Administrative Information Technology Services

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RightFax Local Administrator Guide

Release: 1.2 Date: 5/14/12

Owner: Application Support group

Service Description RightFax is used by the University of Illinois as an

Enterprise Fax solution for managing fax operations. This

tool allows users to send faxes via the web and receive

faxes via web or email. RightFax uses the following

functionality for users and management:

Send and receive faxes via specific individual fax numbers.

Receiving incoming faxes in email inbox.

Creating and using custom fax cover sheets.

Faxing to distribution lists.

Fax directly from workstation using RightFax integration with Microsoft Office products.

Use of Optical Character Recognition (OCR) for incoming faxes.

Spam Fax filtering support.

Set priorities on outgoing faxes.

Ability to send over 16,000 faxes per day.

The RightFax Enterprise Fax Solution application is hosted at the AITS Data Center. Users may access the

application via an application host website or with a print client installed on a workstation.

For further information or to request

this service, please contact the AITS

Service Desk at:

servicedeskaits@uillinois.edu

217-333-3102 (Urbana)

312-996-4806 (Chicago)

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Service Description ........................................................................................................................................1

RightFax Roles ...............................................................................................................................................3

What do I need to get RightFax set up? ........................................................................................................3

Who should I contact for RightFax set up or a password reset? ...................................................................3

Overview of RightFax FaxUtil Client ..............................................................................................................4

Overview of RightFax WebUtil ......................................................................................................................7

Overview of RightFax Enterprise Fax Manager .......................................................................................... 11

Creating RightFax Users .............................................................................................................................. 12

Editing RightFax Users ................................................................................................................................ 13

Edit Identification Settings ..................................................................................................................... 13

Edit Permission Settings ......................................................................................................................... 14

Edit Default Outbound Settings .............................................................................................................. 14

Edit Outbound Auto-Printing Settings .................................................................................................... 15

Edit Inbound Routing Settings/Granting Fax Numbers .......................................................................... 16

Edit Default Receive Settings .................................................................................................................. 17

Edit Notification Settings ........................................................................................................................ 18

Edit Other Settings.................................................................................................................................. 18

Creating Groups of Users ........................................................................................................................... 19

Adding Users to a Group ............................................................................................................................ 20

Connecting Printers and Scanners.............................................................................................................. 21

Printing Faxes ............................................................................................................................................. 21

Receiving Faxes Via Email ........................................................................................................................... 22

Creating Billing Codes ................................................................................................................................. 23

Creating Fax Cover Sheets .......................................................................................................................... 23

Routing Inbound Faxes ............................................................................................................................... 23

Creating, Sending, Organizing,Printing, and Viewing Faxes ....................................................................... 23

Permission Definitions ................................................................................................................................ 24

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RightFax Roles There are several roles to the RightFax application:

System Administrator

The System Administrator is charged with Operating System maintenance of the server.

Telecommunication Administrator

The Telecommunication Administrator maintains the T1 lines for faxing for the production

environment. Lines are expected to be redundant and highly available.

Application Administrator

The Application Administrator provides configuration assistance beyond tasks for local

administrators. Task would include: application patching, application upgrades, custom cover sheet

development, etc.

Local Administrator

Local Administrators will provide direct support to users for account creation, account maintenance,

etc.

User

Users will send and receive faxes.

What do I need to get RightFax set up? The RightFax service is an Enterprise service for the use of University of Illinois employees who require

the ability to send and receive faxes for normal University business. Groups requiring set up should

have answers for the following questions:

How many users will be using this service?

Will your users require a distribution services for fax broadcasting to the entire group?

How many groups are required?

Does your group require the ability to fax documents directly from Microsoft Office products?

Do you have a current published fax number?

Approximately how many faxes does your group handle per day?

Who should I contact for RightFax set up or a password reset? Contact the AITS-Service Desk at the number provided to request access. User tickets will be routed to

AITS-Security for application account creation and AITS-Application Support will provide any additional

configuration requirements. RightFax uses Active Directory for authentication. Active Directory

passwords are reset at: https://passwords.cites.uiuc.edu/.

