RightFax Software Edition

Transcription

1 RightFax End User Reference Guide fr FaxUtil Open Text Fax Server RightFax Sftware Editin

2 RightFax End User Guide fr FaxUtil RightFax Client Overview (FaxUtil) RightFax Client Applicatins fr Outlk RightFax Client Applicatins RightFax FaxUtil Overview RightFax Printer Driver Overview RightFax SysTray Icn Overview RightFax Viewer Overview Outlk Client Applicatin Overview Sending Faxes frm Micrsft Outlk Receiving Inbund Faxes in Micrsft Outlk Mnitring Outbund Faxes frm Outlk Sending Faxes frm Micrsft Outlk Web Access (OWA) Creating and sending Faxes with RightFax Web Access Optins: Print-T-Fax Creating a Quick Fax frm FaxUtil Viewing Multiple RightFax Fax Inbxes in FaxUtil Cnfiguring Delegates in RightFax FaxUtil Viewing Faxes in FaxUtil Ruting Faxes t Users in the RightFax Viewer Frwarding Faxes t Users in the RightFax Viewer RightFax Web Access (RWA) Micrsft Web Access (OWA) Other Useful RightFax FaxUtil Features Assigning Frm Infrmatin t an Inbund Fax Cmbining Faxes Splitting Faxes Recrd Manual Fax Frwarding a Fax via Creating and Using Signature Image Files Creating and Using Library Dcuments Creating and Using Letterheads and Lgs RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 2 f 19

3 RightFax FaxUtil Overview FaxUtil is the client fr the RightFax fax server sftware by Captaris. FaxUtil allws users t send, receive and manage faxes n their PC. Click the RightFax TrayFax icn in yur Windws taskbar; select FaxUtil frm the main menu. RightFax End User Guide fr FaxUtil RightFax TrayFax Icn Figure 1: RightFax Tray Icn Frward t Fax Number Frward Fax t User Print Fax Rute Fax t User Fax Histry Cmbine Fax New Fax Cmbine Fax Refresh Delete Fax View Fax Flder Tree Sent Fax Received Fax Fax was Viewed Fax was Printed Figure 2: RightFax FaxUtil Mailbx Srting Faxes: Users can srt faxes many different ways in their FaxUtil mailbx. Much like , yur faxes can be srted in RightFax FaxUtil by simply muse clicking n the clumn header in the FaxUtil mailbx. If yu want t see a certain type f fax in the mailbx, like all the received faxes, g t the List menu n the FaxUtil menu bar and select the type f faxes yu want t view: Full List (All faxes in mailbx) Sent Faxes Received Faxes In-Prgress Faxes New Faxes Received Faxes and In-Prgress Faxes Faxes Needing Apprval RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 3 f 19

4 RightFax End User Guide fr FaxUtil Viewing Multiple RightFax Fax Inbxes in the FaxUtil Client Using The Delegates Feature RightFax administratrs, grup administratrs, and delegates all have the ability t view the cntents f ther RightFax users mailbxes. The RightFax delegates feature is typically used when users in a grup, department r ffice need t manage nt nly a their persnal RightFax inbx, but they are als respnsible fr managing and prcessing faxes that are ruted int a/the grup, department r ffice fax inbx. If yu have the ability t view ther mailbxes, an Other Users entry is included in yur FaxUtil flder tree as seen belw. 1. Click the + next t Other Users in the flder tree t expand the list. The list may include bth RightFax grups and individual mailbxes. Cntinue t expand the tree as necessary until yu have listed the flders in the mailbx yu want. 2. Click a flder t view its cntents. Figure 3: RightFax FaxUtil Mailbx RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 4 f 19

5 RightFax End User Guide fr FaxUtil Cnfiguring Delegates in RightFax The delegates feature in RightFax allws a user t assign rights t anther user fr fax inbx mnitring. Using the fllwing instructins t assign delegates frm FaxUtil. 1. Select TOOLS>Delegates t get the DELEGATES windw. 2. In the Delegates windw, highlight the user(s) yu want t have delegate rights t yur RightFax FaxUtil inbx. 3. Use the ROLE based ptin drp dwn t select what rights the each user shuld have, r yu can select the rights individually. 4. Click OK t save yur changes. Figure 4: RightFax FaxUtil Mailbx RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 5 f 19

