RightFax Internet Connector Frequently Asked Questions

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1 RightFax Internet Connector Frequently Asked Questions What is the RightFax Internet Connector? The RightFax Internet Connector is a connector within RightFax 10.5 which provides an Internet connection between two RightFax fax servers that bypasses the telephony network. The result: a brand new way of faxing that eliminates telephony cost entirely. This technology is a service which extends the existing capabilities of RightFax by fundamentally changing the way faxes are transmitted. Because the RightFax Internet Connector uses the Internet to transmit faxes, transmission speed is significantly faster. Simply put: you can now fax at the speed of the Internet. The RightFax Internet Connector uses encryption and inspection techniques to protect documents during transmission. In addition, faxes are transmitted as tamper-proof TIFF files unmatched in document security, fidelity and legal standing. The RightFax Internet Connector is a behind-the-scenes transmission improvement requiring no retraining for existing RightFax users. Is there a charge for the RightFax Internet Connector? For a limited time, the RightFax Internet Connector is available to customers at no additional cost. During this introductory time period, customers will be able to install and use, at no charge, a license to send an unlimited number of transmissions with the RightFax Internet Connector. This license will be good for 365 days from the date of activation. What is the process setting up the RightFax Internet Connector for use? 1. Install RightFax 10.5, including the RightFax Internet Connector 2. Create New Account in the global RightFax registration database 3. OpenText Verifies and Approves Account 4. Configure Synchronization Process 5. Register Fax System and Fax Numbers 6. OpenText Verifies and Approves Fax Numbers 7. Configure RightFax Internet Connector Transport, Enable Dialing Rule and Configure Receiver 8. Send and receive faxes with the RightFax Internet Connector

2 STEP 1: Install RightFax 10.5 and the RightFax Internet Connector STEP 2: Create New Account in the global RightFax registration database In the global RightFax registration database, an account corresponds to a company or other organization. Each account in RightFax Internet Connector can have one or more fax systems. An account administrator at the customer site creates an account online for her company, entering name, phone, and address information for both the company and herself. For OpenText RightFax customers that are Premier Support customers, the OpenText Fax and Document Distribution Group (FDDG) will be assisting in the customer s installation of RightFax v10.5, whether that installation is an upgrade or represents the first time that the customer has installed RightFax. STEP 3: OpenText Verifies and Approves Account in the global RightFax registration database Once an account has been created, it requires verification by OpenText to ensure that the person registering the account for her company actually represents that organization and is authorized to enter fax numbers on behalf of that organization. OpenText employs a variety of methods to verify accounts and the administrators who register them. (There may be some additional requirements for account verification. OpenText will contact someone from the customer s organization for those requirements.) STEP 4: Configure Synchronization Process in RightFax Once the account has been approved, the next step involves setting up the RightFax Sync service to synchronize data from the cloud to the local RightFax database. Please note that the local copy of the cloud registration database contains information in hashed format, which is not in readable format and cannot be derived by reverse engineering the hash function. STEP 5: Register the Fax System and the Fax Numbers in the global RightFax registration database Once the account has been approved and the synchronization process has been configured, the customer s fax system(s) is registered. One fax system is registered for each RightFax server or RightFax collective. You can add one fax number at a time or import a range of fax numbers from a CSV file. If the fax numbers are imported from a CSV file, the fax number must be provided in the first column. Fax numbers owned by organizations but not in service yet can be registered; account administrators with such fax numbers should register the fax numbers but contact the OpenText site administrators so the fax numbers can be left in inactive status.

