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Chapter 15: Connecting printers and scanners

Chapter 15: Connecting printers and scanners

You can define an unlimited number of network printers in RightFax To copy one or more printers from one RightFax server to
and make them available for automatic printing of faxes and other another.
automated network print functions. Printers can be added individually
1. Select the printer in the list.
or imported in groups from your network.
2. Drag the selection to another server.
To configure printers and print-to-fax devices that allow RightFax
users to fax documents from native applications, see Setting up the Note If you copy printers from a new RightFax server version
RightFax client software on page 259. to an older one, any configuration data not supported by the
To open the list of printers older version will be lost.

l In EFM, in the left pane, expand the server, and then click
Printers. The list of printers appears in the right pane of the Editing printer properties
window.
To edit the properties of an existing printer
1. Select the printer in the list.
Creating, deleting, and copying a printer
2. On the Edit menu, click Edit.
To add a new printer to RightFax
1. On the Edit menu, click New.
2. Enter a Printer ID and the remaining printer properties. For
more information, see Editing printer properties below.

To delete a printer
1. Select the printer in the list.
2. On the Edit menu, click Delete. Confirm that you want to delete
the printer.

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Default Paper Size

Select how RightFax scales a fax page to fit onto the printable area of
a laser printer and the paper size:
l No Scaling. The image is not scaled which can result in some
portion of the page being truncated.
l Fit Letter, Fit Legal, Fit A4. The fax page is scaled to fit onto the
printable area of the indicated paper size: U.S. letter (8.5 × 11 in.),
U.S. legal (8.5 × 14 in.), or A4 (210 × 297 mm).
If you receive faxes in a mix of letter and legal sizes and use dual-
bin laser printers, select Fit Letter/Legal or Fit A4/Legal to let the
laser printer select the size paper that corresponds to the size of
Printer ID
the fax page.
The printer’s network ID.
Description Default Paper Source
Enter a description of the printer. To show only the Printer ID in the Determines which paper tray selection command RightFax sends to
Print dialog box, leave this box blank. the printer. Select None if the default paper size is set to Fit
Printer Type Letter/Legal or Fit A4/Legal.
Select the printer driver used by RightFax to format faxes printed to
this printer. Choose the one that most closely corresponds to your
Importing printers into RightFax
printer. You can import printers from your network into RightFax. To appear in
the network, printers must be shared in Windows Active Directory.
Direct TCP/IP Printing
Select this check box to allow faxes to be printed to an IP port on a
printer using the LPR, a TCP/IP utility.
Queue Name
Depending on your network operating system, this can be one of the
following:
l The share name of the queue (LAN Server and Windows-based
networks)
l The Bindery name of the queue, for example “LASER1.” (Netware)
l The Distinguished Name of the queue object, for example
“LASER1.SALES.ACME.” (NetWare servers using NDS)

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To import printers Configuring RightFax to automatically print

1. On the Utility menu, click Import Printers from Network.
faxes
After defining at least one network printer, you can configure RightFax
user profiles to automatically print sent or received faxes.

Note The ability to automatically print sent and received faxes can
also be configured by individual users in the FaxUtil client
application.

To configure a user to automatically print sent and received

faxes
1. Add at least one network printer. For more information, see
Creating, deleting, and copying a printer on page 147.
2. Open the user ID you want to configure. For more information,
see Creating, deleting, copying, and editing users on page 107.
3. Configure the user profile settings to automatically print sent
and received faxes. For more information, see The Automatic
Printing tab on page 117.

Using the Kofax NetScan

2. Select the network context from which to import.
RightFax integrates with the Kofax NetScan network scanner. For
3. Click Find Printers. Depending on the size of the network, this more information, see Configuring Kofax NetScan on page 60 and the
scan can take several minutes. documentation for your Kofax NetScan scanner.
The list of available printers appears under Current printer
list.
The Standalone Fax Connector
By using the Standalone Fax Connector with Brooktrout TR1034 fax
4. In the Import printers as type box, select PCL or Postscript.
boards you can make RightFax features, such as least-cost routing
5. Select the printers, and then click Import Selected Printers.
and automatic retries, available to conventional fax machines
throughout your organization.

Note TruFax 100 and 200 fax boards do not support this feature.

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Each stand-alone fax machine connects to the RightFax server on a b. Change. Set the value to 1 hex. After RightFax reads
specific channel or DID extension via a phone line or PBX. When a fax the new values, it resets the Change value to 0 hex.
is sent, it is redirected to the RightFax server for processing and
transmission. The user is prompted with voice or tones to enter the For more information, see SFC (Extensions, Change) on
destination fax number and other required fax recipient information. page 354.

Connecting a stand-alone fax machine to the To send a fax using the Standalone Fax Connector
RightFax server 1. Dial the Standalone Fax Connector extension. Depending on
To connect a stand-alone fax machine to the RightFax server, you your Brooktrout fax board configuration, either a tone or voice
must define a dedicated RightFax user ID to host the Standalone Fax message prompts you for the destination fax number.
Connector. You assign this user ID a unique extension (routing code) l To manually enter a destination fax number, enter the dial
that users will dial to access the RightFax server from the fax machine. string using the format
Your phone system determines how this is accomplished . FaxNumber*billInfo1*billInfo2#
After the Standalone Fax Connector has been enabled, users can where the fax number and the optional billing codes are
access it from any fax machine that can dial into the dedicated separated by asterisk [*] and the end of the dial string is
extension. Users have the option of dialing their intended recipients or indicated by the number sign [#].
entering the ID of a phonebook entry that dials the recipient(s) listed in
that entry. You can create individual or group phonebook entries
l To use a phonebook entry, enter the numeric ID of the
under the Standalone Fax Connector user ID assigning each entry a phonebook entry, and then press the pound [#] key.
numeric ID.
2. When a tone or voice prompt instructs you to begin transmitting
To enable stand-alone fax machine support the fax, press the Start button on the fax machine. The fax
1. On the RightFax server, run Enterprise Fax Manager and machine proceeds to scan the pages and send the fax to the
create a new user. In the Routing Code box, enter an specified phone number or to the destination(s) in the
extension that is dedicated to the Standalone Fax Connector. phonebook entry.
For information on creating a new user, see Creating, deleting,
copying, and editing users on page 107.
2. Edit the Extensions and Change values in the Windows
Registry key SFC:
a. Extensions. Enter the Routing Code for each stand-
alone fax user.

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Chapter 16: Creating billing codes

RightFax can track and report about faxes with billing codes. Users l Change the labels for billing codes 1 and 2. By default they appear
can be required to enter one or two codes for every fax before it can be in the RightFax client applications as Account and Matter.
sent or deleted. RightFax provides two billing code fields (Billing Code l Require that all users enter one or both billing codes with each fax
1 and Billing Code 2) for each faxed document. sent.
Billing codes can be validated internally against a master table or l Require billing codes for received faxes to track information about
externally using a separate application, such as an accounting received faxes.
program. To validate billing codes internally, you must create a list of
valid billing codes in RightFax. Your organization can use:
l Validate billing codes against the RightFax billing code list or
against a list in an external application. If a supplied billing code
l Both billing codes on faxes, such as one code for account number does not match a billing code in the list, it is rejected and the fax is
and one for a matter number. not sent.
l Only one billing code, for example to track the individual or Validating against a list in an external application requires creating
department sending the fax. a custom utility using the RightFax API. For more information, see
l No billing codes. https://mysupport.opentext.com or contact OpenText for
implementation services.
To open the list of billing codes
To change the Account and Matter (billing code 1 and 2)
l In EFM, in the left pane, expand the server, and then click, Billing
labels
Codes. The list of billing codes appears in the right pane of the
window. 1. On the Utility menu, click Customize Cover Sheet Fields,
and then click the Billing Codes tab.

Customizing the use of billing codes 2. Enter the new descriptions in the Description for
First/Second Billing Info Field boxes.
You can do any of the following:

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To require billing codes before a fax can be sent To delete a billing code
1. On the Utility menu, click Customize Cover Sheet Fields, l Select the billing code or codes in the list, right-click the selection,
and then click the Sending Required Fields tab. click Delete, and then confirm the deletion.
2. Select either or both of the First Billing Info Field or Second
Billing Info Field check boxes. To copy billing codes from one server to another
Fields that you have marked as required will appear bold in the
l Select the billing codes in the list, and then drag the selection to
New Fax dialog box. another server.

Note If you copy billing codes from a new RightFax server

To require billing codes on received faxes version to an older one, any configuration data not supported by
1. On the Utility menu, click Customize Cover Sheet Fields, the older version will be lost.
and then click the Receive Required Fields tab.
2. Select either or both the First Billing Info or Second Billing
Info check boxes.
Editing billing code properties
To edit the properties of an existing billing code
Users can manually assign billing codes to their received faxes
in the client applications. l In the list, select the billing code, and on the Edit menu, click Edit.

To validate billing codes

1. On the Utility menu, click Customize Cover Sheet Fields,
and then click the Billing Codes tab.
2. Select the Verify Billing Codes for Sent and Received
Faxes check box.

Billing Code 1, Billing Code 2

Creating, deleting, and copying billing codes Enter one or two billing codes.
To create a billing code
Description
l On the Edit menu, click New. The Edit Billing Code dialog box Enter a descriptive name for the billing code.
opens. For information on completing each of the options, see
Editing billing code properties below. Importing Billing Codes
You can import billing code records from an ASCII text file. This is
most useful when using systems such as EquiTrac or central
databases to store a master set of billing codes. Such systems can be
programmed to periodically generate a formatted ASCII file that the

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RightFax server will recognize and process. After such a system is 2. In the Billing Code Import Interval box, enter the number of
configured, billing code maintenance can be fully automated. minutes at which the WorkServer should check for the
Codechg.csv file in RightFax\Worksrv.
To create the ASCII billing code file
If the file exists, the WorkServer imports the specified additions,
Use a temporary name (such as Codechg.$$$) to build the file. After
changes, and deletions. After processing the file, the
all lines have been written, close the file, and only then re-name it to
WorkServer erases Codechg.csv so that it is not picked up
Codechg.csv. If the file is named Codechg.csv while you are still
again at the next check.
working on it, the WorkServer may attempt to open and process it
before it has been built. The WorkServer also produces a log file, Codechg.log, that
shows what codes were imported from the most recent
Codechg.csv. The log file is overwritten each time an import is
1. The ASCII file containing the billing codes must be located in
executed, so it does not grow indefinitely.
the RightFax\Worksrv folder and named Codechg.csv.
2. For each record that needs to be added, changed, or deleted, You can automate this process by creating a batch file.
the file must include a line of text in the following format:
Example In code below, GETCODES is a program supplied by the
Operation,BillInfo1,BillInfo2,Description user that creates an ASCII file of billing code changes in the required
Note that: format.
l Operation is a letter indicating to add (A), change (C), or j:
delete (D) the record. cd \rfax\worksrv
l BillInfo1,BillInfo2 are billing codes 1 and 2. They may not getcodes codechg.$$$
contain spaces.
ren codechg.$$$ codechg.csv
l Description is the billing code description. Do not include
for delete operations as it is ignored. Requiring billing codes
Example After you create a list of billing codes, you can require all users to enter
one or both billing codes with each fax sent.
A,Smith,9054,Harry Smith Inc.
C,Jones,5687,Bob Jones Corp. You can also use billing codes to track information about your
D,Smith,2390 received faxes. Assign billing codes when you require billing codes on
received faxes.
To set RightFax to import the ASCII billing code file
To require billing codes before a fax can be sent
1. Run the WorkServer configuration program and select the
1. On the Utility menu, click Customize Cover Sheet Fields and
WorkServer where you saved the Codechg.csv file.
click the Sending Required Fields tab.

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2. Click the Sending Required Fields tab. Select either or both 2. On the Billing Codes tab, select the Verify Billing Codes for
of the First Billing Info or Second Billing Info check boxes. Sent and Received Faxes check box.
Fields that you have marked as required will appear bold in the
Fax Information dialog box. Making ODBC billing codes available in
To require billing codes on received faxes FaxUtil
1. In EFM, on the Utility menu, click Customize Cover Sheet You can make billing codes from an external ODBC source available
Fields. to your users so they can use them in their outbound faxes.

2. Click the Receive Required Fields tab. Select either or both Each client workstation must be configured individually. After you
the First Billing Info or Second Billing Info fields. configure the ODBC information on a user’s workstation that has
FaxUtil installed, that user can look up ODBC billing codes when
Users can manually assign billing codes to their received faxes sending faxes from FaxUtil.
by double-clicking the fax in FaxUtil to open the RightFax
viewer and selecting Assign From Information in the Fax To access the ODBC billing codes
menu. A dialog box appears with fields for entering the 1. In the Windows task bar, right-click the RightFax tray icon, and
necessary billing code information. click ODBC Configuration. The Configure ODBC Tables
window opens.
Configuring RightFax to validate billing
codes
You can configure the RightFax server to validate billing codes against
the billing code list in the RightFax server. If a supplied billing code
does not match a billing code in your list, it is rejected and the fax is not
sent.
To validate billing codes against an external application, you must
create a custom utility using the RightFax API. For more information,
see https://mysupport.opentext.com or contact OpenText for
implementation services.
To configure RightFax to validate billing codes 2. Under ODBC Billing Tables, click Add. The Configure
1. In Enterprise Fax Manager, on the Utility menu, click
Customize Cover Sheet Fields.

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ODBC Billing Table window opens. Records to Load at once

Select a number to limits the number of records listed at one time
during billing code lookup.
SQL Cursor Type
Select an SQL cursor type. In most cases, this option should be set to
Dynamic.

3. Fill in the information according to your ODBC database

specifications.

Billing Table Name

Enter a descriptive name for this billing codes table.
ODBC Source
Enter the name of your ODBC billing codes data source.
ODBC Field Names
Relates the fields of the ODBC database to the standard RightFax
billing code fields. This is done with simple SQL query statements.
ODBC User ID and Password
Enter the ID and password to access the ODBC database. If the ID
and password match those used to log into RightFax, you can select
those check boxes instead.

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Chapter 17: Creating fax cover sheet templates

Fax cover sheet templates determine the information included on the In general, PostScript and PCL cover sheet templates convert to fax
cover sheet for each outgoing fax. They usually include information format more quickly than HTML and Microsoft Word cover sheet
about your organization—such as logo, address, and phone templates.
number—and codes that represent specific sender and destination
After you create the cover sheets you need, import the files into
information.
RightFax. See Managing cover sheet template files on page 161.
The information on a RightFax cover sheet must fit on one page. Any
To open the list of cover sheets
cover sheet information appearing on subsequent pages will be
ignored. l In EFM, in the left pane, expand the server, and then click Cover
Sheets. The list of currently available cover sheets appears in the
The RightFax server includes cover sheet template files that you can
right pane. The default cover sheet is indicated by a green check
modify or use as examples when creating your own templates. The
mark.
template files are located in RightFax\FCS\Imported.
You can create multiple cover sheet templates, such as a cover sheet
for each department or separate cover sheets for different types of fax
Creating an HTML cover sheet template
documents. Use an HTML editor or a text editor to create HTML and HTM cover
sheet templates. The templates can include any text and graphic
You can create the following types of cover sheet templates:
supported by these file types.
l HTML. See Creating an HTML cover sheet template below.
When creating an HTML cover sheet template, follow these
l Microsoft Word. See Creating a Microsoft Word cover sheet guidelines:
template on the next page.
l Use absolute paths to reference other files, such as graphics.
l PostScript. See Creating a PostScript cover sheet template on the
l Use cover sheet codes to specify information such as sender and
next page.
destination data. For instructions, see Inserting cover sheet codes
l Printer control language (PCL). See Creating a PCL cover sheet on page 158 for a list of valid codes, see Cover sheet codes on
template on the next page.

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page 158. To create a PostScript cover sheet template

l Save the file with a file name extension of .htm or .html. 1. On the RightFax server in Windows Control Panel, add a local
printer and choose the RightFax printer driver. See your
Creating a Microsoft Word cover sheet Microsoft documentation for instructions.
2. Print the .docx file to the RightFax printer.
template
3. Save the file with the file name extension .ps.
When creating a Microsoft Word cover sheet template, follow these
guidelines:
l Word cover sheets support all language character sets supported Creating a PCL cover sheet template
by Word and Windows, including Hebrew. To show special To create a printer control language (PCL) cover sheet template, use
characters, such as French accents, verify that ANSI mode is an application that can print to PCL5 . First create a source file (such
enabled on the code page of the server. See Character Set Mode as a .doc or .txt file), and then output this file to PCL. Store both the
on page 39. Word cover sheet codes can also use any TrueType source file and the PCL output on the RightFax server. This is
font. recommended so that you can modify the template at a later time. The
l Use cover sheet codes to specify information such as sender and PCL file cannot be edited.
destination data. For instructions, see Inserting cover sheet codes When creating a PCL 5-compatible cover sheet template, follow these
on the next page. For a list of valid codes, see Cover sheet codes guidelines:
on the next page. l For .doc source files, PCL cover sheets only can be created for
l Save the file with a .docx extension. Microsoft Word 2010 and previous versions. For later versions of
Microsoft Word, convert the file to PostScript. See Creating a
PostScript cover sheet template above.
Creating a PostScript cover sheet template
l Use cover sheet codes to specify information such as sender and
To create a PostScript cover sheet template, start with a Microsoft
destination data. For instructions, see Inserting cover sheet codes
Word 2016 or later source file.
on the next page for a list of valid codes, see Cover sheet codes on
In the Word file, you can use cover sheet codes to specify information the next page.
such as sender and destination data. For instructions, see Inserting
l To save the source file as a PCL file, print the document to a file,
cover sheet codes on the next page for a list of valid codes, see Cover
and select a printer driver that supports PCL 5 or later.
sheet codes on the next page.
l Save the file with the file name extension .pcl.
RightFax is shipped with a sample PostScript cover sheet template,
located in the folder RightFax\FCS.
RightFax is shipped with sample PCL cover sheet files, located in the
folder RightFax\FCS\PCL_Source.

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2. In the Field codes box, type “coversheetcode” so that the

Inserting cover sheet codes text in the box appears as DOCVARIABLE “coversheetcode”.
When the RightFax server generates a cover sheet for an outgoing
fax, it replaces the cover sheet codes in the template with the data Note Do not use double-byte characters into the
they represent. For a list of codes, see Cover sheet codes below. DocVariable field. While double-byte characters added to the
text of a Microsoft Word cover sheet convert correctly,
To insert a code in an htm and html cover sheet template double-byte characters inserted into DocVariable fields do
l In the desired location of the html cover sheet, type not.
{coversheetcode}.
Example For the recipient’s company name, you would insert
Example For the recipient’s company name, you would type DOCVARIABLE ”FROMPHONENUM”.
{FROMPHONENUM}.
3. Click OK. To view the added code, right-click in the location of
To insert a code in a PCL cover sheet template the inserted DocVariable, and then click Toggle Field Codes.
The inserted variable becomes visible.
l In the desired location of the PCL cover sheet, in the source file,
type <coversheetcode> and apply a native printer font to both the 4. Apply a TrueType or native printer font to
angle brackets and the code. {DOCVARIABLE “coversheetcode”\*MERGEFORMAT}

Note The remaining text can use any font. When the cover Cover sheet codes
sheet template is printed to PCL format, only text formatted with
native printer fonts is stored in text format. All other font types are Not all cover sheet codes are supported in all formats. Refer to the
converted to graphic images. Any cover sheet code not following table for a list of available cover sheet codes.
formatted in a native font will appear on the cover sheet instead
Cover sheet code Maximum Description
of being replaced by its associated data.
characters
Example For the recipient’s company name, you would type and BILLINFO1 15 Billing code 1 (if any).
apply a native printer font to <FROMPHONENUM>.
BILLINFO2 15 Billing code 2 (if any).
To insert a code in a Microsoft Word cover sheet template CALL_BACK 31 The callback information (if any).

1. In the desired location of the Word cover sheet, insert the CALLBACK2 Note Not for Microsoft Word cover
Document Automation field DocVariable, and then click Field sheets.
Codes.

Note If you place a cover sheet code in a Word text box,

make sure the box is large enough to fit all of the text that
replaces the codes.

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Cover sheet code Maximum Description Cover sheet code Maximum Description
characters characters
CCTEXT 69 All the listed recipients of a fax (including CC FAXSENDDATE Variable The date that the fax was sent.
and BCC recipients) in this format:
Note Not for HTML or PCL cover sheets.
Name,FaxNum;Name,Faxnum;...
FROMCOMPANY 59 The sender’s company name.
You can include up to 21 {CCTEXT} codes
on a cover sheet, each code representing FROMCITYSTATE 59 The sender’s city and state.
one line of recipients up to 69 characters FROM_NAME 59 The sender’s name.
long. Include one {CCTEXT} code on each
line that contains recipients. The cover Note Not for Microsoft Word cover
sheet only lists the number of recipients for sheets.
which space is provided.
FROMNAME 59 The sender’s name.
DATEONLY Variable The date that the fax cover sheet was
FROM_PHONENUM 31 The sender’s phone number,
generated. The date format is determined
by the default date format on the RightFax Note Not for Microsoft Word cover
server. sheets.
Note Not for Microsoft Word cover FROMPHONENUM 31 The sender’s phone number, available for
sheets. all three types of cover sheets.
EMAIL_ADDRESS Variable The sender’s email address from the FROMPHONE 31 The sender’s phone number,
RightFax user properties (See Editing a
user profile on page 108). Note Not for HTML or PCL cover sheets.

GENERALFAXNUM 31 The company fax number for the sender’s

Note Not for Microsoft Word cover
organization.
sheets.

EMAILADDRESS Variable The sender’s email address from the

RightFax user properties. (See Editing a
user profile on page 108.)
FAXDATE Variable The date that the fax is created.

Note Not for HTML or PCL cover sheets.

FAXDIDNUM 31 The sender’s fax number.

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Cover sheet code Maximum Description Cover sheet code Maximum Description
characters characters
NOTETEXT 69 The notes added to the fax when it was TIMEONLY Variable The time that the fax cover sheet was
addressed. You can include up to 21 generated. The time format is determined by
<NOTETEXT> codes on a cover sheet, the default time format on the RightFax
each code representing one line of notes up server.
to 69 characters long. Include one
<NOTETEXT> code on each line that you Note Not for Microsoft Word cover
want notes to be listed on. The cover sheet sheets.
only includes as much note text as there is TO_CITYSTATE 59 The recipient’s city and state,
space allotted for. If the notes for a fax are
shorter than the space provided by Note Not for Microsoft Word cover
<NOTETEXT> codes, the remaining lines sheets.
will be filled with blanks.
TOCITYSTATE 59 The recipient’s city and state.
NUMPAGES Variable The number of pages in the fax body, not
including the cover sheet. To include the TO_COMPANY 59 The recipient’s organization name.
cover sheet in the page count, use the
Note Not for Microsoft Word cover
<NUMPAGESC> code.
sheets.
NUMPAGESC Variable The number of pages in the fax including the
cover sheet. To exclude the cover sheet in TOCOMPANY 59 The recipient’s organization name.
the page count, use the <NUMPAGES> TO_CONTACTNUM 31 The recipient’s phone number.
code.
Note Not for Microsoft Word cover
OPERATORNUM 31 The general phone number for the sender’s
sheets.
organization.
ROUTEINFO Variable The routing information entered in the user TOCONTACTNUM 31 The recipient’s phone number.
profile of the user creating the fax. (See The TO_FAXNUM 31 The recipient’s fax number.
Routing tab on page 114).
Note Not for Microsoft Word cover
sheets.

TOFAXNUM 31 The recipient’s fax number.

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Cover sheet code Maximum Description Managing cover sheet template files
characters
The list of cover sheets includes all cover sheet templates currently
TO_NAME 59 The recipient’s name. available in RightFax. You can import additional cover sheet files, edit
information about existing files, and delete files no longer needed.
Note Not for Microsoft Word cover
sheets. Note RightFax only imports the first 21 characters of cover sheet
file names from the \FCS folder. File names of imported cover
TONAME 59 The recipient’s name.
sheets must be unique within the first 21 characters.
UNIQUEID 16 The unique ID assigned to the outgoing fax.
To add a cover sheet to the list
USERID 59 The RightFax User ID.
1. On the Edit menu, click New.
Note Not for HTML or PCL cover sheets.
2. Enter the following information:
USERNAME 59 The RightFax User Name, l ID. The text string that will appear when a user selects a
cover sheet.
Note Not for HTML or PCL cover sheets.
l Description. The text string that will appear in the cover
WHEN_FAXED Variable The date and time the document was sheet list.
generated by the fax server. The time the
fax was processed by the fax server can
l File Name. The name of the file that will be copied to the
differ largely from the time it is actually sent SQL database. Click Import, and browse to the location of
as recorded on the TTI line, especially if you the cover sheet file. Select the file and click Open.
are using the RightFax Delay Send feature. 3. Click OK. The cover sheet is copied to RightFax and appears in
Note Not for HTML or Microsoft Word the list of cover sheets.
cover sheets.
To delete a cover sheet from the list
WHENFAXED Variable The date and time the document was l Select the cover sheet or sheets in the list, right-click the selection,
generated by the fax server. The time the click Delete, and then click Yes to confirm the deletion.
fax was processed by the fax server can be
very different from the time it is actually sent To edit a cover sheet ID, description, or file name
as recorded on the TTI line, especially if you
are using the RightFax Delay Send feature. 1. Right-click the cover sheet, and then click Edit.
2. You can change any of the following information:

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l ID. The text string that appears when a user is selecting a To set the user permission Can Change Cover Sheets
cover sheet.
l See Cover Sheet Defaults on page 117. Select the check box for
l Description.The text string that appears in the cover sheet the permission Can Change Cover Sheets.
list.
l File Name. The name of the cover sheet file. To choose a Setting default cover sheets
new file for the ID, click Import, and browse to the location
of the new file. Select the file, and then click Open. When a user sends a fax, RightFax creates the cover sheet using the
default template. You can define the following defaults settings:
3. To preview a Word or html file, click View. Word files open in l A default cover sheet for each user. The indicated file is used if the
Microsoft Word in read-only mode, and html files open in your
user does not select a cover sheet when sending a fax.
browser. You cannot preview PCL files.
l A default cover sheet for a group of users. The indicated file is
4. Click OK.
used if the user does not select a cover sheet and does not have a
default user cover sheet.
Copying cover sheets from one server to another l A default cover sheet for the entire system. The indicated file is
To copy one or more cover sheets from one RightFax server used when the user does not select a cover sheet and has neither
to another a default user or group cover sheet defined. The cover sheet
l Select the cover sheets you want to copy, and drag the selection to template selected as the system default appears with a green
another server. check mark in the list of cover sheets.

Note If you copy cover sheets from a new RightFax server To assign a default cover sheet to a RightFax user
version to an older one, any configuration data not supported by
l See Cover Sheet Defaults on page 117.
the older version will be lost.

To assign a default cover sheet to a group of RightFax users

Granting user permission to select a cover l See The Access Control tab on page 133.
sheet
To change the system default cover sheet
If your organization has several fax cover sheets for different types of
faxes, users with the appropriate permission can select which cover l Right-click the cover sheet in the list, and on the shortcut menu,
sheet to use for any fax they send. click Set as System Default.

Users can also include the <FCSFILE> code in documents to specify

a cover sheet file for that document. See RightFax embedded codes Setting required cover sheet information
on page 321. As the administrator, you can specify the cover sheet information that
users must enter when sending or after receiving a fax.

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Chapter 17: Creating fax cover sheet templates

To require cover sheet information

1. In EFM, on the Utility menu, click Customize Cover Sheet
Fields.

2. On the Sending Required Fields tab, select the check boxes

next to the fields required for sending faxes. The To Fax
Number option is always required. If a user sends a fax without
filling in all required fields, the fax remains in the user’s mailbox
with the status Information Incomplete.
3. On the Receive Required Fields tab, select the check boxes
next to the fields required for received faxes. If a fax arrives that
does not include all required fields, the recipient will not be able
to delete the fax until the required fields have been completed.

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Chapter 18: Creating library documents

Chapter 18: Creating library documents

You can store frequently faxed documents (such as company To create a new library document in FaxUtil
literature, credit applications, or employment forms) in a fax document
1. Create the document in a word processor or other application
library for easy retrieval. Library documents are stored in a format that
from which you can print to the RightFax fax printer.
does not require document conversion before transmission.
2. Send the fax image to your fax mailbox.
Your server configuration determines whether library documents are
stored in the default RightFax\Image folder on the RightFax server or 3. Open the received fax in FaxUtil, and on the Fax menu, click
in a SQL database, and whether they are encrypted. Store in Library.

Library documents can be added as attachments when sending a fax 4. Specify a Document ID and Description for the new library
or specified in the embedded codes <LIBDOC> or <LIBDOC2> to be document. For information about these and the remaining
sent in addition or instead of other documents. See RightFax options, see Editing library document properties on the next
embedded codes on page 321. page.

To create, edit, or manage library documents, your user profile must 5. Click OK.
include the Can Edit/Add Library Docs permission. If you entered an existing document ID, confirm that you want
to overwrite the existing document.
Creating a new library document
The new document will be available in the Library Documents
You create a library document by sending a fax to your mailbox and list for all users except those in groups that do not have access
then saving it in the document library. to all library documents. For information about editing this
The new document will be available in the Library Documents list for group property, see The Access Control tab on page 133.
all users except those in groups that do not have access to all library
documents. For information about editing this group property, see The To automate the creation of new library documents
Access Control tab on page 133. l Use the NEWLIB and NEWLIB2 embedded codes. For information
about using these and other embedded codes, see RightFax
embedded codes on page 321.

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Chapter 18: Creating library documents

Editing library document properties Image File Name

The name of the library document file. This is generated automatically
To edit the properties of an existing library document when the library document is created and doesn't change.
1. In EFM, in the left pane, expand the server, and then click Pages
Library Documents.
Enter the number of pages in the document.
2. Select the document in the list, and on the Edit menu, click
Accessible via LAN
Edit.
Select to make the library document available on the local area
network for faxing from client workstations.
Accessible via Web
Select to make the library document available to users via RightFax
web client applications.
Accessible via FOD
Select to make the library document available to users via touch tone
phone using Fax on Demand.
Request Password
Enter the numeric password that is required by Fax on Demand when
users request this document.
Include in Catalog
Select to include this document in the Fax on Demand catalog of
available faxes.
Activation Date
Document ID The library document becomes available immediately unless you
Enter a unique code that identifies the library document. select this check box to set a later activation date. After selecting the
check box, enter the date when the library document will become
To make the library document available via the Web or Fax-on- available for use.
Demand, assign a numeric document ID. See RightFax Docs-on-
Demand Module Administrator Guide. Expiration Date
The library does not have an expiration date unless you select this
Description check box to set an expiration date. After selecting the check box,
Enter a descriptive name for the library document. enter the date when the library document will become unavailable.

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Chapter 18: Creating library documents

Deleting or copying library documents

To delete a library document
1. Select the document or documents in the list.
2. On the Edit menu, click Delete, and then confirm the deletion.

To copy one or more library documents from one RightFax

server to another
l Select the library documents, and then drag the selection to
another server.

Note If you copy library documents from a new RightFax server

version to an older one, any configuration data not supported by
the older version will be lost.

Resetting the usage statistics counter

Enterprise Fax Manager keeps a record of each time a library
document is sent via Fax-on-Demand, the Web, or local area network,
and shows the totals in the right pane of the Enterprise Fax Manager
window.
To reset the usage counts of a library document to zero
1. Select the library document.
2. On the Edit menu, click Reset Usage Counts.

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Chapter 19: Adding messaging services for notification messages

Chapter 19: Adding messaging services for notification messages

The RightFax server can send emails or SMS messages to RightFax To delete messaging services
users and administrators to alert or notify them of specific RightFax l To delete a messaging service, select the service to delete and
events. To send these alerts and notifications from RightFax, you
click Delete or select Delete from the Edit menu.
must configure the services and providers in RightFax.
To copy one or more messaging services from one RightFax
Adding messaging services server to another
To add a messaging service to RightFax l Select the services, and then drag the selection to another server.
1. In EFM, in the left pane, expand the server, and then click
Messaging Services. Note If you copy messaging services from a new RightFax
server version to an older one, any configuration data not
2. On the Edit menu, select New. The Edit Messaging Service supported by the older version will be lost.
Definition window opens. See Editing messaging service
properties below.
Editing messaging service properties
After adding the necessary messaging services, you can configure the
notifications and alerts: Each type of service you add requires different configuration settings.

l To configure fax status notifications and their mode of delivery for To edit the properties of an existing service
individual users, see The Notification tab on page 119. You can l Select the service, and on the Edit menu, click Edit.
also configure a default notification method per group of users.
See The Basic Information tab on page 131.
l To configure administrative alerts for individual administrative
users, see The Administrative Alerts tab on page 123).
l To use the RightFax Alerting and Monitoring service to create and
customize a list of server statistics to monitor and alert on, see
Using the Alerting and Monitoring service on page 170.

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Configuring SMTP services Configuring RightFax SMS Service

To configure RightFax SMS Service for notifications, you need to have
on hand the user name and password that were set up when you
purchased RightFax SMS Service.

Service ID
Enter a descriptive ID for the service provider or type of service.
The service ID of an existing service cannot be changed. If you enter a
new service ID for an existing service, RightFax creates a copy of the Service ID
service with the new name. Enter a descriptive ID for the service provider or type of service.
Service Type The service ID of an existing service cannot be changed. When you
Select SMTP. type a new service ID for an existing service, RightFax creates a copy
of the service with the new name.
SMTP Connection
Select the SMTP connection through which emails will be sent. If the Service Type
SMTP connection is not listed, click New, and see Configuring an Select SMS.
SMTP connection for basic authentication on page 269. RightFax SMS Service Data Centers
SMTP Sender Address Select the location of the RightFax SMS Service data center for your
Some SMTP message servers require the sender’s SMTP address to service. In addition to the listed data centers, you can use a specific
process transactions. If required, enter the SMTP email address from URI. Click Custom, and then enter the URI in the Service URI box.
which the message will be sent.

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Changing the data center setting requires changes to your RightFax To ensure that logging occurs using the special event
SMS Service account. To change to a different data center option, identifier
contact OpenText customer support. l For each alert type, set up at least one user to receive it.
Caution If you don't inform OpenText customer support before
selecting a different data center, RightFax SMS Service will not If no users are set up to receive alerts, none are logged in the Event
function as expected. Log using the special event identifier.
To filter on these events
Proxy Settings
To use a proxy server, select the Use Proxy Server check box, and
l Enter the following:
then enter the following information: source = “RightFax Server Module” and Category =
“Administrative Alert”
1. In the Proxy Server box, enter the path to the proxy server.
2. In the Port box, enter the port number used by the proxy
server.
3. By default, the Ignore Certificate Errors is not selected. Only
select this option if you are certain your connection is secure.

Caution Selecting the Ignore Certificate Errors check box

can lead to security breaches.

4. If the proxy server requires authentication, select the Proxy

Server Requires Authentication check box, and enter the
account and password.

RightFax SMS Service Credentials

Enter the user name and password for RightFax SMS Service.
To test the connection, click Test Connection after entering the user
name and password.

Logging administrative alerts

Administrative alerts are logged in the Windows Event Log with a
special event identifier. Using this identifier, Windows monitoring
systems can identify when an alert has occurred without monitoring
the contents of the event entry.

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Chapter 20: Using the Alerting and Monitoring service

Chapter 20: Using the Alerting and Monitoring service

With the RightFax Alerting and Monitoring service, you can select
statistics to monitor and, as needed, define alerts that the system will
Disabling and enabling error detection for
send when certain conditions are met. alerts
To use the RightFax Alerting and Monitoring service, you must install In the event that the condition of a metric being monitored cannot be
and configure the service, and then define the statistics to monitor and determined due to an error, alerts can be configured to perform their
the alert thresholds. To install the service, refer to the RightFax associated action. One example of this type of error is if
Administrator Guide. communication to the RightFax server cannot be established.
Disabling this option can be useful during troubleshooting or
To open the list of monitored statistics
maintenance on the RightFax server to avoid unnecessary alerts.
l In EFM, in the left pane, expand the server, and then click Alerts
Also see Defining properties on the Actions tab on page 174.
& Monitors. The list of monitored statistics appears in the right
pane. The following icons are used: To disable or enable errors for one or more alerts
1. In EFM, in the left pane, expand the server, and then click
An error occurred when retrieving the value of the statistic. Alerts and Monitors. The list of alerts appears in the right
pane.
The statistic is being monitored, but an alert is not defined.
2. Select one or more alerts.

The statistic has an associated alert condition, but the 3. Right-click, and on the shortcut menu, click Disable Alert on
condition has not been met. Error or Enable Alert on Error.

The statistic has an associated alert condition, and the Installing the Alerting and Monitoring
condition has been met.
service
The Alerting and Monitoring service is not part of the standard
RightFax installation.

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To install the Alerting and Monitoring service 2. In the list of services in the right pane, double-click RightFax
Alert Module. The Alerting & Monitoring Configuration
l Select the Alerting module check box either after selecting a
dialog box opens.
Custom install during first installation of RightFax or while
changing the RightFax product suite installation via the Windows
Control Panel once RightFax has been installed. For installation Configuring the General tab
instructions, see the RightFax Installation Guide.

Installing the Alerting and Monitoring service on a

remote computer
Because the RightFax Alerting and Monitoring service provides
information about and sends alerts relating to the RightFax server, you
may choose to run the Alerting and Monitoring service on a computer
other than the RightFax server.
When the Alerting and Monitoring service is installed on a remote
computer, it continues to operate and send alerts even if the RightFax
server shuts down or experiences other problems.
When the Alerting and Monitoring service is installed on a remote
computer, all of the configuration for the service and the individual
alerts is managed on the RightFax server that the service is
monitoring. No additional configuration on the remote computer is
required.

Configuring the Alerting and Monitoring

service
Your user account permissions determine if you can configure Event log level
RightFax services. See Editing a user profile on page 108. Specify the level of information logged in the Application Event Log
under the service name “RightFax Alerting Module.” You can select:
To configure the Alerting and Monitoring service
l None No information.
1. In EFM, in the left pane, expand the server, and then click
Services. l Terse Critical errors only.
l Normal Errors and major events only.

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l Verbose All significant events. Use temporarily to track and monitored statistics are reached. You can specify how the Alerting and
resolve problems. Monitoring service will start these programs.
Caution Leaving the verbose log level for long periods of time
can fill up the Event Log and may prevent new events from being
logged.

Refresh delay
Specify the frequency in minutes that the Alerting and Monitoring
service will poll the RightFax server for statistics.
Repeat delay
Specify the frequency in minutes that alerts will be sent when statistic
thresholds are met.
Service to monitor
In the Server to monitor box, enter the server name.
Protocol
In the Protocol list, select TCP/IP or Secure TCP/IP.
Select service account
By default, the RightFax Alerting and Monitoring service logs on to the
network using the local system account. Use this option to log on
using a different Windows user account.
Log on as
If you want the Alerting service to authenticate to the RightFax server Programs started by the Alerting and Monitoring service require a
using Windows authentication, you must select a Windows user Windows user account to access the network. Select one of the
account that has a corresponding RightFax user with Windows following options:
authentication enabled.
l Same credentials as alerting service account. Programs
When you select this option, the Select service account window started by the Alerting and Monitoring service will use the same
opens. See Selecting a service account on page 58. user account information as the Alerting service.

Configuring the Launch Program tab l This account. Specify a Windows user account other than that
used by the Alerting and Monitoring service. If you select this
Using the RightFax Alerting and Monitoring service you can run a option, you must also enter the password for the specified user
program, such as a batch file or other process, when thresholds for account in the NT password box.

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Chapter 20: Using the Alerting and Monitoring service

Specifies whether the started program will be accessible from the

Windows desktop and usable by whomever is logged on when the
Adding, modifying, or deleting monitored
service is started. statistics and alerts
Configuring the SMTP tab To add a statistic and an alert, if available
1. On the Edit menu, click New. The Alert Properties dialog box
Using the RightFax Alerting and Monitoring service, RightFax can
opens.
send alerts as email messages via SMTP when thresholds for
monitored statistics are reached. 2. Fill in the information on the Monitor tab. To generate an alert,
complete the Actions and Message tabs. See Editing Alert
Properties below.

To delete a monitor or an alert

l Select the item in the list. Right-click the item, and then click
Delete.

To copy monitors or alerts from one RightFax server to

another
l Select the items, and then drag the selection to another server.

Note If you copy items from a new RightFax server version to an

older one, any configuration data not supported by the older
version will be lost.

Editing Alert Properties

For a complete list of statistics that you can monitor, see Alerting and
Monitoring statistics on page 339.
To edit the properties of an existing alert
Connection
Select the SMTP connection through which emails will be sent. If the l In the list, select the alert, and on the Edit menu, click Edit.
SMTP connection is not listed, click New, and see Configuring an
SMTP connection for basic authentication on page 269.

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Chapter 20: Using the Alerting and Monitoring service

l Workserver. Statistics related to WorkServers and the processes

they control.
l Gateway. Statistics related to email gateways.
l Local BoardServer (Legacy). Statistics related to the
BoardServer service on the RightFax server.
l All BoardServers (Legacy). Statistics related to the local
BoardServer and any remote BoardServer services.
l RPC Server. Statistics related to the RPC server which
coordinates communication between the RightFax server and
other resources on the network.
l Local Document Transport Server. Statistics related to the
DocTransport service on the RightFax server.
Defining properties on the Monitor tab l Conversion Engine. Statistics related to document conversion.

Name l Queue Handler. Statistics related to the RightFax Queue Handler.

Enter a name for the statistic or alert. The name will appear in the ID
column of the list of alerts and monitors. Statistic to monitor
Select the statistic. If additional options become available, fill in the
Description
additional information to uniquely identify the statistic to monitor. For a
Enter a description for the statistic or alert. The description will appear description of each statistic, see Alerting and Monitoring statistics on
in the Description column of the list of alerts and monitors. page 339.
Shared
If selected, this statistic or alert can be viewed by other administrators
Defining properties on the Actions tab
(including read-only and user management administrators) and edited On the Actions tab, you can define the conditions and thresholds for
and deleted by full administrators. generating an alert, as well as the alert action to take when the
condition is met.
Category
Select the type of statistic:
l Fax Server. Statistics related to activity and events on the
RightFax server.
l Database. Statistics related to the RightFax database.

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Actions
Use the Actions options to create, edit, and delete alert actions that
will be taken when the statistic threshold is met. You can configure
multiple actions for each alert.
To create a new alert action
1. Under Actions, click the Create a new action button. The Edit
Action window opens.

Condition
Select the operator by which the threshold value will be evaluated.
Threshold 2. On the Action tab, in the Name box, type a name for the alert.
Specify a threshold value. An alert will be generated only if the
3. In the Action box, select the type of alert to send. Alerts can be
condition you select meets this threshold value.
sent using the following methods:
Alert on error l Performance Counter. Measurement of system state or
In the event that the condition of a metric being monitored cannot be activity to be used by Windows Performance Monitor or
determined due to an error, alerts can be configured to perform their other data center management systems.
associated action. One example of this type of error is if
l Program. When thresholds for monitored statistics are
communication to the RightFax server cannot be established.
reached the specified program (such as a batch file or other
Disabling this option can be useful during troubleshooting or
process) will be started.
maintenance on the RightFax server to avoid unnecessary alerts.
l SMS. A message will be sent to an SMS-capable device
Clear this check box to prevent errors from being generated when
such as a cell phone or PDA.
alerting cannot determine the condition of the metric being monitored.
l SMTP. An email message will be sent to a specified user via
Also see Disabling and enabling error detection for alerts on page 170.
an SMTP server.

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Note The Network Broadcast Action is no longer functional Defining properties on the Message tab
in any of the currently supported Windows operating systems.
On the Message tab, you define the message text that will be sent as
4. Complete any additional options that appear for the selected an alert when the condition defined on the Actions tab has been met.
alert type.
5. To limit when the alert occurs, click the Time of Use tab.

Message
6. To have the alert occur only on specific days, under Days of
Enter the message text of the alert. You can use any combination of
the week to use this alert, select the check box for each day
text and macros from the Macros list. An example of the alert
of the week when the alert should occur.
message appears in the box below this option.
7. To have the alert occur only at specific times, select the Limit
Macros
use to the specified time check box, and then select a start
and end time. The list of macros that can be included in your message text.
To add a macro to the message
Note The Start and End times cannot span days. To create
an overnight alert, create one alert that ends at 11:59 PM and l Place the cursor in the Message box where you want the macro
another one that begins at 12:00 AM. text to appear, and then double-click the macro in the Macros list.

8. Click OK. The new alert will appear in the list of alerts on the
Actions tab of the Alert Properties window.
9. To enable the alert, select the check box next to its name.

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Chapter 21: Using SNMP Alerting

Chapter 21: Using SNMP Alerting

The RightFax SNMP Alerting feature collects status data from the 4. Use the Add Roles and Features Wizard to add theSNMP
RightFax server and returns it to a monitoring application for Service feature.
processing and reporting. SNMP Alerting also actively sends status
5. After the SNMP service is installed, close the Network dialog
messages and alerts to your network monitor application for real-time
box.
monitoring of RightFax processes.
RightFax alerts are categorized by severity: Critical, Error, Warning,
and Informational. They can be enabled or disabled according to their
Configuring the SNMP Service on the
severity. The RightFax SNMP Alerting feature also allows RightFax RightFax server
services to be stopped and restarted directly from your network
To configure the SNMP service properties
monitor application.
1. On the RightFax server, on the Start menu, click Windows
To use SNMP Alerting, the Microsoft SNMP service must be installed Administrative Tools, and then click Services.
on both the RightFax server and on the network server that monitors
messages. 2. Double-click SNMP Service in the list of network services, and
then click the Traps tab.
To install the Microsoft SNMP Service
3. In the Community Name box, add the community name
Follow these steps if the SNMP service has not already been installed Public.
on the RightFax server.
4. In the Trap Destinations box, enter the IP address of each
1. On the RightFax server, on the Start menu, under Windows machine on your network where you want to send RightFax
Administrative Tools, click Services. SNMP alerts (each machine used for network monitoring), and
2. Verify that SNMP Service does not yet appear in the Services then click Add.
list. RightFax alerts can be sent to an unlimited number of network
3. On the Start menu, under Windows Administrative Tools, monitoring stations on your network.
click Server Manager. 5. Click OK.

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The following table defines each RightFax alert and the default
Configuring the Network Monitor RightFax severity.
application Your network monitor software can be configured to use different
Before it can receive SNMP alerts from the RightFax servers, your terminology. In RightFax terms, Critical is severity level one, Error is
organization’s network monitor application must be configured to severity level two, and Warning is severity level three.
recognize the RightFax SNMP Alerting Management Information
Base (MIB) variables and trap definitions. Alert message Default Definition
severity
In the network monitor, execute the appropriate command(s) to load
new SNMP MIB variables and trap definitions. “All BoardServers are down. Critical All DocTransports attached to this
Fax sending and receiving is not fax server have gone down.
The MIB variables for RightFax SNMP Alerting are located in a file currently operating.”
called Avtc.mib and the trap definitions are located in Rftrapd.conf.
Both of these files are installed by default to the RightFax server in the “One or more drives on the fax Warning One or more drives on the
RightFax\SNMP folder. server are approaching critically RightFax server have less than
low disk space (<150 MB).” 150 MB free. Note that the actual
RightFax includes a utility that automates this configuration for HP amount of disk space that triggers
OpenView Network Node Manager. this warning is configurable.
To automatically load the MIB variables and trap definitions in Network “One or more drives on the fax Critical One or more drives on the
Node Manager, run the file Rfhpov.bat from a command line on the server are critically low on disk RightFax server have less than 50
Network Node Manager machine. This file is installed by default to the space (<50 MB). Many fax Mb free. Note that the actual
RightFax server in the RightFax\SNMP folder. server functions have been amount of disk space that triggers
suspended.” this warning is configurable.
Receiving RightFax alerts in your network
“Possible phone line failure on Critical One or more fax channels have
monitor channel #, three consecutive gone down due to line failure.
RightFax SNMP Alerting actively pushes RightFax alerts to your no-dial tone errors within 45
SNMP-capable network monitoring application. This helps you verify minutes.”
that problems with the RightFax server are reported and addressed “RightFax Email Gateway Warning The RightFax server is unable to
promptly. module on FaxServerName: communicate with the Exchange
You can also use SNMP Alerting to query several variables on the The Exchange Connector has server.
RightFax server so you can view the status of the fax server in real- not responded in a timely
time. fashion. Inbound message
processing temporarily
The fax server can send up to nine alerts to your SNMP network disabled.“
monitor.