6 RightFax End User Guide fr FaxUtil Viewing Faxes in FaxUtil Yu can view inbund and utbund faxes by simply duble clicking n the fax item in FaxUtil client applicatin, much like messages. The RightFax view will launch shwing the actual image f the fax. Belw we list a number f features and tls that can be used t view, manage and anntate the fax. View next pages in this fax Rtate fax left/right Save changes Print fax View fax histry Trash this fax ROUTE Fax FORWARD fax Add text Draw tls Add anntatin Draw selectin bx Pan fax Page Width View Aut zm tls Zm in Zm ut Figure 5: RightFax Viewer RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 6 f 19

7 RightFax End User Guide fr FaxUtil Ruting Faxes t Other Users frm the RightFax Viewer Applicatin RightFax users can ROUTE faxes t ther users thrugh the RightFax sftware. Ruting the fax sends the fax t the intended user(s)/recipient(s) and remves the fax image frm the sending user s RightFax fax inbx. This feature shuld be used if/when the user has n need t retain a cpy f the fax fr their recrds. 1. Frm the RightFax Viewer, click n the ROUTE fax buttn in the buttn bar. The secnd mailbx lking buttn frm the left. 2. In the Rute Fax windw duble click the user r users yu want t ROUTE the fax t. Or yu can highlight the user and click the ADD buttn. 3. Click OK t ROUTE the fax. Figure 6: RightFax FaxUtil Mailbx PLEASE NOTE: Users can als ROUTE and FORWARD faxes directly frm the FaxUtil inbx windw RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 7 f 19

8 RightFax End User Guide fr FaxUtil Frwarding Faxes t Other Users frm the RightFax Viewer Applicatin RightFax users can als FORWARD faxes t ther users thrugh the RightFax sftware. Frwarding the fax sends the fax t the intended user(s)/recipient(s) and a cpy f the fax image is retained in the sending user s RightFax fax inbx. This feature shuld be used if/when the sending user wants t save a cpy f the fax fr their recrds. 1. Frm the RightFax Viewer, click n the FORWARD fax buttn in the buttn bar. The first mailbx lking buttn frm the left. 2. In the Frward Fax windw duble click the user r users yu want t FORWARD the fax t. Or yu can highlight the user and click the ADD buttn. 3. Click OK t FORWARD the fax. Figure 7: RightFax FaxUtil Mailbx PLEASE NOTE: Users can als ROUTE and FORWARD faxes directly frm the FaxUtil inbx windw RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 8 f 19

9 RightFax End User Guide fr FaxUtil Creating and Sending a Fax There are many different ways t send faxes with RightFax. The mst cmmn f all is printing frm yur ffice applicatins like Micrsft Wrd, Excel, and PwerPint using the RightFax Fax Printer. Additinally, yu can use the New Fax buttn n the FaxUtil menu bar r the QuickFax feature frm the RightFax Tray Icn t create a fax by attaching applicatins files. Faxes are addressed and scheduled here n the Main tab The Main Tab Figure 8: The Fax Infrmatin Dialgue Bx Main Tab T Sectin Blded lettering in the TO sectin means the fields are required and must be ppulated with recipient s infrmatin in rder t send the fax. In the example abve, the user nly needs t enter the recipient s Name and Fax Number. Vice Number, Cmpany, City/State and Alternate Fax are ptinal. Users can send t multiple recipients by selecting multiple fax addresses frm the phnebk. Phnebk: Clicking this buttn allws users t access the RightFax phnebk t address a fax fr delivery. This buttn will als allw the users t access Micrsft Outlk Address Bk and ther types f databases like GldMine, ACT!, Maximizer, and Ltus Ntes. Add Entry: This buttn allws users t add fax address infrmatin t the RightFax phnebk. After ppulating the Name, Fax Number, Vice Number, Cmpany, City/State, and Alternate Fax fields, users can click the Add Entry buttn t add that recipient s infrmatin t the RightFax Phnebk fr future use. Lkup: Allws users t access stred Billing Cdes when billing cdes are required t send faxes. Billing cdes are typically accessed frm an accunting system. RightFax des allw users t create and stre billing cde databases with RightFax RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 9 f 19