3 OpenText site administrators will activate the inactive fax numbers when the account administrators indicate that the fax line is now in service. STEP 6: OpenText Verifies and Approves Fax Numbers in the global RightFax registration database When initially saving the Fax System, the fax numbers specified will show as Not Verified and Inactive. OpenText will go through a process of verifying the fax numbers to assure fax number ownership. As with account verification, OpenText employs a variety of methods to verify fax numbers. There may be some additional requirements for fax number verification. OpenText will contact someone from the customer s organization for those requirements. When fax number is entered initially, it appears as Not Verified and Inactive. OpenText verifies and approves the fax numbers; approving them will change their status to Active. Fax numbers owned by organizations but not in service yet can be left in inactive status and changed to active status when the fax number is ready to be used. Account administrators with inactive fax numbers should contact the OpenText site administrators. STEP 7: Configure RightFax Internet Connector Transport in RightFax When configuring the RightFax Internet Connector Transport, the administrator specifies the number of digits for routing. This enables the RightFax Internet Connector to work seamlessly with RightFax when receiving faxes: when receiving a fax via the RightFax Internet Connector, all twelve (12) digits are received. The Number of digits for routing property indicates how many digits from the right of the fax number should be used for routing purposes on the fax server. STEP 7 continued: Enable Dialing Rule in RightFax As with Step 6, above, the new dialing rule delivered with RightFax v10.5 enables the RightFax Internet Connector to integrate seamlessly with RightFax. This is the rule that determines if a fax number has been verified in the global RightFax registration database, and therefore if the fax should be sent via traditional transmission (over telephony) or via Internet transmission. If the fax should be sent over the Internet, this rule also performs a SQL call to the global RightFax registration database to determine the IP address of the receiving RightFax system. To accommodate those RightFax customers who may not wish to use the RightFax Internet Connector, this dialing rule is shipped in disabled status and must be enabled for the RightFax Internet Connector to send documents. Two additional dialing rules can be created to support 7- and 10-digit numbers. For more information, see How are the two additional dialing rules created? below.

4 STEP 7 continued: Configure the Receiver in RightFax The final step in configuring the RightFax Internet Connector is to configure the receiver. As described above, the RightFax Internet Connector supports three possible receiver configurations, based on the customer s preference: Shared Receiver (which uses OpenText s Microsoft Azure subscription); Dedicated Receiver (which uses the customer s Microsoft Azure subscription); Intranet Receiver (used if the customer desires to use the RightFax Internet Connector internally only). STEP 8: Send and receives faxes with RightFax Internet Connector You are now ready to use the RightFax Internet Connector to send and receive faxes. How does the RightFax Internet Connector work? Once RightFax 10.5 and the RightFax Internet Connector have been installed, the administrator will configure the RightFax Internet Connector, enable a dialing rule for the RightFax Internet Connector, create an account for the organization and register all fax numbers. Once the account has been approved and the fax numbers have been verified by OpenText, the organization can begin using the RightFax Internet Connector to transmit and receive faxes. The behind-the-scenes transmission method using the RightFax Internet Connector is as follows. 1. The user prepares a fax with RightFax the same way they always have and presses the send button. 2. The dialing rule checks to see if the fax number entered has been verified in the global RightFax registration database. If the number is not present in the database, or is not in verified status, RightFax will send the fax over a phone line. 3. If the number is present in the database in verified status, the RightFax Internet Connector retrieves the IP address associated with the receiving RightFax server. 4. The RightFax Internet Connector creates a digital signature of the entire file, breaks the file into data packages, encrypts and digitally signs each data package, and then

5 transmits them over a reserved fax channel using HTTP Message Body Encryption. At this point, the fax status in FaxUtil is Sending. 5. Once the document has been sent and received, the fax status in FaxUtil is OK. The Fax History will show RIC Success in the Resulting Status Code line. Is there a separate installation for the RightFax Internet Connector? Yes. Please refer to the OpenText RightFax 10.5 Installation Guide for instructions on installing RightFax. During the RightFax 10.5 installation, to install the RightFax Internet Connector, you will need to select the custom install option. If RightFax 10.5 is already installed, you will need to add the RightFax Internet Connector components by going to Control panel, Programs and Features to run the RightFax 10.5 install. This will let you select the RightFax Internet Connector installation option. Why do I have to create an account in the global RightFax registration database for the RightFax Internet Connector? To transmit faxes between RightFax systems, the fax number must be associated with an HTTP URL. This association is defined by registering the fax system with the RightFax Internet Connector Web Administration utility in the Cloud. You must register both sending and receiving fax systems. The registration is required to track transmissions between servers. How do I create an account for the RightFax Internet Connector? Each Account in RightFax Internet Connector can have one or more Fax Systems. To create an Account, open a web browser and go to the registration site listed in the Install Guide. The RightFax Internet Connector web site is written using Microsoft Silverlight v4. If you have not already installed Silverlight, you will be prompted to install Silverlight before continuing. A login screen will be displayed, click Create an Account. Follow the prompts to create the new account for your company. You will need the following information: Company Name, Address, City, State, Zip Code, Country Company Primary Phone Number SUID - As part of account creation, you will be prompted for a RIC SUID. The RIC SUID is used as part of the account verification and activation process. This is a RightFax Internet Connector specific SUID; it is not the same SUID used activate the RightFax 10.5 system. The RIC SUID will be generated and delivered by OpenText Fulfillment. Administrator , Name, City, State, Zip Code, Country and Phone Number o An address will be the primary login for accessing the registered account. Once Administrator information has been provided, click Finish to complete the registration process. A verification is sent to the address containing a link to complete the registration procedure. By clicking on the link, you will be able to finish that account registration by specifying the Administrator password.

