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RightFAX 6.

0 Administrator's Guide

RightFAX Administrator's Guide


Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. COPYRIGHT 1990-1998 RightFAX, Inc., a subsidiary of Applied Voice Technology, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of RightFAX, Inc. TRADEMARKS The RightFAX logo design and RightFAX are registered trademarks of RightFAX, Inc. Other brand names, company names, and product names are trademarks or registered trademarks of their respective companies.

Revision No. 1, 11/98 Document No. Spiral bound edition: 000-00020-02 Perfect bound edition: 000-00024-02 Printed in the United States of America.

Table of Contents

Contents
Chapter 1: Introduction to RightFAX ....... 9
Welcome to RightFAX ............................................................................. 10 How RightFAX Works ............................................................................. 11 Using This Guide and Other Learning Tools ........................................... 13 Technical Support .................................................................................... 15

Chapter 2: Installation Overview ............. 17


Planning the RightFAX Installation ......................................................... 18 Fax Server Requirements .......................................................................... 18 Client Workstation Requirements ............................................................ 19 Fax Board Requirements .......................................................................... 20 Phone Line Requirements ........................................................................ 20

Chapter 3: RightFAX Server Installation ............................... 23


Upgrading to RightFAX 6.0 ..................................................................... 24 Installing RightFAX Server Software ....................................................... 24

Chapter 4: Configuring the RightFAX Fax Server .............. 27


The RightFAX Fax Server Module ........................................................... 28 General Tab .............................................................................................. 28 Advanced Tab ......................................................................................... 31 Channel Authorization Tab ...................................................................... 33 Custom Messages Tab ............................................................................ 34 The Fax Server Internal Event Queue ....................................................... 36

Chapter 5: Configure the WorkServers ........................... 37


RightFAX WorkServer Module ................................................................ 38 Printer Configuration ............................................................................... 46 Xerox Configuration ................................................................................. 47 Kofax NetScan Configuration .................................................................. 48 HP NetScan Configuration ....................................................................... 49

RightFAX Administrator's Guide

PeopleSoft Configuration ......................................................................... 50 OCR Configuration .................................................................................. 51

Chapter 6: Configure the BoardServer ............................ 53


RightFAX BoardServer Module ............................................................... 54 Auto Billing Code Settings ...................................................................... 54 Advanced Settings .................................................................................. 55 Global Board Settings .............................................................................. 56 Brooktrout Board Configuration .............................................................. 62 Brooktrout Channel Configuration .......................................................... 64 Detect GammaLink Board ......................................................................... 66 GammaLink Board Configuration ............................................................. 67 GammaLink Channel Configuration .......................................................... 68 Running Multiple BoardServers on Remote Machines ............................ 71

Chapter 7: RightFAX Client Installation ............................... 75


Setting up Client Workstations ................................................................ 76 Manual Installation .................................................................................. 76 Automated Installation ............................................................................ 78

Chapter 8: Installing and Configuring Print-to-Fax Drivers ................ 81


How the PowerBar Works ........................................................................ 82 PowerBar Configuration ........................................................................... 82 Installing Programs to the PowerBar ........................................................ 84 Installing Printers to the PowerBar .......................................................... 85 PowerBar Operation ................................................................................. 85 The RFAX: Port ........................................................................................ 86 RightFAX Tray Icon ................................................................................ 86 Tray Icon Installation ............................................................................... 86 Tray Icon Configuration .......................................................................... 87 Tray Icon Operation ................................................................................. 89

Chapter 9: Enterprise Fax Manager Overview.................................. 91


What is Enterprise Fax Manager? ............................................................ 92 Starting Enterprise Fax Manager .............................................................. 92

Table of Contents

Setting Your Preferences .......................................................................... 94 RightFAX Server Information .................................................................. 98 Working with Objects .............................................................................. 99 Managing Server Status and Services ..................................................... 101 Managing Users ...................................................................................... 104 Managing Groups .................................................................................... 106 Managing Signatures ............................................................................... 108 Managing Forms ...................................................................................... 109 Managing Printers ................................................................................... 110 Managing Billing Codes .......................................................................... 112 Managing Library Documents ................................................................. 113 Managing Pager and SMS Services ......................................................... 115 Managing Dialing Rules .......................................................................... 118 Managing Prefix Tables ............................................................................ 120 Customizing Cover Sheet Fields .............................................................. 121 Synchronizing RightFAX with External Systems ..................................... 121

Chapter 10: Managing Users and Groups ............................. 123


Managing Users ...................................................................................... 124 Editing User Properties ............................................................................ 125 Importing Users ....................................................................................... 142 Managing Groups .................................................................................... 143 Editing Group Properties .......................................................................... 144 Using the ModUser Utility ...................................................................... 149

Chapter 11: Signatures, Forms and Library Documents ................ 155


Signatures ................................................................................................ 156 Forms ....................................................................................................... 157 Library Documents .................................................................................. 161

Chapter 12: Printers and Billing Codes ....................................... 165


Managing Printers ................................................................................... 166 Managing Billing Codes .......................................................................... 169 Integrating ODBC Billing Codes .............................................................. 172

RightFAX Administrator's Guide

Chapter 13: LCR and Dialing Plan Configuration .......................... 175


LCR Overview .......................................................................................... 176 Creating and Editing Dialing Rules .......................................................... 176 Prefix Tables ............................................................................................. 186 Testing Rules and Routes ........................................................................ 188 Call Blocking ............................................................................................ 191 LCR Sample Scenarios ............................................................................. 191

Chapter 14: Creating and Using Cover Sheets .......................... 197


Creating Cover Sheets ............................................................................. 198 Switching Cover Sheets ........................................................................... 200 Customizing Cover Sheet Required Fields ............................................... 201

Chapter 15: Generating Fax Reports ........ 203


Installing Fax Reporter ............................................................................. 204 Running Fax Reporter .............................................................................. 205 Creating Data Sets ................................................................................... 205 Generating a Fax Report ........................................................................... 207 Creating Custom Reports ......................................................................... 208 Data Set File Format ................................................................................. 210 FaxDump .................................................................................................. 221

Chapter 16: Advanced Server Features................................... 231


Server-Side Application Conversion ....................................................... 232 Starting and Stopping the Fax Server ....................................................... 238 Scanner Integration .................................................................................. 239 Standalone Fax Machine Connector ........................................................ 240 Maintaining the RightFAX Database ....................................................... 241 Backing Up RightFAX and Data Files ...................................................... 243

Table of Contents

Appendix A: Troubleshooting .................... 245 Appendix B: Error and Status Messages ............................... 257 Appendix C: Native Document File Formats .................................. 267 Appendix D: Command Line References ............................. 271 Appendix E: Automatic Inbound Routing ................................... 283 Index .............................................................. 297

RightFAX Administrator's Guide

Introduction to RightFAX
In this chapter:
Welcome to RightFAX How RightFAX Works Using this Guide and Other Learning Tools Technical Support

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RightFAX Administrator's Guide

Welcome to RightFAX
Congratulations on your purchase of RightFAX fax server software. With this comprehensive network fax solution, you can create, send, receive, and manage faxes directly from your desktop computer, saving time, money, and manpower. RightFAXs intuitive features and sleek design make faxing as easy and unobtrusive to the end-user as printing to a network printer. Administrators will find that as a native NT service, RightFAX is easy to install, configure, and manage. RightFAX offers five versions of its fax server software:

RightFAX Enterprise Suite


RightFAX Enterprise Suite is a fully integrated server based fax solution designed to meet the needs of larger national and global organizations. The Suite combines the industry's most comprehensive least cost routing, load balancing, and received fax technologies with: RightFAX E-mail Gateway, RightFAX Web Client, RightFAX Docs on Demand, RightFAX TeleConnect, RightFAX OCR module, and RightFAX PDF/Postscript module.

RightFAX Enterprise
RightFAX Enterprise was developed for organizations that want their RightFAX servers to share faxes, workloads, and data. RightFAX Enterprise includes all the features of our original NT-based fax server, plus the added benefits of intelligent least cost routing (LCR), load balancing, and RightFAX Interconnect Inbound Fax Routing.

RightFAX NT
The RightFAX NT-based fax server was developed for organizations that want their fax servers to work independently.

RightFAX Satellite
The RightFAX Satellite server is an enterprise fax server specifically designed for the branch or satellite office within a large organization. The RightFAX Satellite server will meet all the faxing needs of your business unit while providing the benefits of realtime connectivity to your corporate fax server(s) and other Satellite servers, Intelligent Least Cost Routing, and seamless e-mail integration.

Chapter 1: Introduction to RightFAX

11

RightFAX Small Business Server


The RightFAX Small Business Server is specifically designed to provide the features and functionality of a high-end fax server, but scaled down for the small business. The RightFAX Small Business Server will meet all the faxing needs of your small business or office, allowing you to fax documents directly from your computer desktop, integrate fax and e-mail, generate reports, and much more.

How RightFAX Works


The RightFAX system is composed of three main parts: the fax database and images, the fax server services, and the client programs. Before configuring RightFAX for your particular network installation, you should understand the function of each component.

Fax Database and Images


The RightFAX database stores information about RightFAX system objects (such as users, groups, and printers) and details about each fax in the system (such as time and date, number of pages, and destination). The database is stored in a proprietary file format and is not accessible using common database tools. You can access the database using the RightFAX API (Application Programming Interface), described in a separate document and via the Fax Reporter, included with RightFAX. Fax images are stored in compressed graphic image files (CCITT Group III format), one file for each fax page sent or received. A typical fax consumes 35K, though some may be as large as 150K or as small as 5K per page. Fax images can be viewed, edited, and annotated using the RightFAX Fax Viewer. See the RightFAX Users Guide for more information. Since fax images may consume a large amount of storage space, you should be ready to dedicate at least 500 megabytes of storage. More space may be required depending on the number of faxes sent and received, and how frequently old faxes are deleted.

Fax Server Services


The RightFAX fax server consists of several services: RightFAX Server Module, RightFAX WorkServer Module(s), RightFAX RPC Server Module, RightFAX Database Module, RightFAX Queue Handler, RightFAX BoardServer Module and optionally the E-mail Gateway Module. In most cases, all the modules run on the same machine so that the Server Module can automatically start and stop the programs as necessary. However, the RightFAX WorkServer Module can run on a different machine to redistribute a heavy workload.

RightFAX monitors the amount of free disk space on the server and will shut down certain processing elements when available disk space falls below 50Mb. When sufficient disk space is restored, fax processing continues automatically.

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RightFAX Administrator's Guide

RightFAX Server Module


RightFAX Server Module manages the network print queues assigned to faxing, controls the conversion of outgoing faxes, and works with the BoardServer to schedule outgoing faxes and route incoming faxes.

RightFAX WorkServer Module(s)


RightFAX WorkServer Module performs one or more functions on behalf of the RightFAX Server Module. It regularly asks the Database if its services have been requested; if they have, WorkServer executes its task and notifies the Database when it finishes. You can run multiple copies of the WorkServer on your network to handle processing-intensive tasks such as print-file conversions; for example, one WorkServer may convert PCL-5 print files into fax images, while another WorkServer handles automatic printing of incoming faxes at the same time.

RightFAX BoardServer Module


The RightFAX BoardServer Module acts as an interpreter between the fax board(s) and Server Module, handling requests to schedule outgoing faxes for transmission and informing the Server Module when a new fax has been received and needs to be processed. The BoardServer must run on the computer containing the fax board(s) which is always the same computer on which the Server Module is executed.

RightFAX Database Module


The RightFAX Database Module is the fax database manager. It accesses the fax database to provide client programs with the information used in fax transactions, including deleting, forwarding, creating, viewing, and printing faxes. For example, when a user wants to view a fax, the RightFAX Database Module provides information about the fax images to FaxUtil, which can then display the fax on screen for the user.

RightFAX RPC Module


The RightFAX RPC Module acts an interpreter between the client software and the fax database at the server.

RightFAX Queue Handler


The RightFAX Queue Handler monitors the HPFAX print queue for inbound jobs and directs them to RightFAX for processing.

FaxUtil
FaxUtil is the primary RightFAX client interface. With FaxUtil, clients can view, print, and manage their faxes.

Chapter 1: Introduction to RightFAX

13

Enterprise Fax Manager


Enterprise Fax Manager is the primary RightFAX administrator interface. With Enterprise Fax Manager, the RightFAX administrator can manage users, groups, printers, least cost routing, and the general functions of the fax system.

FaxStat
The RightFAX FaxStat utility monitors the WorkServer, BoardServer, Database, and fax channel performance at the server. The utility (FAXSTAT.EXE) is available in Windows NT and Windows 95 versions located in separate directories in the \RIGHTFAX\FAXSTAT directory. You can select the fax server on your network to which you wish to connect. Status information can be viewed for any of the RightFAX modules and on NT workstations you can even change configuration remotely. Most configuration changes take effect without having to interrupt faxing operations. Fax board capabilities may be changed on-the-fly, allowing an administrator to adjust the number of fax modems dedicated to inbound and/or outbound faxing.

Using this Guide and Other Learning Tools


The RightFAX Administrator's Guide is designed for use by RightFAX administrators who will be installing and configuring the RightFAX software on both client and server machines. This Guide assumes you have knowledge of the Windows NT and Windows 95 operating systems as well as knowledge of networking systems and you own organizations network. In addition to this RightFAX Administrator's Guide, RightFAX provides several additional sources for information on getting the most out of your RightFAX software:

RightFAX User's Guide


The RightFAX User's Guide is a reference for RightFAX users at every level of expertise. It is a comprehensive guide to all the features and functions of FaxUtil, RightFAXs client interface.

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RightFAX Administrator's Guide

RightFAX Optional Modules Guide


The RightFAX Optional Modules Guide is included when you purchase RightFAX Enterprise Suite or any one or more of the optional RightFAX modules (which can be purchased separately). This guide provides information on installing, using, managing, and integrating the following utilities with your RightFAX software: RightFAX E-mail Gateway RightFAX Web Client RightFAX Docs on Demand RightFAX TeleConnect RightFAX Optical Character Recognition (OCR) RightFAX PScript/PDF Conversion

Please contact RightFAX at (520) 320-7000 for more information on using or purchasing these or any of RightFAX's powerful, fully integrated utilities.

RightFAX Fax Board Guide


The RightFAX Fax Board Guide provides installation, testing, and configuration instructions for all supported fax hardware.

Quick Reference Card


Keep this card close to your computer for quick and easy access to all the most common FaxUtil functions and features.

Online Help
RightFAX's Online Help is a convenient and easy-to-use source of assistance. You can access the Online Help by selecting the Help menu in any FaxUtil or Enterprise Fax Manager window. Online help lets you scan for help by topic, or search for key words and terms.

RightFAX Training
Count on RightFAX's classroom training to enhance your RightFAX product knowledge. Technical, administrative, and user training programs provide you with the tools to optimize your RightFAX solution, and provide you with the knowledge to fully utilize RightFAX in your environment. Customized training is also available to meet your organization's specific needs. Classes are held throughout the year at the RightFAX corporate office in Tucson, Arizona. You may also choose the convenience of RightFAX training at your own location. For more information on RightFAX training classes and schedules, please visit our Web site at www.rightfax.com.

Chapter 1: Introduction to RightFAX

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Technical Support
Your Customer Support Guide (enclosed in the product box) includes detailed information about the support options available to RightFAX customers. Please fill out the RightFAX Software Warranty & Registration Card and return it immediately. If you have questions of a technical nature, please contact your organizations RightFAX administrator or network administrator before calling our technical support department. RightFAX Technical Support 6303 E. Tanque Verde Suite 200 Tucson, AZ 85715 USA Voice: Fax: Web: E-mail: (520) 320-7070 (520) 321-7461 www.rightfax.com tech@rightfax.com

5:00 a.m. to 6:00 p.m. MST, Monday through Friday 6:00 a.m. to 6:00 p.m. MST, Saturday

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RightFAX Administrator's Guide

Installation Overview
In this chapter:
Planning the RightFAX Installation Fax Server Requirements Client Workstation Requirements Fax Board Requirements Phone Line Requirements

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RightFAX Administrator's Guide

Planning the RightFAX Installation


It is important to plan and prepare for your RightFAX installation to avoid unnecessary delays. You must complete five major tasks before RightFAX will be ready for operation: 1. 2. 3. 4. 5. Install the appropriate fax board(s) (refer to the RightFAX Fax Board Guide) Install the RightFAX server software (Chapter 3) Configure the RightFAX server (Chapter 4) Test the fax board(s) (refer to the RightFAX Fax Board Guide) Set up users, groups, etc. in the RightFAX database using Enterprise Fax Manager (Chapters 10-13)

Before you begin these tasks, ensure that your equipment meets the minimum requirements for installation.

Fax Server Requirements


The RightFAX server is the machine that will run the fax server software. This computer will do the work required for sending and receiving faxes, including managing the fax database, converting documents into fax images, adding signatures, overlaying forms, maintaining logs, printing faxes, and creating the fax cover sheet. The computer designated as the RightFAX server must meet or exceed the following specifications: Pentium 90 MHz processor (Pentium 200 MHz or faster is strongly recommended for optimal speed.) 64 Mb of RAM. Note that more RAM may be needed if the server will also be running other services such as SQL Server, SMS, Exchange, etc. 540 Mb hard drive or better. You may need more disk space depending on a number of factors, such as how long you will allow users to keep old faxes in the system. The RightFAX software itself requires about 150Mb of disk space, but consider that each fax image (page) stored by RightFAX consumes an average of 35k. If disk storage space is a problem, encourage users to delete their faxes after reading or printing them. Display adapter and monitor. Windows NT requires a VGA or better graphics adapter.

Chapter 2: Installation Overview

19

Appropriate Network Interface Card. The RightFAX server must be connected to your local area network via a network interface card. RightFAX will work on most popular LAN topologies and is compatible with most manufacturers network interface cards. You may use any networking protocol supported by Microsoft Networking: NetBEUI, TCP/IP, or IPX/ SPX. Windows NT Server version 4.0.

Client Workstation Requirements


Your RightFAX CD includes workstation software for Windows 3.1, Windows for Workgroups, Windows NT, and Windows 95 platforms.

Windows 3.x & Windows for Workgroups


RightFAX clients will run on Windows 3.x, running in Standard or Enhanced mode with at least 4Mb of RAM. In order for the PowerBar to be automatically installed, a LaserJet III or LaserJet 4 driver must be installed on each machine.

The RightFAX PowerBar is not compatible with 32-bit Windows clients. The RightFAX print-tofax driver is installed instead.

Windows NT 4.0 Workstations


RightFAX clients will run on a Windows NT Workstation v4.0 or later with at least 32Mb of memory. In order for the RightFAX print driver to be automatically installed, a LaserJet III driver must be installed on each machine.
Windows NT clients must be able to print to a print queue (i.e. HPFAX) on the fax server.

Windows NT 3.51 Workstations


RightFAX clients are compatible with Windows NT 3.51 workstations. These clients can use Enterprise Fax Manager and FaxUtil just as Windows 95, and NT 4.0 clients do. In order for the RightFAX print driver to be automatically installed, a LaserJet III or LaserJet 4 driver must be installed on each machine. The print driver is not incorporated into the tray icon as it is in Windows NT 4.0 because NT 3.51 does not support tray icons. Instead, the Print-to-Fax Driver remains minimized on the desktop, awaiting fax operations.

Windows 95
Windows 95 workstations must have either NetBEUI, IPX/SPX, or TCP/IP installed and must be bound to the Client for Microsoft Networks, possibly in addition to a NetWare network. In order for the RightFAX print driver to be automatically installed, a LaserJet III or LaserJet 4 driver must be installed on each machine.

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RightFAX Administrator's Guide

Fax Board Requirements


RightFAX supports Brooktrout and GammaLink fax boards. You must have at least one fax board installed in the machine where the fax server software is running. See the RightFAX Fax Board Guide for a list of the latest supported hardware.

Phone Line Requirements


RightFAX can use several types of phone lines: loop-start (regular phone lines, like those used for the telephones in your home or for a modem connection), direct inward dial (DID), Integrated Services Digital Network (ISDN), and several type of digital lines.

Loop-Start
Loop-start lines may be used for incoming or outgoing faxes. A line may be installed by the local telephone company if one is not already available through your organizations existing phone system. Loop-start lines are also called POTS (plain old telephone service) lines and they are what you would use to hook up any normal fax machine or data modem.

WARNING! You should never plug an analog phone line into a DID fax board when there is any voltage present on the phone line. Doing so will damage the fax board and void all warranties!

Direct Inward Dial (DID)


DID is one method by which RightFAX is able to automatically route incoming faxes to their intended destination within your company. Each DID phone line is called a trunk. When a DID trunk is installed, it is assigned a bank of numbers. For example, a DID trunk may be assigned the bank of 20 numbers ranging from 321-7450 to 321-7469. Whenever someone dials a number within that range, the DID trunk is activated by the phone company. At that point, the fax board will recognize the call and the phone companys central office (CO) will tell the board the last three or four digits of the phone number dialed. The fax board acknowledges the digits and the call is connected as usual. DID phone lines have a few special attributes. First, DID lines are used for incoming faxes only; outgoing faxes must be sent through a standard loop-start line. Second, the customer, rather than the phone company, supplies the power (called the talk battery) necessary to drive the phone line. For this reason, DID fax boards come with an additional power adapter which provides the necessary -48 volt current, i.e. the PCs power supply is not used to supply the talk battery. RightFAX uses the DID digits sent by the phone company to route the fax to the proper recipient. Each RightFAX user is assigned a personal fax mailbox which in turn, is assigned a DID number (also known as a routing code). When a call comes in with a valid DID number, the fax is placed in the corresponding users fax or email mailbox.

Chapter 2: Installation Overview

21

Dialed Number Identification Service (DNIS)


This service is the T-1 version of DID service. This manual does not address T-1 fax board installation or phone line requirements. Instead, please refer to the hardware guide included with your fax board(s).

Integrated Services Digital Network (ISDN)


ISDN is a worldwide standard communications network for digital data, voice, and video communication. The advantages of using ISDN lines (as opposed to analog telephone lines) for fax applications is fast call setup and use of Called Party Number (CPN) information for inbound fax routing.

PRI, BRI, E-1, and T-1 Digital Phone Lines


RightFAX supports the use of these types of digital phone lines assuming you have purchased and installed the appropriate type of fax and network interface cards. For more information on digital phone lines, please refer to the RightFAX Fax Board Guide.

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RightFAX Administrator's Guide

RightFAX Server Installation


In this chapter:
Upgrading to RightFAX 6.0 Installing RightFAX Server Software

24

RightFAX Administrator's Guide

Upgrading to RightFAX 6.0


Before upgrading from any previous version of RightFAX, fully back up the entire RightFAX directory structure as well as your fax board directory (usually \RFBOARD). To get a complete backup of your RightFAX server software, you must first stop all RightFAX services. For the latest information on installing your upgrade, go to http://www.rightfax.com/60upgrade. This Web site contains detailed procedures for upgrading from your particular version of RightFAX. It also outlines all the latest issues relating to the upgrade. Visit this site before continuing to ensure that your upgrade goes smoothly.

Installing RightFAX Server Software


Follow these steps to install your RightFAX server software. 1.
The SAP Agent, NWLINK IPX/SPX, and Gateway for NetWare must be installed on your RightFAX server machine if you are installing on a Novell network. File and Print Services for NetWare can be installed if you plan to connect DOS clients.

The machine RightFAX will execute on must be running Windows NT Server v4.0 or later. Log on to the fax server using an ID with Windows NT administrative access. If you fail to log on with Windows NT administrative access, the installation and configuration of RightFAX will not work. Ensure that an HP LaserJet 4 printer driver is installed on the RightFAX server. If not, install the driver by selecting Printers from the Control Panel and running the Add Printers utility. When prompted for a printer port, select File. Use the default printer name and don't print a test page. This step allows RightFAX to automatically create a print-to-fax queue. On the RightFAX server, insert the RightFAX CD. Run the RightFAX Setup program by selecting Run from the Start menu and type: D:\SETUP (where D is the drive letter of your CD-ROM)

2.

3.

4.

Enter your name, company name, and your product serial number when prompted. Your product serial number is stamped on the inside of the front cover of your Customer Support Guide (included in your RightFAX product box). When prompted to select an installation, choose the appropriate option: New install - Select this option to install a new RightFAX server. This option overwrites any existing installation of RightFAX. Upgrade a previous version of RightFAX - Select this option to install RightFAX, retaining the database from your previous version. Add component - Select this if you have already installed or upgraded the server and want to add an optional module. This will not be available if the RightFAX server has not been installed.

5.

Chapter 3: RightFAX Server Installation

25

Install a blank database - Select this option to overwrite your existing RightFAX database. The server must already be installed before this option is available. Important Note: Selecting this option will permanently delete all RightFAX data.

6.

If you have purchased any RightFAX optional modules or an Enterprise Suite server, you will be prompted to install these options. The TeleConnect and Docs on Demand modules will not be an option, since they are installed automatically. These modules will remain disabled until you purchase a license and call for a bump code. Select the manufacturer, and specifications of the installed fax board(s). This step configures one or more of a single type of fax board. If you have more than one type of fax board installed in your server (i.e., Brooktrout and GammaLink, or PCI and ISA bus), you must configure the remaining boards after installation using the BoardServer Control Panel applet (described in Chapter 6: Configuring the BoardServer). If you are installing the E-mail Gateway, select the type of gateway to install. You must purchase and license each gateway separately if you run more than one. If you are installing the OCR and/or PScript/PDF modules, select the WorkServer(s) that should execute the process. This can be reconfigured later, if desired (described in Chapter 5: Configuring the WorkServers).

7.

8.

9.

10. When you confirm that you have entered all the setup information correctly, the Setup program will install the necessary files and prompt you for any additional diskettes as needed. 11. Select the Service Account RightFAX Services will use to startup. If you will be storing files to, accessing files from, or printing to Novell queues on a NetWare volume, the Service Account must exist in Novell as an account. 12. Once the software is installed, reboot the server. Share the \RIGHTFAX directory by entering the following command at a DOS command prompt: NET SHARE RIGHTFAX=C:\RIGHTFAX (where C: is the drive where you installed the server software.) 13. On Novell networks, the \RIGHTFAX\CLIENT directory may need to be manually copied to a NetWare server volume. Setup created several new Control Panel applets: RightFAX WorkServer, RightFAX FaxServer, RightFAX BoardServer, and (optionally) an E-mail Gateway. Using these applets you can change your server configuration without having to reinstall the software.

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RightFAX Administrator's Guide

Configuring the RightFAX Fax Server


In this chapter:
The RightFAX Fax Server Module General Tab Advanced Tab Channel Authorization Tab Custom Messages Tab The Fax Server Internal Event Queue

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RightFAX Administrator's Guide

The RightFAX Fax Server Module


To configure the RightFAX Server Module, select the RightFAX Server applet in the Control Panel

The RightFAX Server Module manages the network print queues assigned to faxing, controls the conversion of outgoing faxes, and works with the RightFAX BoardServer Module to schedule outgoing faxes and route incoming faxes. To configure the RightFAX Server Module, select the RightFAX Server applet in the Control Panel:

General Tab

A symbol appears next to configuration parameters that can be changed on-the-fly, without stopping and restarting the services.

Enable CSID Routing


Automatic inbound routing through CSID (caller subscriber identification) can be enabled by checking this field. For CSID routing to work, you must create a CSID Routing Table that lists RightFAX users and the CSID's to be routed to them. This must be an ASCII file called CSID.TBL located in the \RIGHTFAX\BIN directory. To create this table go to a command prompt on the RightFAX server and type: EDIT C:\RIGHTFAX\BIN\CSID.TBL [Enter] For each entry, type a separate line consisting of the RightFAX user's routing code, a space, and the exact CSID to be assigned to that routing code. For example: 8847 520-322-8861 8858 ACME

Chapter 4: Configuring the RightFAX Server

29

where 8847 and 8858 are the routing codes of the RightFAX users to receive the faxes and 520-322-8861 and ACME are the respective CSID's to be routed to them.

Enable Quick Headers


Normally, the TTI Line (at the top of all pages) is a single line on which the date, time, page number, total pages, and Fax ID are placed. By checking this parameter, a second line is attached to the TTI Line. The second line, called the QuickHeader, is customizable in the Format parameter in the BoardServer Control Panel. If Quick-Headers are enabled, they apply to all faxes sent and to all phone lines.

Create New User when Printing to the Fax Queue


If this option is checked, network users who print to the fax queue, but dont have RightFAX user IDs, will automatically have a RightFAX user ID created. RightFAX uses the DEFAULT user as a template when creating new users. If this option is not checked, user IDs will not be automatically added.

Event LogLevel
This parameter specifies the level of information logged in the Application EventLog, under the Service name RightFAX Server Module. A value of Terse will cause the RightFAX Server Module to record only critical errors, while the Verbose setting will record significant amounts of information which may help track down problems. Do not leave this value set to Verbose for any length of time, as the EventLog can fill quite quickly.
Information written to the Application EventLog is valuable in tracking down problems. If you have a problem which you can duplicate, you should set the LogLevel for all RightFAX server programs to Verbose, and then go through the steps to duplicate the problem. The data stored in the Application log may help you solve the problem yourself. If the answer is not obvious, the EventLog will help RightFAX Technical Support solve the problem.

Record DNIS Information


DNIS information is special coded data that may be being delivered to your phone system with all incoming calls. This is a service provided by your phone company. RightFAX fax records do not include a field dedicated to storing this DNIS information. However, you can still save DNIS information in one of three existing fields: Select Fax DID number to save DNIS information where the originating phone number is saved. Select Billing code 1 to save DNIS information in the faxs Billing Code 1 field. Select Billing code 2 to save DNIS information in the faxs Billing Code 2 field. Select Dont record to discard any included DNIS information Note: Because it overwrites any data in the location you specify, DNIS information should be saved to a filed usually unused by your RightFAX system.

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RightFAX Administrator's Guide

Delay All Faxes Until


This parameter specifies a time to which all faxes sent by non-administrative users will be delayed. Range for this parameter is 12:00 AM through 11:30 PM. Forced delays may also be set up through RightFAX groups. For more information on groups, see Chapter 10, Managing Users and Groups.

Notification Settings
Allow Notification
Check this option to allow notification of fax messages to RightFAX clients. If this is checked ON then the clients will receive notification based on their individual FaxUtil specifications. If this parameter is not enabled, then users will never receive notifications. If the server is primarily used for broadcast faxing, then Allow Notification should be disabled.

Admin ONCE Only


If this option is checked, the group administrator and alternate administrator are notified once only of users unviewed faxes.

User Notify Time


This setting specifies the length of time, in minutes, the server will attempt to notify a user of an unviewed fax before it will attempt to notify the user's group administrator.

Admin Notify Time


This setting specifies the length of time, in minutes, the server will notify a user's group administrator alternate group administrator of unviewed faxes.

Retry Settings
Count
This setting specifies the number of times (including the first attempt) an outgoing fax transmission will be attempted after it encounters a non-fatal error (i.e. a busy signal).

Interval
This setting specifies the minimum time delay (in minutes) before a failed fax transmission will be rescheduled.

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Note: RightFAX displays the code "ER" (error-retry) in the status column of FaxUtil when a fax transmission is unsuccessful. If the fax is still unsuccessful after the specified number of retries, then it will be saved in the senders fax mailbox with the status message: ED:Fax Number Busy, where the ED stands for Error, Transmission Dropped. In this case, the user can force RightFAX to try sending the fax one more time by highlighting the fax in the window and selecting Kick from the File menu. You may kick a fax as many times as you like. Alternately, the user can send the fax again as if it were newly created by executing the Forward to Fax Machine command. This will create a new fax record for the same fax.

Advanced Tab

Database Settings
The RightFAX Database stores information about RightFAX system objects (such as users, groups, and printers) and details about each fax in the system (such as time and date, number of pages, and destination). You should usually not need change these parameters, unless directed to do so by RightFAX Technical Support.

Event LogLevel
This parameter specifies the level of information logged in the Application EventLog, under the Service name RightFAX Database Module. A value of Terse will cause the RightFAX Database Module to record only critical errors, while the Verbose setting will record significant amounts of information which may help track down problems. Do not leave this value set to Verbose for any length of time, as the EventLog can fill quite quickly.

Information written to the Application EventLog is valuable in tracking down problems. If you have a problem which you can duplicate, you should set the LogLevel for all RightFAX server programs to Verbose, and then go through the steps to duplicate the problem. The data stored in the Application log may help you solve the problem yourself. If the answer is not obvious, the EventLog will help RightFAX Technical Support solve the problem.

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Maximum Threads
The RightFAX Database Module can respond to database requests from multiple clients and multiple protocols at the same time. The degree to which this can be accomplished depends on the number of database I/O threads devoted to servicing these client requests. Because each thread uses resources (file handles, CPU time and memory) you should never increase the number of threads to more than 10. If a database request occurs when all the threads are busy, that request will wait in line to be serviced, incurring a slight delay which should not be noticeable to the client. If a client has to wait too long for a response, it may time-out and return an error to the user.

Maximum File I/O Threads


The RightFAX Database Module can respond to file I/O requests from multiple clients and multiple protocols at the same time. The degree to which this can be accomplished depends on the number of file I/O threads devoted to servicing these client requests. Because each thread uses resources (file handles, CPU time and memory), you should never increase the number of threads so as to thoroughly deplete the machines resources. If a file I/O request occurs when all the threads are busy, that request will wait in line to be serviced, incurring a slight delay which should not be noticeable to the client. If a client has to wait too long for a response, it may time-out and return an error.

Maintenance Backup
Compress Files
If this option is checked, all files automatically backed up during RightFAX maintenance will be compressed to save storage space. For this compression to work, the \RIGHTFAX\DATABASE directory must located on an NTFS volume.

Scheduled Time
This field lets you set a time at which the server can do daily maintenance, for example, file backup, fax aging, purging, etc. The default is 2:00 a.m. If the server is frequently busy at 2:00 a.m., then adjust the setting to a more appropriate time. See Chapter 16 for more information on RightFAX maintenance.

Validating Billing Codes Settings


Validate from E-mail Gateways
If this option is checked, billing codes added to fax-bound e-mail messages will be validated by RightFAX. If the code(s) cannot be validated, the fax will not send and the user will receive notification that the fax did not send to invalid billing codes. If this option is not checked, billing codes may be added to fax-bound email messages, but will not be validated prior to sending.

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Use External Validation


If this option is checked, RightFAX will use of an auxiliary program to verify billing codes on outbound faxes. This gives the user the ability to validate faxes based on several different criteria, i.e. not just Billing Code #1 and Billing Code #2. To work, a program must be written with the RightFAX API to do the verification of billing codes.

Separate Validation
This setting lets you customize the way in which required billing codes are validated against the RightFAX database. Both Fields means that both billing code fields must contain valid codes. Field 1 or Field 2 means that either one of the fields must contain a valid code, but not necessarily both. Field 1 Only means that only field #1 must contain a valid code. Field 2 Only means that only field #2 must contain a valid code.

Channel Authorization Tab


These fields are used to increase/view the number of fax channels and optional modules for which your copy of RightFAX is licensed. It can also be used to reactivate a copy of RightFAX, when the usage timer has expired.

Bump
Bump codes are required to activate additional channel licenses and some optional modules, such as TeleConnect and Docs on Demand.

For faster service when calling Technical Support for a Bump Code, you should remain at the fax server, viewing this dialog and should have already clicked in the field where it says "Click here for BUMP info"

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You must call RightFAX Technical Support for your bump code. Please have your serial numbers for the fax server, channel upgrades, or optional modules available, as they will be requested by Technical Support personnel. You will enter the code given to you by RightFAX Technical Support here. Important! Please have the following information available when calling Tech Support: serial number of the RightFAX server; serial number of each additional channel purchased; name of the vendor from which the software was purchased (if applicable); 24-digit bump code. Please call while you are at the server with the above dialog on screen.

Custom Messages Tab

You can customize fax notification messages to replace the RightFAX default messages. The table on the following page shows the variable options you can use to customize your fax notification messages. To return these fields to their default setting, highlight the text within an entire field, press delete and then click OK. The next time you open the dialog, the default message will be displayed.

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Fax Status Message Sending fax Imaging Error

Variable Options ~1- recipient name ~2 - recipient fax number ~3 - user ID ~1 - user ID ~1 - user ID ~1 ~2 ~3 ~4 ~5 - user ID - recipient name - recipient fax number - billing code 1 - billing code 2

When Used Fax starts to send or is still sending after a few minutes. Unable to produce image. Bad form type specified on outgoing fax.

Bad form type

Ready for preview

Fax was held for preview and is now ready.

Bad phone fax number

~! - user ID ~1 ~2 ~3 ~4 ~5 ~1 ~2 ~3 ~4 ~5 - recipient name - recipient fax number - fax error code - number of retries - user ID - recipient name - recipient fax number - fax error code - number of retries - user ID

Phone number contains an invalid character.

Too many retries

Fax abandoned after specified number of retries.

Sending error

Unable to send fax.

Incomplete fax

~1- user ID ~1 - user ID ~2 - billing code 1 ~3 - billing code 2 ~1 - number of pages received ~2 - user ID ~3 - received remote ID ~1 - user ID ~1 - recipient name ~2 - recipient fax name

User did not provide all required fields. User did not provide a correct billing code.

Invalid billing code

New fax

New fax received. User has not viewed or printed fax yet. Fax transmission successful.

Viewed or printed fax Successful Send

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RightFAX Administrator's Guide

The Fax Server Internal Event Queue


The Fax Server Module queues and monitors each of its internal processes. The status of this Event Queue is measured as a percentage of queue resources that are occupied with Fax Server Module functions (such as sending and routing faxes). The Fax Server Event Queue measures of the fax traffic volume to server resources ratio. The higher your traffic volume, the higher this number will be. The Event Queue status is displayed in Enterprise Fax Manager when you open and select the RightFAX server. When the Fax Server Event Queue reaches 90%, the fax server will automatically suspend certain functions. At 90%, all new outbound and inbound faxes will be held (temporarily set aside) while the server processes its existing workload. Once the Event Queue falls to 75%, these held faxes will be immediately processed along with all new fax traffic. This internal workload regulation is all handled automatically by the Fax Server Module and cannot be overridden. If your fax server is consistently reaching the 90% capacity level, you should consider upgrading your fax server's system resources and/or fax channels.

Configuring the WorkServers


In this chapter:
RightFAX WorkServer Module Printer Configuration Xerox Configuration Kofax NetScan Configuration HP NetScan Configuration PeopleSoft Configuration OCR Configuration

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RightFAX Administrator's Guide

RightFAX WorkServer Module


The RightFAX WorkServer Module performs one or more functions on behalf of the RightFAX Server Module. It regularly asks the Database Module if there are jobs to be serviced. If there are, the WorkServer executes the tasks and notifies the Database when it has finished. Multiple WorkServers can be run on the fax server to handle processor-intensive tasks such as PCL5 conversions. Each WorkServer is configured separately through the RightFAX WorkServer Control Panel applet.

To configure the RightFAX WorkServer Module, select the RightFAX WorkServer applet in the Control Panel

A symbol appears next to configuration parameters that can be changed on-the-fly, without stopping and restarting the services.

Add/Delete WorkServer
The RightFAX WorkServer Module Service polls the RightFAX Database Module for requests for conversions, print jobs, form overlays, etc. The default installation of RightFAX installs three WorkServers locally. Two WorkServers are devoted to the most common services (except for network messaging) and one is devoted solely to network messaging and deleting image files. This default setup is optimal for most configurations. Changing this default may by necessary for some configurations. For example, if the server will only be used for broadcasting, WorkServer3 can be configured to do PCL5 conversions, as network notifications will not be necessary. Common reasons for adding more WorkServers: If running OCR, either for routing or conversion purposes, you may want to have a separate WorkServer dedicated to performing these services.

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If the majority of your conversions are POSTSCRIPT, it is recommended that you dedicate at least one RightFAX WorkServer Module for this operation. If you do a great deal of fax printing, it is recommended that you have at least one RightFAX WorkServer Module Services to solely execute this operation.

Remote WorkServer Service


This option tells RightFAX that this WorkServer Service will be executing on another NT machine on the network for additional processing power. This can be set for each WorkServer. If you check this box, then the Service will not be automatically started by the RightFAX Server Module Service.

Use PCL Converters for Text Files


Check this option to use RightFAX's PCL conversion engine when converting PCL files and ASCII text files to fax format. This conversion engine usually produces more accurate fax images of PCL and ASCII text files than RightFAX's native document conversion engines. If you notice that PCL and/or ASCII text files are not converting to fax format as accurately as you expect, uncheck this option to return to using RightFAX's native document conversion engines.