10 RightFax End User Guide fr FaxUtil Optins Sectin Fine Mde: Check this bx t deliver yur fax in 200x200 DPI reslutin. Using this reslutin take lnger t generate and send the fax but prduces a very clear fax. Use fine mde when faxing dcuments with fine lines, charts, graphs and graphics. Use Cver Sheet: Adds a cver sheet t the beginning f a fax. Cver sheets are used t add additinal ntes, instructins r actins fr the recipient t read. Cver sheets als help t make sure faxes get t the crrect cntact at the recipient s cmpany. Hld fr Preview: Lets yu examine the final versin f the utging fax befre yu send it. The fax will be held in yur FaxUtil mailbx with the status Held fr Preview. T send the fax frm FaxUtil, right muse click n the fax that yu want t release and select STATUS and then RELEASE. The fax will start t deliver. Use Smart Resume: Smart resume is used when delivering lengthy fax dcuments. This feature allws the RightFax fax server t intelligently resend nly the prtin f a fax, which failed t send. Fr example, if the cnnectin were brken after 10 pages f a 20-page fax delivery, nrmally all 20 pages wuld have t be resent. By enabling Smart-Resume, the fax server will nly send the last 10 pages. Use Cheap Rates: Tells the RightFax fax server t delay sending the fax until well after business hurs. This is typically used fr nn-critical faxes t take advantage f lwer, ff-peak lng distance rates. Delay Send: Allws users t schedule the delivery f a fax fr a specific date and time in the future. Accunting Sectin Billing Cdes: RightFax supprts the use f tw billing cdes fr each fax delivery. Billing cdes are typically used fr tracking custmer r client infrmatin, tracking fax usage by user, business unit, department r divisin RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 10 f 19

11 RightFax End User Guide fr FaxUtil The Cver Sheet Ntes Tab Click n the Cver Sheet Ntes tab t enter infrmatin yu wuld like t appear n the cver sheet f yur fax. Infrmatin entered here will appear in the Ntes area f the cver sheet Users can type in 21 lines f Nte text which is tracked here The Cmments field will appear n the fax line in yur FaxUtil mailbx Figure 9: Fax Infrmatin Dialgue Bx Cver Sheet Ntes Tab Ntes t be Placed n the Cver Sheet Field Type the ntes yu want t appear n yur fax cver sheet. Yu can enter up t 21 lines. Text Limit Sectin This displays the current number f lines in yur nte and the number f lines remaining. Althugh it is pssible t enter mre than 21 lines f text, nly 21 can be displayed n the cver sheet. If yu exceed 21 lines, the cmputer will beep and an errr message will appear in the bx. Cmments fr yur Recrds Field This is a cmment field that is used fr yur wn reference. This text is nt sent t the recipient. Text in this field will be displayed in yur FaxUtil mailbx (Figure 1) under the Cmments clumn RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 11 f 19

12 RightFax End User Guide fr FaxUtil The Attachments Tab When sending faxes yu can attach tw types f files: RightFax Library Dcument and native dcuments. Library dcuments are frequently requested dcuments yur administratr has stred n the RightFax server fr use with utbund faxes. These types f dcuments are usually static dcument like legal disclaimers, rder frms, and credit card frms. Users can als include native dcument files like Wrd, Excel, PwerPint and PDF files (The RightFax PDF Optinal Mdule must be installed n the RightFax server t cnvert attached PDF files) Figure 10: Fax Infrmatin Dialgue Bx Attachments Tab The Available Attachments shws all f the RightFax Library Dcuments users can include in their faxes This butn allws users t attach applicatin files like Wrd, Excel PwerPint and PDF files as lng as the RightFax server is running the PDF Optinal Mdule This buttn allws yu t attach Library Dcument stred n the RightFax server This windw shws the selected attachments fr this fax The type f attachment is identified by the icn next t it Files can be srted s attachments appear in the page rder yu chse Delete a highlighted attachment Highlighting an attached file and clicking this buttn will allw yu t pen and view the attached dcument ATTENTION: The RightFax PDF Cnverter Mdule is required in rder t attach Adbe Acrbat PDF Files and PstScript files t utbund faxes. Please cntact yu Advantage Technlgies representative fr pricing and availability RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 12 f 19