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the event log to fill up quickly, which may prevent new events from
Alert message Default Definition
being logged.
severity
“The fax server internal queue is Critical The RightFax internal event queue For information on configuring the event log level for each RightFax
more than 90% utilized.” is more than 90 percent utilized. service, refer to Using the Alerting and Monitoring service on
“The fax server process was not Critical A fax server was shut down page 170.
properly shutdown.” unexpectedly.
Enabling and disabling RightFax alerts
“The send queue depth on Critical There are more than 1,000 faxes
server ServerName is currently: or 10,000 fax pages in the fax The RightFax SNMP MIB contains the following editable (read/write)
#/# (faxes/pgs).” queue. variables that you can use to enable or disable the RightFax alerts
according to severity.
“Unable to communicate with Error One DocTransport is down, but at
BoardServer ServerName least one other DocTransport is l rfSvrEnableCriticalTraps
(error 2)” still running. l rfSvrEnableErrorTraps
l rfSvrEnableWarningTraps
Each alert severity indicates how vital the component is to the
operation of the RightFax server. Critical and Error alerts indicate a l rfSvrEnableInformationalTraps
loss of fax functionality. Warning and Informational alerts indicate a
loss of fax capacity. These severity levels may use different names in To edit the variables, expand the MIB tree to:
your network monitoring application, but the severity hierarchy is the .iso.org.dod.internet.private.enterprises.AVTC.Right-FAX.
same. rfFaxServer.rfServerTraps
Note RightFax does not send specific clearing alerts that indicate Each variable can be set to either “objectENABLE” or
when the cause of an alert has been resolved. “objectDISABLE.” Changes to the variables take effect immediately.
Please refer to your network monitoring application’s documentation
Alerts generated by RightFax SNMP Alerting are stored in your for information on editing variables in the MIB.
network monitor under the RightFax Server Alerts category. For
information about displaying and managing alarm messages, see the Querying RightFax status variables
documentation for your network monitoring application.
The RightFax SNMP MIB contains 12 objects, each made up of
Because SNMP alerts are generated from the Windows Event Log on several variables. These variables provide real-time status information
the RightFax server machine, the event log level of each individual on the RightFax server. To query the RightFax variables in your
RightFax service must be set to an appropriate level. network monitoring application, expand the MIB tree to:
l The Terse setting records critical errors only. .iso.org.dod.internet.private.enterprises.AVTC.
l The Verbose setting records all significant events and is most Right-FAX.
useful for tracking and resolving problems. This setting can cause rfFaxServer

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All addresses below this branch point to a RightFax SNMP object or The following tables list each of the RightFax SNMP variables and
variable. The following tree lists each object in the RightFax SNMP their definitions grouped according to the objects they are contained
MIB tree. Objects in bold contain variables. in. Variables in boldface are editable. For information about using your
rfFaxServer (.1.3.6.1.4.1.3529.2.1) network monitoring application to access the MIB tree and query
variables in the MIB, see the documentation for your particular
rfFaxServer_OV_v1Traps_ (.0) application.
rfServer (.1)
rfFaxServer_OV_v1traps_
rfServerModule (.2)
Variables in the rfFaxServer_OV_v1Traps_ MIB Object
rfBoardServerModule (.3)
Variable Type Definition
rfBoards (.4)
rfSvrCriticalTrap Notif. Text of critical alert reported by the RightFax
rfBoardInfoTable (.4.1)
server. This is a notification type variable and
rfBoardInfoEntry (.4.1.1) cannot be queried or edited.
rfChannelInfoTable (.4.2) rfSvrErrorTrap Notif. Text of error alert reported by the RightFax
rfChannelInfoEntry (.4.2.1) server. This is a notification type variable and
cannot be queried or edited.
rfDatabaseModule (.5)
rfSvrWarningTrap Notif. Text of warning alert reported by the RightFax
rfRPCServerModule (.6) server. This is a notification type variable and
rfQueueHandler (.7) cannot be queried or edited.

rfPagingServer (.8) rfSvrInformationalTrap Notif. Text of informational alert reported by the

RightFax server. This is a notification type
rfWorkServers (.9) variable and cannot be queried or edited.
rfWorkSvrModuleTable (.9.1)
rfWorkSvrModuleEntry (.9.1.1) rfServer
rfWorkSvrFunctionTable (.9.2) Variables in the rfServer MIB Object
rfWorkSvrFunctionEntry (.9.2.1) Variable Type Definition
rfEMailGateway (.10) rfSvrQueueUsage Integer Percentage of the fax server’s
rfGatewayModuleTable (.10.1) internal Event Queue currently in
use.
rfGatewayModuleEntry (.10.1.1)
rfServerTraps (.11)

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Variable Type Definition Variable Type Definition

rfSvrEventsProcessed Integer Total number of events processed rfSvrAllTimeCounterStart Integer Starting date from which the “All-
by the fax server since the Server Time” statistics are calculated.
module was started. rfSvrAllFaxesScheduled Integer Total number of faxes that need to
rfSvrBoardSvrAvailIndex Integer Availability of the server’s fax be sent in the global queue. This
boards). queue is used by all
rfSvrCurrentFaxesQueued Integer Current number of outgoing faxes DocTransports.
waiting to be sent. rfSvrAllTransmission Integer Total number of pending fax send
rfSvrCurrentPagesQueued Integer Current number of outgoing fax Statuses statuses in the queue used by the
pages waiting to be sent. fax servers to update status
information.
rfSvrDiskAvailForfaxImages Integer Percentage of disk space on the
fax server available for storing fax
rfServerModule
images.
Variables in the rfServerModule MIB Object
rfSvrDiskAvailForfaxDB Integer Percentage of space available for
storing fax database information. Variable Type Definition
rfSvrAllTimeFaxesSent Integer Total number of faxes sent from rfSvrModuleServiceName String RightFax Server module service
this server since the All-Time name.
Counter starting date
rfSvrModuleVersionNumber String RightFax Server module version
(rfSvrAllTimeCounterStart).
number.
rfSvrAllTimePagesSent Integer Total number of fax pages sent
rfSvrModuleServiceStatus Integer Current Server module service state.
from this server since the All-Time
Counter starting date rfSvrModuleTimeRunning String Length of time the Fax Server service
(rfSvrAllTimeCounterStart). has been running.
rfSvrAllTimeFaxesReceived Integer Total number of faxes received on
this server since the All-Time rfBoardServerModule
Counter starting date
Variables in the rfBoardServerModule MIB Object
(rfSvrAllTimeCounterStart).
rfSvrAllTimePagesReceived Integer Total number of fax pages Variable Type Definition
received on this server since the rfBoardSvrModuleServiceName String BoardServer service name.
All-Time Counter starting date
rfBoardSvrVersionNumber String BoardServer module version
(rfSvrAllTimeCounterStart).
number.

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Variable Type Definition Variable Type Definition

rfBoardSvrModuleStatus Integer Current BoardServer service rfChannelState String Channel state.
state. rfChannelRemoteID String Remote ID of machines sending
rfBoardSvrModuleTimeRunning String Length of time the BoardServer incoming faxes.
has been running. rfChannelRate String Current rate of transmission.
rfChannelCompression String Data compression method.
rfBoards.rfBoardInfoTable.rfBoardInfoEntry
rfChannelPagesInCall Integer Number of fax pages being transmitted
Variables in the rfBoards.rfBoardInfoTable.rfBoardInfoEntry MIB during this call.
Object
rfChannelMinutesRemain Integer Estimated number of minutes remaining
Variable Type Definition in the transmission.
rfBoardIndex Integer Fax board index.
rfBoardName String Each installed fax board type.
rfDatabaseModule
Variables in the rfDatabaseModule MIB Object
rfBoards.rfChannelInfoTable.rfChannel Variable Type Definition
InfoEntry rfDatabaseSvrModuleServiceName String Database module service
Variables in the rfBoards.rfChannelInfoTable.rfChannelInfoEntry MIB name.
Object rfDatabaseSvrVersionNumber String Database module version
number.
Variable Type Definition
rfDatabaseSvrModuleStatus Integer Current Database module
rfChannelIndex Integer Channel table index (lists each installed
service state.
fax channel).
rfDatabaseSvrModuleTimeRunning String Length of time the Database
rfChannelChannel String Channel numbers and [S] or [R] flag
service has been running.
indicating send or receive functionality.
rfChannelOperation String Current operational status of all
channels.
rfRPCServerModule
rfChannelRoutingCode String Routing code for all incoming faxes. Variables in the rfRPCServerModule MIB Object

rfChannelPhoneNumber String Destination phone number of outgoing Variable Type Definition

faxes.
rfRPCSvrModuleServiceName String RPC module service name.
rfChannelUserID String Destination User ID for incoming faxes.
rfRPCSvrVersionNumber String RPC module version number.

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Variable Type Definition rfWorkServers.rfWorkSvrModuleTable.

rfRPCSvrModuleStatus Integer Current RPC module service rfWorkSvrModuleEntry
state. Variables in the
rfRPCSvrModuleTimeRunning String Length of time the RPC service rfWorkServers.rfWorkSvrModuleTable.rfWorkSvrModuleEntry MIB
has been running. Object

Variable Type Definition

rfQueueHandler
rfWorkSvrModuleIndex Integer WorkServer module table index
Variables in the rfQueueHandler MIB Object (lists all WorkServers).
Variable Type Definition rfWorkSvrModuleServiceName String Each WorkServer module
service name.
rfQueueHandlerModuleServiceName String Queue handler service
name. rfWorkSvrModuleVersionNumber String Each WorkServer module
version number.
rfQueueHandlerModuleStatus Integer Current Queue handler
service state. rfWorkSvrModuleStatus Integer Each WorkServer module
service state.
rfQueueHandlerModuleTimeRunning String Length of time the queue
handler has been running. rfWorkSvrModuleTimeRunning String Length of time each
WorkServer has been running.

rfPagingServer
rfWorkServers.rfWorkSvrFunctionTable.
Variables in the rfPagingServer MIB Object
rfWorkSvrFunctionEntry
Variable Type Definition Variables in the
rfPagingSvrModuleServiceName String Paging module service name. rfWorkServers.rfWorkSvrModuleTable.rfWorkSvrModuleEntry MIB
rfPagingSvrVersionNumber String Paging module version number. Object

rfPagingSvrModuleStatus Integer Current Paging module service Variable Type Definition

state.
rfWorkSvrFunctionIndex Integer WorkServer function table
rfPagingSvrModuleTimeRunning String Length of time the Paging index (lists all WorkServers).
module has been running.
rfWorkSvrFunctionArchive Integer Is Archive service processed?
(Yes/No)

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Variable Type Definition rfEMailGateway.rfGatewayModuleTable.

rfWorkSvrFunctionCoverSheet Integer Is Cover sheet service rfGatewayModuleEntry
processed? Variables in the
(Yes/No) rfWorkServers.rfWorkSvrModuleTable.rfWorkSvrModuleEntry MIB
rfWorkSvrFunctionCVL Integer Is CVL service processed? Object
(Yes/No)
Variable Type Definition
rfWorkSvrFunctionFileRoute Integer Is FileRoute service
processed? (Yes/No) rfGatewayModuleIndex Integer Gateway module table entry
index (lists each email
rfWorkSvrFunctionOverlay Integer Is Overlay service processed? gateway).
(Yes/No)
rfGatewayModuleServiceName String Each gateway service name.
rfWorkSvrFunctionPCL5 Integer Is PCL5 service processed?
(Yes/No) rfGatewayModuleVersionNumber String Each gateway module version
number.
rfWorkSvrFunctionPrint Integer Is Print service processed?
(Yes/No) rfGatewayModuleStatus Integer Current state of each gateway
service.
rfWorkSvrFunctionNetMessaging Integer Is Network Messaging service
processed? Set to No. Network rfGatewayModuleTimeRunning String Length of time each gateway
messaging is no longer has been running.
functional in any of the
supported Windows operating rfServerTraps
systems.
Variables in the rfServerTraps MIB Object
rfWorkSvrFunctionDelImageFile Integer Is Delete Image File service
processed? (Yes/No) Variable Type Definition
rfWorkSvrFunctionOCR Integer Is OCR service processed? rfSvrTrapComputer String Computer that generated the
(Yes/No) alert. This variable is used only
for trap notifications and cannot
rfWorkSvrFunctionInterConnect Integer Is InterConnect service
be queried or edited.
processed?
(Yes/No) rfSvrTrapSource String Source of the alert. This
variable is used only for trap
rfWorkSvrFunctionPostscript Integer Is PostScript service
notifications and cannot be
processed? (Yes/No)
queried or edited.

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l rfWorkSvrModuleStatus
Variable Type Definition
l rfGatewayModuleStatus
rfSvrTrapSeverity Integer Severity of the alert. This
variable is used only for trap
When queried, these variables list the current state of the service on
notifications and cannot be
the RightFax service (such as stopped, started, or paused).
queried or edited.
rfSvrTrapMessage String Alert notification message. This You can also edit these variables to manually start or stop the services
variable is used only for trap on the RightFax server. Each variable can be set to either
notifications and cannot be “statSERVICE_STOPPED” or “statSERVICE_RUNNING.” Changing
queried or edited. any of these variables automatically instructs the RightFax server to
start or stop the appropriate service. Please refer to your network
rfSvrEnableCriticalTraps Integer Critical alerts enabled/disabled. monitoring application’s documentation for information on editing
rfSvrEnableErrorTraps Integer Error alerts enabled/disabled. variables in the MIB.
rfSvrEnableWarningTraps Integer Warning alerts
enabled/disabled.
Troubleshooting the RightFax alerts
rfSvrEnableInformationalTraps Integer Informational alerts SNMP alerts call attention to events or conditions on the RightFax
enabled/disabled. server that may effect your server’s ability to send and receive faxes.
The actual causes of these events and conditions are not reported as
part of the SNMP alerts. In most cases, reviewing the Event Log on
Controlling RightFax services from your the server which is reporting the alert provides details as to the cause
network monitor of the alert.
Each RightFax service object in the MIB contains a status variable. The troubleshooting information in this section points to the most
For example, the rfDatabaseModule object contains the variable common causes and solutions for each of the nine SNMP RightFax
rfDatabaseSvrModuleStatus. There are a total of eight service status alerts. However, as a client-server application, RightFax relies on the
variables, each contained in a separate MIB object: network for much of its functionality. Because network related
problems can trigger RightFax alerts, the steps included here may not
l rfSvrModuleServiceStatus
always resolve the cause of the alert.
l rfBoardSvrModuleStatus
If RightFax alerts persist after following these steps, contact your
l rfDatabaseSvrModuleStatus RightFax administrator and/or network administrator.
l rfRPCSvrModuleStatus
All DocTransports down (All BoardServers down)
l rfQueueHandlerModuleStatus
This alert indicates that all primary and remote DocTransport services
l rfPagingSvrModuleStatus have failed.

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l Run Enterprise Fax Manager or the Windows Services application Additional SNMP alerts may be generated as a result of this action.
and attempt to restart the DocTransport(s). If the DocTransport(s) l Uninstall any unnecessary applications from the RightFax server
fail to start, check the RightFax log in the Windows Event Viewer
using the Add/Remove Software program in Control Panel.
for details.
l If the RightFax log does not provide adequate information to
l If this does not alleviate the storage problem, check the
resolve the problem, attempt to run the DocTransport in a window. RightFax\Image folder. If it is exceptionally large, consider
On the RightFax server and any machines running remote adjusting the fax aging for the user group or running the Faxage
DocTransports, change to the RightFax\DocTransport folder and utility (see the RightFax Administrative Utilities Guide). This
do one of the following: deletes faxes from the server database based on the age of the
fax.
l To run the module as a session in a window in debug mode,
type: doctransport.exe -d -1 l Another option is to move the RightFax\Image folder to a new
drive.
l To output the debug information to the event log: type:
doctransport.exe -d -1 -L
To move the image folder
l To output the debug information to a text file, type:
1. Create a RightFax\Image folder on a new drive with sufficient
doctransport.exe -d -1 -O file.txt
free storage space.
The reason for the failure is the last line of debug text. (There may 2. Stop the RightFax Server module and move all of the images
be additional lines of information associated with the DocTransport from the old RightFax\Image folder to the new one.
module shutting down again after the failure.)
3. Edit the Windows Registry value Image to point to the new
l If a RightFax DocTransport module on a remote machine starts directory. See Image on page 368.
and appears to be running normally but the alert persists, the
4. Restart the RightFax Server module.
failure may be due to problems with network connectivity between
the remote machine and the RightFax server.
Exchange server is not responding
Critically low disk space This alert indicates that the RightFax server is unable to communicate
with the Exchange server. This is probably due to a failure of the
This alert indicates that one or more drives on the RightFax server RightFax connector for Exchange which is the service responsible for
have fallen below 50 MB of available space. all communications between the two systems.
l Run Enterprise Fax Manager and check the status of the RightFax
To solve this issue
services. If the RightFax Server module has not already stopped,
stop it. RightFax automatically stops processing additional fax 1. Attempt to restart the connector on the Exchange server
traffic as both the drive that RightFax is installed on and the drive through Windows Services.
that Windows is installed on have more than 50 MB available.

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2. If the connector still appears to be running, shut down and l Verify that there are no other problems being reported with the
restart the connector. server or phone lines that might prevent all of your outbound fax
channels from being used.
Low disk space l If this alert appears frequently, too few fax channels may be
dedicated to outbound faxing. Run the DocTransport configuration
This alert indicates that one or more drives on the RightFax server
program and reevaluate each channel’s send/receive capability.
have less than 150 MB free. This condition warns you that resources
are getting low. To resolve this alert, see the troubleshooting steps for l If your fax traffic exceeds the capability of all of your fax channels,
Critically low disk space on the previous page. consider increasing your total number of channels.

Probable line failure Server improperly shut down

This alert indicates that one or more of the fax channels have gone
This alert indicates that a fax server was shut down unexpectedly.
down due to line failure. This alert is only generated when the
This indicates a sudden and unexpected loss of power.
DocTransport returns certain errors in sequence over a given period of
time. It is the direct result of phone line problems and not a failure on l Verify that the server has recovered properly and is stable. The
the RightFax server. RightFax services should restart automatically. Monitor services
and the Event Viewer for any problems.
To prevent additional alerts while you diagnosis the problem
l The most common result of an unexpected shutdown is database
1. Run the DocTransport configuration program and deactivate
corruption, which, if severe, can prevent the RightFax Server
the channel that is generating the alerts.
module from starting. For information on diagnosing and resolving
2. Verify that all phone lines are correctly and securely attached to RightFax database problems, see Error and status messages on
the fax board(s). page 334.
3. Disconnect the phone lines from the server and attach a l Faxes that were in progress during the shutdown may need to be
standard phone to verify that the line is still active. released or resent by the creator of the fax. To release a fax, click
4. If using a PBX, verify that the line is still active through the PBX. the fax in FaxUtil, and then in the Fax menu, select Status, and
then click Release.
5. For T1 installations, confirm that the green light on the fax
board that indicates the T1 line is active is lit.
One BoardServer down
Send queue too deep A DocTransport attached to this server has gone down, but at least
one other DocTransport is still running.
This alert indicates that there are more than a predefined number of
faxes or fax pages in the fax queue waiting to send. This alert is generally not produced as the result of a DocTransport
going down, but rather the loss of network connectivity between the
RightFax server and a remote machine.

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You can verify this by running the Windows Services application on

each remote machine to confirm that they are all operating correctly. If
this is the case, contact your network administrator.
If one or more DocTransport services are down, see All
DocTransports down (All BoardServers down) on page 185.

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Chapter 22: Monitoring document conversion statistics

Chapter 22: Monitoring document conversion statistics

You can monitor how long conversions to and from fax format have Note The statistics do not update dynamically. Refresh the
been taking for the different conversion types since the last purge. display as needed to view the latest data. The date and time of
For each conversion type, the statistics show the minimum, maximum, the last refresh is shown below the list.
and average times along with the number of conversions. You can
view the statistics for the conversion time (time spent in conversion) or To switch to conversion time or total time
for the total time (time spent in queues and conversion).
1. Above the list, click ...time.
Viewing conversion statistics 2. On the menu, click Conversion time or Total time.
To open the conversion statistics
To view a bar chart of all values
l In EFM, in the left pane, expand the server, and then click
1. Switch to Conversion time or Total time.
Conversions. The statistics for the different types of conversions
appear in the list in the right pane. By default the conversion time 2. In the list, click the conversion type, and then click the
statistics appear. You can switch to view the total time statistics. Summary tab. A bar chart shows the minimum, average, and
maximum time in seconds, and if set, the baseline.

To view the time broken down by converter

1. Switch to Conversion time or Total time.
2. In the list, click the conversion type, and then click the
Breakdown tab. A pie chart shows the time brokwn down by
converter.

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To view a line graph of the last 25 values To clear the baseline

1. Switch to Conversion time or Total time. l Right-click the conversion type in the list, and then click Clear
baseline.
2. In the list, click the conversion type, and then click the History
tab. A line graph shows up to 25 of the most recent values with
the y-axis showing the seconds per fax conversion and the x- Clearing conversion data
axis the number of conversions.
To clear conversion data
3. To view details of a data point, point to the data point until a tool
l Do one of the following:
tip shows the detailed conversion information.
l To clear the data for a specific conversion type, in the list, right-
To refresh the display click the conversion type, and then click Clear data.
l
Above the list, click .
l To clear the data for all conversion types, in the list right-click
any conversion type, and then click Clear data for all.
To view conversion errors
l If conversion errors occurred, click the Errors link and navigate to
the Errors folder for conversions to view detailed information.

Setting baselines
You can set the average time for a conversion type as its baseline
value and include it in the charts on the Summary and the History tabs.
After you refresh the data, the average value may have changed and
you may want to reset the baseline to reflect the updated data.
To set the baseline for a specific conversion type
l In the list, right-click the conversion type, and then click Set as
baseline.

To set the baseline for all conversion types

l In the list, right-click any conversion type, and then click Set
baseline for all.

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Chapter 23: Managing fax numbers

Chapter 23: Managing fax numbers

You can maintain a list of your organization’s fax numbers in RightFax. Any non-numeric characters in the import file, such as parentheses,
The list shows whether a number has been assigned as a routing code will be stripped when imported. If an entry contains the user id of a
to a user id. The user ID can be that of a user or of a group. user or group (faxnumber,userid), the fax number will be automatically
added as the routing code to the user’s or group’s profile.
You can view the list 25, 50, 75, 100, or 250 fax numbers per page.
The length of the fax number depends on your telephone system.
To open the list of fax numbers
l In EFM, in the left pane, expand the server, and then click Fax To add individual fax numbers
Numbers. The list of fax numbers appears in the right pane. 1. Open the list of fax numbers.
2. On the Edit menu, click
To change how many fax numbers appear per page
3. In the Fax Number/Routing Code box, type the fax number or
1. In the Show n fax numbers box, select 25, 50, 75, 100, or a series of fax numbers separated by commas, and then click
250. OK.
2. To view the next or previous page of fax numbers, click the left
or right arrow next to the Page box. To add a range of fax numbers
1. Open the list of fax numbers.
Adding and deleting fax numbers 2. On the Edit menu, click
You can add your organization’s fax numbers as individual numbers, 3. In the Start box, enter the lowest fax number in the range.
as a range of numbers, or import them from a .csv (comma-separated
4. In the End box, enter the highest fax number in the range.
values) file. The numbers can then be added as routing codes to users
and groups, with RightFax keeping track of which numbers are
assigned and which are available. Note You cannot create more than 5000 fax numbers at one time.

Note To assign a fax number to a group, Smart Fax Distribution

must be enabled.

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To import fax numbers from a .csv file tab on page 138.

1. Open the list of fax numbers.

To remove a fax number assignment
2. On the Utility menu, click Import Fax Numbers. l On the Routing tab for the user or the Smart Fax Distribution
3. Find and select the .csv file, and then click Open. tab for the group, delete the fax number or enter a different
4. A status message shows how many fax numbers were number.
processed and how many of them were not imported.

To delete a fax number

1. Check if a number you want to delete is associated with a user
or group. If yes, edit the user or group to disassociate the
number.
2. Select the fax number or numbers in the list, and on the Edit
menu, click Delete.
3. Click Yes to confirm the deletion.

Assigning a fax number to a user or group

Perform this task to assign a fax number as the routing code to a
user’s or group’s profile. This may not be necessary if the fax numbers
were imported from a file that included the associated user and group
IDs.

Note To assign a fax number to a group of users, Smart Fax

Distribution must be enabled.

To assign a fax number to a user

l On the Routing tab, in the Fax Number/Routing Code box, enter
the fax number. See The Routing tab on page 114

To assign a fax number to a group of users

l On the Smart Fax Distribution tab, in the Fax Number/Routing
Code box, enter the fax number. See The Smart Fax Distribution

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Chapter 24: Running RightFax reports

Chapter 24: Running RightFax reports

In EFM you can generate a variety of reports of the information stored To prepare to schedule reports
in the RightFax database about sent and received faxes.
Enterprise Fax Manager uses the Windows Task Scheduler service to
To generate RightFax reports from Enterprise Fax Reporter or from a schedule reports.
command line from the RightFax server or a client workstation, see l Each scheduled report appears as a task in Task Scheduler
the RightFax Administrative Utilities Guide.
Library in the folder RightFaxScheduledReports.

Generating RightFax reports l To schedule a report task, you must be a member of the Windows
server Administrators, Backup Operators, or Server Operators
To run reports, your user ID must have SQL server datareader
group on the server.
permission. Some reports also require execute permission.
l All of the scheduled report tasks are set to run under the Local
To run reports, the permission Can Run Reports must be enabled for
System Account. If the SQL Server is set to use Integrated
the logged in user.
Windows Authentication, the account must have SQL server
You can open a report now, or you can schedule a report to run once datareader permission. Some reports also require execute
on another day or to run on a recurring schedule. permission.
To open a report now l The Remote Scheduled Task Management firewall exception must
be enabled on the RightFax server. If not enabled, you cannot
1. In EFM, in the left pane, expand the server, and then click
schedule tasks in Enterprise Fax Manager on a remote server.
Reports.
l Once tasks are scheduled in the Windows Task Scheduler, they
2. In the right pane, on the File menu, click Open Report.
will exist there until they are manually deleted. A task that expires
3. In the list of reports, select the reportname.rpt file, and then on a schedule that is set in Enterprise Fax Manager will not be
click Open. deleted automatically.
4. In the Enter Parameter Values window, enter all required
parameters, such as the time frame. The parameters vary by
report. See Entering report parameters on page 195.

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To schedule a report to run once at another date or time To schedule a report to run on a recurring schedule
1. Review To prepare to schedule reports on the previous page to 1. Review To prepare to schedule reports on the previous page to
ensure the system is ready. ensure the system is ready.
2. In EFM, in the left pane, expand the server, and then click 2. In EFM, in the left pane, expand the server, and then
Reports. clickReports.
3. In the right pane, on the File menu, click Schedule Report. 3. In the right pane, on the File menu, click Schedule Report.
The Select Report dialog box opens. The Select Report dialog box opens.
4. Select the reportname.rpt file, and then click Open. 4. Select the reportname.rpt file, and then click Open.
5. In the Schedule Report window, under Variable Parameters, 5. In the Schedule Report window, under Variable Parameters,
Static Parameters, and Date Range, enter the report Static Parameters, and Date Range, enter the report
parameters. The parameters vary by report. See Entering parameters. The parameters vary by report. See Entering
report parameters on the next page. report parameters on the next page.
6. Under Schedule, select One time. 6. Under Schedule, select On a schedule.
7. In the Date and Time boxes, enter the date and time to run the 7. In the Output Type list, select the file format for the report.
report.
8. Under Report Date Range, if applicable select the range of
8. In the Output Type list, select the file format for the report. time for the data in the report.
9. Under Report Date Range, if applicable select the range of l 1 previous day to report data for the 24 hours prior to the
time for the data in the report. time that the report is run.
l 1 previous day to report data starting now for the past 24 l 7 previous days to report data for the 7 days prior to the
hours. time that the report is run.
l 7 previous days to report data starting now for the past 7 l 30 previous days to report data for 30 days prior to the
days. time that the report is run.
l 30 previous days to report data starting now for the past
9. Under Schedule Interval, select how often the report should
30 days.
run.
l To select a date range, select Specify, and enter the range l Daily to run the report every day.
of dates in the Start of Range and End of Range boxes.
l Weekly on to run the report once per week. In the list of
10. Click OK. The scheduled report appears in Windows Task days, select the day of the week.
Scheduler in the folder RightFaxScheduledReports. When the
report is generated, it is saved in the \RightFax\Reports folder.

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l Monthly on day to run the report on a specific date each

Specifying a date range (DateRange,
month. In the list of dates, select the date.
InputFaxDateParam, Elapsed Days)
10. Under Time to run the report, enter the time of day when the To enter a range of dates (DateRange)
report will run.
1. Under Start of Range, do one of the following:
11. Under Schedule Timespan, select the range of time when the l Enter a start date. By default, the report will included this
report should
date. To not include the date, clear the Include this value
l Start on or after to run the report on or after the date you check box.
specify.
l To include all data up to a specified end date, select the No
l No end date to run the report for the rest of time. lower value check box.
l End after to stop running the report after the date you
2. Under End of Range, do one of the following:
specify.
l Enter an end date. By default, the report will include this
12. Click OK. The scheduled report appears in Windows Task date. To not include the date, clear the Include this value
Scheduler in the folder RightFaxScheduledReports. When the check box.
report is generated, it is saved in the \RightFax\Reports folder. l To include all data after the specified start date, select the
No upper value check box.
Entering report parameters
After selecting a report to generate, you are prompted to enter the To enter a single date (InputFaxDateParam)
parameters for which to show data, most commonly a date range. l In the Fax Date box, enter a date in the format mm/dd/yyyy or click
the calendar icon and select a date.

To enter days elapsed since an activity (ElapsedDays)

l In the Enter Days Since box, enter a number between 0 and 365
for the number of days.

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Specifying RightFax users (Search User) To specify types of objects to audit (AuditedType)
To enter RightFax users l Under AuditedType, do one of the following:
l To select all object types, click ALL.
l In the Search User box, do one of the following:
l To select all users, enter an asterisk (*) or click ALL. l To run the report on a specific type of object, click Group,
User, or Delegate.
l To specify a user or users, in the Enter a Value box click ...,
and then enter the RightFax user ID or part of a user ID. You
can enter an asterisk (*) to search for any one or more To specify values to audit (AuditedValue)
characters and ? to search for any one character. l Under AuditedValue, do one of the following:
l To select all RightFax users or groups, click ALL.
Specifying destinations (Destination) l To select a specific RightFax user or group, in the Enter a
Destinations may be fax numbers, remote IDs (the name or telephone Value box, enter the user or group ID. You can enter an
number of the sending fax machine), company, or recipient names. asterisk (*) to search for any one or more characters and ? to
search for any one character.
To enter destinations
l Under Destination, do one of the following:
Calculating phone costs (Phone Costs)
l To select all fax numbers, remote IDs, companies, or names,
click *. To specify phone time costs
l To specify one or more destinations, in the Enter a Value box, l Under Phone Cost, select a value in the list or select (...), and
enter the fax number, remote ID, company name, or name. You then enter a value in the Enter a Value box.
can enter an asterisk (*) to search for any one or more
characters and ? to search for any one character. Specifying the number of channels
To specify the number of channels
Specifying actions to audit (AuditAction, AuditedType, l Select a value in the list or select (...), and then enter a value in the
AuditedValue) Enter a Value box.
To select actions to audit (AuditedAction)
Specifying a log out action (Corollary Action)
l Under AuditedAction, do one of the following:
l To select all actions, click ALL. The LogOut action is when the user logs out. The AdminLogOut action
is when the administrator removes the connection from the list of
l To run the report on a specific action, click Added, Deleted, connections in EFM.
Modified, or Login.

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To select a log out action l Action (Login) and Corollary Action (LogOut, AdminLogOut).
AdminLogOut appears if the connection was removed from the list
l Under Corollary Action, click ALL, LogOut, or AdminLogOut.
of connections in EFM, and the user has not since signed off.
l Date and time of the corollary action.
Saving a report to file
To export fax report information to a specific file format To generate the Advanced Audit Report
1. Generate the report. 1. Open AdvancedAuditReport.rpt.

2. Click (Export Report). 2. Specify the parameters user, date range, AuditedAction,
AuditedType, AuditedValue, and Corollary Action.
3. Enter the file name, select a location and file format, and then
click Save. The deafult location for saved reports is
C:\Program Files\RightFax\Admin_Utils\Reports. RightFax Deleted Inbound Faxes
Data included
RightFax Advanced Audit Report For each day:
The report shows an audit trail of additions, deletions, and l Fax handle of the received fax, as assigned by the fax server
modifications to user and group accounts and to delegates. You can l Date and time the fax was received
also run the report for login and logout actions.
l Date and time the fax was deleted
Data included
l RightFax user ID of the person who deleted the fax
For each change of a user, group, or delegate:
l RightFax user ID of the"owner" of the fax
l Date and time of the action
l Age of each fax
l Name of the user performing the action
l Action taken (added, deleted, or modified) Fax page count
l Type of object modified (user, group, or delegate) l Total number of faxes deleted
l Name of object modified (user, group, or delegate name) l Average age of the faxes

For each login or logout action: To generate the RightFax Deleted Inbound Faxes Report
l Date and time of the action. 1. Open FaxesDeletedToTrash_Inbound.rpt.
l Name of the user performing the action. 2. Specify the parameter date range.

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l Name or telephone number of the sending fax machine (remote

RightFax Deleted Outbound Faxes ID).
Data included l Status of the fax transmission.
For each day:
l Number of pages in the attempted transmission.
l Fax handle of the sent fax, as assigned by the fax server
l Length of time of the attempted transmission.
l Date and time the fax was sent
l Date and time the fax was deleted Fax page count
l RightFax user ID of the person who deleted the fax l Total number of failed pages per user.
l RightFax user ID of the "owner" of the fax l Overall total number of failed pages for all users.
l Age of each fax
To generate the Received Fax Report: Inbound Faxes by User
Fax page count 1. Open Automation_Inbound_Failed_User.rpt.
l Total number of faxes deleted 2. Specify the parameter date range.
l Average age of the faxes
Received Fax Report: Inbound Faxes by Day
To generate the RightFax Deleted Outbound Faxes Report Data included
1. Open FaxesDeletedToTrash_Outbound.rpt. For each day:
2. Specify the parameter date range. l RightFax user ID.
l Date and time the fax was received.
Failed Received Fax Report: Unsuccessful l Status of the fax (viewed or printed).
Inbound Faxes by User l DID number that the fax was sent to.
Data included l Name or telephone number of the sending fax machine (remote
For each RightFax user ID: ID).
l Unique ID of the received fax, as assigned by the fax server. l Status of the fax transmission.
l Date and time the fax was attempted. l Number of pages in the fax.
l Status of the fax (viewed or printed). l Length of time of the transmission.
l DID number the fax was sent to.
Fax page count

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l The total number of pages received for the day. To generate the Received Fax Report: Inbound Faxes by
l The overall total number of pages received for all users. Remote ID
1. Open Automation_Inbound_RemoteID.rpt.
To generate the Received Fax Report: Inbound Faxes by Day
2. Specify the parameter date range.
1. Open Automation_Inbound_Day.rpt.
2. Specify the parameter date range. Received Fax Report: Inbound Faxes by User
Data included
Received Fax Report: Inbound Faxes by For each RightFax user ID:
Remote ID l Unique ID of the received fax, as assigned by the fax server.
Data included l Date and time the fax was received.
For each sending fax machine: l Status of the fax (viewed or printed).
l Name or telephone number of the sending fax machine (remote l DID number the fax was sent to.
ID).
l Name or telephone number of the sending fax machine (remote
l RightFax user ID of the user who received the fax.
ID).
l Date and time the fax was received. l Status of the fax transmission.
l Status of the fax (viewed or printed). l Number of pages in the fax.
l DID number that the fax was sent to. l Length of time of the transmission.
l Status of the fax transmission.
l Number of pages in the fax. Fax page count

l Length of time of the transmission.

l Total number of pages received by each user.

l Overall total number of fax pages received by the user.

l Overall total number of pages received by all users.

Fax page count To generate the Received Fax Report: Inbound Faxes by User
l The total number of pages received for each sending fax machine. 1. Open Automation_Inbound_User.rpt.

l The overall total number of pages received. 2. Specify the parameter date range.

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Sent Fax Report: Outbound Faxes by Day Failed Fax Report: Unsuccessful Outbound
Data included Faxes by User
For each day: Data included
l Unique ID of the sent fax, as assigned by the fax server. For each sent fax that failed in transmission:
l Date and time the fax was sent. l RightFax user ID of the person who attempted to send the fax.
l Date and time the fax was transmitted. l Unique ID of the fax, as assigned by the fax server.
l RightFax user ID of the person who sent the fax. l The initial date and time that the server attempted to send the fax.
l Name of the recipient. l The final date and time that the server attempted to send the fax.
l Name of the recipient company. l Name of the recipient.
l Fax number of the recipient. l Name of the recipient company.
l Name or telephone number of the recipient fax machine (remote l Fax number of the recipient.
ID). l Name or phone number of the recipient fax machine (remote ID).
l Status of the fax transmission. l Status of the fax transmission.
l Number of pages in the fax. l Length of time of the attempted transmission.
l Length of time of the transmission.
Fax page count
Fax page count l Total number of pages sent for each user.
l Total number of pages sent for each user. l Overall total number of pages sent.
l Overall total number of pages sent.
To generate the Failed Fax Report Unsuccessful Outbound
To generate the Sent Fax Report: Outbound Faxes by Day Faxes by User
1. Open Automation_Outbound_Day.rpt. 1. Open Automation_Outbound_Failed_User.rpt.
2. Specify the parameter date range. 2. Specify the parameter date range.

Fax Report: Outbound Faxes by Unique ID

Data included
For each sent fax:

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l Unique ID of the sent fax, as assigned by the fax server. l Name of the recipient.
l Date and time the fax was sent. l Name of the recipient company.
l Date and time the fax was transmitted. l Fax number of the recipient.
l RightFax user ID of the person who sent the fax. l Name or telephone number of the recipient fax machine (remote
ID).
l Name of the recipient.
l Status of the fax transmission.
l Name of the recipient company.
l Number of pages in the fax.
l Fax number of the recipient.
l Length of time of the transmission.
l Name or telephone number of the recipient fax machine (remote
ID).
Fax page count
l Status of the fax transmission.
l Total number of pages sent for each user.
l Number of pages in the fax.
l Overall total number of pages sent.
l Length of time of the transmission.
To generate the Fax Report: Outbound Faxes by User
Fax page count
1. Open Automation_Outbound_User.rpt.
l Overall total number of pages sent.
2. Specify the parameter date range.
To generate the Fax Report: Outbound Faxes by Unique ID
1. Open Automation_Outbound_UniqueID.rpt. Detailed Billing Report - Billing Code 1:
2. Specify the parameter date range. Outbound Faxes Only
RightFax supports the use of two billing codes for each faxed
Fax Report: Outbound Faxes by User document. This detailed report lists outbound faxes sorted by billing
code 1. Unless a custom field name has been defined, billing code 1
Data included appears as Account.
For each RightFax user:
Data included
l RightFax user ID of the person who sent the fax. For each fax:
l Unique ID of the sent fax, as assigned by the fax server. l Date the fax was sent.
l Date and time the fax was sent. l Number of pages in the fax.
l Date and time the fax was received by the recipient. l Name of the recipient.

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l Fax number of the recipient. l The overall total number of pages sent.
l Caller Subscriber Identification (CSID) from the recipient fax
machine. To generate the Detailed Billing Report - Billing Code 1 and
Billing Code 2: Outbound Faxes Only
l RightFax user ID of the person who sent the fax.
1. Open Billing_Detailed_BillingCode1_BillingCode2.rpt.
Fax page count 2. Specify the parameter date range.
l The overall total number of pages sent.
Detailed Billing Report - Billing Code 2:
To generate the Detailed Billing Report - Billing Code 1: Outbound Faxes Only
Outbound Faxes Only
RightFax supports the use of two billing codes for each faxed
1. Open Billing_Detailed_BillingCode1.rpt.
document. This detailed report lists outbound faxes sorted by billing
2. Specify the parameter date range. code 2. Unless a custom field name has been defined, billing code 2
appears as Matter.
Detailed Billing Report - Billing Code 1 and Data included
Billing Code 2: Outbound Faxes Only For each fax:

RightFax supports the use of two billing codes for each faxed
l Date the fax was sent.
document. This detailed report lists outbound faxes sorted by billing l Number of pages in the fax.
codes 1 and 2. Unless custom field names have been defined, billing
l Name of the recipient.
code 1 appears as Account and billing code 2 as Matter.
l Fax number of the recipient.
Data included
For each fax: l Caller Subscriber Identification (CSID) from the recipient fax
machine.
l Date the fax was sent.
l RightFax user ID of the person who sent the fax.
l Number of pages in the fax.
l Name of the recipient. Fax page count
l Fax number of the recipient. l The overall total number of pages sent.
l Caller Subscriber Identification (CSID) from the recipient fax
machine.
l RightFax user ID of the person who sent the fax.

Fax page count

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To generate the Detailed Billing Report - Billing Code 2: Summary Billing Report - Billing Code 1 and
Outbound Faxes Only
1. Open Billing_Detailed_BillingCode2.rpt.
Billing Code 2: Outbound Faxes Only
RightFax supports the use of two billing codes for each faxed
2. Specify the parameter date range.
document. This report shows a summary of outbound faxes sorted by
billing codes 1 and 2. Unless custom field names have been defined,
Summary Billing Report - Billing Code 1: billing code 1 appears as Account and billing code 2 as Matter.
Outbound Faxes Only Data included
RightFax supports the use of two billing codes for each faxed For each and all billing codes 1 and 2:
document. This report shows a summary of outbound faxes sorted by l Number of pages.
billing code 1. Unless a custom field name has been defined, billing
l Elapsed time .
code 1 appears as Account.
Data included For all billing codes 1 and 2:
For each billing code 1: l Number of pages.
l Number of pages. l Elapsed time.
l Elapsed time .
Fax page count
For all billing codes 1: l The overall total number of pages and elapsed time.
l Number of pages.
l Elapsed time. To generate the Summary Billing Report - BillingCode 1 and
Billing Code 2: Outbound Faxes Only
Fax page count 1. Open Billing_Summary_BillingCode1_BillingCode2.rpt.
l The overall total number of pages and elapsed time. 2. Specify the parameter date range.

To generate the Summary Billing Report - Billing Code 1: Summary Billing Report - Billing Code 2:
Outbound Faxes Only
1. Open Billing_Summary_BillingCode1.rpt.
Outbound Faxes Only
RightFax supports the use of two billing codes for each faxed
2. Specify the parameter date range.
document. This report shows a summary of outbound faxes sorted by
billing code 2 Unless a custom field name has been defined, billing
code 2 appears as Matter.

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Data included l Total minutes.

For each billing code 2: l Total receive minutes.
l Number of pages. l Total send minutes.
l Elapsed time .
For all DocTransports for each day:
For all billing codes 2: l Overall total minutes.
l Number of pages. l Overall total receive minutes.
l Elapsed time . l Overall total send minutes.

Fax page count For all DocTransports and all days in the reporting period:
l The overall total number of pages and elapsed time. l Overall total minutes.
l Overall total receive minutes.
To generate the Summary Billing Report - Billing Code 2:
Outbound Faxes Only l Overall total send minutes.

1. Open Billing_Summary_BillingCode2.rpt.
To generate the Channel Usage Report: by Day
2. Specify the parameter date range.
1. Open Channel_Usage.rpt.
2. Specify the parameter date range.
Channel Usage Report: by Day
The detailed report lists the usage of the fax channels on each board
server for each day of the reporting period.
Channel Usage Summary Report
The summary report lists the usage of the fax channels on each board
Data included server.
For each fax channel:
Data included
l Total minutes.
For each fax channel:
l Receive minutes. l Total minutes.
l Send minutes. l Receive minutes.
l Utilization percentage. l Send minutes.

For each DocTransport: l Utilization percentage.

For each board server:

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l Total minutes. l The users to which this user has granted delegate permissions.
l Total receive minutes. l The groups to which this user has granted delegate permissions.
l Total send minutes.
To generate the Delegates by User report
For all board servers: 1. Open Delegates_by_User.rpt.
l Overall total minutes. 2. Specify the parameter user.
l Overall total receive minutes.
l Overall total send minutes. Destination Report: Outbound Faxes by Fax
Number
To generate the Channel Usage Summary Report This report lists faxes sent to a specific fax number.
1. Open Channel_Usage_Summary.rpt.
Data included
2. Specify the parameter date range. For each fax number:
l RightFax user ID of the person who sent the fax.
RightFax Conversion Error Report l The user group of the user.
Data included l Date the fax was sent.
For each sent fax that failed to convert:
l Name of the recipient.
l The initial date and time that the server attempted to convert the
fax. l Name of the recipient company.
l Unique ID of the fax, as assigned by the fax server. l Fax number of the recipient.
l RightFax user ID of the person who attempted to send the fax. l Name or telephone number of the recipient fax machine (remote
ID).
l Error message.
l Status of the fax.
To generate the Conversion Error Report l Number of pages in the fax.
1. Open Conversion_Errors.rpt. l Unique ID of the fax, as assigned by the fax server.
2. Specify the parameter date range.
Fax page count

Delegates by User l The overall total number of pages sent.

Data included
For each RightFax user ID:

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To generate the Destination Report: Outbound Faxes by Fax To generate the Destination Report: Outbound Faxes by
Number Remote ID
1. Open Destination_FaxNumber.rpt. 1. Open Destination_RemoteID.rpt.
2. Specify the parameters destination and date range. 2. Specify the parameters destination and date range.

Destination Report: Outbound Faxes by To-

Destination Report: Outbound Faxes by Company
Remote ID This report lists faxes sent to a specific recipient company.
This report lists faxes sent to a specific recipient fax machine. Data included
Data included For each company:
For each fax machine: l RightFax user ID of the person who sent the fax.
l RightFax user ID of the person who sent the fax. l The user group of he user.
l The user group of the user. l Date the fax was sent.
l Date the fax was sent. l Name of the recipient.
l Name of the recipient. l Name of the recipient company.
l Name of the recipient company. l Fax number of the recipient.
l Fax number of the recipient. l Name or telephone number of the recipient fax machine (remote
ID).
l Name or telephone number of the recipient fax machine (remote
ID). l Status of the fax.
l Status of the fax. l Number of pages in the fax.
l Number of pages in the fax. l Unique ID of the fax, as assigned by the fax server.
l Unique ID of the fax, as assigned by the fax server.
Fax page count
Fax page count l The overall total number of pages sent.
l The overall total number of pages sent.