6 Can I register my fax systems in a test environment? Yes. See the URL in the Install Guide. Why do I have to register my company s fax numbers? Because the document is not transmitted over a phone line, RightFax needs to know which server should receive the transmission. In addition, because accounts and fax numbers in the global RightFax registration database are verified, senders can be more assured of the identity of the receivers. How do I register my company s fax numbers? You can add one fax number at a time or import a range of fax numbers from a CSV file. If the fax numbers are imported from a CSV file, the fax number must be provided in the first column. Where do I register my company s fax numbers? The cloud-based registration tool, the global RightFax registration database (powered by Microsoft Azure), is where you will register your company s fax numbers. Does my RightFax system need to be registered in the global RightFax registration database if I only want to send faxes (and not receive them) via the RightFax Internet Connector? Yes. Is there a way I can export my fax numbers from RightFax to make importing them into the global RightFax registration database easier? Yes, there are several methods available to export fax numbers from RightFax and import the fax numbers into the global RightFax registration database. 1. You may be able to do this if you have imported your company s fax numbers into your RightFax phone book. Create a generic text printer. To be used for printing from the RightFax phonebooks. In RightFax, select the phonebook. Sort by Company. Select all the entries for your company. Select Print Selected, using the generic text printer and then enable Print to File option. Using a spreadsheet program such as Microsoft Excel, pre-pend any necessary information to ensure that all the numbers are in 12-digit forma: the country code, area code and three-digit exchange.

7 Eliminate any duplicate numbers Ensure that the 12-digit fax number is in the first column of your file. Save the file as a CSV file. Upload the file into the global RightFax registration database. 2. Print export from Enterprise Fax Manager: Create a generic text printer. This will be used for printing from the RightFax phonebooks. Open Enterprise Fax Manager. Select all users or highlight the specific users that have fax numbers you wish to import into the global RightFax registration database. Right-click and select Print Selected List. Select the Generic Text printer and enable Print to File. Specify the file location and filename with the extension of.txt. Using a spreadsheet program such as Microsoft Excel, pre-pend any necessary information to ensure that all the numbers are in 12-digit format: the country code, area code and three-digit exchange. Eliminate any duplicate numbers. Ensure that the 12-digit fax number is in the first column of your file. Save the file as a CSV file. Upload the file into the global RightFax registration database. 3. Export DIDs from SQL. Open the RightFax database using SQL Management Studio. RightFax Database>Tables>Users In the RightFax Database, go to Tables, then to Users Highlight the column UserDIDNumber Copy all entries they wish to import Paste the contents to a spreadsheet program such as Microsoft Excel, pre-pend any necessary information to ensure that all the numbers are in 12-digit forma: the country code, area code and three-digit exchange. Eliminate any duplicate numbers Ensure that the 12-digit fax number is in the first column of your file. Save the file as a CSV file. Upload the file into the global RightFax registration database. Currently the global RightFax registration database supports only one account administrator per company. What happens if the account administrator leaves the company or no longer has this responsibility? Contact the FDDG site administrators at

8 Can the same fax number be registered under two fax systems? Could an organization accidentally register a fax number already registered? No; the global RightFax registration database will not allow a duplicate fax number to be registered. Who completes the verification of the accounts and fax numbers that are registered in the global RightFax registration database? OpenText will complete the verification of the accounts and fax numbers registered in the global RightFax registration database. How does OpenText verify the accounts and fax numbers that are registered in the global RightFax registration database? OpenText staff members employ a variety of verification processes to authenticate the accounts and fax numbers in the global RightFax registration database. Essentially, OpenText validates that the address and phone number of the company and its administrator match information in public and private sources, including OpenText databases containing information on our customers. We may require that companies provide additional proof of ownership of the fax numbers which they register. Is my account and fax number information safe in the global RightFax registration database? Yes. There are security measures, including encryption, within Microsoft Azure that protect your account and fax number information. Does the RightFax Internet Connector use existing RightFax architecture? A new RightFax Transport has been created to deliver faxes using the RightFax Internet Connector. To route outbound faxes to the new Transport, a dialing rule is used. This dialing rule compares the outbound number to the list of synchronized fax number. If the rules match, the outbound fax is routed to the RightFax Internet Connector Transport. The Transport Module queries the registration system to get the recipient URL and Public Key used for encrypting and sending the transmission. What data is synchronized with the RightFax Internet Connector? All registered fax numbers are synchronized with a table in the RightFax SQL database such that a dialing rule can be used to route faxes within the fax server to a new Transport Module. The synchronized fax numbers are stored as encrypted strings to prevent anyone from viewing registered fax numbers.