13 RightFax End User Guide fr FaxUtil The Mre Optins Tab Mre Optins Sectin Use Frm: Select this check bx t add an verlay frm t yur fax. Typically this feature is used fr verlaying a fax n yur cmpany letterhead. Other uses include invice and purchase rder frms. Cver Sheet File: If yur fax server administratr granted yu permissin t change fax cver sheets, yu can select the cver sheet mdel t use here. Pririty: Specifies the level f pririty assigned t a fax. Select lw, nrmal, r high pririty frm the list. This area may nt be available t yu based n the prfile yur fax user permissins. Autmatic Deletin: Specify when, if ever, sent faxes shuld be autmatically deleted frm yu FaxUtil mailbx. This shuld typically be set t never. Recipient Fax ID: Optinally specify the exact remte ID f the intended recipient s fax machine r server. When this features is enabled, the fax will nt be sent unless the remte ID f the recipient s fax machine matches the specified Recipient Fax ID. Figure 11: Fax Infrmatin Dialgue Bx Mre Optins Tab Frm Sectin The fields in the Frm sectin f this windw shuld be ppulated with the yur cntact infrmatin. Depending n the fields yur RightFax administratr included n yur rganizatin s cver sheet, this data will autmatically ppulate the crrespnding fields RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 13 f 19

14 RightFax End User Guide fr FaxUtil Other Features Assigning Frm Infrmatin t an Inbund Fax In many cases inbund faxes are received with ut infrmatin frm the sending fax device, as a result f the wner f the fax nt prgramming the CSID (Caller Statin ID) f the fax machine they are sending a fax frm. RightFax FaxUtil, and specifically the RightFax Viewer, prvides features that allw the end user t assign frm infrmatin t these faxes. Very ften, and mst cmmnly in the health care industry, infrmatin needs t be added r assigned t a fax. Infrmatin like the physician s name their phne number, patient infrmatin r ID can all be added t a fax. Users can then use the Srt and Filter Features t lcate faxes easily, accurately, and quickly. Figure 11a: Lcate the fax that infrmatin needs t be added t and duble click t launch the fax in the RightFax View applicatin. In this example, ntice the clumn heading abve and the highlighted fax des nt cntain, shw r include the sending fax machine s infrmatin. This infrmatin can be added frm the RightFax View drp dwn menu. Figure 11a: Inbund Fax withut Frm Infrmatin Figure 11b: Nw with the fax in pened in the RightFax Viewer, left click n FAX in the menu bar and select Assign Frm Infrmatin. This will launch the Assign Sender Infrmatin screen as seen in Figure 11c n the next page. Figure 11b: Inbund Fax withut Frm Infrmatin RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 14 f 19

15 RightFax End User Guide fr FaxUtil Assigning Frm Infrmatin t an Inbund Fax (Cntinued) Figure 11c: In this windw users can key in the infrmatin they need t assign t the fax. In this example we ve assigned Dr,. Patern, her vice number, and infrmatin t the RightFax Billing Cde 1 and Billing Cde 2 Fields. Fr this particular user, the billing cde fields were renamed t Client ID and Actual Fax # t be mre in-line with the infrmatin that needed t be assigned r captured with this inbund fax and the user s fax prcess and flws. Figure 11c: Inbund Fax withut Frm Infrmatin Figure 11d: IAfter the user clicks OK in the Assign Sender Infrmatin windw, the fax data fields in FaxUtil will nw include the infrmatin that was entered fr this fax. Hit the Refresh Buttn in the buttn bar will allw the user t update faxes in the queue and will update the fields if the infrmatin is nt seen immediately. Figure 11d: Inbund Fax withut Frm Infrmatin RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 15 f 19

16 RightFax End User Guide fr FaxUtil Cmbine Faxes: Users can als cmbine faxes in frm the FaxUtil mailbx. In sme cases users may have the need t take tw, three faxes r mre and make them int ne fax fr delivery t a user n the netwrk r t fax address. T cmbine faxes fllw these steps: 1. Using the CRTL left muse click feature n yur PC, select the faxes yu want t cmbine in the FaxUtil mailbx. 2. Yu can then right muse click n the n the highlighted faxes and chse Cmbine frm the pp-menu, r click the Cmbine buttn n the FaxUtil buttn bar. 3. In the cmbine pp-up windw make select yu chices. 4. Click the Cmbine buttn t cmplete prcess. A new fax will appear in the FaxUtil mailbx. Faxes can be srted s they appear in the page rder yu want Remve a fax(es) Highlight and chse the page range fr each fax Highlighting a fax and clicking this buttn will allw yu t see the actual fax in the RightFax Fax Viewer Figure 12: Cmbine Faxes Windw RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 16 f 19