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To generate the Destination Report: Outbound Faxes by To- To generate the Destination Report: Outbound Faxes by To-
Company Name
1. Open Destination_ToCompany.rpt. 1. Open Destination_ToName.rpt.
2. Specify the parameters destination and date range. 2. Specify the parameters destination and date range.

Destination Report: Outbound Faxes by To- Failed Login Report

Name Lists the failed login attempts by user.
This report lists faxes sent to a specific recipient. Data included
Data included l Date of login.
The report shows for each recipient: l Time of login.
l RightFax user ID of the person who sent the fax. l RightFax user ID of the person who attempted to log in.
l The user group of the user. l Client application.
l Date the fax was sent. l Count of successive failed attempts.
l Name of the recipient.
To generate the Failed Login Report
l Name of the recipient company.
1. Open FailedLoginReport.rpt.
l Fax number of the recipient.
2. Specify the parameters user and date range.
l Name or telephone number of the recipient fax machine (remote
ID).
l Status of the fax.
Fax Inactivity by User with Delegates
Data included
l Number of pages in the fax.
For each user with delegates:
l Unique ID of the fax, as assigned by the fax server.
l Date of last login
Fax page count l User ID
l The overall total number of pages sent. l For each user ID: delegate count and list, delegator count and list
l User name
l Number of days inactive

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To generate the Fax Inactivity report Data included

1. Open Fax_Inactivity_User.rpt. l Event date
2. Specify the parameter ElapsedDays for the number of days l Printer ID
since the last login.
l Pages
Copies
Fax Printing Report: Faxes Printed by Group l

Print time
(s) l

l Notes
Lists the faxes that have been printed in order by group.
Data included To generate the Fax Printing Report: Faxes Printed by User
l Event date (s)
l Printer ID 1. Open Fax_Printing_User.rpt.
l Pages 2. Specify the parameters destination and date range.
l Copies
Fax Volume Report
l Print time
The Fax Volume Report only can be run on RightFax CE 21.2 and
l Notes
later.

To generate the Fax Printing Report: Faxes Printed by Group Data included
(s) For each RightFax group:
1. Open Fax_Printing_Group.rpt. l The number of pages received from toll numbers.
2. Specify the parameters groups on which to report and date l The number of toll-free pages received.
range. l The total number of received pages.
l The number of pages sent to toll numbers.
Fax Printing Report: Faxes Printed by User
l The number of toll-free pages sent.
(s) l The total number of sent pages.
Lists the faxes that have been printed in order by user.
l The total pages sent and received per group.

Fax page count

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l The total number of all pages sent and received. l Name or telephone number of the recipient fax machine (remote
ID).
To generate the Fax Volume report l Fax channel used for the transmission
1. Open FaxVolumeByGroup.rpt. l Number of pages transmitted
2. Specify the parameter date range and the RightFax user group l Board result
or groups on which to report.
Fax page count
User History Report: All Outbound Faxes for l Total pages faxed and cost for the user
User(s)
This report lists the details of all faxes. The report requires datareader
To generate the User History Report: All Outbound Faxes for
and execute SQL permissions.
User(s)
1. Open FaxLists_Detailed_AllFaxes.rpt.
Data included
For each RightFax user ID: 2. Specify the parameters users, cost per minute, and date range.
l Date and time the fax was sent.
RightFax user ID of the person who sent the fax.
l
User History Report: Completed Outbound
Name of the recipient.
l
Faxes for User(s)
l Name of the recipient company.
This report lists the details of all completed faxes.
l Fax number of the recipient.
Required SQL permission
l Estimated cost based on transmission time and standard rates. l datareader
l Status of the fax transmission l execute
l Number of pages in the fax.
l Length of time of the transmission. Data included
For each RightFax user ID:
l Transmission history, which consists of:
l event date and time
l Date and time the fax was sent

l off hook time

l RightFax user ID of the person who sent the fax
l Name of the recipient
l Name of the recipient company

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l Fax number of the recipient. l Date and time the fax was sent.
l Estimated cost based on transmission time and standard rates l RightFax user ID of the person who sent the fax.
l Status of the fax transmission l Name of the recipient.
l Number of pages in the fax l Name of the recipient company.
l Length of time of the transmission l Fax number of the recipient.
l Transmission history, which consists of: l Name or telephone number of the recipient fax machine (remote
l event date and time ID).
l off hook time l Status of the fax transmission.
l Number of pages in the fax.
l Name or telephone number of the recipient fax machine (remote
ID)
l Length of time of the transmission.

l Fax channel used for the transmission Fax page count

l Number of pages transmitted l The overall total number of pages sent.
l Board result
To generate the User Fax Report: Outbound Summary of All
Fax page count Faxes for User(s)
l Total number of pages and total costs for each user 1. Open FaxLists_Summary_AllFaxes.rpt.
2. Specify the parameters user and date range.
To generate the User History Report: Completed Outbound
Faxes for User(s)
User Fax Report: Outbound Summary of
1. Open FaxLists_Detailed_CompletedFaxes.rpt.
Completed Faxes for User(s)
2. Specify the parameters user, cost per minute, and date range.
This report lists all faxes that were successfully sent.

User Fax Report: Outbound Summary of All Data included

For each fax:
Faxes for User(s)
l Date and time the fax was sent.
This report lists all faxes that the fax server attempted to send.
l RightFax user ID of the person who sent the fax
Data included
For each fax:
l Name of the recipient

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l Name of the recipient company l Status of fax document

l Fax number of the recipient l Unique ID of fax document
l Name or telephone number of the recipient fax machine (remote
ID) To generate the User Routed Received Documents Report:
Activities on Received Documents Performed by User(s)
l Status of the fax transmission
1. Open FaxLists_Summary_HumanRoutedReceived.rpt.
l Number of pages in the fax
2. Specify the parameters user and date range.
l Length of time of the transmission
Documents Received sub report
Fax page count
This reports returns the number of documents received for the
l The overall total number of pages sent
selected users and time frame. This number appears at the top of the
report.
To generate the User Fax Report: Outbound Summary of
Completed Faxes for User(s) To generate the Documents Received sub report
1. Open FaxLists_Summary_CompletedFaxes.rpt. 1. Open FaxLists_Summary_HumanRoutedReceived_
SubReport_ReceivedCount.rpt.
2. Specify the report parameters destination and date range.
2. Specify the parameters user and date range.

User Routed Received Documents Report:

Received documents sent to post fax processing
Activities on Received Documents sub report
Performed by User(s) This report returns a count of the number of documents received for
This report lists activities that users performed on received documents the selected users and time frame that were sent for post fax
(such as viewing or forwarding). processing by RightFax Vault or XML Generator. This number
appears at the top of the report below the Documents Received total.
Data included
For each activity: To generate the Received Documents sent to Post Fax
Processing sub report
l Date and time of the action
1. Open FaxLists_Summary_HumanRoutedReceived_
l RightFax user ID of the person who owns the fax
SubReport_ReceivedEdcCount.rpt.
l Operation (the action performed)
2. Specify the parameters user and date range.
l Fax number or remote ID of recipient

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Time-of-Day Usage by Group - Inbound To generate the Time-of-Day Usage by Group - Outbound
report
Data included
1. Open Group_fax_usage_Outbound.rpt.
For each RightFax group:
2. Specify the parameter date.
l The time of day
The number of pages
l
User History Report: All Outbound Activities
The minutes elapsed
l
for User(s)
Fax page count This report shows all outbound activities for selected users for all
faxes, including deleted faxes. The fax information appears sorted by
l The number of pages sent for each group on the specified day
user. The report requires execute SQL permission in addition to
l The overall total number of pages sent for all groups on the datareader permission.
specified day
Data included
For each fax:
To generate the Time-of-Day Usage by Group - Inbound
report l Date and time the fax was sent
1. Open Group_fax_usage_inbound.rpt. l RightFax user ID of the person who sent the fax
2. Specify the parameter date. l Name of the recipient
l Fax number of the recipient
Time-of-Day Usage by Group - Outbound l Estimated cost per minute
Data included l Status of the fax transmission
For each RightFax group:
l Number of pages in the fax
l The time of day
l Length of time of the transmission
l The number of pages
l Total off-hook time for this fax
l The number of minutes the fax took to send
l Transmission History for each transmission attempt:
Fax page count
l Event date and time

l Total number of pages sent for each group on the specified day
l Remote ID of recipient device

l Overall total number of pages sent on the specified day

l Pages transmitted

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l Off-hook time l Total off-hook time for this fax

l RightFax server name/Channel number l Transmission history for each transmission attempt:
l Board result: call status from fax board l Event date and time
l Remote ID of recipient device
Fax page count l Pages transmitted
l Total number of pages with estimated cost for each user l Off-hook time
l RightFax server name and channel number
To generate the User History Report: All Outbound Activities
for User(s) l Board result: call status from the fax board
1. Open Outbound_Activity_Users.rpt.
2. Specify the parameters user, cost per minute, and date range. Fax page count
l Total number of pages with estimated costs for each user
User History Report: Completed Outbound
To generate the User History Report: Completed Outbound
Activities for User(s) Activities for User(s)
This report shows all outbound activities for selected users for 1. Open Outbound_Completed_Activity_Users.rpt.
completed faxes only, including deleted faxes. The information is
sorted by user. The report requires execute SQL permission in 2. Specify the parameters user, cost per minute, and date range.
addition to datareader permission.
Data included Permissions by User
For each fax: Data included
l Date and time the fax was sent For each RightFax user:
l RightFax user ID of the person who sent the fax l A list of the permissions granted to this user
l Name of the recipient
To generate the Permissions by User report
l Fax number of the recipient
1. Open Permissions_by_User.rpt.
l Estimated cost per minute
2. Specify the parameter user.
l Status of the fax transmission
l Number of pages in the fax Fax Printing Report
l Length of time of the transmission Data included
For each system printer (and local printer, if selected in parameters):

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l Printer ID (if a local printer, the printer ID will be Local User l Minutes elapsed. If the date range spans more than one day, this
Printers) will reflect a total of the reception time for all days for each hour
(not an average).
l RightFax user ID for each user of the printer
l Percentage of capacity for entered number of channels.
l Printer use method
l Percentage of capacity for the actual number of channels.
l Number of uses (number of times each print method was logged
for the user)
For all channels:
To generate the Fax Printing Report l The grand total number of minutes
1. Open Printer_Usage.rpt.
The channel numbers that were actually used during the specified
2. To include local and system printers in the report, under date range.
Include "Local User Printers in the report" select
True.These printers will be listed after all system printers. To generate the Time-of-Day Inbound Faxes Channel Usage
Report
1. Open Time_of_Day_Inbound_Usage.rpt.
Time-of-Day Inbound Faxes Channel Usage
2. Specify the parameters the number of receive-capable
Report channels and date range.
This report shows the total number of minutes used by all inbound
channels for each hour of the day, and calculates a utilization
percentage for both a hypothetical number of receiving channels and
Time-of-Day Outbound Faxes Channel Usage
for the actual number of inbound channels used. Report
Example You have a 16 channel board server that on a given day This report shows the total number of minutes used by all outbound
receives faxes for 120 minutes in the hour between noon and one pm. channels for each hour of the day, and calculates a utilization
To find out the percentage of capacity if this volume had occurred percentage for both a hypothetical number of sending channels and
across only 4 channels, run the report for 4 receive-capable channels. for the actual number of outbound channels used.
The resulting report would show the actual minutes (120), a utilization
Example A 16 channel board server sends faxes for 120 minutes in
of 50% on 4 channels, and the actual utilization of 12.5% across all 16
the hour between noon and one pm on a given day. To find out the
channels. If you ran the report for 1 receive-capable channel, the
percentage of capacity if this volume had occurred across only 4
utilization percentage column would show 200% capacity. One
channels, run the report using “4” for the Send-Capable Channels
channel can only receive for 60 minutes each hour and the actual
field. The resulting report would show the actual minutes (120), a
volume was 120 minutes.
utilization of 50% on 4 channels, and the actual utilization of 12.5%
Data included across all 16 channels. If you entered “1” for the Send-Capable
For each hour: Channels field, the utilization percentage column would show a 200%

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capacity. One channel can only transmit for 60 minutes each hour and l Minutes elapsed. If the date range spans more than one day, this
the actual volume was 120 minutes. will reflect a total of the transmission time for all days for each hour
(not an average).
Data included
l Percentage of capacity for entered number of channels.
For each hour:
l Percentage of capacity for the actual number of channels.
l Minutes elapsed. If the date range spans more than one day, this
will reflect a total of the transmission time for all days for each hour
For all channels:
(not an average).
l The grand total number of minutes.
l Percentage of capacity for entered number of channels.
l Percentage of capacity for the actual number of channels. The channel numbers that were actually used during the specified
date range.
For all channels:
To generate the Time-of-Day Usage Report
l The grand total number of minutes
1. Open Time_of_Day_Usage.rpt.
The channel numbers that were actually used during the specified 2. Specify the parameters the number of channels and date
date range. range.
To generate the Time-of-Day Outbound Faxes Channel
Usage Report Inbound Fax Users by Transmission Time
1. Open Time_of_Day_Outbound_Usage.rpt. Data included
2. Specify the parameters the number of receive-capable For each RightFax user ID:
channels and date range. l Date
l Number of minutes of transmission time for the user’s received
Time-of-Day Usage Report faxes that day
This report shows the total number of minutes used by all outbound l Total number of minutes of transmission time for the user’s
channels for each hour of the day, and calculates a utilization received faxes for all days
percentage for both a hypothetical number of sending and receiving
channels and for the actual number of outbound and inbound For all users:
channels used.
l The overall number of minutes of transmission receipt time
Data included
For each hour:

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To generate the Inbound Fax Users by Transmission Time l The overall number of minutes of transmission time for sent faxes
report
To generate the Outbound Fax Users by Transmission Time
1. Open Usage_Inbound_TransmissionTime.rpt.
report
2. Specify the parameter date range.
1. Open Usage_Outbound_TransmissionTime.rpt.
2. Specify the parameter date range.
Inbound Fax Use by Pages
Data included Outbound Fax Use by Pages
For each RightFax user ID:
Data included
l Date
For each RightFax user ID:
l Number of pages received that day l Date
l Total number of pages received for all days l Number of pages sent that day

Fax page count l Total number of pages sent for all days
l The overall total pages received for all users
Fax page count

To generate the Inbound Fax Use by Pages report l Overall total number of pages sent for all users

1. Open Usage_Inbound_Users.rpt.
To generate the Outbound Fax Use by Pages report
2. Specify the parameter date range.
1. Open Usage_Outbound_Users.rpt.
2. Specify the parameter date range.
Outbound Fax Users by Transmission Time
Data included Server Inbound and Outbound Usage
For each RightFax user ID:
Data included
l Date
For the server, for each group of users, and for each user ID:
l Number of minutes of transmission time for the user’s sent faxes l Total number of inbound pages
that day
l Total number of outbound pages
l Total number of minutes of transmission time for the user’s sent
faxes for all days l Total number of all pages

For all users:

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To generate the Server Inbound and Outbound Usage report l Date

1. Open Usage_Server.rpt. l Number of pages received that day

2. Specify the parameter date range. l Total number of pages received for all days

For all top 10 users:

Top-10 Inbound Fax Users by Transmission
l The overall total pages received by the top ten users
Time
l A bar chart of their received faxes
This report lists the 10 RightFax users whose received faxes used the
most transmission time during the reporting period.
To generate the Top-10 Inbound Fax Users by Pages report
Data included 1. Open Usage_Top_10_Inbound_Users.rpt.
For each of the top 10 RightFax user IDs:
2. Specify the parameter date range.
l Date
l Number of minutes of transmission time for the user’s received Top-10 Outbound Fax Users by Transmission
faxes that day
Time
l Total number of minutes of transmission time for all days
This report lists the 10 RightFax users whose sent faxes used the
For all top 10 users: most transmission time during the reporting period.

l The overall number of minutes of transmission receipt time Data included

For each of the top 10 RightFax user IDs:
l A bar chart of their transmission receipt times
l Date
To generate the Top-10 Inbound Fax Users by Transmission l Number of minutes of transmission time for the user’s sent faxes
Time report that day
1. Open Usage_Top_10_Inbound_TransmissionTime.rpt. l Total number of minutes of transmission time for all days
2. Specify the parameter date range.
For all top 10 users:

Top-10 Inbound Fax Users by Pages l The overall number of minutes of transmission send time

This report lists the 10 RightFax users who received the most faxes l A bar chart of the transmission send times
during the reporting period.
Data included
For each of the top 10 RightFax user IDs:

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To generate the Top-10 Outbound Fax Users by l User name

Transmission Time report l Number of days inactive
1. Open Usage_Top_10_Outbound_TransmissionTime.rpt.
To generate the User Inactivity report
2. Specify the parameter date range.
1. Open User_Inactivity.rpt.
2. Specify the elapsed number of days since the last login.
Top 10 Outbound Fax Users by Pages
This report lists the 10 RightFax users who sent the most faxes during
the reporting period. SQL queries
Data included Delegate permissions audit report
For each of the top 10 RightFax user IDs: The report shows when RightFax user's delegate permissions were
l Date changed, the users who made the changes, and the changes that
were made.
l Number of pages sent that day
SELECT ID, [Action], CreationTime AS [When
l Total number of pages sent for all days
Changed UTC], Creator AS [Acting User],
CreatorModule AS [From Application],
For all top 10 users: AuditedValue AS [Changed Delegation
l The overall total pages sent by the top ten users (Delegator/Delegate)], CorollaryAction AS
[Change]
l A bar chart of their sent faxes
FROM Audits
To generate the Top 10 Outbound Fax Users by Pages report WHERE AuditedType = 'Delegate' AND
1. Open Usage_Top_10_Outbound_Users.rpt. CorollaryAction <> ''
2. Specify the parameter date range. ORDER BY ID DESC

Disabled user audit report

User Inactivity
These reports show when RightFax user accounts were disabled and
Data included the users who disabled them.
For each inactive user:
Option 1
l Date of last login This report only shows users that were disabled in RightFax CE 21.2
l User ID and later.

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SELECT CreationTime AS [When Changed UTC], l Changes to cover sheets, library documents, fax numbers, and
Creator AS [Acting User], CreatorModule AS ODBC phonebooks that are associated with groups are not
[From Application], included in the report.
AuditedValue AS [Changed User ID], l Access control properties are not included in the report.
CorollaryAction AS [Change] FROM Audits l Post-Fax Processing properties are not included in the report.
WHERE AuditedType = 'User' AND CorollaryAction l This query will not work with SQL 2016.
<> '' AND CorollaryAction LIKE '+Disabled'
ORDER BY ID DESC SQL query
The dates in the following query are provided as an example.
Option 2
This report only shows users that were disabled in RightFax CE 21.2 DECLARE @StartDate DATETIME2 = '2017-10-31
and later. 05:00:00'
SELECT * FROM Audits DECLARE @EndDate DATETIME2 = '2020-11-05
17:50:05.06'
WHERE AuditedType = 'User' AND CorollaryAction
<> '' AND CorollaryAction LIKE '+Disabled' SELECT TimeStart AS [When Changed UTC], Creator
AS [Acting User], [Action], CorollaryAction AS
ORDER BY ID DESC
FlagChanges, Groups.* FROM Groups
Option 3 FOR SYSTEM_TIME FROM @StartDate TO @EndDate
This report shows all users that have been disabled regardless of the
RightFax software version. JOIN Audits ON TimeStart = CorollaryTime AND
AuditedValue = GroupID AND AuditedType =
The following query lists all RightFax users that have been disabled. It 'Group'
does not show when the accounts were disabled or the users who
disabled them. ORDER BY TimeStart DESC

SELECT * from Users User permissions audit report

WHERE UserFlags & 0x00020000 > 0 The report shows when changes were made to RightFax user
permissions, the users who made the changes, and the changes that
Group properties audit report were made.
The report shows when changes were made to properties of RightFax SQL query
user groups, the users who made the changes, and the changes that
SELECT CreationTime AS [When Changed UTC],
were made. Note the following exceptions:
Creator AS [Acting User], CreatorModule AS
[From Application], AuditedValue AS [Changed
User ID], CorollaryAction AS [Change] FROM

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Audits WHERE AuditedType = 'User' AND

CorollaryAction <> '' ORDER BY ID DESC

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Chapter 25: Configuring RightFax for OCR image to text conversions

Chapter 25: Configuring RightFax for OCR image to text conversions

Use the Optical Character Recognition (OCR) service to convert: To configure OCR routing
l Images of text in received faxes into standard text files. On a RightFax Enterprise server or higher, set up a central mailbox
and create a routing table. See Using OCR to route received faxes on
l The first occurrence of a bar code on a received fax into its
page 223. OCR routing requires that OCR processing is enabled.
equivalent text or number string.

Note Codabar, Code 39 (3of9), Code 93, Code 128, EAN-8, Enabling OCR processing on the
EAN-13, I2of5, UPC-A, and UPC-E are supported symbologies. WorkServers
To enable OCR processing, the OCR service must be enabled on at
The resulting text can be viewed, edited, or used to route faxes to their
least one WorkServer. You can enable OCR processing on as many
intended recipients.
WorkServers as you want.
To configure OCR conversions To enable OCR processing
1. Enable OCR on the WorkServers. See Enabling OCR
1. In EFM, in the left pane, expand the server, and then click
processing on the WorkServers below.
Services.
2. Configure the Conversion Engine for OCR. See Configuring
2. In the list of services in the right pane, double-click RightFax
OCR conversions on the next page.
WorkServer1 Module.
3. Give OCR permission to each user who is authorized to use the
feature and enable OCR and the output file defaults for each
user. See Configuring RightFax users for OCR conversion on
the next page.
4. Users choose whether to convert individual faxes or
automatically convert all received faxes to text. See Creating
and managing OCR text files on page 225

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minute is usually adequate for all but the largest documents.

Local testing ultimately determines the optimal setting for
your environment.
l Maximum number of retries. The maximum number of
conversion attempts per document is controlled by this
setting. Documents that fail conversion are marked as
Problem Converting Fax Body or Coversheet.
l Country. Select an option from the list. This list contains all
supported languages, as well as some country and region
codes that incorporate multiple languages with similar
character sets (such as Western Europe).

Configuring RightFax users for OCR

3. In the component tree in the left pane, select the WorkServer
that will perform OCR processing. conversion
4. In the Services list, click OCR, and then click OK. Give OCR permission to all RightFax users that must be able to
receive OCR versions of fax images. As OCR conversions are
processor-intensive, limit the number of users with this permission.
Configuring OCR conversions
To give a RightFax user OCR permission
You can adjust settings to optimize OCR conversion.
1. Run Enterprise Fax Manager, and double-click the user name
To configure optical character recognition to open the User Edit dialog box.
1. In EFM, in the left pane, expand the server, and then click 2. On the Permissions tab, select the Can OCR Faxes check
Services. box.
2. In the list of services in the right pane, double-click RightFax 3. On the Default Inbound Settings tab, under Automatic OCR,
Conversion Engine. The Conversion Engine Configuration select the Enabled check box to automatically convert all
dialog box opens. received faxes using OCR. In the Extension box, type a default
3. On the OCR tab, complete the following fields, and then click three-letter file extension for the output file. Valid options are
OK: TXT, RTF, or DOC.
l Maximum Conversion Time (factor). Adjust this setting 4. In the Format list, select the text format used to interpret your
based on the size of the largest document (page and word fax pages, and then click OK:
count) sent for this conversion. The default value of 1

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l ASCII produces a plain text file. 3. If you have set up multiple central mailboxes for OCR routing,
l RTF (rich text format) preserves fonts and formatting but is you can use a separate routing table for each mailbox. See
only available to Windows users. Creating alternate routing tables on page 225.

Creating and configuring the OCR central mailbox

Using OCR to route received faxes To use OCR to route faxes to their intended recipients, the faxes must
RightFax recommends that you use OCR routing as a secondary arrive in one or more central mailboxes. This mailbox is configured to
routing method only. Especially in large organizations, route faxes reroute all incoming faxes using OCR routing.
using other, more reliable methods. For more information, see Setting
up inbound routing on page 226. Use OCR routing only for faxes
To create a central mailbox for OCR routing
whose intended recipients could not be determined by these methods. 1. In Enterprise Fax Manager, create a new user with the
following properties:
When a fax arrives in a central mailbox configured for OCR routing,
the fax cover sheet text is checked against a routing table that a. On the Identification tab, set the User ID to OCR and
contains the RightFax user IDs and other identifying text. If a match is the Group ID to Everyone.
found between the identifying text and the fax cover sheet text, the fax b. On the Routing tab, set the Routing Code to a unique
is routed. If no match is found, the fax remains in the central mailbox. code and the Routing Type to OCR, and then click OK.
Note the following about bar codes contained in received faxes:
Important Only the central mailbox should have its
l Only the first encountered bar code is converted to its equivalent Routing Type set to OCR. Do not set the routing type
text string and used to determine a match. of individual RightFax user mailboxes to OCR.
l Do not use a cover page if the bar code to be used for routing is Otherwise each user’s mailbox will attempt to reroute
contained in an attachment. all received faxes, potentially creating endless routing
l Only Codabar, Code 39 (3of9), Code 93, Code 128, EAN-8, EAN- loops.
13, I2of5, UPC-A, and UPC-E bar codes are converted.
2. Edit the properties of the Everyone group as follows:
To use OCR routing l On the Basic Information tab, set the Administrator to
OCR, and then click OK.
1. Configure a central mailbox to receive the faxes to be routed
and configure it for OCR routing. See Creating and configuring
the OCR central mailbox below. Creating the OCR routing table
2. Create a custom routing table containing RightFax user IDs The OCR routing table is a text file that determines to which user to
and their associated text. See Creating the OCR routing table route a fax based on matching text or bar codes found on the fax cover
below sheet.

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If the text in the fax cover sheet is an exact match for an entry in the Example Using the following routing table, any fax received with the
routing table, the fax is routed to the RightFax user ID associated with word “Jane” is routed to JDoe, even if it is addressed to Jane Smith,
the matching text. even if there are other Janes later in the routing table. If the cover
sheet includes "Smith," but not “John,” the fax is not routed. Similarly,
When creating the OCR routing table, keep in mind that RightFax
a fax simply addressed to “Marketing” or “VP Marketing” would not be
scans the routing table from top to bottom, routing the fax to the first
routed. Only the exact title “Director of Marketing” would cause the fax
match it finds. This means:
to be routed to user JDoe.
l Place your highest priority user IDs at the top of the list so they are
sure to receive their faxes even if matching text conflicts with other JDoe Jane
users in your organization. The order in which you list user IDs in JDoe Doe
the table is very important.
JDoe Jane Doe
l If you want routing by bar code to take precedence over routing by
JDoe Director of Marketing
text, place bar codes at the top of the routing table strings.
JDoe 555-1212
l If you want routing by text to take precedence over routing by bar
code, place bar codes at the bottom of the routing table. JSmith John Smith
JSmith 555-1000
To create the OCR routing table
Example Using the following routing table, matches for numbers
1. On the RightFax server, in the RightFax\WorkSrv folder, create would be routed first, then names, and then titles or departments.
a text file named Route.txt. The folder includes a sample
Route.txt file for reference. JDoe 5205551212

2. Using one line per RightFax user, enter the routing information JSmith 520555100
in the format UserID MatchingText. TLogan 520555198
Note the following: JDoe Jane Doe
l UserID and MatchingText must be separated by a single JSmith John Smith
space.
TLogan Ted Logan
l Remove any blank spaces at the end of an entry to ensure
that trailing spaces are not used for matching. JDoe Director of Marketing
l The matching text must be an exact match of the text from JSmith Sales
the cover sheet. TLogan Development

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Creating alternate routing tables Converting individual faxes to OCR text files
If you have set up multiple central mailboxes for OCR routing, you can In FaxUtil and FaxUtil Web, you can convert individual fax images to
use a separate routing table for each mailbox. text.
To specify a file name for the routing table other than To convert a fax
Route.txt. l In the list of received faxes, right-click the fax, and on the shortcut
1. Run Enterprise Fax manager and edit the user ID for the menu, click OCR.
mailbox.
2. On the Routing tab, in the Routing Info box, enter the file After the OCR processing is complete, an icon appears in the OCR
name for the routing table. The new routing table file must be column for the fax and the text file is stored as a fax attachment.
located in the same RightFax\WorkSrv folder and use the same
Configuring automated OCR conversion
format as the Route.txt OCR routing file.
To configure RightFax to automatically convert all received faxes to
3. You can also specify a RightFax user ID to which unmatched
text with OCR, the OCR module must be enabled and the current user
faxes automatically route for each central mailbox: In the
must have OCR permission. After the automated conversion has been
Routing Info box, after the file name, type a comma followed
enabled, each user can set the OCR Options defaults. Users can
by a RightFax user ID.
override any of these settings for each individual fax.
Example If you have set up an OCR central mailbox for the Sales To convert all received faxes
department, you can specify a routing table called Sales.txt and have
1. In FaxUtil, on the Tools menu, click Options.
all unmatched faxes automatically route to Jane Doe (RightFax user
ID JDoe). To do this, enter the following line in the Routing Info box of 2. On the Receiving tab, select the Automatically OCR
the Sales central mailbox: Received Faxes check box, and then click Set OCR Options.

SALES.TXT,JDoe 3. In the Output Type list, select TXT, DOC, or RTF.

4. In the Format list, select RFT or ASCII.
Creating and managing OCR text files
After the workserver has been configured and permissions granted,
users can either convert individual faxes to OCR text or they can
configure RightFax to automatically convert all received faxes to text.
After a fax has been converted to text, RightFax stores the text file
along with the original fax image.

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Chapter 26: Setting up inbound routing

Chapter 26: Setting up inbound routing

The RightFax server provides several methods for routing received Example Your DID/DNIS line is associated with numbers 555-1001
faxes to their intended recipients in your organization. Which method through 555-1020 of which your phone service forwards the last four
you choose is determined primarily by your telephone service. digits to your system. Therefore, you configure your fax boards to
consider four digits for routing and you assign the twenty unique codes
To route faxes to users, each user must be assigned a unique routing
as routing codes to twenty users.
code. When a fax is received, RightFax attempts to determine the
intended recipient based on information associated with the received DNIS supports bi-directional faxing, while DID lines support inbound
fax and then routes the fax to that recipient. phone service only.
The user’s account settings also determine the delivery method of the To configure the DID/DNIS settings
fax, such as whether the fax is sent to the user’s FaxUtil mailbox, a
1. Configure each fax board separately for DID/DNIS routing: In
network directory, or attached to an email message.
DocTransport Configuration, under DID Settings, in the
Number of digits for routing list, select the number of digits
Configuring DID/DNIS routing to consider for routing. See Brooktrout Fax Board configuration
With DID (Direct Inward Dialing) and DNIS (Dialed Number on page 67.
Identification Service), multiple telephone numbers—usually a range
2. For each user that should be assigned a routing code, in User
of sequential numbers that share the same prefix—are assigned to a
Edit, on the Routing tab, in the Routing Code box, enter the
single pair of wires (a telephone trunk). When the person sending the
three- or four-digit DID/DNIS phone extensions. See The
fax dials a number, the phone service transmits the dialed number or
Routing tab on page 114.
part of it with the call. RightFax places the fax into the user’s mailbox
whose user profile includes the unique digits as the routing code. The
fax board configuration determines how many digits are considered Configuring DTMF routing
for the routing code.
DTMF (dual tone multi frequency signaling) uses Plain Old Telephone
Service (POTS). A single phone number is assigned to each phone
line. The person sending the fax dials the number. After the call
connects, the fax board prompts the caller with a tone or voice prompt
to enter the routing code for the fax. If the caller enters a valid routing

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code assigned to a RightFax user, the fax is placed in that user's To configure channel routing
mailbox.
1. Configure each channel separately for channel routing: In
If the caller does not enter a code in a given amount of time, or if the DocTransport Configuration, expand the Fax board, click the
code is not associated with a valid RightFax mailbox, the fax is placed channel, and in the Channel Extension box, enter a number
in the mailbox that corresponds to the Channel Extension setting for between 1 and 99. This settings corresponds to the Routing
the channel on which it arrived or, if no channel extension match is Code entered for the user mailbox that is to receive all faxes
found, in the mailbox of the administrator of the Everyone group. coming in on this channel. See Configuring Brooktrout
channels on page 74.
To configure DTMF routing
1. Configure each channel separately for DTMF routing: In Note You can also set two or more channels to the same
DocTransport Configuration, expand the Fax board, click the Routing Extension if you want a single mailbox to receive
channel, and then select the Enable DTMF Routing check faxes from multiple channels.
box. See Configuring Brooktrout channels on page 74.
2. For each recipient mailbox, in the User Edit window, on the
2. For each user that should be assigned a routing code, in User Routing tab, in the Routing Code box, enter the channel
Edit, on the Routing tab, in the Routing Code box, enter the extension of the channel from which that mailbox will receive
routing code the caller will have to enter. See The Routing tab faxes. See The Routing tab on page 114.
on page 114.

Configuring ANI routing

Configuring channel routing
With ANI (Automatic Number Identification) routing, faxes are routed
With channel routing, faxes are routed based on the phone line on based on the origination phone number. ANI is a service provided by
which they are received. For example, if each of your departments telephone service providers where each incoming phone call is
uses a unique fax number, all faxes to that number are delivered to a preceded by a series of digits, including the origination phone number.
single fax mailbox. Each of the members of the department can check
Using ANI routing, all faxes from a certain phone number can be
the department mailbox for faxes, the faxes can be directed to a
routed to a specific recipient. Similarly, all faxes originating from a
printer located in the department, or each fax can be routed to the
specific area code or telephone number prefix can be routed to a
intended recipient.
specific recipient. This routing method can be useful to sales
Channel routing is intended to be used with analog fax boards. To use departments for routing faxes according to sales territories.
it with digital fax boards, the Windows registry value
DoDigitalChanRoute must be set to 1. See DoDigitalChanRoute on Note ANI routing is not available with analog fax boards.
page 354.
Configuring RightFax for ANI routing
For ANI routing the faxes must arrive in a central mailbox that is set up
to reroute all incoming faxes using the origination phone number that

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is part of the ANI data. In most cases, a single central mailbox is Example The following shows a short ANI routing table:
sufficient. If your organization requires multiple central mailboxes,
1001 15205551212
each must have a routing code that corresponds to a channel
1002 15205552345
extension configured in DocTransport.
1003 15205550982
Caution Do not set individual RightFax user mailboxes to 1004 15205551000
ANI routing. All user mailboxes set to ANI routing will attempt to
reroute all received faxes, potentially creating endless routing loops. To specify an alternate ANI routing table
l In the User Edit window, on the Routing tab, in the Routing Info
Example You might set up a central mailbox “ANI” that receives and
box, type the file name of the alternate routing table. The custom
routes faxes based on routing table “ANI.tbl.” You could also set up an
routing table files must be located in the RightFax\Bin folder.
alternate central mailbox for the Sales department called “Sales” that
uses routing table “Sales.tbl.”
Configuring CSID routing
To configure a central mailbox for ANI routing
With CSID (Caller Subscriber Identification) routing, faxes are routed
1. Create a mailbox for ANI routing. In the User Edit window, on
based on data from the sending device, which may or may not include
the Routing tab, make the following entries:
a fax phone number. The CSID may be the company name or other
l In the Routing Code box, enter 0 (zero). This causes all data and it may be impossible to match with data in RightFax. For this
incoming faxes whose owners cannot be determined to reason, CSID routing can be an unreliable method of routing. Using
automatically route to this mailbox. CSID routing, faxes sent from a specific fax number can be routed to a
l In the Routing Type list, select ANI. specific recipient.
CSID routing precludes some other routing types—such as DTMF and
2. If you have not already done so, in DocTransport channel routing—while routing types where routing occurs after the
Configuration, in the Global Transport Settings, enter the fax has arrived in the inbox—such as OCR routing—can still be used
ANI pattern matching string. See Configuring Brooktrout global as a secondary method.
transport settings on page 68.
If an ID for the sending device is not transmitted or cannot be
3. On the RightFax server, in the RightFax\Bin folder, create an determined, the fax is placed in the mailbox that corresponds to the
ASCII file called name.tbl. This file is the ANI routing table. Channel Extension setting for the channel on which it arrived or, if no
Each line must contain a separate entry using the format: channel extension match is found, in the mailbox of the administrator
RoutingCode ANIString of the Everyone group.

RoutingCode is the routing code of the destination mailbox

(where to route to) and ANIString the ANI data represented by
X characters in the ANI pattern match. The ANI string and
routing code must be separated by a single space.

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Configuring RightFax for CSID routing Configuring RightFax for FTP routing
To configure RightFax for CSID routing Configuring FTP routing includes the following tasks:
1. Enable CSID routing on the server: In the Server l Configure a connection to the FTP site.
Configuration window, on the General tab, select the Enable l Configure users for FTP routing.
CSID Routing check box.
2. On the RightFax server, in the RightFax\Bin folder, create an To configure a connection to an FTP site
ASCII file called name.tbl, for example CSID.tbl. This file is the
1. In EFM, in the left pane, expand the server, and then click
CSID routing table. Each line must contain a separate entry
External Connections. The list of connections appears in the
using this format:
right pane.
RoutingCode CSID
2. On the Edit menu, click New. The Edit Connection dialog box
RoutingCode is the routing code of the destination mailbox (the opens. See Configuring an FTP connection on page 268.
user to route to) , and CSID the CSID information (either text or
a phone number) that, when sent, routes to that user. The To configure users for FTP routing
routing code and CSID must be separated by a single space. 1. In EFM, in the left pane, expand the server, and then click
The CSID text can contain spaces and other special Users. The list of users appears in the right pane.
characters.
2. Select a user in the list, and then click Edit. The User Edit
You can use an asterisk (*) to represent any unspecified dialog box opens.
characters at the end of a CSID string. All characters preceding
the asterisk must match the incoming CSID exactly for routing 3. On the Routing tab, in the Fax Number/Routing Code box,
to be successful. enter the user's fax number. For more information, see The
Routing tab on page 114.
Example The following shows a short CSID routing table
where the first line specifies that all incoming faxes with CSIDs 4. In the Routing Type list, select FTP.
that originated from area code 520 will be routed to the 5. In the Connection list, select the network connection for the
RightFax mailbox that has the routing code 1001: FTP site. If you have not configured a connection to an FTP
1001 520* site, click New and see Configuring an FTP connection on
1002 Acme, Inc. page 268.
1003 RIGHTFAX 6. In the File Format list, select the file format for the faxes. For
more information, see The Routing tab on page 114.
Configuring FTP routing 7. In the Routing Info box, enter the path to the folder on the FTP
site. You have the option to use the following macros for the
With FTP (File Transfer Protocol) routing, faxes are routed from the
path.
RightFax server to an FTP site.

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Macro Definition the week, user ID, etc. To ensure that file names are unique, it
is recommended that you include the unique ID of the fax or a
~1 Date (YYYYMMDD) combination of macros that ensures that each file name is
~2 Day of the week (SUN-SAT) unique.
~3 Month (JAN-DEC) Macro Definition
~4 Year (YYYY) ~1 Date (YYYYMMDD)
~5 Day of the month (DD) ~2 Day of the week (SUN-SAT)
~6 Month as decimal (01–12) ~3 Month (JAN-DEC)
~7 User ID (up to 12 characters in 8.3 FAT format) ~4 Year (YYYY)
~8 Week as decimal (00–51) ~5 Day of the month (DD)
~9 Billing Code #1 (up to 12 characters in 8.3 FAT format) ~6 Month as decimal (01–12)
~0 Billing Code #2 (up to 12 characters in 8.3 FAT format) ~7 User ID (up to 12 characters in 8.3 FAT format)
~A Remote ID (left to right, up to 12 characters in 8.3 FAT ~8 Week as decimal (00–51)
format)
~9 Billing Code #1 (up to 12 characters in 8.3 FAT format)
~B Remote ID (right to left, up to 12 characters in 8.3 FAT
format) ~0 Billing Code #2 (up to 12 characters in 8.3 FAT format)

~C Group ID (up to 12 characters in 8.3 FAT format) ~A Remote ID (left to right, up to 12 characters in 8.3 FAT
format)
~D ANI (up to 12 characters in 8.3 FAT format)
~B Remote ID (right to left, up to 12 characters in 8.3 FAT
~E Channel format)
~F Name of the fax server ~C Group ID (up to 12 characters in 8.3 FAT format)
~G Receive time hour (00-23) ~D ANI (up to 12 characters in 8.3 FAT format)
~H Receive time minutes ~E Channel
~I Receive time seconds ~F Name of the fax server
~J Unique ID of the fax ~G Receive time hour (00-23)
8. In the Routing Filename Format box, you have the option to ~H Receive time minutes
define the format of the file name for each fax that is routed.
~I Receive time seconds
Include one or more of the following macros in the path, and
RightFax will dynamically name the files with the date, day of ~J Unique ID of the fax
9. Click OK.

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By including one or more of the following macros in the path, RightFax

Configuring delivery methods for users will dynamically create folders that are named with the date, day of the
After configuring a routing method for your organization, you have week, month, user ID, and billing code among other options.
different options to deliver incoming faxes to the users. The delivery
method is configured individually for each RightFax user. Macro Definition

To assign a delivery method to a user ~1 Date (YYYYMMDD)

l In the User Edit window, on the Routing tab, in the Routing Type ~2 Day of the week (SUN-SAT)
list, select the delivery method. ~3 Month (JAN-DEC)
~4 Year (YYYY)
Delivery methods
~5 Day of the month (DD)
Fax mailbox
~6 Month as decimal (01–12)
Incoming faxes will be routed to the user’s FaxUtil mailbox.
~7 User ID (up to 12 characters in 8.3 FAT format)
Email
~8 Week as decimal (00–51)
The faxes will be forwarded to the user as an email message. In the
Routing Info box, enter the necessary routing information. For more ~9 Billing Code #1 (up to 12 characters in 8.3 FAT format)
information, see Configuring users to receive faxes via email on ~0 Billing Code #2 (up to 12 characters in 8.3 FAT format)
page 297, or the documentation for the RightFax email gateway
~A Remote ID (left to right, up to 12 characters in 8.3 FAT format)
module.
~B Remote ID (right to left, up to 12 characters in 8.3 FAT format)
Network directory
~C Group ID (up to 12 characters in 8.3 FAT format)
Incoming faxes will be sent to the specified network folder.
~D ANI (up to 12 characters in 8.3 FAT format)
In the Routing Info box, enter the path to the folder. The WorkServer
creates the specified path if it does not already exist. The total length ~E Channel
of the path, after replacing any macros with data, may not exceed 71 ~F Name of the fax server
characters. The RightFax server must have write access to the
~G Receive time hour (00-23)
location.
~H Receive time minutes
Note If you enter an incomplete path, the path will be created
~I Receive time seconds
relative to the worksrv.exe working directory. For example, an entry
of XXX\ZZZ would result in the creation of ~J Unique ID of the fax
C:\PROGRA~2\RIGHTFAX\WORKSRV\ XXX\ZZZ.
Example An entry of \\FILESERV\SYS\RIGHTFAX\~1 causes the fax
server to create a folder \\FILESERV\SYS\RIGHTFAX\20150101
when storing a fax received on January 1, 2015.

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Note Only received faxes are routed to a network folder using this Macro Definition
method. If a sent fax is forwarded or routed from one RightFax user
~G Receive time hour (00-23)
to another RightFax user with a network routing destination
specified, the fax appears in the recipient’s fax mailbox, but does not ~H Receive time minutes
appear in the specified network folder. ~I Receive time seconds

If faxes will be routed to a network directory, you have the option to ~J Unique ID of the fax
define the format of the fax file name. In the Routing Filename
OCR
Format box, enter the macros from the following list. To ensure that
file names are unique, it is recommended that you include the unique Incoming faxes will be converted to text by optical character
ID of the fax or a combination of macros that ensures that each file recognition (OCR). Character strings will be compared to a table of
name is unique. RightFax user IDs. When a match is found, the fax will be routed to the
appropriate user. No additional routing information is necessary if you
Macro Definition use the default OCR routing table Route.txt.
~1 Date (YYYYMMDD) For more information about OCR routing, see Using OCR to route
received faxes on page 223.
~2 Day of the week (SUN-SAT)
~3 Month (JAN-DEC) RightFax InterConnect
Incoming faxes will be redirected from one RightFax server to another.
~4 Year (YYYY)
In the Routing Info box, enter the destination RightFax server name.
~5 Day of the month (DD) The InterConnect service must be enabled on at least one of the
~6 Month as decimal (01–12) receiving RightFax server’s WorkServers, and the RightFax user
account (user ID) of the fax recipient must exist on both RightFax
~7 User ID (up to 12 characters in 8.3 FAT format)
servers.
~8 Week as decimal (00–51)
Telephony server
~9 Billing Code #1 (up to 12 characters in 8.3 FAT format) RightFax can route incoming faxes to a telephony server mailbox. In
~0 Billing Code #2 (up to 12 characters in 8.3 FAT format) the Routing Info box, enter the telephony server routing information
using this format:
~A Remote ID (left to right, up to 12 characters in 8.3 FAT format)
~B Remote ID (right to left, up to 12 characters in 8.3 FAT format) (NP: or TCP:)server/source/sourcepassword/destination

~C Group ID (up to 12 characters in 8.3 FAT format) Where NP: or TCP: represents the network protocol, either named
pipes or TCP/IP.
~D ANI (up to 12 characters in 8.3 FAT format)
Workflow
~E Channel
Incoming faxes that are addressed to this user will be routed into the
~F Name of the fax server workflow that you specify. Under Workflow, select the workflow ID.

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For more information about workflows, see Setting up workflows on b. Under Archive Settings, select the Separate file per
page 275. page output check box.

Distributing faxes to a group of users 3. For each user whose received faxes should be routed to the
Use Smart Fax Distribution to distribute received faxes to the folder, in User Edit, configure the following:
members of a user group. The user group sharing the faxes is a. On the Permissions tab, select the Stamp pages of
assigned a routing code and the faxes routed to the group ID are received faxes with audit stamp check box.
distributed among all group members by the routing method
b. On the Routing tab, in the Routing Type box, select
configured for each individual user. To configure Smart Fax
Network Directory; in the File Format box, select TIFF
Distribution for user groups, see The Smart Fax Distribution tab on
(G3-1D) or TIFF (G4); and in the the Routing Info box,
page 138.
type the name of the folder where the faxes will be
saved.
Assigning unique ID numbers to fax file
names and routing to a network folder
Faxes stored in a network folder can be assigned unique ID numbers
Configuring time of day routing
that can be used as the file names. By default, RightFax generates With time of day routing, faxes are directed to a specified number
and assigns unique ID numbers to each fax it receives. You can based on the time they are received.
specify an alternative ID number scheme if you want to store faxes in a
To configure time of day routing
network folder. For example, you can specify an ID that consists of the
server name, date, and page count. 1. Create a text file and name it Time.tbl. Save the file in the folder
RightFax/Config.
This unique ID number is printed on the fax page in the receipt
terminal information (RTI) line. 2. In the file, enter the routing information in the following format.
Include one entry per line.
To assign unique IDs
MatchingDigits,StartTime,EndTime,RoutingCode
1. For each WorkServer, set the Windows registry value for
UseReceiveStampUnique to 1 . See Note that:
UseReceiveStampUnique on page 364. l MatchingDigits is the DID number.
2. For each WorkServer that will handle file routing, in l StartTime is the start time range for routing. Enter the time
WorkServer Configuration, configure the following: in 24-hour (HH:MM) format.
a. In the Services list, select FileRoute and deselect l EndTime is the end time range for routing. Enter the time in
Archive. 24-hour (HH:MM) format.
l RoutingCode is the routing code of the recipient.

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Example
1111,11:30,13:30,2222
Avoid overlapping times with the same inbound DID
number.

