OpenText RightFax CE 22.

2
FaxUtil Web

User Guide
Edition
OpenText RightFax CE 22.2 FaxUtil Web
May 05, 2022
Copyright © 2022 Open Text. All Rights Reserved. Trademarks owned by Open Text.
This product may be protected by one or more US patents. See https://www.opentext.com/patents for details.
Open Text Corporation
275 Frank Tompa Drive
Waterloo, Ontario, Canada
N2L 0A1
(519) 888-7111
http://www.opentext.com
Copyright Statement
Portions of this product Copyright © 2002-2006 Glyph & Cog, LLC. Portions Copyright © 2001 artofcode LLC.
This software is based in part on the work of the Independent JPEG Group. This software is based in part on the work of the Freetype Team.
Portions Copyright © 1998 Soft Horizons. Portions Copyright ©2001 URW++. All Rights Reserved. Includes Adobe® PDF Library technology. Adobe,
Acrobat and the Acrobat logo are trademarks of Adobe Systems Incorporated.
This product has been developed using Ricoh Company Ltd's proprietary embedded architecture or other proprietary Ricoh products.
Disclaimer
No Warranties and Limitation of Liability. Every effort has been made to ensure the accuracy of the features and techniques presented in this
publication. However, Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.

OpenText RightFax CE 22.2 2 FaxUtil Web User Guide

Contents

Chapter 1: Getting started 6 Searching the fax list (advanced) 19

Chapter 2: Sending faxes 8 Viewing other users' mailboxes 22
Sending a new fax 8 Viewing faxes in administrative mode 22
Forwarding or routing an existing fax 8 Chapter 5: Viewing and handling sent and received faxes 23
Releasing a fax held for preview 9 Viewing the fax 23
Retrying a failed fax 9 Viewing the fax history, prior versions of the fax, OCR version
of the fax, or PDF version of the fax 24
Responding to faxes that need approval 9
Marking faxes as unviewed 24
Chapter 3: Completing the fax information 11
Saving or printing a confirmation page 24
Entering the recipient 11
Adding comments to a fax 25
Adding a cover sheet 12
Annotating a fax 25
Attaching files to the fax 13
Sending a fax via email 26
Assigning billing codes 14
Printing faxes 26
Selecting conversion options 14
Deleting faxes 27
Selecting transmission options 15
Combining or splitting faxes 27
Chapter 4: Viewing the list of faxes 17
Entering metadata for a fax in a workflow 28
Managing fax folders 17
Converting received faxes to text using OCR 29
Customizing the appearance of the fax list 18
Converting faxes to other file formats 29
Filtering the list of faxes 18
Adding sender information to a fax 30
Searching the fax list (simple) 19

OpenText RightFax 3 FaxUtil Web User Guide

 Creating a record for a paper fax 30 ADDDOC4 54
Archiving faxes 30 *ATDATE 54
Chapter 6: Creating and using phonebooks 31 *ATTIME 54
Creating a personal RightFax phonebook 31 *BILLINFO1 55
Importing phonebook entries from a text file 33 *BILLINFO2 55
Exporting phonebook entries 34 BREAK 55
Customizing the columns in the phonebook 35 BROADCAST 56
Chapter 7: Creating library documents 36 *CHANNEL 56
Creating a library document 36 COMPLETEEVENT 56
Chapter 8: Creating overlay forms 38 *CONVERSION_BIAS 56
Creating an overlay form 38 *COVER 56
Chapter 9: Defining mailbox preferences 40 *DELETE 57
Defining sending preferences 40 *DELETEALL 57
Defining receiving preferences 41 DELETEFIRSTPAGE 57
Defining notification preferences 42 DELETELASTPAGE 57
Changing your user information 43 *FCSFILE 57
Defining general program preferences 44 FORMTYPE 57
Disabling animations 45 *FROMFAXNUM 58
Chapter 10: Giving other users delegate access 46 *FROMGENFAXNUM 58
Default delegate permissions by role 47 *FROMGENPHONE 58
Appendix A: Fax status and error messages 48 FROMNAME 58
Appendix B: RightFax embedded codes 53 *FROMPHONE 58
ADDDOC 53 *IGNORE 58
ADDDOC2 54 *LIBDOC 58
ADDDOC3 54 *LIBDOC2 59

