Administrative Information Technology Services 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: 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) 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. Page 1 of 26 Rev. 1.2 May 14, 2012
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 Page 2 of 26 Rev. 1.2 May 14, 2012
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/. Page 3 of 26 Rev. 1.2 May 14, 2012
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. Page 4 of 26 Rev. 1.2 May 14, 2012
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 Page 5 of 26 Rev. 1.2 May 14, 2012
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. Page 6 of 26 Rev. 1.2 May 14, 2012
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/ Page 7 of 26 Rev. 1.2 May 14, 2012
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. Page 8 of 26 Rev. 1.2 May 14, 2012
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. Page 9 of 26 Rev. 1.2 May 14, 2012
9. Click on View to hide or unhide columns in record list. 10. Click Close Server to log out of website. Page 10 of 26 Rev. 1.2 May 14, 2012
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. Page 11 of 26 Rev. 1.2 May 14, 2012
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. Page 12 of 26 Rev. 1.2 May 14, 2012
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. Page 13 of 26 Rev. 1.2 May 14, 2012
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. Page 14 of 26 Rev. 1.2 May 14, 2012
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. Page 15 of 26 Rev. 1.2 May 14, 2012
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. Page 16 of 26 Rev. 1.2 May 14, 2012
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. Page 17 of 26 Rev. 1.2 May 14, 2012
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. Page 18 of 26 Rev. 1.2 May 14, 2012
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. Page 19 of 26 Rev. 1.2 May 14, 2012
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. Page 20 of 26 Rev. 1.2 May 14, 2012
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. Page 21 of 26 Rev. 1.2 May 14, 2012
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: Page 22 of 26 Rev. 1.2 May 14, 2012
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. Page 23 of 26 Rev. 1.2 May 14, 2012
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. Page 24 of 26 Rev. 1.2 May 14, 2012
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. Page 25 of 26 Rev. 1.2 May 14, 2012
**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: Concurrence: John Cowsert Service Catalog Owner Date Approval: REVISION CONTROL Document title Author File reference Computer Operations Engineering Associate Vice President - AITS RightFax Local Administrator Guide John Cowsert Administrative Application Service Catalog Date Date 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 Page 26 of 26 Rev. 1.2 May 14, 2012