Handling spam
You can block unwanted faxes if the incoming calls include ANI
information.
To block unwanted faxes
Create a Windows registry sub-key that lists the numbers you want to
block. For details, see ANI (Entries) on page 352.

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Chapter 27: Setting up AutoReply to respond to inbound faxes

Chapter 27: Setting up AutoReply to respond to inbound faxes

The AutoReply service monitors one or more RightFax mailboxes for To configure users for Autoreply
inbound faxes and replies with a fax to the sender if the inbound fax l All autoreply faxes are sent from one RightFax user account. It is
includes a valid CSID number or automatic number identification (ANI)
recommended that you define a user ID dedicated to this feature.
data. You can route the inbound faxes to different RightFax mailboxes
To create a user ID, see Editing a user profile on page 108.
based on whether the auto-reply was successful and you can print
those for which auto-reply failed to a RightFax printer. l For users that will be monitored for automatic replies, verify that
routing is not set to delete after routing. If it is set to delete,
The faxed replies are fully customizable for each monitored user. A
autoreply will fail. To change this setting, see The Routing tab on
reply can include personalized messages, relevant fax addressing
page 114
information, your organization's logo or other graphic images, and a
copy of the cover page from the received fax being replied to.
To configure Autoreply
Configuring Autoreply 1. On the Start menu, click RightFax, and then click RightFax
Autoreply Wizard. If the Autoreply Module service does not
In a Shared Services environment, you must configure Autoreply on
appear, change your preferences to show non-configured
each node.
services.
Configuring Autoreply involves:
2. On the Welcome page, click Next, and on the Choose Server
l Configuring users for Autoreply. page, enter the RightFax server that Autoreply will monitor and
l Adding a RightFax server that Autoreply will monitor. the log on credentials:
l Defining to route and print inbound faxes based on the success of a. In the RightFax Server box, type the name of the
their autoreply. The settings must be defined for all monitored server.
mailboxes (<Default>) and as needed for individual mailboxes. b. In the Log on as user box, enter the RightFax user ID
l Selecting a template for the reply faxes. For more information, see and in the Password box, enter the password.
Customizing the reply fax on page 237.

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c. Click Connect. l To print an inbound fax on a RightFax printer when

the autoreply fails, in the Select the printer where
d. When you are logged in, click Next.
the fax should print if an autoreply is not sent
3. Click Set up and configure a new RightFax server, and then box, select the printer ID. The printer must be defined
click Next. in Enterprise Fax Manager.

4. On the Choose an AutoReply User page, specify the c. Repeat the above steps for individual monitored
RightFax user ID from which to send the reply faxes. It is mailboxes, and then click Next.
recommended that you define a user ID dedicated to this
feature: 7. On the Enter File Names page, select the format.ini file to
l In the Select the AutoReply user ID list, select the apply to the reply faxes.
RightFax user ID, and then click Next. a. In the Select the monitored user ID list, click
5. On the Select Monitored Users page, select one or more <Default> to select the format.ini file for all monitored
users to monitor in the Available users list, and then click Add. mailboxes; otherwise, select a specific user ID.
The users appear in the Monitored users list. When you have b. Click Browse, select the *.ini file, and then click Open.
selected all users to monitor, click Next.
c. Repeat above steps for individual monitored mailboxes,
6. On the Edit Monitored Users page, select the Autoreply and then click Next.
response for he monitored users:
8. Click Finish.
a. In the Select the monitored user ID list, select
<Default> to define the default methods for all
To remove a server from being monitored
monitored mailboxes; otherwise, select a specific user
ID. 1. In EFM, in the left pane, expand the server, and then click
Services, and then double-click RightFax AutoReply
b. As needed , specify any of the following:
Module.
l To route an inbound fax to another mailbox when the
2. On the Welcome page, click Next, and on the Choose Server
autoreply is successful, in the Select a user to
page, enter the connection credentials, and then click
route the fax to after a successful autoreply box,
Connect.
select the user ID.
3. On the Wizard or Manual Setup page, click Set up the
l To route an inbound fax to another mailbox when the
RightFax server using a wizard, and then click Next.
autoreply fails, in the Select a user to route the fax
to if an autoreply is not sent box, select the user 4. On the Add/Remove Server page, click Remove a
ID. previously configured RightFax server, and then click Next,
and then Finish.

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Chapter 27: Setting up AutoReply to respond to inbound faxes

To modify the Autoreply configuration To customize a format.ini file

1. In EFM, in the left pane, expand the server, and then click 1. Copy the format.ini file found in the
Services, and then double-click RightFax AutoReply RightFax\AutoReply\Samples folder, save it to a folder
Module. accessible by the server, renaming as necessary.
2. On the Welcome page, click Next, and on the Choose Server 2. To customize the appearance, modify the values in the
page, enter the connection credentials, and then click General, Frame#, and Libdocs sections. The General section
Connect. options apply to the entire fax page, those in a Frame# section
to the given frame, and those in the Libdocs sections specify
3. On the Wizard or Manual Setup page, click Manually set up
libdocs to attach.
the RightFax server.
4. On the Connection tab, make any necessary changes, and
l General. The options for the General section include:
then click Connect. General
5. On the AutoReply User ID tab, as needed, change the Option Value Definition
RightFax user ID from which to send the reply faxes.
Font Name, Size The font that will be used if a font
6. On the Monitored Users tab, as needed, change which
is not specified for a frame.
RightFax mailboxes will be monitored for Autoreply.
OutputSize Letter, A4, Legal The size of the page for the fax.
7. On the Monitored User Configuration tab, as needed,
change for which inbound faxes will be routed and printed l Frame#. Each Frame section defines the location of a
based on the success of the autoreply. frame on the fax page and its content. You can place an
8. On the Format File tab, as needed, change which format.ini unlimited number of frames on a page. The options for the
files will be applied. Frame section include:

9. When you have made the configuration changes, click OK.

Customizing the reply fax

When you configure AutoReply you must select a text file that controls
the appearance of reply faxes. You can use the same appearance for
all reply faxes or define separate text files for different monitored
users. A template file must be selected for all monitored mailboxes
(<Default>) and as needed for individual mailboxes.
A sample text file called Format.ini is available in the
RightFax\AutoReply\Samples folder. It includes layout settings for a
reply fax page.

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Chapter 27: Setting up AutoReply to respond to inbound faxes

Frame# Frame#
Option Value Definition Option Value Definition
Area Left, Top, Right, The boundaries of the frame. Horizontal- Left, Center, or The horizontal alignment of the
Bottom Alignment Right text or graphic within the frame.
Left, Right: Measured from the
left edge of the page. Text Text If you set the Type option to Text,
this option supplies the text that
Top, Bottom: Measured from the
appears.
top edge of the page.
Example To define a frame that Note This option supports a
fills the lower-right quarter of a single line of text only. To
letter-size page, enter: include a longer text message,
4.25,5.5,8,10.5. use the File option.
Border Width The width (in pixels) of the frame To add variables to the text,
border. For no border, omit or set Using variables in text on the next
to zero. page.
File File name The name of the file to include in Type Text, Graphic, or Each frame must be one of these
the frame. This can be either a FaxPage types:
text file (set Type option to Text)
Text displays literal text from the
or graphic file (set Type option to
Text option or text from a text file
Graphic).
specified in the File option.
For graphic files, monochrome
Graphic displays the graphic file
bitmap files are recommended for
specified in the File option,
best image rendering.
scaled to fill the frame.
To add variables to the text in a
FaxPage displays the first page
text file, see Using variables in
of the fax that is being replied to,
text on the next page.
scaled to fit the frame.
Font Name, Size, The font that is used for all text in
UFile Name of Use instead of File if the file is a
Style this frame. Specify the name of
Unicode file Unicode file.
the font, the point size, and the
style (Bold, Italic, or both). UText Unicode text Use instead of Text if the text is
Unicode text.

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Chapter 27: Setting up AutoReply to respond to inbound faxes

Frame# Troubleshooting the AutoReply Service

Option Value Definition To troubleshoot the service, you can run AutoReply in a command
Vertical- Top, Center, The vertical alignment of the text window to view debug information.
Alignment Bottom, or Wrap or graphic within the frame. Use To view in debug
the Wrap value to wrap
unformatted text to fit within the 1. In Enterprise Fax Manager, stop the AutoReply service.
boundaries of the frame. 2. Open a command prompt and change to the
RightFax\AutoReply folder, and then type:
l Libdocs. This section is used for attaching libdocs to the
end of reply faxes. The options for the Libdocs section 3. Type AutoReply -d -1, and then press ENTER.
include:
To output the debug information to the event log or a text
Libdocs file
Option Value Definition 1. In Enterprise Fax Manager, stop the AutoReply service.
DocumentIDs ID,ID,ID,(...) Separated by commas, the IDs 2. Open a command prompt and change to the
of the lib docs to be attached. RightFax\AutoReply folder, and then do one of the following:
l To output to the event log, type:
AutoReply -d -1 -L
Using variables in text
l To output to a text file, type:
Text in the format files and text included from external files can contain AutoReply -d -1 -O file.txt
the following variables.
3. Press ENTER.
Variable Definition
~1 Destination fax phone number.
~2 Number of pages in the received fax.
~3 Date and time the fax was received (the start of receipt). The date
and time appears as Date Time [Timezone], where Date and
Time are formatted according to the Regional settings in Control
Panel.
~5 Unique ID of the fax (assigned by the RightFax server).

Example The text TO: Fax Sender at ~1 expands in a reply fax to

TO: Fax Sender at 520-555-0100.

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Chapter 28: Creating dialing rules and Least-Cost Routing plans

Chapter 28: Creating dialing rules and Least-Cost Routing plans

When you use dialing rules you can precisely control outbound faxing Dialing rules are server-specific, allowing different rules for servers in
by specifying rules and restrictions about how faxes are sent different locations or serving groups with varying needs. If you have
according to their destination fax numbers. multiple RightFax servers, you can copy rules from one server to
another.
Example A dialing rule might specify that all faxes to a certain area
code are sent via wide-area network (WAN) to another RightFax To open dialing rules
server, saving long-distance charges. Another dialing rule might l In EFM, in the left pane, expand the server, and then click Dialing
specify that international faxes can only be sent at times of day when
Plan, and then Dialing Rules. The list of dialing rules appears in
rates are lowest.
the right pane of the window.
RightFax Least-Cost Routing (LCR) routes outbound faxes between
RightFax Enterprise servers or RightFax Branch Office servers on a To add a new dialing rule
WAN to minimize long distance and other telephone charges. Least- 1. On the Edit menu, click New. The Rule Edit window opens.
Cost Routing includes dialing rules, load balancing, destination tables,
InterConnect, and testing tools. 2. Complete the options, and then click OK. See Editing dialing
rules on the next page.
Creating, deleting, and copying dialing rules
To delete a dialing rule
Each dialing rule consists of the following parts:
l Select the rule or rules in the list, and on the Edit menu, click
l A number pattern of wildcard characters or a specific fax number. Delete. To confirm the deletion, click Yes.
Outgoing faxes are checked if their destination fax numbers match
this pattern or number. To copy dialing rules from one RightFax server to another
l Rules and restrictions that will be applied if the destination fax 1. Select the rule or rules you want to copy.
number matches the pattern or number.
2. Drag the selection to another server. Your EFM preferences
If one fax number matches multiple dialing rule patterns, the fax server determine how much of the information is copied. For more
weighs each rule according to how closely it matches the fax number, information, see Customizing Enterprise Fax Manager on
and then sends the fax according to the rule with the greatest weight.

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page 31.

Note If you copy dialing rules from a new RightFax server

version to an older one, any configuration data not supported
by the older version will be lost.

Editing dialing rules

To edit the properties of an existing dialing rule
l Select the dialing rule and on the Edit menu, click Edit. The Rule
Edit window opens.

The Matching tab

The Matching settings determine to which faxes the dialing rule will be
applied. The main match is based on the destination fax number
pattern, and additional matching options are available.

Pattern
The destination fax number pattern or number that the dialing rule
applies to. RightFax ignores any hyphens, parentheses, or spaces in
the pattern string. The pattern can include the digits 0–9, as well as the
pound [#] and asterisk [*] keys.
You can use wildcard characters to define variables in the number
pattern and thereby specify a range of numbers that the rule will apply
to. The following table lists each wildcard character that can be used in
the Pattern box and its definition.

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Wildcard Definition Examples Weight Wildcard Definition Examples Weight

+ Matches zero or + matches any fax number 0 points N Matches entries in N matches all fax numbers that
more digits; must entered. the fax number list. have been added to the fax
always appear at N must be the only number list in EFM, regardless of
the end of number 415+ matches any number that entry. whether they are assigned.
string. begins with 415, including 415-
555-7000, 415-4455, and 4151. Exact matches on the digits 0-9 have a weight of 10 points. Use of
wildcard characters decreases the weight of a pattern match because
~ Matches zero or ~415+ matches any number 4 points wildcard character matching is always less specific than an exact
one digit; can be beginning with 415 or [digit]415 match.
placed anywhere in including 415-555-7000, 415-
the number string. 3222, 1-415-555-7000, and 2415. Example The fax number 520-555-7000 matches the patterns “520-
555-700?” and “520+”, but is always matched with the first rule
~~415+ matches 1-415-555-7000, because it is more specific.
9-1-415-555-7000, and 415-555-
To add other symbols to the list of supported characters, such as a
7000.
comma or period, edit the Windows registry to change the
? Matches exactly 415-555-7??? matches any 5 points ValidPatternChars value. See ValidPatternChars on page 356.
one digit. number that starts with 415-555
Priorities
and has its final four digits
between 7000 and 7999. Matching based on priority can be useful when broadcasting faxes or
other large volume faxing. It can also be useful for universal
415-???-???? matches any redirection of faxes (for example, to send all high priority faxes from
number within the area code 415. Server2 instead of Server1).
% Matches digits 415-%[EAST,3]+ matches all Select the check boxes next to the priorities you want to match for this
[tableID,#] defined in a numbers that begin with 415 and rule. Only faxes with the priority levels selected here will be
destination table to have a three-digit prefix defined in considered for this rule.
the number of digits the destination table “EAST.” Fax Traffic Type
specified (see
Apply the dialing rule based on whether the fax or SMS was generated
Creating, deleting,
by the RightFax Integration Module for production faxing. You can
and copying
restrict the rule to apply to:
destination tables
on page 251). l All traffic
l Production traffic only

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l Non-production traffic only

l SMS traffic only

Minimum Queue Depth

Specify the number of fax pages that must be waiting in the server’s
queue before this rule is considered. Use to define a dialing rule to
offload outgoing fax traffic to another server when the load on the
current server gets too high.
Minimum Fax Size
Specify the minimum number of pages a fax must be before this rule is
considered. Use to define a dialing rule to offload very large faxes to
another server, leaving the local server free to send only smaller
faxes.

The Restrictions tab

You can restrict each dialing rule to specific servers, users, or groups
in your organization.

Servers
All (Every)
The rule will be applied regardless of the origin of the fax.
Only These
The rule will be applied to the servers you enter in the Server box.
Enter one or more server name or names. Use commas to separate
multiple entries.

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All But These

The rule will be applied to all servers except those you enter in the
Server box. Use commas to separate multiple entries.

Users
All (Every)
The rule will be applied regardless of the origin of the fax.
Only These
The rule will be applied to the users you enter in the User List box.
Enter one or more user IDs. Use commas to separate multiple entries.
All But These
The rule will be applied to all users except those you enter in the User
List box. Enter one or more user IDs. Use commas to separate
multiple entries.

Groups
All (Every)
The rule will be applied regardless of the origin of the fax.
Only These
The rule will be applied to the users you enter in the Group List box.
Enter one or more group IDs. Use commas to separate multiple
entries.
All But These You can add or remove digits from the beginning or end of the
The rule will be applied to all servers except those you enter in the destination fax number (for example, to automatically add a 1 to long
Group List box. Enter one or more group IDs. Use commas to distance calls or a 9 if necessary to get an outside line).
separate multiple entries. You can also add a user’s international billing code or remove all but
the last four digits of a number for internal routing.
The Number Adjustments tab
The Number Adjustments settings determine how fax numbers that
match the dialing rule can be modified to properly send from the
specified destination.

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Note If your organization requires a dialing prefix for all outgoing Character Definition
calls (including all outgoing faxes), specify the prefix in the Global
F Replaced in the dial string by the user’s domestic long distance
Transport Settings of DocTransport Configuration. See Configuring
Auto Billing Code configured in DocTransport Configuration. See
the DocTransport modules on page 65. Do not specify the prefix in
Configuring Automated Billing Codes on page 84.
the dialing rules.
G Replaced in the dial string by the user’s international long
You can append or prepend any combination of dialable digits. You distance Auto Billing Code configured in DocTransport
can also include special dialing characters that have special meaning Configuration. See Configuring Automated Billing Codes on
to RightFax. page 84.
Dialing characters supported by dialing rules I 5-second pause (you can combine several of these characters to
The following table lists the dialable characters and their definitions. increase the length of the pause).
Characters are not case-sensitive. P Pulse dialing mode.
Character Definition T Tone dialing mode (default).

0–9 Dialable phone digits. W Wait up to 15 seconds for a dial tone.

! Hook-flash signal. { Do not prepend the dialing prefix.

# Pound button on phone. } Do not append the dialing postfix.

* Asterisk button on phone. @ Required for SR140 FoIP numbers. Appends the IP address of
the FoIP router.
, (comma) 1-second pause (you can combine several of these characters to
increase the length of the pause). & Indicates that a sequence of DTMF digits will follow. This applies
to post-dialing for in-band FoIP calls using an SR140,
A Replaced in the dial string by the fax’s Billing Code 1 value.
The post-dial string can include PSTN Telephony characters
B Replaced in the dial string by the fax’s Billing Code 2 value.
such as 0-9, #, *, and a comma, but not p, t, w, and !.
C Replaced in the dial string by the fax’s ToContactNum value (the
The digits will be dialed as soon as the SR140 receives a SIP 183
recipient’s voice number).
or SIP 200 response code or a H323 message from the gateway.
D Replaced in the dial string by the fax’s ToName value (the
recipient’s name). Any undialable characters in this field are Note To use DTMF post dialing, the post_dialing_enable
discarded. parameter must be enabled on the SR140.
E Replaced in the dial string by the fax’s ToCompany value (the
Example For international calls, a dialing rule 001+wGii
recipient’s company name). Any undialable characters in this field
(001=Pattern;wGii=Append) specifies that if the first three digits of an
are discarded.
outgoing call are the international dialing prefix ( pattern of 001+),

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RightFax will wait for a dial tone (w), look up the user’s international
billing code to dial (G), and wait 10 seconds before dialing it (ii).
Example For post-dialing for in-band FoIP calls using an SR140, a
dialing rule including @172.17.9.225&5555 appended, specifies that if
the gateway’s IP address is @172.17.9.225, the SR140 will post-dial
the digits 5555 as soon as one of the following has been received from
the gateway: a SIP 183, SIP 200, or H.323 message.

The Time and Day tab

The Time and Day settings determine for each day the time period to
apply the rule. You can use these settings to take advantage of special
off peak phone rates or to balance fax loads between servers at the
times when your fax traffic is the highest.

Days (listed separately)

For each day on which the rule should be applied, enter hh-hh to
specify the time range. hh is the time in 24-hour format. Do not specify
minutes. To change the hours that a rule is applied, do one of the
following:
l To specify multiple time ranges, enter the time ranges separated
by comma in the format hh-hh,hh-hh.
Example To have a rule apply nights only between 7 P.M. and 2
A.M., enter 00-02,19-23 in each day of the week box.

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l To not apply a rule during a given day, delete any entries and leave
the box blank.

Note If you enter a range that straddles two days, the system
divides the time between the current and the next day, adding the
time range for the next day to any existing time ranges. Verify that
the time ranges for each day are correct.

Quick Sets
Click one of the following to quickly apply common time restriction
settings:
l All Times applies 00-23 from 00:00:00 to 23:59:59 every day. This
is the default.
l Weekend applies 00-23 to Saturday and Sunday and removes all
weekday settings .
l Weekdays applies 00-23 to Monday through Friday and removes
all weekend settings.
l Peak Times applies 00-18 to Monday through Friday and removes
all weekend settings.
l Never removes all settings.

The Destination tab

The Destination settings determine where in your organization a fax
matching the dialing rule pattern will be routed before the destination Note Entries in the Name boxes are limited to 47 characters. This
fax number is dialed. means that you can enter fully qualified domain names that have 47
or fewer characters, including periods and backslashes. If the
domain name is longer, use the IP address instead.

Send via Fax Server

Select this option to route the fax to any RightFax Enterprise or
RightFax Branch Office server (including the local server) on your
network. The new server evaluates the destination fax number against
its own dialing rules and transmits or forwards the fax accordingly.

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l After you select this option, in the Name box, enter the destination l FOIP. The fax will be transmitted packaged as an email message
server name to use for routing. with a TIFF attachment via your SMTP server via fax over IP
(FoIP).
Note Take care not to create dialing rules on two or more
servers that will cause a fax to loop between them. If this occurs, To specify the email address of the destination device, click the
RightFax sends the fax after ten loops. Number Adjustments tab, strip all of the digits from the
destination fax number, and then prepend the destination email
address.
Receive into Fax Server
l RFCONNECT. The fax will be routed to RightFax Connect.
Select this option to route the fax to a RightFax Enterprise or RightFax
RightFax Connect requires a ten-digit phone number. Depending
Branch Office server (including the local server) on your network and
on your incoming digits, you may need to make changes on the
deliver them as inbound faxes. You can use this option to define intra-
Number Adjustments tab .
office routing rules that let RightFax users in your organization send
faxes to each other across different fax servers on the network. l SMS. The fax will be routed to an SMS number. When a fax is sent
to an SMS device, only the cover page notes are transmitted.
If the fax number does not match a routing code on the receiving
RightFax server, the fax is routed to the Default user ID on that server. To specify the destination SMS number, on the Number
Adjustments tab, strip all of the digits from the destination fax
1. After you select this option, in the Name box, enter the
number, and then prepend the desired SMS number. For
destination server name to use for routing.
information about making changes on the Number Adjustments
2. To include a TTI line on the fax, select the Insert TTI check tab, see The Number Adjustments tab on page 244.
box. By default, faxes received into the fax server do not
include a TTI line.
The Other tab
3. In the Fax ID box, specify the fax ID that should appear in the
Use the Other settings to set special sending options, such as sending
TTI line.
at specific times or on specific channels, increase the weight of the
rule, or disable it.
Send via Transport
Select this option to select one of the transport methods that you
added and configured in the RightFax DocTransport module as the fax
destination, rather than a specific RightFax server. See Configuring
the DocTransport modules on page 65.
After you select this option, select a transport method in the Send via
Transport list. The transport must have been added in the
DocTransport module. You can select from the following transport
methods:

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setting notifications for disallowed faxes, see The DnD Notifications

tab on the next page.
Reschedule After Disallow Sending
Select this option to prevent faxes from sending based on attributes
such as the number pattern, time of day, or sender and then, based on
the settings on the Time and Day tab, retries faxing at the same time
each subsequent day until the fax is either sent or blocked altogether.
Example If a user tries to send a fax at 1 P.M. on Saturday and has
weekend time restrictions in effect, the fax is not sent until 1 P.M. on
Monday, when dialing rules no longer restrict sending.

Delay Fax to Specific Time

Select this option to prevent the fax from sending before a specified
time of day. If the specified time is earlier than the time the fax is
received, the fax will be sent at that time on the next day.
In the Delay Until box, enter the time using 24-hour notation (0000–
2359).

Note Least-Cost Routing rules are evaluated one time. If this

setting delays transmission, other settings for the rule will not be
No Special Action
evaluated.
Click to process faxes without delay on any available channel.
Send on Specific Range of Channels Delay Fax for Specific Interval
Click to send the fax only on the channels you specify. The channel Select this option to delay the fax from sending for a specified number
range specified here overrides any channel restriction placed on a of minutes. In a Shared Services environment, using this option in
specific fax using the <CHANNEL> embedded code. This parameter conjunction with a dialing rule of greater weight that will send the faxes
is not transferred with the fax if it is routed to another fax server for immediately, you can prevent faxes from being sent by a
sending. DocTransport with incompatible telephony settings in case the original
DocTransport is down.
Disallow Sending
In the Minutes to Delay box, enter the number of minutes to delay.
Select this option to prevent faxes from sending based on attributes
such as the number pattern, time of day, or sender. The user gets the Note Least-Cost Routing rules are evaluated one time. If this
message “Fax blocked from dialing phone number.” This is sometimes setting delays transmission, other settings for the rule will not be
referred to as the Do Not Dial or DnD feature. For information about evaluated.

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Extra Rule Weight

Add additional weight to the dialing rule. When a fax number matches
two or more dialing rules, RightFax weighs each rule according to how
closely it matches the dialed number and uses the rule with the
highest weight. This setting adds extra weight to the rule so it can be
selected over another rule that has a better pattern match.
Dialing rule pattern characters are weighted as follows:
l digit match (0–9) = 10 points
l + (plus) = 0 points
l ? (question mark) = 5 points
l ~ (tilde) = 4 points

Share with other nodes

To share the rule on all nodes of a Shared Services system, select this
check box. Shared rules are shown with “(Shared)” after the rule
number. The rule can be edited on any server where it appears.
Disable rule
To disable this dialing rule, select this check box. To enable the dialing
rule, clear the check box.
Comment
Enter a descriptive comment for the dialing rule.

The DnD Notifications tab Users to Notify

Enter the RightFax user IDs to which to send notifications about faxes
DnD notifications notify about faxes that were blocked by the Disallow
that are blocked by the Disallow Sending feature.
Sending feature. Disallow Sending is also referred to as Do Not Dial
(DnD). For more information, see The Other tab on page 248. Use commas to separate multiple user IDs. To select user IDs from
the list of user IDs on the local server, click [...].
Notify sender that the document was blocked
Select this check box if you want the sender to be notified after
attempting to send a fax to a blocked number.

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If this option is not selected, the sender will get the “Fax number
blocked” custom message. To configure this message, see
Creating, deleting, and copying destination
Configuring custom messages on page 41. tables
You can store and organize groups of numbers such as dialing
Example of dialing rules prefixes and area codes in destination tables. Use these tables to
Example A company with RightFax servers in New York and Seattle create dialing rules to represent a range of numbers instead of
adds the following dialing rules on the New York server: creating a separate rule for each number pattern.
l 206-???-???? You can add numbers to a destination table by typing one number at a
Remove first three digits and send via Seattle server time, by entering a number range, or by specifying an external data
source, such as an SQL database.
l 206-820-50??
Remove first six digits and receive into Seattle server Example A destination table can contain all of the area codes in a
major metropolitan area. You can then create a single dialing rule that
When someone in New York sends a fax to 206-820-7000 (a customer addresses all of these area codes.
in Seattle) the server routes the fax to the Seattle server which sends it
Example A destination table can use an SQL database containing all
via a local call. When someone in New York sends a fax to a co-
numbers on your do-not-call list.
worker in Seattle at 206-820-5065, the server considers the fax a
received fax and routes it to the appropriate internal fax mailbox Note The entries in a destination table must all be the same length
(5065). and may only include the digits 0–9, pound [#], and asterisk [*].

Creating an exception to a dialing rule To open the list of destination tables

When dialing rules are shared among nodes in a Shared Services l In EFM, in the left pane, expand the server, expand Dialing Plan,
system, you can create exceptions to rules. and then click Destination Tables. The list of destination tables
appears in the right pane.
1. On the server where the exception should apply, create a rule
with identical matching on the Matching tab. (See The
Matching tab on page 241). To add or edit destination tables
1. On the Edit menu, click New to create a table, or Edit to edit an
2. On the Other tab, in the Extra Rule Weight box, increase the
existing table.
weight of the rule. (See The Other tab on page 248). The rule
will take precedence over the identical shared rule for faxes on
this node.

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more information, see Importing destination table entries

from an external source below.

4. To remove an entry (and allow faxes to be sent to the number),

click the number in the Entries box, and click Delete
Selection.
5. Click OK.

To delete a destination table

l In the right pane, select the table to delete, and on the Edit menu,
click Delete.

To copy destination tables from one RightFax server to

another
1. Select the table or tables you want to copy.
2. Drag the selection to another server.

Note If you copy destination tables from a new RightFax

2. In the Destination Table Name box, enter or edit the name of server version to an older one, any configuration data not
the destination table. supported by the older version will be lost.
3. Do one of the following.
l To add numbers by typing them, in the Insert Text box, Importing destination table entries from an
type one number per line. Click Insert Text. The numbers external source
you entered appear in the Entries box.
If your organization maintains a database containing lists of phone
l To add a range of numbers, under Insert Range, in the numbers not to be dialed, you can link the destination table to this
Start and End boxes, enter the starting and ending database and then set up a dialing rule that prevents these numbers
numbers respectively, and then click Insert Range. All from receiving fax transmissions.
numbers in the range appear in the Entries list.
Before you can set up a Do Not Dial list, you must configure the
l To specify an external data source, select the Use External database containing the numbers to block as an ODBC data source.
Data Source check box, and then click … to specify an Refer to the documentation for your server’s operating system for
SQL database. Specify the column you want to import. For information on configuring a new ODBC data source.
After you have set up the ODBC data source for the database
containing the numbers to block, set up Do Not Dial rules.

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To import destination table entries from an external source phone numbers to only those for whom a separate field in the
table called “Block Number” is set to true.
1. In EFM, when creating a new destination table, select the Use
External Data Source check box, and then click [...]. The 7. Click OK. All numbers from the database appear in the Entries
Configure External Data Source window opens. list in the Destination Table Edit window. The entries in the
box will be automatically updated as you make changes to the
database.

Testing dialing rules and fax routes

You can test and confirm your dialing rules and fax routing scheme
without sending a fax.
To start testing
l In EFM, in the left pane, expand the server, and then click Dialing
Plan.

2. Click Edit SQL Connection, enter the Server name, select

the Authentication type, select the Database or look it up, and
then click OK.
3. In the Table Name box, enter the name of the table that
contains the phone numbers.
4. In the Destination Column Name box, enter the name of the
table column specific to the phone numbers.
5. In the Primary Key Column Name box, enter the name of the
primary key column for the table you specified in the Table
Name field.
6. In the Condition box, enter any SQL script that you might want
to use to limit the range of phone numbers in the database. For
example, you could enter a query for a field called “Block
Number” set to true. This would limit the range of blocked

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To test communications with the selected RightFax server l The time it takes to route between servers. This does not
include the time to transfer image data. That additional time
l In the right pane, click Ping. The following information appears in
depends on the size, resolution, and density of the fax.
the Pinging server servername box:
l The server availability index value shows the availability of the
server. The higher the value, the greater the server availability.
To verify dialing rule execution
1. In the Phone Number box, enter a fax number. You can also
l The time for call value shows in how many seconds information
enter a specific User ID, Group ID, Fax Priority, and Fax Size
packets make a round trip between machines.
to test how each affects the route and execution of the dialing
plan.
To view downed servers 2. To test the rule execution for production faxes, select the
The Downed Servers list in the right pane shows any rules that are Integration Fax check box. Production faxing is implemented
disabled due to downed RightFax servers and the error that caused with the optional Integration module.
the rule to be disabled.
3. If the dialing rule applies to SMS messaging, select the
l To reset the list of downed servers, click Reset Downed. SMS Message check box.
4. Click Rule Execution. As the fax is routed, the results box
To verify the route of a fax shows the following:
1. In the Phone Number box, enter a fax number. You can also l Each dialing rule against which the fax number is
enter a specific User ID, Group ID, Fax Priority, and Fax Size compared.
to test how each affects the fax routing.
l Information about the match weights and server availability.
2. To test routing for production faxes, select the Integration Fax
check box. Production faxing is implemented with the optional
Integration module.
To verify dialing rule execution on multiple fax numbers
1. Create a .csv file with test fax numbers listed one per row in the
3. If the dialing rule applies to SMS messaging, select the
following format:
SMS Message check box.
PhoneNumber,UserID,GroupID,Priority,FaxSize,Flags
4. Click Route Trace. As the fax number passes one or more
servers, the results box shows the following: Note that:
l Which rules are being used. l PhoneNumber is a fax number.
l How the fax number is manipulated along the way. l UserID is a user ID.
l The number of hops or jumps from server to server. l GroupID is a group ID.
l Fax Priority is number 0 = normal, 1 = low, and 2 = high.

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l FaxSize is a number of pages.

Note You can also use the Windows registry keys for DocTransport
l Flags indicates: BlockedNumbers and BlockingFlags to further block faxes to
l 0x100 = Integration Fax specific numbers and control sending to 911. Entries added in the
BlockedNumbers registry key are written to the database and
l 0x200 = SMS Message
applied to all DocTransports on all servers. See DocTransport
l 0x300 = both registry entries on page 352
l 0 = neither To add or change blocked numbers
1. Create a destination table for the numbers you want to block.
Example
2. Create a dialing rule that uses that table for the matching string.
555-2345,JSmith,Marketing,0,7,0X200
555-2346,TLogan,Sales,1,25,0X100 3. Edit the dialing rule to Disallow Sending.
555-2347,JDoe,IT,2,15,0 4. Save the rule.
2. Click Import Test Cases, locate the .csv file, and open the file.
Full RightFax administrators can approve, disapprove, or delete faxes
The results box shows the following:
that were blocked by dialing rules. Approved faxes are immediately
l Each dialing rule against which the fax number is scheduled to send. Disap proved faxes are assigned a status of “Fax
compared. was disapproved” in the original sender’s FaxUtil mailbox.
l Information about the match weights and server availability. To approve or disapprove a fax blocked by a dialing rule
1. Sign on to FaxUtil as an administrator and on the List menu,
Blocking outbound calls click Administrative Mode

You can prevent users from sending faxes to certain numbers by 2. To view only faxes needing approval, on the List menu, click
using dialing rules in combination with a destination table. Needing Approval.

The DocTransport module by default blocks all outgoing calls to 3. Right-click the fax. On the shortcut menu, point to Status, and
numbers beginning with 911 (the standard emergency number then click Approve Fax or Disapprove Fax. You can add a
throughout the United States). All non-numeric characters are ignored note (up to 450 characters) to be stored in the fax history
by DocTransport. together with the date and your user ID

Example If a user sends a fax to ,,911, DocTransport ignores the two

preceding commas, matches 911, and then blocks the number. Examples of Least-Cost Routing
This section describes several examples of Least-Cost Routing.

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Scenario 1: Using LCR (a simple example) Scenario 3: Distinguishing ‘+’ wildcard rules from other local
PDQ Company has a RightFax server in New York City (NYSERVER) numbers
and one in Tucson (TSNSERVER). The PDQ system administrator for NYSERVER notices that faxes
bound for internal four-digit PBX numbers in New York that begin with
PDQ determines that it would be cheaper to send New York faxes
520 are being inadvertently routed to Tucson. In addition, New York
bound for Tucson and Southern Arizona numbers via TSNSERVER. It
just added a prefix for the Tri-State area of 520 (requiring a 1 to be
adds this rule to NYSERVER:
dialed first from the PDQ office.) Those calls too are going to Tucson.
520+ To correct this situation, the administrator adds these two rules to
Send via fax server TSNSERVER. NYSERVER:
Scenario 2: Using dialing destination tables 520?
PDQ Company wants to make sure that TSNSERVER will correctly Send via local fax server.
dial Southern Arizona numbers outside of Tucson by prepending a 1.
520-????
PDQ could add rules to TSNSERVER that prepend all numbers that Send via local fax server. Prepend 1.
have a certain prefix, such as 458, with 1 and as needed strip the 520
These two rules intercept 520 calls that would otherwise match the
area code before prepending the 1:
520+ rule in Scenario #2. These rules would match the local
458+ destination numbers more specifically and therefore be weighted
Send via local fax server. Prepend 1. more heavily.
520-458+ Scenario 4: Stripping unnecessary digits
Send via local fax server. Strip 3 digits from beginning. Prepend 1. The PDQ system administrator for NYSERVER has also noticed that
But PDQ determines that area code 520 includes several prefixes for recent transfers from the Tucson site out of habit still dial a 1 at the
which similar rules would need to be created. To avoid having to beginning of ten digit long distance numbers. Because the PDQ New
create individual rules for each prefix, PDQ creates a destination table York long distance carrier does not require it, the administrator adds a
named SOUTHAZ that includes all necessary prefixes. And it creates rule to NYSERVER to strip the 1 from these numbers:
the following two rules on TSNSERVER referencing the SOUTHAZ 1-???-???-????
destination table: Send via local fax server. Strip 1 beginning digit.
%[SOUTHAZ,3]+ Scenario 5: Using LCR (an advanced example)
Send via local fax server. Prepend 1. PDQ Company opens a sales office in Los Angeles with a new
520-%[SOUTHAZ,3]+ RightFax server (LASERVER). PDQ and the local phone companies
Send via local fax server. Strip 3 digits from beginning. Prepend 1. in L.A. have worked out a special low rate for all calls in the local Los
Angeles/Orange County area. A similar deal was worked out for the
New York metro area. This means PDQ can save money by routing all
LA faxes to the LASERVER and all NY faxes to the NYSERVER.
Because of charges related to the TCP/IP connection between L.A.

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and N.Y., it is still cheaper to send faxes during off-peak periods to Scenario 6: International routing
L.A. and N.Y. via direct long distance dialing. PDQ Company expands into the international market. Their first
PDQ would first set up the following destination tables: overseas site is London which has a RightFax server installed
(UKSERVER). All faxes from LA, NY, and Tucson bound for England
l On NYSERVER an LA area code table (LAACODE) and an LA need to be routed to UKSERVER. This rule is added to each of these
area code+destination table (LAPREFIX). servers:
l On LASERVER a NY area code table (NYACODE) and a NY area 011-44+
code+destination table (NYPREFIX). Send via fax server UKSERVER.

LAACODE and NYACODE each contain a list of area codes that Rules would need to be placed on UKSERVER to normalize the
match the low-rate phone numbers in their respective regional areas. phone numbers for England (such as stripping area codes or adding
LAPREFIX and NYPREFIX match numbers with low rates in area digits if necessary).
codes where only certain prefixes in area code are included in the Scenario 7: Load balancing
special low rate. PDQ adds another RightFax server to its expanding NY site
PDQ would define the following two rules on NYSERVER: (NYSERVER2).Usage data indicates that during peak times, faxes on
NYSERVER are taking on average several minutes longer to be sent
%[LAACODE,3]+
than those on NYSERVER2. Upon analysis, PDQ finds that the users
Time of day set to peak times. Send via fax server LASERVER.
of NYSERVER are sending many more faxes than the users on
1%[LAPREFIX,6]+ NYSERVER2.
Time of day set to peak times. Send via fax server LASERVER.
By entering these two rules on each server, new outgoing faxes on
LASERVER would have a matching set of rules referencing each server are routed to the one with the least load:
NYACODE and NYPREFIX and routing to NYSERVER. Peak times
+
are specified because it is still cheaper to send in the evening and at
Send via local fax server.
night via long distance.
+
A local rule stripping off the unnecessary area code is required on both
Send via fax server NYSERVER2 (or NYSERVER).
the NYSERVER and LASERVER. PDQ adds this rule on NYSERVER
and a similar rule on LASERVER: Because each rule is weighted the same, RightFax load balances
between the two servers.
212+
Send via local fax server. Strip 3 digits. Scenario 8: Backup servers
To enable Least-Cost Routing for TSNSERVER to NY and LA, a copy PDQ Company’s system administrator for LASERVER hears about
of each of the four destination tables and each of the dialing rules the new NYSERVER2 in New York and decides to make use of the
would be entered on TSNSERVER. additional server by replicating all the dialing rules on LASERVER for
NYSERVER but this time referring them to NYSERVER2. This leads

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to a guaranteed path of Least-Cost Routing if one or the other of the

N.Y. servers fail for any reason.
Upon hearing about the new NYSERVER2 in New York, PDQ
Company’s system administrator for LASERVER replicates all the
dialing rules on LASERVER for NYSERVER but this time referring
them to NYSERVER2. This leads to a guaranteed path of Least-Cost
Routing should one or the other of the New York servers fail for any
reason.

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Chapter 29: Setting up the RightFax client software

Chapter 29: Setting up the RightFax client software

selects not to convert the file to fax image. For more information, see
Setting up user faxing methods File formats that convert to fax format on page 332.
Users can employ different methods for sending a fax through the
With one or more RightFax email gateway modules installed, users
RightFax server. When a user initiates sending a fax, the RightFax
can send faxes from their email client application by using special fax
New Fax window—or the Create/Edit Fax page in FaxUtil Web—
addressing schemes. For more information, see Setting up RightFax
appears where the user must enter the required addressing
email gateways on page 288.
information. To send faxes, users can:
Users with sufficient permission can create and store frequently faxed
l Open their fax mailbox in Windows-based FaxUtil or browser-
documents as library documents on the fax server. See Creating
based FaxUtil Web, and create a new fax or forward or route an
library documents on page 164.
existing one.
For information about setting up high-volume automated faxing, also
l Use the Quick Fax/Broadcast option from the RightFax shortcut
known as production faxing, see the RightFax Integration Module
menu in the notification area on the taskbar to create a fax without
Administrator Guide.
opening their fax mailbox.
l Print a document from a word processing, spreadsheet, or similar Prerequisites for using the different faxing
program to the RightFax Fax Printer.
methods
l Send existing files from Windows Explorer to the RightFax Fax
Printer by using the Send To command. To use Windows-based FaxUtil
Install the client application FaxUtil on all computers where RightFax
In addition to the addressing information, users can specify a cover users will send and receive faxes using Windows-based FaxUtil. See
sheet, add cover sheet notes, attach additional files and library the information about installing RightFax client applications in the
documents, and specify other processing options before sending the RightFax Installation Guide.
fax.
To use web-based FaxUtil Web
Attached files must be in a format supported by the RightFax Install the web application FaxUtil Web on a dedicated IIS server that
conversion engine, unless the user is sending to an email address and is separate from the RightFax server. See the information about

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installing RightFax web applicationsin the RightFax Installation Guide. subdirectory (either Application Data or Roaming). The user
account has Full Control permissions of the %tmp% folder.
For information about configuring FaxUtil Web, see Configuring the
Remoting Service for web applications on page 304.
To use the RightFax Fax Control module
To use an external application Verify that:
Verify that: l The RightFax Print Driver component was selected during the
l The RightFax Print Driver component was selected during the RightFax client installation. See the RightFax Installation Guide.
RightFax client installation. See the RightFax Installation Guide for l The user account running the RightFax Fax Control module
information about installing RightFax client applications .
(FaxCtrl.exe) has List folder / read data, Delete, and Delete
l The application is able to print to a network printer. Subfolders and Files permissions for the 'RightFax' folder in
l The service account running the Print Spooler (spoolsv.exe) has %allusersprofile% folder. The RightFax folder may be in a
Full Control of the spool folder in %windir%\system32 and Full subdirectory (either Application Data or Roaming).
Control of the %allusersprofile% folder. The local system account l The user account has Full Control permissions for the %tmp%
running the Print Spooler service by default has these permissions. folder.
l The user account running the RightFax Fax Control module l FaxCtrl has been configured.
(FaxCtrl.exe) has List folder / read data, Delete, and Delete
Subfolders and Files permissions for the 'RightFax' folder in
%allusersprofile% folder. The RightFax folder may be in a
Configuring the RightFax Fax Control
subdirectory (either Application Data or Roaming). module (FaxCtrl.exe)
l The user account has Full Control permissions of the %tmp% The RightFax Fax Control Module (FaxCtrl.exe) is installed as part of
folder. the RightFax client installation in Program Files
(x86)\RightFax\Client\.
To use SendTo from Windows Explorer If you did not install the Open Text Printers (RightFax PostScript
Verify that: Printer Driver) during the installation, you may need to obtain a PCL or
PostScript driver and then create a RightFax Fax Printer. HP LaserJet
l The RightFax Print Driver component was selected during the
4 is the recommended PCL print driver, and RightFax PostScript
RightFax client installation. See the RightFax Installation Guide.
Printer Driver is the recommended PostScript print driver.
l The user account running the RightFax Fax Control module
(FaxCtrl.exe) has List folder / read data, Delete, and Delete To create a RightFax Fax Printer
Subfolders and Files permissions for the 'RightFax' folder in 1. On the taskbar, in the notification area, right-click the RightFax
%allusersprofile% folder. The RightFax folder maybe in a icon, and then click Configuration.

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2. Click Create Fax Printer, and depending on the type of printer 7. Select the Combine print jobs into a single fax check box to
you want to create, click Create PCL Fax Printer or Create enable batch printing when using Quick Fax/Broadcast, Send
PostScript Fax Printer. You may have to obtain a driver for To from Windows Explorer, and when printing to the RightFax
the type of printer you want to create. Printer from another program.
3. In the Please enter the name of the printer to create box, While the New Fax window is open, each document and file
enter the fax server, and then click OK. sent to the RightFax Printer is added to the list on the
Attachments tab. Users can change the order and delete files
4. In the Please enter the name of the fax server, enter the
as needed before sending the fax.
connection information for the printer, and then click OK.

To show the RightFax icon in the notification area Requiring fax approval
1. Open the taskbar properties, Under Notification area, click A user’s profile may require that outbound faxes only be sent after
Customize. having been approved by a RightFax administrator or a group monitor.
2. Next to RightFax FaxCtrl Module, select Show icon and A fax may also require approval because it was blocked by a dialing
notifications. rule. In this case, only a RightFax administrator can approve the fax.

To configure the RightFax Fax Control module To require fax approval for a user
1. On the taskbar, in the notification area, right-click the RightFax 1. Edit the user profile in Enterprise Fax Manager. For more
icon, and then click Configuration. information, see Editing a user profile on page 108

2. In the Fax Server Name box, enter the server name. 2. On the Permissions tab, select the Must Have Faxes
Approved check box.
3. In the Protocol list, select TCP/IP or Secure TCP/IP.
4. In the Login Method list, select Use NT Authentication, Use To approve or disapprove a fax
Network Login ID, Use Specified Login ID, or Require 1. In FaxUtil, on the List menu, click Administrative Mode to
Sign-in. view the contents of all fax mailboxes for which you are an
l If you select Use Specified Login ID, in the User ID box, administrator or group monitor.
enter the user ID. 2. On the List menu, click Needing Approval to show faxes
waiting for approval.
5. To display FaxCtrl and FaxUtil in a language other than
English, in the Language list, select the language. 3. Right-click the fax, point to Status, and then click Approve or
Disapprove. You can add a note of up to 450 characters. The
6. In the Tray Icon Double-click list, select Launch Quick
note will be stored with the date and your user ID in the fax
Fax/Broadcast or Launch FaxUtil to specify which feature to
history. You can also delete the fax rather than approve or
activate when the user double-clicks the tray icon.
disapprove it.

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If the fax is approved, it is immediately scheduled to send. If the

fax is not approved, it will appear with a status of Fax was
Disapproved in the original sender’s FaxUtil mailbox.

