OpenText RightFax 10 - Microsoft

Similarly, RightFax fax board services can be installed onremote servers to distribute the workload across severalcomputers and to provide expanded channel capacity andsystem redundancy.Chapter 1: IntroductionA RightFax email gateway acts as a communication linkbetween the RightFax server and an email server. With anemail gateway, the user’s customary email client softwarecan serve as the fax client. RightFax includes an emailgateway for SMTP/POP3. Advanced gateways for MicrosoftExchange and Lotus Notes are available as separate modules.About the RightFax SystemThe RightFax system is a comprehensive network faxsolution for creating, sending, receiving, and managing faxesdirectly from a user’s desktop computer. RightFax featuresand intuitive design make faxing as easy as printing to anetwork printer.RightFax Server OptionsRightFax offers the fax server software options:llA user can enhance the fax by adding a cover page,overlaying a form, attaching documents, and insertinggraphics.llFaxUtil is the RightFax mailbox where users create, view,print, and manage faxes. With FaxUtil, users can forward,route, and delete faxes.RightFax Business ServerThe RightFax Business Server supports unlimited useraccounts. It includes one fax channel, but is expandable to upto 30 fax channels.The RightFax server manages network print queuesassigned to faxing, converts outgoing faxes, schedulesoutgoing faxes, and routes incoming faxes. Routing can beoptimized with Intelligent Least-cost Routing rules. Theserver consists of several services that run on one servercomputer or several networked computers to distributeheavy workloads.RightFax Administrator GuideRightFax Business ServerRightFax Enterprise Server and Enterprise SuiteRightFax Enterprise or Business Server with theIntegration ModuleRightFax Branch Office Server10OpenText, Inc

Chapter 1: IntroductionAbout the RightFax SystemRightFax Enterprise Server and EnterpriseSuiteThe RightFax Enterprise Server supports unlimited useraccounts. It includes three WorkServers and one fax channel,expandable to support unlimited fax channels. This serverincludes the RightFax Web Client and the OCR Router ,OCR Converter , Docs-on-Demand , and TeleConnect modules.The Enterprise server is also available as a product suite thatincludes the RightFax Enterprise server, plus the Gateway forMicrosoft Exchange, the Gateway for Lotus Notes , theDocument Management Connector , the SNMP Alerting ,and the PDF modules.RightFax Server with the Integration ModuleThe RightFax server and the RightFax Integration Moduleenable applications for information exchange. TheIntegration Module integrates RightFax with applications onmainframe, mid-range, and local area network host systems.llThe RightFax Small Business Integration Module can beinstalled on the RightFax Business and Enterpriseservers.The RightFax Enterprise Integration Module can beinstalled on the Enterprise server.RightFax Branch Office ServerThis RightFax Branch Office server supports up to 100 useraccounts. It includes three WorkServers and two faxchannels, and can be updated for a total of four fax channels.OpenText RightFax 10.611Administrator Guide

Chapter 2: User assistanceGetting help onlineChapter 2: User assistanceUsing this guideThe RightFax Administrator Guide is for RightFaxadministrators who install and configure the RightFaxsoftware on both client and server computers. This guideassumes you have knowledge of the Windows operatingsystems as well as knowledge of networking systems andyour own organization’s network.To customize the Contact Information textOpen the text file Contact.txt located in the \RightFax\Binfolder on the RightFax server. You can enter 24 lines of textand up to 59 characters per line.RightFax training servicesGetting help onlineRightFax training from OpenText facilitates successfuldeployment and saves time installing, configuring andmaintaining Fax Servers. Regularly scheduled courses aredelivered virtually and in classrooms in Tucson, Arizona andHooppdorf in the Netherlands. Onsite and custom training arealso available.To get help onlineGo to http://knowledge.opentext.comThe OpenText Knowledge Center on the OpenText web siteoffers the latest product information, such as:lllWe can help you develop a customized training plan for yourorganization.Updated documentationA searchable customer support knowledge baseSoftware downloadsTo get more information and register for RightFax traininglEditing contact information in FaxUtilVisit our web site , orUsers can look up OpenText Customer Support contactinformation in FaxUtil by, on the Help menu, selectingContact Information. The information appears in English.lEmail us at:FDDG-learning@opentext.comOpenText RightFax 10.612Administrator Guide