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Overview of RightFax FaxUtil Client The RightFax FaxUtil Client is installed to any end user workstation for the purpose of sending faxes as

an option for Microsoft Office products. The client must be installed in order to print from Office

products.

NOTE: AITS does not recommend the use of the client to track or forward faxes. Use of the client should

be limited to sending faxes directly from document software such as, but not limited to, Microsoft Office

Adobe, etc.

To send a fax using the RightFax FaxUtil Client:

1. Click File>>Print from any office application.

2. Select RightFax Fax Printer from the list of printers.

3. Click Print.

4. Users should not see a login screen. Cached Windows Active Directory credentials will

automatically login to the application.

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5. Click OK.

6. Enter your fax number to send to or use the Phone Book to search for an entry as added to your

account’s phone book using the RightFax WebUtil website.

NOTE: The RightFax Phone Book is not attached to the Active Directory contacts. The Phone

Book is simply a way to track commonly used fax contacts for a RightFax user.

7. Optional: Choose a Billing code.

8. Click Cover Sheet Notes tab to enter cover sheet notes. Cover sheets are automatically added to

your faxes via the application defaults. CITES and AITS has provided coversheet defaults for all

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three campuses and University Administration.

9. Click Attachments tab to add additional documents to the fax. Attached documents will be

printed to faxed destination in addition to the starting fax document. Click the folder icon and

browse to any needed documents. Documents appear in Selected Attachments.

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10. Click More Options to add more information to the outgoing fax.

11. Click Send.

12. You can verify and track the outgoing fax using the RightFax WebUtil at

https://fax.apps.uillinois.edu/WebUtil/.

See Overview of RightFax WebUtil in the next section for more information.

Overview of RightFax WebUtil The RightFax WebUtil website (https://fax.apps.uillinois.edu/WebUtil/) is available for all RightFax users

to view, send, and open incoming and outgoing faxes. Used similarly to an inbox, the web application is

used to view faxes as well as send faxes. RightFax WebUtil is only compatible with current versions of

Internet Explorer. Use of other browsers is not supported and do not work at this time. RightFax

vendor has stated that future support of the application in other browsers is expected in future releases

of RightFax.

1. Go to link: https://fax.apps.uillinois.edu/WebUtil/

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2. Click Login.

3. Click on left hand tree to change views.

4. Double click on any records to view details.

5. Tool bar has the abilities to create new faxes, delete old faxes, forward faxes, change OCR

functions, and refresh the view.

6. Upper right has pagination and item goto functions.

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7. Click on Full List at top of page to filter records based on document status.

8. Click Custom View to search different criteria of user faxes.

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9. Click on View to hide or unhide columns in record list.

10. Click Close Server to log out of website.

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Overview of RightFax Enterprise Fax Manager The Enterprise Fax Manager or WebEFM website (https://fax.apps.uillinois.edu/WebEFM) is used to

perform administrative tasks and configurations for system administrators and local administrators. End

Users will not have access to this website.

1. Go to Link: https://fax.apps.uillinois.edu/WebEFM/

2. Enter login information for the RightFax Server (LOCALHOST), your administrator User ID, and

Password.

3. Expand the server name listed on left hand frame.

Status of server services are displayed.

4. All other functions described in other sections of this document.

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Creating RightFax Users 1. Log into https://fax.apps.uillinois.edu/WebEFM/

2. Users are created automatically by adding Active Directory users to the

ad.uillinois.edu>>Enterprise Services>>RightFax>>RightFax Users Group. Users are then given

Default permissions and settings based on the DEFAULT user. Users are linked to Active

Directory automatically. (Steps 3 – 14 will allow administrators to create additional local

administrators, if necessary)

3. Expand server listed on left hand frame.

4. Expand Users folder and select.

5. Click Add User.

6. Enter User ID

7. Enter User Name

8. Enter a password.

9. Re-enter (verify) the password.

10. Enter a Distinguished Name.

11. Enter Email Address.

12. Click Update Record to create user.

13. Click OK to update the user record.

14. For further editing, see Editing RightFax Users.

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Editing RightFax Users 1. Log into https://fax.apps.uillinois.edu/WebEFM

2. Expand server listed on left hand frame.

3. Expand Users folder and select.

4. Click a User icon from the left frame next a user.

5. Select Property sets from dropdown above record.

Edit Identification Settings 1. Select Identification (default) from dropdown.