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Chapter 30: Configuring phonebooks

Chapter 30: Configuring phonebooks

Users can quickly fill in the fax destination information for outgoing phonebooks can be configured globally by a fax administrator or
faxes by selecting recipients from their RightFax phonebook or from locally by each user on their workstation. The client workstations must
other ODBC, LDAP, or MAPI contact lists configured as phonebooks have the correct ODBC drivers configured.
in RightFax.
Configuring global ODBC phonebooks
Phonebooks can also be used for fax broadcasting where a single fax
is sent to a large number of recipients at once without each fax being As an administrator with full administrative access you can configure
addressed individually. global ODBC phonebooks on the server. These phonebooks are
available to all users that can create and edit phonebooks. You can
RightFax phonebooks control which groups of users have access to a global phonebook. For
more information, see The Access Control tab on page 133.
For information about creating and maintaining the RightFax
phonebook, see the RightFax FaxUtil User Guide or RightFax FaxUtil Configuring ODBC includes mapping the ODBC fax contact
Help. information to the corresponding fields in RightFax.
To configure a global ODBC phonebook
MAPI phonebooks
1. On the RightFax server, in EFM, on the Utility menu, click
RightFax integrates with MAPI-compliant contact lists such as Configure ODBC Phonebooks.
Microsoft Exchange address lists and Outlook contact lists. To access
MAPI contact lists, each client workstation must have MAPI installed. 2. To configure a local ODBC phonebook on a client workstation,
in FaxUtil, click Phonebook, and in the Phonebook window,
MAPI address books and contact list profiles are created by click Configure Phonebooks, and then ODBC
Exchange, Outlook, and other MAPI-compliant applications. Because Configuration. You can also access the ODBC Configuration
these profiles conform to a universal standard, you do not need to by right-clicking the RightFax icon in the notification area on the
configure the MAPI-to-RightFax connection. taskbar.

ODBC phonebooks 3. Select an existing phonebook In the ODBC Phonebooks list

and click Configure, or click Add to create a new ODBC
RightFax can connect to an existing ODBC database to use your phonebook.
organization’s existing contact database information. ODBC

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Note With SQL queries you can combine multiple ODBC

source fields in a single RightFax field. This is useful, for
example, if your database contains separate fields for first,
middle, and last names. Because RightFax has only one
Name field, each of these source fields should be combined
into the single RightFax field.

6. In the From and Where boxes, enter the SQL information

specified by the query results.
7. To presort the data, enter the necessary SQL data in the Order
by box. This should not be necessary as you will be able to use
RightFax to sort the phonebook entries.
8. Do one of the following:
l Click Edit SQL Connection, enter the Server name, select
the Authentication type, select the Database or look it up,
and then click OK.
l Enter the connection string to the phonebook in the text box.

Configuring ODBC drivers on the client workstation

4. In the Phone Book Name box, enter a descriptive name for Because every database is different, this document cannot provide
this contact database. specific instructions for configuring the ODBC drivers on your
workstations. Note the following guidelines:
5. Under Select, use simple SQL queries to relate ODBC
database fields to each of the listed RightFax phonebook fields.
l Verify that you have the 32-bit version of ODBC installed on your
Enter two single-quotes (‘’) in any field you want to leave blank. system. Open Windows Control Panel and run the ODBC program
If you are familiar with SQL code, you can create this to open the ODBC Data Source Administrator.
information quickly and enter it in the Select boxes. If you are l Note the user ID and password that is used to log on to the
not familiar with SQL code, use a tool such as Microsoft Query database or database server. You will use this ID and password in
to generate the SQL code, and then cut and paste the codes the RightFax ODBC configuration.
into the Select boxes. l After you configure the drivers on your workstation, create a data
source under a User DSN or System DSN in the ODBC Data
Source Administrator.

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Configuring ODBC phonebooks on the client

workstation
Users with permission to create and edit phonebooks can configure
ODBC phonebooks on their client workstation after installing the
requisite ODBC drivers.
Configuring ODBC includes mapping the ODBC fax contact
information to the corresponding fields in RightFax.
To configure a local ODBC phonebook on a client
workstation
1. In FaxUtil, click Phonebook, and in the Phonebook window,
click Configure Phonebooks, and then ODBC
Configuration. You can also access the ODBC Configuration
by right-clicking the RightFax icon in the notification area on the
taskbar.
2. Select an existing phonebook In the ODBC Phonebooks list
and click Configure, or click Add to create a new ODBC
phonebook.

3. In the Phone Book Name box, enter a descriptive name for

this contact database.
4. In the ODBC Source box, enter the name under which this
database appears in the User DSN tab of the ODBC program
in Control Panel.
5. Under Select, use simple SQL queries to relate ODBC
database fields to each of the listed RightFax phonebook fields.
Enter two single-quotes (‘’) in any field you want to leave blank.
If you are familiar with SQL code, you can create this
information quickly and enter it in the Select boxes. If you are
not familiar with SQL code, use a tool such as Microsoft Query
to generate the SQL code, and then cut and paste the codes

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into the Select boxes. To configure LDAP in RightFax

Note With SQL queries you can combine multiple ODBC 1. Display the list of LDAP phonebooks in either of the following
source fields in a single RightFax field. This is useful, for ways:
example, if your database contains separate fields for first, l Right-click the RightFax tray icon in the taskbar, and then
middle, and last names. Because RightFax has only one click LDAP Configuration.
Name field, each of these source fields should be combined l In the Phonebook window in FaxUtil, click Configure
into the single RightFax field. Phonebooks,and then LDAP Configuration.
6. In the From and Where boxes, enter the SQL information
2. Click Add to create a new LDAP source or select and existing
specified by the query results.
phonebook, and then click Edit. The Configure LDAP
7. To presort the data, enter the necessary SQL data in the Order Phonebook window opens.
by box. This should not be necessary as you will be able to use
RightFax to sort the phonebook entries.
8. Specify the ODBC User ID and ODBC User Password
required to access the database information. If the ID and
password match those used for RightFax, you can select those
check boxes instead.
9. If you have a large database, limit the number of records
loaded at one time in the Records to Load at Once box.
10. In the SQL Cursor Type list, select the appropriate cursor
type: Static, Dynamic, or Forward-Only.

LDAP phonebooks
RightFax users can connect to an existing LDAP database to use your
organization’s existing contact database. This option is only available
if you have user permission to create and edit phonebooks.
For RightFax to work with your LDAP database, you must map the
LDAP fax contact information to the corresponding fields in RightFax. 3. In the Phonebook Name box, enter a descriptive name for this
contact database.
Note The LDAP User ID field is limited to 47 characters.
4. In the LDAP Server box, enter the name of the LDAP server.
Specify the server’s IP port in the IP Port box.

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5. Under Attribute Mappings, map the LDAP fields that

correspond to the listed RightFax fields. In addition, you can
filter the number and type of entries returned to RightFax.
6. If you have a large database, limit the number of records
loaded at one time in the Records to Load at Once box.

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Chapter 31: Adding external connections

Chapter 31: Adding external connections

Connections to external services are required for sending and

receiving emails, sending SMS messages, and routing to an FTP site.
Configuring external connection properties
Each type of external connection you add requires different
Adding an external connection configuration settings.

To add an external connection To edit the properties of an existing service

1. In EFM, in the left pane, expand the server, and then click l Select the service, and on the Edit menu, click Edit.
External Connections. l After you edit the properties, restart IIS.
2. On the Edit menu, select New. The Edit Connection window
opens. See Configuring external connection properties below. Configuring an FTP connection
To delete external connections To configure a connection to an FTP site
l To delete a messaging service, select the service to delete and 1. On the Edit menu, click New. The Edit Connection dialog box
click Delete or select Delete from the Edit menu. opens.

To copy one or more external connections from one RightFax

server to another
l Select the connection, and then drag the selection to another
server.

Note If you copy external connections from a new RightFax

server version to an older one, any configuration data not
supported by the older version will be lost.

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Configuring an SMTP connection for basic

authentication
You can configure an SMTP connection with basic or OAuth
authentication.
To configure a connection to an SMTP email server for basic
authentication
1. The Edit Connection dialog box opens.

2. In the Name box, enter a descriptive name for this connection.

3. In the Type box, select FTP, FTP over FTP over SSL (FTPS),
or SSH File Transfer Protocol (SFTP).
4. In the Host name or IP address box, enter the IP address or
the name of the server that is hosting the FTP site.
5. In the Port number box, enter the port number.
6. In the Account and Password boxes, enter the user name and
password for the FTP site.
7. For FTP over SSL (FTPS), under Certificate, click the ellipsis
button, browse to the location of the security certificate, and 2. In the Name box, enter a descriptive name for this connection.
select it.
3. In the Type box, select SMTP. To send email messages with
8. To test the connection, click Test. transport layer security (TLS), select SMTP using TLS.
9. Click OK. 4. In the Host name or IP address box, enter the IP address or
the name of the SMTP server.
5. In the Port number box, enter the SMTP port number.

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6. If an account is required by the SMTP server for basic 6. If an account is required by the SMTP server for OAuth
authentication, then in the Account and Password boxes, authentication, then in the Account box, enter the account.
enter the account and password. 7. Under Authentication type, select the authentication provider,
7. Under Authentication type, select Basic. or click New to create one. See Creating and configuring an
OAuth provider on page 272.
8. To test the connection, click Test.
8. Click Get Token.
9. Click OK.
9. To test the connection, click Test.
To configure a connection to an SMTP email server for 10. Click OK.
OAuth authentication
1. The Edit Connection dialog box opens. Configuring a POP3 connection
You can configure an POP3 connection with basic or OAuth
authentication.
To configure a connection to a POP3 email server for basic
authentication
1. On the Edit menu, click New. The Edit Connection dialog box
opens.

2. In the Name box, enter a descriptive name for this connection.

3. In the Type box, select SMTP. To send email messages with
transport layer security (TLS), select SMTP using TLS.
4. In the Host name or IP address box, enter the IP address or
the name of the SMTP server.
5. In the Port number box, enter the SMTP port number.

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To configure a connection to an POP3 email server for

OAuth authentication
1. On the Edit menu, click New. The Edit Connection dialog box
opens.

2. In the Name box, enter a descriptive name for this connection.

3. In the Type box, select POP3 or POP3 over SSL (POP3S).
4. In the Host name or IP address box, enter the IP address or
the name of the POP server.
2. In the Name box, enter a descriptive name for this connection.
5. In the Port number box, enter the port number.
3. In the Type box, select POP3 or POP3 over SSL (POP3S).
6. In the Account and Password boxes, enter the user name and
password for the account on the POP server. 4. In the Host name or IP address box, enter the IP address or
7. Under Authentication Type, select Basic. the name of the POP server.

8. If using POP3, under Send passwords as, select Auto, 5. In the Port number box, enter the port number.
Encrypted only (APOP), or Clear text only. 6. If an account is required by POP server for OAuth
9. To test the connection, click Test. authentication, then in the Account box, enter the account.
7. Under Authentication type, select the authentication provider,
10. Click OK.
or click New to create one. See Creating and configuring an
OAuth provider on the next page.

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8. Click Get Token. 8. If this authorization provider is for RightFax user authentication,
then in the Unique ID claim type box enter sub. This is the
9. In the Edit Connection dialog box, if using POP3, then under
subject identifier as defined in the OpenID Connect standards.
Send passwords as, select Auto, Encrypted only (APOP),
Claim type is not required for SMTP or POP connections.
or Clear text only.
9. Select the Enabled for desktop/services sign-on check box
10. To test the connection, click Test.
to allow sign in using EFM, FaxUtil, or SMTP credentials.
11. Click OK.
10. Select the Enabled for web sign-on check box to allow sign in
using web based credentials.
Creating and configuring an OAuth provider 11. Select the Show diagnostic messages check box to view
OpenID Connect is built on the OAuth 2.0 protocol. To use OpenID related diagnostic messages.
Connect authentication, you must configure an OAuth provider.
12. To test the settings, click Test.
To create and configure an OAuth provider
13. Click OK.
1. In EFM, in the left pane, right-click External Connections, and
on the shortcut menu click New, and then click OAuth
Provider. The New OAuth Provider dialog box opens.
2. In the Name box, enter a descriptive name for the OAuth
provider.
3. In the Issuer box, enter the URL for the issuer of the access
token.
4. In the Client ID box, enter the client ID from the OAuth
provider.
5. In the Client secret box, enter the client secret from the OAuth
provider.
6. In the Redirect URI box, the login and logout redirect URIs for
RightFax are displayed and are editable.
7. In the Additional scope box, enter the OpenID Connect scope
of access for the authorization. To enter multiple scopes,
separate each scope with a space as prescribed in the OAuth
standards. Openid and offline access are in the scope by
default.

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Chapter 32: Setting up fax broadcasting

Chapter 32: Setting up fax broadcasting

Sending one fax to many recipients is called fax broadcasting. With To send a fax broadcast from a phonebook
RightFax you can send fax broadcasts from phonebooks, mail merge,
1. Right-click the RightFax Fax Control icon in the notification
or a database. The method you choose is determined by the nature of
area on the taskbar, and then click Quick Fax/Broadcast.
the fax broadcast as well as the source of the fax contact information. 2. Click Phonebook to open your RightFax, ODBC, LDAP, or
For the most efficient use of server resources, it is recommended that MAPI phonebook.
you use library documents for fax broadcasting. These are stored in 3. From each of these phonebooks you can specify multiple
TIFF G3 format and do not need to be converted when they are faxed. recipients for your fax. Click the desired contacts in the list.
For example, if a document is not saved as a library document and is
broadcast to 500 recipients, the WorkServers will perform 500
separate PCL-to-TIFF G3 conversions.
Fax broadcasting from a mail merge
You can send a fax broadcast using mail merge from applications that
Fax broadcasting from phonebooks support it, such as Microsoft Word or Microsoft Access. The following
are examples of the general steps performed when using this
Use fax broadcasting from your RightFax or MAPI phonebook for
broadcast method with Microsoft Word.
small fax broadcasts to your contact list.
Each application and each version of an application requires different
Use fax broadcasting from ODBC or LDAP phonebook for large fax
steps for performing a fax broadcast with mail merge. For instructions
broadcasts using your organization’s primary contact data source.
on setting up mail merge, refer to the documentation for the
Fax broadcasting from phonebooks is easy, but has the following application.
disadvantages:
To prepare for fax broadcasting with mail merge
l The body of the fax cannot be customized for each recipient. Only
1. In Microsoft Word, add a macro to a macro-enabled template
the cover page includes the recipient’s contact information.
(*dotm), such as Normal.dotm, that instructs Word to send
l A person must initiate the fax broadcast and select the fax each mail merge section as a separate print job to the RightFax
recipients. print queue, rather than sending all sections as a single print
job.

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2. Create a RightFax printer that is a PCL5 printer and does not 3. Set the RightFax printer you defined for the mail merge as the
open the New Fax window. Set this printer as the default printer default printer.
before performing the mail merge.
4. In the mail merged document, run the macro you created when
3. Make sure you have an updated data source, such as a list of preparing for the mail merge. Each section of the document is
fax recipients in Excel. sent as a separate print job to the RightFax printer queue.
5. Open FaxUtil to verify that the faxes have been sent.
To create the RightFax printer
1. Right-click the RightFax system tray icon, and then select
Configuration.
Fax broadcasting from a database
Fax broadcasting from a database uses the scripting power of your
2. Click Create Fax Driver, and then select Create PCL Fax
contact database with the faxing capabilities of RightFax. There are
Driver.
many possible variations on this method.
3. Enter a name for the printer and fax server receiving jobs.
The benefit of this method is that the fax broadcast can be partially or
4. In the Type column, select Windows. completely automated depending on the database you use. The
method has the added flexibility of sending the same document, such
To create the document and perform the fax broadcast as a library document, to all recipients or customizing each document
1. In Microsoft Word, create a macro-enabled document (*.docm) for each recipient. The drawback is that this method can be highly
based on the template in which you created the macro to print complex and may require substantial programming in your database’s
the merged document by section. scripting language.
In the document, include the fax addressing information and
any instructions using RightFax embedded codes together with
mail merge fields. For guidelines on adding embedded codes to
documents, see RightFax embedded codes on page 321. For
information about mail merge fields, see the documentation for
Microsoft Word.
Example The following shows RightFax embedded codes
used in combination with merge fields.
<TONAME:{mergefield Name}>
<TOFAXNUM:{mergefield FaxNumber}>
<TOCOMPANY:{mergefield Company}>
2. Perform the mail merge. Word creates a single document with
as many sections as there are recipients in the data source.

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Chapter 33: Setting up workflows

Chapter 33: Setting up workflows

Workflows can be configured for handling faxes among different users Metadata only can be added to received faxes. If a user opens a fax to
or groups in an organization. For example, faxed invoices may be tag it with metadata, the fax is locked so that other users cannot open
handled by several departments in an organization, such as the Sales it.
department and then the Accounts Payable department.
Metadata helps describe an item and can be many kinds of
Preparing to configure workflows for
information such as a location, a date, or an invoice number. Each metadata tagging
sent and received fax is associated with a set of RightFax-specific
Before you begin configuring workflows, prepare the following
metadata. With workflows, custom metadata fields can be configured
information.
for received faxes so that users in a workflow can associate faxes with
additional descriptive information. l Identify the types of received faxes that will be tagged with
metadata. For example, invoices and orders.
A workflow can capture unlimited metadata.
l For each type of received fax, create a list of the metadata that you
For example, faxed invoices may route to a workflow that is configured
wish to capture. For example, order date and ship date.
for RightFax Archive. In FaxUtil, the faxes appear in the workflow
mailbox of all assigned users. These users collaborate to tag the faxed l Determine which users or groups of users should add metadata to
invoices with the required metadata. After a fax is tagged with faxes.
metadata, it is removed from the workflow mailbox. When archiving l Determine the workflow and the ultimate destination of the fax. For
occurs, the completed faxes move to RightFax Archive. example,
With the appropriate license, metadata in structured documents can l Workflow step 1: Faxes are received in a central mailbox where
be captured automatically with RightFax Intelligent Workflows. a user evaluates each fax for appropriate action. One of the
In the RightFax client applications, if a user is responsible for tagging faxes is an order for the Sales department, so the user routes
faxes in a workflow, then a workflow mailbox appears in the tree view the fax to the Sales department to verify that the order is
in the left pane of the RightFax client application. complete.

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l Workflow step 2: From the Sales department, the fax is routed 2. Create exception workflows. Workflows can include
to the Accounts Receivable department to initiate the invoice. subordinate workflows for handling exceptions (known as
l Workflow step 3: From the Accounts Receivable department, "exception workflows"). Exception workflows allow users to
the fax is routed the fax to RightFax Archive. divert faxes from a workflow and then return them to the original
workflow. You must create exception workflows before you
l Identify exceptions to the workflows so that users can divert faxes create workflows.
from workflows. For example, if a Sales order is received with the
3. Create the workflows.
incorrect price for goods sold, the order can be diverted in order to
correct the price. Identify the steps in the exception workflows. 4. After you create workflows, assign RightFax users to the
workflows. See Configuring delivery methods for users on
l For each type of received fax, determine the routing code that will
page 231.
route faxes to a workflow. For information about routing codes, see
Setting up inbound routing on page 226. 5. After you create workflows, designate the areas in structured
documents for capture by RightFax Intelligent Workflows. This
l To retrieve the metadata after the faxes have been tagged, you
option is available if it is licensed and activated on the RightFax
must license and configure RightFax XML Generator or RightFax
server. See Create RightFax Intelligent Workflows on
Vault. For information, see the RightFax XML Generator
page 282.
Administrator Guide or the RightFax Vault Administrator Guide.
Metadata for each fax in a workflow can be viewed in FaxUtil or
To create a workflow
FaxUtil Web.
l In EFM, in the left pane, expand the server, and then click
l If you are using RightFax Intelligent Workflows, determine the Workflows. The list of workflows appears in the right pane. On the
structured documents for capturing data.The RightFax Intelligent Edit menu, click New. You have the following options:
Workflows option is available if it is licensed and activated on the
l To create a workflow, click New workflow, see Editing the
RightFax server.
properties of a workflow on page 279.
To create an exception workflow, click New exception
Creating, editing, and deleting workflows for
l

workflow, and see Editing the properties of an exception

metadata tagging workflow on the next page.
To create new workflows, complete the following general steps:
1. Ensure that you have permission to create workflows. Only To copy one or more workflows from one RightFax server to
users with user account permission can create workflows. another
Administrators cannot create workflows unless they have user 1. On the server to which the workflows will be copied, ensure that
account permission. See Creating RightFax user accounts on responsible users, destination user accounts, and notified
page 106. users are configured.

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2. On the server to which the workflows will be copied, configure

the inbound routing codes that route faxes to workflows.
Editing the properties of an exception
3. In EFM, in the left pane, expand the server, and then click
workflow
Workflows. In the Edit Exception Workflow dialog box, click the tab you want to
edit.
4. Select the workflows in the list. To retain the relationships
between workflows (such as completion and exception The General tab
workflows), select all of the related workflows.
5. Drag the selection to the target server.
The copy process will retain the association of users it can find.
If users are missing, you must configure or copy the missing
users and then edit the copied workflows to re-establish the
associations.
Similarly, because some workflows flow in or out of other
workflows, the copy process attempts to maintain the
relationships among multiple workflows that are copied at the
same time. If it can verify that an associated workflow already
exists or is being copied at the same time, the copy process will
maintain the relationship in the copied workflow. If workflows
are missing, you must manually re-create the missing
workflows and their relationships.
.
Note If you copy workflows from a new RightFax server version to
an older one, any configuration data not supported by the older 1. In the ID box, enter the name of the exception workflow.
version will be lost. 2. In the Description box, enter a description of the exception
workflow.
To delete a workflow
3. In the Responsible groups or users box, select the users and
l Select the workflow in the list, right-click the selection, and then groups that will be responsible for tagging faxes in the
click Delete. exception workflow with metadata. The responsible user of one
workflow can edit the data from any previous workflow through
which the fax has flowed.
4. Under Metadata, click New. The New Metadata dialog box
opens.

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5. In the Name box, enter a descriptive name for the metadata The Actions tab
field. This name will appear in the fax viewer as a prompt for
users who are tagging faxes with metadata.
6. Under Type, select one of the following:
l To allow users to enter free form text, click User entry. If
you wish to specify a default value, in the Default box enter
the value. The user can change this text during data entry.
Use the following options to refine the text that users can
enter as metadata.

Letters Allow the user to enter text in the metadata.

Numbers Allow the user to enter numbers in the metadata.
Allow the user to enter symbols in the metadata. Symbols
Symbols
include basic punctuation.
Spaces Allow the user to enter spaces in the metadata.
Check During data entry, the system will check the spelling of the .
spelling text that the user enters for metadata.
l The Completion Action determines the disposition of the fax
l To provide multiple choices, you can create up to five when metadata tagging is completed. The fax will be re-submitted
options from which users can select. Click Multiple choice. to the workflow that had the exception.
In the Choices box, enter the text for the first choice.
Subsequent text boxes will appear after each entry. If you l Under Removal Action, select one of the following actions:
wish to select one of these as the default value, under l Disabled. The user cannot remove the fax from the workflow.
Default click the selection.
l Submit to another workflow. The fax will be routed to another
Multiple choice entries will appear in the fax viewer in the workflow. Under Workflow, select the name. If you wish to
order they are created. create a new workflow for this, click New.
l To prompt users to enter a date, click Date. l Route to RightFax user. The fax will be routed to another
RightFax user. Under User ID, select the user ID. (Note that if
7. If the metadata is required, select the Required check box.
this user is deleted at a later time, the removal action will
change to None.)

When a fax is removed from a workflow, the metadata for the

current workflow is not saved.

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The Time Limit tab 4. Configure the email or SMS service for the selected users who
will receive notifications. See Creating RightFax user accounts
on page 106.

Editing the properties of a workflow

In the Edit Workflow dialog box, click the tab you want to edit.

The General tab

.
1. To set a time limit to complete each fax in the exception
workflow, under Completion Time Limit, select the number of
days or hours. The completion time is calculated from the time
the fax arrives in the workflow. .
2. Reminder and warning notifications can be set for faxes in the 1. In the ID box, enter the name of the workflow.
exception workflow. The time remaining for the reminder is
2. In the Description box, enter a description of the workflow.
calculated from the completion time (the time remaining before
3. In the Responsible groups or users box, select the users and
the workflow deadline). Select the check box Send reminder
groups that will be responsible for tagging faxes in the workflow
(time remaining) or Send warning (time remaining), and
with metadata. The responsible user of one workflow can edit
then select the days, hours, or minutes before the completion
the data from any previous workflow through which the fax has
time when the reminder or warning should be sent to the user.
flowed.
A reminder or warning is sent once for each fax.
4. Under Metadata, click New. The New Metadata dialog box
3. Under Notify this user, select the RightFax user who will
opens.
receive the reminder or warning.
5. In the Name box, enter a descriptive name for the metadata
field. This name will appear in the fax viewer as a prompt for

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users who are tagging faxes with metadata. The Actions tab
6. Under Type, select one of the following:
l To allow users to enter free form text, click User entry. If
you wish to specify a default value, in the Default box enter
the value. The user can change this text during data entry.
Use the following options to refine the text that users can
enter as metadata.

Letters Allow the user to enter text in the metadata.

Numbers Allow the user to enter numbers in the metadata.
Allow the user to enter symbols in the metadata. Symbols
Symbols
include basic punctuation.
Spaces Allow the user to enter spaces in the metadata.
Check Check the spelling of the text that the user enters for
spelling metadata.
l To provide multiple choices, you can create up to five .
options from which users can select. Click Multiple choice. l The completion action determines the disposition of the fax when
In the Choices box, enter the text for the first choice. metadata tagging is completed. Under Completion Action, select
Subsequent text boxes will appear after each entry. If you one of the following:
wish to select one of these as the default value, under l None. The fax will be removed from the list of faxes that require

Default click the selection. metadata, and it will be aged or archived according to the
Multiple choice entries will appear in the fax viewer in the configuration of the workflow mailbox.
order they are created. l Submit to another workflow. The fax will be routed to another
l To prompt users to enter a date, click Date. workflow. Under Workflow, select the name. Exception
workflows are not available for completion actions. If you wish
7. If the metadata is required, select the Required check box. to create a new workflow for this, click New.
l Allow responsible users to select another workflow. Users
in the workflow can choose another workflow for the fax. Under
Workflows, select up to four workflows. Exception workflows
are not available for completion actions.
l Route to RightFax user. The fax will be routed to another
RightFax user. Under User ID, select the user ID. (Note that if

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this user is deleted at a later time, the completion action will

change to None.) The Time Limit tab

l Exception workflows allow users to divert faxes from a workflow

and then return them to the original workflow. To provide this
method, under Exception Action, select one of the following:
l Disabled. The user cannot remove the fax from the workflow.
l Submit to an exception workflow. The fax will be routed to
another workflow. Under Workflow, select the name. If you
wish to create a new workflow for this, click New.
l To provide a method for a user to remove a fax from the workflow,
under Removal Action, select one of the following:
l Disabled. The user cannot remove the fax from the workflow. .
l Submit to another workflow. The fax will be routed to another 1. To set a time limit to complete each fax in the workflow, under
workflow. Under Workflow, select the name. Exception Completion Time Limit, select the number of days or hours.
workflows are not available for removal actions. If you wish to The completion time is calculated from the time the fax arrives
create a new workflow for this, click New. in the workflow.
l Route to RightFax user. The fax will be routed to another 2. Reminder and warning notifications can be set for faxes in the
RightFax user. Under User ID, select the user ID. (Note that if workflow. The time remaining for the reminder is calculated
this user is deleted at a later time, the removal action will be from the completion time (the time remaining before the
disabled.) workflow deadline). Select the check box Send reminder
(time remaining) or Send warning (time remaining), and
When a fax is removed from a workflow, the metadata for the then select the days, hours, or minutes before the completion
current workflow is not saved. time when the reminder or warning should be sent to the user.
A reminder or warning is sent once for each fax.
3. Under Notify this user, select the RightFax user who will
receive the reminder or warning.
4. Configure the email or SMS service for the selected users who
will receive notifications. See Creating RightFax user accounts
on page 106.

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About RightFax Intelligent Workflows To create an intelligent workflow

1. In EFM, in the left pane, expand the server, and then click
The RightFax Intelligent Workflows feature provides automatic
Workflows. The list of workflows appears in the right pane.
metadata capture by recognizing machine printed and handwritten
text in structured documents. Once the data is captured, RightFax 2. Right-click the workflow, and on the shortcut menu, click
workflow users can review the captured data for accuracy and Automate. The Automate name window opens.
complete any missing information.
Structured documents are made up of clearly defined forms with fields
that are always in the same place. For example, a medical claim form,
an invoice, or a purchase order. For this reason, RightFax Intelligent
Workflows are best used with received faxes. The layout of sent faxes
will be modified by TTI and RTI lines if they are configured on your
system.
An intelligent workflow can be associated with one structured
document, and the structured document can consist of multiple pages.
The RightFax Intelligent Workflows feature is available if it is licensed
and activated on the RightFax server.
At this time, only handwritten text in English is captured by RightFax
Intelligent Workflows.
3. Designate the areas in the structured document for capture by
RightFax Intelligent Workflows. See Designating the capture
Create RightFax Intelligent Workflows
zones in a structured document for RightFax Intelligent
To create RightFax Intelligent Workflows, complete the following Workflows below.
general steps:
4. Click Save.
l Ensure that you have permission to create workflows. See
Creating RightFax user accounts on page 106.
Designating the capture zones in a structured
l Configure the workflow and metadata. See Creating, editing, and document for RightFax Intelligent Workflows
deleting workflows for metadata tagging on page 276.
To configure intelligent workflows to capture metadata, areas of
l Identify the structured document that will be used to map the data structured documents must be designated with a drawing tool. The
for capture. Fax the structured document so that it is available in a data that appears in the designated zone is evaluated for capture by
RightFax mailbox to which you have access. RightFax Intelligent Workflows. Note the following:

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l Once marked, the zone can be resized and moved. l Multiple Choice. Only one option of the group can be
l To preview the text that will be captured in the zone, click the selected in the faxed form. If multiple check boxes are
selected in the faxed form, the data won't be captured by
preview icon on the toolbar. The extracted result is shown in the RightFax Intelligent Workflows. The user must correct the
box below the Unmark Zone button. data when completing the workflow.
For each item in the group, click Mark Option Area, and a
To designate the capture zones in a structured document
drawing tool appears. Use the drawing tool to select the
1. In the Automate name window, click the Fax Browser icon. area where the option appears. A maximum of five choices
The Fax Browser window opens. can be marked.
2. Browse to the structured document, select it, and click Open. l Text Matching. Captures multiple choice data in the faxed
The structured document appears in the left pane, and the form that appears as text, for example one name from a list
metadata fields from the workflow appear in the Metadata list. of city names. When the result appears in the RightFax
3. In the Metadata list, click the first metadata to designate for client application, an icon will appear beside the
capture by RightFax Intelligent Workflows. metadata field to denote that the data is a result of intelligent
4. Under Extraction Type, click the appropriate option. matching. The user should verify the text before submitting
l Text Zone. Captures text. the workflow.

Click Mark Zone, and a drawing tool appears. Use the For each item, click Mark Zone, and a drawing tool
drawing tool to select the area of text to capture with appears. Use the drawing tool to select the area where the
RightFax Intelligent Workflows. option appears. A maximum of five choices can be marked.

l Checkbox Group. When the result appears in the RightFax

client application, the text for each selected check boxes will Managing workflows
appear as comma separated values.
The RightFax administrator can ensure that faxes in workflows are
Click Mark Checkbox, and a drawing tool appears. Use the being processed in a timely manner.
drawing tool to select the check box. Click Mark Text to
select the associated label for the check box. To add a To view the status of a workflow
check box, click the + icon. 1. In EFM, in the left pane, expand the server, and then click
l Boolean Value. Only one option of two can be selected in Workflows. The list of workflows appears in the right pane.
the faxed form. 2. Right-click a workflow, and on the shortcut menu click Status.
The status dialog box appears.
Click Mark Option Area, and a drawing tool appears. Use
the drawing tool to select the area where the option
l Waiting. The number of faxes in the workflow that are
appears. In the If checked, choose list, click Yes or No. waiting to be viewed since they entered the workflow.
Shows the number of faxes waiting , the average time

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waiting, and the longest time a fax has waited to be viewed.

l Processing. The number of faxes in the workflow that are
open in the fax viewer.
l Total. The total number of faxes that are waiting and in
processing in the workflow, the average total time in the
workflow, and the longest time a fax has existed in the
workflow.

To view the workflow in FaxUtil, right-click the workflow, and on

the shortcut menu click Open in FaxUtil. FaxUtil opens with
the workflow folder open.

To view the faxes in a workflow in the client applications

1. In FaxUtil or FaxUtil Web, log in as the administrator or
workflow mailbox user. The list of workflows appears in the left
pane.
2. Click the workflow, and all of the faxes in the workflow appear in
the fax list in the right pane. This includes available,
unavailable, and completed workflow faxes. If a fax is locked by
another RightFax user, then the user ID appears in the
Availability column. If the administrator opens a fax that has
not been completed (the "complete workflow" action is
pending), then the user will see a message that the fax is in use
by an administrator.
If a fax is unavailable, then a RightFax administrator can make
it available. Right-click the fax, and on the shortcut menu click
Make available.

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Chapter 34: Working with PDF files

Users can specify that incoming faxes be delivered to their email l Select PDF to deliver faxes as PDF files to the user’s email.
boxes as PDF files. With the default RightFax configuration, received l Select PDF (Searchable) to deliver a searchable PDF to
faxes can be converted to standard PDF before routing; with the the user’s email. This option requires the RightFax
optional RightFax Searchable PDF module, received faxes can be Searchable PDF module license. See Using the PDF
converted to searchable PDF. module to convert PDF files for faxing on the next page.
When sending faxes by email, users can attach existing PDFs to their
emails. If the attachments are not yet in PDF, RightFax can create
PDF files in either standard or password-protected formats. Password Creating and sending a PDF by email
protection—also called encrypted delivery—requires the optional Depending on your licensed options, you can use RightFax to create
RightFax SecureDocs module. See the RightFax SecureDocs Module PDF files for email delivery in the following ways.
Administrator Guide.
To convert attachments to PDF
RightFax can convert PDF documents into TIFF image files for faxing.
1. On the Main tab, select the Create PDF image checkbox .
The optional RightFax PDF module is required to convert PostScript
When viewing the sent fax in FaxUtil, the attachments will
or PDF files to TIFF format.
appear in their own PDF tab.
Converting received faxes to PDF 2. To define a password for the PDF and other PDF options, click
(...). This option is available if the RightFax SecureDocs
To configure users to receive faxes in PDF format
module has been activated. For more information, see the
1. In User Edit, on the Routing tab, select any of the routing RightFax SecureDocs Module Administrator Guide.
types for which PDF is available, such as Microsoft Exchange
or Network Directory. To create and store the PDF on a web site for certified
2. In the File Format list, select a PDF option: delivery
l On the Main tab, select the Use certified delivery check box. The
recipient will receive an email containing a link to the PDF and
instructions for opening it. This option is available if the RightFax

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SecureDocs module has been activated. For more information, on as many WorkServers as you want.
see the RightFax SecureDocs Module Administrator Guide.

Using the PDF module to convert PDF files

for faxing
When the PDF module is activated, you have the option to use a
PostScript print driver to create the RightFax printer on each RightFax
client computer. RightFax users can print native PostScript and PDF
documents directly to the RightFax printer, and also send rich PDF
files—files that include full color and editable data—to email
addresses.

Important The RightFax PDF conversion engine does not support

conversion of PDF files that contain embedded TrueType (CID)
fonts that use Identity-H encoding.
2. In the Services list, click PostScript to select it.
Activating the PDF module on the RightFax server
The files required by the RightFax PDF module are installed on all Adding PostScript fonts
RightFax servers during the server installation. To activate the PDF When it is activated, the RightFax PDF module supports 35 basic
module, you must have licensed a RightFax server type that includes PostScript fonts including Times, Helvetica, Courier, and Symbol. To
this module, or purchased and licensed this module separately. For correctly convert Type 1 PostScript fonts in PostScript and PDF files,
information on activating new components on the RightFax server, the fonts must be copied into the RightFax\Shared
refer to the RightFax Installation Guide. Files\PDF\PSFonts\Font folder.

Enabling PostScript processing on a WorkServer To add additional font conversion support

After the RightFax PDF module has been activated on the RightFax
l Copy the PostScript fonts you want to support into the
server, you must enable PostScript processing on at least one RightFax\Shared Files\PDF\PSFonts\Font folder on the RightFax
RightFax WorkServer module and copy the PostScript fonts you want server. Be sure to include both the .pfm and .pfb components of
to support onto the RightFax server. the PostScript fonts.

To enable PostScript processing

Ensuring images are not cut off
1. In the WorkServer Configuration window, in the component
When PDF files have images that go to the edge of the page, part of
tree in the left pane, select the WorkServer that will perform
the image may be cut off and replaced with a margin during
PostScript processing. You can enable PostScript processing

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conversion. You can reduce the size of the page slightly before
conversion so that the margin does not cut off any content.
To ensure images are not cut off
l On each machine running the conversion WorkServer, set the
Windows registry ShrinkToView value . See ShrinkToView on
page 372 for more information.

Controlling thumbnail view of PDF faxes

If RightFax creates PDF files, then in the client applications the
thumbnail view is enabled by default. If you wish to disable the
thumbnail view, see ThumbnailsInPdfs on page 369.

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Chapter 35: Setting up RightFax email gateways

The RightFax server includes an email gateway for SMTP. In addition,

advanced gateways for Microsoft Exchange and Lotus Notes are
Setting up SMTP gateways
available as optional modules. See the RightFax Connector for To use SMTP gateways:
Microsoft Exchange Administrator Guide and the RightFax Lotus l Make sure the computer running the RightFax email gateways can
Notes Module Administrator Guide. access the email servers.
With RightFax email gateways you can use your email client software l On the email server, create a POP3 mailbox dedicated to receiving
as a fax client system. Each gateway acts as a communication link outgoing fax-bound email messages.
between the RightFax server and your email server or servers.
l Add a RightFax SMTP gateway and configure it to check the
For inbound delivery, incoming faxes are received and then sent as dedicated POP3 mailbox for fax-bound email messages.
emails to the recipient’s mailbox. For outbound delivery, outgoing fax- Messages with valid fax addresses will be sent to the RightFax
bound email messages must be directed to a dedicated mailbox from server to be converted to fax format and transmitted.
where they are picked up by the RightFax server, converted to fax
format, and transmitted.
l Set up the email server to direct fax-bound email messages to the
POP3 mailbox. The following methods can be used:
Note the following about using email gateways:
l Sending to a dedicated domain
l The RightFax email gateways do not check for required
l Routing based on mailbox pattern matching
information. For example, the email gateway will send a fax that
does not have a recipient name even if RightFax is configured to l Routing based on destination information in the descriptive
require it. area of the address
l To ensure that characters such as the Euro symbol appear
correctly in the subject line and body of faxes created in email Examples for directing fax-bound email messages to
clients, make sure UTF-8 encoding is enabled in the client
application. the dedicated POP3 mailbox
In the following examples for directing fax-bound email messages to
the POP3 mailbox, the outgoing fax destination information (such as
fax number and recipient name) is specified using the RightFax

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addressing scheme. For more information about addressing fax- Example

bound emails, see Sending a fax via SMTP on page 294. “/name=Jane/fax=5551212/” <[email protected]>

Sending to a dedicated domain The information in quotation marks is treated as descriptive

information only. It is not interpreted as part of the address.The
With a dedicated domain, email users send their fax-bound mail RightFax email gateway scans the descriptive information when
messages to a specific domain (for example faxgate.company.com) destination fax information is not found as part of the address. The
and specify the pertinent fax information to the left of the @ sign in the email message is routed to the faxgate mailbox on the SMTP mail
mail address. server.
Example Note the following before using this method:
/fax=555-1212/[email protected]
l You cannot use IETF addressing used by common email client
To use this method, create a domain dedicated to receiving fax-bound programs with this method. RightFax addressing is the only
mail messages on the email server. All mail messages received at this compatible addressing scheme.
domain must be placed into the dedicated POP3 mailbox.
l Many email client programs make it difficult to add descriptive
A new MX (mail exchanger) entry may be required in the DNS server information to an email address, often misinterpreting it as part of
to tell other computers which mail server handles messages for the the mail destination address.
new domain.

Important The SMTP gateway requires an SMTP server with open Adding and configuring email gateways
relay enabled.
To add or configure an email gateway
Routing based on mailbox pattern-matching 1. In EFM, in the left pane, expand the server, and then click
Services.
With mailbox pattern-matching, email messages are routed to the
POP3 mailbox based on the addresses matching a specific mailbox 2. In the list of services in the right pane, double-click RightFax
pattern (for example fax=* will find any mailbox that starts with the text E-mail Gateway Module.
fax=).
Example
/fax=555-1212/[email protected]

Routing based on fax information in the address

description
If your SMTP mail server does not allow other routing options, you can
route email messages to the POP3 mailbox based on fax destination
information included in the description area of the address string.

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l Outbound with Notifications.

l Outbound without Notifications.

Frequency
Specify (in seconds) how often the gateway will check the mail system
and the fax server for incoming or outgoing faxes to process. To avoid
overloading system resources, set the Frequency at 30 seconds or
higher.
Event LogLevel
Specify the level of information logged in the Application Event Log
under the service name “RightFax E-Mail Gateway Module.”
You can select the following options:
l None. No information is saved.
3. In the E-mail Configuration window, click Add Gateway, and
then select the type of gateway to add. You can install multiple
l Terse. Records critical errors only.
email gateways. Click each gateway in the list to view its l Normal. Records errors and major events only.
configuration options.
l Verbose. Records all significant events and is most useful for
tracking and resolving problems.
General settings
Caution If you leave this value set to “Verbose” for long periods
Begin configuration of any gateway with the settings on the General
of time, the Event Log can become full, which may prevent new
tab.
events from being logged.
FROM message
Specify a text string that will appear in the FROM: field of messages Remote e-mail gateway service
placed into your system by the email gateway.
Select this check box if you are running the E-mail Gateway service on
E-mail delivery direction a computer other than the fax server. See Running the email gateway
Specify the type of messages the gateway processes. Valid options remotely on page 299.
are: Use FaxUtil user information
l Both. (for both inbound and outbound messages) Select this check box to use the information from the user’s RightFax
l Inbound Only. account in place of the SMTP friendly name. Depending on the
information found in the user’s profile, an email address, a user name,
or a friendly name appears in the From User Name field on cover
sheets using the <from name> embedded code.

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Server Timeouts ~4 ANI

Specify how long the client will wait for a response from the email
~5 Fax status
server by moving the slider to the right to increase the time or to the
left to decrease it. ~6 Page count
~7 User group
SMTP settings
On the SMTP tab, enter information about the SMTP server. Include History in Notifications
Notifications about user's faxes can include information from the fax
transmission history. Select the information to include.
l Transmission shows when the fax was received or sent and
details about the transmission.
l Conversion shows when and how a document was converted to
fax format or a fax to text (OCR).
l Handling shows when the fax was forwarded or routed and to
which recipient.
l General shows when the fax was printed, viewed, and annotated,
and by whom.

POP3 settings
POP3 servers can be specified separately for each email gateway.
These options are not available if the email direction is set to Inbound
SMTP Connection only.
Select the SMTP connection through which emails will be sent. If the
SMTP connection is not listed, click New, and see Adding external
connections on page 268.
Email Subject
You can customize the subject line of messages sent through the
SMTP email gateway. You can use any of the following variables:

~1 Remote ID
~2 Send channel
~3 Unique ID of fax

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Send through this user when e-mail sender is unknown

If the sender does not have a RightFax account, this option specifies a
valid RightFax user ID that will be used to send the fax. The cover
sheet will include the sender’s email address.

Custom messages
Use the Custom messages tab to customize the text of the headers
that are included in email messages when a fax is received as an
email attachment or an email fax status notification is received.
You can also customize the fax addressing examples for emails
notifying users about invalid destination information.

POP3 Connection
Select the POP3 connection through which emails will be sent. If the
POP3 connection is not listed, click New, and see Adding external
connections on page 268.
Maximum number of messages to retrieve
Specify the maximum number of messages that can be processed at
one time by the email gateway.
Remove e-mail headers
Select this check box to remove email headers before converting to
fax format.
Use IETF fax addressing Each custom header message combines text with one or more
Select this check box to allow the fax server to recognize the Internet variables that apply only to the message under which they are listed.
Engineering Task Force (IETF) fax addressing standard for encoding
fax destination information as part of the SMTP email address. You Notification message Variable options
must use the IETF format when using the RightFax SMTP Gateway
Received remote ID ~1 = Remote ID.
with Outlook 2010.
Example Received from remote ID: ~1

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you selected to use IETF fax addressing. See POP3 settings on

Notification message Variable options
page 291.
Sent remote ID ~1 = The destination fax number.
~2 = The destination remote ID. To customize the subject line of the inbound message
Example Sent to ~1 with remote ID “~2” Edit the following Windows registry key:
Inbound user ~1 = The RightFax user ID of the fax recipient. 1. Log on to the RightFax server using a Windows account that is
~2 = The fax recipient's routing code. a member of the local administrators group.
Example Inbound user ID ~1, routing code ~2 2. Open the Windows registry editor and browse to
Result ~1 = The result code and any accompanying text reported HKLM\software\RightFax\Gateway\Gateway
by the fax board. (These codes and messages may differ If you have more than one gateway, each is represented by its
depending on the type of fax board.) own subkey (Gateway1, Gateway2, etc.).
Example Result: ~1 3. Create a new REG_SZ entry called FaxSubject.
Page record ~1 = The range of page numbers successfully sent or 4. Edit FaxSubject to contain the information you want to appear
received. in the subject line of inbound messages.
Example Page record: ~1 5. Close the Windows registry.
None sent N/A
Example no pages sent Time of Day settings
Elapsed time ~1 = The total time that the fax spent in processing by the You can set the time when the gateway will send and receive faxes.
fax board (MM:SS). On the Time of Day tab, select the start and end time for each day
~2 = The fax channel used to send or receive the fax. that the gateway should send and receive faxes.
Example Elapsed time: ~1 on channel ~2
Include gateway and Select this check box to include the identity of the
server name RightFax server and gateway that processed the email
that failed.

To customize the fax addressing examples

l In the Addressing example box, replace the default examples
with examples of your organization’s SMTP addressing scheme.
The examples appear at the top of any email notifying the user that
valid fax addressing information was not found for a fax sent via
the gateway. The default examples vary depending on whether

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must start and stop the service manually. See Running the email
gateway remotely on page 299

SMTP gateway registry settings

Some additional functions can be set by editing the Windows registry
settings for the gateway. To see the full list, see Gateway registry
entries on page 366.

Sending a fax via SMTP

Sending an SMTP message to a fax number is similar to sending
email, except for how you address the message. The fax destination
must be included in the address of the message. With the SMPT
gateways, you can use any of the following addressing formats:
l Simple SMTP fax addressing. See Using simple SMTP fax
addressing on the next page.
l Simple SMTP fax addressing with the Basic SMTP Fax Addressing
Select service account
form in Outlook. See Using the Basic SMTP Fax Addressing form
All RightFax email gateways log on to the network as a service using a in Outlook on the next page.
Windows NT based user account that you specify. l RightFax-specific addressing. See Using RightFax addressing on
To change the email gateway service account page 296.
1. Click Select Service Account. The RightFax Service Account l IETF addressing. See Using IETF addressing on page 296.
Editor window shows the currently selected service accounts. l Internet Mail Connector Encapsulated Address (IMCEA) fax
2. Next to Gateways Service Account, click Modify. For more addressing. See Using IMCEA fax addressing on page 297.
information, see Changing service accounts on page 28.
After the conversion to fax format:
Starting and stopping the gateway service l Text entered in the Subject box appears in the Notes section of the
If the email gateway is running on the same computer as the fax fax cover sheet.
server, the RightFax Email Gateway Module service is set to Manual l Text entered in the body of the email makes up the body of the fax.
Startup and is automatically started and stopped by the RightFax
Server service.
l All supported file attachments are converted to fax images and
appended to the fax. For a list of supported file types, see File
Do not stop the RightFax Email Gateway module service manually.
However, if the email gateway is running on a remote computer , you

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formats that convert to fax format on page 332. Unsupported 2. Click Outlook Add-in Options, and the SMTP Conversion
attachments will be ignored. dialog box opens.
3. Click Basic SMTP Fax Addressing, and then click OK.
Using simple SMTP fax addressing
4. Exit and restart Outlook.
Simple SMTP fax addressing for fax-bound email messages is similar
to standard SMTP addressing ([email protected]). It supports To send a fax with the Basic SMTP Fax Addressing form
the following characters. Space and tabs are removed.
1. In Microsoft Outlook, on the tool bar, click Send a Fax. The
Character Example Message window opens, which includes the Basic SMTP Fax
Addressing form.
0-9 [email protected]
* (asterisk) 123*[email protected]
# #[email protected]
+ [email protected]
- (hyphen) [email protected]
A-Z [email protected]
. (period) [email protected]
& 5551212&[email protected]
Example To send a fax-bound SMTP message to fax number 555-
1212 with a domain of RightFax.com, you would address the fax as
[email protected].