Using this guideOpenText professional servicesTo open the OpenText Knowledge CenterOpenText professional servicesGo to http://knowledge.opentext.com.Experienced OpenText implementation engineers can helpyou quickly and efficiently deploy RightFax in your productionenvironment.To view OpenText’s complete line of Customer SupportofferingsGo to ices-support.htm.OpenText Professional Services engineers and consultantsare experts in the implementation, deployment andintegration of RightFax solutions. Services include basicinstallation and configuration, upgrades and migrations,configuration review, systems assessment and health check,and other advanced integration services. Services can beperformed remotely, on-site, or a combination of both.To View OpenText customer support contact informationGo -support-contact.htmOpenText Professional Services provides a cost effectivealternative for organizations in need of getting theirenterprise fax infrastructure up and running quickly,particularly with limited resources or expertise.To contact professional servicesPlease email at FaxSolutions@opentext.com for moreinformation.Customer supportOpenText Customer Support maximizes the value of yourRightFax server by providing access to a wide variety ofresources and support tools. Through the OpenTextKnowledge Center, customers have access to:lllllOpenText’s team of Technical Support Engineers andProduct SpecialistsSystem upgrades and maintenanceAn extensive product knowledgebaseProduct documentationProduct discussion groupsOpenText RightFax 10.613Administrator Guide

using RightFax applications. See Configuring the generalsettings on page 18Chapter 3: How RightFaxworksFax image files are assigned file names by the RightFaxserver and these file names are directly referenced by theRightFax SQL database.Each individual page of a fax is saved as a separate file. Allfiles associated with a single fax will have the same filename, but different file extensions will indicate the pagenumber. File extensions for RightFax image files arenumeric, starting with number 301, indicating the first pageof the fax. The file extension increments by 1 for eachsubsequent page of the fax.RightFax componentsBasic RightFax components include:llllCaution If you re-name RightFax image files, they will notbe recognized by the RightFax server.Fax image filesFax database (SQL)RightFax servicesFax client programsA typical fax consumes 35 Kb, though some can be as largeas 150 Kb or as small as 5 Kb per page. Because fax imagescan consume a large amount of disk space dedicate at least500 Mb of storage to your RightFax server. More space maybe required depending on the number of faxes sent andreceived, and how frequently old faxes are deleted.Before configuring RightFax for your particular networkinstallation, you should understand the function of eachcomponent.Disk spaceFax image filesRightFax monitors the amount of free disk space on theserver and shuts down certain processing elements whenavailable disk space falls below 50 Mb. When sufficient diskspace is restored, fax processing continues automatically.By default, all sent and received faxes are stored ascompressed graphic image files (CCITT Group III format) inthe RightFax\Image folder and are not encrypted. With theappropriate license the RightFax server can be configured toencrypt the image folder so that they can only be viewedRightFax Administrator Guide14OpenText, Inc

RightFax componentsFax databaseFax databaseThe RightFax WorkServer moduleRightFax uses a SQL database to manage RightFax systemobjects (such as users, groups, and printers) and to organize,track, and route faxes. RightFax provides some databasemanagement and diagnostic utilities. Third-party and customSQL utilities can also be applied to the RightFax database. Formore information on the RightFax database and applicableSQL database management tools, see Backing Up andMaintaining the RightFax Software and Database on page296.The RightFax WorkServer module performs one or morefunctions on behalf of the RightFax Server module. Itperiodically asks the RightFax database if its services havebeen requested, executes requested tasks, and notifies thedatabase when tasks are complete.You can configure multiple WorkServer modules to handleprocessor-intensive tasks such as print-to-fax fileconversions. For example, one WorkServer can convert PCL5 print files into fax images, and another WorkServerseparately handles automatic printing of incoming faxes.RightFax servicesThe RightFax DocTransport moduleThe RightFax server consists of several services:llllllllThe RightFax DocTransport module acts as an interpreterbetween the fax boards and the Server module. It handlesrequests to schedule outgoing faxes for transmission andinforms the Server module when a new fax is received andneeds to be processed. Multiple DocTransport modules can beinstalled on remote servers to distribute the workload acrossseveral machines and provide expanded channel capacity andsystem redundancy.RightFax Server moduleRightFax WorkServer modulesRightFax DocTransport moduleRightFax Database moduleRightFax RPC Server moduleRightFax Queue HandlerEmail gateway modules (optional)Integration modules (optional)In the RightFax DocTransport module you configure thedifferent methods by which documents are transmitted. Youcan configure fax boards for conventional fax transmission orFax-over-IP boards as well as set up RightFax for SMSmessaging.In most cases, all the services run on the same machine sothat the Server module can automatically start and stop theprograms as necessary. The RightFax WorkServer andDocTransport modules can run on different computers toredistribute heavy workloads.The RightFax Database moduleThe RightFax Server moduleThe RightFax Database module accesses the SQL faxdatabase to provide client programs with the informationused in fax transactions including deleting, forwarding,creating, viewing, and printing faxes.The RightFax Server module manages the network printqueues assigned to faxing, controls the conversion ofoutgoing faxes, and works with the DocTransport module toschedule outgoing faxes and route incoming faxes.OpenText RightFax 10.615Administrator Guide