Services
To specify which Services the RightFAX WorkServer Module Service should perform, use the following keywords: Keyword ARCHIVE COVERSHEETS CVL Service Archiving of sent faxes Creating cover sheets Handles faxes with multiple LIBDOC or LIBDOC2 codes and faxes with ADDDOC codes Routing of received faxes to network directories Overlaying faxes with forms PCL5 to fax conversion PostScript to fax conversion (requires optional PostScript engine) Servicing fax printing requests for both ondemand and automatic fax printing Deletion of fax image files Routing of received faxes to another RightFAX server Optical Character Recognition (requires optional OCR module)

FILEROUTE OVERLAY PCL5 POSTSCRIPT PRINT

NETWORK MESSAGING Servicing network broadcast notifications DELETE IMAGE FILES INTERCONNECT OCR

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RightFAX Administrator's Guide

Note: If you want to run multiple RightFAX WorkServer Module Services to handle different tasks, use the Add WorkServer button in the RightFAX WorkServer applet. Select the new RightFAX WorkServer Module Service, and choose the desired Services.

Event LogLevel
Information written to the Application EventLog is valuable in tracking down problems. If you have a problem which you can duplicate, you should set the LogLevel for all RightFAX server programs to Verbose, and then go through the steps to duplicate the problem. The data stored in the Application log may help you solve the problem yourself. If the answer is not obvious, the EventLog will help RightFAX Technical Support solve the problem.

This parameter specifies the level of information logged in the Application EventLog, under the Service name RightFAX WorkServer Module. A value of Terse will cause the RightFAX WorkServer Module to record only critical errors, while the Verbose setting will record significant amounts of information which may help track down problems.

Frequency
This indicates how often the WorkServer Module should query RightFAX Database Module for any new requests. This value is specified in seconds. If you only have one RightFAX WorkServer Module, 5 or 10 seconds is appropriate. If you have multiple RightFAX WorkServer Modules, then a larger frequency (such as 15) prevents request storms from burdening RightFAX Database Module (you dont want RightFAX WorkServer Modules to keep RightFAX Database Module so busy that clients cannot get serviced in a timely manner).

Billing Code Import Interval


The Billing Code Import Interval, in minutes, is the interval at which RightFAX WorkServer Module Service should check for a new billing code delta file. A value of 15 is a reasonable value for the interval billing code delta file. At every interval, RightFAX WorkServer Module Service checks for the file, CODECHG.CSV, in its own directory. If the file exists, RightFAX WorkServer Module Service proceeds to import the adds, changes, and deletions named in the file. See the RightFAX User's Guide for more information on creating billing code import files.

Telephony Server Routing


Enable Telephony Server Routing
RightFAX integrates with AVTs CallXpress Voice Response Systems. If you have purchased this system and wish to integrate the two products, check this box on. Please refer to AVTs special RightFAX integration documentation for customization information.

Server
Specify the name of the CallXpress server on your network with which you wish to integrate RightFAX.

Protocol
Select the protocol with which you wish to communicate between the RightFAX and CallXpress servers.

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Interconnect Retry Settings


(Requires RightFAX Enterprise) RightFAX Interconnect allows faxes received on one RightFAX Enterprise server to be automatically routed through the network to a fax box of the same name on a different RightFAX Enterprise server.

Count
The Count option specifies the number of times routing a received fax will be retried when it encounters a non-fatal error (e.g. a busy signal).

Interval
The Interval option gives the minimum time delay (in minutes) before a failed fax routing event will be rescheduled.

Optimize Faxing
Short Covers
If this parameter is checked ON, then the fax cover sheet will be only as long as the text requires. Sending short cover sheets can reduce transmission times. This may produce a partial page on some fax machines. If this parameter is unchecked, then cover sheets will be padded to fill out the entire page.

Short Bodies
If this parameter is checked ON, then the fax body pages will only be as long as the text requires. Otherwise, the fax body pages will be padded out to the page size as set by the PCL-5 control codes and the PCL-5 configuration. Sending short pages can reduce transmission times.

Archive Settings
Format
When archiving faxes to disk, files are normally stored in a multi-paged TIFF-G3 format with Group III data compression. If a sent fax has a cover sheet, it will be archived as well. The Format option allows the default format of TIFF-G3 to be changed to PCX or DCX.

History
This parameter automatically archives the transmission history of the sent fax using the above archive path and format. RightFAX creates a file with the same format as Path and the extension .TRX; i.e. 21494.trx for a fax sent on 2/14/94.

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RightFAX Administrator's Guide

Path
Specify the Path in UNC format.

By including this option, sent faxes will be archived to a specific path on the hard drive of the fax server or an any network drive. RightFAX WorkServer Module will create the path if it doesnt already exist. Further, the Path can be composed of macros that will be replaced. A list of the possible macros follows: ~1= Date in the format YYYYMMDD ~2= Day of the week (SUN, MON, TUE, WED, THU, FRI, SAT) ~3= Month (JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC) ~4= Year (YYYY) ~5= Day of the month (DD) ~6= Month as decimal (01, 02 ... 12) ~7= User ID (truncated to 11 characters, i.e. 8.3 FAT format) ~8= Week of year (00..51) ~9= Bill Code #1 (truncated to 11 characters, i.e. 8.3 FAT format) ~0= Bill Code #2 (truncated to 11 characters, i.e. 8.3 FAT format) ~A= Remote ID (Left to Right in 8.3 FAT format) ~B= Remote ID (Right to Left in 8.3 FAT format) The file name is a unique name assigned by the fax server and cannot be changed. The total path length, after macro replacement, cannot exceed 128 characters. Each user account has an Archive Sent Faxes flag which needs to be enabled using Enterprise Fax Manager in order for this feature to take effect.

F.Index
If present, all fax image-saving from Archive operations will be logged in the file. Output will be standard comma -separated values (CSV) format. If a third-party application will be accessing the index file, it should open the file in shared mode, denying write access, though it should not keep the file open for more than 10 to 20 seconds. A better method is to rename the index file and then access the file by the new name, avoiding concurrent access. The file is comma-delimited ASCII with the following fields:

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Field Owner_ID To_FaxNum To_ContactNum To_Name To_Company To_CityState From_Name From_PhoneNum Billinfo1 Billinfo2 FaxDIDNum OperatorNum RemoteID GeneralFaxNum Send_Time Fax_Status Fax_Termstat NumPages FineMode Received FaxDate FaxTime Archived_Name NewLine

Type String String String String String String String String String String String String String String Integer Integer Integer Integer Integer Integer String String String

Max Notes 21 31 31 59 59 59 59 31 15 15 31 31 21 31 Total time on fax board, in seconds

Includes optional cover sheet if any 0=normal 1=fine 0=sent 1=received 10 5 256 Date fax record last modified (mm/dd/yyyy) Time fax record last modified (hh:mm) File name under which the image was archived (CR-LF combination record separator)

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RightFAX Administrator's Guide

Single TIFF output file


This enables archiving and file routing of files in a one-file per page TIFF, as opposed to a multi-page TIFF.

EquiTrac Archive
If enabled, the RightFAX WorkServer Module will archive a record of all successfully sent faxes to a file called RIGHTFAX.TXT in the RightFAX WorkServer Modules directory. In the file, the following fields will be recorded, one fax per record/line: Field RightFAX User ID Phone Number Dialed BillInfo1 BillInfo2 Fax Transmission Duration Number of Pages in Fax Fax Error Code Fax Date Fax Time Maximum Length/Format 21 characters 31 characters 15 characters 15 characters HH:MM:SS ### Always 32, indicating success MM/DD/YY HH:MM

Each fax record/line is terminated with a carriage-return line-feed (CR-LF) combination. All the fields are separated with a comma character and no commas will appear in the field data, thus a bad field separator will not be accidentally placed into the file.

Always Delete After Archive


If this option is enabled, faxes which have been archived will be removed from the appropriate RightFAX users fax mailbox.

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Select Service Account


The RightFAX WorkServers and E-mail Gateway(s) require Service Account access. The Service Account was initially selected during setup. You can edit this option through the RightFAX WorkServer Control Panel applet by clicking on the Select Service Account button.

The Service Account is the user account the RightFAX E-mail Gateway(s) and WorkServer Services use to log in. If you will be storing or accessing files on a NetWare volume, you must make sure the Service account exists as an account within Novell. Also remember that passwords are case sensitive. Note: If you change the Service Account after installation, the fax server will be stopped automatically.

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RightFAX Administrator's Guide

Printer Configuration

Enable Time Strip


Check this option to add a line at the top of every fax printed to a network printer. The added line includes information about the time of arrival (for received faxes), elapsed transmission time, time printed, and the image file name. When you check this option, you must also specify in the Name field what information to print. You can customize this this line using the following macros: ~1= "Sent"/"Received" ~2= Last transmission/receive date (MM/DD/YYYY) ~3= Last transmission/receive time (HH:MM) ~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

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Xerox Configuration

Enable Xerox DCS Interface


Toggling this check box enables integration with a Xerox DCS machine.

Default address name on cover sheet


Because the Xerox DCS provides no way to input recipient names for a fax cover sheet, you should enter the generic information you wish to appear on the cover sheet of all faxes sent from the Xerox DCS.

Location of Xerox template files


Specify the UNC name where the Xerox DCS template files are located. You can list a maximum of 32 directories.

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RightFAX Administrator's Guide

Kofax NetScan Configuration


RightFAX integrates with Kofaxs NetScan product. For more information about configuring these two products to work together, please consult the NetScan documentation.

Enable NetScan Interface


Checking this field will enable integration between RightFAX and NetScan.

Location of NetScan directories


Specifies the UNC name which RightFAX monitors for NetScan images.

Location for Scan-to-Disk


NetScan allows you to scan much more than just fax images. If you choose to scan other images, they will be stored in this directory.

Automatically Update NetScan Users


To have NetScan user information automatically updated, check this field. NetScan users will be updated every six hours or every time the fax server is restarted. This update can be forced using the Synchronize External Systems option in Enterprise Fax Manager.

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HP NetScan Configuration
The HP ScanJet 5si is a network scan station that allows RightFAX users to scan documents and images into the RightFAX system without requiring the scanner to be attached directly to the client workstation.

Use the ScanJet's Configuration utility to specify the directory in which faxes should be placed and to set up user accounts. Then, in the RightFAX HP NetScan Configuration dialog, enter the location of the HPFSCAN directory on your network, using a UNC path. If the directory is located on the same machine as the RightFAX server, you must specify a local path instead. Do not include the HPFSCAN directory name itself, as the WorkServer will append that automatically to the path. Be sure that the Service Account (the user account with which the WorkServer logs into the NT server) has all rights to the HPFSCAN directory, whether it is located on an NT server or NetWare server. No status file is written back to the ScanJet, so the log view from the HP ScanJet Client software will not get feedback on fax status. The notification feature of the ScanJet software must be disabled (through the Fax Transmission Advanced Options). RightFAX assumes that the display names of the scanner user ID's match that of the RightFAX user ID's. If this is not the case, then all faxes will go through the Default RightFAX account. If the user ID's do match, then faxes sent by private users will go through the users RightFAX accounts.

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RightFAX Administrator's Guide

While the ScanJet allows a bill-back code to be entered for pre-programmed fax destinations, RightFAX supports more than one billing code. If an HP preprogrammed fax destination is used where the destination includes a bill-back code, the code will be entered in the RightFAX billing code #1 field. The HP ScanJet control panel does not allow billing codes to be entered for adhock fax destinations, so RightFAX has created an extended phone number format to support billing codes: phone*billinfo1*billinfo2 and phone*billinfo1 where phone is the fax number and billinfo1 and billinfo2 are possible billing codes. The asterisk is one of the few non-numeric keys on the LCD control panel, so it is used to separate the fax number from the billing codes. When configuring file format options, be sure to specify faxes as TIFF-G4 as it is the only format supported. In addition, note that the following ScanJet options are not used by RightFAX: ECM, Maximum Transmission Speed and Superfine Resolution.

PeopleSoft Configuration
PeopleSoft is an Enterprise Resource Planning (ERP) application that lets companies manage multiple resources from one integrated platform. RightFAX can be configured to poll PeopleSoft for outgoing faxes, overriding PeopleSoft's built-in ObjectFax server. This lets you seamlessly combine the benefits of RightFAX's automatic LCR and load balancing features with your PeopleSoft platform.

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Enable PeopleSoft Interface


Check this option if you run PeopleSoft and want to use your RightFAX server to manage outgoing faxes.

Location of PeopleSoft Directory


Enter the full directory path where PeopleSoft stores its outgoing fax jobs. This can be any directory on the local computer, or a UNC path to a different location on the network. The RightFAX WorkServer must have read and write access to this directory. Please refer to your PeopleSoft documentation for information on determining the PeopleSoft outgoing fax directory.

OCR Configuration
RightFAX gives you several options for specifying the layout of documents for the OCR engine to convert. As a general rule, the more accurately you specify the layout of a document to OCR, the more accurate the conversion to text will be. Conversely, any documents that do not conform to the specifics you enter may not convert as accurately as if no specifics were given. If you receive and OCR only one type of document most frequently, it may be a good idea to specify that document's layout here. However, if you receive and OCR many varied types of documents, it may be a good idea to disable these options. Some experimentation may be necessary to determine what combination of options provide your organization with the best overall OCR conversions.

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Enable Spell Checking


If this option is checked, RightFAX's OCR engine will compare converted text to a built-in spell checker in an attempt to improve accuracy of converted text. Words that are not found by the spell checker are automatically converted to the word that most closely matches.

Languages Recognition
Select the language of incoming faxes. Select Windows Locale to use the default Windows language setting.

Enable Reading Zone Options


Check this option to specify how the fax images to OCR are expected to look. You may select any or all of the listed options: Single Line Only - Select this option if the expected fax image will consist of one line of text only. Dot Matrix or Monospaced - Select this option is the expected fax image will consist of dot matrix characters and/or contain monospaced lines. Numbers Only - Select this option if the expected fax image will contain numbers but no text.

Enable Analysis Options


Check this option to specify the column layout of the fax images to OCR. You may select any or all of the listed options: Force 1 Column - Select this option if the expected fax image will consist of one column of text only. Columns Detection - Select this option is the expected fax image will consist of text formatted into multiple columns. Automatic - Select this option if the expected fax image will contain one or more columns of text.

Enable Correction Options


Check this option to automatically detect and correct text orientation problems prior to converting the image to text. You may select any or all of the listed options: Auto Invert - Select this option if some or all of the expected fax image will be displayed as light characters on a dark background. Auto Deskew - Select this option to automatically detect and correct when the fax image has been pulled skewed through a fax machine. Auto Flip - Select this option to automatically detect and correct when the fax image has been transmitted either sideways or upside down.

Configuring the BoardServer


In this chapter:
RightFAX BoardServer Module Auto Billing Code Settings Advanced Settings Global Board Settings Brooktrout Board Configuration Brooktrout Channel Configuration Detect GammaLink Board GammaLink Board Configuration GammaLink Channel Configuration Running Multiple BoardServers on Remote Machines

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RightFAX BoardServer Module


The RightFAX BoardServer Module is the interpreter between the fax board drivers and the RightFAX Server Module. 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. To configure the RightFAX BoardServer Module, run the BoardServer applet from the Control Panel.

To configure the RightFAX BoardServer Module, select the RightFAX BoardServer applet in the Control Panel

Auto Billing Code Settings

A symbol appears next to configuration parameters that can be changed on-the-fly, without stopping and restarting the services.

This feature lets you configure RightFAX to automatically determine and dial the correct phone code for domestic or international calls based on the user ID of the sender.

Enable User Specific Phone Codes


Check this option to enable the Automatic Billing Codes feature.

Adding, Editing and Deleting Auto Billing Code Entries


Click the Add button to add a new entry. This opens a dialog asking you to enter a RightFAX User ID, and that user's domestic and international billing codes.

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To edit an entry, highlight the entry to edit and click on the Edit button. To delete an entry, highlight the entry and click on the Delete button.

Configuring RightFAX to Distinguish International and Domestic Long Distance Calls


In order for RightFAX to automatically add a billing code to a domestic long distance or international phone call, you must add dialing rules that indicate when to dial the codes. When creating dialing rules, the character "F" added to the dial string will be automatically replaced with the user's Domestic billing code. The character "G" added to the dial string will be automatically replaced with the user's International billing code. For example, for international calls, you might create a dialing rule like this: Pattern 011+ Append wGii

which means that if the first three digits of the outgoing fax number are 011 (the international dialing prefix), then wait for a dial tone (w), look up the user's international billing code and dial it (G), then wait 10 seconds before dialing the number (ii). For more information on creating dialing rules, see Chapter 13.

Advanced Settings
Docs on Demand and TeleConnect
If you purchased the Docs on Demand and/or TeleConnect optional modules, refer to the RightFAX Optional Modules Guide for installation and configuration instructions.

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Global Board Settings

CD Timeout
This parameter specifies the length of time, in seconds, to wait for a fax answer tone (CED tone) from a remote fax machine. This parameter also controls the amount of time the board plays a CNG (calling) tone. Changing this parameter may not have an affect in certain countries.

Event LogLevel
Specify the level of information to be logged in the Application EventLog, under the Service name RightFAX BoardServer Module. A value of Terse will cause the RightFAX BoardServer Module to record only critical errors, while the Verbose setting will record significant amounts of information which may help track down problems.

ANI Pattern Match


RightFAX collects information about the dialing partys phone number for display in FaxUtil and for CSID routing (if used). However, some organizations receive additional information (ANI, DNIS, etc.) along with the dialed partys phone number. This field lets you specify the pattern of the extra data so that it can be removed by RightFAX prior to display or routing.

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The ANI matching pattern is defined using the following key: * - matches one or more star characters in the source string # - matches one or more pound characters in the source string X - matches one or more digits belonging to the ANI number Y - matches one or more digits belonging to the DNIS number Z - matches one or more digits which are discarded A maximum character match can be added to any of the above. (For example, x2*y will match xx***...yyy...) 0-9 & A-D - valid phone digits (literal digits) (separate literal digits from max-modifiers with a space) Examples: 1x10*y x2z*y2 2 matches 1xxxxxxxxxx***...yyy... matches xxzzz...***...yy2

Audit Settings
If you check Allow Auditing, the RightFAX BoardServer Module Service will record a log of each incoming or outgoing fax. When logging to a network printer, each job needs to be closed before the next one can be opened. To do this, enable Close file between each page. For each record, there are three Levels of detail: 1 prints a single line summary of the call; 2 prints a detailed description; and 3 outputs a CSV (Comma Separated Values) file. You can specify where the audit data should be printed in the Path field. If you want output to the printer, simply enter the printer port. Otherwise, enter the name of a disk file. This file will be created if it does not exist and new data will always be appended. You can specify an InitialString which will be output to the audit file at the beginning of every page. This string might specify some codes to choose a certain font or character set for the log data. To put control codes into this string, you can use the following notations: \x## (i.e. \x1b ) \### (i.e. \027 ) ^X (i.e. ^[ ) for a hexadecimal character value for a decimal character value for a ASCII representation of a control character

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Audit Log Format

Field 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Name Sent/Received Flag (S or R) Transaction Date Stamp Transaction Time Stamp Channel (0-32) Elapsed Time in Seconds SENT: Phone Number Dialed RECEIVED: Routing Code (DID or DTMF) Remote Fax Machine ID Result in English Page Record SENT: To_ContactNum RECEIVED: n/a SENT: To_Name RECEIVED: n/a SENT: To_Company RECEIVED: n/a SENT: User ID of Sender RECEIVED: n/a SENT: Billing Code 1 RECEIVED: n/a SENT: Billing Code 2 RECEIVED: n/a

Type String MM/DD/YYYY HH:MM Numeric Numeric String String String String String String String String String String

Max Length 1 10 5 2 5 31 49 59 79 31 59 59 21 15 15

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TTI Line Settings


Allow TTI Line
The TTI Line is an informational line that can be added to the top of every page of a fax which contains the Fax ID of the sending machine, the date and time of the transmission, and a page number and count. Fax machines normally add this line, but RightFAX can be instructed to not add the line. We recommend that you check this box, because it gives the receiver a total page count and allows the receiver to put the pages into proper order. Note that the format of the date in TTI lines is a function of the international or regional settings of Windows NT as installed on the fax server.

Some countries require a TTI line, so remove it at your own risk.

Quick-Headers Format
Example: Please Deliver To: ~2 at ~5 Macros can be specified which expand into information specific to the fax being sent. The following macros may be used: ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 To-Name field (59 characters max) Shortened To-Name (23 characters max) To-Contact Number field (31 characters max) To-Company field (59 characters max) Shortened To-Company field (23 characters max) BillInfo1 field (15 characters max) BillInfo2 field (15 characters max) Unique ID (15 characters max)

Controlling TTI Line Placement


The registry parameter, HeaderInsertMode, controls the placement of TTI lines on outbound fax pages. The mode may be set to Insert (3) where the TTI line is added to the top of the page (this lengthens the page) or Replace (2) where the TTI line replaces the top scan-lines of the fax page (does not lengthen page). The default, if no parameter is found, is Replace mode. This functionality is available for both Brooktrout and GammaLink fax boards. Edit the Registry parameter: HKEY_LOCAL_MACHINE\SOFTWARE\RIGHTFAX\BOARDSERVER\ HEADERINSERTMODE

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Dialing Settings
Prefix/Postfix
Using these fields, specify a universal prefix or postfix to add to every fax sent from this server. Prefixes and postfixes can be used in conjunction with prepend and append features in the dialing plan. They are added only if the fax is sent through the local hardware, i.e., if a fax is sent through another server because of Least Cost Routing (LCR), then they are not added. In this case, the prefix and postfix of the server that eventually sends the fax will be used. Valid dialing characters are:

"W" is the default prefix, if none is supplied.

Character 0 through 9 , (comma) I W P T

Description Phone numbers and access numbers 1-second pause 5-second pause Wait up to 15 seconds for a dial tone Pulse dialing tone Tone dialing mode (default) This character is replaced in the dial string by the user's domestic long distance Auto Billing Code This character is replaced in the dial string by the user's international long distance Auto Billing Code Hook-flash signal Generates tone as would '*' button on touch-tone phone Generates tone as would '#' button on touch-tone phone Causes all following digits to be hidden on fax cover sheet Causes dialing prefix to NOT be prepended Causes dialing postfix to NOT be appended

Dialing characters are not case sensitive

G ! * # @ { }

Call Grouping
Allow Grouping (Brooktrout only)
When RightFAX sends a fax, it submits the fax to the RightFAX BoardServer Modules call queue. The RightFAX BoardServer Module Service will place the call, transmit the fax, and if call grouping is enabled, will check the call queue for another fax going to the same number. If it sees that another fax is scheduled to go to that same number, it keeps the line open and transmits the second fax. This saves you the time and money to dial the number and connect the line a second time.

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Where multiple calls to the same number are disallowed, Look-Ahead is employed so one channel will know that another channel is already sending to a particular phone number. This feature is useful because a multi-channel server will not attempt to dial a single phone number multiple times because there may only be a single fax machine on that phone number.

Maximum Grouping (Brooktrout only)


In conjunction with Allow Grouping, this lets you set the maximum number of pages that RightFAX will send to one phone number before hanging up and sending another set of faxes. Choose a number between 1 and 256. The default value is 50.

Other Options
T.434 BFT Reception Enabled
This enables the reception of data files, i.e. executables or files in their native format, using the T.434 Binary File protocol. This also allows viruses and other unchecked programs to enter the fax server and the network.

T.434 BFT Send Enabled


This enables the sending of data files, i.e. executables or files in their native format, using the T.434 BFT protocol.

Secure RPC Enabled


This feature enables data encryption between multiple RightFAX BoardServer modules or between a RightFAX BoardServer and the FaxStat program. You should enable this feature in FaxStat to view the status of the BoardServer. If Secure RPC is enabled, then any BoardServer service on any other RightFAX server communicating with this server must be started using a valid ID account/ password, rather than a local system account.

Beeping
If Beeping is checked, the machine where the fax boards are installed will beep whenever a call is placed or received. With a large volume of calls, this may be an annoyance. The setting has absolutely no bearing on faxing operations.

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Brooktrout Board Configuration

To add a Brooktrout board to your list of installed fax boards, click the Add Brooktrout Board button, or rightclick in the board/ channel list on the left and select Add Board. Select your board from the list of supported Brooktrout boards that appears

Base I/O Address


This value must match the physical I/O address set on the fax board. A complete listing of addresses can be found in the manuals that come with the fax boards.

Interrupt
The Interrupt is the same for all fax boards in the machine. You can use Interrupts 2-7 and 10-15 but make sure it does not conflict with other hardware in the system.

Board Model
Set this field to match the type of fax board installed, which may or may not be the country in which you reside.

Disable Loop Current Detection


Loop current detection is a fax transmission error correction feature available on Brooktrout fax boards. Check this option to disable loop current detection if it is causing too many of your fax transmissions to fail. This feature is not available for GammaLink fax boards.

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Set Fax ID for All Channels


Each fax channel has a Fax ID which is transmitted to remote fax machines. Whenever someone receives one of your faxes, they will see this ID on their fax machine. Usually, this is a company name or the general fax phone number. When this option is checked and a Fax ID entered, the Fax ID will be used for all this board's fax channels, saving you the time of entering a Fax ID for each channel separately.

Set Capability for All Channels


Each fax channel can have its Capability set to answer-only (Answer), send-only (Dial), or both send and receive (Both). When this option is checked and a Capability selected, the Capability will be used for all this board's fax channels, saving you the time of entering a Capability setting for each channel separately.

DID Settings
Number of Digits to Collect
For direct inward dial (DID) capable fax boards, specify the number of incoming call digits being sent to you by the phone company. This value is fixed and maintained by your phone company when your DID service is installed. If you are not sure what setting to use, contact your phone company for more information.

Number of Digits for Routing


For direct inward dial (DID) capable fax boards, specify the number of digits to use for DID routing. This is the number of digits in each RightFAX users DID routing Code. This value may be equal to, but not greater than, the Number of Digits to Collect setting.

DID Service Type


For direct inward dial (DID) and T1 capable fax boards, specify the type of DID service (WINK or IMMEDIATE). This setting is determined by your phone company when your DID service is installed. If you are not sure what setting to use, contact your phone company for more information.

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Brooktrout Channel Configuration


This section will explain the settings configurable for the Channel Configuration section of the RightFAX BoardServer applet in the control panel.

Activate Channel
Occasionally it may be necessary to configure a channel but not activate it (e.g. not yet ready to send faxes, testing, etc.). By default, this field is checked on, enabling the fax channel. Checking this field off will disable the channel.

Enable ECM
This parameter specifies whether you wish to use CCITT Error Correction Mode faxing. Error correction can improve fax quality on a noisy phone line, but can also increase the time it takes to send the fax.

Fax ID
The Fax ID is the ID transmitted to a remote fax machine. Whenever someone sends or receives a fax to or from the fax server, they will see this ID on their fax machine. Usually, this is a company name or the general fax phone number.

Capability
You can specify whether each channel will be Answer-Only (Answer), Send-Only (Dial), or Both Send and Receive (Both). Any analog DID (Direct Inward Dial) channel must be specified as Answer-Only (Answer) due to the nature of analog DID phone circuits.

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Max Pages this Channel may Send


This sets the maximum number of pages per fax that can be sent by this channel, from 0 to 999 (1-1000 pages per fax). This setting allows channels to be "reserved" for smaller size faxes only.

Channel Extension
This is the number assigned as the routing code to all incoming faxes on this particular channel, if no routing code is assigned to the fax. Since DID, T1 with DNIS, and ISDN telephone lines require routing codes, this setting only applies to loop-start lines and T1 lines without DNIS. If DTMF routing is enabled on the line and the caller does not enter a routing code, then this setting will be used.

Timed Ability
This feature allows you to automatically adjust the capabilities of a fax channel during different times throughout the day. For example, you can set a channel to only answer calls during business hours, then switch it to dial AND answer after hours so it can be used to send a faxes during a broadcast. This function will always assume a start time of 0000 hours (midnight), so this will always be the start time of the first period. You must also always specify the end time of the last period as 2359.

DTMF Inbound Routing Settings


Enable DTMF Inbound Routing
DTMF routing is a method for routing faxes directly to an individual based on the routing code entered by the caller.

Initial Tone/Initial Speech


When DTMF routing is enabled, RightFAX can prompt callers to enter the routing code for the fax with a tone and/or voice prompt. For a tone prompt, specify both the tone to be played and the duration of the tone in seconds. For example, to play the A tone for 1 second, enter A and 1 as the tone parameter. You can use digits 1 through 9, A, B, C, D, *, and #. For a voice prompt, specify the voice to be played. Contact RightFAX for information about recording prompts other than the default prompt (PROMPT.IPK) supplied with the system.
Requires voice license

Failure
This enables a voice prompt to be played if the caller does not enter DTMF digits or does not enter enough DTMF digits for the fax. The default prompt is (BADDIGIT.IPK) supplied with the system.

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Confirmation
This enables a voice prompt to be played when the caller has successfully entered the DTMF digits for the fax. The default prompt (GOTDIGIT.IPK) is supplied with the system.

Terminator/No Terminator
This specifies a key which the caller can enter to complete the fax call when using DTMF. This is usually implemented when the MinDigits and MaxDigits are not set to the same value. The caller then must tell RightFAX when they have finished entering DTMF digits, since the routing code is a variable number of digits.

MinDigits/MaxDigits/ToneWait
When DTMF routing is enabled, you can set several options to control the routing codes accepted. First, specify the number of digits accepted as a code with the MinDigits and MaxDigits parameters. The first parameter specifies the minimum number of digits the caller must enter and the second, the maximum number of digits. Second, specify the total amount of time in seconds, ToneWait, to wait after the prompt is played for the caller to enter a routing code. For example, the value 10 gives callers 10 seconds to enter a routing code. If you dont use a fixed number of digits, then the caller must end the entry with # or *. Finally, specify which routing code, BadDigits, should be used if a caller doesnt enter a routing code before the time expires.

Detect GammaLink Board


If you have one or more GammaLink fax boards installed in your machine, RightFAX will detect the board(s) and their channel types. RightFAX then automatically sets your fax channel information. If RightFAX detects one or more digital fax boards, you must specify whether your phone lines are analog or digital.

Analog Phone Lines Installed


Select this option if analog or ISDN phone lines are connected to the fax server.

Digital Phone Lines Installed


Select this option if digital phone lines are connected to the fax server.

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GammaLink Board Configuration

Base I/O Address


This value must match the physical I/O address set on the fax board. A complete listing of addresses can be found in the manuals that come with the fax boards.

Board Model
Set this field to match the type of fax board installed, which may or may not be the country in which you reside.

Terminal EndPoint Identifier


Point-to-Point
A Point-to-Point configuration is used when there is only one BRI device on the line. All incoming calls will be answered by the BRI board and the inbound digits will be collected (similar to DID but without requiring a range of numbers from the CO). This configuration is the common connection type for PBXs and is used at almost 95% of installations. Check with your phone company on the type of BRI line you have installed. Although the CPi/200-BRI board supports both PTP and PTMP, the CPi/200-BRI board cannot be used on a shared BRI line.

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Point-to-Multipoint
The Point-to-Multipoint configuration is used when multiple devices will share the same line. This configuration can support up to 8 devices on the same BRI line. This configuration used only at about 5% of installations. Check with your phone company on the type of BRI line you have installed. Although the CPi/200-BRI board supports both PTP and PTMP, the CPi/200-BRI board cannot be used on a shared BRI line.

Digit Collection
Digit Type/Line Type
Set the Digit Type to touch-tone or pulse. If the digits are being pulsed down, specify Loop Pulse or Ground Pulse. Line Type for GammaLink boards is always set to Wink.

Set Fax ID for all Channels


Checking this field will automatically copy the Fax ID description to all channels on this particular board.

GammaLink Channel Configuration


This section will explain the settings configurable for the Channel Configuration section of the RightFAX BoardServer applet in the control panel.

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Activate Channel
Occasionally it may be necessary to configure a channel but not activate it (e.g. not yet ready to send faxes, testing, etc.). By default, this field is checked on, enabling the fax channel. Checking this field off will disable the channel.

Enable ECM
This parameter specifies whether you wish to use CCITT Error Correction Mode faxing. Error correction can improve fax quality on a noisy phone line, but can also increase the time it takes to send the fax.

BRI Digits to Filter


Set this value to the number digits you wish to filter or remove from the incoming ISDN phone number. In most cases, the incoming number will be the full phone number (country code + area code + number). For the purpose of inbound routing, only the last several digits are useful.
This parameter is only used with GammaLink ISDN-BRI fax boards.

Fax ID
The Fax ID is the ID transmitted to a remote fax machine. Whenever someone sends or receives a fax to or from the fax server, they will see this ID on their fax machine. Usually, this is a company name or the general fax phone number.

Capability
You can specify whether each channel will be Answer-Only (Answer), Send-Only (Dial), or Both Send and Receive (Both). Any analog DID (Direct Inward Dial) channel must be specified as Answer-Only (Answer) due to the nature of analog DID phone circuits.

Max Pages this Channel may Send


This sets the maximum number of pages per fax that can be sent by this channel, from 0 to 999 (1-1000 pages per fax). This setting allows channels to be "reserved" for smaller size faxes only.

Channel Extension
This is the number assigned as the routing code to all incoming faxes on this particular channel, if no routing code is assigned to the fax. Since DID, T1 with DNIS, and ISDN telephone lines require routing codes, this setting only applies to loop-start lines and T1 lines without DNIS. If DTMF routing is enabled on the line and the caller does not enter a routing code, then this setting will be used.

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Timed Ability
This feature allows you to automatically adjust the capabilities of a fax channel during different times throughout the day. For example, you can set a channel to only answer calls during business hours, then switch it to dial AND answer after hours so it can be used to send a faxes during a broadcast. This function will always assume a start time of 0000 hours (midnight), so this will always be the start time of the first period. You must also always specify the end time of the last period as 2359.

GammaLink Inbound Routing Settings


Enable Digit Collection
Checking this parameter enables the GammaLink board to collect digits on an incoming call, regardless of the type of signaling (DTMF, DID, digital). You should not check this field if no routing digits are being passed.

Initial Tone
When DTMF routing is enabled, RightFAX can prompt callers to enter the routing code for the fax with a tone prompt. For a tone prompt, specify both the tone to be played and the duration of the tone in seconds. For example, to play the A tone for 1 second, enter A and 1 as the tone parameter. You can use digits 1 through 9, A, B, C, D, *, and #.

Terminator/No Terminator
This specifies a key which the caller can enter to complete the fax call when using DTMF. This is usually implemented when the MinDigits and MaxDigits are not set to the same value. The caller then must tell RightFAX when they have finished entering DTMF digits, since the routing code is a variable number of digits.

MaxDigits/ToneWait
When DTMF routing is enabled, you can set several options to control the routing codes accepted. First, specify the number of digits accepted as a code with the MaxDigits parameters. This parameter specifies the number of digits the caller must enter. Second, specify the total amount of time, ToneWait, in seconds to wait after the prompt is played for the caller to enter a routing code. For example, the value 10 would give callers 10 seconds to enter a routing code. If you dont use a fixed number of digits, then the caller must end the entry with # or *. Finally, specify which routing code, BadDigits, should be used if a caller doesnt enter a routing code before the time expires.

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Running Multiple BoardServers on Remote Machines


RightFAX lets you install and run multiple BoardServers simultaneously on the local and/or remote machines. This lets RightFAX distribute its workload across several machines and provides expanded channel capacity and system redundancy. When RightFAX is configured to run one or more BoardServers remotely, the workload of faxing is divided between multiple machines. The RightFAX server itself can remain dedicated to database management and WorkServer operations, while the remote BoardServer machine(s) handle all the work relating to sending and receiving faxes. Because your fax boards can be distributed between several machines, your ability to expand your system's fax channel capacity is virtually unlimited. Also, running remote BoardServers allow for system redundancy. If a hardware or phone line failure occurs, fax traffic can be automatically rerouted to other available BoardServers quickly and with no interruption of service. In addition, remote BoardServers let you make the most out of redundant hardware in clustered server configurations. For example:

The ability to install multiple BoardServers is available in RightFAX Enterprise and Enterprise Suite servers only

Cluster CPU #1

Shared RAID

Cluster CPU #2

BoardServer 1 1-48 ports T1

BoardServer 2 1-48 ports T1

Installing Remote BoardServers


Follow these steps to install the RightFAX BoardServer service remotely: 1. On the RightFAX server, create a shared resource named "RightFAX" which points to the \RIGHTFAX directory.

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2.

In the machine where you will install the remote BoardServer, install the analog or digital fax board(s) that the BoardServer will control. This must be a Windows NT machine, and must conform to the same minimum specifications and a RightFAX server. Insert the RightFAX CD. Run the RightFAX Setup program by selecting Run from the Start menu and type: D:\SETUP (where D is the drive letter of your CD-ROM).

3.

4.

Enter your name, company name, and your product serial number when prompted. Your product serial number is stamped on the inside of the front cover of your Customer Support Guide (included in your RightFAX product box). When prompted to select an installation option, choose New Install. Click Next. A screen will ask you to select the components to install. Make sure that the only option checked is Remote BoardServer. Click Next. Select the manufacturer, and specifications of the installed fax board(s). This step configures one or more of a single type of fax board. If you have more than one type of fax board installed (i.e., Brooktrout and GammaLink, or PCI and ISA bus), you must configure the remaining boards after this installation using the BoardServer Control Panel applet. When you confirm that you have entered all the setup information correctly, the Setup program will install the necessary files and start the Remote BoardServer Configuration Wizard. Click Next to start the Wizard.

5. 6. 7.

8.

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9.

On the Configure a Fax Server dialog, click the Add Server button. This opens the Select Server dialog:

10. Type the name of your RightFAX server's domain in the Domain field then click the Load button. This lists all servers on the domain. Select your RightFAX server and click OK. You can make this BoardServer available to multiple RightFAX servers by repeating this step for each server. 11. Click through the remaining message screens. When the installation is complete, reboot the computer. 12. When all remote BoardServers have been installed, you must stop and restart the Fax Server service on the RightFAX server the remote BoardServers point to.

Running Remote BoardServers


The RightFAX server makes no distinction between remote and local fax channels, and no additional configuration is necessary. Because they are not located on your RightFAX server, remote BoardServers cannot prevent you from exceeding your RightFAX channel license. You must manage the number of activated channels across all the BoardServers and be sure you do not try to activate more channels than your organization has licensed. The FaxServer service will automatically shut down if the total number of channels on all BoardServers exceeds your bumped license.

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RightFAX Client Installation


In this chapter:
Setting up Client Workstations Automated Installation Manual Installation Alternate Print Methods for Other Clients

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Setting up Client Workstations


Install PCL5 Print Drivers
Before you install RightFAX on Windows 3.x, Windows for Workgroups, Windows NT, or Windows 95 workstations, make sure that a PCL5 printer driver (LaserJet III or LaserJet 4) is installed on the machine. These drivers are shipped with the operating system software and can be installed by creating a new printer through the Printer Control Panel applet. You do not need to connect to a real printer, merely install the driver.

Manual Installation
Windows and Win-OS/2 Workstations
1. After installing a PCL5 printer driver, go to the Windows File Manager, choose Connect Network Drive from the Disk menu and connect to the RightFAX fax server share name. Click on the new drive connection that was just established. Using the mouse, open the \CLIENT\WINDOWS directory and doubleclick on the SETUP.EXE to install the RightFAX client workstation components. The Setup Wizard will guide you through the steps. Choose between a LAN and local setup. Select the components to be installed: FaxUtil, Enterprise Fax Manager, and/or the PowerBar. You must install the PowerBar in order to print to the FaxUtil from other applications unless you have captured a print queue. When the installation is complete, you may see a Fax Server Options dialog. This would happen only if the RightFAX fax server could not be found, went down, or was not started. If this occurs, simply highlight the name of the fax server, leave the protocol field set to automatic selection, and enter your user ID if you don't want to use your network login ID. If the automatic selection of protocols is not working, you may try another protocol type. FaxUtil or Enterprise Fax Manager may then be started from the RightFAX group location.

2. 3.

4. 5.

6.

7.