17 RightFax End User Guide fr FaxUtil Split Fax: At times users may receive a grup f faxes frm a sender that need t be brken apart int separate faxes. Or, there may be times when yu want t add a page r tw frm ne fax and include it with a new fax. Users can access the split fax feature by highlighting and right muse clicking n the fax that needs t be split and selecting the Split. In the Split Fax windw chse yur ptins. Figure 13: Split Fax Windw Recrd Manual Fax: RightFax allws yu t stre data and infrmatin regarding faxes that are sent frm manual fax machines. Smetimes users still have t send faxes frm a manual fax machine, but need t have RightFax stre the histrical infrmatin regarding the manual fax delivery. T recrd a manual fax in RightFax simply gt t the FAX menu n the FaxUtil menu bar and select RECORD MANAUL FAX, enter the infrmatin regarding yur manual fax delivery, and click k. Yur fax is nw recrded and stred in the RightFax database. Frwarding Faxes Via Faxes in the FaxUtil can be frwarded t an address. While viewing fax in the RightFax Viewer windw, g t the File menu and select Send via . This will launch the mail client and yu can nw select the address(es) yu want t send the fax t. Please nte, this features nly wrks with MAPI cmpliant mail clients like Outlk and Outlk Express and will nt wrk with Ntes clients. Library Dcuments: RightFax allws yu t stre frequently requested dcuments. These are generally static dcuments such as cmpany literature, credit applicatins, r emplyee frms. Once stred, RightFax Library dcuments can be recalled and added t yu utbund faxes. This allws yu t deliver imprtant dcuments quickly, with minimum system resurces. Letterheads: Users can create letterheads and ther frms. Letterheads can be created in a wrd prcessr prgram like Micrsft Wrd, adding graphics and cmpany infrmatin and printing the letterhead template t the RightFax Fax Printer under Printers. This is a very simple prcess RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 17 f 19

18 RightFax End User Guide fr FaxUtil Sending Faxes frm Micrsft Outlk Web Access (OWA) Users can send and receive faxes via the Micrsft Outlk Web Access applicatin. This requires ne f the RightFax gateways t be installed and cnfigured fr the RightFax system. Figure 14: Sending a Fax frm OWA Users can send faxes frm OWA using fax addressing schemes. This sample fax addressing scheme is used fr the RightFax Exchange Mdule and the RightFax SMTP Gateway. Users can attach files t be sent with their utbund fax. Users can include a message in the bdy f the . The bdy f the will becme the first page f the fax after the cver sheet. Figure 15: Fax Delivery Ntificatin in OWA RightFax can be cnfigured t ntify user by n the success r failure f their utbund faxes delivery. In Figure 15, RightFax has been cnfigured t als include a cpy f the user s utbund fax with the delivery ntificatin RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 18 f 19

19 RightFax End User Guide fr FaxUtil Viewing Inbund Fax Attachments in Micrsft Outlk Web Access (OWA) Users can receive faxes int their Outlk inbx and then can view them frm within the Micrsft Outlk Web Access applicatin. This requires ne f the RightFax gateways t be installed and cnfigured fr the RightFax system. Like wrking with attachments, users simply duble click n the attached file that is included in with the inbund fax message, where they can view the fax as either a.tif r.pdf file. Figure 16 shws the fax image being viewed as a.pdf file. Figure 16: Viewing a PDF Fax Attachment frm within OWA Want t Learn Mre Abut RightFax Prducts and Features in this Guide Advantage Technlgies, Inc. is a leading integratr f fax server and autmated dcument delivery slutins. RightFax is ur premier prduct line. Please cntact us TOLL FREE at t learn mre abut the features discussed in this guide and hw t cnfigure them. Advantage ffers a cmplete series f certified prfessinal services fr RightFax including, nsite and remte access installatin and cnfiguratin, technical and administratr training, end user training, nsite and remte access system assessment, and prject planning cnsulting services Advantage Technlgies, Inc. At rights reserved. N part f this publicatin may be reprduced, transmitted, transcribed, stred in a retrieval system, r translated int any language in any frm by any means withut the written permissin f Advantage Technlgies, Inc All ther cmpany, brand, and prduct names are the prperty and/r trademarks f their respective cmpanies RightFax End User Guide Updated On: Tuesday, July 20, 2010 Page 19 f 19