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 NEWDEST 59 Appendix C: File formats that convert to fax format 64
NEWLIB 59
NEWLIB2 60
NOBODY 60
NOCOMPLETEEVENT 60
*NOCOVER 60
NOSMARTRESUME 60
NOTE 60
NOTIFY_ERROR 61
NOTIFY_OK 61
NOTIFY_RETRY 61
*PREVIEW 61
*PRIORITY 61
*RETRYCOUNT 61
*RETRYINTERVAL 61
*SAVE 62
SIGNATURE 62
*SMARTRESUME 62
TOALTFAXNUM 62
TOCITYSTATE 62
TOCOMPANY 62
TOCONTACTNUM 62
TOFAXNUM 63
TONAME 63
UNIQUEID 63

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Chapter 1: Getting started

Chapter 1: Getting started

RightFax FaxUtil Web is the program with which you manage your Fax was converted to text using optical character recognition (OCR).
faxes. You might also have access to other users' faxes if you have
delegate permission. Fax was converted to PDF.

When you open the program, your fax mailbox appears. Sent fax was forwarded to another RightFax user.
Received fax was forwarded from another RightFax user.
Certified Delivery message.
Fax was sent to an SMS number.
Fax was sent to an email address.
Fax was received via email.
Fax was viewed.
Status indicators
The left pane shows the available folders that contain faxes. The right Fax is being processed for transmission.
pane shows the list of faxes within the selected folder.
Fax has been transmitted.
Flags show the action taken on each fax, and status indicators show
the current status of the fax. Fax has not been transmitted due to an error. It will be retried.
Fax flags Fax has not been transmitted due to an error. It will not be retried.

Fax was received. For descriptions of the fax status and error messages that may appear
in the fax list or in the fax history, see Fax status and error messages
Fax was sent. on page 48.
Fax was printed.

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Chapter 1: Getting started

The system will sign you out after 15 minutes of inactivity or the time l Includes at least one number or one of the following special
set by your RightFax system administrator. character: ` - = [ ] \ ; ’ , / ~ ! @ # $ % ^ & * _ + { } | : ” < > ?

Showing the most current list of faxes If your organization does not use strong passwords, your
password can be any combination of letters (upper- and
Ensure that you are looking at the most current list of faxes by lowercase), numbers, and special characters. The password is
regularly refreshing the list. case-sensitive. You may use a blank password only if the fax
To refresh the fax list administrator has assigned you permission to do so.

l
Click .

Enabling dark mode

The light on dark color scheme can be easier to read on the screen
and save energy.
l On the <username> menu, select the Dark mode check box.

Changing your RightFax password

If the option to change your password isn't available, contact your
RightFax administrator to assign a new one.
To change your RightFax password
1. On the <username> menu, click Change Password. The
Change Password dialog box opens.
2. Type your current password in the Old Password box and your
new password in the New password and Confirm new
password boxes, and then click OK.
If your organization requires strong passwords, enter a
password that:
l Consists of 8 - 40 characters.
l Includes both upper- and lowercase characters.

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Chapter 2: Sending faxes

Chapter 2: Sending faxes

To broadcast faxes to a large number of recipients, see the RightFax

Administrator Guide. Forwarding or routing an existing fax
When you forward a fax, a copy of the fax is sent, and the original fax
Sending a new fax remains in your mailbox. When you route a fax, the original fax is sent
To send a new fax and is removed from your mailbox.

1. In your fax mailbox, click the folder in which to create the fax, To forward to a fax number or email address
and then click New. The New Fax page opens. 1. In your fax mailbox, select the fax in the list. On the Fax menu,
2. Enter the information for sending the fax. For instructions, see click Forward, and then click to Fax.
Completing the fax information on page 11. 2. On the Forward Fax page, enter the information for sending
3. Click Send. the fax, and then click Send. For instructions, see Completing
the fax information on page 11.
To send a new fax from the phonebook
1. In your fax mailbox, click the folder in which to create the fax, To forward or route to a RightFax user on your network
and then click Phonebook. The Phonebook page opens. 1. In your fax mailbox, select the fax or faxes in the list. On the
2. Select one or more recipients in the list. Fax menu, click Forward and then click to Fax, or click Route
to User.
3. On the New menu, click Fax to Selected. The New Fax page
opens, and the recipients appear in the list on the Recipients 2. In the Forward to User or Route to User box, search for
tab. users.