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Windows 95 Workstations
1. After installing a PCL5 printer driver, choose Run from the Taskbar Start menu and enter: \\SERVERNAME\RIGHTFAX\CLIENT\WIN95\SETUP where SERVERNAME is the name of the server where you installed RightFAX. 2. 3. Choose between a LAN and local setup. Select the components to be installed: Print Driver, FaxUtil, Enterprise Fax Manager, Fax Reporter and/or Outlook Fax Extensions (requires optional RightFAX E-mail Gateway). The Setup Wizard will install the RightFAX software, add a RightFAX print driver, the RightFAX tray icon and a new control panel applet, the RightFAX Client, to your system. If you selected to install Fax Reporter, it will be installed to the local directory \FAXRPT2. If you selected to install the Outlook Fax Extension, your Outlook interface will be automatically updated once you reopen Outlook.

4.

Configuration Restriction Parameter


If you do not want users to have access to the configuration options of RightFAX through the tray icon menu, you can specify the following parameter in the [FaxServer] section of the FAXSERVE.INI file located in the \WINDOWS directory on each WIN95 workstation: NoConfigs=1. If this parameter is present, the Configuration, ODBC Configuration and LDAP Configuration options will not be available. Users will still be able to launch the fax clients and switch between printer drivers.

Windows NT Workstations
1. After installing a PCL5 printer driver, choose Run the Start menu in the taskbar. Enter: \\SERVERNAME\RIGHTFAX\CLIENT\WINNT\SETUP where SERVERNAME is the name of the server on which RightFAX is installed. 2. 3. Choose between a LAN and local setup. Select the components to be installed: Print Driver, FaxUtil, Enterprise Fax Manager, Fax Reporter and/or Outlook Fax Extensions (requires optional RightFAX E-mail Gateway).

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4.

The Setup Wizard will install the RightFAX software, add a RightFAX print driver, the RightFAX tray icon and a new control panel applet, the RightFAX Client, to your system. If you selected to install Fax Reporter, it will be installed to the local directory \FAXRPT2. If you selected to install the Outlook Fax Extension, your Outlook interface will be automatically updated once you reopen Outlook.

Configuration Restriction Parameter


If you do not want users to have access to the configuration options of RightFAX through the tray icon menu, you can specify the following parameter in the [FaxServer] section of the FAXSERVE.INI file located in the \WINNT directory on each WinNT workstation: NoConfigs=1. If this parameter is present, the Configuration, ODBC Configuration and LDAP Configuration options will not be available. Users will still be able to launch the fax clients and switch between printer drivers.

Presentation Manager Workstations


There is no Setup procedure for the PM FaxUtil. To run the Presentation Manager FaxUtil, switch to the \RIGHTFAX\CLIENT\PM directory and type FUPM.EXE.

Automated Installation
You can automate the installation of RightFAX client software if your network is equipped with SMS, LanDesk, or a similar network management system. Use the following command line switches and parameters to install multiple RightFAX clients simultaneously:

Switches (Specified on the Command Line)


QUIET Runs Setup without any required prompts. On Windows NT and Windows 95 clients, an OK button may need to be clicked to add the appropriate settings to the print queue. Use DRIVER to install the RightFAX print driver on Windows NT and Windows 95 clients. Use POWERBAR to install the Powerbar on Windows 3.x clients. Install the FaxUtil client software. Install the Enterprise Fax Manager software. Install the Outlook Fax Extension (if available)

DRIVER or POWERBAR

CLIENT or FAXUTIL ADMIN or EFM OUTLOOK

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FAXREPORTER HD LAN NODELPREV

Install the FaxReporter software (if available) Installs the RightFAX client applications to the local hard drive. Installs the RightFAX client applications to the LAN, saving local hard drive space. Tells the Setup program to not delete a previous client if it is detected

Parameters (You Must Specify a Value for Each Parameter)


S=<servername> P=<protocol> Computer name of RightFAX server. Protocol. Possible values are: AUTO, AUTOMATIC, NP, IPXOS2, SPX, TCP, IPX, IPXNT. Specify the path that the client files should install to. Only valid if HD (local) install is enabled.

L=<path>

Sample command line: SETUP QUIET DRIVER CLIENT HD S=RFAXSRV1 P=TCP L=C:\RIGHTFAX Examples of Automated Installations: To install FaxUtil clients for the server named RightFAX: [C:\] setup faxutil s=rightfax To install Enterprise Fax Manager in a specific location: [C:\] setup efm l=c:\apps\rightfax To install the FaxUtil so that it uses Named Pipes networking protocol: [C:\] setup faxutil p=np

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SETUP.INI
All of the command line options can be specified in a file called SETUP.INI in the \RIGHTFAX\CLIENT install directory. Options set in this file will remain in effect for every subsequent installation run from this directory. Below are the values that can be specified in the file. Note: Default values are in boldface Server= Quiet= {Computer Name of RightFAX Server} 0 = FALSE - Do not run in quiet mode (does not prompt user for interaction, setup is run in the foreground and visible). 1 = TRUE 0 = FALSE - Do not install the driver if 32-bit client or powerbar if 16-bit client. 1 = TRUE 0 = FALSE - Do not install the Client software. 1 = TRUE 0 = FALSE - Do not install the Admin software. 1 = TRUE AUTO - Auto Select the protocol NP - Named Pipes TCP - TCP/IP SPX - SPX protocol IPX - IPX protocol IPXNT - Same as IPX - maintained for backward capability. {Path} - Enter the Path that you what the software to be installed. This is only valid on a LOCAL install. 0 = FALSE - Do not do a network install, do a local install instead. 1 = TRUE - Do a network install, copies minimum files locally. 0 = FALSE - Do not associate the programs to a Hot Key. 1= TRUE - Associate the programs to the standard Hot Keys.

Driver=

Client= Admin= Protocol=

Location= Network=

HotKeys=

DeletePreviousClient = 0 = FALSE - Do not delete the previous client. 1= TRUE - Do delete the previous client (if detected).

Installing and Configuring Print-to-Fax Drivers


In this chapter:
How the PowerBar Works PowerBar Configuration Installing Programs to the PowerBar Installing Printers to the PowerBar PowerBar Operation The RFAX: Port RightFAX Tray Icon Tray Icon Installation Tray Icon Configuration Tray Icon Operation

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How the PowerBar Works


RightFAX does not require a special print driver for Windows workstations. By using a normal LaserJet or PostScript driver to send faxes, the user gets a true what-you-print-is-what-you-fax output. PowerBar is the utility which allows RightFAX to utilize standard print drivers. Its advantages are: Uses standard HP LaserJet3 or HP LaserJet 4 shipped with platform software Fewer changes to documents when changing between fax and print drivers i.e. there is no fax driver No need for users to change printers through File-Print Setup now they just click a button. Visual feedback available at all times to indicate whether faxing or printing is selected. Custom icons can be added to PowerBar. Works on Windows 3.1, Windows 3.11, WFWG 3.11, and WIN-OS/2 workstations (PowerBar is not supported by Windows NT and Windows 95 workstations).

The PowerBar sits on the Windows desktop:


If you wish, the PowerBar can be installed automatically during the client software installation.

Users can select to print or fax just by clicking the appropriate icons. This example also shows that FaxUtil has been added to the PowerBar so that it can be started at any time simply by clicking.

PowerBar Configuration

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You can configure the PowerBar by clicking on the miniature System menu icon in the top left corner of the window and choosing Configuration from the menu or by clicking the right mouse button in the title bar of the window.

In the RightFAX PowerBar Configuration dialog, printers and custom icons can be configured. In the box labeled Program Configuration, you can add custom icons to run programs currently on your computer. RightFAX FaxUtil and Enterprise Fax Manager are set up for you automatically during the installation process. In the field labeled Printer Drivers, names will be added for each of the printers and fax printers currently on your computer. In the Options box, you can choose to have the PowerBar always remain in the foreground of your screen by selecting On top. Selecting Labels will enable the comment for each printer, fax and program icon to appear whenever the mouse sits on top of any one icon for a few seconds. Selecting Fade will change the look of the PowerBar window background. Selecting Metz Phones allows you to use Metz Phones, a separate contact management application. Selecting Popup Msgs allows you to receive popup notifications. The Fax Server button allows you to specify your fax server name and default user ID.

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Installing Programs to the PowerBar


In the Program Configuration box, click on the Add button. This brings up the Add Program/File dialog. Clicking on the Network button will display a list of network drives. Select the drive, directory, and program file you wish to add to the PowerBar from this window, and make sure that the name of the file appears in the File Name box. Click OK.

This will display the Program Item Properties dialog, where you can select the title of the program in the Description box, specify any switches and options in the Command Line box, choose the working directory, and change the icon. You can also enter the text label, which appears when you let your mouse sit on a PowerBar icon f or a few seconds, in the Comment box. Once finished selecting options for this dialog, click OK.

All selections chosen here, except for Description, can be modified again at any time by clicking on the Configure button in the Program Configuration box. To modify Description, you must first delete the current PowerBar icon by highlighting its description in the Program Configuration box and clicking on the Delete button. Then you simply re-add the program with the new description using the procedure outlined above.

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The final step in configuring a program to appear on the PowerBar is to double click in the selection box which appears to the left of its description in the Program Configuration box. An x in this box indicates that the program will appear on the PowerBar. Clearing the x from this box allows the program to remain configured for future use without displaying its icon on the PowerBar.

Installing Printers to the PowerBar


In order to display the icon for a printer or fax printer using the PowerBar, that printer or fax printer must have previously been set up in Windows. If no printers or faxes are currently configured on your machine, use the Windows Control Panel/Printers to add them before trying to display them on the PowerBar. In the Printer Drivers box, click on the Configure Printers button to automatically or manually select whether the printer is to be used for printing or faxing.

PowerBar Operation
The PowerBar can be started automatically every time you start Windows by placing its icon in the StartUp Program Group. Once the RightFAX PowerBar has been configured, you can launch programs simply by clicking on them. Clicking on a printer or fax driver will cause the small red triangle LED in the upper left corner of the icon to turn green, indicating that it is the current default.

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Whenever an application prints to a Windows printer which is configured as a fax printer in the PowerBar, it will automatically provide the user with a fax addressing dialog which will prompt the user for the fax number, recipient, etc. for the fax they are attempting to send. If the printer is not configured in the PowerBar as a fax printer, or if the PowerBar is not running, the user will not receive this addressing dialog and will need to address the fax with embedded codes or in FaxUtil.

The RFAX: Port


Windows 3.x and Windows for Workgroups workstations will have a special port, called RFAX:, created by the RightFAX client software setup. When the PowerBar is running, any printer which is connected to the RFAX port will send its print output directly to the NT fax server, rather than using a network print queue. Printers connected to the RFAX: port will automatically be considered fax printers by the PowerBar, and may not be configured as normal printers. The PowerBar must be running for the RFAX: port to function.

RFAX2: Port
RFAX2: is similar to RFAX: in that it captures the application output and transports it directly to the fax server. However, it does not cause a pop-up address dialog. RFAX2: is useful for custom applications using embedded codes or fax merging.

RightFAX Tray Icon


How the Tray Icon Works
The RightFAX TrayFax utility gives users quick and easy access to common RightFAX client functions by adding itself the Windows taskbar tray. It allows users to send faxes, provides access to ODBC, MAPI and LDAP phonebooks, allows switching between installed printers, and acts as an application launcher for FaxUtil and Enterprise Fax Manager.

Tray Icon Installation


The TrayFax utility is installed when the Print Driver option is selected during the RightFAX Client installation (run SETUP.EXE from either the Win95 or WinNT directories under RIGHTFAX\CLIENT). The installation program will add TrayFax to the Windows Startup group so that it appears in the users taskbar tray whenever she logs-on to the computer.

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Tray Icon Configuration


The TrayFax utility has the ability to intercept print jobs generated at a users workstation and direct them to the RightFAX fax server. Not only does this allow the user to send fax jobs without establishing an explicit connection to the server (via a NET USE command, for example), but also gives RightFAX the opportunity to ask the user for destination information for the fax. This prevents one from having to use the FaxUtil program in order provide this information after the document has been sent to the fax server. Clicking on the TrayFaxs icon in the systems taskbar tray and selecting Configuration brings up the configuration dialog. Configuration of the TrayFax utility consists of telling it which of the currently installed printers should be used for faxing. This dialog also allows users to create new fax printers and set which RightFAX fax server should be used.

Printers listed in the left-hand pane, Available Printers, are simply those available to all Windows applications. The TrayFax utility will only try to intercept print jobs generated for one of the printers listed in the right-hand pane, Fax Printers. Printers can be moved from one pane to another using the Add Existing and Remove buttons, although typically only a single fax printer will be needed.

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Any printer created by within TrayFaxs configuration dialog (see following section) will send its output to the RightFAX server (note that this requires TrayFax be running). If a TrayFax-created printer is placed on the left-hand pane of the TrayFax configuration dialog, then it will deliver its output to the fax server without prompting the user for destination information. This is useful in cases where youd prefer to use RightFAX embedded codes to specify destination information (mail-merge applications are prime candidates for this type of configuration). See the RightFAX User Guide for more information on embedded codes.

Creating New Fax Printers


The Create Fax Driver button allows users to create a new fax printer with one of three possible destinations: a RightFAX server, a MAPI-enabled e-mail system, or a VIM-enabled e-mail system. To create a new fax printer which sends documents to a RightFAX fax server, select the Create PCL-5 Fax Driver option. You will be asked for the new printers name and the name of the fax server to which jobs should be sent. This new printer will automatically be placed in the configuration dialogs right-hand pane, making it available for sending faxes. See the RightFAX User Guide for information on configuring fax printers with MAPI or VIM e-mail destinations. Note: On Windows 95 systems, RightFAX printers are set to print to the RFAX port. This is a specially-designated port used by the TrayFax utility to distinguish normal print jobs from those destined for RightFAX servers. On Windows NT systems, RightFAX printers are set to use the RFAX print processor, which causes TrayFax to handle the print job instead of the normal Windows print processor.

Configuring ODBC Data Sources


If you click ODBC Configuration on the tray icon menu, the Configure ODBC Phone Books dialog is displayed. Clicking the Add button allows you to create a new ODBC source. For detailed information on configuring ODCB Phonebooks, refer to the "Phonebooks and Broadcast Faxing" chapter in your RightFAX User's Guide.

Configuring LDAP Data Sources


Lightweight Directory Access Protocol (LDAP) is a high-level protocol for accessing directories. If your company uses LDAP, you can access it by clicking LDAP Configuration from the RightFAX tray icon pop-up menu. For detailed information on configuring LDAP Phonebooks, refer to the "Phonebooks and Broadcast Faxing" chapter in your RightFAX User's Guide.

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Tray Icon Operation


Sending a Fax from Any Application
After the TrayFax utility has been correctly configured, any documents printed the one of the set fax printers will cause a pop-up dialog to be displayed. This dialog collects all of the required fax destination information, similar to what is entered in the FaxUtil program.

Users simply enter information here as they would in FaxUtil (see RightFAX User Guide for details on each entry in the dialog). The option to use MAPI, ODBC, and LDAP data sources to select one or more recipients is also provided via the Phonebook button. When all required information and options have been set, clicking on the Send button will move the fax to the server for processing and actual transmission. Note that users are still required to use the FaxUtil program in order to view and administer their RightFAX fax mailbox.

Using Quick Fax/Broadcast


The Quick Fax/Broadcast option may be selected when the TrayFax utilitys icon is clicked. The same dialog presented when printing to a fax printer shows up in this case. This allows users to create a simple cover sheet-only fax without actually printing anything from an application. The cover sheet notes may be used to deliver a short message to one or more recipients.

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LaunchingFaxUtil or Enterprise Fax Manager


Both FaxUtil and Enterprise Fax Manager can be launched from TrayFaxs pop-up menu. TrayFax will look in the Start menu under Programs for shortcuts to either or both of these utilities. TrayFax will not display a menu option for either shortcut which does not exist or which has moved to a different location.

Selecting the Default Printer


TrayFax allows users to select the current default printer for all Windows applications by simply selecting that printer from its pop-up menu. This prevents one from having to open the Printers window under the Start menu or in the Control Panel. Users can quickly switch between sending faxes via a RightFAX printer and actually printing documents on their standard printer.

Enterprise Fax Manager


In this chapter:
What is Enterprise Fax Manager? Starting Enterprise Fax Manager Setting Your Preferences RightFAX Server Information Working with Objects Managing Server Status and Services Managing Users Managing Groups Managing Signatures Managing Forms Managing Printers Managing Billing Codes Managing Library Documents Managing Pager and SMS Services Managing Dialing Rules Managing Prefix Tables Customizing Cover Sheet Fields Synchronizing RightFAX with External Systems

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Enterprise Fax Manager is compatible with RightFAX servers v5.0 and higher. If your version of RightFAX is lower than v6.0, some of the features and utilities listed in this chapter will be unavailable

What is Enterprise Fax Manager?


Enterprise Fax Manager is RightFAXs 32-bit multi-server administrative interface. With Enterprise Fax Manager, an administrator can manage users, groups, signatures, forms, printers, billing codes, library documents, and more, for all RightFAX servers from one intuitive application. Enterprise Fax Manager is a client application that can be run from any Windows 95 or Windows NT-based RightFAX client machine. It is installed as an optional component during the client workstation setup (described in Chapter 7). Enterprise Fax Manager replaces the 16-bit administrative interface FaxAdmin. It is recommended that you do not run FaxAdmin on any RightFAX server v6.0 or higher. FaxAdmin is not compatible with RightFAX v6.0 databases and may cause database corruption. If you have installed multiple copies of FaxAdmin (FAW.EXE) across your network, you should replace all copies with Enterprise Fax Manager as soon as you upgrade to version 6.0.

Starting Enterprise Fax Manager


Once it has been installed, you can start the Enterprise Fax Manager from Programs on the Start menu, or by selecting Enterprise Fax Manager from the RightFAX tray icon. When you start Enterprise Fax Manager for the first time, it will try to log in under your network user ID. If you did not log into the network as "Administrator" a login dialog will appear. Enter the default Enterprise Fax Manager user ID, "Administrator", and leave the password field blank.

The Enterprise Fax Manager icon

Exiting Enterprise Fax Manager


To exit Enterprise Fax Manager, select Exit from the File menu, or click on the Close Application button in the top right corner of the Window. When you exit the program, all your changes and additions will be automatically saved.

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The Enterprise Fax Manager Main Screen


Running Enterprise Fax Manager opens the Main screen:

In the Enterprise Fax Manager Main screen, pressing [F6] will switch the cursor between the left and right panes

The left side of the screen displays RightFAX servers and their administrative components (users, forms, printers, etc.) The right side displays details of the selected component. Items listed on the right (such as individual users or library documents) are referred to as "objects." Objects can be added, deleted, and modified according your needs.

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Opening RightFAX Servers


To display fax servers in the left portion of the screen, you must first open the servers. To open a server, press [Ctrl+O] or select Open Server from the File menu. This brings up the Open Server dialog:

In the Server Name field, type the name of the RightFAX server to open. In the Protocol field, enter the network protocol used by that server. You can have any or all of your RightFAX servers open simultaneously on this screen by repeating this process for each. Once a RightFAX server has been opened in Enterprise Fax Manager, that server will, by default, automatically open each time you run the program. (This setting can be changed in Preferences, described below.)

Closing RightFAX Servers


To close a RightFAX server, highlight the server name in the list on the left of the Enterprise FAX Manager Main screen and select Close Server from the File menu.

Refresh
New library documents, forms, and signatures can be created from clients' FaxUtil mailboxes after the Enterprise Fax Manager has already been opened. These new files will not automatically appear listed as objects. The Refresh command tells Enterprise Fax Manager to look for and re-display all objects, including objects added or modified since the last check. To refresh Enterprise Fax Manager, press [F5] or select Refresh from the Edit menu.

Setting Your Preferences


Enterprise Fax Manager lets you customize several preferences. To view your preferences, select Preferences from the Edit menu. The Preferences dialog has three tabs.

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User Copy Defaults


Enterprise Fax Manager lets you easily copy one or more users from one RightFAX server to another by dragging and dropping selected user(s) onto another server listed in the left portion of the Main screen. Click on the User Copy Defaults tab to set the behavior of Enterprise Fax Manager when copying RightFAX users from one server to another:

You cannot select more than one option on this tab. Clicking on one option automatically turns off all other options.

Always Prompt
Check this option to display this same list of options each time users are copied from one server to another. You must then select a copy option before the user(s) will be copied.

Copy for InterConnect (no Faxes or Phonebooks)


Check this option to copy all user information, excluding faxes and phonebook entries, then set the user's Routing Type to InterConnect, pointing back to the server that the user was copied from.

Copy without Faxes or Phonebooks


Check this option to copy all user information excluding faxes and phonebook entries.

Copy with Faxes and Phonebooks


Check this option to copy all user information including faxes and phonebook entries.

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Copy with Faxes Only


Check this option to copy all user information including faxes but not phonebook entries.

Copy with Phonebooks Only


Check this option to copy all user information including phonebook entries but not faxes.

Append Faxes and Phonebooks


If this option is checked, RightFAX will only copy information for duplicate user accounts. All faxes and phonebook entries from the source user account will be added to the destination user account. No other user information will be changed.

Append Faxes Only


If this option is checked, RightFAX will only copy information for duplicate user accounts. All faxes from the source user account will be added to the destination user account. No other user information will be changed.

Append Phonebooks Only


If this option is checked, RightFAX will only copy information for duplicate user accounts. All phonebook entries from the source user account will be added to the destination user account. No other user information will be changed.

Dialing Rule Copy Options


Enterprise Fax Manager lets you easily copy one or more dialing rules from one RightFAX server to another by dragging and dropping selected rule(s) onto another server listed in the left portion of the Main screen. Click on the Dialing Rule Copy Options tab to set the behavior of Enterprise Fax Manager when creating a copy of one or more dialing rules:

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Replace all Rules on Destination


If this option is checked, RightFAX will copy all dialing rules from the source server to the destination server, deleting any existing dialing rules.

Copy 'Receive into Local' Rules


If this option is checked, all dialing rules with the "Receive into local server" action will be included in the copy. If this option is not checked, "Receive into local" rules will be ignored during the copy.

Copy 'Send Locally' Rules


If this option is checked, all dialing rules with the "Send locally" action will be included in the copy. If this option is not checked, "Send locally" rules will be ignored during the copy.

General Preferences
Click on the General Preferences tab to set some general options for Enterprise Fax Manager:

Automatically Re-Open Servers upon Startup


Check this option to recall what servers were open when the program was last exited and automatically open those servers again on startup. If this option is not checked, you will have to reopen each RightFAX server upon starting Enterprise Fax Manager.

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Confirm Object Deletions


Check this option to bring up a confirmation dialog each time you delete an object (such as a user or library document). If this option is not checked, there will be no confirmation prior to deleting objects. This is convenient if you are deleting lots of objects, but makes it more likely that you will accidentally delete an object that you want.

Confirm Object Overwrites


Check this option to bring up a confirmation dialog each time you overwrite an object (such as by copying an object with the same name into the system). If this option is not checked, there will be no confirmation prior to overwriting objects.

RightFAX Server Information


Enterprise Fax Manager lets you easily check the status of all open servers. To view the status of all RightFAX servers, click on Fax Servers at the top of the server list in the left part of the Main screen:

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Server Name
This field displays the RightFAX server's name and network protocol. An icon to the left of the field name indicates the status of the RightFAX services. A green '+' indicates that all services are running normally. A yellow '!' indicates that one or more services are not running but that normal fax operations are available. A red '' indicates that one or more services are not running and normal fax operations are not available.

Version
This field displays the RightFAX server software version.

Time Running
This field displays the length of time that has elapsed since the RightFAX server service was last started. Time is displayed in the format days:hours:minutes:seconds.

Queue Usage
This field displays the percentage of the fax server's internal Event Queue currently in use. The Event Queue is described in Chapter 4, Configuring the RightFAX Server.

Fax Board Availability Index


This field displays a number indicating the relative availability of the server's fax board(s). 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 automatically sends the fax via the server with the highest Availability Index.

Working with Objects


Sorting Objects
You can sort the objects listed in Enterprise Fax Manager by column. To sort by column, double-click on the column header in the right portion of the screen. The objects will automatically sort in ascending order and an indicator will appear in the column header. You can also use the shortcut by double-clicking the left mouse button anywhere in the column heading to sort in ascending order or descending order. Enterprise Fax Manager will recall how objects are sorted when you exit and reopen the program.

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Sorting columns
You can also reorder the columns in the right portion of the Enterprise Fax Manager Main screen. To move a column, click on the header of the column and drag it left or right to its new position.

Selecting Objects
To edit, delete, or otherwise work with an existing object, you must first select it from the list of objects displayed. Selected objects are highlighted. To select an object, click on it or use the [Up] and [Down] arrow keys to move to the object and press [Space] to highlight it. Un-select an object by clicking on it or pressing [Space] again. To select a continuous list of objects, drag the mouse pointer down the objects while holding the left mouse button. If the desired objects are not all in a continuous group, click on each object while holding down the [Shift] key.

Before Adding Objects


Before you begin adding objects to the RightFAX system, it is important that you plan the structure and anticipate the needs of your network users. Consider whether you will divide your organization into groups, whether you would like each group/department to have its own cover sheet, and who will act as administrator or alternate administrator for the group. Determine a block of routing codes sufficient for the entire system and decide upon any custom notification types desired. You should create new objects in RightFAX only after you have carefully considered these issues.

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Managing Server Status and Services


Enterprise Fax Manager lets you easily view statistics and channel information, and manage services for each individual RightFAX server. To manage each RightFAX server's status, click on the server's name in the left part of the Main screen:

If you run remote BoardServers, those servers may be displayed in Enterprise Fax Manager, but will not include fax server data

Update Now Button


Click on the Update Now button to recalculate all statistics and re-display all information on this screen.

Statistics
Fax Server Event Queue Usage
This field displays the percentage of the fax server's internal Event Queue currently in use. The Event Queue is described in Chapter 4, Configuring the RightFAX Server.

Fax Server Events Processed


This is the total number of events processed by the fax server since the Fax Server Module was started.

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BoardServer Availability Index


This is the relative availability of the server's fax board(s). 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 automatically sends the fax via the server with the highest Availability Index.

Current Faxes Queued for Sending


This displays the current number of outgoing faxes waiting to be sent.

Current Pages Queued for Sending


This displays the current number of outgoing fax pages waiting to be sent.

Available Disk Space for Fax Images


This is the percentage of disk space on your RightFAX server available for storing fax images.

Available Disk Space for Fax Database


This is the percentage of disk space on your RightFAX server available for storing fax database information.

All-Time Faxes Sent


This is the total number of faxes sent from this server since the All-Time Counter Starting Date (below).

All-Time Pages Sent


This is the total number of fax pages sent from this server since the All-Time Counter Starting Date (below).

All-Time Faxes Received


This is the total number of faxes received on this server since the All-Time Counter Starting Date (below).

All-Time Pages Received


This is the total number of fax pages received on this server since the All-Time Counter Starting Date (below).

All-Time Counter Starting Date


This is the starting date from which the "All-Time" statistics (above) are calculated. This is typically the date of your RightFAX installation.

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Channel Information
Channel
A list of each fax channel available on this RightFAX server.

Operation
This displays the current operational status of each channel.

Routing Code
This displays the inbound routing code for incoming faxes.

User ID
This displays the destination user ID for incoming faxes.

Managing Services
The bottom half of the Server Status screen lists each RightFAX service, its status (running or stopped), the length of time it has been running, and its startup method (manual or automatic). In order to manage services on remote servers, you must have network administrative access to the server as well as RightFAX administrative access. Specifically, you must have access to the \IPC$ directory on the remote server. You can configure Enterprise Fax Manager to access each remote server with an administrative NT user account by running the following from the command line: NET USE \\SERVER\IPC$ /User:domain\ID password where SERVER is the name of the remote RightFAX server, domain\ID is the name of the remote domain (if any) and administrative user ID, and password is the password for the specified user ID. You can automate this process by creating and running a batch file that runs this NET USE command for each remote RightFAX server and then executes Enterprise Fax Manager. This will save you considerable time each time you run Enterprise Fax Manager, especially if your organization has several RightFAX servers.

Starting and Stopping Services


To start or stop any service, right-click on the service to open a menu of options. Select Start Service to start the selected service. Select Start all Services to start all services in the appropriate sequence. Select Stop Service to stop the selected service. Select Stop all Services to stop all services.

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Configuring Services
To configure any configurable service, double-click on the service, or right-click on the service to open a menu of options, then select Configure Service. For information on configuring a RightFAX Fax Server, BoardServer, or WorkServer, please refer to the appropriate chapter in this guide. For information on configuring a RightFAX E-mail Gateway, please refer to the appropriate chapter in your Optional Modules Guide or E-Mail Guide.

Managing Users
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In RightFAX, "users" are individual RightFAX clients. Every individual RightFAX client must have a unique User ID. For more information on users, see Chapter 10: Managing Users and Groups. To add, edit, or delete RightFAX users, highlight Users under the RightFAX server in the left portion of the screen. This opens a list of RightFAX users in the right part of the Enterprise Fax Manager Main screen. Each user ID is preceded by an icon. If this icon is red, the user has administrative access to RightFAX. If the icon is yellow, the user does not have administrative access.

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Adding Individual Users


To add a new RightFAX user, press [Insert] or select New from the Edit menu. This opens the User Edit dialog:

The new user will have the same attributes as the DEFAULT user, except for the User ID, User Name, Password, and Distinguished Name fields. Because each RightFAX user must have a unique User ID, you must enter a value in the User ID field to create the new user. All other fields are optional. For information on completing each of the options on each tab, please refer to Chapter 10: Managing Users and Groups.

Importing Users from the Network


To import users from a Windows NT volume, select Import Users from an NT Domain from the Utility menu. For information on completing each of the fields on each tab of the Import Users from NT Server/Domain dialog, please refer to Chapter 10: Managing Users and Groups.

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Copying Users from one Server to Another


Enterprise Fax Manager lets you easily copy one or more users from one RightFAX server to another. Select the user(s) you want to copy, then simply drag and drop the selected user(s) onto another server listed in the left portion of the Main screen. The amount of information copied is configurable in your Preferences, described earlier in this chapter.

Editing User Properties


To edit the properties of an existing user, select the user to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the user. This opens the User Edit dialog (shown above). For information on each of the fields on each tab of this dialog, please refer to Chapter 10: Managing Users and Groups.

Deleting Users
To delete a user, select the user to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the user (configured in Preferences, described earlier in this chapter).

Managing Groups
In RightFAX, the term "groups" refers to groups of RightFAX users. Grouping users makes it easy for you as an administrator to set fax properties for multiple users at once, instead of one user at a time. For more information on groups, see Chapter 10: Managing Users and Groups. To add, edit, or delete RightFAX groups, highlight Groups under the RightFAX server in the left portion of the screen. This opens a list of RightFAX groups in the right part of the Enterprise Fax Manager Main screen.

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Creating Groups
To create a new RightFAX group, press [Insert] or select New from the Edit menu. This opens the Group Edit dialog:

Because each RightFAX group must have a unique Group ID, you must enter a value in the Group ID field to create the new group. All other fields are optional. For information on completing each of the options on each tab, please refer to Chapter 10: Managing Users and Groups.

Copying Groups from one Server to Another


Enterprise Fax Manager lets you easily copy one or more groups from one RightFAX server to another. Select the group(s) you want to copy, then simply drag and drop the selected group(s) onto another server listed in the left portion of the Main screen.

Editing Group Properties


To edit the properties of an existing group, select the group to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the group. This opens the Group Edit dialog (shown above). For information on each of the fields on each tab of this dialog, please refer to Chapter 10: Managing Users and Groups.

Deleting Groups
To delete a group, select it and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the group (configured in Preferences, described earlier in this chapter).

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Managing Signatures
In RightFAX, "signatures" are graphic files which can be easily inserted into a document. Creating a graphic image of your signature lets you "sign" letters and other documents prior to faxing without having to print, sign, then scan the image back in. For more information on creating and using signatures, see Chapter 11: Signatures, Forms, and Library Documents. To edit or delete signature files, highlight Signatures under the RightFAX server in the left portion of the screen. This opens a list of RightFAX signature files in the right part of the Enterprise Fax Manager Main screen. New signature files must be created from the FaxUtil mailbox. Only RightFAX users with administrative access can create signature files. Once you create a new signature file from within FaxUtil, it will appear as an object in the Enterprise Fax Manager.

Editing Signature File Properties


To edit a signature file's properties, select the signature to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the signature. This opens the Edit Signature dialog:

Each field is configurable except for the Image File Name. This is created automatically when the signature file is created. All signature files are saved in the /RIGHTFAX/SIG directory on your RightFAX server. For information on each of the other fields on this dialog, please refer to Chapter 11: Signatures, Forms, and Library Documents.

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Copying Signatures from one Server to Another


Enterprise Fax Manager lets you easily copy one or more signature files from one RightFAX server to another. Select the signature(s) you want to copy, then simply drag and drop the selected signature(s) onto another server listed in the left portion of the Main screen.

Deleting Signatures
To delete a signature, select the signature object and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the signature (configured in Preferences, described earlier in this chapter). Deleting the signature's reference in Enterprise Fax Manager does not automatically delete the signature file itself. A second confirmation dialog will ask you if you want to delete the file as well.

Managing Forms
In RightFAX, "forms" are graphic images that you can "overlay" a fax onto. Using forms (such as letterhead or invoices) gives the appearance that your document was printed onto the form prior to faxing. For more information on creating and using forms, see Chapter 11: Signatures, Forms, and Library Documents. To edit or delete forms, highlight Forms under the RightFAX server in the left portion of the screen. This opens a list of RightFAX form files in the right part of the Enterprise Fax Manager Main screen. New form files must be created from the FaxUtil mailbox. Only RightFAX users with Can Edit/Add Forms checked in their Permissions can create forms. Once you create a new form from within FaxUtil, it will appear as an object in the Enterprise Fax Manager.

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Editing Form Properties


To edit a form's properties, select the form object to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the form. This opens the Edit Form dialog:

Each field is configurable except for the Image File Name. This is created automatically when the form is created. All form files are saved in the /RIGHTFAX/PAPERS directory on your RightFAX server. For information on each of the other fields on this dialog, please refer to Chapter 11: Signatures, Forms, and Library Documents.

Deleting Forms
To delete a form, select the form object and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the form (configured in Preferences, described earlier in this chapter). Deleting the form's reference in Enterprise Fax Manager does not automatically delete the form file itself. A second confirmation dialog will ask you if you want to delete the file as well.

Managing Printers
You must add and configure a printer in RightFAX in order to make it available for fax printing. To add, edit, or delete printers from RightFAX, highlight Printers under the RightFAX server in the left portion of the screen. This opens a list of available printers in the right part of the Enterprise Fax Manager Main screen.

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Adding Printers
To add a new RightFAX printer, press [Insert] or select New from the Edit menu. This opens the Edit Network Printer dialog:

For information on completing each of the options on this dialog, please refer to Chapter 12: Printers and Billing Codes.

Copying Printers from one Server to Another


Enterprise Fax Manager lets you easily copy one or more printers from one RightFAX server to another. Select the printer(s) you want to copy, then simply drag and drop the selected printer(s) onto another server listed in the left portion of the Main screen.

Editing Printer Properties


To edit the properties of an existing printer, select the printer to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the printer. This opens the Edit Network Printer dialog (shown above). For information on each of the fields on this dialog, please refer to Chapter 12: Printers and Billing Codes.

Deleting Printers
To delete a printer from RightFAX, select the printer to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the printer (configured in Preferences, described earlier in this chapter).

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Managing Billing Codes


RightFAX can track and report individual fax activity using billing codes. RightFAX users may be required to enter one or two billing codes for every fax before it can be sent or deleted. These codes can be validated internally against a master billing code table, or can be validated externally with a separate application (such as an accounting program). To validate billing codes internally, you must create a list of all possible codes in RightFAX. To add, edit, or delete billing codes from RightFAX, highlight Billing Codes under the RightFAX server in the left portion of the screen. This opens the master list of available billing codes in the right part of the Enterprise Fax Manager Main screen.

Adding Billing Codes


To add a new billing code, press [Insert] or select New from the Edit menu. This opens the Edit Billing Code dialog:

You may enter billing codes in either or both billing code fields. These fields may have different names, depending on how you have customized your cover sheet fields (described later in this chapter). The Description field is optional. For more information on completing each of the fields on this dialog, please refer to Chapter 12: Printers and Billing Codes.

Copying Billing Codes from one Server to Another


Enterprise Fax Manager lets you easily copy one or more billing codes from one RightFAX server to another. Select the code(s) you want to copy, then simply drag and drop the selected code(s) onto another server listed in the left portion of the Main screen.

Editing Billing Codes


To edit a billing code already listed, select the code to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the billing code. This opens the Edit Billing Code dialog (shown above).

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For information on each of the fields on this dialog, please refer to Chapter 12: Printers and Billing Codes.

Deleting Billing Codes


To delete a billing code from RightFAX, select the code to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the billing code (configured in Preferences, described earlier in this chapter).

Managing Library Documents


In RightFAX, library documents are documents that are stored in a centralized location on the RightFAX server. This lets you create a "database" of documents that your organization faxes frequently (such as company literature, tax forms, or employment forms) for easy access and distribution. For more information on creating and using library documents, see Chapter 11: Signatures, Forms, and Library Documents. To edit or delete library documents, highlight Library under the RightFAX server in the left portion of the screen. This opens a list of library documents, including some usage statistics, in the right part of the Enterprise Fax Manager Main screen. New library document files must be created from the FaxUtil mailbox. Only RightFAX users with Can Edit/Add Library Docs checked in their Permissions can create library documents. Once you create a new library document from within FaxUtil, it will appear as an object in the Enterprise Fax Manager.

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Editing Library Document Properties


To edit a library document's properties, select the library document object to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the library document. This opens the Edit Library Document dialog:

Each field is configurable except for the Image File Name. This is created automatically when the library document is created. All library document files are saved in the /RIGHTFAX/IMAGE directory on your RightFAX server. For information on each of the other fields on this dialog, please refer to Chapter 11: Signatures, Forms, and Library Documents.

Copying Library Documents from one Server to Another


Enterprise Fax Manager lets you easily copy one or more library documents from one RightFAX server to another. Select the document(s) you want to copy, then simply drag and drop the selected document(s) onto another server listed in the left portion of the Main screen.

Deleting Library Documents


To delete a library document, select it and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the library document (configured in Preferences, described earlier in this chapter). Deleting the library document's reference in Enterprise Fax Manager does not automatically delete the file itself. A second confirmation dialog will ask you if you want to delete the file as well.

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Resetting Library Document Usage Statistics


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 displays the totals in the right portion of the Enterprise Fax Manager Main screen. To reset these counters back to zero, highlight the library document(s) to reset and select Reset Usage Counts from the Edit menu.

Managing Pager and SMS Services


RightFAX can be configured to page clients and administrators to alert them of specified RightFAX events. This feature also lets you send SMS (Short Message Service) messages to cellular phones with SMS capability. To configure pager/ SMS services in RightFAX, you must first create a list of available service types and providers, then specify pager information and alert events for each user. Users can be paged via SMTP e-mail (requiring Internet connectivity), or via TAP or UCP protocols (requiring any TAPI or AT compatible modem).
Pager notification is available in RightFAX Enterprise and Enterprise Suite servers only

Configuring Pager Services


You must create a pager service configuration for each type of paging service your users subscribe to. To add, edit, or delete pager services, highlight SMS/Pager Services under the RightFAX server in the left portion of the screen. This opens a list of pager services.

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To add a new pager service, press [Insert] or select New from the Edit menu. This opens the Edit SMS/Pager Service Definition dialog:

When you edit and rename a listed pager service, Enterprise Fax Manager automatically creates a copy of the service with the new name, rather than simply renaming the service.

The fields that are available depend on the service type you select. Complete each field according to the specifications provided by your service provider.

Service ID
Enter a descriptive ID for the service provider/type .

Service Type
Select the service type (SMTP e-mail, TAP, or UCP). SMTP requires that your RightFAX have SMTP connectivity to the Internet. Both TAP and UCP require your server to dial the service provider via modem.

SMTP Server
If you select SMTP as your service type, enter the name of your service provider's SMTP server.

SMTP Sender Address


Because some SMTP message servers require the sender's SMTP address, enter a valid SMTP mail address from which the page message will be sent.

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Terminal Phone Number


Enter your service provider's modem phone number for TAP and UCP messaging.

Service Password
If your service provider requires a password to access their TAP or UCP messaging systems, enter the password here.

Provider
Select the specific provider for your UCP or TAP service. If your provider is not listed here, select None.

Timeout Settings
In the Connection Timeout field, enter the length of time, in seconds, for RightFAX to successfully connect to the TAP or UCP messaging system. In the Message Transaction Timeout field, enter the length of time, in seconds, for RightFAX to successfully send the message to the TAP or UCP messaging system. If a timeout occurs in either of these cases, RightFAX will abandon the call and no message will be sent.