Using the Basic SMTP Fax Addressing form in

Outlook
If users will fax from Microsoft Outlook via the SMTP gateway, the 2. Under Basic SMTP Fax Addressing, under To, in the Name
Basic SMTP Fax Addressing form simplifies the entry of the SMTP fax box, enter a recipient’s name. In the Fax Number box, enter
address. Before it can be used, the form must be selected on each the recipient's fax number. Click the To button, and the
user's client computer. recipient appears in the To address line of the email. Repeat
To select the Basic SMTP Fax Addressing form this step for each recipient of the fax.

1. In Microsoft Outlook, on the File menu, click RightFax. The 3. Under Billing Codes,enter any billing codes to be stored with
RightFax options appear. the fax transmission record. Unless custom field names have

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been defined, billing code 1 appears as Account and billing l The RightFax mailbox may not separate the addressing elements.
code 2 as Matter. The mailbox must appear either before or after the addressing
information.
4. When the message is complete, click the Send button.
l The last element of fax information must be terminated by a slash
mark (/), an @ sign, or the end of the line. This allows any
Using RightFax addressing
character to be part of a fax information element, including spaces.
RightFax addressing allows a great deal of flexibility when addressing
l If a special character is required as part of an element, you can use
fax-bound email messages. It supports the following fax destination
a percent symbol (%) followed by the ASCII value of the character
elements, all of which—with the exception of the fax number—are
expressed in hexadecimal. This encoding is only required if the
used only for display on the fax cover sheet. Both fax number and
special characters needed cause problems for your mail system.
name are required elements. If either element is missing, the message
is discarded. Example A space can be represented as %20. The space
character has the ASCII value of 32, which is written as 20 in
hexadecimal:
Element Definition Example /name=Jane%20Doe/fax=5551212/[email protected]
/bi1= Billing code 1 /bi1=1111
/bi2= Billing code 2 /bi2=2222 Example /name=Jane/fax=555-1212/com=Acme,[email protected]

/city= Recipient city, state /city=Tucson,AZ For other examples using RightFax addressing, see Examples for
directing fax-bound email messages to the dedicated POP3 mailbox
/com= Recipient company name /com=Acme,Inc.
on page 288.
/fax= Destination fax number /fax=555-1212
/fax=555-1212&1111 Using IETF addressing
/name= Recipient name /name=JaneDoe To use IETF addressing, select the option on the POP3 tab. See
/voice= Recipient voice number /voice=555-4567 POP3 settings on page 291.
IETF addressing supports the following keywords. The recipient’s
name and fax number are required.
Note that when using RightFax addressing:
Element Definition Example
l Each fax destination element must be preceded by a slash mark (/)
where the first slash mark in the address marks the beginning of /dd.bi1= Billing code 1 /dd.bi1=1111
the fax destination information. /dd.bi2= Billing code 2 /dd.bi2=2222
l The fax destination elements can appear in any order and onlythe /fax= Recipient fax number /fax=555-1212
recipient name (/name) and destination fax number (/fax) are
/g= Recipient first name /g=Jane
required.
/i= Recipient middle initial /g=M

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Element Definition Example 2. On the Routing tab, in the Routing Type box, click your email
gateway type.
/o= Recipient company name /o=Acme.Inc
3. In the File Format box, click the file format RightFax will use for
/pn= Recipient name (separate first, middle, /pn=Jane the fax attachment.
and last name with a period) /pn=Jane.Doe
4. In the Routing Info box enter the user’s SMTP email address,
/pn=Jane.M.Doe
such as [email protected] and [email protected].
/s= Recipient last name (surname) /s=Doe
5. To delete the fax from the user’s FaxUtil mailbox after it has
/nocover Do not include a cover sheet Not applicable been routed to email, select the Delete after routing check
Note that when using IETF addressing: box. If a fax cannot be routed to the destination email mailbox,
RightFax will leave the fax in the user’s FaxUtil mailbox
l The address must begin with the fax destination number. Only regardless.
information to the left of the @ sign is considered for the fax
destination. For detailed information about the options on this tab, see The Routing
l The fax number can be followed by one or more optional keywords tab on page 114.
providing additional fax information.
Email notification of faxes
Example You can use the RightFax email gateways to notify users of fax status
/fax=555-1212/[email protected] regardless of whether the installed gateway is configured to send and
receive faxes.
Using IMCEA fax addressing
To configure a user to receive fax notification in email
Microsoft fax addressing format is FAX:recipient@nnnnnnnnnn.
1. Open the User Edit window. See Editing a user profile on
Example page 108.
FAX:JaneDoe@9725551212
2. On the Notification tab, in the Method list, select your email
Configuring users to receive faxes via email gateway type.

With the RightFax email gateways, RightFax users can receive faxes 3. In the Notification Address/Info box, enter the user’s SMTP
as email message attachments either instead of or in addition to email address in the format [email protected]. For example,
receiving them in their FaxUtil mailboxes. [email protected].

To configure a user to receive faxes as email 4. Under Sent Fax Notifications and Notification about
received faxes, select the events that should trigger
1. Open the User Edit window. See Editing a user profile on notifications and when.
page 108.

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5. To include the fax in the email, select the Include fax with lower case.
notifications check box, select the format (TIF or PDF), and Example An embedded code that tells RightFax to send a library
then select whether to include only the First Page of the fax or document called PriceSheet would be written as
All Pages. <LIBDOC:PRICESHEET>
6. Click OK.
Note Select Use PCL converter for text files if you are using
When sending faxes from the SMTP gateway, notifications will be sent
embedded codes in your faxes.
to either the default User ID or the actual sending User ID:
l If the fax is held for preview or approval, the notification goes only Place embedded codes anywhere in the body of the mail message.
to the default User ID. Embedded codes cannot line wrap and embedded code statements
that wrap to a second line will be ignored. You cannot use embedded
l If the fax is sent successfully, the notification goes only to the
codes in the Address or Subject.
sender’s User ID.
The RightFax email gateways support the following embedded codes:
l If the fax fails for any reason, the notification goes to both the
sender’s User ID and the SMTP gateway default User ID. l *ATDATE
l *ATTIME
You can configure the notification method for a user group by editing
l *CHANNEL
the group ID properties in Enterprise Fax Manager and setting the
group Notification Type to the option that corresponds to your email l *COVER
gateway type. l *DELETE

Embedded codes in mail messages l *DELETEALL

Use embedded codes to insert special faxing instructions into fax- l *FCSFILE
bound documents such as email messages. You can use embedded l *FROMFAXNUM
codes to include fax cover sheet information, attach library
documents, and add billing information.
l *FROMGENFAXNUM

When the RightFax server converts the email message to fax form, it
l *FROMGENPHONE
uses the instructions contained in the embedded codes and then l *FROMPHONE
strips the codes so they will not appear in the fax. Incorrectly typed or l *IGNORE
formatted codes are ignored and will appear in the fax as text.
l *LIBDOC (Same as LIBDOC2 in email gateways)
To add an embedded code to an email message
l *LIBDOC2
l Type the code along with any required parameters, enclosed in
angle brackets. Embedded codes can be written in either upper or l *NOCOVER

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l *PREVIEW To confirm the gateway number

l *PRIORITY l Open the Windows registry and check the Gateway keys under
l *SAVE HKEY_LOCAL_MACHINE\Software\Wow6432Node\
RightFax\Gateway.
For more information, see RightFax embedded codes on page 321.
Example To start the Remote Gateway service process from drive R:
Running the email gateway remotely (which is mapped to the RightFax folder on the fax server) using the
RightFax Database module on the server rfaxserv, enter
By default, each email gateway installs and runs on the RightFax smtpgateway -lr: -frfaxserv -sgateway.
server. In some situations it may be beneficial to run the email
gateway on a different computer on your network, for example to avoid Troubleshooting the email gateways
increasing the workload on your fax server or to prevent high volume
gateway traffic from interfering with its routine operation. If you experience problems with your RightFax Email Gateway module
service, first check for errors in the RightFax log of the Windows Event
To run the gateway remotely Viewer.
1. In EFM, in the left pane, expand the server, and then click The log level setting in the RightFax E-mail Gateway configuration
Services. determines the amount and type of information saved to the event log.
2. In the list of services in the right pane, double-click RightFax E- When terse is selected, only critical errors are recorded.
mail Gateway Module. You can also run the gateway in a command prompt window to get a
3. On the General tab, select the Remote Email Gateway detailed report of gateway events.
Service check box.
To check for errors in the RightFax log
4. Map a drive to the \RightFax folder on the fax server. 1. On the Start menu, click Windows Administrative Tools, and
5. Switch to the \RightFax\Gateway folder and enter the following then Event Viewer.
command: 2. Under Applications and Services Logs, click RightFax. The
smtpgateway-lpath-fdatabase-sgatewayn RightFax log opens, showing RightFax Email Gateway Module
in the Source column.
path is the directory path to the RightFax files, database is the
name of the server containing the fax database, and n is the 3. Double-click the entry for a description of the error.
number of the email gateway.
To run the gateway in a command window
The first gateway is assigned gateway zero (gateway), the
second email gateway is gateway 1 (gateway1), the third email 1. Set the screen buffer size of the Command Prompt window to a
gateway is gateway two (gateway2). height of 2000 so that you can scroll back.

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2. Stop the RightFax Email Gateway Module service. See Starting Error 85 The local device is already in use
and stopping RightFax services on page 23.
This is a Windows NT-based networking error stating that the drive to
3. Open a command prompt window and change to the which RightFax is trying to connect the UNC name that was specified
RightFax\Gateway folder. for the Location of Mail Files, or API Files is already assigned.
4. Enter the following command:
smtpgateway-d-1 -sgatewayn
n is the number of the email gateway. The first gateway is
assigned gateway zero (gateway), the second email gateway is
gateway 1 (gateway1), the third email gateway is gateway two
(gateway2).

To confirm the gateway number

l Open the Windows registry and check the Gateway keys under
HKEY_LOCAL_MACHINE\Software\
Wow6432Node\RightFax\Gateway.

Example If you are running the SMTP gateway and it is your only
email gateway, enter: smtpgateway -d -1 -sgateway.

Error 2140 Starting Service

Error 2140 is a generic Windows NT based error stating that the
service did not start. For more information, see the description of the
error in the RightFax log of the Windows Event Viewer.

Error 53
This is a Windows NT based networking error indicating that the UNC
name that was specified for the Location of Mail Files in the gateway
configuration is an invalid network path. If the specified path is correct
and valid, it may be that the account being used to start the Email
Gateway Module service does not have access rights to that folder.

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Chapter 36: Inbound faxing with Microsoft Exchange Unified Messaging (UM)

Chapter 36: Inbound faxing with Microsoft Exchange Unified Messaging (UM)

You can use RightFax with Microsoft Exchange Unified Messaging UM Dial Plans
(UM) for inbound faxing. When Microsoft Exchange UM detects fax
calls, the calls are referred back to the IP Gateway from where they Verify that each UM dial plan is enabled to receive faxes.
are routed to the RightFax server for processing. After processing, Dial Plan settings take precedence over individual UM-enabled user
each fax is handed off to the Exchange UM server for delivery to the settings. If you prevent a dial plan from receiving faxes, no user in that
user. The email with attached fax TIFF image is placed into the Inbox dial plan will receive faxes.
as well as a new Search Folder called Fax in the recipient's Outlook
mailbox. UM Mailbox Policies
Configure each UM mailbox policy to allow users with that policy to
Requirements receive faxes. The Mailbox Policy configuration includes the RightFax
l Microsoft Exchange Server 2010 or later with the Unified server URI in the following format, including the quotation marks:
Messaging role installed and configured. sip:<FQDN or IP of RightFax server>:<port>;<transport=transport
l An IP Gateway installed and configured to communicate with the protocol>"
Exchange Server. port is the port on which the fax server listens. The default is 5060.
l Brooktrout SR140 Transport installed and licensed on the The defaulttransport protocol is UDP.
RightFax server.
Example "sip:172.17.18.19:5060;transport=UDP"

Configuring Exchange UM for faxing User mailboxes

After the Microsoft Exchange UM role has been installed and The ability to receive faxes can be enabled on an individual UM
configured in your organization, verify and apply the following settings mailbox basis. Ensure that each Exchange mailbox is UM-enabled
to enable inbound faxing with Unified Messaging. and is enabled to receive faxes.
See your Microsoft Exchange documentation for information about
creating UM Dial Plans, UM Mailbox Policies, UM IP Gateway,
UM IP Hunt Groups, and UM-enabled Mailboxes in UM.

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Fax tone detection Note If you are using the optional RightFax Connector for Microsoft
Exchange, duplicate faxes may appear in the user’s mailbox. The
Fax tone detection is deactivated by default in Exchange UM. It must
connector adds inbound and outbound faxing through Microsoft
be activated on each UM Server that will receive fax calls.
Exchange. If the user is configured for routing inbound faxes to
To activate fax tone detection Exchange, the connector will route a copy of a received fax to the
1. In the MSExchangeUM.config file located in the X:\Program user’s Outlook inbox in addition to any faxes delivered by UM based
Files\Microsoft\ExchangeServer\V14\Bin folder, change the on the specified fax routing. For more information, see the RightFax
EnableInbandFaxDetection setting from False to True. Connector for Microsoft Exchange Administrator Guide.

2. Restart the Exchange server. To enable and configure Exchange UM

1. In the left pane, under Brooktrout and Advanced Settings,
Dedicated receive connector click Exchange Unified Messaging.
Fax messages sent to Exchange UM from the RightFax server must 2. In the right pane, select the Enable Exchange Unified
be authenticated. To facilitate authentication, create a new partner Messaging check box.
receive connector on the Hub Transport server to which the RightFax
server submits SMTP fax messages.
Configure the receive connector with the following values:
l Intended use. Partner
l AuthMechanism. ExternalAuthoritative
l PermissionGroups. ExchangeServers, Partners
l RemoteIPRanges. {RightFax server IP address}
l requireTLS. False
l EnableAuthGSSAPI. False

Note For more information about creating receive connectors, see

the Microsoft documentation at http://technet.microsoft.com/en-
us/library/bb125159(EXCHG.140).aspx
3. Under SMTP Authentication to Exchange Unified
Configuring RightFax for Exchange UM Messaging Server enter the Exchange server and
authentication information:
You can enable Exchange UM for DocTransports such as Brooktrout
FoIP boards, SR140, and OEM FoIP.

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l Exchange Server Name or IP The address of the

Exchange Server that has been configured for UM and
inbound faxing.
l Domain The domain of the Exchange Server.
l User Account, Password The user account and password
hat will be used to authenticate all traffic from the RightFax
server to the Exchange server.
To select a user from Active Directory, click User Account.

4. Under Exchange UM Fax Routing, click one of the following

routing methods:

l Route to SMTP Email Only The fax will be returned as an email

to Exchange for delivery to the FAX search folder in the recipient's
email inbox. The fax will not be stored on the RightFax server for
tracking, billing, or accounting purposes.
l Route to RightFax User Only The fax will be placed into the
recipient's fax mailbox on the RightFax server. The fax will not
appear in the user’s FAX search folder in Outlook.
l Route to Both The fax will be returned to Exchange for delivery as
an email and place a copy in the recipient's fax mailbox on the
RightFax server.

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Chapter 37: Configuring the Remoting Service for web applications

Chapter 37: Configuring the Remoting Service for web applications

Web client applications such as FaxUtil Web and Web Admin connect Default fax server
to the RightFax server using the Remoting Service. This is the fax server you specified when you installed the web
applications.
Users can reset forgotten passwords
Configuring the RightFax Remoting Service With RightFax basic authentication, if passwords are used to sign in to
To configure RightFax Remoting RightFax web applications, and users should be able to reset their
passwords, then select the Users can reset forgotten passwords
1. In EFM, in the left pane, expand the server, and then click
check box. This setting only applies to users with RightFax basic
Services.
authentication.
2. In the list in the right pane, double-click RightFax Remoting
Users must have email addresses in their RightFax user accounts.
Service.
When resetting a password, the user must provide their RightFax user
3. In the RightFax Remoting Service Configuration window, click ID or the email address associated with it.
the Remoting tab.
Password reset email sender address
When a user resets their password, an email will be sent to the user's
email address that contains a link to a page where the user can save a
new password. Enter the email address from which this email will be
sent.
SMTP Connection
In the SMTP Connection box, select the SMTP connection through
which emails will be sent. If the SMTP connection is not listed, click
New, and see Configuring an SMTP connection for basic
authentication on page 269.
Log level
In the Log level list, click the level of logging.

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l Critical records events of critical importance. Typically this

includes unexpected events such as a service interruption.
l Normal records events of normal importance, such as scheduling
a document.
l Verbose records more details of events of normal importance.

Caution If you leave this value set to “Verbose” for long periods
of time, the Event Log can become full which may prevent new
events from being logged.

l Diagnostic records events that are useful for tracking and

resolving problems.

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Chapter 38: Using TeleConnect to access faxes by phone

Chapter 38: Using TeleConnect to access faxes by phone

With the RightFax TeleConnect feature, users can access their fax and then click TeleConnect.
mailboxes via a touch-tone telephone. Users dial in to the RightFax
server to use RightFax’s automatic forwarding, printing, and
notification features to manage faxes.

Requirements
To run TeleConnect, you must have a RightFax server installed and
operational. Because it uses digital voice prompts, you must also have
a Brooktrout fax board with voice capability installed.
TeleConnect does not require a separate or additional installation to
your fax server.

Configuring TeleConnect
To configure TeleConnect
1. In EFM, in the left pane, expand the server, and then click
Services.
2. In the list of services in the right pane, double-click RightFax Enable TeleConnect
DocTransport Module. Select this check box to enable the TeleConnect module.

3. In the left pane, expand BrookTrout and Advanced Settings, Routing Code/Channel Ext
Enter the routing code—such as DTMF extension or DID number—
that will be assigned to TeleConnect. When calls arrive on this
extension, rather than being received as an incoming fax, they will
automatically enter the TeleConnect system.
Note the following special cases:

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l If you have a bank of numbers dedicated to your fax server, you caller without having to initiate a second call. In this way,
must assign one of the numbers to TeleConnect by entering the Teleconnect incurs no phone charges.
extension here. l Two Call. Causes TeleConnect to request the recipient’s fax
l If you have only analog channels you must dedicate one of your number and initiates a separate call to send faxes.
fax channels to TeleConnect.
a. Enter a unique four-digit number in this box. RightFax user setup
b. In the left pane, click the channel you want to dedicate to To be able to access RightFax using a touch-tone phone, the caller
TeleConnect. must have a RightFax user account that includes a unique numeric
Voice Mail Subscriber ID and a Password. To enter a password,
c. In the right pane, in the Channel Extension box, enter the
click Change Password.
same four-digit value.
TeleConnect uses these settings to identify the user.
Note Users must be able to dial into this channel. Do not
include the channel in a hunt group unless all channels in Multilingual support
that hunt group are dedicated to TeleConnect. Otherwise,
The TeleConnect module supports messaging in up to nine languages
dialing the number may cause users to hear a fax tone
in addition to the English language default. When multilingual support
instead of accessing the TeleConnect system.
is enabled, you can record your own language message files and save
them to their own folders. When callers first dial into the system,
l You can also turn on DTMF routing for a particular analog channel. TeleConnect will play a message asking them to select the language
When users dial this number they will hear a tone or voice prompt they want.
to enter an extension. Enter a unique four-digit extension in this
box. If you tell your users to enter this number when they hear the To enable multilingual support
prompt, they will connect to the TeleConnect system. If this Do the following:
number is not entered after a few seconds (depending on the
l Add the TeleConnect registry keyword Multilingual(1).
DTMF timeout value), the channel will provide a fax tone and
attempt to receive a fax. l Create a TeleConnect registry keyword for each language in
addition to English that you want to support using the format
Call Type VoicePath#(voicepath1;voicepath2), where # is a number 2
Select how TeleConnect will connect to the caller when faxes are through 9 that the user presses to access alternate language files
requested. (English is automatically set to 1), voicepath1 is the path to the
local folder where the language files are stored, and voicepath2 is
l Prompt. Asks each user to specify a one- or two-call session. an optional secondary folder path. If TeleConnect cannot locate
l One Call. Requires the user to call from a fax machine. the file in the first folder, it will look in the second folder.
TeleConnect uses the same connection to send faxes back to the

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For information on creating TeleConnect registry entries see automatically hang up on anyone who has not pressed the agree
TeleConnect Registry Configuration on page 355. button within the first 28 seconds of the call.

Multilingual selection prompts For information on creating TeleConnect registry entries see
After multilingual support is enabled, TeleConnect will automatically TeleConnect Registry Configuration on page 355.
cycle through every defined VoicePath entry, starting with VoicePath1
and ending with VoicePath0. It will play message 010.VOX from each Toll-number prompt
VoicePath folder, if the file exists.
Note If you have both toll-number and multilingual support enabled,
Example The default 010.VOX file says “For an English language Fax-on-Demand will play the VoicePath prompts before the toll-
menu, press 1.” In VoicePath2, this file might say in Spanish “For a number prompt. Because selecting a language option is interpreted
Spanish language menu, press 2.” In VoicePath3, it might say in as an agreement by the caller to accept the charges, make sure that
German “For a German language menu, press 3.” toll-call information is included in your foreign language prompts.
Recording multilingual messages
After toll-number support is enabled, message 020.VOX plays one
You can record custom multilingual messages for TeleConnect using time. This message should state how much the caller will be charged,
a third-party sound editor that supports the Dialogic OKI32 file format, that the caller must be 18 years or older, and ask to press a key to
or using the message recorder built into the Fax-on-Demand agree to the charges. This prompt must be less than the 28 second
component of the Docs-on-Demand module (if it is licensed and limit to press the required agreement key.
installed.) For information on using Docs-on-Demand to record
prompts, refer to the RightFax Docs-on-Demand Module If the caller does not press a key or presses a key other than one
Administrator Guide. specified by the 900Agree registry keyword, the line is disconnected. If
the caller presses the key specified by the 900Agree keyword (or any
Toll-number support key if the 900Agree value is blank), the system proceeds to the Main
menu.
Your TeleConnect system can be set up on 1-900 and 1-976 toll-lines.
FCC requirements for toll-numbers state that callers may not be Requesting fax routing information
charged until a full minute has gone by. During the first 30 seconds of
the call, callers must be told how much they will be charged and they If a fax is sent to a number that delivers faxes to several people—such
must agree to the charges. If the caller does not immediately agree to as a public or hotel fax machine—it may be difficult to determine the
the charges, the line must be disconnected. fax recipient. You can configure TeleConnect to ask the caller to enter
a name or phone number to assist in routing.
To enable toll-number support
Requests for fax routing information will be skipped if the caller
l Add the TeleConnect registry keywords 900Enable(1) and requests that the faxes be sent back to the originating fax machine
900Agree(#), where # is a number 0 through 9 that the caller must using the same connection (the One-call option).
press to respond affirmatively and continue with the call. If this
parameter is left blank, any key will be accepted. The system will To ask the caller to enter routing information
Do one or both of the following:

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l Add the TeleConnect registry keyword AskVoiceNumber(1).

File name Voice prompt
l To ask the caller to enter an alphanumeric sequence (such as a
c.vox “...c...”
name), add the TeleConnect registry keyword AskAlphaNumeric
(1). catalog.vox ”...catalog...”
catalogs.vox “...catalogs...”
TeleConnect will play message file 306, and then play:
count.vox “...faxes with a total of...”
l Message file 307 if you enabled AskVoiceNumber.
d.vox “...d...”
l Message file 312 if you enabled AskAlphaNumeric. deliverif.vox ”Are you sure you want to delete this message? Press 1. If
l Message file 311 if you enabled both AskVoiceNumber and not, press 2.”
AskAlphaNumeric. doc.vox ”...document...”
docs.vox ”...documents...”
Voice prompt files
fax.vox “...fax...”
The voice prompt files used by the TeleConnect module are located
faxes.vox
on the RightFax server in the DocTransport\Voices folder. They are
saved as Dialogic .vox files and can be customized in Fax-on- faxnum.vox “Enter your fax number and then press the pound key.”
Demand.or using a third-party sound editor that supports the Dialogic faxtype.vox “If you are calling from your fax machine, press 1. If you wish
.vox file format. See described in the RightFax Docs-on-Demand the fax delivered to a fax number, press 2.”
Module Administrator Guide
fwdfax.vox “Your faxes are currently being forwarded to...”
The following table lists all files in DocTransport\Voices along with
fwdfaxnm.vox “Please enter the fax number to forward your faxes to.”
their voice text.
fwdmenu.vox “To automatically forward your faxes to a fax machine, press
File name Voice prompt 1. To forward your faxes to a network user, press 2. To
a.vox “...a...” disable fax forwarding, press 3. To cancel changes, press the
Star key.”
allque.vox “All of your queued faxes will be sent.”
fwdnous.vox “You may not enable fax forwarding to a network user
b.vox “...b...”
because a destination user has not been specified.”
badfaxnum.vox “Invalid entry. We will not send documents to that fax
fwduser.vox “Your faxes are currently being forwarded to a network user.”
number.”
fwdwarn.vox “Your fax forwarding option is currently set to a network user.
badlogin.vox “The mailbox and password combination you entered is not
If you change this, there will be no way to restore this setting
valid. Please try again.”
over the telephone interface. If you still want to change this
beginrec.vox “You may begin recording after the beep. Press pound when option, press 1. If not, press 2.”
finished.”

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File name Voice prompt File name Voice prompt

goodbye.vox “Goodbye.” ntfmenu.vox “To enable alternate notification press 1. To disable alternate
greeting.vox “Welcome to RightFax, the leading enterprise fax server.” notification, press 2. To cancel changes, press the Star key.”

hundred.vox “...hundred...” ntfwarn.vox “You may not enable alternate notification because a network
user to notify has not been selected.”
ifcorrec.vox “If this is correct, press 1. To reenter, press 2."
onecall.vox “Shared call beginning.”
invalid.vox “Invalid entry. Please try again.”
optmenu.vox “For automatic forwarding options, press 1. For automatic
isnotavail.vox “...is not available.” printing options, press 2. For alternate notification options,
login1.vox “Please enter your mailbox number.” press 3. To return to the Main menu, press the Star key.”
login2.vox “Please enter your security code.” outbound.vox “...outbound...”
mainmenu.vox “To retrieve faxes, press 1. To retrieve a list of all faxes, press page.vox ”...page...”
2. To hear fax mailbox statistics, press 3. To change mailbox pages.vox ”...pages...”
options, press 4. To quit, press the Star key.”
pound.vox “...pound...”
million.vox “...million...”
prndisab.vox “Your faxes are not being automatically printed.”
n00.vox ”...zero...”
prnenabl.vox “Your faxes are currently being automatically printed.”
n01.vox - “...one...” - “...ninety-nine...”
n99.vox prnmenu.vox “To automatically print your faxes, press 1. To disable
automatic printing, press 2. To cancel changes, press Star.”
new.vox “...new...”
rcvstat1.vox “...received faxes totalling...”
nofwd.vox “Your faxes are not currently being forwarded.”
rcvstat2.vox “...of your received faxes have not been viewed or printed.”
nonewfxs.vox “You have no new faxes.”
received.vox “...received...”
nonque.vox “We are unable to queue your faxes for transmission.”
recmenu.vox ”To play back, press 1. To record, press 2. To save this
noprinter.vox “Your faxes may not be automatically printed because a message, press 3. To cancel changes, press 4. To delete this
destination printer has not been selected.” message, press 5.”
notavail.vox “The fax server is not available. We are unable to process rtverr1.vox “You entered an invalid fax ID number.”
your call.”
rtvid1.vox “You may retrieve up to...”
notones.vox ”No entries detected. Please try again.”
rtvid2.vox “Enter the fax ID number and press Pound.”
ntfdisab.vox “Alternate notification to another network user is disabled.”
rtvmax.vox “You have entered the maximum allowable fax IDs.”
ntfenab.vox “Alternate notification to another network user is enabled.”

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File name Voice prompt File name Voice prompt

rtvmen.vox “To retrieve all new faxes, press 1. To retrieve a list of all youselec.vox “You selected...”
faxes, press 2. To retrieve faxes by their ID number, press 3.
To return to the Main menu, press the Star key.”
TeleConnect Registry Configuration
sil_100.vox 0.1 second silence
TeleConnect is configured primarily via multi-string (Reg_Multi_SZ)
sil_1000.vox 1 second silence registry entries. Each channel dedicated to TeleConnect has its own
sil_250.vox 0.25 second silence configuration registry entry.

sil_500.vox 0.5 second silence Location: HKLM\Software\Wow6432Node\RightFax\Doctransport\

Transports\Brooktrout\TUI\Extensions
sntstat1.vox “...outbound faxes totalling...”
Format of the TeleConnect multi-string registry entries
sntstat2.vox “...are in process...”
extension`keyword(value)`keyword(value)`...
sntstat3.vox “...have been sent successfully, and...”
l The extension and all keywords must end with a grave accent (`).
sntstat4.vox “...are abandoned.”
l extension is the phone number extension or DID channel assigned
someque.vox “Not all of your queued faxes will be sent due to an error.”
to TeleConnect. It must be the first entry.
star.vox “...star...”
l keyword is one of the configuration setting keywords.
statmenu.vox “For statistics on outbound faxes, press 1. For statistics on
l value is an optional value setting for the keyword.
inbound faxes, press 2. To return to the main menu, press the
Star key.”
The following table lists all available TeleConnect keywords, and
that.vox “That...” includes the default settings (if any) and descriptions.
thissess.vox “...this session.”
Keyword Default Description
thousand.vox “...thousand...”
900Agree N/A 900 caller agreement sequence.
toprocee.vox “To proceed...”
900Enable False 900 telephone processing.
totaling.vox “...totalling...”
AppType 0 Application type:
upto.vox “...up to...”
waitcnt.vox “Please wait while the system retrieves your faxes.” 0 = TeleConnect
2 = One-Doc Poll
waitgen.vox “Please standby while we are processing your request.”
AskAlphaNumeric False Ask caller for alpha-numeric sequence.
youhave.vox “You have...”
AskVoiceNumber True Ask caller for voice number.
youmay.vox “You may request...”

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Keyword Default Description Keyword Default Description

CallType 0 Default call type: VoicePath DocTransport\ The path(s) for voice prompt files. The
voices; system searches one or more folders to
0 = Prompt voices play a voice file. Folders are separated
1 = One-call with a semicolon. A relative folder
2 = Two-call specification is relative to the
CSID N/A CSID to use during a one-call transaction. DocTransport folder. Any recorded
If blank, it uses the channel default. message is recorded to the first folder
listed.
DefaultBI1 N/A Default billing code #1 for a two-call fax
TeleConnect. If a fax is being forwarded VoicePath0 N/A Language #0 voice folder(s).
from a user’s mailbox, the system VoicePath2 – N/A Language #2 voice folder(s) –
attempts to use the billing codes from the VoicePath9 Language #9 voice folder(s).
source fax. If no billing codes are present
in the source fax, the value specified here,
and that of DefaultBI2, is used. Retrieving faxes via TeleConnect
DefaultBI2 N/A Default billing code #2 for two-call. When retrieving your faxes via TeleConnect you can choose to have
all faxes in your RightFax mailbox that have not yet been viewed or
MaxErrors 3 Maximum number of errors allowed
printed sent to a specified fax machine, or you can specify the
(timeouts, invalid doc numbers, etc.) If this
TeleConnect ID number of a specific fax. Each outgoing and incoming
number is exceeded, the caller is
fax processed by RightFax is assigned a TeleConnect ID and included
disconnected.
with the notification of an incoming fax. If you do not know the
MaxFaxes 32 The maximum number of faxes sent out in TeleConnect ID, you can look it up by retrieving a list of all faxes in
one call by TeleConnect. your RightFax mailbox along with their TeleConnect IDs.
Multilingual False Multilingual support enabled/disabled. To access your RightFax mailbox with TeleConnect
TransferSequence N/A PBX transfer sequence. If not blank, 1. Dial the phone number that you specified in the Routing
TeleConnect transmits this sequence just Code/Channel Ext. box of the TeleConnect configuration (see
before hanging up. It is a standard Configuring TeleConnect on page 306).
Brooktrout® sequence
(TP!F,;WU%1234567890ABCD). 39 2. When the system prompts you, enter your RightFax voice mail
characters maximum. subscriber ID followed by the pound key (#).

TUIReportPath TUILOG The path for TeleConnect reports. If a 3. When the system prompts you, enter your RightFax password
relative path-spec, it is relative to the followed by the pound key (#). The TeleConnect main menu is
DocTransport folder. played.

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The TeleConnect menu Entering alphanumeric data via touch-tone phone

The following options are available on the TeleConnect menu. After you enter an alphanumeric string, the decoded sequence is used
Additional prompts and messages depend on your system’s in the To: field on the fax cover sheet. You have 40 seconds to enter
configuration. up to 60 digits, which decodes to a maximum of 30 characters.
1 Retrieve Faxes To enter an alphanumeric string
l 1 Retrieve all new faxes l For each alphabetic character in the string, press the telephone
button with that character followed by a number for the position of
l 2 Retrieve a list of all inbound and outbound faxes
the character on the telephone button.
l 3 Retrieve faxes by their TeleConnect ID
Example To enter N, press 62 (N is in the 2nd position of
telephone button 6.)
2 Retrieve a List of All Faxes
Retrieve a list of all inbound and outbound faxes l For each number, press the appropriate telephone button, and
then press 0.
3 Fax Mailbox Statistics
Example To enter 6, press 60.
l 1 Outbound fax statistics, including total outbound fax count, total
fax pages sent, total faxes sent successfully, total failed faxes, and l To enter a space, press 02
total faxes in process
The following table lists all characters available via this encoding
l 2 Inbound fax statistics, including total inbound fax count, and total
method.
received fax pages
A = 21 I = 43 Q = 01 Y = 93 2 = 20
4 Change Fax Options
B = 22 J = 51 R = 72 Z = 03 3 = 30
l 1 Enable automatic fax forwarding
C = 23 K = 52 S = 73 Space = 02 4 = 40
l 2 Enable automatic printing
D = 31 L = 53 T = 81 + = 11 5 = 50
l 3 Enable alternate notification
E = 32 M = 61 U = 82 - = 12 6 = 60

Before you can enable automatic forwarding, automatic printing, and F = 33 N = 62 V = 83 . = 13 7 = 70

alternate notification via TeleConnect, you must first configure the G = 41 O = 63 W = 91 0 = 00 8 = 80
forwarding, printing, and notification destinations in your FaxUtil
H = 42 P = 71 X = 92 1 = 10 9 = 90
mailbox.

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Chapter 39: Backing up and maintaining RightFax

Chapter 39: Backing up and maintaining RightFax

RightFax stores all of its data, including information on faxes, users, To change the SQL connection string
and dialing rules, in a SQL database. Fax images can be stored in
1. In EFM, in the left pane, expand the server, and then click
SQL or in the RightFax\Image folder.
Services.
The SQL database may be installed directly on the RightFax server or
2. Do one of the following:
can be installed on an existing SQL server. You select where the SQL
database is to be installed when you install the RightFax server
l Open RightFax Server configuration. On the
software. SQL Connections tab, click SQL connection for
RightFax Database. The SQL connection RightFax
You can enable SSL encryption of the data sent between RightFax database dialog box opens.
and Microsoft SQL Server. For more information, see the Microsoft
SQL Server documentation.
l Open RightFax DocTransport configuration, and click Edit
SQL Connection.
The SQL Express server that is provided with RightFax includes all of
the SQL functionality required by the RightFax software. However, this In the RightFax Service Database Connection String
version of SQL does not include all of the tools and administrative Editor dialog box, click Modify. The General SQL
capabilities of the full version. Connection String dialog box opens.
l Open RightFax Remoting Service configuration, and on the
Important It is strongly recommended that you do not make any Remoting tab, click SQL Connection.
changes directly to the RightFax SQL database. A complete schema
of the RightFax database can be viewed using SQL Administrator. In the RightFax Service Database Connection String
Editor dialog box, click Modify. The General SQL
Connection String dialog box opens.
Changing the connection to the SQL server
RightFax creates and links to a SQL database during installation. The 3. Enter the Server name, select the Authentication method,
SQL database connection can be modified at any time. and then specify a Database type. Depending on the type of
authentication, you may also need to enter a User Name and
To edit the SQL connection, you must change the connection string in
Password.
RightFax Server configuration, DocTransport configuration, and
Remoting service configuration.

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4. Click OK. The new string appears in the General SQL To use RightFax with SQL Server AlwaysOn Availability
Connection String box. Groups
5. Repeat for each application. 1. Create the appropriate Windows Server Failover Clustering
cluster and set up AlwaysOn Availability Groups.
Using RightFax with a SQL Server high 2. Migrate or create the RightFax database on one of the cluster
nodes that is part of an availability group.
availability solution
3. Stop the RightFax services and confirm that SQL Server
The version of your SQL server determines which high availability
AlwaysOn Availiability Groups are working properly.
solution you can use with RightFax.
4. Modify the ADO and ODBC connection strings to use the
Note After enabling a SQL Server high availability solution for availability group listener.
RightFax, you must make all changes to SQL Server connection
strings using Windows registry keys rather than in RightFax. To modify the ADO connection string
1. Open the ADO SqlConnection registry key at:
Using RightFax with AlwaysOn Availability Groups
HKEY_LOCAL_MACHINE\SOFTWARE\RightFax
With AlwaysOn Availability Groups, up to five copies of the database
can be running on five replicas. A replica is a SQL Server instance 2. Change the connection string using the following pattern of
used as a standby for high availability or recovery. values, all entered on one line:

See the Microsoft documentation for setting up SQL Server AlwaysOn Data Source=SQLserver;
Availability Groups. OpenText Customer Support cannot provide Initial Catalog=myDataBase;
assistance with these tasks. Integrated Security=SSPI;MultiSubnetFailover=True

Requirements Example Data Source=SEDONA;Initial Catalog=RightFax;

Integrated Security=SSPI;MultisubnetFailover=True
l The instances of SQL Server that host availability replicas for a
given availability group must reside on separate nodes of a single
To modify the ODBC connection string
Windows Server Failover Clustering (WSFC) cluster.
1. Open the ODBC SqlConnection registry key at:
l The RightFax database must be installed directly on one of the
cluster nodes. HKEY_LOCAL_MACHINE\SOFTWARE\RightFax
l All server instances that host an availability replica for the 2. Change the string using the following pattern of values, all
availability group use the same SQL Server service account. entered on one line:
l 64-bit Windows. Driver={SQL Server Native Client};Server=SQLserver;
Database=myDataBase; Trusted_Connection=Yes;
MultiSubnetFailover=Yes

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Example Driver={SQL Server};Server=Sedona; To set the ADO connection string

Database=RightFax;
1. In the Windows registry, navigate to one of the following ADO
Trusted_Connection=Yes; MultiSubnetFailover=Yes
SqlConnection registry keys:
l For 64-bit Windows:
Using RightFax with Database Mirroring HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\
With Database Mirroring, two copies of a single database are RightFax
maintained. The copies reside on different server instances of a SQL l For 32-bit Windows:
Server Database Engine, with one server instance serving the HKEY_LOCAL_MACHINE\SOFTWARE\RightFax
database to clients (principal server) and the other instance acting as
a hot or warm standby server (mirror server), depending on the 2. Change the connection string to the following pattern of values,
configuration and the state of the mirroring session. all entered on one line:
See the Microsoft documentation for setting up SQL Server Database Data Source=myServerAddress;
Mirroring. OpenText Customer Support cannot provide assistance Failover Partner=myMirrorServerAddress;
with these tasks. Initial Catalog=myDataBase;Integrated Security=True;
Requirements Example Data Source=SEDONA;Failover Partner=Bisbee;
l The Microsoft SQL Server Native Client (SNAC) must be installed Initial Catalog=RightFax;Integrated Security=True
on the RightFax server.
To set the ODBC connection string
l Connections using the SNAC must be made to an instance of SQL
Server that does not run on the same computer as RightFax. 1. In the Windows registry, navigate to one of the following ODBC
SqlConnection registry keys:
To use RightFax with SQL Server Database Mirroring l For 64-bit Windows:
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\
1. Install the appropriate version of Microsoft SQL Server Native
RightFax
Client.
l For 32-bit Windows:
2. Stop the RightFax services and confirm that Data Mirroring is
HKEY_LOCAL_MACHINE\SOFTWARE\RightFax
working properly.
3. Modify your connection strings to use the SQL Native Client 2. Change the connection string to the following pattern of values,
and to specify the SQL Server mirror (failover) instance. all entered on one line:
Depending on your configuration, enter the strings for 64-bit or
Driver={SQL Server Native Client 10.0};
32-bit Windows.
Server=myServerAddress;
Failover_Partner=myMirrorServerAddress;
Database=myDataBase;Trusted_Connection=yes;

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Example Driver={SQL Server Native Client 10.0}; Caution Because licensed RightFax features are tied to the name
Server=Sedona;Failover_Partner=Bisbee; of the computer on which the software is installed, you must call
Database=RightFax;Trusted_Connection=yes; OpenText Customer Support for assistance if you restore the
RightFax server to a machine other than the one on which it was
To set the queues connection in the RightFax database originally installed.
l Navigate to the RightFax Database Settings table, and edit the
Refer to the documentation for your backup software and Microsoft
SharedQueuing setting. Change the connection string to the
Windows for information on scheduling and executing periodic
following pattern of values, all entered on one line:
backups of your software and the Windows registry and for
Data Source=myServerAddress;
information on restoring from the backup.
Failover Partner=myMirrorServerAddress;
Initial Catalog=myDataBase;Integrated Security=True; To back up the RightFax server software
Example Data Source=SEDONA;Failover Partner=Bisbee; 1. Back up the \RightFax folder and all of its subfolders.
Initial Catalog=RightFax;Integrated Security=True 2. Because several RightFax configuration settings are stored in
the Windows registry, you should also back up the following
Backing up and restoring registry keys:
HKEY_CLASSES_ROOT\RightFax
the RightFax server and database
l

l HKEY_LOCAL_MACHINE\Software\Wow6432Node\
This section provides instructions for backing up and restoring the
RightFax
RightFax server software and SQL database using the Microsoft
OSQL command line utility. The OSQL utility is installed with SQL l HKEY_LOCAL_MACHINE\Software\Wow6432Node\
Server and SQL Express. RightFax Client
(32-bit: HKEY_LOCAL_MACHINE\Software\RightFax
OpenText does not provide support for third party backup tools. You
Client)
should be familiar with your organization's software backup tools and
protocols before scheduling regular backups.
Backing up the server requires a separate backup storage device or Backing up the RightFax database
software utility. RightFax stores most of its data in a SQL database which is stored
and maintained separately from the core server software. Depending
Backing up and restoring the RightFax server on how the RightFax server software was installed, this database may
You can back up all RightFax server files using any standard backup be on a separate SQL server on your network or a SQL Express
system. A complete backup of the server can be performed at any database installed on the RightFax server computer.
time without shutting down the server or stopping the RightFax
services. To avoid disruption or slowdown of the RightFax server,
schedule backups only at night or during off-peak hours.

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Important To perform a backup of the RightFax database, you UserID is a SQL user ID with administrative access, Password
must know where this database is installed, and you must have a is the password for the specified user, ServerName is the
user ID and password with administrative access to the database. machine name of the server where the database is located, and
C:\Backup is the name of the folder where to store the backup
All commands and parameters are case-sensitive. file.
To back up the RightFax database using OSQL Caution This batch file will overwrite any existing backup file
1. Open a command prompt on the SQL server or on the RightFax in the target folder without prompting for confirmation.
server if you are using SQL Express.
2. Add the batch file to your Scheduled Tasks in Windows Control
2. Navigate to C:\Program Files\Microsoft SQL Server\ Panel.
MSSQL\Binn
3. Enter the command: Restoring the RightFax Database
osql -UUserID-PPassword-HServerName All commands and parameters are case-sensitive.
UserID is a SQL user ID with administrative access, Password To restore the RightFax database from a backup
is the password for the specified user, and ServerName is the
1. Open a command prompt on the SQL server or on the RightFax
machine name of the server where the database is located.
server if you are using SQL Express.
4. On the command line, enter the following command set:
2. Navigate to C:\Program Files\Microsoft SQL Server\
BACKUP DATABASE rightfax TO DISK = MSSQL\Binn
‘C:\Backup\rightfax.bak’ [Enter]
3. Enter the command:
go [Enter]
exit [Enter] osql -UUserID-PPassword-HServerName
C:\Backup is the name of the folder where you want to store the UserID is a SQL user ID with administrative access, Password
backup file. This can be a local folder or a folder on any is the password for the specified user, and ServerName is the
mapped drive on the network. The backup process may take machine name of the server where the database is located.
several minutes, depending on the size of the database. 4. On the command lines, enter this command set:

To create a scheduled database backup using OSQL RESTORE DATABASE rightfax FROM DISK =
‘C:\Backup\rightfax.bak’ [Enter]
1. Create a batch file that executes the following OSQL backup
go [Enter]
command:
exit [Enter]
osql -UUserID-PPassword-HServerName-Q“BACKUP
DATABASE rightfax TO DISK = 'C:\Backup\rightfax.bak’”

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C:\Backup is the name of the folder where the backup file was To purge work requests
stored. The restore process may take several minutes,
1. In EFM, on the Utility menu, click Show Work Requests.
depending on the size of the database.
2. In the Work Requests dialog box, select one or more work
requests.
Purging deleted fax records from the
3. Right-click, and on the shortcut menu, click Purge.
database
RightFax stores records of all faxes. When a user deletes a fax, the Purging fax records using DBPurge
fax record is saved and marked as belonging to a deleted fax. This is
how the fax server is able to run reports on fax activity even when the DBPurge is database utility that purges fax records from the RightFax
fax images have been deleted. database. The options are:

Removing deleted fax records from the database is called purging. To l Faxes.Deletes records of all faxes in the system
keep the fax database to a manageable size, RightFax purges deleted l Deleted Faxes. Deletes records of deleted faxes from the
fax records after a set length of time that you can customize for each database
RightFax group.
l Billing Codes. Deletes Billing Code entries from the database
To change the length of time RightFax keeps deleted fax l SQL Table Orphans. Deletes orphaned records from the SQL
records
table.
1. In EFM, in the left pane, expand the server, and then click
Groups. To use DBPurge
2. In the list of groups in the right pane, double-click the group. 1. Log in to the fax server as an administrator.
3. On the Basic Information tab, in the Days to Keep Deleted 2. Open the \RightFax\SharedFiles folder and double-click
Fax Records box, enter the number of days to keep deleted DbPurge.exe.
fax records.
3. On the Open Server dialog, enter the RightFax server name
followed by your account name and password. This account
Purging work requests must have administrative access. You may also choose the box
Database work requests can be purged. to ‘Use NT Authentication’ if your RightFax account is linked to
the account you are logged into your network with. Click OK.
Caution Deleting work requests can cause important tasks to be
4. On the left side of the DBPurge dialog, enter the records you
ignored. Before you delete work requests, contact OpenText
wish to purge.
Customer Support for assistance.
5. Select the Preview button to view the total number of records
to be purged.