2. Change any needed Identification Information.

3. Click Update Record.

4. Click OK to update the record.

5. Change the dropdown for other settings.

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Edit Permission Settings 1. Select Permissions from the dropdown.

2. Select Permissions by checking and unchecking boxes.

3. Click Update Record when complete.

4. See Permission Definitions for property details.

Edit Default Outbound Settings 1. Select Default Outbound Settings.

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2. Add user’s Private Fax Number.

3. Edit any other needed properties to be placed on the users’s default cover sheet.

4. Click Update Record.

Edit Outbound Auto-Printing Settings 1. Select Outbound Auto-Printing

2. Enable automatic printing, if needed.

3. Select printer.

NOTE: Printer must be set up by AITS-Application Support to show up on the list of available

printers. A printer would have to be part of the ad.uillinois.edu domain (Active Directory).

However, its just as easy to just print using regular operating system print functions rather than

attaching to a network printer for RightFax.

4. Click Update Record.

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Edit Inbound Routing Settings/Granting Fax Numbers 1. Select Inbound Routing.

2. Enter the Routing Code (DID/DNIS number). This number corresponds to the unique phone

number or extension given to the person for incoming faxes.

3. If required, faxes can be routed to a file share.

a. Change Routing Type to Network Directory.

b. Enter Routing Info.

4. Click Update Record.

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Edit Default Receive Settings 1. Select Default Receive Settings

2. If necessary, enable Automatic Forwarding Options to automatically send faxes to another

number or another RightFax user.

3. If necessary, enable Automatic Printing Options to send directly to a printer. Note: Will need

assistance from AITS-Application Support to set up.

4. If necessary, enable Automatic OCR Options.

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Edit Notification Settings 1. Select Notification Method of SMTP.

2. Enter an email address

3. User will receive emails about transmission and errors.

Edit Other Settings 1. Select Other Settings

NOTE: Not recommended to change the interval for performance reasons.

2. Add a default Billing Code.

3. Click Update Record.

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Creating Groups of Users 1. Log into https://fax.apps.uillinois.edu/WebEFM

2. Expand server listed on left hand frame.

3. Expand Groups folder and select.

4. Click a Add Group button.

5. Enter a Group ID (Name of Group).

6. Enter a User as the Administrator.

7. Enter a User as the Alternate Administrator.

8. Click Update Record to complete Group.

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Adding Users to a Group NOTE: Users are members of a single group.

1. Expand Users from left hand pane.

2. Select a user.

3. Click dropdown for Group ID to select group on Identification Settings.

4. Click Update Record.

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Connecting Printers and Scanners 1. Contact AITS-Service Desk with your Printer Information. Printer must be part of Active

Directory or on a trusted network.

2. AITS-Application Support will set up the printer and make it available.

Printing Faxes 1. Log into https://fax.apps.uillinois.edu/WebUtil/

2. Right Click on a record.

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3. Click Print.

4. Select appropriate options.

NOTE: This print job prints the Body of the fax. If you want the cover sheet or the requested fax

is only a cover sheet, then you must check Sent Cover Sheet to print the fax.

5. Small Icon will appear next to fax record stating that fax was printed.

NOTE: If sent to a fax machine directly, icon will show as well.

Receiving Faxes Via Email Users can have their incoming faxes sent directly to their email inbox. Emails are received are from

RightFax E-mail Gateway. Faxes are attached to email as Adobe PDF attachments. If optional Optical

Character Recognition (OCR) is turned on, users will see an additional OCR document attachment. Users

cannot reply to the email, as the email is system generated.

Example of received email in inbox:

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Creating Billing Codes 1. Log into https://fax.apps.uillinois.edu/WebEFM

2. Expand server listed on left hand frame.

3. Click Billing Codes.

4. Click Add Billing Code.

5. Enter Account.

6. Enter Matter.

7. Enter Description.

8. Click Update Record.

9. So Search or review, select Filter.

10. And total number of records to display.

11. Click Search.

Creating Fax Cover Sheets AITS will create campus default cover sheets. Users can then set them as default using their options on

the RightFax website.