Maximum Message Size


Enter the maximum number of characters allowed by your service provider for pager/SMS messages.

Modem Communication Driver


Select the COM port for your modem on the RightFAX server. If you have installed one or more TAPI modems on your RightFAX server, you can select from those modems as well. If you select a TAPI modem, the Direct Modem Parameters settings (below) will gray out as those settings will be taken from your TAPI modem configuration on the RightFAX server.

Ignore TAPI Dialing Location Rules


If you have specified a TAPI modem in the Modem Communication Driver field (above), you can check this option to ignore any specified dialing location rules (such as add 9 to dial out) in the TAPI configuration.

Direct Modem Parameters


Complete each of these fields according to your modem type and phone system's dialing requirements. If your paging/SMS service provider recommends a baud rate for connecting to their TAP/UCP systems, enter that baud rate in the Port Speed field.

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Configuring Client and Administrator Page Alerts


Once you have configured pager services for each type of paging service your users subscribe to, you must specify pager information and alert events for each user individually. For information on configuring each user's pager/SMS settings, see Chapter 10, Managing Users and Groups.

Managing Dialing Rules


To allow outbound faxes to send via least cost routing, RightFAX evaluates each outbound fax number using a list of "dialing rules." The fax server weights each rule according to how closely it matches the fax number, then sends the fax according to the rule with the greatest weight. Dialing rules must be configured for each RightFAX server separately. To add, edit, or delete dialing rules from RightFAX, highlight Dialing Rules under the RightFAX server in the left portion of the Enterprise Fax Manager Main screen. This opens a list of dialing rules in the right part of the screen.

Adding Dialing Rules


To add a new dialing rule, press [Insert] or select New from the Edit menu. This opens the Rule Edit dialog:

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For information on completing each of the fields on each tab of this dialog, please refer to Chapter 13: LCR and Dialing Plan Configuration.

Copying Dialing Rules from one Server to Another


Enterprise Fax Manager lets you easily copy one or more dialing rules from one RightFAX server to another. Select the rule(s) you want to copy, then simply drag and drop the selected rule(s) onto another server listed in the left portion of the Main screen. The amount of information copied is configurable in your Preferences, described earlier in this chapter.

Editing Dialing Rules


To edit a dialing rule, select the rule to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the dialing rule. This opens the Rule Edit dialog (shown above). For information on each of the fields on this dialog, please refer to Chapter 13: LCR and Dialing Plan Configuration.

Deleting Dialing Rules


To delete a dialing rule, select the rule to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the billing code (configured in Preferences, described earlier in this chapter).

Saving Changes to Dialing Rules


To quickly save any editing change you have made to your dialing rules, press [Ctrl+S] or select Save Dialing Rules from the File menu.

Testing Dialing Rules


RightFAX provides several utilities for testing and diagnosing dialing rules. Each of the four dialing rule tests, Ping Server, Trace Fax Routing, Rule Execution, and Show Downed Server List, is listed on the Enterprise Fax Manager Test menu. You must select Dialing Rules under an open server in the left portion of the Main screen for these menu options to become available. For information on each of these diagnostic options, please refer to Chapter 13: LCR and Dialing Plan Configuration.

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Managing Prefix Tables


Prefix tables let you store and organize groups of numbers such as dialing prefixes and area codes. These tables are used when creating least cost routing dialing rules to represent a range of numbers, rather than having to create a separate rule for each number pattern. To add, edit, or delete prefix tables from RightFAX, highlight Prefix Tables under the RightFAX server in the left portion of the Enterprise Fax Manager Main screen. This opens a list of prefix tables in the right part of the screen.

Creating New Prefix Tables


To create a new prefix table, press [Insert] or select New from the Edit menu. This opens the Prefix Table Edit dialog:

For information on completing each of the fields on this dialog, please refer to the Chapter 13: LCR and Dialing Plan Configuration.

Copying Prefix Tables from one Server to Another


Enterprise Fax Manager lets you easily copy one or more prefix tables from one RightFAX server to another. Select the table(s) you want to copy, then simply drag and drop the selected table(s) onto another server listed in the left portion of the Main screen.

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Editing Prefix Tables


To edit a prefix table, select the table to edit and press [Enter] or select Edit from the Edit menu. You can also double click on the prefix table. This opens the Prefix Table Edit dialog (shown above). For information on each of the fields on this dialog, please refer to Chapter 13: LCR and Dialing Plan Configuration.

Deleting Prefix Tables


To delete a prefix table, select the table to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the billing code (configured in Preferences, described earlier in this chapter).

Customizing Cover Sheet Fields


In order to transmit an outgoing fax, RightFAX requires that certain information be completed in the Fax Information dialog (described in Chapter 3 of the RightFAX User's Guide.) As the RightFAX administrator, you can specify how much or how little information the user must complete before the fax is considered ready to send. You can also require certain fields be completed in received faxes (for billing purposes) before they can be deleted. In addition, you can customize the field names for your Billing Code 1 and Billing Code 2 information. To customize your cover sheet settings and requirements, select Customize Cover Sheet Fields from the Utility menu. For information on completing each option on each tab of the Customize Cover Sheet Information dialog, please refer to Chapter 14: Creating and Using Cover Sheets.

Synchronizing RightFAX with External Systems


When you select Synchronize External Systems from the Utility menu, the WorkServer(s) will be forced to synchronize with any external systems immediately, as opposed to at the scheduled time. RightFAX normally synchronizes with systems like the Kofax NetScan user tables, library document catalogs, and import files for billing codes on a periodic basis. When you choose this option, synchronization happens as soon as possible, although the normal schedule is also followed.

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Managing Users and Groups


In this chapter:
Managing Users Editing User Properties Importing Users Managing Groups Editing Group Properties Using the ModUser Utility

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Managing Users
To display a list of all registered users on a RightFAX server, highlight Users under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

The DEFAULT RightFAX User


The RightFAX DEFAULT user ID is automatically included in your list of users on each RightFAX server. This user is used as a template when creating new users. Also, faxes that, for whatever reason, cannot be assigned owners have their ownership assigned to the DEFAULT user. When you are configuring your RightFAX users, your should edit the DEFAULT user to have the same attributes as the majority of your fax clients. Never delete the Default user ID.

Adding New Users Individually


To add a new RightFAX user, press [Insert] or select New from the Edit menu. This opens the User Edit dialog. The new user will have the same attributes as the DEFAULT user, except for the User ID, User Name, Password, and Distinguished Name fields. Because each RightFAX user must have a unique User ID, you must enter a value in the User ID field to create the new user. All other fields are optional. See Editing User Properties (below) for information on completing each of the options on each tab of this dialog.

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Deleting Users
To delete a user, select the user to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the user.

Editing User Properties


To edit the properties of an existing user, select the user to edit and press [Enter] or select Edit from the Edit menu. You can also double-click on the user. This opens the User Edit dialog. This dialog is divided into ten separate tabs, each described below.

To make global editing changes to selected groups of users, you must use the ModUser Utility, described later in this chapter

Identification

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User ID
The User ID field is the identifier which will be used throughout the RightFAX system to identify a user. This ID should be the same as the users network logon name, because RightFAX uses it when starting FaxUtil and Enterprise Fax Manager and to match up print jobs. The User ID must be unique; no two RightFAX users may have the same ID's. This should not present a problem since most network software enforces this same restriction.

User Name
This is simply a descriptive field by which to identify users. RightFAX makes no use of this field in normal operations. When a user is automatically added by the fax server during import, the User Name field will be read from the Bindery (NetWare 3.x), NDS (NetWare 4.x), or Domain Controller (NT).

Password
This field is only available for newly created users or if the Change Password button is pressed. If Change Password is pressed and no password is entered, the user's password will be erased. You can change the user's password without knowing the old password.

Distinguished Name
The MS-Exchange distinguished name, used to confirm accurate RightFAX/ Exchange user synchronization.

Group ID
Using the drop-down list, select the name of the group of which this user is a member. Groups must be created before creating a new user in order to be listed in the drop-down list.

Voice Mail Subscriber ID


If you want to route faxes to an AVT CallXpress mailbox, enter the appropriate mailbox number here. This field is also used to assign TeleConnect mailbox numbers to RightFAX accounts (requires optional TeleConnect Module, purchased separately).

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Permissions

Administrative Access
This gives users access to the administrative functions of RightFAX. Without it, a user cannot open Enterprise Fax Manager or switch into another user's mailbox without the correct password. If a user does not have a password, then any other user can switch into their mailbox without having administrative access. Group administrators and alternate administrators have implicit privileges to run Enterprise Fax Manager and to switch into the mailboxes of users belonging to their administered group(s).

Archive Sent Faxes


If enabled, outbound faxes will be archived according to the archive options defined in the WorkServer Control Panel applet.

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Outbound faxes are archived upon their completion, whether successful or unsuccessful. Faxes with a status (ER:XXX), where ER stands for Error-Retry, are not archived. If a fax fails too many times, as defined by the Retry Count parameter in the Fax Server Control Panel applet, then its status will change to Error-Dropped (ED:XXX). It is at that point that the fax will be archived. In this way, a fax which fails five times in a row will not be archived five times. If a fax fails and then succeeds on a subsequent retry, it will be archived after it succeeds. Enabling Archive Sent Faxes implicitly disables Automatic Deleting of sent faxes (an option controlled by the user from within FaxUtil.)

Bypass Billing Code Verification


This attribute is only effective if billing code verification is enabled on a systemwide basis. If so, then any user with this attribute enabled will be allowed to send faxes without supplying correct billing codes. This attribute will not exclude the user from having to supply other required fields in order to be able to send faxes.

Can Change Cover Sheets


This allows a user to freely change cover sheets. If you want to restrict users to a specific cover sheet, remove this attribute by un-checking the field.

Can Edit/Add Forms


This parameter allows users to use the Store as Form feature of FaxUtil to add forms to the RightFAX system.

Can Edit/Add Library Docs


This parameter allows users to use the Store in Library feature of FaxUtil to add documents to the RightFAX library.

Can OCR Faxes


This controls whether or not a user can OCR faxes using RightFAXs optional Optical Character Recognition software. Users initiate the OCR process via FaxUtil. This attribute does not affect OCR routing and does not have to be enabled if OCR routing is being used.

Can Run Reports


This parameter allows users to create fax information reports from new and existing data sets using the RightFAX Fax Reporter.

Can Use High Priority


This check box controls whether or not a user can send faxes using High priority. Without this attribute enabled, a user is restricted to Normal and Low priorities selected from FaxUtil and through the embedded code <PRIORITY:XXXX> where XXXX can be High, Normal or Low.

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Disallow Billing Code Lookup


Enabling this security feature will prevent a user from viewing the entire list of valid billing codes. Instead they must know the code they need.

Disallow Editing of Billing Codes


If this attribute is checked, the user will not be able to change their default billing code settings for outgoing faxes. In addition, any billing codes in phonebook entries will be ignored, as will any <BILLINFO> embedded codes.

You must check both Disallow Billing Code Lookup and Disallow Editing of Billing Codes to ensure that users will not be able to modify their default billing code settings

Disallow Fax Annotations


When enabled, this attribute will prevent a user from adding notes to faxes.

Disallow Fax Deleting


When enabled, this attribute will prevent a user from deleting faxes. It is useful for persons doing manual routing. The restriction applies to the user as opposed to the mailbox, so even if the user switches mailboxes, he still cannot delete faxes.

Excluded from Group Fax Aging


When enabled, this feature excludes a specific user from the automatic fax aging (image deletion) attributes of the group to which the user belongs.

Must Have Faxes Approved


This feature enables the fax authorization system for this user. If checked on, every fax the user sends must be approved by a full, group, or alternate group administrator.

Must Have Password


With this box checked, the user MUST have a password. Once a password has been created for that user, they will not be allowed to enter a blank password when they change their password. This does not restrict the user from changing their password.

Unprotected Mailbox
Normally, only administrators can switch into a mailbox without supplying a password to the mailbox. By enabling this attribute, any user can switch into this mailbox without having to supply a password. This is useful when setting up general or group mailboxes where security is not an issue. This does not affect security of phonebook entries belonging to this mailbox.

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View First Page Only


This attribute restricts users from viewing or printing anything but the first page of a received fax (useful when manual routing is employed). The restriction applies to the mailbox, not a user. Therefore, a user cannot log on to RightFAX as themselves, switch into a mailbox with the View First Page Only restriction, and be able to view anything but the first page of any received fax. Faxes must be routed out of a restricted mailbox to another user before subsequent pages could be viewed or printed.

Inbound Routing

Routing Code (DID/DNIS Number)


This field lets you determine exactly who to route the fax to. You may specify the DTMF extension, DID phone number, or channel number which you have assigned to this user. Any fax received for this Routing Code through a DID phone line or via DTMF routing tones, will be placed in this users fax mailbox.

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As is true with the user ID, the Routing Code should be unique. The same fax cannot be routed to more than one person at a time, unless you are not going to use DID or DTMF routing. This rule, however, is not enforced so you must ensure that no Routing Code is used more than once. If you do use the same Routing Code more than once, only one of the persons to whom it is assigned will receive incoming faxes. For more information on inbound routing, see Appendix E, Automatic Inbound Routing.

Routing Type
This field lets you specify to what application each incoming fax will be routed to after it arrives in the user's FaxUtil mailbox. For more information on each of the options in this list box, see Appendix E, Automatic Inbound Routing.

File Format
Some of the above Routing Types let you choose the file format in which the fax will be delivered. Select from the following: PCX - This format produces a single page per file with an average fax page size of 135 Kb. It is useful for routing received faxes to cc:Mail, DOS, and Macintosh clients as cc:Mail for DOS and Macintosh have built-in capabilities to view PCX formatted fax pages. This format is not recommended for Windows clients, as PCX is a large format and users have to sift through multiple attachments when viewing multi-paged faxes. DCX - This format is simply a consolidation of multiple PCX pages into a single file. It solves the multiple attachment problem of PCX files, but maintains the large page size (average of 135 Kb per page). MS Mail clients have the capability to view DCX formatted faxes. TIFF-G3/TIFF-G4 - TIFF is a common graphics file format. TIFF-G3 are TIFFstructured files that are much better for monochromatic pages like fax pages (average of 35 Kb per page). Most of the newer e-mail packages have the ability to natively read TIFF-G3 files. However, you can associate the RightFAX Fax Viewer with TIFF-G3 files to view these faxes in any of the e-mail packages. The TIFF-G4 standard offers a newer, even more compressed file format.

If users will be receiving their faxes in e-mail and they will be using one of the remote e-mail packages (i.e. using a modem to retrieve messages), TIFF-G3 or TIFF-G4 should be used for its superior compression rates.

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Routing Info
This field lets you enter information that distinguishes exactly how to route the fax to the intended recipient. If you are routing faxes to an e-mail mailbox, you must enter the e-mail address here. For information on the required Routing Info for each routing type, see Appendix E, Automatic Inbound Routing.

Delete After Routing


Check this option to automatically delete received faxes from the user's FaxUtil mailbox after the fax has been successfully routed.

Received Fax Routing Form


If you set your Routing Type to Exchange Mailbox, and you have installed Outlook forms (described in the RightFAX Optional Modules Guide), select the form you want to route incoming faxes to. Select {Default} to use the form set in the E-mail Gateway Control Panel applet.

Default Outbound Settings

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Default Fax Resolution


Faxes can be sent at two different resolutions: Normal - 100 x 200 dots per inch (DPI) and Fine - 200 x 200 DPI. Normal mode works well for draft-quality resolution and shorter transmission times. Fine resolution is recommended for high-quality printed documents and optical character recognition (OCR). This setting affects the body of a fax, but not the cover sheet.

Default Priority
This field can be set to low, normal, or high priority. This determines the priority at which all faxes are responded to by the fax server unless otherwise specified on the sender's Fax Information screen.

Auto-Delete Setting
Because fax images can occupy a large amount of disk space, you may want to automatically delete a user's faxes as soon as they are sent. You can specify whether to delete all faxes, only those successfully sent, or none of the faxes. The disadvantage to using this option is that you will not be able to view what you sent, it will not appear on your fax list, and cannot be forwarded. Enabling automatic deletion does not affect the original document if it was created in another application. If the user has the Archive Sent Faxes permission checked, that setting will always override this setting.

Use Smart-Resume?
RightFAX incorporates technology that allows the fax server to intelligently resend only the portion of a fax which failed to send. For example, if you are sending a 50-page fax and the transmission is broken after 40 pages, normally all 50 pages have to be present. By enabling this feature, the server will only resend the last 10 pages.

Cover Sheet Defaults


Check the option Send Cover Sheets to enable the user to send cover sheets with faxes. If this option is checked, select the fax cover sheet file to use in the Cover Sheet Model field. This pull down menu lists all fax cover sheet files in the \RIGHTFAX\FCS directory. You can also set the fax cover sheet default resolution to normal or fine. Complete the remaining fields with the user's name, fax, and phone number information as you want it to appear on fax cover sheets.

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Other

Automatic Fax List Updates


Check this option to configure the user's FaxUtil mailbox to automatically refresh (scan for new faxes).

Update Interval in Seconds


If you checked the option Automatic Fax List Updates, this setting is the interval at which updates will occur.

Default Billing Codes


These two fields are the Billing Code 1 and Billing Code 2 settings that will be entered in the Fax Information dialog for this user each time a fax is sent.

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Pager Notification

Pager Notification is available in RightFAX Enterprise and Enterprise Suite servers only

RightFAX can be configured to page clients and administrators to alert them of specified RightFAX events. This feature also lets you send SMS (Short Message Service) messages to cellular phones with SMS capability. This dialog lets you specify which fax events to notify the user of. Before completing this dialog, you must first configure a list of available service types and providers. For information on configuring paging/SMS services, see Chapter 9, Enterprise Fax Manager.

Pager ID
Enter the user's pager ID. This is usually a numeric ID and is often the phone number for the pager.

Pager/SMS Service
Select the user's pager/SMS service from the drop-down list. If you have not added and properly configured paging/SMS services for this user, you must do so before completing this dialog. See Chapter 9, Enterprise Fax Manager for information on configuring paging/SMS services.

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If the TeleConnect optional module is installed, RightFAX will automatically include the TeleConnect ID with all notifications of incoming faxes. This lets users retrieve faxes without first requesting a fax list

New Fax is Received


Check this option to page the user each time a new fax is received.

New Fax is Received from Specific CSID/ANI


Check this option to page the user each time a new fax is received from one or more specific senders. In the Patterns field, enter the CSID or ANI information that is forwarded by the sender's machine. Use a semicolon to separate CSID or ANI information for multiple senders.

Outbound Fax has been Abandoned


Check this option to page the user each time one of his outbound faxes fails to send for any reason.

Administrative Pager Alerts


Pager Alerts are available in RightFAX Enterprise and Enterprise Suite servers only

RightFAX can page clients and administrators to alert them of specified RightFAX events. This feature also lets you send SMS (Short Message Service) messages to cellular phones with SMS capability. This dialog lets you specify which RightFAX server status messages to send to the user.

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Before completing this dialog, you must first configure a list of available service types and providers. For information on configuring paging/SMS services, see Chapter 9, Enterprise Fax Manager.

Pager ID
Enter the user's pager ID. This is usually a numeric ID and is often the phone number for the pager.

Pager/SMS Service
Select the user's pager/SMS service from the drop-down list. If you have not added and properly configured paging/SMS services for this user, you must do so before completing this dialog. See Chapter 9, Enterprise Fax Manager for information on configuring paging/SMS services.

Low Disk Space


Check this option to send a page when free hard drive space on the RightFAX server falls below 150 Mb.

Critically Low Disk Space


Check this option to send a page when free hard drive space on the RightFAX server falls below 50 Mb.

Send Queue too Deep


Check this option to page the user when the number of faxes or fax pages queued to send exceeds a fixed number. Enter the number of faxes to exceed in the Faxes field. Enter the number of fax pages to exceed in the Pages field.

Fax Server Event Queue Full


Check this option to send notification when the percentage of the fax server's internal Event Queue reaches 90%. The Event Queue is described in Chapter 4, Configuring the RightFAX Server.

BoardServer Service Down


Check this option to send a notification when, for any reason, one of the BoardServers becomes unable for sending and receiving faxes.

All BoardServers Down


Check this option to send a notification when, for any reason, all the BoardServers become unable for sending and receiving faxes.

Service Down
Check this option to send notification when any RightFAX service stops for any reason.

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Probable Line Failures


Check this option to send notification when the BoardServer detects that a fax channel or phone line has failed

Server Improperly Restarted


Check this option to send notification when either the Fax Server Module or RightFAX database is not shut down properly. This may indicate that your server has lost power or blue-screened. In this event you should run the DBCHECK command line utility (described in Appendix D). If this utility reports errors, you should run RESCUE.

Periodic Server Heartbeat


Check this option to send a brief notification of the RightFAX server's status, including statistics on fax activity. When you check this option, you must also specify the notification interval, in minutes.

Outbound Auto-Printing

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Enable Automatic Printing of Sent Faxes


Check this option to configure the user to automatically print all sent faxes. If this option is checked, you must also select a printer from the drop down list of available printers. These are the printers that you have set up under Printers in the Enterprise Fax Manager (described in Chapter 12, Printers and Billing Codes.)

When to Print
These options let you specify whether to print successfully sent faxes, faxes that were not successfully sent, or both. You may only check one option at a time, and selecting one will automatically unselect the others.

What to Print
These options let you specify whether to automatically print the fax history, the fax cover sheet, and/or the fax body.

Default Receive Settings

Automatic Forwarding Options


Check Enabled to automatically forward this user's faxes to either a fax machine or another network user as soon as they are received. Specify the fax number or RightFAX user ID to forwarding to.

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Automatic Printing Options


Check Enabled to automatically print received faxes. If this option is checked, you must also select a printer from the drop down list of available printers. These are the printers that you have set up under Printers in the Enterprise Fax Manager (described in Chapter 12, Printers and Billing Codes.) You may also specify a print resolution (high, medium, or low.)

Automatic OCR Options


Check Enabled to automatically OCR all faxes. This option converts received fax images to editable text and requires the OCR Optional Module. Enter a three-letter file extension for the output file in the Extension field. In the Format field, select the text format used to interpret your fax pages. ASCII produces a plain text file. Smart ASCII approximates the original format. RTF (Rich Text Format) preserves fonts and formatting, but is only available for Windows clients. In the Layout field, select how you want the text to be formatted on the page. WYSIWYG will try to read the fax in the layout it sees. If, for instance, RightFAX sees that the fax has three columns, it will try to read the document in column style. Left Justified displays the text starting from the left margin of the fax.

Notification

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These settings let you configure how and when users are notified of sent and received faxes, their status in the RightFAX system, and any errors encountered during transmission. This lets users work in other applications and still be aware of their fax mailbox activity.

Notification Method
From the pull down list, select the notification method (e-mail, pager, etc.) for the user. Select Use Group's Type to use the notification type assigned to the user's group. Select cc:Mail, Notes, MS Mail, GroupWise, Exchange, or SMTP to send fax notifications to the user's e-mail mailbox (requires the optional RightFAX E-mail Gateway module.) You must specify the e-mail address of the user in the Routing Information field (below). RightFAX can also send fax messages to a pager. If you select Pager, you must enter the pager service/SMS information in the Routing Information field (below). RightFAX also lets you design custom notification methods. For information, please contact RightFAX Technical Support.

Notification Address/Info
In this field, specify the user's e-mail address for e-mail notification, or other information necessary for sending fax notifications of the type selected in the Notification Method field.

Notification About Outbound Faxes


Check any or all of the events for outbound faxes for which the user will receive notification.

Notification About Received Faxes


Check any or all of the events for received faxes for which the user will receive notification. If you check the option Reroute Received Fax Notification, you must also select a RightFAX user ID to route to from the pulldown list.

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Importing Users
You can automatically import groups of users from your network to RightFAX all at one time. Select Import Users from NT Domain from the Enterprise Fax Manager Utility menu. This opens the Import Users from NT Server/Domain dialog:

Enter the computer name of the Primary Domain Controller (PDC) or Backup Domain Controller (BDC) from which the users will be imported. Select the group to import, then specify the RightFAX user ID to use as a template. If you want to automatically assign a routing code to each user, check the Automatically Assign Routing Codes option, then enter the starting code. The first imported user will receive the starting routing code and each additional user's routing code will increment by one. If the system increments to a routing code that already exists, it will be skipped. When you have completed the dialog, click on the Import button to begin. You can also use the IMPUSER program to import users from an NT domain. For more information on IMPUSER, see Appendix D, Command Line References.

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Managing Groups
A "group" is a set of users to which you can assign a common administrator, alternate administrator, fax options, and fax cover sheet. Groups let you subdivide your organization in order to manage the RightFAX system more efficiently. For example, instead of having one administrator for your entire organization, you can have different fax administrators for the Marketing and Sales departments. This would mean creating separate marketing and sales groups in RightFAX. Groups also play an important role in the process of notifying users of new faxes. If a user does not respond to their notification by viewing or printing a new fax within a specified time, the group administrator will be alerted to the fax, who may then print the fax or forward it to someone who will read it. To display a list of all groups on a RightFAX server, highlight Groups under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

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Creating New Groups


To add a new RightFAX group, press [Insert] or select New from the Edit menu. This opens the Group Edit dialog. See Editing Group Properties (below) for information on completing each of the options on each tab of this dialog.

Deleting Groups
To delete a group, select the group to delete and press [Delete] or select Delete from the Edit menu. Because all users must belong to a group, you must reassign all the users in a group to other groups before you will be able to delete the group.

Editing Group Properties


To edit the properties of an existing group, select the group to edit and press [Enter] or select Edit from the Edit menu. You can also double-click on the group. This opens the Group Edit dialog. This dialog is divided into four separate tabs, each described below:

Basic Information

Group ID
Create a unique ID for this group.

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Administrator
Enter the user ID of the person who will be the administrator of this group. The administrator will have access to all the mailboxes in this group and will receive messages about faxes belonging to group members if a user has not printed or viewed a fax in the designated interval. You can enter an ID here even if you have not yet created that user in RightFAX or you can leave it blank and fill it in after creating users.

Alternate Administrator
Enter the user ID of the person who will be the alternate administrator of this group. The alternate administrator will have access to all the mailboxes in this group and will receive messages about faxes belonging to group members if the user and the administrator has not printed or viewed a fax in the designated interval. You can enter an ID here even if you have not yet created that user in RightFAX or you can leave it blank and fill it in after creating users.

Cover Sheet File


If you have created a customized fax cover sheet for the group, select the file from the drop-down list. If you do not select a file, the default cover sheet file (FCS.PCL) will be used.

Notification Type
Select the method by which group members are to be notified of fax messages (i.e. when a new fax has arrived, when an outgoing fax needs attention, etc.). Network Broadcast - This option uses standard network notification to notify users of fax messages. Custom Types - You can design custom notification methods with the help of RightFAX Technical Support. E-mail Notification (cc:Mail, Notes, MS Mail, GroupWise, Exchange, SMTP) - RightFAX can send fax messages to your e-mail mailbox if you have purchased the optional RightFAX E-mail Gateway module. You must specify the e-mail address of each user in the Routing Information field in the Edit User dialog. TRS NetComm Message Server - RightFAX can send fax messages to this message server if you have TRS's NetComm Message Server installed on your fax server and client workstations. CallXpress3 - RightFAX can send fax messages to your CallXpress3 mailbox if you have installed Applied Voice Technology's CallXpress3 on your server and client workstations. You must specify the network protocol used, the CallXpress3 server name, the ID of the RightFAX mailbox on the CallXpress3 server, the password (if any) for that mailbox, and the mailbox to which messages will be directed for each user in the Routing Information field of the Edit User dialog. RightFAX can also send fax messages to a pager.

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Days to Keep Deleted Fax Records


This value specifies the number of days to keep records of deleted faxes in the RightFAX Database (used for accounting purposes). If this field is set to 0, then deleted fax records will never be automatically purged by the fax server.

All Faxes Must Have Cover Sheets?


Check this option to require all users in the group to use a cover sheet on outbound faxes.

Automatic Fax Aging

Automatic Fax Aging is a feature included only with the RightFAX Enterprise server that lets you specify the number of days sent and received faxes will remain in a user's FaxUtil mailbox. For each type of fax, enter the number of days the fax will remain before being deleted. Setting a value to 0 (zero) days disables automatic fax aging. Only faxes in the Main and Trash folders are automatically deleted. Automatic Fax Aging does not remove the fax record from the RightFAX database, so you can still run reports about the faxes. If you are not running a RightFAX Enterprise server, these fields will be grayed-out (disabled). You can also run manual fax aging with the FAXAGE command line utility (described in Appendix D).

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Forced Scheduling

Forced Scheduling lets you control your fax traffic volume on a group basis. You can restrict the total number of pages or total number of faxes being sent simultaneously by all users in the group, and limit these restrictions to a specific time period. For example; if you have 50 sales representatives, each sending 100 faxes every hour, all of your fax channels may be continuously busy processing their faxes. This could delay more important faxes from other departments, as well as block incoming faxes. With Forced Scheduling, you can restrict the members of your Sales group to sending no more than 20 pages at a time between the hours of 8 a.m. and 5 p.m., and delay any faxes over that limit until 6 p.m. This feature restricts only simultaneously scheduled faxes. It does not restrict the total number of faxes or fax pages that can be sent during the specified time period. If a fax exceeds the maximum limit and is delayed until a later time, it can be rescheduled by the user at any time by selecting Forward to Fax Machine from his FaxUtil mailbox.

Enabled
Check this option to enable Forced Scheduling.

Maximum Concurrent Pages


Specify the maximum number of fax pages that can be scheduled at one time by all the users in this group.

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Maximum Concurrent Faxes


Specify the maximum number of faxes that can be scheduled at one time by all the users in this group.

Starting/Ending Time
Set the starting and ending times during which the restriction applies in the 24-hour format HHMM. For example, to set the restriction between 8:00 a.m. and 5:30 p.m., set the Starting Time to 0800, and set the Ending Time to 1730. If, during this time period, any faxes sent by this group exceed the limits you set in the Maximum Concurrent Pages and Maximum Concurrent Faxes fields, those faxes will be delayed until the time you specify in the Delay Until Time field.
If the Delay Until Time falls between the Starting and Ending Times, automatically delayed faxes will never be sent. This is because delayed faxes, by definition, cannot be sent between your Starting and Ending Times. In such a case, delayed faxes will be continuously bumped to the next day at that same time

Delay Until Time


Set the time at which delayed faxes will be sent in the 24-hour format HHMM. For example, to send delayed faxes at 6:00 p.m., set this field to 1800. If the Delay Until Time falls between the Starting and Ending Times, automatically delayed faxes will never be sent. This is because delayed faxes, by definition, cannot be sent between your Starting and Ending Times. In such a case, delayed faxes will be continuously bumped to the next day at that same time

Smart Fax Distribution

With Smart Fax Distribution, a group routing code is created, and all faxes received by the group are automatically distributed systematically between all the users in that group.

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Enabled
Enable Smart Fax Distribution for this group.

Routing Code
Assign a routing code to the group.

Distribution Type
Select either linear or balanced distribution. With linear distribution, faxes are distributed to each group member in succession. With balanced distribution, faxes distribution is determined by each user's processing rate. If one user is faster at processing faxes than another, the faster user is automatically distributed faxes at a faster pace.

Member Refusal Allowed


Check this option to let users take themselves temporarily out of the distribution loop. When this option is enabled, users can refuse faxes by selecting Refuse Fax Distributions from the Options menu in FaxUtil.

Using the ModUser Utility


ModUser is a RightFAX utility that lets you: Change RightFAX user attributes for individual users or for multiple users at one time. Import users from a text file or an NT domain and automatically assign them attributes.

Many of ModUser's features are incorporated in the Enterprise Fax Manager (described in Chapter 9). However, ModUser is required if you want to make global changes to selected groups of users.

Requirements
ModUser is available only on RightFAX Enterprise fax servers. To modify or import users from disk you need a Windows NT 4.0 or Windows 95 workstation. To import users from an NT network, you need a Windows NT 4.0 workstation. You must have RightFAX administrative privileges to run ModUser.

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Running ModUser
ModUser requires no separate installation or configuration. You can run MODUSER.EXE from the \RIGHTFAX\ADMUTILS directory from any workstation on the network. You can also select Modify User from the RightFAX folder under the Programs menu on the fax server Start Menu. When prompted for a server name, enter the name of the RightFAX server you want to modify, then click Next. Choose the network protocol for server and click Next. Finally, enter your RightFAX administrator user ID and password. (You must have administrative access to run ModUser.) Click Finish. This opens the Modify User dialog, listing each RightFAX user on the server you selected:

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Editing Individual Users


To edit a single user, double-click on the user, or highlight the user and click on Edit! in the menu bar. This opens the User Information dialog:

For information on each of the options on this dialog, please refer to the Managing Users section, earlier in this chapter. When you have made the changes you want, click OK to return to the Modify User dialog. An asterisk (*) will appear next the user name to indicate that the user has unsaved changes. You will be prompted to save all your changes when you exit ModUser. To immediately apply changes without exiting, select Save Changes from the File menu.

Editing Multiple Users


To make global changes that will affect a group of selected users, highlight the users you want by clicking on the user ID's while holding down the [Shift] or [Control] keys. When you have selected the users you want to edit, click on Edit! in the menu bar. This opens the User Information for Multiple Selections dialog. A black check mark in a check box indicates that the option is checked for all selected users. A gray check mark indicates that the option is checked for some users. If there is no check mark, the option is unchecked for all users.

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For information on each of the options on this dialog, please refer to the Editing User Properties section, earlier in this chapter. When you have made the changes you want, click OK to return to the Modify User dialog. An asterisk (*) will appear next the user names to indicate that the users have unsaved changes. You will be prompted to save all your changes when you exit ModUser. To immediately apply changes without exiting, select Save Changes from the File menu.

Importing Users with ModUser


You can automatically import users from your network or from disk and create accounts for them in RightFAX using the ModUser utility.

Importing Users from Disk


The ModUser utility allows you to import users from a text file on disk or from an NT domain, using the same format and parameters used in the command line utility IMPUSER.EXE. Refer to IMPUSER in Appendix D, Command Line References. Your import file should be a set of comma-separated values, detailing the values and flags to enable or disable for a particular user account. You must specify all 16 fields or at least insert a comma if you wish to leave a field blank. Note that if a user already exists in RightFAX, their record will be updated based on the data from the import file. If a users does not already exist, they will be created. Use the fields below to create the import file.

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Field User ID User Name Password Group Route-Code

Type Alpha-numeric Alpha-numeric Alpha-numeric Alpha-numeric Numeric

Max Len 21 29 11 21 7

Notes Must be unique. If ID already exists, the existing user will be changed. The user's name. If empty, existing user password will be maintained. The group must already exist. If group does not exist, record will be skipped. This should be unique, though uniqueness is not enforced. File name (no path) of FCS model for user. File name must end with .PCL. Leave blank to use group's cover sheet. Each character in this field will change a particular user attribute. Possible flag characters are listed below. 0=Use group's type 1-9=custom 10=cc:Mail 11=MS Mail 12=GroupWise Formatted as: TYPE:INFO or +TYPE:INFO where TYPE must be one of the following: RF, CC, MS, FILE, OCR, GW, NOTES, RFIC, TRS, CX3, or EXCH and where INFO should be the routing information for that particular type. The format +TYPE:INFO is identical except that it enables delete-after-routing. Format of the file to be routed. Must be one of the following: PCX, DCX, TIFF-G3, or TIFF-G4 Voice mail subscriber ID, if CallXpress routing is enabled. Default 'From Name' for cover sheet Default 'From Voice Number' for cover sheet Default 'DID Fax Number' for cover sheet Default 'General Fax Number' for cover sheet Default 'Operator Voice Number' for cover sheet

FCS Model

Alpha-numeric

12

Flags

Alpha

31

Notify Type

Numeric

Route Info

Alpha

99

Route FMT Subscriber ID From Name From Phone DID Fax Num General Fax Operator Num

Alpha Numeric Alpha Alpha Alpha Alpha Alpha

4 7 59 31 31 31 31

Example: BOB, BOB JONES,,EVERYONE,1000,FCS.PCL,A+H+D+L,O,RF:BOB,TIFFG3,7100,BOB JONES,,,,

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To import users from disk: 1. 2. 3. 4. In the Modify User dialog, open the File menu and select Load Users from Disk. In the Open dialog, select the file you want to open. Click Open. Users will appear in the list with an asterisk until you save the changes.

Importing Users from a Windows NT Server


You can also import users from a Windows NT machine on the network using the ModUser utility, if you have the proper authorization. 1. 2. 3. In the Modify User dialog, open the File menu and select Load Users from Network. In the Server Selection dialog, enter the name of the Windows NT server from which you want to import users. Click OK to import all users on the selected server. Note: If the server is a Primary Domain Controller (PDC) or a Backup Domain Controller (BDC) then it will import all users in the domain.

Signatures, Forms, and Library Documents


In this chapter:
Signatures Forms Library Documents

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Signatures
RightFAX lets you personalize your outgoing faxes with signatures. Signature images are created in FaxUtil and stored in the \RIGHTFAX\SIG directory on the server. Enterprise Fax Manager catalogs all the signatures and maintains the file names, descriptions, and authorized user information. To display a list of all signature files on a RightFAX server, highlight Signatures under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

Creating a Signature
Only users with administrative access can create signatures.

Signature files are created from a fax in a your FaxUtil mailbox. You can scan a signed piece of paper into your mailbox or fax a signed document to yourself. Once the document arrives in your FaxUtil mailbox, follow these steps to create a signature file: 1. 2. View the fax using the RightFAX Fax Viewer. Using the Select tool in the Fax Viewer toolbar, highlight the signature.

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3.

Select Make Signature from the FaxUtil Edit menu. This opens the Make Signature dialog:

4.

Enter an ID for the signature in the Signature Code field. This must be unique, as it will be the identifying code Enterprise Fax Manager displays in the ID column when viewing the list of signatures. Enter the Owner's User ID and a Description of the signature. In the Authorized Users field, list up to three user or group ID's of other users who can use the signature. Be sure to include the owner's user ID in the list of authorized users, as permission to use it is not implicitly granted.

If you want more than three users to be authorized to use a signature, create a group for them and enter the group ID as and authorized user.

Editing Signatures
To edit the properties of an existing signature, select the signature to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also double-click on the signature. This opens the Edit Signature dialog. You can add, delete, and change any of the fields; however, changing the Image File Name field will assign another image to the signature ID.

Deleting Signatures
To delete a signature, select the signature to delete and press [Delete] or select Delete from the Edit menu.

Forms
The forms feature allows you to "overlay" the image of a form (i.e. your company letterhead, invoices, etc.) on your fax to give the appearance of being printed on it originally.

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To display a list of all form files on a RightFAX server, highlight Forms under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

Creating a Form
Users must be assigned permissions in their user record to add or edit forms in FaxUtil.

You should always create forms in Fine resolution. To ensure this, set this option in your FaxUtil mailbox in Send Fax Options before proceeding. Using the print-to-fax driver, print the form document from its original application to your FaxUtil mailbox. (This produces the highest quality image.) In FaxUtil, view the faxed form to ensure that it is acceptable.

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Close the Fax Viewer, then highlight the form on the list of received faxes. Select Store as Form from the Fax menu. This opens the Store Fax as Form dialog:

TTI Line Removal


This option is only available if you are creating your form from a received fax (i.e. you faxed the form to yourself). If this field is set to None, the TTI lines (transmission information headers at the top of the page) will not be removed from the fax and will become part of the form. If you select Use Blank Lines, the TTI lines on the form will be covered by blank lines, effectively hiding them, yet not removing them. If you select Cut Out Lines, you will be deleting the TTI lines from the fax.

Paper Size
This option is only available if you are creating your form from a received fax (i.e. you faxed the form to yourself). If you select None, RightFAX will not adjust the form to fit a specific paper size. The form will be created from the actual size of the fax. Selecting Letter, Legal, or A4 will cause RightFAX to scale the form to fit the specific paper size.

Form Code
This unique code is used in embedded codes to identify the form.

Description
Type a description for the form.
The page numbers you specify in the Start Page field are absolute. If the Start Page for a form is set to three and you apply it to a document which only has two pages, none of the document pages will be overlaid.

Start Page
This field determines the beginning page of the fax document onto which this form is to be overlaid (i.e. if this form is the second page of your company letterhead, you would assign this value to 2 so that it would not be overlaid on the first page of your fax).