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6. Click the Purge button to begin purging fax records.

7. Upon completion you can view a transaction log by clicking the
Log tab.

Purging faxes from users’ fax mailboxes

If you use RightFax Enterprise or Satellite server, you can use
RightFax automatic fax aging to remove fax images from users’ fax
mailboxes after a certain length of time. Automatic fax aging is
configured separately for each group of users. See RightFax
Enterprise and Satellite servers include automatic fax aging. You can
also perform manual fax aging using the Faxage.exe utility program.
For more information, see the RightFax Administrative Utilities Guide.
on page 134. You can exclude individual users from automatic fax
aging by selecting the Excluded from Group Fax Aging permission
in their RightFax user profiles. See The Permissions tab on page 111.

Removing orphaned faxes

Fax image files that do not have any references in the RightFax
database are known as orphans. Orphan.exe searches the RightFax
server for orphan image files and can recover, delete, or create a list of
the files.
To run Orphan.exe from a command line, see the RightFax
Administrative Utilities Guide.
To configure the maintenance process to run Orphan.exe on the daily
maintenance schedule, see the OrphanMode on page 359.

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Appendix A: RightFax embedded codes

Appendix A: RightFax embedded codes

Embedded codes are faxing instructions that you insert into fax-bound
l Embedded codes can require no parameter <CODE>, have
documents. You can use them to address faxes, include fax cover one parameter <CODE:parameter>, orhave multiple
sheet information, attach library documents, add billing information, parameters <CODE:parameter,parameter,parameter>.
insert your signature, and more. These are not the same as the codes l Every embedded code string (angle brackets, code, and
you can insert on fax cover sheets. parameters) in your document must be formatted using a native
When the RightFax server converts the document to fax form, it uses printer font. Only native printer fonts are stored in their original
the instructions contained in the embedded codes and then strips the text format in the PCL file from which the fax is generated. All
codes from the document. other fonts are converted to graphic images.

Example <TOFAXNUM:555-1212> The embedded code

l Incorrectly typed or formatted codes will be ignored and will
TOFAXNUM instructs the RightFax server to send the fax to the appear in the fax as text. Examples include mistyped codes,
destination fax number 555-1212. missing angle brackets, or code strings in a font that is not a
native printer font.
Example <TOFAXNUM:{MERGEFIELD FaxNumber}> Together with
l Code statements that wrap to a second line will be ignored and
mail merge from Microsoft Word, the embedded code TOFAXNUM
will appear in the fax as text.
instructs the RightFax server to send the fax to the numbers included
in the FaxNumber field of a data source.
Note In very large documents that use embedded codes, the pre-
Important If you send faxes via an SMTP gateway and use
scanning process can cause the fax server to appear unresponsive.
embedded codes, you must select the Use PCL converter for text
You can specify the maximum length of time for embedded code
files option in your email configuration.
processing by editing the Windows registry
To add embedded codes to a document PrescanTimeoutSeconds value.
l Anywhere in a document that accepts text characters, type the
code along with any required parameters between angle brackets ADDDOC
(<CODE:parameter>), observing the following guidelines: Adds a file to the end of the fax. The specified file is not deleted after
conversion. To append multiple files to a document, add the ADDDOC

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code multiple times. The files will be appended in the sequence in

which the codes appear in the document.
ADDDOC4
Replaces the document that contains it with the specified file. The
Format <ADDDOC:file> original file is retained.
Max field length N/A
Format <ADDDOC4:file>
Example <adddoc:\\server8\sys\bin\xyz.tif>
Max field length N/A
To add an ADDDOC, ADDDOC2, ADDDOC3, or ADDDOC4 Example <adddoc4:\\server8\sys\bin\xyz.tif>
code
l Specify the file path (\\ComputerName\Folder\filename.extension). *ATDATE
For a list of supported formats, see File formats that convert to fax
Schedules to send the fax on a specific date.
format on page 332.
By default the current time on the specified day is used as the send
Verify that RightFax has access privileges to the file. If the
time. For example, if a fax is sent to the queue at 3:30 p.m. and it
attachment is located on a client machine, verify that the client
contains <ATDATE:+1> and no ATTIME code, it will be scheduled to
directory allows sharing so that the server can access the remote
send at 3:30 p.m. the next day.
file.
Format <ATDATE:date>
ADDDOC2 Max field length 10 characters
Replaces the document that contains it with the specified file. The Example <ATDATE:+2>
original file will be deleted. <ATDATE:9-15-15>

Format <ADDDOC2:file> To enter a date relative to the current date

Max field length N/A l Enter +n, where n is the number of days after the current date. For
Examples <adddoc2:\\server8\sys\bin\123.tif> example, to schedule the fax to send a week after the current day,
enter +7.

ADDDOC3 To enter an absolute date

Adds a file to the end of the fax. The original file will be deleted. l Enter a specific date using one of the following formats:
Format <ADDDOC3:file> MM/DD/YY, MM-DD-YY, or MM-DD-YYYY.

Max field length N/A

Examples <adddoc3:\\server8\sys\bin\xyz.tif>
*ATTIME
Schedules to send the fax at a specific time.

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The fax will become eligible for scheduling within 15 minutes of the
specified time. Specifying a time between the current time and
*BILLINFO2
midnight will schedule the fax to send the same day. Specifying a time Assigns the second billing code to the fax.
earlier than the current time will schedule the fax the next day. Embedded billing codes must comply with any billing code verification
rules set up on the RightFax server.
Format <ATTIME:time>
Max field length 9 characters Format <BILLINFO2:code>
Example <ATTIME:+2> Max field length 15 characters
<ATTIME:10:00p> Example <BILLINFO2:5555>
To enter a time relative to the current time
Do one of the following:
BREAK
l Enter +n, where n is the number of hours after the current time. Note Do not use a PostScript driver when using the <BREAK>
code. Use a PCL driver instead.
l Enter +n.n, where the first n is either 0 or the number of hours, and
the n after the decimal point is a number 1-9 for the number of six Breaks a single fax document into multiple faxes with multiple
minute increments. recipients.
The break occurs at the point where the code is encountered. Each
To enter an absolute time separate fax in the document must contain its own fax recipient
l Enter the time as hhmm or hh:mm in either 12-hour or 24-hour information using the <TONAME> and <TOFAXNUM> embedded
format. To indicate A.M and P.M for 12-hour format, append a or p codes.
after the time.
Format <BREAK>
Max field length N/A
*BILLINFO1
Example <BREAK>
Assigns the first billing code to the fax.
When the fax server encounters the <BREAK> embedded code, it
Embedded billing codes must comply with any billing code verification
automatically flushes any existing print formatting information that was
rules set up on the RightFax server.
contained in the file’s print header.
Format <BILLINFO1:code>
Note Therefore, use the <BREAK> code only within ASCII print
Max field length 15 characters stream files that do not have print headers associated with them
Example <BILLINFO1:4444>

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BROADCAST Max field length N/A

Specifies that the fax is a fax broadcast to increase the speed at which Example <COMPLETEEVENT>
the broadcast is sent. Unnecessary server processes are decreased
or eliminated, including polling for and returning of status information, *CONVERSION_BIAS
requests for notifications, and automatic printing of faxes. Printing of
Overrides the default conversion bias set for the server.
failed faxes is not effected by this embedded code.
Enter the word or just the number for the option:
Format <BROADCAST>
l none or 1 to not optimize the conversion.
Max field length N/A
l images or 2 to optimize for graphical fidelity.
Example <BROADCAST>
l text or 3 to optimize for legibility of text.

*CHANNEL l highcontrast or 4 to optimize for both text and images.

Sends the fax on the specified channel of the fax board.

Format <CONVERSION_BIAS:bias>
This can be useful if your organization sends priority faxes or fax
broadcasts on specific channels. Max field length N/A
Examples <CONVERSION_BIAS:TEXT>
Format <CHANNEL:channel#>
Max field length N/A *COVER
Example <CHANNEL:3> Generates a RightFax cover sheet for the fax. If the user account
Listed in RightFax DocTransport as Channel #2 sending the fax is configured to automatically generate a cover sheet,
only one cover sheet will be generated.
To specify the fax channel number
l Increment the channel number found in RightFax DocTransport by The default cover sheet file will be used unless an FCSFILE
1. (A value of 0 would indicate that any available channel can be embedded code specifies a different cover sheet file.
used.) Format <COVER>
Max field length N/A
COMPLETEEVENT Example <COVER>
Generates completion events that can be used by the RightFax API.
This is useful if you write code to send the status of the fax to a user, to
*DELETE
a database, or to a host application.
Deletes the fax from the user’s mailbox after it has been successfully
Format <COMPLETEEVENT> sent, overriding the default RightFax auto-delete setting.

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Format <DELETE> Format <DELETELASTPAGE>

Max field length N/A Max field length N/A
Example <DELETE> Example <DELETELASTPAGE>

*DELETEALL *FCSFILE
Deletes the fax from the user's mailbox after it has been sent or Uses the specified file as the RightFax-generated cover sheet.
sending has been attempted. It overrides the default RightFax auto-
The cover sheet file must exist in the RightFax\FCS folder on the
delete setting.
RightFax server and must end with the extension .pcl. Do not specify a
Format <DELETEALL> directory path.

Max field length N/A Format <FCSFILE:filename>

Example <DELETEALL> Max field length 12 characters
Example <FCSFILE:MYCOVER1.PCL>
DELETEFIRSTPAGE
Removes the first page of the fax. FORMTYPE
Deletes the first page of the fax, for example if you include all Overlays the fax onto the specified RightFax form.
embedded codes on the first page and do not want this page sent.
Format <FORMTYPE:formID>
This code is typically used when it is easier to add a page of
embedded codes to the front of a document than to insert production Max field length 15 characters
embedded codes into the print stream coming from the host. Example <FORMTYPE:LETTERHEAD>

Format <DELETEFIRSTPAGE>
*FROMFAXNUM
Max field length N/A
Displays the sender’s fax number on the RightFax-generated fax
Example <DELETEFIRSTPAGE> cover sheet. The code will be ignored if RightFax does not generate a
cover sheet.
DELETELASTPAGE
Format <FROMFAXNUM:faxnumber>
Deletes the last page of the fax, for example if you include all
embedded codes on the last page and do not want this page sent. Max field length 31 characters
Example <FROMFAXNUM:(520)555-1234>
This code is typically used when it is easier to add a page to the end of
a document than to insert production embedded codes into the print
stream coming from the host.

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*FROMGENFAXNUM *FROMPHONE
Displays the company fax number on the RightFax-generated fax Specifies the sender’s voice number to be placed on the RightFax-
cover sheet. If no cover sheet is generated by RightFax, this code will generated fax cover sheet. If no cover sheet is generated by RightFax,
be ignored. this code will be ignored.

Note The PCL Cover sheet code equivalent of this embedded code Format <FROMPHONE:voicenumber>
is <GENERALFAXNUM>. Max field length 31 characters

Format <FROMGENFAXNUM:faxnumber> Example <FROMPHONE:(520)555-4567>

Max field length 31 characters

*IGNORE
Example <FROMGENFAXNUM:(520)555-2345>
Causes all subsequent embedded codes to be ignored.

*FROMGENPHONE Format <IGNORE>

Specifies the company voice number to be placed on the RightFax- Max field length N/A
generated fax cover sheet. If no cover sheet is generated by RightFax,
Example <IGNORE>
this code will be ignored.

Note The PCL Cover sheet code equivalent for this embedded *LIBDOC
code is <OPERATORNUM>.
Sends the specified RightFax library document instead of the
document. You can specify multiple library documents, each as a
Format <FROMGENPHONE:voicenumber>
separate LIBDOC code.
Max field length 31 characters
Important When used with email gateways, this embedded code
Example <FROMGENPHONE:(520)555-3456>
functions exactly the same as LIBDOC2.

FROMNAME Format <LIBDOC:documentID>

Specifies the sender’s name to be placed on the RightFax-generated Max field length 21 characters
fax cover sheet. If no cover sheet is generated by RightFax, this code
Example <LIBDOC:INFOPACK1>
will be ignored.

Format <FROMNAME:name> *LIBDOC2

Max field length 59 characters Sends the specified RightFax library document in addition to sending
Example <FROMNAME:Jane Doe> the document. You can specify multiple library documents, each as a
separate LIBDOC2 code.

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Format <LIBDOC2:documentID> Example of sending <TONAME:JOHN>

Max field length 21 characters a fax to three <TOFAXNUM:555-1234>
recipients. <NEWDEST>
Example <LIBDOC2:INFOPACK1> <TONAME:MARY>
<TOFAXNUM:230-5000>
NEWDEST <NEWDEST>
<TOFAXNUM:555-3006>
Sends the document to multiple recipients. The <NEWDEST> code
<SAVE>
must appear after every destination. If <NEWDEST> is omitted for a
destination, the last occurrence of any of the embedded codes takes <NEWDEST>
effect. For each destination (recipient), you can use the following
codes: NEWLIB
l BILLINFO1 Creates or updates a library document from the document containing
the code.
l BILLINFO2
To create or update a library document
l DELETE (To override a recipient’s delete preferences.)
Enter a new or existing library document ID and description. The
l TOCITYSTATE
current document will either replace or create the specified library
l TOCONTACTNUM document:
l TOCOMPANY l If the document ID already exists, that library document will be
l TOFAXNUM replaced.

l TONAME
l If a matching document ID does not exist, a new library document
will be created.
l SAVE (To override a recipient’s save preferences.)
The newly created library document will be assigned LAN accessibility
Format <NEWDEST> only. To specify other accessibility options, use the NEWLIB2 code
instead.
Max field length N/A
Format <NEWLIB:libdocID,description>
Max field length N/A
Example <NEWLIB:novpricesheet,november_prices>

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NEWLIB2 *NOCOVER
Automatically creates or updates a library document from the Turns off automatic RightFax cover sheet generation for the
document containing the code. document.
NEWLIB2 functions the same way as the NEWLIB code, except that Format <NOCOVER>
you can also assign any of the following accessibility attributes to the
library document: Max field length N/A
Example <NOCOVER>
l L = LAN
F = Fax on Demand
l
NOSMARTRESUME
l W = Web
Disables the Smart-Resume feature.
l C = Catalog
Format <NOSMARTRESUME>

Format <NEWLIB2:libdocID,description,LFWC> Max field length N/A

Max field length N/A Example <NOSMARTRESUME>

Example <NEWLIB2:novpricesheet,november_prices,LFWC>
NOTE
NOBODY Adds comments to your cover sheet. RightFax will not reformat or line
wrap the comments.
Sends only the cover sheet, and not the fax body. Any embedded
codes not used for the production of the cover sheet will be ignored. You can use up to 21 <NOTE> codes in a single document. This is
helpful if you want to enter multi-line comments.
Format <NOBODY>
Format <NOTE:text>
Max field length N/A
Max field length 69 characters
Example <NOBODY>
Example <NOTE:THE QUICK BROWN FOX JUMPS OVER THE>
<NOTE:LAZY DOG.>
NOCOMPLETEEVENT
Disables complete events.
NOTIFY_ERROR
Format <NOCOMPLETEEVENT> Sends a notification when the fax is abandoned due to transmission
Max field length N/A errors.

Example <NOCOMPLETEEVENT> Format <NOTIFY_ERROR>

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Appendix A: RightFax embedded codes

Max field length N/A sent with normal priority.

Example <NOTIFY_ERROR> You can enter the priority using the word or just the initial letter:

Notify_ embedded codes send notifications to the sender’s

l HIGH or H
notification address specified in their RightFax user account. l NORMAL or N
LOW or L
NOTIFY_OK l

Sends a notification upon successful transmission of the fax.

Format <PRIORITY:priority>
Format <NOTIFY_OK> Max field length N/A
Max field length N/A Examples <PRIORITY:HIGH>
Example <NOTIFY_OK>
*RETRYCOUNT
NOTIFY_RETRY Specifies the number of times the fax will be retried in case of a non-
Sends a notification when a transmission error is encountered and the fatal error, such as a busy signal. A value of 0 means the fax server
fax is being resent. will use the system defaults.

Format <NOTIFY_RETRY> Format <RETRYCOUNT:#>

Max field length N/A Max field length 2 digits

Example <NOTIFY_RETRY> Example <RETRYCOUNT:3>

*PREVIEW *RETRYINTERVAL
Holds the fax for preview in the sender’s mailbox. It must be released Specifies the minimum delay in minutes before a failed fax
in FaxUtil or FaxUtil Web to send. transmission is rescheduled to send

Format <PREVIEW> Format <RETRYINTERVAL:#>

Max field length N/A Max field length 2 digits

Example <PREVIEW> Example <RETRYINTERVAL:2>

*PRIORITY *SAVE
Sets the priority of the outgoing fax to low normal or high. If you specify Instructs RightFax to not delete the fax image from the user’s mailbox
high priority and do not have the permission to do so, the fax will be after sending. This overrides any default auto-delete setting.

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Appendix A: RightFax embedded codes

Format <SAVE> will not appear on the fax. It will only be used if sending to TOFAXNUM
fails.
Max field length N/A
Example <SAVE> Format <TOALTFAXNUM:faxnumber>
Max field length 31 characters
SIGNATURE Example <TOALTFAXNUM:520-555-1212>

Note RightFax signature files are not supported in outbound PDF

documents and do not appear correctly in documents converted TOCITYSTATE
using a PostScript driver. Use a PCL driver instead. Displays the fax recipient’s city and state information on the cover
sheet. This code can also include the full street address.
Inserts the specified signature image into the document at the location
of the code. The left-middle point of the signature will align with the Format <TOCITYSTATE:city, state>
left-middle point of the code, unless the client registry key
Max field length 59 characters
SignaturePositionPercent has been set to change this position.
Example <TOCITYSTATE:TUCSON, AZ>
You can include an unlimited number of <SIGNATURE> codes in a
document. The fax server fails the fax if you are not an authorized user
of the signature file. TOCOMPANY
Displays the specified fax recipient company name on the cover
Format <SIGNATURE:signatureID>
sheet.
Max field length 21 characters
Format <TOCOMPANY:company>
Example <SIGNATURE:BOB>
Max field length 59 characters
*SMARTRESUME Example <TOCOMPANY:ACME, INC.>

Enables the Smart Resume feature.

TOCONTACTNUM
Format <SMARTRESUME>
Displays the specified fax recipient voice number on the cover sheet.
Max field length N/A
Format <TOCONTACTNUM:phonenumber>
Example <SMARTRESUME>
Max field length 31 characters
TOALTFAXNUM Example <TOCONTACTNUM:520-555-1212>

Specifies an alternate fax number that will be tried if the server is

unable to send the document to the primary fax number. This number

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Appendix A: RightFax embedded codes

TOFAXNUM
Sends the fax to the specified fax recipient fax number and displays it
on the cover sheet.

Format <TOFAXNUM:faxnumber>
Max field length 31 characters
Example <TOFAXNUM:520-555-0199>

TONAME
Displays the fax recipient’s name on the cover sheet and, if a matching
entry is found in your RightFax phonebook, sends the fax to the fax
address or addresses of the individual or group entry.

Format <TONAME:name>
Max field length 59 characters
Example <TONAME:JANE DOE>

To use a published entry from another user’s RightFax

phonebook
l Instead of name, enter UserID!Entry.

UNIQUEID
Specifies a unique ID for the fax instead of having one automatically
generated by RightFax. Custom unique IDs can be used for external
document tracking systems.

Format <UNIQUEID:faxID>
Max field length 15 characters
Example <UNIQUEID:XYZ120396>

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Appendix B: File formats that convert to fax format

Appendix B: File formats that convert to fax format

The following table lists the types of documents that the RightFax Application or Supported versions Common
conversion engine can convert to fax format. file format Extension
Important Conversion of PDF attachments and Postscript requires JPEG All versions .JPG
the RightFax PDF module.
.JPEG

Application or Supported versions Common .EXIF

file format Extension Lotus 1-2-3 All versions .123
Ami Pro All versions .SAM Lotus Wordpro All versions .LWP
ANSI text (7 & 8 bit) All versions .TXT Microsoft Excel Versions 2000 - 2019 .XLS
ASCII text (7 & 8 bit) All versions .TXT .XLSX
Bitmap Windows versions .BMP .XLSM
Multi-page PCX Microsoft Fax .DCX Microsoft Outlook All versions .MSG
EPS If TIFF image is .EPS Microsoft PowerPoint Versions 2000 - 2019 .PPT
embedded
.PPTX
G3 All versions .G3
.PPTM
.BG3
Microsoft Rich Text Format All versions .RTF
GIF All versions .GIF
Microsoft Visio 2000 - 2019 .VSD
HTML Versions through 4.0 .HTM
Microsoft Word 2000 - 2019 .DOC
.HTML
.DOCX
.DOCM

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Appendix B: File formats that convert to fax format

Application or Supported versions Common Preventing RightFax from converting

file format Extension
specific types of files
Microsoft WordPad All versions .TXT
RightFax checks the file Whitelist.txt in RightFax/Config to determine
.WPC whether to convert an attachment to fax format. While by default this
Microsoft Works Versions through 8.0 .WPS file contains all supported file types, it may not contain every file
extension used by each file type. For example, files with the extension
Microsoft XML Paper All versions .XPS
JPEG do not convert with the default whitelist.txt file. To make sure
specification
they do, add JPEG to the list, without modifying the entry for JPG.
MIME All versions .MHTML
Note The Whitelist.txt file does not control conversions handled
PCX bitmap All versions .PCX
through PCL.
Portable Document Format All versions .PDF
To prevent RightFax from converting a file type
Portable Network Graphic All versions .PNG
l Open RightFax/Config/Whitelist.txt, and do one of the following:
Post Script All versions .PS
l Delete the file type from the file.
.EPS
l Convert the file type into a comment by preceding it with a
Text-based configuration files Varies by product .FTP
comma.
.FRM
.WPC
TIFF CCITT Group 3 & 4 All versions .TIFF
Unicode Text MSWord with encoding .UNI
.UTF8
.UTF8e
UUEncode No specific version .TXT
vCard All versions .VCF
Visio All versions .VSD
XML All versions .XML

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Appendix C: Error and status messages

Appendix C: Error and status messages

This section describes error and status messages. Answer tone detected
A new fax has arrived from remote ID: (remote ID) RightFax could not connect with the remote (receiving) fax machine
due to communication errors between it and RightFax.
You have received a new fax. You will continue to be notified for an
hour or other period specified by your administrator. If you do not view Bad FCS information
or print the fax, your group’s administrator will be notified. If the Incorrect information was entered on the cover sheet using the New
primary administrator does not print or view the fax, the group’s Fax window or embedded codes.
alternate administrators will be notified.
Bad formtype
A new fax has arrived for (user ID) which hasn’t been viewed You specified a form that does not exist or is corrupt using the New
or printed Fax window or embedded codes.
A member of the group for which you are the RightFax administrator or
an alternate administrator has received a fax and has not viewed or Bad phone number
printed it within the time configured for reminder notifications. You entered an incorrect or nonexistent fax phone number.

A new fax has arrived from remote ID: (remote ID) Bad signature code
You have received a new fax. You will continue to be notified for an The signature code is not recognized as a valid signature identifier
hour or other period specified by your administrator. If you do not view because it is corrupt or does not exist.
or print the fax, your group’s administrator will be notified. If the Call answered before one full ring
primary administrator does not print or view the fax, the group’s RightFax did not receive a normal length ring-back signal from the
alternate administrators will be notified. phone company’s central office.
An outgoing fax is ready for previewing Carrier not detected
The fax you requested to hold for preview has been processed by RightFax did not detect a dial tone when it tried to dial out.
RightFax and is waiting in your FaxUtil mailbox. To send the fax, on
the File menu, click Release. Command time exceeded
This is a timing related error, possibly when the fax card waits for or
sends a command (T30 protocol handshaking commands) and does

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Appendix C: Error and status messages

not get a response within a required period of time. Fax number busy
Command time too short RightFax has tried to send your fax the required number of times
(default=5 times) and each time the phone number was busy.
This is a timing related error, possibly when the fax card waits for or
sends a command (T30 protocol handshaking commands) and does Fax to (name) abandoned, too many retries
not get a response within a given period of time. RightFax has tried to send your fax the specified number of times (as
Command timeout set by the administrator) and has stopped trying. The default value is
five tries.
This is a timing related error, possibly when the fax card waits for or
sends a command (T30 protocol handshaking commands) and does Fax to (name), (error)
not get a response within a given period of time. Your outgoing fax encountered the error listed. (See the error listed for
Communications line failure more information.)
The fax card was unable to make a valid connection with the remote FCS create failed
machine. The cover sheet of your fax could not be created due to a corrupt or
Conversion Error Record incompatible cover sheet format.
Attachment type PARTTYPE_BINARY is not allowed. This error Function not implemented
typically occurs when you try to attach executable or password- An operation was attempted that is not currently supported by your fax
protected files, or attempt to add invalid file types to the whitelist. card software.
Conversion failed G2 fax machine
RightFax was unable to convert your document to Group III format. You have attempted to send a fax to a Group II machine, rather than a
Dial failure or no dial tone Group III machine.
RightFax cannot detect a dial tone because there is a problem with the Held for preview
phone line or the fax card is configured incorrectly. Using the New Fax window or embedded codes, you requested to
Duplicate preview this fax before sending it. To send the fax, on the File menu in
FaxUtil, click Release.
The fax is a duplicate. It has been forwarded to you by another user.
Equipment busy tone detected Human answered
RightFax detected an unknown sound after dialing the fax number.
The remote (receiving) fax machine’s phone line is busy.
The unknown sound could be a human voice, recording, or line noise.
Fax blocked from dialing phone number
Illegal line number
One or more dialing rules disallow sending faxes to the specified
You have attempted to send a fax on a fax channel that does not exist.
phone number.
Fax discarded
RightFax deleted your fax job. Contact your administrator.

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Illegal option in call Loop current detected

This error occurs if an invalid parameter is given for one of several When RightFax attempts to go off-hook to send a fax, it finds that the
different commands, including: LOG, DEBUG, XFER, SEND. phone is already off-hook. This can occur when two devices are
sharing a phone line and attempt to use it at the same time. It might
Illegal parameter value
also be a fax card configuration error.
This error occurs if an invalid parameter is given for one of several
different commands, including: LOG, DEBUG, XFER, SEND. Loop current failed
The fax card detected current on the line, but did not detect a valid
Illegal sig. use
value for Loop Current.
You included a signature in your fax that you are not authorized to use.
Loop current not detected
Imaging error encountered, fax abandoned
The fax card looked for Loop Current before it attempted to dial the fax
RightFax was unable to convert your document to Group III format for
number, but did not find any.
transmission.
Network congestion detected
In conversion
The network may be running inefficiently and causing traffic or an
RightFax is converting your document to fax format for transmission.
invalid fax number may have been dialed.
In validation Network high and dry (no ring)
The signature and/or billing codes in your fax are being validated
The fax card does not detect any type of telephone interface available.
against the RightFax database.
This is a very serious error. Contact your RightFax administrator
Information incomplete immediately.
RightFax cannot send the fax because required information is No answer at fax #
missing, either on the New Fax window or in embedded codes.
The fax machine at the receiving end did not answer or a wrong
Initial processing number was dialed.
RightFax is checking your document for embedded codes and No answer tone detected
counting the number of pages in your fax.
The phone is ringing at the destination, but the fax machine is not
Invalid billing code answering within the specified time. This is especially prevalent in
You entered a billing code that is incorrect or does not exist. international calling when it can take up to a minute to connect to the
remote station.
Invalid embedded code
You included a misspelled or nonexistent embedded code in your fax. Non-G3 modem detected
RightFax has detected a non-Group III fax modem on the remote
Line in use (receiving) fax machine and cannot communicate with it.
RightFax was not able to send your fax because there were no
outgoing phone lines available.

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Appendix C: Error and status messages

OCR error machine because it is not getting the signals it expected.

An error occurred as a document was being sent to or processed by Protocol timeout
the RightFax Optical Character Recognition module.
This is a generic protocol error code that can have several meanings.
OCR in process In general, your fax card is having difficulty talking to the remote fax
Your fax has been queued and is being processed by the OCR machine because it is not getting the signals it expected in the
module. appropriate time frame.

OK Queued for OCR

RightFax successfully sent your fax over the phone lines. This does The fax has been queued and is waiting for the OCR module to
not guarantee successful receipt of the fax at its destination. convert it.

One of your outgoing faxes needs attention Queued for printing

RightFax cannot send the fax because required information is The fax has been queued and is waiting to be printed.
missing, either on the New Fax window or in embedded codes. Ringback signal detected
P2 was not detected at the end of training A ring-back signal was detected in error. This may be due to
This is a training error indicating a performance problem with the fax interrupting a call in process on a shared line or noise on a T1 phone
server and the number of fax cards that it contains. line.

Paper fax record Ringback, but no answer tone

You created a record of a fax that was sent or received on a The phone rang at the destination, but it was never answered. This
conventional fax machine. might be because the receiving fax machine is off-line or unable to
receive faxes.
Phone line problems
There is a problem with the phone lines at the fax server. Ringback, then busy condition
The fax number dialed went off-hook and then went on-hook very
Poor quality quickly, generating a fast busy signal.
There was too much line noise for the fax to be transmitted correctly.
The fax may have been sent, but it may be difficult to read. Scheduled for send
Your fax was successfully converted to the RightFax Group III format
Printing and is now being sent to the fax card to await sending. If you specified
Your fax is printing. a date and time to send the fax, RightFax will wait until then to send it.
Printing error Scheduling failed
An error occurred during printing. Your fax was converted correctly, but it could not be queued to be
Protocol reject message sent.
This is a generic protocol error code that can have several meanings. Sending
In general, your fax card is having difficulty talking to the remote fax RightFax is transmitting your fax.

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Appendix C: Error and status messages

Sending fax to (name) at (faxnumber) Your fax has been successfully sent to (name) at (faxnumber)
Your fax is being sent to the name and fax number specified. Your fax was successfully sent over the phone lines. This does not
guarantee successful receipt of the fax at its destination.
Sig needs authorization
You must be authorized to use the signature you included in your fax. Your outgoing fax contains an invalid billing code
You have either not entered a required billing code or entered one that
Training algorithm detected FSK
does not exist.
This training error indicates a performance problem with the fax server
and the number of fax cards it contains.
Training algorithm found on PN
This training error indicates a performance problem with the fax server
and the number of fax cards it contains.
Tx/Rx error
This transmission/reception error indicates that the receiving fax
machine was experiencing difficulties or excessive line noise.
Unknown error
The error condition reported to RightFax from another device is not
supported or recognized.
Unknown error code
The error condition reported to RightFax from another device is not
supported or recognized.
Unknown status code
An unknown status code has been returned to RightFax from your fax
card.
Voice response to call
RightFax detected an unexpected sound after dialing the fax number.
The sound could be a human voice, recording, or line noise.
Waiting for conversion
RightFax is busy with another process and has queued your fax to be
converted.
Waiting to be sent
The fax has not yet been scheduled for faxing.

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Appendix D: Alerting and Monitoring statistics

Appendix D: Alerting and Monitoring statistics

You use the RightFax Alerting and Monitoring service to monitor and
receive alerts about statistics related to your RightFax server. The
Fax Server Statistics
statistics are divided into several categories with different statistics Statistic Description
available for each. See the following for information about the
Newest activity index The total number of activities since the RightFax
statistics in the different categories, and their definition:
Server module was last started. Activities can be
l Fax Server Statistics below viewed using FaxStat.exe.
l Database Statistics on the next page Information version Version of the shared memory map used by the fax
l Workserver Statistics on page 341 server.

l Gateway Statistics on page 342 Time running The length of time since the Fax Server service was
last started.
l Local BoardServer (Legacy) Statistics on page 343
Maximum events in queue The current maximum size of the internal event
l All DocTransports Statistics on page 345 queue. See The RightFax queues on page 18.
l RPC Server Statistics on page 345 Events in queue The number of events waiting to be processed by
l DocTransport Statistics on page 346 the fax server.

l Conversion Engine Statistics on page 348 Events processed The total number of events processed by the fax
server since the Fax Server module was started.
l Queue Handler Statistics on page 348
Number of activity records The total number of activity records currently stored
by the RightFax Server module. Activities can be
For information about editing the properties of an alert, see Editing
viewed using FaxStat.exe.
Alert Properties on page 173.
Percentage of disk space The percentage of free drive space on the drive
For information about using Alerting and Monitoring, see Using the
available on image drive used for storing fax images.
Alerting and Monitoring service on page 170.
Activity The time and description of the specified activity
number.

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Appendix D: Alerting and Monitoring statistics

Statistic Description Statistic Description

Total timed events by type Total number of timed events in the Fax Server Time running The length of time since the Database service was
event queue. Specify the type of timed event in the last started.
Event Timer box. Database server thread info This statistic is reserved for future use.
Ticks remaining by type Time remaining before the Fax Server module fires File I/O thread info This statistic is reserved for future use.
a specified timed event. Specify the type of timed
event in the Event Timer box. Current Database operation The current database activity by thread.

Frequency of timed events by The frequency with which a timed event is fired, Last Database command Last RightFax API command performed on the
type measured in ticks. Specify the type of timed event database by thread.
in the Event Timer box. Number of Database read The total number of errors that have occurred
Current frequency relative to For events whose timing is dynamically scalable failures during the read process since the Database
original as percentage depending on fax server activity, this is the current module was last started.
frequency measured as a percentage of the normal Number of Database write The total number of errors that have occurred
frequency. Specify the type of timed event in the failures during the write process since the Database
Event Timer box. module was last started.
Documents queued for The number of documents currently queued for Client Database I/O type This statistic is reserved for future use.
transmission transmission by the fax server.
Total Database bytes read The total number of bytes read from the database
Pending transmission status The number of documents pending transmission. since the Database module was last started.
records
Total Database bytes written The total number of bytes written to the database
since the Database module was last started.
Total Database commands Total number of API commands performed by the
Database Statistics processed database since the Database module was last
started.
Statistic Description
Time last Database The length of time for the last database command
Information version Version of the shared memory map used by the fax
command took to be processed.
server to communicate with the RightFax
database. User ID of last Database The NT user account used for the last database
command command.
Number of database threads Total number of threads that the Database module
has managing database queries and changes. Current File I/O operation The current file activity by thread.
Number of file I/O threads Total number of threads that the Database module Last File I/O command The last file I/O API command performed on the
has managing files. database by thread.

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Appendix D: Alerting and Monitoring statistics

Statistic Description Statistic Description

Number of File I/O open The total number of failed file open commands by Archival requests processed The total number of fax archive functions since
failures thread since the database module was started. the WorkServer module was started.
Number of File I/O read The total number of failed file read commands by Conversion requests processed The total number of fax conversions since the
failures thread since the database module was started. WorkServer module was started.
Number of File I/O write The total number of failed file write commands by CVL conversion requests The total number of CVL fax conversions since
failures thread since the database module was started. processed the WorkServer module was started.
Client File I/O type This statistic is reserved for future use. Delete requests processed The total number of deleted faxes since the
Total File I/O bytes read The total number of bytes read from files by thread. WorkServer module was started.

Total File I/O bytes written The total number of bytes written to files by thread. File route requests processed The total number of faxes routed to network
directories since the WorkServer module was
Total File I/O commands The total number of API commands performed for started.
processed file I/O since the Database module was last started.
OCR requests processed The total number of faxes that have been
Time last File I/O command The length of time for the last file I/O command to converted to text since the WorkServer module
took be processed. was started.
Document count by status The total number of faxes by status. Specify the Overlay requests processed The total number of overlay forms generated
status in the Status box. since the WorkServer module was started.
Oldest document with status The oldest fax with a status. Specify the status in Print requests processed The total number of printed faxes since the
the Status box. WorkServer module was started.
Document duration with The length of time the fax has spent in a specified Postscript conversion requests The total number of fax conversion using
status status. Specify the status in the Status box. processed Postscript since the WorkServer module was
started.
Workserver Statistics Network broadcast requests The total number of network messaging events
Statistic Description processed using Postscript since the WorkServer module
was started. Network Broadcasts is no longer
Information version Version of the shared memory map used by the functional with any of the currently supported
fax server to communicate with the WorkServer. Windows operating systems.
Newest activity index The total number of activities since the RightFax InterConnect requests processed The total number of faxes routed to other
WorkServer module was last started. Activities RightFax servers on the network via
can be viewed using FaxStat.exe. InterConnect since the WorkServer module was
started.

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Appendix D: Alerting and Monitoring statistics

Statistic Description Statistic Description

Time running The length of time since the WorkServer service Mail Source For SMTP, the name of the POP3 server.
was last started. For Exchange, the default post office.
Activity records The total number of activity records currently For Notes, the Notes server name and database
stored by the RightFax WorkServer module. name.
Activities can be viewed using FaxStat.exe. Newest activity index The total number of activities since the RightFax
Last request The last work request processed by the Gateway module was last started. Activities can
WorkServer. be viewed using FaxStat.exe.

Time for last command The length of time required to complete the last Activity records The total number of activity records currently
command. stored by the RightFax Gateway module.
Activities can be viewed using FaxStat.exe.
Queues being serviced The services that are being managed by the
selected WorkServer. Time running The length of time since the Email Gateway
service was last started.
Activity The time and description of the specified
WorkServer activity number. Events processed The total number of events processed by the fax
server since the Gateway module was started.
Time spent on current command The length of time that the WorkServer has
spent processing the current command. Activity The time and description of the specified activity
number.
ID of workserver process The process ID of the work server process.
ID of gateway process The process ID of the gateway process.
Name of machine hosting The machine the work server process is running
workserver process on. Name of machine hosting The machine the gateway process is running
gateway process on.
Requests waiting to be The total number of the specified work request
processed waiting to be processed by the WorkServer. STMP inbound connection For SMTP, a failure to connect to the email
failures server when an email is received. For example,
due to issues with the network or mailbox
Gateway Statistics credentials.
Statistic Description The statistic will increment when a connection
Information version Version of the shared memory map used by the error occurs. The statistic will decrement when a
fax server to communicate with the email successful connection occurs.
gateway.
Gateway type The type of email system that the gateway
supports.

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Appendix D: Alerting and Monitoring statistics

Statistic Description Statistic Description

SMTP outbound connection For SMTP, a failure to connect to the email Channel type Shows whether the specified channel uses a
failures server when an email is sent. For example, due loop-start or DID line.
to issues with the network or mailbox Capabilities Shows whether the specified channel is set to
credentials. send faxes, receive faxes, or both.
The statistic will increment when a connection Routing code The routing code of the fax currently being
error occurs. The statistic will decrement when a received on the specified channel.
successful connection occurs.
State The current sending or receiving state of the
specified channel.
Local BoardServer (Legacy) Statistics
Current page The page number of the fax currently being sent
Statistic Description or received on the specified channel.
Information version Version of the shared memory map used by the Total pages sent The total number of fax pages sent on the
fax server to communicate with the local specified channel since the BoardServer was
BoardServer. last started.
Time running The length of time since the local BoardServer Total pages received The total number of fax pages received by the
service was last started. specified channel since the BoardServer was
last started.
Num channels Total number of fax channels supported by the
local BoardServer. Total calls answered The total number of incoming calls picked up by
the specified channel since the BoardServer
Send queue depth Total number of faxes currently waiting to be
was last started.
transmitted.
Total calls placed The total number of outgoing calls placed by the
Send pages depth Total number of fax pages currently waiting to
specified channel since the BoardServer was
be transmitted.
last started.
Availability index The relative availability of the server’s fax
Total hang ups The total number of incoming calls on the
boards. The higher the number, the more
specified channel that received a transmission
available the server for sending faxes. RightFax
error due to hang up since the BoardServer was
uses this value when an outgoing fax number
last started.
has two equally weighted dialing rules that send
it to two different servers. In such a case, ROM ID The ROM ID of the fax board used by the
RightFax sends the fax via the server with the specified fax channel.
highest availability index. Current remote ID The remote ID of the currently sending or
receiving phone line.

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Appendix D: Alerting and Monitoring statistics

Statistic Description Statistic Description

Is currently sending Indicates whether the specified fax channel is Send info pages in fax The number of pages in the outbound fax
currently sending a fax. currently being sent by the specified channel.
Is currently doing TeleConnect Indicates whether the specified fax channel is Send info pages done The number of pages that have already been
currently doing TeleConnect. transmitted for the fax currently being sent by
Is currently receiving Indicates whether the specified fax channel is the specified channel.
currently receiving a fax. Send info to name The intended recipient’s name associated with
Is currently doing Docs on Indicates whether the specified fax channel is the outbound fax currently being sent by the
Demand currently doing Docs-on-Demand. specified channel.

Group threshold left The number of fax pages remaining before a fax Send info to company The intended recipient’s company name
grouping is sent. associated with the outbound fax currently being
sent by the specified channel.
Group faxes The current number of faxes that are grouped
for sending but have not yet reached the Send info bill code 1 The first billing code value associated with the
required number of pages. outbound fax currently being sent by the
specified channel.
Time off hook The amount of time spent off hook.
Send info bill code 2 The second billing code value associated with
Pages in call Specifies the total number of fax pages queued the outbound fax currently being sent by the
to be sent during the current call. specified channel.
Current rate Specifies the transmission baud rate of the Send info secure CSID The required CSID of the receiving phone line
current call. associated with the outbound fax currently being
Current compression Specifies the data compression type being used sent by the specified channel.
for the currently sent or received fax. Send info unique ID The unique RightFax ID associated with the
Estimated minutes left The estimated number of minutes remaining for outbound fax currently being sent by the
the specified channel to send the current fax. specified channel.
Send info phone number The sending phone number associated with the Current operation The operation currently being performed by the
outbound fax currently being sent by the specified channel.
specified channel. Number of queued transmission The number of Doc Plus faxes that need to have
Send info user ID The RightFax user ID associated with the checks their status queried.
outbound fax currently being sent by the Activity counters start date The start date that was set for the “all-time”
specified channel. statistics.

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Appendix D: Alerting and Monitoring statistics

Statistic Description Statistic Description

All time pages sent The total number of fax pages that have been Number of running The length of time since the DocTransport
sent since the activity counter start date. DocTransports module was last started.
All time send attempts The total number of fax transmission attempts Host name The computer name of the specified
since the activity counter start date. DocTransport module.
All time pages received The total number of fax pages that have been Send only channels count The total number of channels designated for
received since the activity counter start date. sending on the specified DocTransport module.
All time faxes received The total number of faxes that have been Receive only channels count The total number of channels designated for
received since the activity counter start date. receiving on the specified DocTransport
All time pages sent remotely The total number of fax pages that have been module.
sent via remote fax servers since the activity Send/Receive channels count The total number of channels designated for
counter start date. both sending and receiving on the specified
All time send attempts remotely The total number of fax transmission attempts DocTransport module.
via remote fax servers since the activity counter Is offline Indicates whether the specified DocTransport
start date. module is offline.
All time pages received remotely The total number of fax pages that have been Last online The time when the specified DocTransport
received from remote fax servers since the module was stopped.
activity counter start date.
All time faxes received remotely The total number of faxes that have been RPC Server Statistics
received from remote fax servers since the
activity counter start date. Statistic Description
Information version Version of the shared memory map used by the
fax server to communicate with the RPC
All DocTransports Statistics server.
Statistic Description Last command The last file I/O API command performed on
Information version Version of the shared memory map used by the the RPC server.
fax server to communicate with the Open failures The total number of file open failures since the
DocTransport module. RPC server was started.
Number of DocTransports The total number of DocTransport modules Read failures The total number of file read failures since the
(local and remote) being accessed by the RPC server was started.
server.

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Statistic Description Statistic Description

Write failures The total number of file write failures since the Routing code The routing code of the fax currently being
RPC server was started. received on the specified channel.
Bytes read The total number of bytes read since the RPC State The current sending or receiving state of the
server was started. specified channel.
Bytes written The total number of bytes written since the Current page The page number of the fax currently being sent or
RPC server was started. received on the specified channel.
Commands processed The total number of API commands performed Total pages sent The total number of fax pages sent on the
since the RPC server was started. specified channel since the DocTransport was last
Time for last command The length of time required to complete the last started.
command. Total pages received The total number of fax pages received by the
Time running The length of time since the RPC Server specified channel since the DocTransport was last
service was last started. started.

Queue depth The number of outstanding items in a server Total calls answered The total number of incoming calls picked up by
queue. Specify the queue in the Queue box. the specified channel since the DocTransport was
last started.
User login failures The number of failed login attempts.
Total calls placed The total number of outgoing calls placed by the
specified channel since the DocTransport was last
DocTransport Statistics started.
Statistic Description Total hang ups The total number of incoming calls on the specified
channel that received a transmission error due to
Information version Version of the shared memory map used by the fax
hang up since the DocTransport was last started.
server to communicate with the DocTransport.
ROM ID The ROM ID of the fax board used by the specified
Time running The length of time since the local DocTransport
fax channel.
service was last started.
Current remote ID The remote ID of the currently sending or receiving
Num channels Total number of fax channels supported by the
phone line.
local DocTransport.
Is currently sending Indicates whether the specified fax channel is
Channel type Shows whether the specified channel uses a loop-
currently sending a fax.
start or DID line.
Is currently doing TeleConnect Indicates whether the specified fax channel is
Capabilities Shows whether the specified channel is set to
currently doing TeleConnect.
send faxes, receive faxes, or both.

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Statistic Description Statistic Description

Is currently receiving Indicates whether the specified fax channel is Send info to name The intended recipient’s name associated with the
currently receiving a fax. outbound fax currently being sent by the specified
Is currently doing Docs on Indicates whether the specified fax channel is channel.
Demand currently doing Docs-on-Demand. Send info to company The intended recipient’s company name
Group threshold left The number of fax pages remaining before a fax associated with the outbound fax currently being
grouping is sent. sent by the specified channel.

Group faxes The current number of faxes that are grouped for Send info bill code 1 The first billing code value associated with the
sending but have not yet reached the required outbound fax currently being sent by the specified
number of pages. channel.

Time off hook The amount of time spent off hook. Send info bill code 2 The second billing code value associated with the
outbound fax currently being sent by the specified
Pages in call Specifies the total number of fax pages queued to channel.
be sent during the current call.
Send info secure CSID The required CSID of the receiving phone line
Current rate Specifies the transmission baud rate of the current associated with the outbound fax currently being
call. sent by the specified channel.
Current compression Specifies the data compression type being used Send info unique ID The unique RightFax ID associated with the
for the currently sent or received fax. outbound fax currently being sent by the specified
Estimated minutes left The estimated number of minutes remaining for channel.
the specified channel to send the current fax. Current operation The operation currently being performed by the
Send info phone number The sending phone number associated with the specified channel.
outbound fax currently being sent by the specified Transport name Name of the current transport.
channel.
Docs sent via transport Number of faxes sent by the currently-selected
Send info user ID The RightFax user ID associated with the transport
outbound fax currently being sent by the specified
channel. Docs received via transport Number of faxes received by the currently-
selected transport
Send info pages in fax The number of pages in the outbound fax currently
being sent by the specified channel. Queue name Name of the queue.

Send info pages done The number of pages that have already been Queue depth Total number of faxes currently waiting to be
transmitted for the fax currently being sent by the transmitted.
specified channel.

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Statistic Description
Queue availability index The relative availability of the server’s fax boards.
The higher the number, the more available the
server for sending faxes. RightFax uses this value
when an outgoing fax number has two equally
weighted dialing rules that send it to two different
servers. In such a case, RightFax sends the fax via
the server with the highest availability index.

