0 Administrator's Guide
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
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
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
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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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
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.
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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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FaxUtil
FaxUtil is the primary RightFAX client interface. With FaxUtil, clients can view, print, and manage their faxes.
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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.
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Please contact RightFAX at (520) 320-7000 for more information on using or purchasing these or any of RightFAX's powerful, fully integrated utilities.
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.
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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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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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Before you begin these tasks, ensure that your equipment meets the minimum requirements for installation.
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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.
The RightFAX PowerBar is not compatible with 32-bit Windows clients. The RightFAX print-tofax driver is installed instead.
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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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!
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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)
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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.
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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.
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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).
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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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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.
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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.
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.
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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.
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.
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.
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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.
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.
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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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.
~! - 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
Sending error
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.
New fax
New fax received. User has not viewed or printed fax yet. Fax transmission successful.
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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.
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)
NETWORK MESSAGING Servicing network broadcast notifications DELETE IMAGE FILES INTERCONNECT OCR
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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).
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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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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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
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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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.
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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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Printer Configuration
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Xerox Configuration
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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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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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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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Languages Recognition
Select the language of incoming faxes. Select Windows Locale to use the default Windows language setting.
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To configure the RightFAX BoardServer Module, select the RightFAX BoardServer 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.
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.
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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.
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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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.
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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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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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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)
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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:
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
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.
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.
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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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
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.
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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.
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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.
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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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.
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.
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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.
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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.
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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.
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.
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.
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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The ability to install multiple BoardServers is available in RightFAX Enterprise and Enterprise Suite servers only
Cluster CPU #1
Shared RAID
Cluster CPU #2
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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.
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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.
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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.
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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.
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.
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:
DRIVER or POWERBAR
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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
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=
Location= Network=
HotKeys=
DeletePreviousClient = 0 = FALSE - Do not delete the previous client. 1= TRUE - Do delete the previous client (if detected).
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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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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.
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.
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.
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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.
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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.
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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
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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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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.)
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.
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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.
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General Preferences
Click on the General Preferences tab to set some general options for Enterprise Fax Manager:
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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.
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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.
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If you run remote BoardServers, those servers may be displayed in Enterprise Fax Manager, but will not include fax server data
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.
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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.
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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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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.
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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 (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.
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.
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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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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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.
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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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.
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For information on each of the fields on this dialog, please refer to Chapter 12: Printers and Billing Codes.
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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.
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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.
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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.
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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.
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For information on completing each of the fields on this dialog, please refer to the Chapter 13: LCR and Dialing Plan Configuration.
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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.
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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.
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.
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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).
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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.)
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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
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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Inbound Routing
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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.
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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.
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Other
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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
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.
Service Down
Check this option to send notification when any RightFAX service stops for any reason.
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Outbound Auto-Printing
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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.
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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.
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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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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.
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.
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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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.
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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
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.
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:
m n u . e
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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.
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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.
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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
4 7 59 31 31 31 31
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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.
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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:
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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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.
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.
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.
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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.
Pages
The number of pages in the document. This setting is generated automatically.
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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.
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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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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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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.
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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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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Description
Enter a description of what these billing codes represent (such as "Account" and "Matter").
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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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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
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.
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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.
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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).
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.
415-320-7??? = matches any number that has final four digits between 7000-7999. 415-???-???? = matches any number within the area code 415.
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.
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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
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.
+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.
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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
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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.
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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.
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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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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.
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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.
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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
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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.
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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.
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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
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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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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.
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.
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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.
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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.
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.
3.
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2. 3.
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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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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
211
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
31 59 59 59
FromName
Text
50
212
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
213
Field Name
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
4 1
Deleted
Yes/No
Viewed
Yes/No
214
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
215
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
FFRFlags
Folder
Number (Long)
216
Field Name
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
8 4
HstServerUsed
Text
47
4 4 21
HstBoardErr
Number (Long)
HstBoardErrString
Text
74
HstSuccessfulSend
Yes/No
HstBoardType
Number (Long)
217
Field Name
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
Field Name
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
8 4 21
Notes
Text
127
218
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
4 4 4 4 9 127
Field Name
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
8 4
Notes
127
219
Field Name
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
8 4 21 453
Field Name
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
8 4 21 453
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
220
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
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
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
221
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
224
Max Length
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.
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
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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)
226
Information Level 2
This is the same as Level 1, except that it includes more information about the fax body and cover sheet.
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
227
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
228
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
229
Information Level 4
This level produces formatted output of failed sent faxes only.
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
230
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
232
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.
233
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
2.
234
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
235
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.
236
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)
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.
237
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"
2 3 4
238
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)
239
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
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:
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.
240
241
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.
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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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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
246
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.
Appendix A: Troubleshooting
247
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 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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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.
Appendix A: Troubleshooting
249
"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.
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
Appendix A: Troubleshooting
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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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.
Appendix A: Troubleshooting
253
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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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.
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.
Appendix A: Troubleshooting
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.
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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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.
257
B
Appendix B: Error and Status Messages
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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.
Bad Formtype
You have specified a form that does not exist or is corrupt in the Fax Information screen or through embedded codes.
259
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.
260
Duplicate
The fax is a duplicate; it has been forwarded to you by another user.
Fax Discarded
RightFAX threw your fax away. Contact your administrator.
G2 Fax Machine
You have attempted to send a fax to a Group II machine, rather than a Group III machine.
261
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.
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.
262
Initial Processing
RightFAX is checking your document for embedded codes and counting the number of pages in your fax.
Line in Use
RightFAX was not able to send your fax because there were no outgoing phone lines available.
263
No Answer at Fax #
The fax machine at the receiving end didnt answer or a wrong number was dialed.
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.
264
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 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.
265
Scheduling Failed
Your fax was converted correctly, but it couldnt be correctly queued to be sent.
Sending
RightFAX is transmitting your fax.
Thermal Record
You have recorded a fax that was sent or received on a conventional fax machine for database purposes only.
266
Tx/Rx Error
This transmission/reception error indicates that the receiving fax machine was experiencing difficulties or excessive line noise.
Unknown Error
Undetermined error.
Waiting to be Sent
The fax has not yet been scheduled for faxing.
C
Appendix C: Native Document File Formats
268
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
269
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
270
D
Appendix D: Command Line References
272
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.
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-Tprotocol
Force protocol to specific type (rather than assigning automatically) using the following: N S T = = = Named Pipes SPX TCP/IP
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
274
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
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)
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
275
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
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
276
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
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278
279
Field User ID User Name Password Group Route-Code Cover Sheet Model Flags
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
4 7 59 31 31 31 31 79 15 15
Operator Num Alpha Distinguished Name Default BillInfo1 Default BillInfo2 Alpha Alpha Alpha
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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.
281
282
E
Appendix E: Automatic Inbound Routing
284
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.
285
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.
286
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.
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).
288
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.
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.
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.
290
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.
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.
292
Y Z Max. Modifier
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
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).
294
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.
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.
296
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.
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
298
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
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
302
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
304
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
306
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
308