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Overlay on All Pages


This field determines if all the pages of faxes are to be overlaid with this form. You should not toggle this box if this form is specific to a certain page on a multipage fax.

Number of Pages
This value determines how many pages of the fax will be overlaid with the form. If it is set to 0, then the entire fax will be overlaid with the form. This option is only available if you did not toggle the Overlay on all pages field.

Secure Form and Authorized Group/User


You can secure forms by restricting them to specific groups or users. To secure a form, toggle the Secure Form field and use the drop-down list to select the user or group authorized to use the form.

Editing Forms
To edit the properties of an existing form, select the form to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also doubleclick on the form. This opens the Edit Form dialog. You can add, delete, and change any of the fields as long as the Form Number and Form Code remain unique. Three of the fields in the Edit Form dialog were not available when you created the form. Each is described below:

Form Number
This number will be used to identify the form so it can be linked with other forms if desired. This number is automatically assigned by RightFAX when the form is created.

Next Form ID Number


This value should be set only if you are combining multiple forms in one fax (i.e. a different form for the first and second page of your company letterhead).

Image File Name


For each new form you create, you must set this field by selecting the form file name from the drop-down list. This field is automatically defined by RightFAX when the form is created.

Deleting Forms
To delete a form, select the form to delete and press [Delete] or select Delete from the Edit menu.

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Library Documents
The RightFAX Library can store documents that you fax on a frequent basis (i.e. company literature, credit applications, or employment forms) for easy retrieval. To display a list of all library documents on a RightFAX server, highlight Library under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:
Users must be assigned rights in their user record to add and edit library documents.

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

Creating and Storing Library Documents


To create a new library document, you must first send a document to your FaxUtil. You can do this by printing the document through the RightFAX fax printer, through the original application, faxing it to yourself, or using a scanner (or any combination of these methods).

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Once the fax arrives in your FaxUtil mailbox, highlight it and select Store in Library from the Fax menu. This opens the Store Fax as Library Document dialog:

Document ID
This is a unique code used to identify the library document. If you want the library document to be available via the Web or Fax on Demand (described in the Docs on Demand section of the RightFAX Optional Modules Guide), you must assign a numeric Document ID.

Description
Enter a description of the library document.

Image File Name


This is the actual file name of the library document. All library document files are saved in the \RIGHTFAX\IMAGE directory on the RightFAX server.

Pages
The number of pages in the document. This setting is generated automatically.

Accessible via LAN


Check this option to make the library document available on your LAN for faxing from client workstations.

Accessible via Web


Check this option to make the library document available to users via your Web site using Web Fax Tools.

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Accessible via FOD


Check this option to make the library document available to users via touch tone phone using Fax on Demand.

Include in Catalog
Check this option to include this document in the Fax on Demand catalog listing of available faxes.

If you have not licensed the Docs on Demand optional module, the Accessible via Web/ FOD options will be disabled

Request Password
Enter a numeric password here to require Fax on Demand users to enter the password when requesting this document.
For more information on Web Fax Tools and Fax on Demand, see the Docs on Demand section of the RightFAX Optional Modules Guide

Activation Date
To specify the date you want your document to become available for retrieval, click the check box and enter a date.

Expiration Date
To specify when you want your library document to become unavailable for retrieval, click the check box and enter a date.

Editing Library Documents


To edit the properties of an existing library document, select the document to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also double-click on the document. This opens the Edit Library Documents dialog. You can add, delete, and change any of the fields; however, changing the Image File Name field will assign another image to the Document ID.

Deleting Library Documents


To delete a library document, select the form to delete and press [Delete] or select Delete from the Edit menu.

Resetting Usage Counts


Select Reset Usage Counts from the Edit menu to reset all the library documents usage counters to zero.

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Printers and Billing Codes


In this chapter:
Managing Printers Managing Billing Codes Integrating ODBC Billing Codes

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Managing Printers
You can define an unlimited number of network printers in RightFAX and make them available to users for fax printing. You can add printers individually or import large groups of printers from your network. To display a list of all printers configured for use with RightFAX, highlight Printers under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

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Adding Printers Individually


To add a new printer, press [Insert] or select New from the Edit menu. This opens the Edit Network Printer dialog:
To print to local printers, users must print from the Fax Viewer.

Printer ID
This is the identifier RightFAX will use for this printer. This ID should match the printer's network ID to avoid confusion.

Description
This is a text field for your reference only. If this field is completed, users will see both the Printer ID and Description as a printer choice in the Print dialog. If this field is not completed, only the Printer ID will be displayed.

Server Name
This field indicates on which file server the queue exists. If the queue is in NDS, this should be the tree top.

Queue Name
This value will differ depending on your network operating system. On NetWare 3.x, the Queue Name should contain the Bindery name of the queue, i.e. "LASER1". On LAN Server and NT networks, Queue Name should contain the share name of the queue. On NetWare 4.x servers that are using NDS, Queue Name should contain the Distinguished Name of the queue object, i.e. "LASER1.SALES.ACME."

Printer Type
This field determines the printer driver used by the fax server to format faxes printed to this printer. Choose the one that most closely corresponds to your printer. If your laser printer supports both PostScript and PCL5, choose one of the HP LaserJet types rather than PostScript for faster printing.

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Default Paper Size


This determines how the fax server will scale a fax page to fit onto the printable area of a laser printer. This also sets what size paper to select. Settings include: None - This will not scale the image at all which may result in some portion of the page being truncated. Fit Letter - This setting causes the fax page to be scaled to fit onto the printable area of U.S. Letter size paper (8.5 x 11 in.).
The Paper Size and Paper Source can be overridden by the user when they manually print a fax from FaxUtil.

Fit Legal - This will cause the fax page to be scaled to fit onto the printable area of U.S. Legal size paper (8.5 x 14 in.). Fit Letter/Legal - If the fax page is 12.5 inches or less, it will scale to fit onto Letter size paper. Otherwise it will be scaled to fit onto Legal size paper. This is useful for firms receiving faxes in a mix of letter and legal sizes and where dual-bin laser printers are used. In such cases, the laser printer will automatically select the appropriate size paper, letter or legal, to correspond to the size of the fax page. Fit A4 - This setting will cause the fax page to be scaled to fit onto the printable area of A4 size paper (210 x 297 mm). Fit A4/Legal - This setting is identical to Fit Letter/Legal, except that the printer will choose between A4 and Legal paper trays. There is always an unprintable region for each laser printer. RightFAX takes this into account when scaling and fits the full fax page within the printable region. The result is a small (5%) reduction in the page image when printed on a laser printer. Since fax pages have no unprintable regions, the scaling must occur else portions of the fax would be lost during printing.

Default Paper Source


This field determines which paper tray selection command RightFAX will send to the printer. If the Default Paper Size is set to Fit Letter/Legal or Fit A4/Legal, it is recommended that this value be set to None, else the automatic selection of paper trays will not work.

Editing Printers
To edit the properties of an existing network printer, select the printer to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also double-click on the printer. This opens the Edit Network Printer dialog (described above).

Deleting Printers
To delete a printer, select the printer to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the printer.

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Importing Printers from the Network


To import printers from your network, select Import Printers from Network from the Utility menu. This opens the Import Network Printers dialog. Select the network context to import from, specify a default printer type (driver), then click the Find Printers in Selected Context button. Depending on the size of your organization's network, this scan may take several minutes. You can click the Stop Loading button during the scan to cancel. If the list includes printers that you do not want to import, highlight each printer to remove and press [Del]. To import the printers, click the Import Listed Printers button.

Managing Billing Codes


RightFAX tracks and reports fax activity using billing codes. Users may be required to enter one or two codes for every fax before it can be sent or deleted. These codes can be validated internally against a master table or can be validated externally with a separate application (i.e. your accounting program). To validate billing codes internally, you must create a list of all valid codes in RightFAX. To display a list of billing codes, highlight Billing Codes under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

Validating billing codes externally requires you to create a custom application using the RightFAX API

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

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Adding Billing Codes Individually


To add a new billing code, press [Insert] or select New from the Edit menu. This opens the Edit Billing Code dialog:

Billing Code Fields


(You may have changed these field names to reflect the needs of your company using Customize FCS Required Fields in the Utility menu.) Enter the new billing code(s) to add to the list.

Description
Enter a description of what these billing codes represent (such as "Account" and "Matter").

Importing Billing Codes


RightFAX lets you import billing code records from an ASCII text file. This is most useful when systems such as EquiTrac or central databases are used to store a master set of billing codes. Such systems can be programmed to periodically generate a formatted ASCII file which the RightFAX server will automatically pick up and process. Once such a system is configured, billing code maintenance can be fully automated. The ASCII billing codes file must be called CODECHG.CSV, and must be located in the directory \RIGHTFAX\WORKSRV# (where # is the WorkServer number that you want to handle the billing code imports.) The file CODECHG.CSV must be formatted with one complete billing code record per line. The codes themselves cannot contain spaces, but descriptions may. For each record, the codes and description must be separated by commas. You can import new billing codes as well as specify deletions and changes to billing codes. Each billing code record must include a leading field that indicates the desired operation. The leading field (a single character followed by a comma in all cases) may be an: A indicating an Addition; C indicating a Change to an existing code; or a D indicating that a code should be Deleted.

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Format: Operation,BillInfo1,BillInfo2,Description Examples: A,Smith,9054,Harry Smith Inc. C,Jones,5687,Bob Jones Corp. D,Smith,2390 (A Delete line need not contain a description, and any included description will be ignored.) Once you have created a comma-delimited ASCII file of billing codes, RightFAX can be configured to automatically import the file. To configure RightFAX to automatically import the ASCII billing code file, run the WorkServer Control Panel applet, select the WorkServer in whose directory you saved the CODECHG.CSV file, and set a value in the Billing Code Import Interval field. This parameter determines the interval, in minutes, that the WorkServer should check for a new billing code file. At every interval, the WorkServer checks for the file CODECHG.CSV, in its own directory. If the file exists, the WorkServer imports the additions, changes, and deletions specified in the file. After the entire file is processed, the WorkServer erases CODECHG.CSV so that it will not be picked up again at the next check. The WorkServer also produces a log file, CODECHG.LOG, which can be examined to see what codes were imported from the most recent CODECHG.CSV. The log file is overwritten each time an import is executed, so it will not grow indefinitely. When writing the input file it is recommended that it not be initially named CODECHG.CSV. If it is, the WorkServer may attempt to open and process the file before you have finished building it. It is best to use a temporary name (such as CODECHG.$$$) to build the file. After all lines have been written to the file, close it and rename it to CODECHG.CSV. A batch file can be created that automates this process, for example: C:\>j: J:\>cd \rfax\worksrv1 J:\RFAX\WORKSRV1>getcodes codechg.$$$ J:\RFAX\WORKSRV1>ren codechg.$$$ codechg.csv In this example, GETCODES is a program you supply which creates an ASCII file of billing code changes in the required format.

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Integrating ODBC Billing Codes


You can integrate billing codes from an external ODBC source for use in all of your Windows NT and Windows 95/98 users' outbound faxes. The ODBC source may be created and configured using the 32-bit ODBC Configuration applet in the Control Panel. Each client workstation must be configured individually to access these billing codes. Click on the RightFAX tray icon in the corner of the taskbar. From the menu, select ODBC Configuration. This opens the Configure ODBC Tables dialog:

Click on the RightFAX tray icon and select ODBC Configuration

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Click on the Add button next to ODBC Billing Tables. This opens the Configure ODBC Billing Table dialog:

Type a descriptive name for the billing codes table Click the browse button and select the ODBC driver Completing these fields requires a familiarity with SQL syntax conventions. Please refer to your SQL database documentation for information on SQL syntax

Complete each of the fields according to your ODBC datacase's specifications:

Billing Table Name


Enter a descriptive name for this billing codes table.

Fill in the ID and password necessary to access the ODBC database. If the ID and password match those used to log into RightFAX FaxUtil, you may check these boxes instead

ODBC Source
Enter the name of your ODBC billing codes data source, or click the browse button to the right of this field to select from a list of available sources.

ODBC Field Names


Next, you must relate 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 may check those boxes instead.

Records to Load at Once


You can limit the number of records displayed at one time during billing code lookup by entering the limit in this field.

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SQL Cursor Type


This field lets you select an SQL cursor type. In most cases, this option should be set to Dynamic.

Querying an ODBC Billing Code List


Once you have configured the necessary ODBC information on a user's workstation, that user can access ODBC billing codes when sending faxes.
The actual name of this billing code list is set in the Billing Table Name field of the Configure ODBC Billing Table dialog

From the Fax Information dialog, click on the Lookup button. A window asks you to select RightFAX or ODBC billing codes:

Select the ODBC option. This opens a dialog listing the ODBC billing codes:

If you limited the number of records displayed at one time in the Records to Load at Once field on the Configure ODBC Billing Table dialog, you will see only the specified number of records (or fewer). To view the previous or next batch of codes, click on the up and down arrows on the right side of the list. Highlight the billing code information you want and click OK to enter it in the Fax Information dialog.

LCR and Dialing Plan Configuration


In this chapter:
LCR Overview Creating and Editing Dialing Rules Prefix Tables Testing Rules and Routes Call Blocking LCR Sample Scenarios

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LCR Overview
Least cost routing (LCR) is a term used to describe technology that allows you to route outbound faxes between servers. RightFAX LCR includes several components: dialing plans, load balancing, testing tools, and management utilities. Dialing plans, testing tools and management utilities are all available in RightFAX NT because they apply to one specific server only. In RightFAX Enterprise, these components can be configured to work between servers.

Load Balancing
Load balancing is accomplished by creating multiple dialing rules to match a specific number pattern. When multiple rules match a fax number with equal weight, RightFAX directs the fax to the server with the most available fax channels. If both servers have all outbound fax channels in use, the fax will be directed to the server with that will have a channel available the soonest. Because this feature requires cooperation between servers, it is only available in RightFAX Enterprise.

RightFAX Interconnect
RightFAX Interconnect can be likened to least cost routing for inbound faxes. Fax reception can be distributed for volume or redundancy reasons. Servers will route received faxes between themselves to ensure that the fax is routed to the proper user, even if that user is not located on the original server. This feature is enabled in the RightFAX WorkServer (see Chapter 5: Configuring the WorkServers for more information).

Creating and Editing Dialing Rules


Because different servers may be in different locations, or serve groups with varying needs, dialing rules are server specific. If you have multiple RightFAX servers, you must create an appropriate list of dialing rules for each server

Least cost routing dialing rules are configured in the Enterprise Fax Manager, described in Chapter 9. Highlight Dialing Rules under your RightFAX server to open a list of number patterns and their rules:

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RightFAX compares each outgoing fax number to the number patterns listed here then assigns a weight to each listed rule. The more closely an outgoing fax number matches a rule, the higher the weighted value of that rule. The fax server will then use the rule with the highest weight to send the fax. Rules that rout to a remote server are automatically deemed ineligible and taken out of contention if a WAN link or destination server is down. It is possible that all a server will do is route every fax to another server. It is even possible to configure a single fax server on the network to only modify fax numbers (prepend/append digits, etc.)

The RightFAX BoardServer must be running in order to edit the dialing rules

Matching
The first step in creating dialing rules is to establish standards against which RightFAX will to try to match fax numbers. Fax numbers will be compared to the patterns and conditions described below to determine the best match.

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Patterns
The board server will attempt to match the pattern of numbers or characters in the fax number with the pattern of numbers or characters in the dialing rules. You should enter a number pattern for each rule. RightFAX will ignore any hyphens, parentheses, or spaces entered in the pattern string. Only the following characters are significant: 0-9 # * Wildcards: Because it is impossible to anticipate the exact pattern of every fax number, RightFAX provides several wildcards or variable characters which can be substituted for digits.

Wildcard +

Definition Matches zero or more digits; must always appear at the end of number string.

Examples + = matches any fax number entered, including 320-7000, 100, and 011-44-75653442. 415+ = matches any number that begins with 415, including 415320-7000, 415-4455, and 4151.

Matches zero or one digit; can be placed anywhere in the number string

~415+ = matches any number beginning with 415or digit -415 including 415-320-7000, 4153222, 1-415-320-7000, and 2520. ~~415+ = matches 1-415-3207000, 9-1-415-320-7000, and 415-320-7000.

Matches exactly one digit

415-320-7??? = matches any number that has final four digits between 7000-7999. 415-???-???? = matches any number within the area code 415.

%[table name, number of digits to match]

Matches digits defined in a prefix table to the number of digits specified (refer to "Prefix Tables" below)

415-%[EAST,3]+ = matches all numbers that begin with 415 and have a 3-digit prefix defined in the table called EAST.

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Wildcards always decrease the weight of a match as they are always less specific than an exact match. For example: Dialing Rule #1: Dialing Rule #2: 520-320-700? Server 1 520+ Server 2

The fax number 520-320-7000 matches both rules, but will always match rule #1 better as it is more specific. Digit/Wildcard Precedence: 0123456789*# % ? ~ +

Priority
You can restrict rule matching by fax priority (assigned by the user). Only those priority levels which are checked in this field will be considered to match the rule, provided all the other fields match. Matching based on priority can be extremely useful when doing fax broadcasts or other large-volume faxing. It can also be useful for universal redirection of faxes (e.g. all high priority faxes should send from Server 2 instead of Server 1). Example: A broadcast of 1000 faxes is scheduled to be routed from the local Tucson server to the remote London server for sending to cities throughout the UK. High priority faxes will never be sent through London because rule #1 only matches low and normal priority faxes. The assumption here is that the PSTN is more reliable than the WAN link to London (maybe the WAN link is the Internet). There are two dialing rules defined on the Tucson server: 1. 2. 01144+ + should be routed to the London server normal, low priority should be sent from the local server high, normal, low priority

Time of Day
You can also restrict rule matching by time of day and/or day of week. Set the specific hours and days for which this rule should be considered eligible. Several telephone companies offer significant savings during off-peak hours (typically between 7 p.m. and 6 a.m.) and on weekends. You can use this feature alone to balance loads between servers, or combine it with priority features to manage large fax broadcasts on specific servers.

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Restrictions
Once a fax number has found a pattern and condition match, it will evaluate the restrictions placed on the rule. Rules can restrict the originating server of a fax to include or exclude specific servers, users and groups. You can enter multiple servers, users and groups by separating the ID's with commas.

For example, the above Rule Edit dialog restricts SERVER1 from being matched against the rule for servers. XYZ and JANE are excluded from being matched against the rule for users.

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Action
After determining which rule is the best match for the number, RightFAX will use the information in this dialog to determine the actions to be taken (e.g. where the fax will be routed, if at all).

Routing allows you to specify the destination of faxes which match this rule. You can choose to route all matching faxes through the local fax server machine. This is recommended if this is a single fax server installation or if there is no cost- or timesavings in routing the fax to a remote server for sending. You can also choose to reroute all faxes that match this rule to another server. Remember that the server specified in this field may not necessarily be the server from which the fax is ultimately sent, as each new server applies its own destination rules. RightFAX LCR allows you to define intra-company routing rules that let you bypass the public switched telephone network (PSTN). An outbound fax routed from Server 1 can be routed to Server 2 as an inbound fax and be delivered to a user on that remote server without being transmitted over a phone line.

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For example, a company with RightFAX servers in Tucson and Seattle might have created the following rules on the Tucson server: 206-???-???? 206-820-50?? remove three digits route to Seattle server remove first six digits receive into Seattle server

When someone in Tucson sends a fax to 206-820-7000, faxing to a customer in Seattle, the server will route the fax to the Seattle server that will send it via a local call. However when someone in Tucson sends a fax to a co-worker in Seattle at 206-820-5065, the server will consider the fax a received fax and will automatically route it to the appropriate internal fax mailbox (5065). Note that the fax number must match a routing code on the receiving RightFAX server, otherwise the fax will be routed to the default mailbox.

Send via Local Server


This specifies that the outgoing fax will be sent from the local server.

Receive into Local Server


This allows a fax to be routed directly to the local server and be delivered as an inbound fax to avoid transmission over a phone line. The fax may have originated on this server or any other server.

Send via Fax Server


This specifies the server to which a fax should be routed for outbound sending. The server name and communications protocol should be specified for remote servers.

Receive into Fax Server


This allows a fax to be routed to another RightFAX server and delivered as an inbound fax to avoid transmission over a phone line. The server name and communications protocol must be specified.

Phone Number Modification


Digits can be added or removed from the beginning and end of a fax number to make the number dialable. For example, when dialing long distance numbers, some users enter a 1 before the area code (1-520-xxx-xxxx) while other simply begin with the area code (520-xxx-xxxx). Some users have been told to add a 9 before the fax number to get an outside line and other users have not. The following rules will correctly adjust the dialed phone number to handle all possible user combinations: 1. 2. 3. 520-???-???? 1520-???-???? 91520-???-???? Prepend 91 Prepend 9 Prepend nothing

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These rules assume that there is no global dialing prefix programmed in your Global Board Settings (described in Chapter 6). If a global dialing prefix of 9 is programmed, these rules should look like this: 1. 2. 3. 520-???-???? 1520-???-???? 91520-???-???? Prepend 1 Prepend nothing Strip one digit, prepend nothing

Valid characters to add in dialing rules are:

Character 0 through 9 , (comma) I W P T F

Description Phone numbers and access numbers 1-second pause 5-second pause Wait up to 15 seconds for a dial tone Pulse dialing tone Tone dialing mode (default) This character is replaced in the dial string by the user's domestic long distance Auto Billing Code This character is replaced in the dial string by the user's international long distance Auto Billing Code Hook-flash signal Generates tone as would '*' button on touch-tone phone Generates tone as would '#' button on touch-tone phone Causes all following digits to be hidden on fax cover sheet Causes dialing prefix to NOT be prepended Causes dialing postfix to NOT be appended
If you have trouble sending faxes to international numbers, try putting two or three i characters after the number, for example: 011-44-321-230117iii Dialing characters are not case sensitive

G ! * # @ { }

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Other
After determining which rule matches, if any restrictions apply to that rule, and what actions should be taken, RightFAX will then check to see if a new priority needs to be assigned to the fax or if the fax number triggers any special flags.

Priority Delta
Priority values are assigned to faxes when the user creates them. These priority values can play an important role in the rule matching process, as they can determine the server to which a fax is routed. You can adjust the priority values assigned to faxes that match a particular rule, using the priority scale.

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Priority is normally rated on a 3 point scale: 1= low, 2= normal, 3= high. The following table illustrates what happens to fax priority as it is adjusted.

Original Priority Low

Priority Delta/Adjusted Priority

+2/High +1/Normal 0/No change (Low) -1/No change (Low) -2/No change (Low) +2/High +1High 0/No change (Normal) -1/Low -2/Low +2/No change (High) +1/No change (High) 0/No change (High) -1/Normal -2/Low

Normal

High

This feature can be used to universally adjust the priority of a group of faxes. For instance, you can define a rule for all international faxes: Pattern = 011-44+, Priority Delta = -2. This will reduce the priority of all faxes that match this rule to Low priority, regardless of their original assigned priority. Note that if you have included or excluded specific users or groups from this rule, then the priority delta will not affect their faxes.

Send on Specific Range of Channels


You can create dialing rules to direct faxes to be sent on a specific range of channels. Any channel range specified in a dialing rule will override any channel restriction used on a specific fax with the <CHANNEL:##> embedded code. This functionality applies to the local server only. This parameter is not transferred with the fax if it is routed to another fax server for sending.

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For example, a rule on Server A which specifies that faxes are to be transmitted through Server B and specifies a channel range of 3 . . 5 would route the fax through Server B, but Server B can use any channel. Alternately, Server B can have a rule(s) which sets a channel range. This behavior is by design because one server should not have to "know" the line/channel configuration of another server.

Disallow Sending
The Disallow Sending feature restricts dialing rules. This allows a dialing rule to prevent sending faxes based on various attributes, e.g. number pattern, time of day, sender, etc. The user will get a scheduling failed error message and the send will not be retried unless the user kicks the fax.

Prefix Tables
Prefix tables are a useful way of storing and organizing groups of numbers such as telephone number prefixes or area codes. Rather than create a separate dialing rule for each number pattern, prefix tables let you create a one rule that applies to several number patterns. For example, using a prefix table called Region1 containing the entries "458,459,460,and 461," the following four rules can be easily replaced by one rule: 1. 2. 3. 4. 520-458-???? 520-459-???? 520-460-???? 520-461-???? Strip 3 digits, add 1 Strip 3 digits, add 1 Strip 3 digits, add 1 Strip 3 digits, add 1

Can all be replaced with : 1. 520-%[Region1,3]-???? Strip 3 digits, add 1

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Creating and Editing Prefix Tables


To create a prefix table, open the Enterprise Fax Manager (described in Chapter 9), click on Prefix Tables listed under your RightFAX server, and press [Insert] or select New from the Edit menu. This opens the Prefix Table Edit dialog:

Enter a name for the table, then type the entries you want. All the entries in a prefix table must be the same length, and prefix table entries cannot contain formatting or wildcards. Entries may only include the following digits: 0123456789#*. If your table will contain a range of numbers, enter the starting and ending numbers in the series under the Ranges option and click on the Insert Range button. All the numbers in the range you specify will automatically appear in the list. To edit an existing prefix table, double-click on the prefix table object in Enterprise Fax Manager, or highlight the prefix table and press [Enter] or select Edit from the Edit menu.

Referencing Prefix Tables in Dialing Rules


You must use a specific syntax when referencing prefix tables in dialing rules. In the rule, replace the dialing prefix or area code to reference with a percent sign (%) followed by the name of the prefix table, a comma, and the number of digits to reference all in square brackets. For example, the following dialing rule correctly references the prefix table Region1 for the 3-digit dialing prefix: 520-%[Region1,3]-????

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Testing Dialing Rules and Routes


Because there are so many variables that could potentially conflict with each other, you should use the following tools to diagnose problems and test fax routes.

Ping Server
To run this test, select Ping Server from the Enterprise Fax Manager Test Menu:

This diagnostic tool will test communications with the current server over a particular protocol. The amount of time it takes information packets to make a round trip will be displayed in seconds as time for call. The current sever load will be displayed as server availability index. The higher the index value, the greater the server availability.

Trace Fax Routing


Select Trace Fax Routing from the Enterprise Fax Manager Test Menu:

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This tool is an excellent way to test the dialing rules you have constructed using real fax numbers without actually sending a fax. Simply enter a fax number, just as a user might, and follow the path through which the fax would be sent. As the fax number passes one or more servers, the Route Tracer will display which rules are being used, how the fax number is manipulated along the way, the number of hops, or jumps from server to server, and the time it takes to route between servers. The time between servers does not include the time to transfer image data. That additional time depends on the size, resolution, and density of the fax.

Rule Execution
To run this test, select Rule Execution from the Enterprise Fax Manager Test Menu:

The Rule Execution tool is similar to the Route Tracer tool. It tests rules with real fax numbers without actually sending a fax. However this tool provides more information about a single servers rules. It will display each rule against which the fax number was compared and provide information about the match weights and server availability. Rule Execution will not trace the route of a fax after it leaves the particular server.

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Show Downed Servers


To run this test, select Show Downed Server List from the Enterprise Fax Manager Test Menu:

When a fax server has a problem communicating with a remote fax server over a particular protocol, any rules which target the remote server over using the particular protocol will be disabled for a specified amount of time. This time defaults to five (5) minutes but may be changed via a value in the Registry. Disabled rules are essentially invisible to the server and thus do not affect routing. Rules are automatically re-enabled after the programmed delay (5 minutes by default). The benefit to this system is that a fax server will not continually attempt to communicate after a problem is detected. Doing so could significantly affect performance given that protocols such as TCP/IP have large, built-in timeout values. The Show Downed Server tool will display all rules which are currently disabled. As well, the error which caused the rule to be disabled will also be displayed, allowing for diagnosis. The Reset Downed Servers button refreshes the Show Downed Server list.

Route Loop Errors


It is possible to construct rules that create a routing loop on a single server or multiple servers. For example: SERVER1 SERVER2 SERVER3 #1 520+ #1 520+ #1 520+ route to SERVER2 route to SERVER3 route to SERVER1

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In a case such as this, the fax would continuously route between the four servers until it has hopped between servers ten (10) times, at which point the fax would be sent.

Call Blocking
The RightFAX BoardServer module supports a call blocking mechanism (separate from the call-rule system provided by RightFAXs least cost routing). This feature allows an administrator to prevent certain calls from going out at the fax hardware level. By default, the BoardServer module will block any calls going out to a number beginning with 911 - the standard emergency number across the United States. The numbers blocked can be changed by adding the following value to the fax servers registry: HKEY_LOCAL_MACHINE\SOFTWARE\RightFAX\BoardServer\BlockedNumbers This value is of the type REG_MULTI_SZ, which means it can contain multiple lines of information. Each line should be one number prefix to block (such as 911). Note that leading prefix characters will be ignored when the comparison is made, so that a dialed number ,,911 will still match 911 correctly. When a RightFAX users outgoing fax is blocked by this feature, its error status will be displayed as Scheduling Failed. BoardServer call blocking may be disabled altogether by adding the following registry value: HKEY_LOCAL_MACHINE\SOFTWARE\RightFAX\BoardServer\BlockingFlags This entry should be a REG_DWORD value set to the number 2.

LCR Sample Scenarios


Case #1: Using LCR A Simple Example
PDQ Company has a RightFAX server in New York City (NYSERVER) and a Tucson RightFAX server (TSNSERVER). PDQ wants to save money using LCR. NYSERVER will detect fax calls directed to fax numbers attached to the PBX in Tucson. TSNSERVER is connected to the PBX, thus line charges will be eliminated for these faxes. PDQ also has determined that it would be cheaper to send NY faxes bound for Tucson and Southern Arizona numbers via TSNSERVER.

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Thus it installs LCR and adds the following rule via LCRCFG: Server Name: NYSERVER Matching Pattern: 520+ Action Other RightFAX Server Server Name: TSNSERVER Action Other RightFAX Server Protocol: TCP/IP PDQ has 100 PBX fax lines in Tucson all starting with the prefix 320 and digits 71 (e.g. 320-71??). PDQ wants those faxes to be routed by TSNSERVER to use the internal PBX rather than dialing outside lines. The following rules should be setup: Server Name: TSNSERVER Matching Pattern: 520-320-71+ Action Send via Local Machine Action Number of digits to remove: 6 Server Name: TSNSERVER Matching Pattern: 320-71+ Action Send via Local Machine Action Number of digits to remove: 3

Case #2: Using dialing prefix tables


PDQ also wants to make sure that Southern Arizona calls outside of Tucson get dialed correctly from TSNSERVER. The 458 prefix requires a 1 be prepended onto the number. Also, the 520 area code should not be used. Thus the following rules: Server Name: TSNSERVER Matching Pattern: 458+ Action Send via Local Machine Action Digits to prepend: 1 Server Name: TSNSERVER Matching Pattern: 520-458+ Action Send via Local Machine Action Number of digits to remove: 3 Action Digits to prepend: 1

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Actually there are more prefixes that could be dialed in Southern Arizona, but it would be cumbersome to add rules for each one. LCR takes care of this with prefix tables. PDQ determines that there are three prefixes (458, 459, 652) that encompass the other numbers that could be dialed. PDQ creates a prefix table (Edit Prefix Tables), named SOUTHAZ and adds all three prefixes. It then replaces the above two rules with these two: Server Name: TSNSERVER Matching Pattern: %[SOUTHAZ,3]+ Action Send via Local Machine Action Digits to prepend: 1 Server Name: TSNSERVER Matching Pattern: 520-%[SOUTHAZ,3]+ Action Send via Local Machine Action Number of digits to remove: 3 Action Digits to prepend: 1 This handles all of PDQs Southern Arizona prefixes at once.

Case #3: Distinguishing + wildcard rules from other local numbers


The system administrator for NYSERVER now finds that faxes bound for internal 4-digit PBX numbers in NY beginning with 520 are being routed out to Tucson! To top that off, NY just added a prefix for the Tri-State area of 520 and those calls are going to Tucson, too. To correct this situation, the administrator adds two new rules to PDQ NYSERVER: Server Name: NYSERVER Matching Pattern: 520? Action Send via Local Machine Server Name: NYSERVER Matching Pattern: 520-???? Action Send via Local Machine Action Digits to prepend: 1 Note: The new Tri-State prefix requires a 1 be prepended to the phone number for proper dialing to occur. These two rules intercept 520 calls that would otherwise match the 520+ rule above. Wildcard patterns with a + are overruled by those without them. Patterns without wildcards overrule those with them.

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Case #4: Stripping unnecessary digits with LCR


The PDQ system administrator for NYSERVER has also noticed that recent transfers from the Tucson site are still used to using the long distance carrier from there. They are always putting a 1 on the beginning of ten digit long distance numbers. She adds the following rule to strip the 1 off, since the PDQ NY long distance carrier does not require it: Server Name: NYSERVER Matching Pattern: 1-???-???-???? Action Send via Local Machine Action Number of digits to remove: 1

Case #5: Using LCR An Advanced Example


PDQ now opens a sales office in Los Angeles with a new RightFAX server (LASERVER). PDQ has worked a deal with the local phone companies in L.A. such that all calls in the local L.A./Orange County area are at a special cut rate. A similar deal was worked for the N.Y. metro area. This means PDQ can save money by routing all LA faxes to the LASERVER and all NY faxes to the NYSERVER. However, owing to charges related to the TCP/IP connection between LA and NY, it is still cheaper to send faxes during off peak periods to LA and NY via direct long distance dialing. PDQ would first set up four prefix tables: an LA area-code (LAACODE) and LA area-code/prefix table (LAPREFIX) on NYSERVER, for NY (NYACODE and NYPREFIX) LAACODE and NYACODE would contain a list of area-codes that would match the cut-rate phone numbers in their respective regional areas. LAPREFIX and NYPREFIX would match numbers in area-codes where the whole area code was not part of the cut-rate deal and thus only certain prefixes are eligible. NYSERVER would then have these two rules: Server Name: NYSERVER Matching Pattern: %[LAACODE,3]+ Matching Time of Day Peak Times Action Other RightFAX Server Server Name: LASERVER Action Other RightFAX Server Protocol: TCP/IP Server Name: NYSERVER Matching Pattern: 1%[LAPREFIX,6]+ Matching Time of Day Peak Times Action Other RightFAX Server Server Name: LASERVER Action Other RightFAX Server Protocol: TCP/IP LASERVER would have a matching set of rules referencing NYACODE and NYPREFIX and routing to NYSERVER. Peak Times is specified because it is still cheaper to send in the evening and at night via long distance.

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Also, a local rule would be required on both the NYSERVER and LASERVER to normalize the numbers dialed within the area-code of each server (i.e. strip off the unnecessary area code). PDQ adds this rule for NYSERVER: Server Name: NYSERVER Matching Pattern: 212+ Action Send via Local Machine Action Number of digits to remove: 3 A normalization rule would be necessary for LASERVER as well. In general, it is preferable to perform normalization by the local server, rather than trying to do it prior to routing a fax to a remote server. That way normalization rules are only defined once. Also, normalization rules are usually peculiar to the region to which they are applied. To enable LCR for TSNSERVER to NY and LA. a copy of each of the four tables and each of the four rules could be entered on TSNSERVER.

Case #6: Boosting Priority with LCR


Now lets say that PDQ company expands and the load on the RightFAX servers are increasing. PDQ decides to boost the priority of faxes from certain groups and users on the LASERVER. The following rule could be added: Server Name: LASERVER Matching Pattern: + Restrictions Applies only to users: SALESMGR,CFO Restrictions Applies only to groups: TOPDOGS Other Priority Delta: 1

Case #7: International Routing


PDQ expands into the international market. Their first overseas site is London, England. Of course they install a RightFAX server there as well (UKSERVER). Now, all faxes from LA, NY and Tucson bound for England would need to be routed to UKSERVER. The LCR rule: Server Name: LASERVER Matching Pattern: 011-44+ Action Other RightFAX Server Server Name: UKSERVER Action Other RightFAX Server Protocol: TCP/IP Again, rules would need to be placed on the UKSERVER to normalize the phone numbers for England.

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Case #8: Load Balancing


LCR can also be used to load balance two or more servers at a site. Lets say PDQ adds another server to the burgeoning NY site (NYSERVER2). Furthermore, usage data indicates that during peak times, faxes on NYSERVER are taking several minutes longer waiting to be sent on the average. Upon analysis, PDQ finds that the users of NYSERVER are sending many more faxes than the ones of NYSERVER2. This leads to outgoing fax channel tie-ups on NYSERVER. By entering the four rules below, new faxes coming into each server will automatically be routed to the one with the least load: Server Name: NYSERVER Matching Pattern: + Action - Send via Local Machine Server Name: NYSERVER Matching Pattern: + Action Other RightFAX Server Server Name: NYSERVER2 Action Other RightFAX Server Protocol: TCP/IP Server Name: NYSERVER2 Matching Pattern: + Action Send via Local Machine Server Name: NYSERVER2 Matching Pattern: + Action Other RightFAX Server Server Name: NYSERVER Action Other RightFAX Server Protocol: TCP/IP LCR uses weighting to determine the order of matching of rules. The weight is determined by the pattern that matches. When two identical patterns match, then load balancing can occur. RightFAX looks to see which of the desired servers has the least load and the fax is queued for sending with the one with the least load.

Case #9: Backup Servers


PDQs S.A. for LASERVER gets wind of the new NYSERVER2 in New York. He decides to make use of the additional server by replicating all the rules on LASERVER for NYSERVER but this time referring them to NYSERVER2. He does this because it will lead to a guaranteed path of low-cost routing should one or the other of the NY servers fail for any reason.

Creating and Using Cover Sheets


In this chapter:
Creating Cover Sheets Switching Cover Sheets Customizing Cover Sheet Required Fields

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Creating Cover Sheets


RightFAX allows you to create customized cover sheets for different groups or individuals. You can create your own cover sheet in any application that can print to a file or you can edit the default template in MS Word for Windows. All cover sheets are stored in the \RIGHTFAX\FCS directory.

Editing the Default Cover Sheet


If you choose to use the default cover sheet shipped with RightFAX, you must edit it to include your company name, logo, etc. Using MS Word for Windows 6.0 or later, open the FCS.DOC file in the \RIGHTFAX\FCS directory. You can edit, add, or delete fields to reflect your organization's needs using the table of codes on the facing page. You can use any font and character style on your cover sheet, however, all embedded codes must be in a native printer font. If they are not, RightFAX will not be able to read them and they will appear as is on the cover sheet. Native printer fonts are indicated on the Fonts menu of your application by a little printer icon:

In this example, the LinePrinter and Marigold fonts are native printer fonts and can be used to format the field codes on cover sheets. The fonts Times New Roman and Modern are not built-in to a laser printer and cannot be used for the field codes. You can create as many customized versions of this cover sheet template as you want by using the Save As command in Word and giving each file a different name.

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C o ve r She e t C ode <B ILL IN F O 1> <B ILL IN F O 2> <C A LL BA C K > <C C TE X T> < FA X D ID N U M > < FR O M _ N A M E > o r <F RO M N A M E> < FR O M _ P H O N E N U M > o r < FRO M P H O N E N U M > < G E N ER A LF A X N U M > <N O T E TE X T> <N U M PA G E S> <N U M PA G E SC > < O PE RATO R N U M > < TO C ITY STAT E> < TO C O M PA N Y > < T O C O N TA C T N U M > < TO FA X N U M > <T O N A M E> <W H E N FA X ED > o r < D AT E>

R e pla ce d w ith Billing Info rma tio n #1 Billing Info rma tio n #2 "Ye s" o r "N o " A ll Liste d Re c ipie nts o f the Fa x S e nd e r's F a x N umb e r S e nde r's N a me S e nd er 's P hone N umb e r Se nd e r's G ene ra l Fa x N umb e r N o te s N umbe r of Pa ge s (e xc lud ing c o ve r she et) N umb e r o f Pa ge s (inc lud ing c o ve r she et) S end e r's G e ne ra l P hone N umb e r Re c ip ie nt's A dd re ss Re c ipie nt's C om pa ny N a me Re c ipie nt's Vo ic e N umb e r R e cip ie nt's F a x N umb e r R e c ip ie nt's N a me D a te a nd Time C re a te d

M ax im um Le ngth 15 c ha ra c te rs 15 c ha ra c te rs N /A U p to 2 1 line s, 69 c ha ra c te rs e a c h 31 c ha ra c te rs 59 c ha ra c te rs 31 c ha ra c te rs 31 c ha ra c te rs U p to 2 1 line s, 69 c ha ra c te rs e a c h N /A N /A 31 c ha ra c te rs 59 c ha ra c te rs 59 c ha ra c te rs 31 c ha ra c te rs 31 c ha ra c te rs 59 c ha ra c te rs N /A


Date and Time Created is different from the date and time the fax is actually sent, which is recorded on the TTI line on each fax page Each <NOTETEXT> code represents one line of any notes to be placed on the cover sheet. A cover sheet template should include 21 of these codes to allow placement of all 21 possible lines of note text. Text does not wrap The <CCTEXT> code lists all recipients of a fax (including CC and BC recipients) in the format name,faxnum;name,faxnum up to 69 characters per line and 21 lines (represented by up to 21 <CCTEXT> codes). The cover sheet will only list as many fax recipients as there is space allotted for

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Creating Your Own Cover Sheet


You can use any application from which you can print to a file to create your own cover sheet from scratch. You may include the embedded codes which complete the cover sheet information for each fax. Choose from the list of valid codes above and remember to use a native printer font so RightFAX can read them.