Conversion Engine Statistics

Statistic Description
Information version Version of the shared memory map used by the fax
server to communicate with the conversion engine.
Time running The length of time since the Conversion Engine
service was last started.
Conversion duration Total time the conversion ran.
Converter processor duration Total time the selected converter ran.
Converter processor attempts Total number of conversion attempts by the
selected converter.
Converter processor errors Total number of errors generated by the selected
converter.
Converter processor exits Total number of exits by the selected converter.

Queue Handler Statistics

Statistic Description
Information version Version of the shared memory map used by the
RightFax queue handler.
Time running The length of time since RightFax queue handler
was last started.

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Appendix E: Registry keys and values

Appendix E: Registry keys and values

Some RightFax functionality is defined using the Windows Registry. FaxServer registry entries AllowMultipleGatewayNotifications on page 358
To make changes to the registry, use a tool such as regedit.exe to find DBRecovery_Post_CheckLookEvent on page 358
the registry key and add or modify its values. DeleteImagesOnPurge on page 358
GatewayEnforceRequiredCoversheetFields on
For … See …
page 359
Conversion Engine registry PDFVersion on page 351 Notify_Freq on page 359
entries OrphanMode on page 359
DocTransport registry entries ANI (Entries) on page 352 PageSrv_LogLevel on page 360
ANIStripCount on page 352 Porthand_LogLevel on page 360
BlockedNumbers on page 352 PrescanTimeoutSeconds on page 360
BlockingFlags on page 353 QueueSize on page 361
CheckDNISforNortelRouteCode on page 353 ReceiveStampFontSize on page 361
CheckFaxServForLowDisk on page 353 ReceiveStampFormat on page 361
DIDWhitelistFilename on page 353 ReceiveStampLocation on page 362
DisableDialingRuleOnTimeout on page 353 RecordDNIS on page 362
DoDigitalChanRoute on page 354 RemoveApprovalDelegationCheck on page 363
ExtraFaxesFromSendQueue on page 354 RTIStampRetries on page 363
HAF_CancelIfNoResponse on page 354 RTIStampRetryDelay on page 363
SendAttemptsPerReceive on page 354 StampReceivedPages on page 363
SFC (Extensions, Change) on page 354 UseCompanyforCSID on page 364
StripIPInFaxNumberHistory on page 355 UseReceiveStampUnique on page 364
TeleConnect Registry Configuration on page 355 WebDeliveryURLOverride on page 364
TTI_IncludeToNumber on page 356
ValidPatternChars on page 356
WaitForRing on page 356

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Gateway registry entries AllowSubjectAsOwnAttachment on page 366

DoNotStripPlusSign on page 366
ExcludeHeaders on page 366
ExtraHeaders on page 366
FilterNativeIEImageAttachment on page 366
ForceBlankBody on page 366
IncludeHeaders on page 366
POP3ReadTimeout on page 367
PreProcessHeaders on page 367
ProcessNonAttachmentParts on page 367
ShortSleepInterval on page 367
SkipEmptyAttachments on page 367
UseTxtFileForTxtBodyType on page 367
RightFax registry entries Image on page 368
rpc_loglevel on page 369
ThumbnailsInPdfs on page 369
Remoting registry entries on CanSeeServers on page 370
page 370
WorkServer registry entries ControlPCLFileName on page 371
FileRouteRetryDelay on page 371
FileRouteRetryDuration on page 371
GhostDownScaleFactor on page 371
GSPostScriptCode on page 371
InterconnectSetTZ on page 372
KillServiceTimeout on page 372
PrintTimeReverse on page 372
ShrinkToView on page 372
UseReceiveStampUnique on page 372
WordWrapTextLength on page 373
Client registry entries SignaturePositionPercent on page 374

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Conversion Engine registry entries

HKEY_LOCAL_MACHINE\Software\Wow6432Node\RightFax\
IsoConv

PDFVersion
This registry key controls the PDF standard for Searchable PDF.

Note If the key does not exist, open the RightFax Conversion
Engine Configuration service and click OK.

Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\IsoConv\RecoStarCon
fig
Type: Reg_SZ
Default: PDF_A_2b
The following tables lists the valid entries:

Value Description
PDF_1_4 PDF 1.4
PDF_1_5 PDF 1.5
PDF_1_6 PDF 1.6
PDF_1_7 PDF 1.7, (ISO 32000-1)
PDF_A_1a PDF/A-1a. Level A (accessible) conformance, based on PDF 1.4
PDF_A_1b PDF/A-1b. Level B (basic) conformance, based on PDF 1.4.
PDF_A_2a PDF/A-2a. Level A (accessible) conformance, based on PDF 1.7.
PDF_A_2b PDF/A-2b. Level B (basic) conformance, based on PDF 1.7.
PDF_A_2u PDF/A-2u. Level U (unicode) conformance, based on PDF 1.7.

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For more information, see Handling spam on page 234

DocTransport registry entries
General DocTransport registry keys are located under: ANIStripCount
HKEY_LOCAL_MACHINE\Software\Wow6432Node\RightFax\ By default, 31 characters of ANI data are stored in the database. In
DocTransport some cases, the information at the end of long ANI data strings may
be truncated. Use this value to specify a number of digits you want to
Registry keys for specific DocTransports are located under the
remove from the beginning of the string (allowing the end of the string
specific DocTransports in the Transports folder. For example:
to be stored).
HKEY_LOCAL_MACHINE\Software\Wow6432Node\RightFax\
Location: HKEY_LOCAL_
DocTransport\Transports\Brooktrout
MACHINE\Software\Wow6432Node\RightFax\DocTransport\Transpo
rts\ Brooktrout
ANI (Entries) Type: REG_DWORD
You can block unwanted received calls based on ANI (or DNIS) Default: 0 (does not strip leading characters)
number. You can use a complete number or enter a partial number
followed by an asterisk (*) to block all calls from numbers that start BlockedNumbers
with the specified numbers: The DocTransport module blocks by default outgoing faxes to any
l To block calls, enter one of the following: number that begins with 911 (the standard emergency number
throughout the United States). To block additional numbers, enter the
ANI prefix, full number, or partial number of each phone you want to block
partial ANI* in the BlockedNumbers registry key. The entries will be written to the
database and applied to all DocTransports on all servers and
There is no limit to the entries you can make. evaluated after dialing rules.

Example An organization with 4-digit routing codes makes the Separate multiple entries with carriage returns.
following entries in the ANI subkey: This function can be performed in addition to blocking outbound calls
l 5551212 to block all calls from 5551212. using dialing rules and destination tables. For more information, see
Blocking outbound calls on page 255.
l 520* to block all calls from numbers starting with 520.
Location: HKEY_LOCAL_
Location: HKEY_LOCAL_ MACHINE\Software\Wow6432Node\RightFax\DocTransport
MACHINE\Software\Wow6432Node\RightFax\DocTransport Type: REG_MULTI_SZ
If the key does not yet exist, you may need to create it. Default: blank (no numbers are blocked)
Type: REG_MULTI_SZ See also BlockingFlags to turn the blocking feature on or off.
Default: blank

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l Create CheckFaxServForLowDisk, and set the value to 1.

BlockingFlags
l Create MinimumMBFreeOnDisk, and set the value to 50 (decimal).
If you create a manual list using the BlockedNumbers registry entry,
you can enable or disable the blocking function by setting
Location: HKEY_LOCAL_
BlockingFlags as follows:
MACHINE\Software\Wow6432Node\RightFax\DocTransport
Data Value Type: REG_DWORD
Prevent transmission to anything starting with 911, 0
and prevents transmission to all numbers listed in DIDWhitelistFilename
the BlockedNumbers list You can restrict incoming fax calls to a specific list of fax numbers. If a
Allow transmission to the BlockedNumbers list and 1 call is received that is not on the list, that call will not be answered.
allow transmission to numbers starting with 911 Ordinarily, if a call is received for an unknown routing code, the fax is
routed to the administrator.
Allow transmission to the BlockedNumbers on the 2
previous page list and allow transmission to To enable this feature, set the DIDWhitelistFilename to the UNC path
numbers starting with 911 and filename of a text file containing allowed numbers.
You are responsible for manually maintaining this list of allowed DID,
Location: HKEY_LOCAL_
DNIS, or DTMF routing codes. Create a text file with one routing code
MACHINE\Software\Wow6432Node\RightFax\DocTransport
per line. Anything after a semicolon is considered a comment. Save
Type: REG_MULTI_SZ this file in a location accessible to the DocTransport service account. A
Default: 0 (blocks 911 and numbers on the BlockedNumbers list) cache of the file is maintained in case the file becomes inaccessible. If
the time and date on the file changes, the server will automatically
CheckDNISforNortelRouteCode reload the new version.
To parse DNIS digits from Nortel CS1000 SIP invites, set this entry to Location: HKLM\Software\Wow6432Node\RightFax\DocTransport\
1. Transports\Brooktrout
Location: HKEY_LOCAL_ Type: String
MACHINE\Software\Wow6432Node\RightFax\DocTransport\Transpo Default: blank (does not restrict calls)
rts\ Brooktrout
Type: REG_DWORD DisableDialingRuleOnTimeout
Default: 0 (Nortel route codes are not parsed) This value enables Fax Over IP Failover in a multi-router environment.
To configure FoIP, you must also set the dialing rules as described in
CheckFaxServForLowDisk Configuring Fax over IP failover on page 81. To enable FoIP, set the
DisableDialingRuleOnTimeout value to 1.
For DocTransport to stop or offline the channels when the server runs
out of disk space, create the following new entries.

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Location: HKEY_LOCAL_ SendAttemptsPerReceive

MACHINE\Software\Wow6432Node\RightFax\DocTransport
When using call grouping for a DocTransport, you can specify the
Type: REG_DWORD number of jobs a channel will check to determine if the channel can
Default: 0 (the Failover is not enabled) send the job.
Location: HKEY_LOCAL_
DoDigitalChanRoute MACHINE\Software\Wow6432Node\RightFax\DocTransport
By default, channel routing (where incoming faxes are routed by the
Type: REG_DWORD
channel on which they arrive into the RightFax system) does not work
with digital fax boards. To enable a digital fax board for use with Default: 1
channel routing, set this value to 1.
SFC (Extensions, Change)
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\DocTransport There are several ways to connect a stand-alone fax machine to your
RightFax server. In each case, a RightFax user ID is created to host
Type: REG_DWORD the Standalone Fax Connector and is assigned a unique Routing
Default: 0 (does not route faxes based on channel) Code value (called the “Extension”). The user dials into this extension
from the fax machine (exactly how this is accomplished depends on
ExtraFaxesFromSendQueue your phone system) to access the RightFax server.
You can specify additional jobs for the DocTransport to pick up from The Extensions and Change values in the SFC key respectively
the global queue. control the extensions and when new extensions should be read.
Location: HKEY_LOCAL_ If a key does not exist, you may have to create it.
MACHINE\Software\Wow6432Node\RightFax\DocTransport
Extensions
Type: REG_DWORD
Specify the extensions that match the Routing Codes for each stand-
Default: 0
alone fax connector. Enter one value for each extension, separating
multiple entries with a carriage return. The values must match the
HAF_CancelIfNoResponse
Routing Code value set in each dedicated RightFax user ID.
To cancel a fax transmission if a human voice is detected, set the
Location: HKEY_LOCAL_
HAF_CancelIfNoResponse value to 1. For more information, see
MACHINE\Software\Wow6432Node\RightFax\DocTransport\Transpo
Configuring the Human Answered Fax feature on page 77.
rts\ Brooktrout
Location: HKLM\Software\Wow6432Node\RightFax\Doctransport\
Type: REG_MULTI_SZ
Transports\Brooktrout\HAF
Default: blank, stand-alone fax is not enabled.
Type: REG_DWORD
Default: 0 (does not cancel the fax)

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l The extension and all keywords must end with a grave accent (`).
Change
l extension is the phone number extension or DID channel assigned
Set the Change value to “1” hex to force DocTransport to read the
to TeleConnect. It must be the first entry.
Extensions value . After reading the value, DocTransport sets the
Change value to “0” hex. l keyword is one of the configuration setting keywords.
Whenever you want RightFax to read the values again (if you added, l value is an optional value setting for the keyword.
removed, or changed any of the stand-alone fax extensions), reset the
Change value to “1” hex. The following table lists all available TeleConnect keywords, and
Location: HKEY_LOCAL_ includes the default settings (if any) and descriptions.
MACHINE\Software\Wow6432Node\RightFax\DocTransport\Transpo Keyword Default Description
rts\ Brooktrout
900Agree N/A 900 caller agreement sequence.
Type: REG_DWORD
900Enable False 900 telephone processing.
Default: 0 (does not read extensions, stand-alone fax is not changed)
AppType 0 Application type:
StripIPInFaxNumberHistory
0 = TeleConnect
To hide the gateway IP address from the Sent To field in the fax 2 = One-Doc Poll
history when the IP address is appended by a dialing rule, create the
AskAlphaNumeric False Ask caller for alpha-numeric sequence.
following new entry. Set the value to 1 to remove the IP address. Set
the value to 0 to include the IP address. AskVoiceNumber True Ask caller for voice number.
Location: HKEY_LOCAL_ CallType 0 Default call type:
MACHINE\Software\Wow6432Node\RightFax\DocTransport
0 = Prompt
Type: REG_DWORD 1 = One-call
2 = Two-call
TeleConnect Registry Configuration
CSID N/A CSID to use during a one-call transaction.
TeleConnect is configured primarily via multi-string (Reg_Multi_SZ)
If blank, it uses the channel default.
registry entries. Each channel dedicated to TeleConnect has its own
configuration registry entry. DefaultBI1 N/A Default billing code #1 for a two-call fax
TeleConnect. If a fax is being forwarded
Location: HKLM\Software\Wow6432Node\RightFax\Doctransport\ from a user’s mailbox, the system
Transports\Brooktrout\TUI\Extensions attempts to use the billing codes from the
Format of the TeleConnect multi-string registry entries source fax. If no billing codes are present
extension`keyword(value)`keyword(value)`... in the source fax, the value specified here,
and that of DefaultBI2, is used.

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Keyword Default Description TTI_IncludeToNumber

DefaultBI2 N/A Default billing code #2 for two-call. To include the "To" address on the TTI line without using
MaxErrors 3 Maximum number of errors allowed quickheaders, set this value to 1. The headerID and the word "PAGE"
(timeouts, invalid doc numbers, etc.) If this are removed. "TO:" and the fax number appears (up to 32 characters).
number is exceeded, the caller is If the To address includes an "@" symbol, possible in FoIP
disconnected. configurations, everything after and including the "@" is truncated.

MaxFaxes 32 The maximum number of faxes sent out in Location: HKEY_LOCAL_

one call by TeleConnect. MACHINE\Software\Wow6432Node\RightFax\DocTransport

Multilingual False Multilingual support enabled/disabled. Type: REG_DWORD

TransferSequence N/A PBX transfer sequence. If not blank, Default: 0 (does not change the TTI line)
TeleConnect transmits this sequence just
before hanging up. It is a standard ValidPatternChars
Brooktrout® sequence Dialing rules are entered as a string of characters and wild cards.
(TP!F,;WU%1234567890ABCD). 39 RightFax ignores any hyphens, parentheses, or spaces in the pattern
characters maximum. string. By default, the pattern can include the digits 0–9 and A-D, as
TUIReportPath TUILOG The path for TeleConnect reports. If a well as the pound [#] and asterisk [*] keys, and the wildcard characters
relative path-spec, it is relative to the plus [+], tilde [~] and slash [\] keys. See Creating dialing rules and
DocTransport folder. Least-Cost Routing plans on page 240 for more information on Dialing
Rules. To add additional symbols such as a comma or period to the list
VoicePath DocTransport\ The path(s) for voice prompt files. The of supported characters, add the characters to the end of the
voices; system searches one or more folders to ValidPatternChars value.
voices play a voice file. Folders are separated
with a semicolon. A relative folder Location: HKEY_LOCAL_
specification is relative to the MACHINE\Software\Wow6432Node\RightFax\DocTransport
DocTransport folder. Any recorded Type: REG_DWORD
message is recorded to the first folder
Default: 0123456789ABCD*#+~\
listed.
VoicePath0 N/A Language #0 voice folder(s). WaitForRing
VoicePath2 – N/A Language #2 voice folder(s) – You can set the time that a channel set to Both (inbound and
VoicePath9 Language #9 voice folder(s). outbound) will wait for an inbound fax. The time is defined in
milliseconds. The default is 30000 milliseconds (30 seconds).
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\DocTransport

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Type: REG_DWORD
Default: 30000

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FaxServer registry entries AutoForwardDeepCheck

HKEY_LOCAL_MACHINE\Software\Wow6432Node\RightFax Create a new DWORD and set the value to 0 to disable deep
\FaxServer checking. Set to 1 to enable deep checking.
When the value is not present, deep checking is enabled.
Note Changes will take effect after you stop and start the RightFax
server . For changes to take effect, restart the RightFax Server Module
service.
Location: HKEY_LOCAL_
AllowMultipleGatewayNotifications MACHINE\Software\Wow6432Node\RightFax\FaxServer
Each user can customize notifications about failed faxes. By default, Type: REG_DWORD
only the sending user gets this type of notification. To send a second
notification to the email address configured on the notifications tab of DBRecovery_Post_CheckLookEvent
the default user, set this entry to 1. Set this value to “0” to prevent large databases with many documents
For changes to take effect, restart the RightFax Server Module from taking a long time to complete the DBRecovery cycle. A value of
service. “1” generates notifications for each document. A value of “0” does not
send notifications.
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\FaxServer For changes to take effect, restart the RightFax Server Module
service.
Type: REG_DWORD
Location: HKEY_LOCAL_
Default: 0 (does not send duplicate failed notifications)
MACHINE\Software\Wow6432Node\RightFax\FaxServer
AlertThresh_LowDisk Type: REG_DWORD
Default: 1 (notifications are sent).
AlertThresh_CriticallyLowDisk
The amount of disk space remaining. The maximum value is 4095 DeleteImagesOnPurge
megabytes.
By default, RightFax will retain the image files of faxes that have been
For changes to take effect, restart the RightFax Server Module deleted from FaxUtil until all corresponding database records have
service. been removed. To configure RightFax to immediately delete fax
images, set this value to 0.
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\FaxServer
Type: REG_DWORD
Default: <150 (low disk space) and <50 (critically low disk space)

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Note With this option set to immediately delete fax images, For changes to take effect, restart the RightFax Server Module
operations that access the image after deleting, such as External service.
Processing on delete, will not function as expected and should be Location: HKEY_LOCAL_
disabled. MACHINE\Software\Wow6432Node\RightFax\FaxServer

For changes to take effect, restart the RightFax Server Module Type: REG_DWORD
service. Default: 5 (notifications sent every 5 minutes)
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\FaxServer OrphanMode
Type: REG_DWORD Fax image files that do not have any references in the RightFax
database are known as orphans. Orphan.exe searches the RightFax
Default: 0 (if the DWORD is in the key, the default is to delete images. server for orphan image files and can recover, delete, or create a list of
If the DWORD is not in the key, the default system behavior is to retain the files.
the images.)
For changes to take effect, restart the RightFax Server Module
GatewayEnforceRequiredCoversheetFields service.

By default, required coversheet information does not apply to Location: HKEY_LOCAL_

outbound faxes that originate from email gateways. To enforce MACHINE\Software\Wow6432Node\RightFax\FaxServer
coversheet field requirements when sending from an email gateway, Type: REG_DWORD
set this value to 1.
Default: 0 (Do not run Orphan.exe.)
For changes to take effect, restart the RightFax Server Module
service. Value Action
Location: HKEY_LOCAL_ 0 Do not run Orphan.exe.
MACHINE\Software\Wow6432Node\RightFax\FaxServer 1 Create a text file that lists all of the orphan image files that are found by
Type: REG_DWORD Orphan.exe. The list is replaced each time Orphan.exe is run.
Default: 0 (disabled. Required cover sheet information is not enforced The list is saved in the Database folder. It is named
for faxes that originate from an email gateway.) MaintOrphanScan.txt.
Notify_Freq 2 Delete orphan image files.

By default, the RightFax server sends periodic notifications to users 3 Recover orphan image files.
every five minutes. The Notify_Freq value specifies the number of
minutes between notifications. If orphan image files will be recovered, you can specify the user to
receive the files. The files will appear in the user’s fax mailbox.

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Administrator is the default. To specify a different user, create the l None No information.
REG_SZ subkey OrphanRecoveryUserID. l Terse Critical errors only.

PageSrv_LogLevel l Normal Errors and major events only.

Specify the event log level for the Page Server module: l Verbose All significant events. Use temporarily to track and
resolve problems.
l None No information.
l Terse Critical errors only. Caution Leaving the verbose log level for long periods of time
can fill up the Event Log and may prevent new events from being
l Normal Errors and major events only. logged.
l Verbose All significant events. Use temporarily to track and
resolve problems. For changes to take effect, restart the RightFax Server Module
service.
Caution Leaving the verbose log level for long periods of time
can fill up the Event Log and may prevent new events from being Location: HKEY_LOCAL_
logged. MACHINE\Software\Wow6432Node\RightFax\FaxServer
Type: REG_DWORD
For changes to take effect, restart the RightFax Server Module
Default: 0 = None
service.
Location: HKEY_LOCAL_ Value Action
MACHINE\Software\Wow6432Node\RightFax\FaxServer 0 None . No information is saved.
Type: REG_DWORD 1 Terse. Records critical errors only.
Default: 0 = None 2 Normal. Records errors and major events only.
3 Verbose. Records all significant events and is most
Value Action
useful for tracking and resolving problems.
0 None . No information is saved.
1 Terse. Records critical errors only. PrescanTimeoutSeconds
2 Normal. Records errors and major events only. Prescanning very large Print-to-Fax files for embedded codes can
3 Verbose. Records all significant events and is most cause the RightFax server to appear unresponsive. Use this entry to
useful for tracking and resolving problems. set the number of seconds after which the RightFax server stops
processing embedded codes.
Porthand_LogLevel For changes to take effect, restart the RightFax Server Module
service.
Specify the event log level for the Queue Handler:

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Appendix E: Registry keys and values

Location: HKEY_LOCAL_ l To specify where the RTI appears, see ReceiveStampLocation.

MACHINE\Software\Wow6432Node\RightFax\FaxServer
Type: REG_DWORD ReceiveStampFormat
Default: 0 (no time out, processing continues as long as necessary) Use this key to customize the content of the RTI line.
For changes to take effect, restart the RightFax Server Module
QueueSize service.
By default, the RightFax internal event queue has a limit of 2000 Location: HKEY_LOCAL_
events. If too many events require attention of the RightFax Server MACHINE\Software\Wow6432Node\RightFax\FaxServer
module, the server generates an alert and stops running.
Value: ReceiveStampFormat
To increase the event queue size, change the QueueSize value to
3000. A modest increase to the event queue size does not have any Type: Reg_SZ
adverse effects on the RightFax server itself. Default: PAGE ~1/~2 * RCVD AT ~3 * SVR:~4/~5 * DNIS:~6 *
Location: HKEY_LOCAL_ CSID:~7 * ANI:~E * DURATION (mm-ss):~8
MACHINE\Software\Wow6432Node\RightFax\DocTransport The following table lists the variables that you can include to
Type: REG_DWORD customize the RTI line.

Default: 2000 (limit of 2000 events may be in the queue) Variable Definition

ReceiveStampFontSize ~1 The current page number.

~2 The total number of fax pages received.
This value specifies the font size (in points) for the text that appears on
the optional RTI line. Set ReceiveStampFontSize to any decimal ~3 The date and time that the fax was received (as reported by the fax
number. Use the StampReceivedPages value to turn the RTI on or off; server).
use the ReceiveStampFormat value to specify which data appears. ~4 The name of the fax server that received the fax (up to 30
Location: HKEY_LOCAL_ characters).
MACHINE\Software\Wow6432Node\RightFax\DocTransport ~5 The number of the fax channel that received the fax.
Type: REG_DWORD ~6 The fax recipient’s DID number.
Default: 14 (RTI appears as 14-point type) ~7 The fax sender’s caller subscriber ID (CSID).
See Also: ~8 Duration of the fax transmission in minutes and seconds.
l To turn the RTI on or off, see StampReceivedPages. ~9 The fax recipient’s RightFax user ID (if applicable).
l To specify which data appears, see ReceiveStampFormat. ~0 The fax recipient’s RightFax user name (if applicable).

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Variable Definition For changes to take effect, restart the RightFax Server Module
service.
~A The unique ID assigned to the fax by the fax server. This variable is
case-sensitive. Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\FaxServer
Caution Do not use this variable if you assign unique ID numbers Type: Reg_SZ
to fax file names. Using ~A in this case changes the unique ID of
the fax to reflect the RTI line value. Default: BOTTOM (prints the RTI across the bottom of each page)
See Also:
~B The date formatted as a two-digit year followed by three digits for the
absolute day of the year. For example, “00001” means January 1, l To turn the RTI on or off, see StampReceivedPages.
2000. l To specify which data appears, ReceiveStampFormat.
This variable is case-sensitive. l To specify how large the RTI is, see ReceiveStampFontSize.
~C The total page count on the fax server. The number is reset each day
at midnight and increments by one for each received fax page. RecordDNIS
Create this key if you need to store DNIS information in the Billing
This variable is case-sensitive.
Code 1 or 2 field.
~E The fax sender’s ANI information.
For changes to take effect, restart the RightFax Server Module
~F The date and time that the fax was received. The time and date service.
format is determined by the Windows regional settings on the fax
server. Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\FaxServer
~G The fax completion time and date in the local date format.
Type: REG_DWORD
~H The fax completion time and date in the UTC date format.
Default: 1
~I The fax completion time and date formatted as determined by the
Windows regional settings on the faxserver. RemoteDocTransportTime
Example Page ~1 of ~2 received on ~3 on server ~4 For the fax history to show the same time that is shown in the fax list in
will print as: FaxUtil, create this entry. Set the value to 1 to use the remote
Page 2 of 4 received on 02-01-01 12:11:59 [US Mountain Standard DocTransport local time for history records. Set the value to 0 to
Time] on server RIGHTFAX convert the remote DocTransport time to server time for history
records.
ReceiveStampLocation
For changes to take effect, restart the RightFax Server Module
Specify where on the fax page to print the optional RTI line. Valid service.
options are TOP, BOTTOM, LEFT, or RIGHT.

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Location: HKEY_LOCAL_ l To turn the RTI on or off, see StampReceivedPages.

MACHINE\Software\Wow6432Node\RightFax\FaxServer l To specify which data appears, see ReceiveStampFormat.
Type: REG_DWORD l To specify how large the RTI is, see ReceiveStampFontSize.

RemoveApprovalDelegationCheck
RTIStampRetryDelay
The delegate permission Can Approve Faxes does not apply to faxes
that the user creates, including faxes that the user creates as a Specify how many milliseconds the system should wait before retrying
delegate on behalf of another user. If you wish to override this setting, to stamp a received fax page with the RTI line. The number of retries is
set this value to 1. specified in RTIStampRetries. Enter a value greater than 0.

For changes to take effect, restart the RightFax Server Module For changes to take effect, restart the RightFax Server Module
service. service.

Location: HKEY_LOCAL_ Location: HKEY_LOCAL_

MACHINE\Software\Wow6432Node\RightFax\FaxServer MACHINE\Software\Wow6432Node\RightFax\FaxServer

Type: REG_DWORD Type: Reg_SZ

Default: 0 (The delegate permission Can Approve Faxes does not Default: 0 (no delay)
apply to faxes that the user creates, including faxes that the user See Also:
creates as a delegate on behalf of another user.)
l To turn the RTI on or off, see StampReceivedPages.
RTIStampRetries l To specify which data appears, ReceiveStampFormat.
You can specify how many times stamping received pages with an l To specify how large the RTI is, see ReceiveStampFontSize.
RTI line will be retried in case there is a problem. You can also specify
a time delay between these retry attempts, see RTIStampRetryDelay
StampReceivedPages
For changes to take effect, restart the RightFax Server Module
The RTI (Receipt Terminal Information) line is a line of text that can be
service.
printed on each received fax page. The RTI line includes information
Location: HKEY_LOCAL_ about the fax that supplements the TTI line such as the total number of
MACHINE\Software\Wow6432Node\RightFax\FaxServer pages received, the name of the fax server that received the fax, and
Type: Reg_SZ the sender’s caller ID. To enable the RTI line for all received faxes, set
StampReceivedPages to 1.
Default: 0 (no retries)
You can define a custom RTI line in ReceiveStampFormat. If a custom
See Also: line is not defined, the following default line prints:
PAGE ~1/~2 * RCVD AT ~3 * SVR:~4/~5 * DNIS:~6 * CSID:~7 *
ANI:~E * DURATION (mm-ss):~8

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For changes to take effect, restart the RightFax Server Module 3. On the User Information tab, in the Company field, enter the
service. company name.
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\FaxServer UseReceiveStampUnique
Type: REG_DWORD To instruct RightFax to use the unique ID as the file name for the fax,
set this value to 1. You must set the value in the registry for each
Default: 0 (the RTI line is not enabled, but can be enabled by user in
WorkServer and for the FaxServer.
user permissions) .
For changes to take effect, restart the RightFax Server Module
See Also:
service.
l To specify where to show the RTI, see ReceiveStampLocation.
Location: HKEY_LOCAL_
l To specify how large the RTI is, see ReceiveStampFontSize. MACHINE\Software\Wow6432Node\RightFax\FaxServer
l To customize the data in the RTI, see ReceiveStampFormat. Type: REG_DWORD
Default: 0 (unique ID is not used as the fax file name)
UseCompanyforCSID
See Assigning unique ID numbers to fax file names
The TTI (Transmission Terminal Information) is a line of text that is and routing to a network folder on page 233 for additional setup
printed across the top of each sent fax page, usually containing the requirements when using this registry value.
date, time, page number, total pages, and fax ID (or CSID). You can
replace the CSID with the sender’s company name by setting the WebDeliveryURLOverride
UseCompanyforCSID value to 1. For changes to take effect, restart the RightFax Server Module
For changes to take effect, restart the RightFax Server Module service.
service. Location: HKEY_LOCAL_
Location: HKEY_LOCAL_ MACHINE\Software\Wow6432Node\RightFax\FaxServer
MACHINE\Software\Wow6432Node\RightFax\FaxServer Type: Reg_SZ
Type: REG_DWORD Default: None
Default: 0 (does not change the TTI) You can override the Web Delivery URL set in the Server Module
To add the Company Name for each user configuration. The URL can include the following macros that are
replaced at run time:
1. Open FaxUtil.
2. On the Tools menu, click Options. Macro Description
{WebServer} Name of the IIS server hosting the web
application

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Macro Description
{RightFax} Name of the RightFax server
{handle} Handle of the fax
Example The following shows a FaxUtil Web URL:
{Protocol}://{WebServer}/{RightFax}/user/viewer?id={handle}

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Appendix E: Registry keys and values

Gateway registry entries ExtraHeaders

General SMTP gateway registry keys are located under: Text entered here is added to the headers of all mail-bound faxes
going to the SMTP server.
HKEY_LOCAL_MACHINE\Software\Wow6432Node\Gateway
Location: HKEY_LOCAL_
Registry keys for additional gateways are located under the gateway
MACHINE\Software\Wow6432Node\Gateway
number. For example:
Type: REG_MULTI_SZ
HKEY_LOCAL_MACHINE\Software\Wow6432Node\Gateway\
Gateway# FilterNativeIEImageAttachment
This registry key prevents Internet Explorer from processing bmp,
jpeg, gif and png attachments as if they were embedded.
AllowSubjectAsOwnAttachment
Type: REG_DWORD
Set this to 0 to prevent Unicode email subject lines from appearing as
separate fax pages. Default: 1
Location: HKEY_LOCAL_
ForceBlankBody
MACHINE\Software\Wow6432Node\Gateway
This registry key ensures that mail messages that lack a true body are
Type: REG_DWORD
converted correctly. Can be used together with
Default: 0 FilterNativeIEImageAttachment above and
ProcessNonAttachmentParts on the next page.
DoNotStripPlusSign
Location: HKEY_LOCAL_
Prevents the “+” character from being stripped from the dialing string. MACHINE\Software\Wow6432Node\Gateway
0=disabled, 1=enabled.
Type: REG_DWORD
Location: HKEY_LOCAL_
Default: 1
MACHINE\Software\Wow6432Node\Gateway
Type: REG_DWORD IncludeHeaders
Only the headers listed here are added to the fax cover sheet Notes
ExcludeHeaders
area. Leaving this blank allows all headers to be included. Values in
Any headers listed here are removed from the fax cover sheet Notes this entry are not case-sensitive.
area. Values in this field are not case-sensitive.
Location: HKEY_LOCAL_
Location: HKEY_LOCAL_ MACHINE\Software\Wow6432Node\Gateway
MACHINE\Software\Wow6432Node\Gateway
Type: REG_MULTI_SZ
Type: REG_MULTI_SZ

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POP3ReadTimeout SkipEmptyAttachments
If messages are intermittently stuck in the Office 365 POP3 mailbox The gateway scans the bodies of fax-bound mail attachments and
and are not processed until they are removed and replaced, create discard empty ones. This registry key prevents blank fax pages from
this registry entry. Enter the number of seconds in the range 10-60. being sent. 0=disabled, 1=enabled.
Restart the gateway for the change to take effect. Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\Gateway
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\Gateway Type: REG_DWORD
Type: REG_DWORD Default: 0 (disabled)

PreProcessHeaders UseTxtFileForTxtBodyType
If SMTP fax addresses that contain quotes or spaces fail to send to all This registry key for SMTP and Exchange gateways ensures that the
recipients, create this registry entry and set the value to 1. correct converter is used for each gateway.
Location: HKEY_LOCAL_ Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\Gateway MACHINE\Software\Wow6432Node\Gateway
Type: REG_DWORD Type: REG_DWORD
Default: 0 (for SMTP gateways); 1 (for Exchange gateways)
ProcessNonAttachmentParts
This registry key ensures that unknown MIME parts are treated as
attachments. 0=disabled, 1=enabled.
Type: REG_DWORD
Default: 0 (disabled)

ShortSleepInterval
If messages are intermittently stuck in the Office 365 POP3 mailbox
and are not processed until they are removed and replaced, create
this registry entry. Enter the number of seconds in the range 1 to 1000.
Restart the gateway for the change to take effect.
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\Gateway
Type: REG_DWORD

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Appendix E: Registry keys and values

RightFax registry entries Daylight Saving Time

HKEY_LOCAL_MACHINE\Software\Wow6432Node\RightFax Faxes sent before Daylight Saving Time (DST) show an hour
difference between coversheet time and transmission time.
Note Changes will take effect after you stop and start the RightFax
1. Add a new DWORD or QWORD with the value name
server .
UseLocalTimeBias to the registry.
2. Set the value data to 1.
Auto-create MFPs Location:
Users can disable the automatic creation of one-way MFP l For a 32 bit operating system:
Connectors.
HKLM\Software\RightFax\UseLocalTimeBias=1
1. Add a new DWORD named AutoAddMFPs to the registry. l For a 64 bit operating system: Computer\HKEY_LOCAL_
2. To enable or disable auto-creation of devices, do one of the MACHINE\SOFTWARE\WOW6432Node\RightFax\UseLocalTim
following: eBias=1
l Set the Value data to 0 to disable auto-creation of MFPs.
Type:
l Set the Value data to 1 to enable auto-creation of MFPs.
l REG_DWORD for 32 bit operating systems
Location: HKEY_LOCAL_ l REG_QWORD for 64 bit operating systems
MACHINE\SOFTWARE\WOW6432Node\RightFax\AutoAddMFPs
Value Data default: 0
Type: REG_DWORD

Image Routing code

To record only the routing code for the transmission record of a
By default, RightFax stores fax images in the RightFax\Image folder
received fax.
on the server. You can change the location of image storage by
entering a valid path name for the Images value. See Critically low 1. Add a newDWORD named ShowFaxDIDasRouteCode to the
disk space on page 186 for more information. registry.
For changes to take effect, restart the RightFax Server Module 2. To enable or disable certificate validation, do one of the
service. following:
Location: HKEY_LOCAL_ l Set the Value data to 0 to the record all the digits.
MACHINE\Software\Wow6432Node\RightFax l Set the Value data to 1 to record only the routing code
Type: Reg_SZ
Default: C:\Program Files\RightFax\Image

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Appendix E: Registry keys and values

Location: HKEY_LOCAL_ ThumbnailsInPdfs

MACHINE\SOFTWARE\Wow6432Node\RightFax\FaxServer\ShowF
axDIDasRouteCode If RightFax creates PDF files, then in the client applications the
thumbnail view is enabled by default. See Controlling thumbnail view
Type: REG_DWORD of PDF faxes on page 287 for more information.
Default: 0 To disable thumbnail view, set this value to 0.
rpc_loglevel For changes to take effect, restart the RightFax Server Module
service.
Specify the event log level for the RPC module:
Location: HKEY_LOCAL_
l None No information.
MACHINE\Software\Wow6432Node\RightFax
l Terse Critical errors only.
Type: REG_DWORD
l Normal Errors and major events only.
Default: 1 (Thumbnail view is enabled.)
l Verbose All significant events. Use temporarily to track and
resolve problems.

Caution Leaving the verbose log level for long periods of time
can fill up the Event Log and may prevent new events from being
logged.

For changes to take effect, restart the RightFax Server Module

service.
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax
Type: REG_DWORD
Default: 0 = None

Value Action
0 None
1 Terse
2 Normal
3 Verbose

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Appendix E: Registry keys and values

Remoting registry entries

Location: \HKLM\SOFTWARE\WOW6432Node\RightFax\Remoting

CanSeeServers
RightFax Web applications allow access to the server status
dashboard without authentication. To hide the Servers button on the
landing page of Web Admin, set this value to 0.
Location: \HKLM\SOFTWARE\WOW6432Node\RightFax\Remoting
Type: REG_DWORD

ExcludedMfpBrands
This registry key excludes MFP brands from registration.
To exclude MFPs, add a comma-delimited list with the brand you want
excluded, for example: Xerox, HP, Ricoh, KM.
An empty list allows all supported brands to be registered.
Location: \HKLM\SOFTWARE\WOW6432Node\RightFax\Remoting
Type: REG_DWORD

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Appendix E: Registry keys and values

To change the retry parameters, set this value to the number of

WorkServer registry entries milliseconds to continue between each retry attempt.
HKEY_LOCAL_
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
You must configure each registry key for each workserver to which the
Type: REG_DWORD
key applies. In the workserver registry key path, # is the hexadecimal
number of the workserver that is being configured for this option (# is Default: 600,000 (10 minutes).
one of number 1 through F).
GhostDownScaleFactor
Downscale factor for PostScript and PDF conversions:
ControlPCLFileName l The page will be downscaled by the given factor on both axes
Specifies a file containing PCL commands that may be necessary for before error diffusion takes place.
the proper conversion of PCL print jobs.
l The tiffscaled device will be used as the output deviceinstead of
Location: HKEY_LOCAL_ the default device or the device specified in PCL6_DeviceName.
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
The tiffscaled output device is also used when the Conversion Bias
Type: Reg_SZ is set to Optimize for Images in the Conversion Engine
Default: none configuration or when a user sends a fax from FaxUtil or FaxUtil
Web.
FileRouteRetryDelay
The value must be greater than 1 and less than or equal to 4.
By default, faxes that fail to route will be retried every 10 seconds for
10 minutes. Example Rendering with -r600 and then specifying
GhostDownScaleFactor=3 will produce a 200dpi image.
To change the retry parameters, set this value to the number of
milliseconds to continue between each retry attempt. Location: HKEY_LOCAL_
Location: HKEY_LOCAL_ MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv# Type: Reg_SZ
Type: REG_DWORD Default: 0
Default:10,000 (10 seconds).
GSPostScriptCode
FileRouteRetryDuration Certain PDF files may not convert legibly. To correct this, you can
By default, faxes that fail to route will be retried every 10 seconds for include the following PostScript string in the GSPostScriptCode
10 minutes. registry value on each Workserver that performs conversions.
<</Install {{0.90 gt {1}{0} ifelse} settransfer}>>setpagedevice

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Appendix E: Registry keys and values

Location: HKEY_LOCAL_ PrintTimeReverse

MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
By default, a time strip is printed on the first page of each fax as black
Type: Reg_SZ text. Set the PrintTimeReverse value to ‘1’ to cause the time strip to
Default: blank (does not improve PDF conversion quality) print in white text on a black background.
Location: HKEY_LOCAL_
InterconnectSetTZ MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
By default, faxes routed from one RightFax server to another RightFax
Type: REG_DWORD
server in a different time zone has the time and date stamp from the
originating server. To change this so that faxes have the time and date Default: 0 (the time strip prints in black text)
of the receiving server, set the InterconnectSetTZ value to ‘1’.
ShrinkToView
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv# By default, PDF conversion adds a small margin around the edge of
each page. If the incoming fax images go to the edge of the page, part
Type: REG_DWORD of the image may be cut off by this margin. Set this value to 1 on each
Default: 0 (faxes keep the time and date stamp of the originating Workserver to reduce the size of the page slightly before conversion
server) so that the margin does not cut off any content.
See Configuring RightFax for CSID routing on page 229 for more Location: HKEY_LOCAL_
information about this type of routing. MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
Type: REG_DWORD
KillServiceTimeout
Default: 0 (does not shrink PDF pages)
For times when document conversion fails, you can configure
RightFax to time out, stop the conversion, and set the fax status to UseReceiveStampUnique
“conversion failed.” Set the data value of KillServiceTimeout to the
length of time in milliseconds that you want to attempt conversion To instruct RightFax to use the unique ID as the file name for the fax,
before timing out. For example, set the data value to 600000 for 10 set this value to 1. You must set the value in the registry for each
minutes. WorkServer and for the FaxServer.

This must be set for each workserver. Location: HKEY_LOCAL_

MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv# Type: REG_DWORD

Type: REG_DWORD Default: 0 (unique ID is not used as the fax file name)

Default: no time out. RightFax will attempt indefinitely to convert the See Assigning unique ID numbers to fax file names
fax . and routing to a network folder on page 233 for additional setup
requirements when using this registry value.

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Appendix E: Registry keys and values

WordWrapTextLength
Text files with long lines of text can potentially be truncated. The
length must be set on each WorkServer.
Set the data value to the maximum length of the line. For example,
with the value set to 150, all of the characters after 150 will wrap to the
next line.
To support this registry entry, you must configure the WorkServer to
use the PCL converter for text files. See Configuring the WorkServer
modules on page 53.
Location: HKEY_LOCAL_
MACHINE\Software\Wow6432Node\RightFax\Workserver\WorkSrv#
Type: REG_DWORD
Default: none

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Appendix E: Registry keys and values

Client registry entries

HKEY_CURRENT_USER\SOFTWARE\Wow6432Node\
RightFaxClient
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\
RightFaxClient
On 32-bit systems, the LOCAL_MACHINE locations are:
l HKEY_CURRENT_USER\Software\RightFax Client\FUW32
l HKEY_LOCAL_MACHINE\Software\\RightFax Client\FUW32

SignaturePositionPercent
Signature images are positioned so that the left-middle point of the
signature aligns with the left-middle point of the <SIGNATURE>
embedded code in the document.
Use this key to modify the vertical alignment of new signatures that are
created on the client workstation where the registry value is present.
Increasing the data for this value causes all newly created signatures
to be shifted upwards by a percentage of the height of the signature
image (the actual distance depends on the height of the signature).
Decreasing the data causes signatures to shift down an equal
distance.

Note This registry value only affects signatures when they are
initially created. If you change the data for this value, you need to
recreate each signature to which you want to apply the new setting.

Location: 32-bit or 64-bit client operating systems:

HKEY_CURRENT_USER\Software\RightFax Client\VWR32
Type: REG_DWORD
Default: 35
Value: 0-100

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Appendix F: Performance observations

Appendix F: Performance observations

This section provides observations of system performance in selected l .xls

test scenarios. Observations were made with Windows Performance l coversheet
Monitor (Perfmon.exe).

System under test

l RightFax CE 21.2
l Shared Services system with 4 nodes on Azure virtual machines
l Standard DS1 v2 (1 vCPU, 3.5 GiB memory)
l 25,000 users
l 100,000 delegates
l 100,000 1 – 8 page faxes submitted in a mix of 10 documents.
l 350,000 body pages, plus 100,000 cover sheets, 450,000 total
pages

File types
l .doc
l .html
l .mhtml
l .tif
l .txt

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Appendix F: Performance observations

Observations
Submitted from FaxUtil Web Submitted from email Submitted from Integration Module
Start time 10:05 A.M. March 29 8:42 A.M. March 31 12:44 P.M. April 1
Final submission time 2:42 A.M. March 31 11:03 A.M. April 1 2:45 P.M. April 2
Final conversion time 2:44 A.M. March 31 11:04 A.M. April 1 2:47 P.M. April 2
Final transmission time 2:47 A.M. March 31 11:06 A.M. April 1 2:49 P.M. April 2
Pages converted/minute 450 699 747
Pages sent/minute 449 697 745
Observations in Windows Processor, CPU, and file IOs ramped up in Processor, CPU, and file IOs ramped up more Processor, CPU, and file IOs ramped up about
Performance Monitor performance monitor fairly quickly then quickly than web submission and stayed at a the same as email submission with similar
(perfmon.exe) remained steadily high until transmissions higher peak, still very steady. Manual usage peak. Manual usage was fine. Conversion
ended. Manual usage during transmission was was good. Conversion queues got a little queues remained consistently low. Channel
quick. Conversion queues never stacked up higher but still never more than a couple of usage was good with little backup in the queue.
high. Channels were well used with very little hundred. Channels well used with little backup
backup in the queue. in the queue.

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Appendix G: Frequently asked questions about RightFax security

Appendix G: Frequently asked questions about RightFax security

For RightFax basic authentication, user credentials are obfuscated in

What encryption is provided by the the database using an internal algorithm.
encryption module?
With the encryption module, image files are encrypted with 256-bit How does RightFax protect credentials for
AES encryption. RightFax services?
By default, all sent and received faxes are stored as compressed Passwords for the RightFax Server, WorkServer, Gateway,
graphic images files (CCITT Group III format) in the RightFax\Image DocTransport, and Integration services are obfuscated and are stored
folder and are not encrypted. Alternatively, all sent and received faxes in the Windows Registry.
can instead be stored in Microsoft SQL with the optional RightFax
Image High Availability module. What secure software development
The encryption module will encrypt all sent and received faxes practices are followed?
regardless of whether your organization is storing images in the image
folder or Microsoft SQL database. Does the solution undergo static application security testing
(SAST) scanning during the development life cycle?
Encrypted image files can only be viewed using RightFax client Yes.
applications and RightFax API.
Does the solution undergo dynamic application security
How does RightFax protect credentials for testing (DAST) prior to entering a production environment,
or at regular intervals throughout the production lifecycle?
users? Yes.
Single sign on with OAuth 2.0 and OpenID Connect are supported.
Is there an automated or manual code review process in
User credentials for these methods are not saved in RightFax.
place? If manual, is the review performed by a party other
For Integrated Windows Authentication, user credentials are not than the code creator?
saved in RightFax. A manual code review process is in place and is performed by a
manager of the engineering team.

OpenText RightFax 377 Administrator Guide

Appendix G: Frequently asked questions about RightFax security

Is there an automated code review process in place (one

governed by standards such as OWASP, OSSTMM, or
SANS/CWE)?
An automated code review process is not in place.
If there is a manual code review process in place, what sort
of secure code training or security awareness training, do the
reviewers undergo?
The RightFax code is manually reviewed following the OpenText
Secure Coding Practices and Open Web Application Security Project
(OWASP) Fundamentals training.
What technology is used for the tests?
Black Duck and Fortify software is used for security testing.

OpenText RightFax CE 21.2 378 Administrator Guide