RightFax componentsThe RightFax RPC moduleThe RightFax RPC moduleMicrosoft Message QueueThe RightFax RPC module acts as an interpreter between theRightFax client programs and the fax database on the server.RightFax uses the Microsoft Message Queue (MSMQ) protocolto communicate with the RightFax DocTransport service.MSMQ is installed with RightFax Version 10.5 and later andcan be viewed by running Server Manager. The queues thatrelate to RightFax are Private Queues in the Message QueuingFeature.The RightFax QueuesRightFax Internal Event QueueRightFax Queue HandlerThe RightFax Server module is responsible for queuing andmonitoring each of the fax server internal processes, whichare collectively called the “Event Queue.” The status of theEvent Queue is measured as a percentage of serverresources that are occupied with Server module functions(such as sending and routing faxes).RightFax Queue Handler monitors the HPFAX print queue forinbound jobs and directs them to RightFax for processing.The Event Queue is represented as the ratio of fax trafficvolume to server resources. The higher the traffic volume,the higher this number will be. The Event Queue statusappears in Enterprise Fax Manager when you open and selecta RightFax server.FaxUtilRightFax client programsFaxUtil is RightFax’s Windows-based client application. WithFaxUtil, users can view, print, and manage their faxes.Version 10.6 servers support versions 10.0 or higher of theFaxUtil client.When the Event Queue of a RightFax server reaches 90percent, the server will suspend certain functions. At 90percent, all new outbound and inbound faxes will be held(temporarily set aside) as the server processes the existingworkload. After the Event Queue falls to 75 percent, theseheld faxes will be scheduled for processing along with all newfax traffic.RightFax Web AccessRightFax Web Access (WebUtil) is a RightFax browser-basedclient application. It includes most of the functionality ofFaxUtil. WebUtil does not currently work with InternetExplorer 10.RightFax Web ClientThis internal workload regulation is handled by the Servermodule and cannot be overridden. If the fax server isconsistently reaching the 90 percent capacity level, considerupgrading the fax server’s system resources and/or faxchannels.OpenText RightFax 10.6RightFax Web Client is a RightFax browser-based clientapplication. It includes basic functionality of FaxUtil, but canbe accessed by users from any compatible Web browser.16Administrator Guide

RightFax componentsInstalling the RightFax serverEnterprise Fax ManagerEnterprise Fax Manager is the primary RightFaxadministrator application. With Enterprise Fax Manager, theRightFax administrator can manage users, groups, printers,least-cost routing, and the general functions of the faxsystem.Enterprise Fax Manager Web EditionEnterprise Fax Manager Web Edition is a browser-basedRightFax management tool. It includes all the functionality ofEnterprise Fax manager, but can be accessed from anycompatible Web browser.Installing the RightFax serverFor information and instructions on installing the RightFaxserver software, refer to the RightFax Installation Guide.OpenText RightFax 10.617Administrator Guide