Printing Cover Sheets to a PCL file


Once they are created, all cover sheets, regardless of the application in which they were created, must be printed using a printer driver that generates PCL5 code, and must be saved to the \RIGHTFAC\FCS directory on the RightFAX server with the extension .PCL. It is this PCL file that RightFAX uses to generate the cover sheet image. Most applications, including word processing applications, provide a Print to File option that can be set in the Print dialog. You will be prompted for the file name and extension. Be as descriptive as possible when naming the file (using the 8.3 naming convention), as this is the name your users will see if they change cover sheet models. If your application does not have a built-in Print to File option, you will need to create a PCL5 printer with a Print to File property.

Switching Cover Sheets


Administrators can assign rights to users that allow them to switch cover sheets (see Chapter 10, Managing Users and Groups). Below are the rules which determine the cover sheet that will be used: 1. 2. 3. 4. If you select a specific cover sheet for a fax, RightFAX will use it. If you have a default cover sheet for all faxes, RightFAX will use it. If the group has a specified cover sheet, RightFAX will use it. If no cover sheet was determined by rules 1-3, RightFAX will use the default cover sheet file FCS.PCL.

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Customizing Cover Sheet Required Fields


In order to transmit an outgoing fax, RightFAX requires that certain information be completed in the Fax Information dialog. The RightFAX administrator can specify how much or how little information the user must complete before the fax is considered ready to send. To set these parameters, select the Customize FCS Required Fields option in the Utility menu. To require that a certain field be completed, check the box next to the field name. If you place a check mark in the Sent column, users will not be able to send their faxes without completing the specified field. If you place a check mark in the Received column, users will not be able to delete a received fax without completing the specified field. If all of the required fields on an outgoing fax are not completed, the fax will remain in the FaxUtil mailbox with the status "Info Not Complete." If all of the required fields on a received fax are not complete, the user will not be able to delete the fax from FaxUtil. This allows you to require that the fax recipient complete billing codes or other fields for billing records. In conjunction with the process of requiring certain fields, you may also validate the customizable billing information fields. By toggling the Verify Billing Codes box, the fax server will check all faxes against the Billing Code Table (see Chapter 12: Printers and Billing Codes for more information). In the Billing Code Descriptions field, you can enter descriptive names for your billing code fields (e.g. client, case, account, employee number, etc.). The descriptions will appear in the Fax Information dialog, the FaxUtil window, and many other places where the fields are displayed and manipulated. The fax server is not affected by the descriptions you enter here, so they can be modified at any time.

RightFAX is shipped with the fields To Fax Number and To Name/ID as required for outgoing or sent faxes. You can turn off this requirement for the To Name field, however the To Fax Number field will always be required.

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Generating Fax Reports


In this chapter:
Installing Fax Reporter Running Fax Reporter Creating Data Sets Generating a Fax Report Creating Custom Reports Data Set File Format FaxDump

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The RightFAX database stores a large amount of information about faxes for reporting and billing purposes. The RightFAX Fax Reporter utility lets you: Create fax information reports from new and existing data sets Save data sets as MS Access (.MDB) files Export reports to other file formats including HTML, Word, Excel, TXT, RTF, and e-mail through MAPI/Exchange. Generate graphs and/or lists of fax information Preview reports before printing

Fax Reporter can be run from either the RightFAX server or from a Windows NT 4.0 or Windows 95 client workstation.

Installing Fax Reporter


Installing Fax Reporter to a Client Workstation
Fax Reporter is installed as an optional component during the RightFAX client installation. If you did not choose to automatically install it during the standard client installation, re-run the client Setup program from the \RIGHTFAX\CLIENT\WINNT(or WIN95) directory, and check the Fax Reporter option at the Select Options dialog.

The RightFAX Reporter installs components of Seagate Software's Crystal Reports 6.0 on the client workstation. If you have installed other software that uses a different version of this software, a conflict may occur.

Installing Fax Reporter to the RightFAX Server


To install Fax Reporter to the RightFAX server, run the Setup program located in the \RIGHTFAX\CLIENT\FAXRPT2 directory.

Uninstalling Fax Reporter


Follow these steps to remove the Fax Reporter software from your computer: 1. 2. 3. Go to the Start menu and select Settings, then Control Panel. Double click on Add/Remove Programs. Select Fax Reporter and click Add/Remove.

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Running Fax Reporter


To run Fax Reporter, click the Start button on the task bar and select Programs then Fax Reporter. This opens the Fax Report Generator dialog:

The privilege to run Fax Reporter can be edited in the User Permissions in Enterprise Fax Manager

The top half of this dialog lists existing data sets. A data set is a compiled report of fax data for a selected period of time. The bottom half of this dialog lists available reports. Reports define the type and format of data that is generated from the selected data set. Reports are organized into folders. Double-click on a folder to open it. The reports themselves are indicated by a black and white report icon.

Creating Data Sets


You can create two types of data sets: dynamic data sets, and absolute data sets. A "dynamic" data set is a data set that represents a relative time range. For example, a data set representing "last month" can be created that automatically collects fax data for the last calendar month from the date of creation. This data set can then be refreshed at any time and new data will be collected for the last calendar month from the date of the refresh.

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An "absolute" data set is a data set that represents an absolute time range, from a fixed start date to a fixed end date. Since the time period they represent never changes, absolute data sets cannot be refreshed.

Refreshing an Existing Data Set


To refresh an existing data set, highlight the data set in the Fax Report Generator dialog and click on the Refresh button. New data will be collected starting from today.

Creating a New Data Set


To create a new data set, open the Fax Report Generator dialog and click on the New button . This opens the Data Set dialog. Complete each of the fields, then click OK to collect the specified fax data.

Data Set Name


Enter a descriptive name for the data set.

Database File Name


Enter the location where the data set file will be saved. This file will always be an MDB (Microsoft Access) database file and the .MDB extension will be automatically appended.

Server Name
Enter the name of the RightFAX server from which data will be collected.

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Protocol
Select the appropriate communication protocol for your network.

Date Range
This is the time period for which you want data collected. You can only select one of the Date Range options. All of these options represent dynamic time ranges (the actual date ranges can be updated by clicking the Refresh button) with the exception of Absolute. If you want a data set for a fixed date range only, click on Absolute and enter the Start and End Dates.

Editing an Existing Data Set


To edit an existing data set, highlight the data set in the Fax Report Generator dialog and click on the Edit button. This opens the Data Set dialog (described above). You can change any of the fields on this dialog. Click OK to save your changes.

Deleting a Data Set


To delete a data set, highlight the data set to remove in the Fax Report Generator dialog and click on the Delete button.

Generating a Fax Report


Once you have created a data set for the desired time period, follow these steps to generate a fax report. 1. 2. In the Fax Report Generator dialog, highlight the desired data set. (If necessary, click Refresh to update the existing fax information.) Select the type of report you want to generate in the Reports section. Reports are organized into folders. Double-click on a folder to open it. Reports are indicated by a black and white report icon. If you highlight a folder (as opposed to an actual report file) no report will be generated. To print the report, click on the Print button. To preview the report, click Preview. To print the report after previewing it, select the Printer button in the Preview window (this appears only if you have access to a printer).

3.

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Exporting Fax Information to Another File Format


Follow these steps to export fax information to a specific file format on disk or to a MAPI address: 1. In the Preview window, click display the Export dialog: (Export button) in the toolbar to

2. 3.

Choose the desired Format and Destination. Click OK.

Creating Custom Reports


Although it comes complete with several useful report types, the Fax Reporter can be extended with your own custom-designed reports. Custom reports are created using the Crystal Reports 6.0 product from Seagate Software (http:// www.seagatesoftware.com). You can create custom reports from scratch or modify one of the provided reports. If a standard report is modified and saved under its original file name, it will be immediately available from the Fax Reporter, although the original version will be lost.

Adding Custom Reports to the Report Tree


To add a custom report to the Fax Reporter report tree, create a text file called FAXRPT2.INI in the same directory as the FAXRPT2.EXE program. List your custom reports in this file using the following format: [Custom-1] Name=Acme Usage Report File=X:\FaxRpt2\Custom1.Rpt [Custom-2] Name=Acme Analysis Report File=X:\FaxRpt2\Custom2.rpt [Custom-3] Name=Bobs special report File=Custom3.rpt

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Each report must have a header [Custom-#], where # is the number of the entry in the file. The Name= parameter is the descriptive name for the report that will be displayed in the report tree. The File= parameter is the path and file name of the report definition file. If the File= parameter does not specify the full path, the report definition file is assumed to be located in the \FAXRPT2\REPORTS directory (the same directory where all the default reports are installed). Custom reports are only read when the Fax Reporter is first started. If the .INI file is edited, Fax Reporter must be restarted so it can read the changes.

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Data Set File Format


Fax Reporter data sets are Access 97 databases. Each database contains a number of tables. The following pages contain information about these Fax Reporter Database tables:

Fax Reporter Database Tables

Table N ame F axes Histo ry C ontains the fax reco rd s.

D escription

C ontains the history records for ea ch fa x. E ach o utb ound fax will have zero or m o re history records, one fo r ea ch send atte m p t. E a ch inb ound or re ceived fax will have one history. C ontains a record for eve ry o ccurre nce of a fax b eing forwa rd ed to a nother netwo rk use r. There are zero or m ore forwa rd ing history records for ea ch fax in the FA X E S ta ble. The se re cords do not re cord the o ccurre nce of a fax b eing forwa rd ed to a fax m achine . C ontains a record for eve ry o ccurre nce of a fax b eing m a nually routed between users. There are zero or m o re route histo ry records for ea ch fa x in the FA X E S table. C ontains a record for eve ry o ccurre nce of a fax b eing printed to a network printer (either m anually or a uto m atically). There a re ze ro or m ore route history re cords fo r each fax in the FA X E S table. C ontains a record for eve ry o ccurre nce of a user req uesting that a fax be run on the OC R eng ine . There are zero or m o re OC R history records for each fax in the FA X E S tab le . C ontains a record for eve ry o ccurre nce of a fax b eing approved for se nding. C ontains a record for eve ry o ccurre nce of a fax b eing disapp ro ved for sending. Ta ble to allow tra nslation o f the FA X E S .F axStatus field into a hum an read able string. Ta ble to allow tra nslation o f the FA X E S .F axE rrorC od e field into a hum an read able string. C ontains a single record that contains inform atio n a bout the fax serve r fro m which the data set wa s cre ate d.

NetF wdHisto ry

RouteHistory

P rintHisto ry

OcrHistory

A pprovedHistory D isapprovedHisto ry F axStatStrings F axE rrorStrings F axS erverInfo

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Faxes Table Field Descriptions

Field Name

Type

Size

Description Primary key for fax records. Fax handles are used by the fax server to identify faxes at any particular point in time. A fax handle can be reused over time, so do not expect two different data sets to have unique fax handles. ID of the owning fax server user who owns this fax. Group ID to which the fax owner belongs. Phone number to which to send the fax. This is usually only valid for outbound faxes, though it is possible for users to enter a value in this field on received faxes. This is not the final fax number dialed because the dialing plan on the fax server who ultimately sent the fax may have modified the number in some way. Information field. May be filled in by the fax owner with any data. Information field. May be filled in by the fax owner with any data. Information field. May be filled in by the fax owner with any data. Information field. May be filled in by the fax owner with any data. On outbound faxes not originated via an e-mail gateway, the field may be filled in by the fax owner with any data, though it usually contains the name of the owner/sender. On outbound faxes originated via e-mail, this field contains the e-mail address of the sender. The address is used by the fax server to send acknowledgements to the sender. On inbound faxes, this field is usually blank unless the user enters information manually.

FaxHandle

Number (Long)

OwnerID GroupID

Text Text

21 21

ToFaxNum

Text

31

ToContactNum ToName ToCompany ToCityState

Text Text Text Text

31 59 59 59

FromName

Text

50

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Faxes Table Field Descriptions (cont'd)

Field Name FromPhoneNum

Type Text

Size 31

Description Information field. May be filled in by the fax owner with any data. Information field. May be filled in by the fax owner with any data. This is one of the customizable billing fields. The actual description of the field may be obtained by examining the BillDesc1 field of the FaxServerInfo table. Information field. May be filled in by the fax owner with any data. This is one of the customizable billing fields. The actual description of the field may be obtained by examining the BillDesc1 field of the FaxServerInfo table. Information field. This field is usually generated by the fax server automatically, though it may be modified/set via an API generated fax or a fax containing the <UNIQUEID:xxx> embedded code. While the field name implies uniqueness, none is guaranteed. Information field. May be filled in by the fax owner with any data. On outbound faxes, this field usually contains the human readable private fax number of the sender/owner. The CSID of the last fax machine to which the fax was sent or the CSID of the machine from which the fax was received. CSID's are not actually required to complete a fax transmission, so this field may be empty. Valid only on outbound faxes. If the fax was generated via a mail message, then this field contains a number which indicates what type of mail system originated the fax, else the field is null. Internally, the fax server uses this data so that a reply may be sent to the fax originator via the proper mail system (the FromName field contains the e-mail address of the fax sender when this value is non-null). Date and time the fax was created (in local time). This field is fully Year-2000 compliant. If the fax was time-delayed by the owner, i.e. it was not sent ASAP, then this field contains the original date and time scheduled by the owner. If the fax was sent ASAP, then this field is null.

BillInfo1

Text

15

BillInfo2

Text

15

UniqueID

Text

15

FaxDIDNum

Text

31

RemoteID

Text

21

EmailType

Number (Long)

FaxDateTime

Date/Time

FaxSendDateTime

Date/Time

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Faxes Table Field Descriptions (cont'd)

Field Name

Type Number (Long)

Size

Description Priority assigned to the fax by the owner. The values currently possible are: 0 (normal), 1 (low), or 2 (high). Additional values may be used in the future. The status of the fax at the time the data set was created/refreshed. The status value can be translated into a human readable form by joining with the FaxStatStrings table. To construct a query where only completed faxes are matched/used, select fax records where the FaxStatus equals six (6) or (9). The current error associated with the fax. If this value is zero (0) then there is no current error associated with the fax. Since an outbound fax may be tried multiple times, there can be multiple, different errors. The History records can be used to get more detailed error values. If a fax has a FaxStatus of value 6, 9, or 11, then the TermStat contains a "better" error than the FaxErrorCode with respect to any problem in dialing, sending, or receiving of the fax. The TermStat is not used when other errors occur, e.g. printing, OCR, etc. Total number of seconds spent off-hook for this fax. For inbound faxes, this value is equal to the elapsed time in the related history record. For outbound faxes, this value is the total elapsed time of all send attempts. Number of pages in the fax. For outbound faxes, this value includes any optional cover sheet image. Set to Yes if this was a received/inbound fax, else set to No. Set to Yes if this fax has been deleted by the user, else set to No. Deleted faxes are maintained in the fax server database until they are purged according to the purge aging date of the fax owner's group. Set to Yes (1) if the fax has been viewed by the owner.

Priority

FaxStatus

Number (Long)

FaxErrorCode

Number (Long)

TermStat

Number (Long)

ElapsedTime

Number (Long)

Pages Received

Number (Long) Yes/No

4 1

Deleted

Yes/No

Viewed

Yes/No

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Faxes Table Field Descriptions (cont'd)

Field Name Printed

Type Yes/No

Size 1

Description Set to Yes (1) if the fax has been printed by the owner. Set to Yes (1) if the fax should be ignored for billing purposes. The flag is set when a fax is forwarded between users on a network or when an outbound fax is used as a conduit for another operation like creating a library document. If this flag were not present, then a fax sent on behalf of a "client" might be counted twice if that same fax were forwarded to another network user. Set to Yes (1) if this fax does not have an automatically generated cover sheet. This field is always set to No on inbound faxes because a cover sheet is never generated for inbound faxes. Set to Yes (1) if this fax has the Smart-Resume capability enabled. By itself, it doesn't mean that the fax had to retry during sending. Set to Yes (1) if the fax needed approval and then was subsequently approved for sending. If a fax needing approval is disapproved, then this flag will not be set, the fax status will be set to FAXSTAT_DONE_ERROR and the fax error code will be set to FAXERROR_DISAPPROVED. Set to Yes (1) if the fax needs approval before being sent. This flag is NOT cleared when the fax is approved or disapproved, so merely looking at this flag does not indicate which faxes are waiting for approval (the fax status field should be used for such purposes). Set to Yes (1) if the fax has a network-forward or route history record with embedded notes. This flag is normally used by the fax mailbox utility software (FaxUtil) so that it can flag the existence of the notes for the user. Contains the file name of the fax body images as stored in the fax server Image subdirectory. The path is never included. An extension is not normally given and should be ignored if it exists (the extension is used to represent the page number). It is possible for a fax to not have a body image because: one has yet to be generated, the fax is really a binary file transfer record, the fax is a cover sheet only fax, or the fax record is a thermal fax record.

DoNotAudit

Yes/No

NoCover

Yes/No

SmartResume

Yes/No

WasApproved

Yes/No

NeedsApproval

Yes/No

HasTrxNotes

Yes/No

BodyImage

Text

14

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Faxes Table Field Descriptions (cont'd)

Field Name

Type

Size

Description Contains the file name of the fax cover sheet image as stored in the fax server Image subdirectory. Neither the path nor the extension is ever included. A fax may not have a cover sheet image because: the fax is a received fax, the fax is a thermal fax record, the cover sheet has yet to be generated, the fax is really a binary file transfer, or the user didn't want a cover sheet generated. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. The folder number in which the fax lives. There are a few predefined folder numbers. All other numbers are defined by the owner's folder definitions. The predefined folder numbers are: 0 (Main) and 0xFFFE (Trash).

FcsImage

Text

14

Flags

Number (Long) Number (Long)

FFRFlags

Folder

Number (Long)

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Send/Receive History Table Field Descriptions

Field Name

Type Number (Long)

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the History table and should be used to join with the Fax table. The date and time of the phone line operation, e.g. the date and time the fax was received. The channel number (0..N) on which the send or receive event occurred. The name of the fax server where the phone event occurred. This is normally set to null indicating that the event occurred on the fax server on which the fax was created, but can be non-null when least cost routing or load balancing caused the event to occur on or through another another fax server machine. The number of seconds of off-hook phone time expended on this event. The number of pages successfully transferred by this event. The CSID of the fax machine with which the fax server communicated. A board specific error code which gives details on what happened with this send or receive event. The HstBoardType can be used to decode the meaning of this field. A human readable version of the HstBoardErr value. Set to Yes (1) if this event represents a send attempt and the attempt was successful. This field is a board-dependent interpretation of the HstBoardErr value. The field allows one to easily filter queries on successful versus unsuccessful history events by using this simple field. Indicates the type of board that executed this event. The possible values are: 0 (Brooktrout using older error reporting model); 1 (Gammalink); and 2 (Brooktrout using newer error reporting model).

FaxHandle

HstDateTime HstChannelUsed

Date/Time Number (Long)

8 4

HstServerUsed

Text

47

HstElapsedTime HstGoodPages HstRemoteID

Number (Long) Number (Long) Text

4 4 21

HstBoardErr

Number (Long)

HstBoardErrString

Text

74

HstSuccessfulSend

Yes/No

HstBoardType

Number (Long)

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Network-Forward History (NetForwardHistory) Table Field Descriptions

Field Name

Type Number (Long) Date/Time Number (Long)

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the ForwardHistory table and should be used to join with the Fax table. The date and time the fax was forwarded. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. A list of fax user ID's to whom the fax was forwarded. Multiple ID's are separated by commas. The ID of the fax user who forwarded the fax. Any notes about the forward operation. These notes might be automatically generated by the server in the case of an automatic forwarding or may have been entered when a user manually forwarded a fax.

FaxHandle

DateTime Flags

8 4

Users PreviousOwnerID

Text Text

127 21

Notes

Text

127

Route History (RouteHistory) Table Field Descriptions

Field Name

Type Number (Long) Date/Time Number (Long) Text

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the RouteHistory table and should be used to join with the Fax table. The date and time the fax was routed. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. The ID of the fax user who routed the fax. Any notes about the route operation. These notes might be automatically generated by the server in the case of an automatic routing or may have been entered when a user manually routed a fax.

FaxHandle

DateTime Flags PreviousOwnerID

8 4 21

Notes

Text

127

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Print History (PrintHistory) Table Field Descriptions

Field Name

Type Number (Long) Date/Time Number (Long) Number (Long) Number (Long) Number (Long) Number (Long) Text Text

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the PrintHistory table and should be used to join with the Fax table. The date and time the fax was printed. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. Total time in seconds to decompress, format, and print fax page(s). Error code if fax could not be printed (zero if successful) Number of pages printed (may be less than the number of pages in the fax). Number of copies printed. Fax server printer ID to which the fax was printed. Information description about printing operation. If an error occurred, then this field will usually contain a human readable explanation.

FaxHandle

DateTime Flags

8 4

ElapsedTime Error1 PagesPrinted CopiesPrinted PrinterID Notes

4 4 4 4 9 127

OCR History (OCRHistory) Table Field Descriptions

Field Name

Type Number (Long)

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the OCRHistory table and should be used to join with the Fax table. The date and time the OCR was executed upon the fax. Total time in seconds to conduct the OCR operation. Information description about OCR operation. If an error occurred, then this field will usually contain a human readable explanation.

FaxHandle

DateTime ElapsedTime

Date/Time Number (Long) Text

8 4

Notes

127

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Approval History (ApprovedHistory) Table Field Descriptions

Field Name

Type Number (Long) Date/Time Number (Long) Text Memo

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the ApprovedHistory table and should be used to join with the Fax table. The date and time the fax was approved. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. User ID indicating who approved the fax. Notes entered by the approver.

FaxHandle

DateTime Flags ApproverID Notes

8 4 21 453

Disapproval History (DisapprovedHistory) Table Field Descriptions

Field Name

Type Number (Long) Date/Time Number (Long) Text Memo

Size

Description The handle of the Fax record to which the history belongs. This field serves as the foreign key for the disapprovedHistory table and should be used to join with the Fax table. The date and time the fax was disapproved. A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning. User ID indicating who disapproved the fax. Notes entered by the approver.

FaxHandle

DateTime Flags ApproverID Notes

8 4 21 453

Fax Status Strings (FaxStatStrings) Table Field Descriptions

Field Name FaxStatus

Type Number (Long) Text

Size 4

Description The numeric value of the fax status. This field is the foreign key for this table and should be joined with the Faxes.FaxStatus field. The human readable description of the FaxStatus value.

FaxStatString

64

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Fax Error Code Strings (FaxErrorStrings) Table Field Descriptions

Field Name FaxErrorCode

Type Number (Long) Text

Size 4

Description The numeric value of the fax status. This field is the foreign key for this table and should be joined with the Faxes.FaxErrorCode field. The human readable description of the FaxErrorCode value.

FaxErrorString

64

Termination Status Strings (TermStatStrings) Table Field Descriptions

Field Name TermStatValue

Type Number (Long) Text

Size 4

Description The numeric value of the fax termination status. This field is the foreign key for this table and should be joined with the Faxes.TermStat field. The human readable description of the TermStat value.

TermStatString

64

Server Information (FaxServerInfo) Table Field Descriptions

Field Name ServerName BillDesc1 BillDesc2

Type Text Text Text

Size 64 15 15

Description The name of the fax server from which the data set was extracted. The field label for the Faxes.BillInfo1 field The field label for the Faxes.BillInfo2 field

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FaxDump
As an alternative to Fax Reporter, you can use the command line utility, FAXDUMP.EXE (located in the \ADMUTILS directory on the fax server, to produce ASCII text files of fax information which you can then import to another database to produce reports. There is no user interface for FaxDump. The syntax used to execute FaxDump is: FaxDump [options] Options: -Fname -Ulist -Ofile -Smm/dd/yy -Emm/dd/yy -Tprotocol Server name (Defaults to local machine) User list (Multiple users should be separated with commas) Output file name (Defaults to screen display only) Date to begin search, can be set as an offset from today, i.e. -# or +# Date to end search, can be set as an offset from today, i.e. -# or +# N=named pipes (default) S=RPC/SPX T=RPC/TCP_IP X=RPC/IPX Prints a table containing field definitions for output formats. Overrides all other options and causes program to do nothing. Outputs field headers on the first line of the output file. Information level (0 to 4)

-Q

-H -Llevel

By default, FaxDump reports on fax records for all users, but you can limit the scan by providing a user list with the -u option. For example, faxdump -ubob,fred,george scans fax records for only these three users. Do not use spaces when separating the names in the list. You can also limit the date range of the scan with the -s and -e options. For example, faxdump -s010192 tells FaxDump to choose only records created on or after Jan. 1, 1992, and faxdump -e123192 includes only records created on or before Dec. 31, 1992.

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You can also use relative dates rather than exact dates. For example, to create a report about all fax activity last week, type faxdump -s-7 -e0. FaxDump sends its output to the screen unless you use the -o option to redirect it to a file, for example -oreport.out. An example command line which demonstrates some of these options is: faxdump2 -frightfax -odump.out -l1 -s010197 e013197 -uadmin,bob -

This command will produce a file called DUMP.OUT containing all fax transmission records between January 1, 1997 and January 31, 1997 for the users ADMIN and BOB fax mailboxes. The FaxDB program in this example is running on the fax server RIGHTFAX. FaxDump prints each fax record on a single line, with quotes around string fields, and all fields separated by commas. This is a common format which many database tools can import. FaxDump can also output five levels of information. Level 0 (the default) outputs each fax record without any transmission history information. Level 1 outputs each fax record along with a record of each transmission attempt. This means outgoing fax records will appear once for each transmission attempt, successful or not. Level 2 produces level 1 information with the addition of file names of fax images and cover sheets. Level 3 produces basic fax information for quick reference. Level 4 produces a formatted output of failed sent faxes only. Information levels for each record are listed on the following pages:

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Information Level 0
Produces one line per fax record. With sent faxes, only one record will be output no matter how many times it had to be retried or resent, though the Send_Time will equal the total time taken for all retries and resends.

Field User ID TO_FAXNUM TO_CONTACTNUM TO_NAME TO_COMPANY TO_CITYSTATE FROM_NAME FROM_PHONENUM BILLINFO1 BILLINFO2 FAXDIDNUM OPERATORNUM GENERALFAXNUM REMO TEID SEND_TIME FAX_STATUS FAX_TERMSTA T NUMPAGES

Type String String String String String String String String String String String String String String Integer Integer Integer Integer

Max Length 21 31 31 59 59 59 59 31 15 15 31 31 31 21

Notes User ID of person who sent fax Destination fax number Destination phone number Recipient's name Recipient's company Recipient's address Sender's name Sender's phone number Billing Code 1 Billing Code 2 Sender's DID fax number Sender's company phone number Sender's general fax number Name/number of remote fax machine Total elapsed time on fax card, in seconds (See Fax Status Table) (See TermStat Table) Includes optional cover sheet, if any

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Field FINEMODE RECEIVED FAXDATE FAXTIME

Type Integer Integer String String

Max Length

Notes 0=normal 1=fine 0=sent 1=received

10 5

Date fax record last modified (MM/DD/YYYY) Time fax record last modified (HH:MM)

Information Level 1
More detail than level 0, Level 1 produces one or more lines per fax record, depending on the number of transmission attempts.

Field Owner_ID TO_FAXNUM TO_CONTACTNUM TO_NAME TO_COMPANY TO_CITYSTATE FROM_NAME

Type String String String String String String String

Max Length 21 31 31 59 59 59 59 31 15 15 31

Notes User ID of person who sent fax Destination fax number Destination phone number Recipient's name Recipient's company Recipient's address Sender's name Sender's phone number Billing Code 1 Billing Code 2 Sender's DID fax number

FROM_PHONENUM String BILLINFO1 BILLINFO2 FAXDIDNUM String String String

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Field OPERA TORNUM GENERALFAXNUM NUMPAGES FINEMODE RECEIVED TOTALTIME FAXDATE FAXTIME TRXLENGTH HANGUP_STATUS CHANNEL_USED DISPOSITION TERMSTAT REMOTEID TRXDATE TRXTIME

Type String String Integer Integer Integer Integer String String Integer Integer Integer Integer Integer String String String

Max Length 31 31

Notes Sender's company phone number Sender's general fax number Includes optional cover sheet, if any 0=normal 1=fine 0=sent 1=received Total elapsed time on fax card, in seconds

10 5

Date fax record last modified (MM/DD/YYYY) Time fax record last modified (HH:MM) Elapsed seconds for transmission Internal board reporting Channel used to send/receive Internal board reporting (See Termstat table)

21 10 5

Name/number of the remote fax machines Date of trx (MM/DD/YYYY) Time of trx (HH:MM)

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Information Level 2
This is the same as Level 1, except that it includes more information about the fax body and cover sheet.

Field Owner_ID TO_FAXNUM TO_CONTACTNUM TO_NAME TO_COMPANY TO_CITYSTATE FROM_NAME

Type String String String String String String String

Max Length 21 31 31 59 59 59 59 31 15 15 31 31 31

Notes User ID of sender Destination fax number Destination phone number Recipient's name Recipient's company Recipient's address Sender's name Sender's phone number Billing code 1 Billing code 2 Sender's DID number Sender's company number Sender's general fax number Includes optional cover sheet, if any 0=normal 1=fine 0=sent 1=received Total elapsed time on fax card, in seconds

FROM_PHONENUM String BILLINFO1 BILLINFO2 FAXDIDNUM OPERA TORNUM GENERALFAXNUM NUMPAGES FINEMODE RECEIVED TOTALTIME String String String String String Integer Integer Integer Integer

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Field FAXDATE FAXTIME TRXLENGTH HANGUP_STATUS CHANNEL_USED DISPOSITION TERMSTAT REMOTEID TRXDATE TRXTIME BODYFILENAME FCSFILENAME BODYUSECOUNT GOODPAGES UNIQUE_ID GROUP

Type String String Integer Integer Integer Integer Integer String String String String String Integer Integer String String

Max Length 10 5

Notes Date fax record last modified (MM/DD/YYYY) Time fax record last modified (HH:MM) Elapsed seconds for this transmission Internal board reporting Channel used to receive/send Internal board reporting (See TermStat Table)

21 10 5 8 8

Name/number of the remote fax machine Date of trx (MM/DD/YYYY) Time of trx (HH:MM) Fax body file name Fax cover sheet file name Number of faxes linked to that cover sheet Number of pages successfully sent

15 21

Unique number assigned to the fax Group ID of the fax owner

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Information Level 3
Produces basic fax information only for quick reference.

Field Owner_ID TO_FAXNUM TO_NAME TO_COMPANY BILLINFO1 BILLINFO2 REMOTEID SEND_TIME FAX_STATUS FAX_TERMSTAT NUMPAGES RECEIVED FAXDATE FAXTIME UNIQUE_ID

Type String String String String String String String Integer Integer Integer Integer Integer String String String

Max Length 21 31 59 59 15 15 21

Notes User ID of sender Destination fax number Recipient's name Recipient's company Billing code 1 Billing code 2 Name/number of the remote fax machine Time it took to send fax (See Fax Status Table) (See TermStat Table) Includes optional cover sheet 0=sent, 1=received

10 5 15

Date fax record last modified (MM/DD/YYYY) Time fax record last modified (HH:MM) Unique number assigned to the fax

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Information Level 4
This level produces formatted output of failed sent faxes only.

Fax Status Value Translation Table

Fax Status Needs FCS Needs Conversion Needs to be Sent In Conversion Sending Done OK Thermal Fax Record Scheduled to be Sent Done with Error

Value 1 2 3 4 5 6 7 8 9

Duplicate of Other Fax 10 In Process with Error 11

Needs User's Attention 12 Needs Attachment Held for Preview 13 14

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TermStat Value Translation Table

Status Successful Transmission Error Receive Error Send File Error Receive File Error Aborted Line Busy No Answer Human Answered Dead Line Unknown Error

TermStat Value 160, 32 161 162 163 164 165 1, 2, 3, 4, 5, 35 8, 9, 25 16 28, 34 Anything Else

Advanced Server Features


In this chapter:
Server-Side Application Conversion Starting and Stopping the Fax Server Scanner Integration Standalone Fax Connector Maintaining the RightFAX Database Backing Up RightFAX and Data Files

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Server-Side Application Conversion


Server-side application conversion does not apply to documents printed directly from their native applications to the RightFAX print-tofax driver. This is because the conversion to printer output is handled by the native application on the client's computer before being sent to the fax server

By default, RightFAX uses a built-in conversion engine to generate fax images from "native document" file attachments. "Native document" attachments are files passed directly to the RightFAX server in their original application-stored format (e.g.. Word, Excel, PowerPoint, etc.) instead of first being converted to printer output. Native document attachments are typically delivered to the RightFAX server via one of the E-Mail Gateway modules (as mail message attachments) or the Web Client. While RightFAX's built-in conversion engine has some advantages (such as being very fast and efficient), there are occasionally variances between the fax image it generates and the original document. In most cases these variances are minor and acceptable. However, if the conversion quality of faxed file attachments is unacceptably low, your RightFAX server can be configured so that the applications associated with certain native document types are automatically launched to allow for direct (and therefore more accurate) conversion by attachments' native applications.

Server-Side Application Conversion Features


Where possible, server-side application conversion supports multiple concurrent document conversions to save processing time and server resources. Also, blank pages are automatically removed from the fax image to save on fax costs and channel resources. Server-side application conversion is available when faxing from the Windows 95/ 98 and Windows NT desktops using the Send To menu option, when files are attached with the ADDDOC embedded codes, from the API, and from the Exchange, SMTP, cc:Mail, and Lotus Notes e-mail gateways. Note: Server-side application conversions do not currently work for files attached to mail messages processed by the RightFAX E-Mail Gateway modules for Novell GroupWise or Microsoft Mail.

Important Considerations Before Setting up Server-Side Application Conversion


Launching an application at the server each time a file attachment fax image is generated has some potential drawbacks. You should weigh these drawbacks against the benefits before configuring your RightFAX server to perform serverside application conversion. Full applications are much larger and more processor-intensive than RightFAX's built-in conversion engine. You may need to upgrade your RightFAX server's memory or processing capacity to support server-side application conversion, especially if your organization generates a lot of faxes with attached files.

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Also, most applications are not designed to be run completely without user intervention. Situations may arise in which an application stops while it waits for user input (such as waiting for a password). RightFAX makes every attempt to prevent or bypass such occurrences, but cannot guarantee it will prevent all such occurrences. If one or more faxes being processed through server-side application conversion fail to send, you should check that the application on the server is not stalled waiting for input. Finally, documents containing objects which the server does not have access to (such as special fonts, links to files on other machines, macros, or templates) may generate unpredictable results, from incorrect fax image output to conversion failure. To minimize this, install as many TrueType fonts, document templates, macros, and other objects used by your organization to the machine(s) where server-side application conversion will execute.

If server-side application conversion fails due to the application not starting up correctly or returning an error on startup, RightFAX will automatically revert to it's built-in conversion engine

Configuring the RightFAX Server to Perform Server-Side Application Conversion


Server-side application conversion is performed by the Microsoft Office 97 versions of Word, Excel, and PowerPoint. RightFAX does not support server-side application conversion by the Office 95 (or earlier) versions of these applications. Although you can convert attached files created on the Office 95 (as well as earlier) versions, you must install the Office 97 versions on your server(s) to perform the conversions. Configuring the RightFAX server to perform server-side application conversion only requires correctly installing and configuring the applications onto the RightFAX server. When properly installed, RightFAX will automatically detect and launch an application on the server when one of its native file types is passed to the server as a fax attachment. On each of your RightFAX servers and any other machines where RightFAX WorkServers will be executed, follow these steps to install the Microsoft Office 97 versions of Word, Excel, and PowerPoint for server-side application conversion. Note: You must install all of the components, and no others, as outlined in these steps. If you fail to follow these instructions exactly, server-side application conversion may work unpredictably or not at all. 1. If you have already installed the Microsoft Office 97 versions of Word, Excel, and/or PowerPoint on the RightFAX server, uninstall those applications using the Add/Remove Programs applet in the Control Panel. On the RightFAX server, insert the Office 97 Installation CD into your CD-ROM drive, select Run from the Start menu, and type: D:\SETUP (where D: is the drive letter of your CD-ROM) Click OK to start the Setup program.
For server-side application conversion to work correctly, your RightFAX server must be installed on an NTFS partition

2.

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3.

Click through and complete the initial license and ID screens. When the Setup program asks you for a destination folder, click OK to accept the default C:\Program Files\Microsoft Office. A screen will appear asking you to select an installation type. Click on the button next to the Custom option. A screen will ask you to select the components you want to install:

4. 5.

An option may have a black check, a gray check, or no check. A black check indicates that all "subcomponents" for the option will be installed. A gray check indicates that some "subcomponents" for the option will be installed. No check indicates that the option and all its subcomponents will not be installed. 6. Click on the check boxes next to each of these options so that they are not checked: Microsoft Binder Microsoft Access Microsoft Outlook Web Authoring (HTML) Microsoft Bookshelf Basics Data Access Getting Results Book

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This will leave only the following options checked: x Excel x Word x PowerPoint x Office Tools x Converters and Filters 7. Highlight Office Tools, then click the Change Option button. Check the Microsoft TrueType Fonts option. Uncheck all other options, then click OK. Highlight Converters and Filters, then click the Change Option button. Highlight Text Converters, then click the Change Option button. Check all of the options except Converters for use with Lotus Notes, then click OK.

8. 9.

10. Highlight Graphics Filters, then click the Change Option button. Click on the Select All button to check all of the options, then click OK two times. 11. Highlight Microsoft Excel, then click the Change Option button. 12. Check the MS Excel Program Files and Spreadsheet Converters options. Uncheck all other options. 13. Highlight Spreadsheet Converters, then click the Change Option button. Click the Select All button then click OK two times. 14. Highlight Microsoft Word, then click the Change Option button. 15. Check the MS Word Program Files and Text Converters options. Uncheck all other options. 16. Highlight Text Converters, then click the Change Option button. Click the Select All button then click OK two times. 17. Highlight Microsoft PowerPoint, then click the Change Option button. 18. Check the MS PowerPoint Program Files and Presentation Translators options. Uncheck all other options. 19. Highlight Presentation Translators, then click the Change Option button. Click the Select All button then click OK two times. 20. Click Continue to begin the install. When the installation is complete, restart Windows.

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21. Microsoft recommends reinstalling the latest service pack for your NT Server software after installing any MS Office applications. After this final step is complete, your Office 97 applications may require some configuration to ensure that server-side application conversion works properly.

Configuring Word
Running the MS-Exchange Events service on the RightFAX server will cause server-side application conversion through Word to fail. If you must run Exchange Server on the same machine as your RightFAX Server, you must disable the Exchange Events service. Server-side application conversion through Word 97 automatically converts these file types: Word for Windows (versions 2, 6, 7, 97, 1J, and 5J) RTF (Rich Text Format) Word for DOS (versions 4, 5, and 6) Word for Macintosh (versions 3, 4, 5, 6, and 97)

Password protected Word and Excel files will not be converted

Configuring Excel
Server-side application conversion renders whatever print area is defined in the Excel Workbook. Server-side application conversion through Excel 97 automatically converts these file types: Excel for Windows (versions 3, 4, 5, and 97) Excel Workbook (versions 3 and 4) Excel for Macintosh (versions 4 and 5) Excel Workbook for Macintosh (version 4)

Configuring PowerPoint
Server-side application conversion through PowerPoint 97 automatically converts these file types: PowerPoint for Windows (versions 95/97, 97, 3, 4, and 7) PowerPoint for Macintosh (versions 3, 4, B3, and B4) Print options for creating the fax images are set by the user in each PowerPoint presentation, using the Print tab on the PowerPoint Options dialog.