9 What security measures does the RightFax Internet Connector use to protect faxes during transmission? Security of the transmitted fax is important. RightFax Internet Connector ensures that the original fax is identical to the received fax. Steps taken to assure transmission security: A digital signature of the fax to be transmitted is obtained The fax is broken into blocks of data for transmission Each data block is digitally signed and encrypted. Upon receipt of the block, another digital signature is obtained and compared with expected signature. After all blocks are received, they are unencrypted, and combined to recreate the fax. The digital signature of the received fax is compared to the signature of the sent fax. Any discrepancy will return an error to the fax server resulting in the fax being sent via telephony. Signature of received fax Is compared with original Sending RightFax Server A signature of the original fax is determined Sent data packages are Signed and encrypted using recipient s public key Received data packages are Decrypted using Recipient s private key A signature of the received fax is determined Receiving RightFax Server 3b0aa876577f25cfa f Recipient Public Key Recipient Private Key 3b0aa876577f25cfa f What if the receiving fax number is not registered in the global RightFax registration database? The RightFax Internet Connector is designed for guaranteed delivery. If an error occurs while transmitting content via the Internet Connector, the transmission fails and the fax is transmitted via PSTN during retry. What s the difference between RightFax Internet Connector and encrypted ? RightFax Internet Connector uses HTTP message body encryption, is an immediate transmission from sender to receiver and includes a receipt notification for the sender. uses the SMTP protocol and is a store and forward transmission method, where the is stored on the receiver s server and then downloaded by the receiver. also typically does not include a receipt notification.

10 Is this a replacement for Least-Cost Routing? No. Least-Cost Routing is the process of selecting the path of outbound communications traffic based on lowest cost. With traditional RightFax Least-Cost Routing, administrators route fax traffic between RightFax servers on an internal network to minimize or eliminate fax transmission costs by sending the fax on the PSTN from the where the call is the least expensive. This process is internal only. RightFax Internet Connector uses the same principle externally by routing fax traffic over an Internet connection directly between any online RightFax servers even outside of your network and bypassing the PSTN altogether. Can you use the RightFax Internet Connector with the RightFax OnDemand Hosted Fax Solution? The RightFax Internet Connector will be available to all RightFax OnDemand customers. Is call grouping supported with the RightFax Internet Connector? No, call grouping is not supported with the RightFax Internet Connector. How will I know if a document is sent via the RightFax Internet Connector or via a phone line? In Fax History, if a document has been sent via RIC, you will see the words RIC Send Success in the Resulting status code line. If you do not see this phrase, the fax was sent in the traditional way, via a phone line. Is there a cost to the customer for registering fax numbers? No, there is no cost to register any volume of fax numbers. Will the RightFax Internet Connector use channel licensing or some other type of capacity control? RightFax reserves one channel for use by the RightFax Internet Connector. Is the channel reserved for use by the RightFax Internet Connector a virtual channel? No. It s an actual channel. Which RightFax Servers will the RightFax Internet Connector be available on? The RightFax Internet Connector is available on the following RightFax servers: Branch Office, Business, Enterprise, Enterprise Suite and Enterprise Integration. Can the RightFax Internet Connector send faxes to a fax machine?