Routing Inbound Faxes Accounts in RightFax will be associated with a phone number from the list of available numbers on the

telecommunication gateway service. CITES Telecommunication group will perform this function.

Contact CITES-Help Desk to make a request for access.

Creating, Sending, Organizing,Printing, and Viewing Faxes Faxes are created, sent and viewed easily using the WebUtil website

https://fax.apps.uillinois.edu/WebUtil/ or by the RightFax printing client installed to a user’s machine.

See RightFax User Guide for more details.

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Permission Definitions Administrative Access

Grants Administrative Access to users allowing them to use Enterprise Fax Manager website.

Administrator Can Bypass Privacy Restrictions

Grants Administrators the ability to see other user fax inboxes.

Archive Sent Faxes

Grants user the ability to archive outbound faxes.

Assign Default Billing Codes to Received Faxes

Assigns the users default billing code settings to all received faxes, if billing codes are required.

Bypass Billing Code Verification

Allows the user to send faxes without supplying correct billing codes. Only effective if Billing

Code verification is required system-wide.

Can Change Cover Sheets

Lets the user change cover sheets other wise users must use Default Outbound Settings default

sheet.

Can Edit/Add Forms

Lets the user use the Store as Form feature in FaxUtil to add new overlay forms to the RightFax

system.

Can Edit/Add Library Documents

Lets the user use the Store in Library feature of FaxUtil to add new library documents to the

RightFax system.

Can OCR Faxes

Alllows user to OCR (Optical Character Recognition – mechanical or electronic translation of

scanned images into text) faxes, either manually or automatically, as defined in FaxUtil.

Can Run Reports

Lets the user create reports using the RightFax Fax Reporter utility.

Can Send SMS Messages

Lets the user send documents to SMS addresses from within RightFax.

Can Use High Priority

Lets the user send faxes using “high” priority. If disabled, the user is restricted to “normal” or

“low” priorities.

Disallow Billing Code Lookup

Prevents the user from viewing the list of valid billing codes. This requires the user to know at

least one valid billing code.

Disallow Editing of Billing Codes

Prevents the user from changing the default billing code settings for outgoing faxes. Must be

used in conjunction with Disallow Billing Code Lookup to ensure users cannot modify Billing

Codes.

Disallow Fax Annotations

Prevents the user from adding notes to faxes.

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Disallow Fax Deleting

Prevents the user from deleting faxes.

EDC process Received Faxes

N/A

EDC Process Sent Faxes

N/A

Excluded from Group Fax Aging

Excludes the user from automatic fax aging (image deletion) attributes of the group to which

they belong.

Must Have Faxes Approved

Requires every fax sent by the user to be approved by a full, group, or alternate group

administrator.

Must Have Password

Requires the user to have a password.

Stamp pages of received faxes with audit stamp

Enables printing of the RTI line and adds one line of text to the bottom of each received fax page

listing total pages, date and time received, fax server used, inbound routing code used, CSID of

sender, and transmission duration.

Unprotected Mailbox

Allows all other RightFax users to view, manipulate and delete documents in this user’s mailbox.

View First Page Only

Restricts the user from viewing or printing anything but the first page of a received fax. Useful

for manual routing of faxes.

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**Our Service Catalog is based on material that was developed by The State of North Carolina’s Operational Excellence

Program’s Service Catalog and adapted with their permission. **

DOCUMENT OWNER/APPROVAL

Service Catalog Owner: John Cowsert

Concurrence:

Service Catalog Owner Date

Computer Operations Engineering Date

Approval:

Associate Vice President - AITS Date

REVISION CONTROL

Document title RightFax Local Administrator Guide

Author John Cowsert

File reference Administrative Application Service Catalog

Date By Action Pages

11-8-11 John Cowsert Initial Document Draft 2

5-15-12 John Cowsert Edited All

REVIEW/APPROVAL HISTORY

This service catalog shall be subject to a review on an annual basis.

Date By Action Pages