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Override Options
You can force server-side application conversion to output all PowerPoint files using the same print settings and page layout (regardless of the settings on individual workstations) create the following DWORD registry entries in: HKEY_LOCAL_MACHINE\Software\RightFAX\WorkServer\WorkSrv# (where WorkSrv# is the WorkServer number to modify.) PowerPoint_ForceFitToPage 0=Use setting from file 1=Force "Scale to fit paper" PowerPoint_ForceOutputType 1=Slides 2=Handouts (2 slides per page) 3=Handouts (3 slides per page) 4=Handouts (6 slides per page) 5=Notes page 6=Outline view PowerPoint_ForceFrameSlides 0=Use setting from file 1=Force "Frame slides"

Controlling Server-Side Application Conversion


To control how and when server-side application conversion is used for specfic document types, add the REG_MULTI_SZ registry key NativeDocControl in HKEY_LOCAL_MACHINE\Software\RightFAX\WorkServer\WorkSrv# (where WorkSrv# is the WorkServer number to modify.) The value for the key contains one or more lines each controlling a specific document type. For each type, the following options may be configured: VALUE 1 MEANING Attempt to convert document on the server. If this fails because the application is not installed, because the application cannot be started, or because the application returns an error, then attempt to convert the document using RightFAX's builtin conversion engine. Attempt to convert the document on the server only. If this fails for any reason, abort the fax. Attempt to convert the document with RightFAX's built-in conversion engine. If this fails for any reason, abort the fax. Do not attempt to convert this type document.

2 3 4

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The following document types may be specified: NAME WordPerfect 5 WPC5 WordPerfect 6 WPC6 WordPerfect WPC Word 97 Word Excel 97 Excel 1-2-3 AmiPro Ami Pro WordPro RTF PowerPoint 97 PowerPoint MEANING WordPerfect v.5 WordPerfect v.5 WordPerfect v.6 WordPerfect v.6 WordPerfect - all versions WordPerfect - all versions Word 97 Word - all versions Excel 97 Excel - all versions Lotus 1-2-3 - all versions AmiPro - all versions AmiPro - all versions WordPro - all versions Rich Text Files PowerPoint 97 PowerPoint - all versions CONVERTED WITH Word 97 Word 97 Word 97 Word 97 Word 97 Word 97 Word 97 Word 97 Excel 97 Excel 97 Excel 97 Word 97 Word 97 Word 97 Word 97 PowerPoint 97 PowerPoint 97

An example NativeDocControl key might look like this: WPC,2 Word,3 RTF,3

RightFAX Services RightFAX Server Module RightFAX BoardServer Module RightFAX Database Module RightFAX Queue Handler RightFAX RPC Server Module RightFAX WorkServer Module(s) RightFAX E-mail Gateway (optional)

Starting and Stopping the Fax Server


The RightFAX Services are configured and started during installation. You should only need to stop and restart RightFAX Services during server or network maintenance. Starting RightFAX requires starting the separate processes. There are two easy ways to do this. One is to go to the Services applet in the Control Panel. In the list of Services, you will see several RightFAX Modules. To start RightFAX, highlight the RightFAX BoardServer Module and click Start. Next, highlight the RightFAX Server Module and click Start. This will start the RightFAX Database Module, RightFAX Server Module and the RightFAX WorkServer Module(s). The second way is to type the following at any prompt: [C:\] NET START service short name i.e. NET START RFSERVER

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You can also stop the fax server two ways, one is by pressing Stop on the RightFAX Server Module Service and the RightFAX BoardServer Module Service in the Control Panel Services applet. The other is to type the following at the prompt: [C:\] NET STOP service short name i.e. NET STOP RFBOARD The chart below gives the short name for each RightFAX service and tells whether the service is started automatically or manually by Windows NT on startup. Note that if the Service startup is set to "Automatic," it can be stopped and started as necessary.

You should never start the RightFAX Database Module, the RightFAX WorkServer Modules, or the RightFAX E-mail Gateway Modules directly. They must be started by the RightFAX Server Module.

Service Name RightFAX Server Module RightFAX BoardServer Module RightFAX Database Module RightFAX Queue Handler RightFAX RPC Server Module RightFAX WorkServer Module(s) RightFAX E-mail Gateway

Short Name RFSERVER RFBOARD RFDB RFQUEUE RFRPC RFWORK1,2,3 RFEMAIL

Startup Automatic Automatic Manual Automatic Automatic Manual Manual

Scanner Integration
You can use your network scanner or a scanner connected to your computer to scan documents into RightFAX for fax transmission. RightFAX integrates with the following scanners:

PaperPort Scanner Integration


FaxUtil clients using Win95/WinNT can connect to a Visioneer PaperPort scanner to scan images into RightFAX. To configure your PaperPort scanner, install the scanner at the client workstation according to the manufacturers instructions. Then, copy RFLINK.G32 from the RightFAX client directory to the root of the PaperPort directory on the machine. Note: This file is automatically copied during client installation, if the scanner is detected. To scan documents, simply select the Scan button in the Fax Information dialog.

Kofax NetScan
RightFAX integrates with Kofaxs NetScan product. For more information about configuring these two products to work together, please consult the NetScan documentation.

For more information about Kofax and HPNetScan, see the RightFAX WorkServer Configuration chapter in this Guide.

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HP Network ScanJet 5si


The HP ScanJet 5si is a network scan station that allows RightFAX users to scan documents and images into the RightFAX system without requiring the scanner to be attached directly to the client workstation.

Standalone Fax Machine Connector


This feature allows users to use a fax machine to send a fax through a RightFAX server. The fax machine is connected to a phone line or PBX on a specific channel or DID extension. When a fax is sent from this machine, it is redirected to the RightFAX server for sending. The user is prompted by tones or voice (requires Brooktrout TR114 series fax board with voice option) to enter the necessary fax recipient information. This feature allows billing, LCR, automatic retries and other RightFAX advantages to become available to fax machines anywhere in the enterprise. There are several ways to connect standalone fax machines to your RightFAX server as illustrated below. In each case, the user dials the extension or phone number dedicated to the SFC connection. In the case of a DID channel, it will be dedicated to receiving faxes only from a standalone fax machine. In the case of loop start lines, receiving will be dedicated, but sending is not.

Fax Machine Through PBX

Fax Machine Direct to Fax Server

Fax Machine Makes Local or Long Distance Call

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To enable this feature, add the following values to HKEY_LOCAL_MACHINE\Software\RightFAX\BoardServer\SFC key: Extensions:REG_MULTI_SZ List of extensions or extension ranges on which to execute SFC (e.g. 5000, 5105-5109). Change:REG_DWORD Set to 1 whenever the Extensions value is modified to cause BoardServer to re-read extension list. After dialing the extension or fax number for the RightFAX server, users will be prompted for the destination fax number and any possible billing codes, which should be entered in the following format: phone*billinfo1*billinfo2#. If either billing code is not required, the following format should be used: phone*billinfo1# or phone#. Note: This feature works only with Brooktrout fax boards. In addition, it works best with TR114 boards where voice prompts are used to help the sender through the necessary input steps. Voice prompts are available on the RightFAX Web site at ftp://ftp.rightfax.com/rightfax/general.

Maintaining the RightFAX Database


Purging
RightFAX keeps track of not only current faxes, but also faxes that your users have deleted from their fax mailboxes. Each fax has a record in the database, and when a fax is deleted, its record is marked as belonging to a deleted fax, but the record itself is not deleted. This is how RightFAX can run reports for faxes even though theyve already been deleted. Removing a deleted fax record from the database is called purging. The fax server will purge the deleted fax records based on a certain number of days. The length of time for which the server will keep the deleted fax records is determined from the RightFAX group to which a user belongs. A group can be edited using the Enterprise Fax Manager and the number of days to keep deleted fax records can be adjusted.
No matter how and when a user's deleted fax records are purged, the fax images are always immediately removed from the system when a user deletes a fax.

Database Consistency Checking


You should occasionally examine your database for errors in the key files and record files. You should shut down the all of the RightFAX Services before you perform any of the following diagnostic checks.

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Refer to Appendix D for more information about the syntax and options available for these programs.

DBCHECK.EXE is a diagnostic program designed to examine your database for errors. Once youve run a database check, if you find any errors, run a KEYBUILD using the KEYBUILD.EXE program in the \RIGHTFAX\DATABASE directory: \Rightfax\Database> dbcheck -a faxdata \Rightfax\Database> keybuild faxdata KeyBuild will recreate the FAXDATA.K* files. These are the indices to the database. After running KEYBUILD, run DBCHECK again, as described above, to make sure all errors have been corrected. If there are still errors in the database, you should run RESCUE.

Rescue
Before running RESCUE, make sure the RightFAX Server and Database Module Services have been stopped. RESCUE is a powerful utility that can be used to rebuild a damaged fax database, however, in the process, it will, by default, purge all records of deleted faxes. You should perform all cost recovery or billing reports before you run the RESCUE utility. RESCUE makes a backup of your database before it attempts to rebuild it. Use the following RESCUE options when running RESCUE.EXE from the \RIGHTFAX\DATABASE directory: -B -D -F -N -R -U -W Do not copy billing code records (deletes billing code records) Do not purge deleted fax records Do not copy faxes (deletes all faxes in the system) Do not prompt (no warning messages when running RESCUE) Do not backup (no backup of database before repair) Update the database to the most recent RightFAX version Do not copy work request records (deletes WorkServer jobs)

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Backing Up RightFAX and Data Files


Automatically
You can automatically backup your RightFAX server and database files daily using the automatic backup feature without having to shut down the server or stop RightFAX services. This routine puts the server into Read-only mode at a specified time of day (default is 2:00 a.m.). The backup routine then takes a snapshot of the fax database and stores it in the \RIGHTFAX\DATABASE directory in subdirectory DBBACK.1on Sunday, DBBACK.2 on Monday, and so forth, through file DBBACK.7. Each directory is overwritten after a weeks rotation. You can adjust the time of backup in the Maintenance Time field in the Fax Server control panel applet. If RightFAX is installed on an NTFS volume, the backup database files will be compressed using NT compression which allows for compression ratios of up to 10:1. Backup files for RightFAX servers installed on a FAT volume will not be compressed.

Manually
Most of the RightFAX files can be backed up using any standard disk or tape backup system. The database files, FAXDATA.*, are always open and should never be backed up using a tape system or other archive method whenever the fax server is running. In addition, RightFAX creates some temporary files which do not need to be backed up. The following directories can be backed up without difficulty: \RIGHTFAX\BIN \RIGHTFAX\PAPERS \RIGHTFAX\SIG \RIGHTFAX\BFT \RIGHTFAX\IMAGE \RIGHTFAX\FCS \RIGHTFAX\CLIENT \RFBOARD \RIGHTFAX\WORKSRV* \RIGHTFAX\ADMUTILS \RIGHTFAX\FAXSTAT \RIGHTFAX\INSO \RIGHTFAX\OCR \RIGHTFAX\GATEWAY \RIGHTFAX\WEBTOOLS \RIGHTFAX\CATALOG

The following directory holds temporary files which do not have to be backed up: \RIGHTFAX\OUTGOING The OUTGOING directory is only a temporary holding area for outgoing faxes the fax queue spool files are held there while being processed into fax images.

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All files in the \RIGHTFAX\DATABASE directory, with the exception of any file with the base name of FAXDATA (e.g. FAXDATA.D01 or FAXDATA.K00), can be backed up using normal network backup procedures. The FAXDATA.* files make up the RightFAX Database, and are always open during fax server operation. Backup systems should be programmed to skip these open files unless you stop the fax server. RightFAX servers have the ability to run 24 x 7 x 365 and do not require shutdown of the server for backup. Tape systems should simply backup the \RIGHTFAX\DBBACK.* and the directories listed above.

A
Appendix A: Troubleshooting

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Appendix A: Troubleshooting
Although RightFAX is highly integrated with your network, determining the source of configuration and installation problems can be easy. Included in this section are the most common situations encountered in different stages of RightFAX operation, along with possible solutions. To help track errors, all RightFAX server modules can be configured to record a detailed log of program information in the Application EventLog. When a problem occurs, this should be your first source of information. Each entry will be attributed to the RightFAX Server Module, RightFAX Database Module, RightFAX BoardServer Module, or RightFAX WorkServer Module.

Problems with Server Installation


The NT machine must operate as a normal server on the network before you install RightFAX. It should be able to net use to drives, copy files, run utilities, print to network printers, etc. You MUST log on to the machine as a user with administrative rights.

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Problems with the BoardServer


An error 2140 can be caused by several things. Use this list of steps to diagnose the problem:
l

Confirm that the Base I/O Address and the Interrupt in the Board section of the BoardServer Control Panel match the physical settings on the board.

If the address and interrupt are configured correctly, use this test to confirm that there are no other system conflicts with those addresses. Note: The RightFAX BoardServer Module MUST be stopped for this test to work. Open a command window and change to the \RFBOARD directory. Enter the following: TYPE FAXINIT.CFG. You should see a line that Error 2140 looks like "addr xxx" or each channel you have configured. If when starting the addresses do not match the ones you have entered in the the RightFAX BoardServer Control Panel applet, edit the text file and fix BoardServer them. Once this is done, issue the following command at the service with prompt: FAXINIT FAXINIT.CFG. If the addresses are not the Brooktrout successfully found, then they are probably conflicting with fax cards something else on your system.
l

If all of the addresses are successfully found in the above test and you are still getting a 2140 error when starting the BoardServer, there is probably an interrupt conflict. Confirm that the interrupt on the board matches the interrupt setting in the BoardServer Control Panel applet. If it does, you should try another interrupt setting. To do this, first change the interrupt in the BoardServer applet, then shut down the NT server, power off the machine, and change the interrupt jumper on the fax board to match the BoardServer applet. Restart the system and try to restart the Service. Repeat this procedure trying different settings until the Service starts successfully.
l

The BoardServer service is set to manual

The BoardServer is normally configured as an automatic service. If it encounters problems starting (such as configuration errors), the BoardServer service sets itself to manual. To reset the BoardServer service to automatic, fix the cause of the problem and then restart the BoardServer manually. On successful startup, the BoardServer will set itself to automatic.

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Problems with Client Software Installation and Configuration


l Make sure that the RightFAX server services are actually started on the RightFAX server. The services necessary to communicate with clients are: RightFAX Database Module and RightFAX RPC Server Module.

The server is unavailable.

Check to see if another type of client, i.e. Windows 95 or Windows NT, can communicate with the RightFAX server.

The server is l Check the Networking Control Panel applet on the NT using different server and verify the protocols installed and enabled match network those used by the clients. protocols.
l

The common network protocol being used is not routed between LAN segments.

Try a client on the same LAN segment as that of the server. Modify the appropriate bridge or routers to route the proper protocols. Update the server/clients to use a routed protocol.

If the server machine has multiple network adapters installed, try removing all but one of the adapters and allow other routers on the network to route the packets.
l

An IPX/SPX parameter is missing from a l Add DirectHost=NO to the [network] section of the Windows for SYSTEM.INI file. Workgroups initialization file.
l Increase conventional memory by removing unnecessary drivers and TSRs. Try loading drivers and TSRs into upper memory. Remove programs launched by the Startup Group, the RUN=line in the WIN.INI file, and the LOAD=line in the WIN.INI. You need at least 500K of available conventional memory prior to starting Windows.

Not Enough Memory (Windows 3.x)

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"Error 27 communicating with the server" when running FaxUtil or FaxAdmin from a Windows 3.1 workstation on a Novell network

Is the server name correct? The server name in the PowerBar should be the same as the name of the NT file server on which RightFAX is running.
l l

Are Gateway Services for NetWare (GSNW) and SAP Agent loaded and started in Services? These are both required for IPX/SPX communications to the NT server.

l Make sure that the NetWare server to which the client is attached can see SAP broadcasts from the NT server. To confirm this, go to the NetWare server console and type 'TRACK ON.' Watch the display to see if you can see the name of the NT server appear every few minutes. If you cannot, then a server or router is filtering SAP broadcasts and must be reconfigured not to do so.

The Windows NT Server running RightFAX is not configured to support NetWare clients. The NetWare clients are using dissimilar frame types than that of the NT server. There is no SAP Agent computer accessible to both the client and server machines.

Make sure the NT server is running Gateway Services for NetWares and the SAP Agent. Make sure the IPX/SPX transport is properly configured using the Network Control Panel applet.

l On the client computer, the frame type is in the Link Driver section of the NET.CFG. On the NT server, the frame type is in the configuration of the NWLink IPX/SPX transport object in the Network Control Panel applet. l If the NT server must support more than one frame type, ensure that the internal network number is unique (and nonzero) and that the Auto Frame Type Detection is disabled. l

Make sure the client and server machines can logon to a NetWare server. Make sure that the SAP Agent is installed on the NT server.

l Verify that the client and server are on the same network segment and that the router between the segments is configured to transport SAP type 0x640 messages.

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The client gets an RPC error l On the NT server machine, the maximum packet size is 33 when determined by the MaxPktSize parameter in: communicating KEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Serto the NT vices\NWLINKIPX\NetConfig\<adaptername>. If the value is server. non-existent or zero, the card driver determines the maximum packet size. If the client and server machines use different topologies, i.e. Token- Ring versus Ethernet, then manually setting the maximum packet size may be necessary. Unable to find FaxDB Service. Does the user logged in have access to the RightFAX host file server? If the RightFAX host file server is not a member, backup, or primary domain controller, then the user may not have access to the RightFAX files or resource \PIPE\FAXDB. Y may have to assign GUEST privileges. ou
l l RightFAX has its own list of fax users and the user ID is not on that list. You can use FaxAdmin to add users, either individually or by reading them from the domain or file server. When RightFAX is first installed, the users "ADMINISTRATOR" and "DEFAULT" are loaded. Initially, both do not have a password. l You need to use the correct password for the user in question. If the user has lost his password, a fax adminstrator can start FaxUtil as themselves, switch into the user's mailbox, and give them a new password without having to know the old password. The password can also be reset in FaxAdmin.

Make sure that client and server machines all use the same maximum IPX packet size. On DOS/Windows clients, the maximum IPX packet size is set using the IPX Packet Size Limit=xxx parameter in the NET.CFG.

User ID was not found in database.

The password supplied is incorrect.

The RightFAX Fax Addressing dialog pops up, yet nothing ever appears in FaxUtil.

You are using a different user ID than expected. Check the RightFAX Client Control Panel applet to see what user ID the software is using.
l

On Windows NT, the port or Print To setting on the printer may have been modified or the setting may be incorrect. Start Print Manager, select the printer, and choose Print To field should contain a UNC name of the RightFAX fax queue on the fax server, i.e. \\SERVER\HPFAX.
l

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251

Graphics and line drawings are not appearing on fax pages. Receiving messages about not being able to find the fax server. The RightFAX Fax Addressing dialog never pops up, but the document appears in FaxUtil as "Info Not Complete."

Font downloading must be set to "bitmap" mode; printer resolution should be set to 300 DPI, not 600 DPI. It is also possible that the line might be too thin.

Use a 32-bit requester, i.e. Microsoft Client for NetWare Networks, instead of NETX or VLM's. NETX and VLM's were designed for DOS and Windows 3.1 both of which are 16-bit systems.
l

The printer installed is not specified as a "Fax Printer" in the RightFAX Client Control Panel applet.

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Problems Specific to Sending Faxes


l There was an error moving the print job from the network spool directory to the \RIGHTFAX\OUTGOING directory (look in the Application EventLog, under RightFAX Server Module for a specific error message).

After printing to a fax print queue, the fax never appears in your fax mailbox.

The print job contained a <WHO> code (the fax may have been moved into the mailbox of the user specified by the WHO code).

The user used the wrong print queue or does not have the necessary network permissions to access the print queue. The user is not linked to a fax print queue.

l l

The fax server is not running, has died, or some/all of the RightFAX Services have stopped.

The fax server is low on disk space. The server stops processing new faxes when free space drops below 50 MB.

There is no RightFAX WorkServer Module running, or the running RightFAX WorkServer Module is not configured for Faxes are left the kind of conversion in question. For example, you may be with the status sending PostScript print jobs to a RightFAX WorkServer "Waiting for Module that is configured to perform only PCL5 conversions. Conversion" or "In l Someone has sent a very large fax job and it is taking the Conversion" fax server a long time to convert it. You can add additional WorkServers to redistribute the rest of the jobs.
l l

Examine the Application EventLog under RightFAX WorkServer# Module. Verify that the document you are printing can actually be printed on a real LaserJet III (the printer driver your software is using may be out of date or contain bugs). Try using a LaserJet III printer driver.

Faxes failed with "ED: Conversion Failed"

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Information in embedded codes is not pulled out of the document, and the codes are left on the fax image.

The codes were formatted in a font which was rasterized by the client workstation (i.e. the actual text of the code never appeared in the print output). Make sure the codes are formatted in a native printer font.
l l

The codes are formatted in such a way that the code text is not contiguous in the document (i.e. the word-processor split the code across a line or had to chang character sets to output the '<' and '>' characters).

The Dial Prefix or Postfix parameter is incorrect. The Dial Prefix does not include a leading ",," or "w" to wait for a dial tone before dialing (on Brooktrout boards). The phone number or dial prefix did not include the required digits to access an outside line.
l l For international calls, the call took too long to complete. You can increase the CD Timeout value.

Faxes convert OK but are not sent, i.e. "Phone Line Problems"

The phone line is not a standard analog phone line, as would be usable by a Hayes compatible modem.

l The phone line is not connected to the board, or the line is dead (try dialing out on that line with a regular phone).

You may be using an improper cable. Check to make sure that you have the proper phone cables for your fax board type. The fax board may be damaged.

Fax converts OK but never begins to send, i.e. "Held for Preview" or "Info Not Complete"

l The fax was held for preview and never released. The user should release the fax by using the Fax-Release option in FaxUtil.

l The cover sheet information is not complete. The user should edit the fax and add values in all required fields (italicized). The fields required for sending a fax can also be changed using FaxAdmin.

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Problems Specific to Receiving Faxes


l

The RightFAX BoardServer Module is not running.

l The phone lines are not plugged in. The fax server does not l The configuration specifies that none of the fax boards will answer answer phone calls. incoming phone calls. l The hardware server may have run out of disk space staging faxes to the local drive.

The fax board may be damaged.

l The hardware server may be out of disk space on its local drive.

The fax server answers phone l There is too much noise on the phone lines and the calls, but the transmitting fax machine disconnects because of errors. transmitting fax machine l The transmitting fax machine is incompatible with the fax always board. This only occurs on rare occassions. Iexpensive fax indicates modems, fax boards, and fax software packages often do not failure. correctly implement the Group III fax protocol.
l

Verify that no other boards, except fax boards, in the machine are using the same interrupt. This is usually a problem with the lower interrupts (2-9), so try using a higher interrupt.

The transmitting fax machine may be trying to use a proprietary protocol for higher resolution or error correction. The fax board may be damaged.

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255

l Many DID problems can be diagnosed by the phone company from their offices. Some of the most common are:

The RightFAX BoardServer Module is not started. The DID trunk is not activated.

The DID trunk is not really a DID trunk. (WARNING! If a phone line which can ring a standard phone is plugged into your DID port on the fax board, you have probably damaged the fax board. This is NOT covered under warranty repair.)

l The DID power supply is faulty, not powered, has blown a The fax server fuse, or is otherwise not supplying current. never answers a phone call l The tip and ring lines on the RJ-11 jack have been reversed. on a DID (WARNING! Do not reverse the leads on the DID power trunk. supply line to correct this problem. This will damage the fax board!)

l The DID line is misconfigured, i.e. Pulse instead of DTMF signaling, Immediate instead of Wink Start, or an incorrect number of digits.

The fax board may be damaged.

l To test hardware and configuration, plug one of the DID cables coming from the board into a standard, non-PBX, analog phone. Pick up the phone and dial 4 or 5 digits. If you hear the digits as you dial them and then hear fax tone, the board is working properly.

Received faxes do not show up in the expected fax mailbox. File routing and archiving jobs sent to NetWare file servers are not working

l The DID routing codes assigned in FaxAdmin are incorrect or a DID routing code is duplicated.

The DID number on which a fax is received is not assigned to any user (faxes would be going to the ADMINISTRATOR).

l The NT user that the RightFAX WorkServer Modules are starting as must exist in NetWare and have the same password. This is necessary because every time you start the RightFAX WorkServer and try to access a Novell server, NT will use this user name to login to the Novell server you are accessing.

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Problems with Printing Faxes


Printing to a Novell print queue does not work.
l

This is necessary because every time you start the RightFAX WorkServer and try to access a Novell print queue, NT will use the user name you defined to login to the Novell server you are accessing.

Problems with a Fax Cover Sheet


Every use of the <NOTETEXT> code represents ONE LINE of the message written in the Add Notes/Comments screen. Therefore, you will need 21 <NOTETEXT> codes on 21 separate lines to make sure that all twenty-one comment lines are placed on the cover sheet. If the comments for a fax are less than 21 lines, the remaining lines will be filled with blanks. The <NUMPAGES> code represents the number of body pages, not including the fax cover sheet: that is why FaxUtil shows fax page counts with Cover + # notation. You can also use the <NUMPAGESC> code which includes the cover sheet in the page count. The <WHEN_FAXED> code will reflect the time the document was processed by the fax server, not the time it was actually faxed to its destination. It is important to remember this when using the Delay Send feature of RightFAX. Do NOT save the word processing document to the file FCS.PCL. The fax server expects a PCL5 print output file, not a MS Word for Windows document file. Do not make the cover sheet more than one page. When printing from a Windows based word processor, you should only use native printer fonts to print the embedded codes, i.e. TOFAXNUM and NOTETEXT. Using one of the Windows TrueType or a third party font will cause the codes to be sent as graphic objects and they will not be seen by the fax server. Consequently, the codes themselves will show up on all cover sheets and not the data which the codes represent. If you are using Word 97, try going to the Tools\Options\Compatibility menu option and choose "Recommend Options for: Microsoft Word 6.0"

Appendix B: Error and Status Messages

257

B
Appendix B: Error and Status Messages

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Error and Status Messages


A new fax has arrived for (user ID) from remote ID: (remote ID)
Another user has designated you to be their alternate for notification and they have received a new fax.

A new fax has arrived for (user ID) which hasnt been viewed or printed
A member of the group for which you are the RightFAX administrator or alternate administrator, has received a fax and has not viewed or printed it within one hour of receipt.

A new fax has arrived from remote ID: (remote ID)


You have received a new fax. You will continue to be notified for one hour (or other period specified by your administrator). If you do not view or print the fax, your groups administrator will be notified. If he or she does not print the fax, your groups alternate administrator will be notified.

An outgoing fax is ready for previewing


The fax you requested be Held for Preview has been processed by RightFAX and is waiting in your mailbox. You must select Release to start the sending process.

Answer tone detected


RightFAX could not connect with the remote (receiving) fax machine due to communication errors between it and RightFAX.

Bad FCS Information


Incorrect information was entered on the cover sheet (via the Fax Information screen or embedded codes).

Bad Formtype
You have specified a form that does not exist or is corrupt in the Fax Information screen or through embedded codes.

Bad Phone Number


You entered an incorrect or nonexistent fax phone number.

Appendix B: Error and Status Messages

259

Bad Signature Code


The signature code is not recognized as a valid signature identifier because it is corrupt or does not exist.

Call answered before one full ring


RightFAX did not receive a normal-length ring-back signal from the phone companys central office.

Cant access scans


RightFAX cant access the documents you scanned with the scanner.

Carrier not detected


RightFAX did not detect a dial tone when it tried to dial out.

Command time exceeded


There are timing-related errors, possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesnt get a response within a given period of time.

Command time too short


There are timing-related errors, possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesnt get a response within a given period of time.

Command timeout
There are timing-related errors, possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesnt get a response within a given period of time.

Communications-line failure
The fax card was unable to make a valid connection with the remote machine.

Conversion Failed
RightFAX was unable to convert your document to Group III format.

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Dial failure or no dial tone


RightFAX cannot detect a dial tone because there is a problem with the phone line or the fax card is configured incorrectly.

Duplicate
The fax is a duplicate; it has been forwarded to you by another user.

Equipment busy tone detected


The remote (receiving) fax machines phone line is busy.

Fax Discarded
RightFAX threw your fax away. Contact your administrator.

Fax number busy


RightFAX has tried to send your fax the required number of times (default=5 times) and each time the phone number was busy.

Fax to (name) abandoned, too many retries


RightFAX will try to successfully send your fax a specified number of times (determined by the administrator) then quit trying. The default value is 5 tries.

Fax to (name), (error)


Your outgoing fax encountered the error listed. (See the error listed for more information.)

FCS Create Failed


The cover sheet of your fax could not be created due to a corrupt or incompatible cover sheet format.

Function not implemented


An operation was attempted that is not currently supported by your fax card software.

G2 Fax Machine
You have attempted to send a fax to a Group II machine, rather than a Group III machine.

Appendix B: Error and Status Messages

261

Held for Preview


You have specified in the Fax Information screen or through embedded codes that you want to preview this fax before sending it. You must select Release from the Fax menu to start the sending process.

Human Answered
RightFAX detected an unknown sound after it dialed the fax number. The unknown sound could be a human voice, recording, or line noise.

Illegal line number


You have attempted to send a fax on a fax channel that does not exist.

Illegal option in call


This error could occur if an invalid parameter is given for one of several different commands, including: LOG, DEBUG, XFER, SEND.

Illegal parameter value


This error could occur if an invalid parameter is given for one of several different commands, including: LOG, DEBUG, XFER, SEND.

Illegal Sig. Use


You have included a signature in your fax that you are not authorized to use.

Imaging error encountered, fax abandoned


RightFAX was unable to convert your document to Group III format for transmission, and so quit trying.

In Conversion
RightFAX is converting your document to fax format for transmission.

In Validation
The signature and/or billing codes in your fax are being validated against the RightFAX database.

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Info Not Complete


You have not completed all the required fields (in the Fax Information screen or through embedded codes) for RightFAX to send the fax.

Initial Processing
RightFAX is checking your document for embedded codes and counting the number of pages in your fax.

Invalid Billing Code


You have entered a billing code that is incorrect or does not exist.

Invalid Embedded Code


You have included a misspelled or nonexistent embedded code in your fax.

Line in Use
RightFAX was not able to send your fax because there were no outgoing phone lines available.

Loop current detected


When RightFAX attempts to go off-hook to send a fax, it finds that the 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 also be a fax card configuration error.

Loop current failed


The fax card did detect current on the line, but did not detect a valid value for LOOP CURRENT.

Loop current not detected


The fax card was looking for LOOP CURRENT before it attempted to dial the fax number, but didnt find any.

Network congestion detected


The network may be running inefficiently and causing traffic, or an invalid fax number may have been dialed.

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263

Network high and dry (no ring)


The fax card does not detect any type of telephone interface available. This is a very serious error; contact your RightFAX administrator immediately.

No Answer at Fax #
The fax machine at the receiving end didnt answer or a wrong number was dialed.

No answer tone detected


The phone is ringing at the destination, but the fax machine is not answering within the specified time. This is especially prevalent in international calling when it can take up to a minute to connect to the remote station.

Non-G3 Modem Detected


RightFAX has detected a non-Group III fax modem on the remote (receiving) fax machine, and cannot communicate with it.

OCR Error
An error occurred while a document was being sent to or was at the Optical Character Recognition module of RightFAX.

OCR in Process
Your fax has been queued and is being processed by the OCR module.

OK
RightFAX has successfully sent your fax over the phone lines. This does not guarantee successful receipt of the fax at its destination.

One of your outgoing faxes needs attention


You have not completed all the required fields in the Fax Information screen or through embedded codes for the fax to be sent.

P2 was not detected at the end of training


This is a training error indicating a performance problem with the fax server and the number of fax cards that it contains.

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Phone Line Problems


There is a problem with the phone lines at the fax server.

Poor Quality
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.

Printing
Your fax is printing.

Printing Error
An error occurred while printing.

Protocol reject message


This is a generic protocol error code that could have several meanings. In general, your fax card is having difficulty talking to the remote fax machine because it is getting the signals it expected.

Protocol timeout
This is a generic protocol error code that could have several meanings. In general, your fax card is having difficulty talking to the remote fax machine because it is not getting the signals it expected in the appropriate time frame.

Queued for OCR


The fax has been queued and is waiting for the OCR module to convert it.

Queued for Printing


The fax has been queued and is waiting to be printed.

Ringback signal detected


A ringback signal was detected when it should not have been. This may be due to interrupting a call in-process on a shared line, or could be caused by a lot of noise on a T1 phone line.

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265

Ringback, but no answer tone


The phone rang at the destination, but it was never answered. This might be because the receiving fax machine is off-line or unable to receive faxes.

Ringback, then busy condition


The fax number dialed went off-hook, then went on-hook very quickly, generating a fast busy signal.

Scheduled for Send


Your fax was successfully converted to the RightFAX Group III format and is now being sent to the fax card to await sending. If you specified a date and time to send the fax, RightFAX will wait to send it until then.

Scheduling Failed
Your fax was converted correctly, but it couldnt be correctly queued to be sent.

Sending
RightFAX is transmitting your fax.

Sending fax to (name) at (faxnumber)


Your fax is being sent to the name and fax number specified.

Sig needs Authorization


You must be authorized to use the signature you have included in your fax.

Thermal Record
You have recorded a fax that was sent or received on a conventional fax machine for database purposes only.

Training Algorithm detected FSK


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.

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Tx/Rx Error
This transmission/reception error indicates that the receiving fax machine was experiencing difficulties or excessive line noise.

Unknown Error
Undetermined error.

Unknown Error Code


Error condition is not known.

Unknown Status Code


An unknown status code has been returned to RightFAX from your fax card.

Voice response to call


RightFAX detected a sound that it didnt expect after it dialed 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.

Your fax has been successfully sent to (name) at (faxnumber)


Your fax was successfully sent over the phone lines. This does not guarantee successful receipt of the fax at its destination.

Your outgoing fax contains an invalid billing code


You have either not entered a required billing code, or entered one that does not exist.

C
Appendix C: Native Document File Formats

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Native Document File Formats


The following list shows native document file formats (and supported versions) that can be automatically converted to faxes by RightFAX.

Word Processing Formats:


Generic ASCII Text ............................................................................ All versions ANSI Text ............................................................................. All versions Unicode Text ......................................................................... All versions HTML ..................................................................... Versions through 3.0 Microsoft Rich Text Format .................................... Versions through 2.0 DOS Microsoft Word ...................................................... Versions through 6.0 WordPerfect ........................................................... Versions through 6.1 Windows AMI/AMI Professional .......................................... Versions through 3.1 Microsoft Windows Works .................................... Versions through 4.0 Microsoft Windows Write ...................................... Versions through 3.0 Microsoft Word for Windows ................................. Versions through 97 Microsoft WordPad for Windows95 ...................................... Version 1.0 WordPerfect for Windows ...................................... Versions through 6.1 Macintosh Microsoft Word ................................................. Versions 4.0 through 6.0 WordPerfect .................................................... Versions 1.02 through 3.0 Microsoft Works .................................................... Versions through 2.0

Spreadsheet Formats:
Lotus 1-2-3 (DOS & Windows) .............................. Versions through 5.0 Lotus 1-2-3 Charts (DOS & Windows) ................... Versions through 5.0 Lotus 1-2-3 (Windows) ........................................... Versions through 97 Microsoft Excel Windows .................................. Versions 2.2 through 97 Microsoft Excel Macintosh ............................... Versions 3.0 through 4.0

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Microsoft Excel Charts ...................................... Versions 3.0 through 7.0 Microsoft Windows Works .................................... Versions through 4.0 Microsoft Works (Mac) .......................................... Versions through 2.0 QuattroPro for Windows ........................................ Versions through 6.0

Database Formats:
Access .................................................................... Versions through 2.0 dBASE .................................................................... Versions through 5.0 Paradox (Windows) ................................................ Versions through 1.0

Graphics Formats:
BMP (including RLE, ICO, CUR & OS/2 DIB) .......................... Windows GIF ....................................................................................... CompuServe PICT1 & PICT2 (Raster) ..........................................Macintosh Standard PCX ................................................................................... PC Paintbrush DCX (multi-page PCX) ....................................................... Microsoft Fax MAC ......................................................................................... MacPaint DRW ....................................................................................... Micrografx WMF .......................................................................... Windows Metafile TIFF ........................................................................ Versions through 6.0 JPEG ...................................................................................... All versions TIFF CCITT Group 3 & 4 ..................................................... Fax Systems EPS (if TIFF image is embedded in it) ............... Encapsulated PostScript CDR (if TIFF image is embedded in it) ........ Corel Draw versions 2.0 - 5.0 Binary Group 3 Fax ............................................................... All versions WordPerfect Graphics [WPG and WPG2] .............. Versions through 2.0

Presentation Formats:
Microsoft PowerPoint for Windows ........................ Versions through 97 Microsoft PowerPoint for Macintosh .................................... Version 4.0 Freelance for Windows ........................................................... Version 2.0

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Appendix D: Command Line References

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Overview
The command-driven administrative utilities IMPUSER, CHGUSER, PHNPRINT, FAXDUMP, and FAXAGE are 32-bit applications that may be used from any Windows NT workstation or server on the network. The utilities are located in the \RIGHTFAX\ADMUTILS directory. In addition, the KEYBUILD and DBCHECK database utilities can be found in the \RIGHTFAX\DATABASE directory.

The fax server must be running when executing this utility.

Syntax for CHGUSER


CHGUSER is a program that lets you change RightFAX privileges and options for all users or groups of users at a single time. Note that unless you use the -U option to specify individual users, commands will be applied to all users. CHGUSER [options] [keywords] Options: -AprinterID Specify the printer ID to which received faxes should be automatically printed -BprinterID -Cfile -Fserver -GgroupID -PprinterID -Rtype Specify the printer ID to which sent faxes should be automatically printed Specify the cover sheet file (i.e. FCS.PCL) for user(s) Specify the name of RightFAX server Name of group in which to place user(s); group must already exist Specify the ID of the default printer for user(s) Specify routing types for user(s) using the following: RF CC MS GW OCR CX EXCH NOTE XRT TRS SMTP FILE = = = = = = = = = = = = RightFAX mailbox cc:Mail MS Mail GroupWise Optical Character Recognition Telephony Server MS Exchange Notes RightFAX Interconnect TRS NetComm Server SMTP mail network directory

Appendix D: Command Line References

273

-Tprotocol

Force protocol to specific type (rather than assigning automatically) using the following: N S T = = = Named Pipes SPX TCP/IP

-UuserIDs -V -1number -2number -3 -6 -7option

Comma delimited list of users to change Display current values for user(s) Specify default fax number for user(s) Specify default voice number for user(s) Display a user list with ID, name, and routing code Display a tab-delimited user list with ID, name, routing code, and group ID Set auto-print options for user(s) using the following: B C T F S = = = = = Print fax body Print fax cover sheet Print fax body Print fax body Print fax body

CHGUSER keywords must be used in conjunction with the many of the above options to set some of the permissions and attributes. For example, if you enable auto-printing of sent faxes using the Sautoprint keyword, you should specify the printer ID using the -B option. For complete details on each permission, see Chapter 10: Managing Users and Groups. Keywords: Admin/Noadmin Archive/NoArchive Autoprint/Noautoprint Bodyfine/Bodynormal Coverfine/Covernormal Coverpage/Nocoverpage Highp/Nohighp Enables/disables administrative privileges Enables/disables archiving of all sent faxes Enables/disables auto-printing of received faxes; use 7 and -A options to set printer ID and options Sets resolution of fax body to fine or normal Sets resolution of fax cover sheet to fine or normal Enables/disables sending a cover page with every fax; use -C option to set cover sheet file Enables/disables the availability of High Priority for user

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Protected/Unprotected Sautoprint/Nosautoprint Examples:

Sets user mailbox to protected (requires password) or unprotected (does not require password) Enables/disables auto-printing of sent faxes; use -7 and -B options to set printer ID and options

CHGUSER -FRIGHTFAX -V CHGUSER -FRIGHTFAX -UBOB,FRED NOADMIN CHGUSER -FSERVER2 -V -ALASER4 AUTOPRINT CHGUSER -FSERVER2 -V -BLASER6 SAUTOPRINT

Syntax for DBCHECK


The fax server must not be running when executing this utility.

DBCHECK is a diagnostic program designed to examine your database for errors. Once you've run a database check, you should run a KEYBUILD if any errors are found. DBCHECK is located in the \RIGHTFAX\DATBASE directory. DBCHECK [options] faxdata Options: -C -A Example: DBCHECK -A faxdata Print counts of objects scanned in the check exhaustive check (all structures)

Syntax for FAXAGE


The fax server must be running when executing this utility.