11 No, the RightFax Internet Connector can only send faxes to registered fax numbers on another RightFax server. If the global RightFax registration database grows to, say, 1,000,000 or 10,000,000 numbers, will performance be affected? The local table will have the same number of rows as registered numbers. The data in each row is very small (4 columns) based on one of our test servers (1000 rows is approximately 0.05 MB), a table containing 1,000,000 rows would be about 50 MB in size. In addition, the table is indexed. Are private clouds supported in the RightFax Internet Connector? No. The concept of a private cloud would defeat the goal of having a global RightFax registration database. Are documents sent via the RightFax Internet Connector stored in the cloud? No; they simply pass through the Azure service bus and the cloud-based receiver. When sending faxes, our users key 7-digit numbers; the global RightFax registration database stores fax numbers as 12-digit numbers. How do the other 5 digits get filled in? The dialing rule uses default country code and area code keyed in the RightFax Sync Module Configuration screen for the RightFax Internet Connector source. The installed dialing rule will only work with 12-digit fax numbers. To support 7 and 10 digit numbers, two additional dialing rules must be created. I live in a country that has 11-digit numbers, including the country code. How do I configure the dialing rule for 11-digit dialing? Copy the existing dialing rule for 12-digit dialing. Change the number 12 in ^[P2P,12]+ to the number 11 as shown here: ^[P2P,11]+. How are the two additional dialing rules created? To create one of the new dialing rules, open RightFax Enterprise Fax Manager and go to the Dialing Rules section. Select the P2P Dialing Rule, right-click and select Duplicate.

12 This will bring up the Dialing Rule Edit dialog box. In the Pattern section, change ^[P2P,12]+ to ^[P2P,10]+. Then select the Number Adjustments tab and enter the appropriate country code (i.e. for United States, use 01) in the Prepend this text box. Click on the OK button to close the dialog box then, on the RightFax Enterprise Fax Manager select File-Save Dialing Plan. A dialing rule can also be created for 7-digit numbers by duplicating an existing P2P dialing rule, change the Pattern to ^[P2P,7]+ and prepending text representing country code and area code. For instance, if the RightFax Users are sending faxes from New York, a value of can be entered.

13 Will the TTI line be on the TIFF image sent via the RightFax Internet Connector? No, because the TTI line is stamped on a fax by the fax board before sending the fax out over a telephony channel, it is available only on faxes sent via PSTN. Does a document sent via the RightFax Internet Connector have the same legal validity as a fax sent over a phone line? 1. It is the position of OpenText legal counsel that documents sent via the RightFax Internet Connector have the same legal qualities as a document sent via PSTN. 2. Here is information publicly available: The relevant technical language on this subject has to do with attributes of nonrepudiation, namely, the ability of a person to repudiate their signature on a document. Signatures on faxes are said to have the same attributes of nonrepudiation as signatures on paper documents. A document transmitted via the RightFax Internet Connector is transmitted electronically and therefore is an electronic record, according to the definition of an electronic record in the Uniform Electronic Transactions Act (UETA). Any signature attached to ( linked to, or connected with ) that document may not be denied legal effect or enforceability solely because it is in electronic form. And if a law requires a record to be in writing, an electronic record satisfies the law. And If a law requires a signature, an electronic signature satisfies the law. (These quotes, too, are from the Uniform Electronic Transactions Act.) In addition, authentication and non-repudiation are legal concepts that go handin-hand. Verification by OpenText of fax numbers in the global RightFax registration database can strengthen claims of authentication for a document, thus potentially strengthening its legal effect, validity, and enforceability. Can the transmission be enabled for some transmissions (say, by group or by user or by transmission) but not for others? This is not a feature at this time. If a document fails to transmit via the RightFax Internet Connector, how long before it fails over to transmission via PSTN? The retry default is 5 minutes but this is configurable by the administrator. Is there a page limit for the documents that can be sent via the RightFax Internet Connector? Yes RightFax limits fax transmissions to 999 pages and the RightFax Internet Connector operates within that constraint.

14 Can the RightFax Internet Connector be used for fax numbers that are also voice numbers? Yes. The dialing rule will identify which server should receive the fax; voice communication is not affected. Only faxes go through RightFax. Are there are reporting capabilities related to the RightFax Internet Connector? Yes; there are additional reports available to support the use of the RightFax Internet Connector. Can I check to see if a given phone number is in the global RightFax registration database? Yes. In RightFax Enterprise Fax Manager, select any RightFax server, then select Dialing Plan. Key the fax number in the Phone Number field and select Rule Execution. If the phone number is in the global RightFax registration database, the message at the bottom will read Rule 0001:Using rule. If the phone number is not in the global RightFax registration database, the message at the bottom will read Rule 0001:Rule Pattern doesn t match. Can I check to see who owns a given phone number is in the global RightFax registration database? No.

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