window. A list of services appears at the lower-rightpane of the window.3. In the Service Name list, double-click RightFaxServer Module. The Server Configuration dialogbox opens.Chapter 4: Configuring theRightFax Server moduleConfiguring the general settingsTo configure general settings, click the General tab on theServer Configuration Dialog Box.The RightFax Server module manages the network printqueues assigned to faxing, controls the conversion ofoutgoing faxes, and works with the RightFax DocTransportmodule to schedule outgoing faxes and route inbound faxes.You can configure the RightFax Server module to customizeglobal fax settings, inbound fax routing, and notificationsabout document processing and server status.To configure the RightFax Server module1. On the RightFax server, on the Start menu, point toPrograms, then Open Text, and then click RightFaxEnterprise Fax Manager. This runs Enterprise FaxManager, the RightFax server administration tool. Formore information on Enterprise Fax Manager, seeManaging Fax Servers with Enterprise Fax Manager onpage 91.2. Click the name of the RightFax server to configure inthe tree in the left pane of the Enterprise Fax ManagerRightFax Administrator Guide18OpenText, Inc

Chapter 4: Configuring the RightFax Server moduleEnable CSID RoutingEvent Log LevelSelect this check box to enable automatic inbound routingusing CSID (caller subscriber identification).Specify the level of information logged in the ApplicationEvent Log under the service name “RightFax Server Module.”CSID data is information about the calling party sent to thefax board by the phone company. The CSID is different foreach caller, and can be anything from a phone number to acompany name.You can select the following options:lllIf you select to enable CSID routing, you must create a CSIDrouting table listing RightFax routing codes and the CSIDs toroute to them. For more information on CSID routing andcreating a CSID routing table see Configuring CSID Routingon page 220.lCaution If you leave this value set to “Verbose” for longperiods of time, the Event Log can become full which mayprevent new events from being logged.Enable Quick HeadersSelect this check box so that a second line can be addedbelow the TTI line and to apply quick headers to all outgoingfaxes.Delay All Faxes UntilSpecify the time of day after which all faxes sent by userswithout RightFax administrative access will be sent. To sendfaxes without delay, select None Set.The TTI line lists the date, time, page number, total pages,and fax ID at the very top of each fax page.Forced delays can also be set for groups of RightFax users.For more information on groups, see Creating Groups ofUsers on page 119.If you select to enable quick headers, you can customize thetext in the DocTransport module (see Configuring Brooktroutglobal transport settings on page 51).Auto Delete Failed Gateway FaxesCreate New User when Printing to the Fax QueueSelect this check box to remove faxes that fail gatewayrouting.Select this check box to assign a new RightFax user ID tonetwork users who print to the fax queue but do not have aRightFax user ID. RightFax uses the “Default” user ID as atemplate when creating new users.Enable Shared Services FailoverSelect this check box to automatically connect a client to adifferent server in a Shared Services system when theprimary connection is lost.Disable Routing of Faxes with ErrorsSelect this check box to prevent routing of incomplete faxesthrough an email gateway or network directory. Faxes witherrors will still be available through FaxUtil with a status of‘Incompletely Received’.OpenText RightFax 10.6None. No information is saved.Terse. Records critical errors only.Normal. Records errors and major events only.Verbose. Records all significant events and is mostuseful for tracking and resolving problems.If this option is not selected, and the primary connection islost, the client will be unable to continue processing faxes.19Administrator Guide

Chapter 4: Configuring the RightFax Server moduleEnable NotificationsSend 'Fax Not Viewed Or Printed' reminders everySelect this check box to send notification messages toRightFax users based on the notification options specified inFaxUtil.In the minutes box, enter a number for the time interval atwhich to send reminders that a fax has not been viewed orprinted.UserNote By default, the RightFax server sends periodicnotifications to users every five minutes. To change thisinterval, modify the Notify Freq keyword in the WindowsRegistry. See Notify

Brooktrout Fax Board Configuration 50 Configuring Docs-on-Demand 62 Configuring T.37 Fax over IP 64 Configuring Fax over IP Failover 65 Configuring SMS via the Push-Proxy Gateway 66 Configuring RightFax Internet Connector Channels 67 Configuring RightFax Connect 67 Configuring Automated Billing Codes 67 Running DocTransport on Remote Computers 69