FAXAGE is a utility that can be run to automatically cleanup users fax mailboxes based on the age of faxes. For example, FAXAGE could be run every Friday to cleanup all faxes which are over two months old. You can also use the Automatic Fax Aging feature in Enterprise Fax Manager to determine the length of time faxes will be kept in a user's fax mailbox. Automatic Fax Aging is available only with the RightFAX Enterprise server. FAXAGE [options] Options: -Dnumber Specify which faxes should be deleted: (1) only received faxes, (2) only sent faxes, (3) all faxes (default), (4) viewed or printed, (5) printed faxes, (6) non-approved faxes, or (7) approved faxes

Appendix D: Command Line References

275

-Fname -Llevel -Sdate -Edate -Ofile -Q -Tprotocol

Specify the fax server name, defaults to local machine Specify information level (0, 1, 2, 3, or 4) to output. (See Chapter 15 for more information on information levels) Specify date to begin search, can be set as an offset from today, i.e. -# or +# or MM/DD/YY; defaults to 01/01/1980 Date to end search, can be set as an offset from today, i.e., -# or +# or MM/DD/YY; defaults to 12/31/2010 Specify output file name, defaults to standard output Displays a table of field definitions for 0-4 output levels; overrides any other options Force protocol to specific type (rather than assigning automatically) using the following: N S T = = = Named Pipes SPX TCP/IP

-UuserIDs -Wfoldername -Y -Z Example:

Specify user(s) to include, separate with commas; default is all users Specify a folder name to restrict the deletion; defaults to all folders Specify to skip any verification questions Specify to cause deletions to take affect. Without this option, no deletions will occur

FAXAGE -FRIGHTFAX -D2 -S010195

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Syntax for FAXDUMP


The fax server must be running when executing this utility.

FAXDUMP produces ASCII text files of fax information which you can import to another database to produce reports. FAXDUMP [options] Options: -Fname -Llevel -UuserIDs -Ofile -Sdate -Edate -Q -Tprotocol Specify the fax server name, defaults to local machine Specify information level (0, 1, 2, 3, or 4) to output. (See Chapter 15 for more information on information levels) Specify user(s) to include, separate with commas; default is all users Specify output file name, defaults to standard output Specify date to begin search, can be set as an offset from today, i.e. -# or +# or MM/DD/YY; defaults to 01/01/1980 Date to end search, can be set as an offset from today, i.e. , -# or +# or MM/DD/YY; defaults to 12/31/2010 Displays a table of field definitions for 0-4 output levels; overrides any other options Force protocol to specific type (rather than assigning automatically) using the following: N S T -H Examples: FAXDUMP -FRIGHTFAX -S120194 -E120195 -OMYFILE.TXT FAXDUMP -FSERVER2 -S-7 -E-2 -TT = = = Named Pipes SPX TCP/IP

Outputs field headers on first line of output file

Appendix D: Command Line References

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Syntax for FUW


This can be used to open FaxUtil (FUW) from a command line. It is located in the appropriate platform directory under the \RIGHTFAX\CLIENT directory. FUW.EXE [options] Options: -Fserver -I Specify fax server name; overrides fax server name in FAXSERV.INI file. Force FaxUtil to check for new faxes that havent been printed or viewed at FaxUtil login time. If FaxUtil is marked to run minimized and then added to the Startup Group in Windows, the user will be notified of any new faxes as soon as he/she first starts Windows Show initial login dialog and use optional name as login ID instead of network login ID Use name as login ID instead of network login ID and do not show initial login dialog unless name is an incorrect RightFAX user ID Display names as Name, UserID instead of UserID, Name Force protocol to specific type (rather than assigning automatically) using the following: N S T Example: FUW -FRIGHTFAX -TS -I = = = Named Pipes SPX TCP/IP
The fax server must be running when executing these utilities.

-UID -3name -7 -Tprotocol

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The fax server must be running when executing this utility.

Syntax for IMPUSER


IMPUSER is a program that allows you to import users from a text file or an NT domain. IMPUSER [options] Options: -Ifile -Nserver -GgroupID -Fserver -Tprotocol CSV file name from which to import users Name of the NT server from which to import NT domain accounts Name of an NT group from which to import users (used only with -N. Without -N, imports all users in the domain). Name of fax server to which users should be imported Force protocol to specific type (rather than assigning automatically) using the following: N S T -DuserID Examples: IMPUSER -INEWUSER.TXT -FSERVER1 IMPUSER -NOURORG -++ -DBOB If using a Comma Separated Values (CSV) file, the file format is a comma-delimited text file with optional quoted fields (use quotations when the field may have an embedded comma). If a user already exists in RightFAX, their record will be updated based on the data from the import file. If a user does not already exist, they will be added. The fields for the CSV file are shown in the following chart. Note that you must specify a value or the absence of a value for all 16 fields described below. For example, to import only the User ID and User Name for Bob Jones' account, your CSV file would look like this: BOB,Bob Jones,,,,,,,,,,,,,, = = = Named Pipes SPX TCP/IP

Model user; normally this is the user DEFAULT

Appendix D: Command Line References

279

Field User ID User Name Password Group Route-Code Cover Sheet Model Flags

Type Alpha-numeric Alpha-numeric Alpha-numeric Alpha-numeric Numeric

Max Length 21 29 11 21 7

Notes Must be unique. If ID already exists, the existing user will be changed. The user's name. If empty, existing user password will be maintained. The group must already exist. If group does not exist, record will be skipped. This should be unique, though uniqueness is not enforced. File name (no path) of FCS model for user. File name must end with .PCL. Leave blank to use group's cover sheet. Each character in this field will change a particular user attribute. Possible flag characters are listed below. 0=Use group's type 1-9=custom 10=cc:Mail 11=MS Mail 12=GroupWise Formatted as: TYPE:INFO or +TYPE:INFO where TYPE must be one of the following: RF, CC, MS, FILE, OCR, GW, NOTES, RFIC, TRS, CX3, or EXCH and where INFO should be the routing information for that particular type. The format +TYPE:INFO is identical except that it enables delete-after-routing. Format of the file to be routed. Must be one of the following: PCX, DCX, TIFF-G3, or TIFF-G4 Voice mail subscriber ID, if CallXpress routing is enabled. Default 'From Name' for cover sheet Default 'From Voice Number' for cover sheet Default 'DID Fax Number' for cover sheet Default 'General Fax Number' for cover sheet Default 'Operator Voice Number' for cover sheet The MS-Exchange distinguished name, used to confirm accurate RightFAX/Exchange user synchronization Default Billing Code 1 setting Default Billing Code 2 setting

Alpha-numeric

12

Alpha

31

Notify Type

Numeric

Route Info

Alpha

99

Route Format Subscriber ID From Name From Phone

Alpha Numeric Alpha Alpha

4 7 59 31 31 31 31 79 15 15

DID Fax Num Alpha General Fax Alpha

Operator Num Alpha Distinguished Name Default BillInfo1 Default BillInfo2 Alpha Alpha Alpha

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Possible User Flag Characters


The following chart shows possible user flag characters. The character after the flag indicates that a plus (+) or minus (-) sign must be used to indicate whether to add or remove the attribute. For example: 'A-H+C+' would remove Administrative Access from the user, add the ability to use high priority when sending faxes, and allow the user to change his fax cover sheet.

A V P U B S C O D H M L F I

Administrative Access View first page only Enable Auto-Purge Unprotected mailbox Bypass billing code verification Sent Fax Archiving Can change FCS Can OCR faxes Disallow fax deleting Can use HIGH priority Must have password Can Add/Update Library Documents Can Add/Update Forms User cannot search billing codes

The fax server must not be running when executing this utility.

Syntax for KEYBUILD


KEYBUILD rewrites and repairs the key files in the RightFAX database. KEYBUILD is located in the \RIGHTFAX\DATABASE directory. Example: KEYBUILD faxdata

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Syntax for PHNPRINT


PHNPRINT allows you to print the private and published phonebook entries of a user or users without entering FaxUtil. PHNPRINT [-UuserID's] [options] -UuserID's Options: -Fserver -Ofile -Ppassword -Llevel -Tprotocol Specify fax server name, defaults to local Specify output file name, defaults to standard output (screen only) Specify password(s) for user(s) to print private entries Specify information level (0, 1, 2, or 3) to output. (See Chapter 15 for more information on information levels) Force protocol to specific type (rather than assigning automatically) using the following: N S T Example: PHNPRINT -UJANE -FSERVER -PSECRET = = = Named Pipes SPX TCP/IP (Required) Specify user(s) to include, separate users with commas

The fax server must be running when executing this utility.

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Appendix E: Automatic Inbound Routing

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RightFAX lets you choose from several different methods for routing received faxes to their intended recipients in your organization. The routing method you choose will be based primarily on the type of telephone service you receive. Once RightFAX has determined who should receive an incoming fax, you then have several options for how that fax should be delivered (i.e., to the FaxUtil mailbox, as an attachment to an e-mail message, etc.)

DID/DNIS Routing
These two methods are considered the best for fax routing. DID lines support inbound phone service only, DNIS service supports bi-directional faxing. A DID/DNIS interface assigns multiple telephone numbers to a single pair of wires (a telephone trunk). Often these numbers are sequential and all contain the same prefix. For example, a single DID/DNIS line may have 20 numbers associated with it ranging from 555-1001 to 555-1020. Your phone company will forward any or all of these dialed numbers to your system along with the call. RightFAX then uses these included numbers to route faxes to the proper recipients. Each RightFAX user is assigned a personal fax mailbox which is assigned a DID/DNIS number (routing code). When a call comes in with a valid DID/ DNIS number, the fax is placed in the corresponding user's fax mailbox. Routing codes should be assigned in accordance with the number of DID/ DNIS digits for which your services are configured. For example, if you have a set of DID/DNIS numbers of 555-1001 through 555-1020, and your phone service is configured to forward the last four digits of the dialed number, then you would assign the routing codes 1001 through 1020 to your users. If you have three digit service, then you would assign the routing codes 001 through 020 to your users.

Configuring RightFAX for DID/DNIS Routing


Each fax board must me configured for DID/DNIS routing separately. To configure RightFAX and your fax board(s) for DID/DNIS routing, run the RightFAX BoardServer applet from the Control Panel.

Appendix E: Automatic Inbound Routing

285

Configuring Brooktrout Boards


For Brooktrout fax boards, highlight the board name listed under Global Board Settings:

Configure DID/DNIS settings here

In the Number of Digits to Collect field, enter the number of dialed digits that will be forwarded to your system by the phone company. In the Number of Digits for Routing field, enter the number of collected digits that you will use when assigning routing codes to your users. In the DID Service Type field, enter the service type your phone company is providing, either Immediate or Wink.

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Configuring GammaLink Boards


For GammaLink fax boards, highlight the board name listed under Global Board Settings. Under Digit Collection, set Maximum Digits for Routing to the number of dialed digits that will be forwarded to your system by the phone company. Then, for each channel listed under your GammaLink fax board(s), highlight the channel number:

Check Enable Digit Collection. Select Initial Tone and set it to A and 0 (zero). Check No Terminator and set Max Digits to the number of dialed digits that will be forwarded to your system by the phone company. Repeat this configuration for each GammaLink fax channel.

Configuring User Routing Information


To assign a DID/DNIS routing code to a user, edit the user in Enterprise Fax Manager, click on the Inbound Routing tab, and enter the user's DID/DNIS phone extension in the Routing Code field. The numbers you enter here must have the exact number of digits that you specified in the Number of Digits for Routing field when configuring your fax board(s).

Appendix E: Automatic Inbound Routing

287

DTMF Routing
Unlike DID/DNIS routing, DTMF uses Plain Old Telephone Service (POTS) with a single phone number assigned to each phone line. The person sending the fax dials this number and the call connects normally; however, before the fax transmission starts, the fax card prompts the caller with a tone or voice prompt to enter a routing code for the fax they are sending. If the caller enters a valid routing code (one which is assigned to a RightFAX user) the fax is placed in that user's mailbox. If the caller does not enter a code before a certain amount of time has elapsed, or if the code does not correspond to a valid RightFAX mailbox, the fax is placed in the mailbox that corresponds to the Channel Extension setting for the channel it arrived on (or to the administrator of the Everyone group if no channel extension match is found).

Configuring RightFAX for DTMF Routing


Each fax channel must be configured for DTMF routing separately. To configure RightFAX and your fax board(s) for DTMF routing, run the RightFAX BoardServer applet from the Control Panel. Highlight each channel number under your fax board name(s):

Configure DTMF settings here

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Check Enable DTMF Routing. Select either Initial Tone or Initial Speech (speech is only available with Brooktrout fax boards) and configure the tone or speech parameters. Check No Terminator if you don't want to require the caller to press [#] or [*] after entering the routing code. If this option is not checked, select the terminator character you want in the Terminator field. In the Max. Digits field, enter the maximum number of digits the caller must enter for a valid DTMF routing code. In the Min. Digits field, enter the minimum number of digits the caller must enter for a valid DTMF routing code. In the Tone Wait field, enter the length of time (in seconds) after the prompt for the caller to enter the routing code.

Configuring User Routing Information


To assign a DTMF routing code to a user, edit the user in Enterprise Fax Manager, click on the Inbound Routing tab, and enter the user's DTMF code in the Routing Code field. The digits entered here correspond directly to the digits entered by the caller when prompted. Although each user must have a unique DTMF routing code, the assigned codes can be of variable length.

OCR Routing
OCR routing is an excellent "backup" for other routing methods. With other routing methods, mailboxes can be configured that receive all "lost" faxes, where the intended recipient cannot be determined. These "lost fax" mailboxes can be configured for OCR routing to maximize your automatic inbound routing functionality. However, because large organizations usually have several members with the same or very similar names, OCR routing is not recommended as a primary routing method.

OCR (Optical Character Recognition) is an optional module (sold separately) that converts the first page of an incoming fax from a graphic format to a text format and then scans it for specified words or phrases. Each word or phrase is associated (using a routing table) with an individual RightFAX user ID. When RightFAX matches a word or phrase on the fax cover sheet with an entry in the routing table, the fax is routed to the user ID associated with that text. If no match is found, the fax remains in the RightFAX administrator's fax mailbox. For OCR routing, no special user configuration is required.

Configuring RightFAX for OCR Routing


To use OCR routing, you must first install the RightFAX OCR optional module. For information on installing the OCR optional module, refer to your RightFAX Optional Modules Guide. In the WorkServer applet in the Control Panel, add the OCR function to at least one of your WorkServers.

Appendix E: Automatic Inbound Routing

289

On your RightFAX server, create an ASCII file called ROUTE.TXT in the \RIGHTFAX\WORKSRV# directory (where # is the WorkServer number you added OCR functionality to). If you added OCR to multiple WorkServers, you must create this ASCII file in each WorkServer's directory. The ROUTE.TXT file is your OCR routing table. Each line must contain a separate entry in the format: UserID MatchingText where UserID is the RightFAX user ID to route to and MatchingText is the OCR'ed text that, when found, will route to that user. The user ID and matching text must be separated by a single space. The matching text may contain spaces and other special characters. Here is an example of a short OCR routing table: ADJ ADJ BDS DRR DRR Aaron Aaron Jones Bill Street David Renner Renner
If you do not plan to use the default OCR routing table, ROUTE.TXT, you must specify the name of the routing table file to be used in the Routing Info field

The matching text must be matched exactly in order to route. In the above example, a match on the word "Jones" would not be routed.

Configuring the Central Mailbox(es)


In order to route OCR'ed faxes to their intended recipients, the faxes must arrive in one or more "central" mailboxes. These are fax mailboxes that all incoming faxes go to, get OCRed, and from there are routed to user's mailboxes. For multiple central mailboxes, each mailbox should have a routing code that corresponds to a channel extension set up in the BoardServer (see Channel Routing later in this chapter). Usually, however, one mailbox performing OCR routing is sufficient. To configure a single central mailbox, edit the mailbox owner's user ID in Enterprise Fax Manager, click on the Inbound Routing tab, and enter 0 (zero) in the Routing Code field. This will cause as all incoming faxes to route into that mailbox by default. For each central mailbox you create, edit the mailbox owner's user ID in Enterprise Fax Manager, click on the Inbound Routing tab, and select OCR in the Routing Type field. This tells the mailbox to perform OCR on each received fax and route accordingly. OCR is only performed on printed text and will not work on handwriting.

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Channel Routing
With this type of routing, faxes are routed based on which phone line they came in on. This can work well if you have, for example, four departments and four incoming fax lines (channels). Each department can give out a different fax number and all faxes to that department will end up in a single fax mailbox. Each of the members of the department can then check their departmental mailbox for faxes, the faxes can all be directed to a printer located in the department, or the faxes can be routed manually or via OCR routing to the intended recipient.

Configuring RightFAX for Channel Routing


Each fax channel must be configured for channel routing separately. To configure RightFAX and your fax board(s) for channel routing, run the RightFAX BoardServer applet from the Control Panel. Highlight each channel number under your fax board name(s). For each channel, set the Channel Extension setting to a number 0-99. This setting will correspond to the Routing Code of the mailbox that is to receive all faxes coming in on this channel. You can also set two or more channels to the same Routing Extension if you want a single mailbox to receive faxes from multiple channels.

Configuring Recipient Mailboxes


To assign channel extensions to mailboxes, edit the user ID for each recipient mailbox in Enterprise Fax Manager. Click on the Inbound Routing tab and enter the Channel Extension setting of the channel that you want to receive faxes from in the Routing Code field.

Appendix E: Automatic Inbound Routing

291

ANI Routing
ANI (Automatic Number Identification) is a service provided by your telephone service provider that precedes each incoming phone call with a series of digits that tell you (among other things) the phone number calling you. Although the actual ANI transmission format differs slightly from carrier to carrier, the basic format is: KP + I + 7 or 10 digits + ST where KP = key pulse I = information digit 7 or 10 digits = calling party station directory number ST = start signal ANI routing lets you automatically route inbound faxes to a specific user mailbox based on the phone number that the fax originated from. Using ANI routing, all faxes from a certain fax number can be automatically routed to a specific recipient's routing code. Similarly, all faxes originating from a specific area code or phone number prefix can be routed to a specific recipient. This routing method can be useful to sales departments for routing faxes according to sales territories.

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Configuring RightFAX for ANI Routing


ANI data you receive from your service provider may include some information (such as DNIS) in addition to the dialed partys phone number. To specify the pattern of the extra data so that it can be removed by RightFAX prior to ANI routing, run the RightFAX BoardServer applet from the Control Panel and click the Global Board Settings. Then, in the ANI Pattern Matching field, enter the pattern of ANI data you receive using the following key: * # X Matches one or more star characters in the source string Matches one or more pound characters in the source string Matches one or more digits belonging to the ANI number (this is the only number sequence that will be used for ANIrouting, all other information is ignored) Matches one or more digits belonging to the DNIS number Matches one or more extraneous digits which are discarded A digit 1-9 that represents a maximum character match for any of the above. (For example, x2*y will match x***...yyy... or xx***...yyy... ) valid phone digits (Literal digits. Separate literal digits from max. modifiers with a space)

Y Z Max. Modifier

0-9 & A-D Examples: 1x10*y x2z*y2 2

matches 1xxxxxxxxxx***...yyy... matches xxzzz...***...yy2

Next, on your RightFAX server, create an ASCII file called ANI.TBL in the \RIGHTFAX\BIN directory. The ANI.TBL file is your ANI routing table. Each line must contain a separate entry in the format: ANIString RoutingCode

Appendix E: Automatic Inbound Routing

293

where ANIString is the ANI data represented by 'X' characters in your ANI pattern match (described above) and RoutingCode is the Routing Code setting of the user to route to. The ANI string and routing code must be separated by a single space. Here is an example of a short ANI routing table: 15205551212 15205552345 15205550982 15203201000 1001 1002 1003 1003

CSID Routing
CSID (Caller Subscriber Identification) routing automatically routes inbound faxes to a specific mailbox based on the ID of the sending device. Using CSID routing, all faxes from a certain fax number can be automatically routed to a specific recipient. Similarly, all faxes originating from a specific area code or phone number prefix can be routed to a specific recipient. This routing method can be useful to sales departments for routing faxes according to sales territories. CSID routing precludes some other routing types like DTMF and channel routing. However, routing types that occur after arriving in a fax mailbox (like OCR routing) may still be used. If an ID for the sending device is not transmitted or cannot be determined, the fax is placed in the mailbox that corresponds to the Channel Extension setting for the channel it arrived on (or to the administrator of the Everyone group if no channel extension match is found).

Configuring RightFAX for Channel Routing


To configure RightFAX for CSID routing, run the RightFAX FaxServer applet from the Control Panel. Click the General tab and check the option Enable CSID routing. On your RightFAX server, create an ASCII file called CSID.TBL in the \RIGHTFAX\BIN directory. The CSID.TBL file is your CSID routing table. Each line must contain a separate entry in the format: RoutingCode CSID

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where RoutingCode is the Routing Code setting of the user to route to, and CSID is the CSID information (may be either text or a phone number) that, when sent, will route to that user. The routing code and Fax ID must be separated by a single space. The Fax ID text may contain spaces and other special characters. Here is an example of a short CSID routing table: 1000 1001 1002 1003 1003 ACME 520-624-6487 RIGHTFAX 520* 602*

The asterisk (*) wildcard can be used to represent any number of additional characters. In the above example, all incoming faxes from area codes 520 and 602 will be routed the RightFAX user with the routing code 1003.

Routing Destinations
Once you have configured a routing method for your organization, you have several options for how users can receive the faxes routed to them. The routing type is configured individually for each user (or group). To assign each user a routing type, edit the user in Enterprise Fax Manager, click on the Inbound Routing tab, and select the routing type you want in the Routing Type field:

Fax Mailbox
When you select this routing type, incoming faxes will be routed to the user's FaxUtil mailbox. For information on using the FaxUtil mailbox, see the RightFAX User's Guide, Chapter 2, FaxUtil Overview.

E-mail
This routing type requires RightFAX E-mail Gateway optional module, purchased separately. When you select this routing type, incoming faxes will be forwarded to the user as an e-mail message. If you select this option, you must also provide the necessary post office routing information in the Routing Info field so that RightFAX can find the correct e-mail mailbox. For information on routing faxes to an e-mail mailbox, see the section specific to your e-mail type in the RightFAX Optional Modules Guide.

Appendix E: Automatic Inbound Routing

295

Network Directory
When you select this routing type, incoming faxes will be sent to a network directory of your choice. If you select this option, you must also provide the path of the desired directory in the Routing Info field and/or choose from several macros as to how you would like the faxes stored (i.e. by month, day, billing code, etc.) The following entry in the Routing Info field would route faxes to the RIGHTFAX\FAXIN directory on the \SYS volume of the FILESERV file server. \\fileserv\sys\rightfax\faxin In the above example, the RightFAX fax server would have to be attached to FILESERV with sufficient privileges to write to the \FAXIN directory. RightFAX will automatically create any specified directories, assuming it has the necessary network access privileges.

Available Macros
The destination path may also specify one or more directory macros which cause directories to be created dynamically. Available macros are: ~1 =Date in the format YYYYMMDD ~2 =Day of the week (SUN, MON, TUE, WED, THU, FRI, SAT) ~3 =Month (JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC) ~4 =Year (YYYY) ~5 =Day of the month (DD) ~6 =Month as decimal (01, 02 ... 12) ~7 =User ID (truncated to 11 characters, i.e. 8.3 FAT format) ~8 =Week of year (00..51) ~9 =Bill Code #1 (truncated to 11 characters, i.e. 8.3 FAT format) ~0 =Bill Code #2 (truncated to 11 characters, i.e. 8.3 FAT format) ~A = Remote ID (Left to Right in 8.3 FAT format) ~B = Remote ID (Right to Left in 8.3 FAT format) You may use one of these macros when specifying a destination directory name in the Routing Info field. For example, the path "\\FILESERV\SYS\RIGHTFAX\~1 will cause the fax server to create a directory \\FILESERV\SYS\RIGHTFAX\19950101 when storing a fax received on January 1st, 1995. The file name stored in this directory is a unique name assigned by the RightFAX server and cannot be automatically changed. The total path length, after macro replacement, cannot exceed 128 characters.
The macros ~A, ~7, ~9, and ~0 create directories from data which may be longer than 11 characters. Since RightFAX uses the DOS 8.3 naming scheme for directories, directory names longer than 11 characters will be truncated.

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OCR
This routing type requires RightFAX OCR optional module, purchased separately. When you select this routing type, incoming faxes will automatically be OCR'ed for recognizable character strings and routed, compared to a table of RightFAX user ID's and matching strings, and, when a match is found, routed to the appropriate user. No additional routing information is necessary if you plan to use the default OCR routing table ROUTE.TXT.

RightFAX Interconnect
This routing type requires RightFAX Enterprise.
Be sure to check the Delete After Routing option unless you wish to create a duplicate of the fax

When you select this routing type, incoming faxes will be automatically redirected from one RightFAX server to another. In the Routing Info field, enter the destination RightFAX server name. The Interconnect service must be enabled on at least one of the receiving RightFAX server's WorkServers. The RightFAX user account of the fax recipient must exist on both RightFAX servers. Auto-printing, auto-OCR, and auto-forwarding are not available with this routing type as they are performed by the destination fax server only.

TRS NetComm Message Server


When you select this routing type, incoming faxes will be automatically routed to your organization's TRS NetComm message server. No additional routing information is necessary.

Telephony Server
RightFAX can route incoming faxes to a CallXpress3 mailbox if you have installed AVT's CallXpress3 on your server and client workstations. In the Routing Info field, enter the telephony server routing information in the format: {NP:/TCP:}server/sourcemailbox/sourcepassword/ destmailbox Use the NP: option if your network protocol uses named pipes. Use the TCP: option if your network protocol is TCP/IP.

I N D E X

A
A4 paper 168 Access 97 210 activate channel 64, 69 activation date, library document 163 add billing codes 170 dialing rules 176 groups 144 prefix tables 187 printers 167 users 124 WorkServers 38 administrator, group 145 aging, fax 146 alerts, paging 118, 136 analysis options, OCR 52 ANI pattern match 56 routing 291 answer-only 63, 64 archive delete after 44 EquiTrac 44 format 41 history 41 path 42 settings 41 audit settings 57

authorization, channel 33 auto billing codes 54 auto-delete 133 auto-forwarding 139 auto-OCR received faxes 140 auto-printing outbound faxes 138 received faxes 140 automated installation 78 automatic backup 243 fax aging 146 inbound routing 284 availability index, fax board 99 available disk space 102

B
backup data files 243 maintanance 32 base I/O Brooktrout 62 GammaLink 67 beeping 61 billing codes adding 112, 170 adding auto billing codes 54 auto settings 54 copying 112

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deleting 113 editing 112 import interval 40 importing 170 in Enterprise Fax Manager 112 managing 169 ODBC source 172 user defaults 134 validation 32 blocking, call 191 board model 62 BoardServers availability index 102 configuring 54 installing remotely 71 multiple 71 remote 71 running remotely 73 troubleshooting 247 bodies, short 41 BRI 21 BRI digits to filter 69 Brooktrout configuring boards 62 configuring channels 64 bump 33

C
call blocking 191 call grouping 60 CallXpress 40, 145 CD timeout 56 channel activate 69 authorization 33 capability 63, 64 configuring GammaLink 68 extension 65, 69 information 103 maximum pages 69 maximum pages per 65 routing 290 timed ability 65

channels timed ability 70 CHGUSER 272 client installation, troubleshooting 248 client workstation installing 76 requirements 19 closing servers in Enterprise Fax Manager 94 command line utilities 272 compress files 32 configure auto billing codes 54 Brooktrout channels 64 fax boards 62 Excel 236 fax notification 140 fax server module 28 GammaLink channels 68 fax boards 67 HP NetScan 49 inbound routing 130 Kofax NetScan 48 LDAP data sources 88 OCR 51 ODBC data sources 88 paging alerts 118 services 115 PeopleSoft 50 PowerBar 82 PowerPoint 236 printers 46 received faxes 139 redundancy 71 server-side application conversion 233 tray icon 87 Word 236 Xerox 47 connector, standalone fax machine 240

Index

299

consistency, database 241 copy dialing rules 96 users 95 copy defaults Enterprise Fax Manager 95 correction options, OCR 52 cover sheets creating 198 customized 200 customizing fields 121 editing 198 embedded codes 199 group cover sheets 145 printing to PCL file 200 required fields 201 requiring 146 switching 200 troubleshooting 256 user defaults 133 covers, short 41 create cover sheets 198 fax reporter data sets 206 forms 158 library documents 161 signatures 156 Crystal Reports 208 CSID routing enable 28 overview 293 custom fax reports 208 customize messages 34

D
data sets fax reporter 205 database maintanance 241 purge 241 rescue 242 threads settings 32 DBCHECK 274

Default user 124 delay faxes 30 delete after archive 44 fax reporter data sets 207 forms 160 groups 144 library documents 163 printers 168 signatures 157 users 125 WorkServers 38 detect, GammaLink 66 detection, loop current 62 dialing prefix/postfix 60 dialing rules action 181 adding 118, 176, 187 copying 96, 119 creating 176 deleting 119 editing 119 in Enterprise Fax Manager 118 managing 186 matching 177 priority delta 184 restrictions 180 testing 119, 188 using prefix tables 187 DID 20 number of digits to collect 63 service type 63 settings 63 DID/DNIS routing 284 digit collection 70 GammaLink 68 digital phone lines 21 direct inward dial 20 disk space, available 102 distinguished name 126 DNIS 21 recording DNIS information 29 Docs on Demand 55

300

RightFAX Administrator's Guide

DTMF enable routing 65 routing 287 settings 65 terminator 66, 70

E
E-1 21 e-mail notification 145 routing 294 ECM, enable 64, 69 edit default cover sheet 198 fax reporter data sets 207 forms 160 library documents 163 printers 168 signatures 157 EFM. See Enterprise Fax Manager embedded codes cover sheet 199 enable auto billing codes 54 channel 64 CSID routing 28 digit collection 70 DTMF routing 65 ECM 64, 69 forced scheduling 147 PeopleSoft 51 quick headers 29 smart fax distribution 149 T.434BFT reception 61 telephony routing 40 Enterprise Fax Manager 13 adding billing codes 112 dialing rules 118 prefix tables 120 printers 111 users 105 billing codes 112

channel information 103 closing servers 94 copy defaults 95 copying billing codes 112 dialing rules 96, 119 groups 107 library documents 114 prefix tables 120 printers 111 signatures 109 users 95 creating groups 107 defined 92 deleting billing codes 113 dialing rules 119 forms 110 groups 107 library documents 114 printers 111 signatures 109 users 106 dialing rules 118 editing billing codes 112 dialing rules 119 forms 110 groups 107 library documents 114 prefix tables 121 printer properties 111 signatures 108 users 106 exiting 92 forms 109 groups 106 importing users 105 library documents 113 Main screen 93 objects 99 opening servers 94 paging 115

Index

301

preferences 94 prefix tables 120 printers 110 refresh 94 server information 98 services 101, 103 signatures 108 starting 92 testing dialing rules 119 users 104 Enterprise, RightFAX 10 Enterprise Suite, RightFAX 10 EquiTrac archive 44 error correction mode 64 error messages 258 event queue 36, 101 Excel, Microsoft configure for server-side application conversion 236 exiting Enterprise Fax Manager 92 expiration date, library document 163 extension, channel 65, 69 external systems, synchronizing 121

F
F.index 42 Fax Board Guide 14 fax boards availability 99 configuring 62 requirements 20 fax broadcast 89 fax distribution, smart 148 fax ID 63, 64, 68, 69 fax mailbox, routing to 294 fax printers, creating new 88 fax reporter creating data sets 205 data sets creating 206 deleting 207 editing 207 refreshing 206

database tables 210 installing 204 running 205 fax reports custom 208 generating 207 fax server requirements 18 FaxAdmin, warning 92 FAXAGE 274 FAXDUMP 221, 276 faxes aging 146 auto-printing 138 delay sending 30 forced scheduling 147 notification 30 notification options 140 optimizing 41 receive options 139 received fax options 139 reports 204 resolution 133 smart fax distribution 148 troubleshooting 252 FaxServer service 28 FaxStat 13 FaxStat value translation table 229 FaxUtil 12 file formats, native document 268 filter, BRI digits 69 forced scheduling 147 form code 159 formats archive 41 native document 268 forms creating 158 deleting 110, 160 editing 110, 160 form code 159 image file 160 in Enterprise Fax Manager 109 managing 157

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secure 160 forwarding, automatic 139 frequency, WorkServer 40 FUW 277

G
GammaLink configuring boards 67 detecting 66 generate fax reports 207 group administrator 145 group ID 144 grouping, call 60 groups adding 144 copying in Enterprise Fax Manager 107 cover sheets 145 creating 107 deleting 107, 144 editing 107 group administrator 145 group ID 144 in Enterprise Fax Manager 106 managing 143 notification 145 properties 144 smart fax distribution 148

H
heartbeat, server 138 help, online 14 history, archive 41 HP NetScan 49 HP Network ScanJet 5si 240

I
I/O address, base 62 icon, tray 86 import billing codes 170 billing codes interval 40

users 105, 142 IMPUSER 278 inbound routing ANI routing 291 channel routing 290 configuring 130 CSID routing 293 DID/DNIS routing 284 DTMF routing 287 settings 65 e-mail 294 fax mailbox 294 GammaLink 70 Interconnect 296 network directory 295 OCR 288, 296 routing destinations 294 information levels 223 initial speech 65 initial tone 65, 70 install applications for server-side application conversio 233 automatic install of client workstation 78 client workstations 76 fax reporter 204 manual install of client workstation 76 PCL5 print driver 76 PowerBar options 84 preparing to install RightFAX 18 printers to PowerBar 85 remote BoardServers 71 server software 24 tray icon 86 troubleshooting 246 integrating scanners 239 Interconnect 176, 296 settings 41 interrupt 62 ISDN 21

Index

303

K
KEYBUILD 280 Kofax NetScan 48, 239

L
languages OCR recognition 52 LCR. See least cost routing LDAP, configuring data sources 88 least cost routing load balancing 176 overview 176 sample scenarios 191 legal paper 168 letter paper 168 library documents activation date 163 copying 114 creating 161 deleting 114, 163 document ID 162 editing 114, 163 expiration date 163 image file 162 in Enterprise Fax Manager 113 managing 161 passwords 163 statistics 115 line, phone 20 load balancing 176 log, audit 58 loop current detection, disable 62 loop-start 20

installation 76 maximum pages per channel 65, 69 messages customizing 34 error and status 258 module BoardServer 54 FaxServer 28 WorkServer 38 ModUser 149 multiple BoardServers 71

N
native document file formats 268 NetScan, HP 49 NetScan, Kofax 48 network broadcast 145 network directory routing 295 notification customizing 34 e-mail 145 fax arrival 30 group notification 145 method 141 pager 135 NT, RightFAX 10 number of digits to collect 63

O
objects, sorting 99 OCR analysis options 52 auto-OCR 140 auto-OCR of received faxes 140 configuring 51 correction options 52 language recognition 52 reading zone 52 routing 288, 296 spell checking 52 ODBC

M
maintainance, fax server 32 manage groups 143 users 124 manual backup 243

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billing codes 172 configuring data sources 88 online help 14 optical character recognition. See OCR optimize faxing 41 Optional Modules Guide 14

P
pager ID 135, 137 paging administrative alerts 136 alerts, configuring 118 configuring paging services 115 fax notification 135 in Enterprise Fax Manager 115 modem settings 117 pager ID 135, 137 service ID 116 service type 116 SMTP server 116 PaperPort Scanner 239 parameters automated installation 79 passwords 126 library documents 163 path, archive 42 pattern, ANI 56 PCL5 print driver, installing 76 PeopleSoft 50 permissions, user 127 PHNPRINT 281 phone line requirements 20 ping server 188 point-to-multipoint 68 point-to-point 67 port, RFAX: 86 postfix, dialing 60 PowerBar 82 PowerPoint, Microsoft configure for server-side application conversion 236 preferences Enterprise Fax Manager 94

prefix, dialing 60 prefix tables adding 120 copying 120 editing 121 in Enterprise Fax Manager 120 using in dialing rules 187 Presentation Manager 78 PRI 21 printer ID 167 printers adding 111, 167 configuring 46 copying 111 deleting 111, 168 editing 168 editing properties 111 in Enterprise Fax Manager 110 installing to PowerBar 85 managing 166 printer ID 167 printer type 167 queue name 167 troubleshooting 256 printers, fax creating new 88 priority, default 133 properties, group 144 purge database 241

Q
queue, event 36, 101 queue name 167 quick fax 89 quick headers enabling 29 format 59 Quick Reference Card 14

R
reading zone, OCR 52 received fax options 139

Index

305

reception, T.434BFT 61 redundancy 71 refresh in Enterprise Fax Manager 94 remote BoardServers 71 WorkServers 39 report tree 208 reports, fax 204 required fields, cover sheet 201 requirements client workstation 19 fax boards 20 fax server 18 phone line 20 Rescue 242 resolution, fax 133 retry, fax transmission 30 RFAX: port 86 RightFAX client installation 76 components 11 Enterprise 10 Enterprise Suite 10 Fax Board Guide 14 maintanance 32 NT 10 Optional Modules Guide 14 overview 10 preparing to install 18 Quick Reference Card 14 Satellite 10 services 12 Small Business Server 11 training 14 tray icon 86 upgrading 24 versions defined 10 routing CSID 28 destinations 294 telephony 40 trace 188 type 131

routing code 130 routing, inbound. See inbound routing routing information 132 running remote BoardServers 73

S
Satellite, RightFAX 10 SBS. See Small Business Server scanner integration 239 scanners HP Network ScanJet 5si 240 Kofax NetScan 239 PaperPort 239 scheduling, forced 147 select service account 45 send-only 63, 64 server heartbeat 138 information 98 installing 24 opening in Enterprise Fax Manager 94 starting and stopping 238 statistics 101 test for downed servers 190 server-side application conversion configuring the RightFAX server 233 features 232 overview 232 service FaxServer 28 WorkServer 38 service account, select 45 service ID, paging 116 service type DID 63 paging 116 services assigning to WorkServers 39 BoardServer 54 managing 101 RightFAX 12 starting and stopping 103

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RightFAX Administrator's Guide

SETUP.INI 80 short bodies 41 short covers 41 short messaging service. See paging signatures copying 109 creating 156 deleting 109, 157 editing 108, 157 in copying in Enterprise Fax Manager 108 managing 156 Small Business Server, RightFAX 11 smart fax distribution 148 smart-resume 133 SMS. See paging sorting objects 99 specifications client workstation 19 fax board 20 fax server 18 phone line 20 speech, initial 65 spell check, OCR 52 SSA. See server-side application conversion standalone fax machine connector 240 start Enterprise Fax Manager 92 fax server 238 statistics, server 101 status messages 258 stop fax server 238 support, technical 15 switches, automated installation 78 synchronize external systems 121

terminal endpoint identifier 67 terminator, DTMF 66, 70 TermStat value translation table 230 test dialing rules 119, 188 this guide, using 13 threads, maximum allowed 32 timeout, CD 56 tone, initial 65, 70 trace fax routing 188 training 14 tray icon 86 operation 89 TrayFax. See tray icon TRC NetComm message server 296 troubleshooting 246 BoardServer 247 client installation 248 cover sheets 256 printers 256 receiving faxes 254 sending faxes 252 server installation 246 TRS NetComm Message Server 145 TTI line removing 159 settings 59

U
upgrade RightFAX 24 usage counts, library document 163 user ID 126 user name 126 users adding 105, 124 copying 95 Default user 124 deleting 106, 125 distinguished name 126 editing 106 editing multiple users 151 importing 142 in Enterprise Fax Manager 104 managing 124

T
T-1 21 T.434BFT reception 61 technical support 15 TeleConnect 55 telephony routing 40

Index

307

passwords 126 permissions 127 user ID 126 user name 126 user properties 125 User's Guide, RightFAX 13 utilities DBCHECK 274 FAXAGE 274 FAXDUMP 221, 276 FUW 277 IMPUSER 278 KEYBUILD 280 MODUSER 149 overview 272 PHNPRINT 281 RESCUE 242

V
validate billing codes 32 vioce mail subscriber ID 126 VoiceResponse 40

W
Windows 3.x client requirements 19 Windows 95 client requirements 19 Windows NT client requirements 19 Word, Microsoft configure for server-side application conversion 236 WorkServer adding 38 configuring 38 deleting 38 frequency 40 remote 39

X
Xerox, configuring 47

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RightFAX Administrator's Guide