4. You can add more recipients and enter the information for a. In the Forward to this user or Route to this user list,
sending the fax. For instructions, see Completing the fax enter a full or partial user name or RightFax user ID.
information on page 11.
5. Click Send.

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Chapter 2: Sending faxes

b. Select the user or multiple users. Repeat as needed for

multiple recipients. Retrying a failed fax
A sent fax that encounters errors during transmission will be retried
indicates if a user account is disabled, if it is the number of times configured by your fax administrator. After the
unprotected. specified number of retries, the server will stop retrying the fax.
To retry sending a failed fax
3. In the Comment for fax history box, enter any notes you want
to add to the document history. 1. In your fax mailbox, in the fax list, select one or more faxes.
4. To send the fax, click Ok. 2. On the Fax menu, click Status, and then click Update status.
If the fax was previously scheduled to retry, the fax server will
To forward or route to a delegate retry immediately and not wait for the scheduled interval. If the
fax was not previously scheduled to retry, the fax server will
1. In the left pane, expand Other Users.
attempt to send the fax as if it were new.
2. Browse to locate the delegate.
3. In your list of faxes in the right pane, select one or more faxes Responding to faxes that need approval
and do one of the following:
A fax requires approval if any of the following is true:
l To forward the fax, click and drag the fax to the delegate's
name in the tree view in the left pane. l The sender's user permissions require that faxes be approved by a
fax administrator or group monitor before sending.
l To route the fax, hold the shift key, and click and drag the
fax to the delegate's name in the tree view in the left pane. l The sender's delegate permissions for the other user's mailbox
require that faxes be approved before sending.
l The fax is blocked by a dialing rule. If the fax is blocked by a dialing
Releasing a fax held for preview rule, then only a fax administrator can approve the fax.
If you created a new fax and selected the Hold for Preview option, the
fax appears in the fax list with a status of Held for Preview. To approve a fax to send it
When you release a fax that is held for preview it is queued to send. 1. In your fax mailbox, in the fax list, select one or more faxes that
need approval.
To release a fax held for preview
2. On the Fax menu, click Status, and then click Approve.
1. In your fax mailbox, in the fax list, select one or more faxes.
3. As needed, in the Approve Fax dialog box, enter text
2. On the Fax menu, click Status, and then click Release.
explaining why you approve of sending the fax. The note will
appear in the approval record in the fax history.
4. Click Ok. The fax will be sent.

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Chapter 2: Sending faxes

To disapprove a fax to keep it from sending

1. In your fax mailbox, in the fax list, select one or more faxes that
need approval.
2. On the Fax menu, click Status, and then click Disapprove.
3. As needed, in the Disapprove Fax dialog box, enter text
explaining why you disapprove of sending the fax. The note will
appear in the denial record in the fax history.
4. Click Ok. The fax will not be sent. The sender's mailbox will
show the fax with a status of Fax was disapproved.

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Chapter 3: Completing the fax information

Chapter 3: Completing the fax information

You enter all information for sending a fax on the New Fax page. signal from the recipient system. Post-dialing delay can be
used if your system sends faxes over IP via the SR140
l To open the New Fax page, on the fax mailbox page, click New.
Transport.
The page also opens when you forward a fax.
To use a post-dialing delay, in the Destination box, enter an
ampersand (&) followed by a sequence of DTMF digits. The
Entering the recipient post-dialing string can include telephone dialing characters
You can enter the recipient's name and address or select the recipient such as 0-9, #, *, and a comma, but not p, t, w, and !.
from the phonebook. Your user permissions determine if you can
2. In the Name box, enter the name of the recipient.
enter a recipient or if you must select it from a phonebook.
3. Next to the Name box, click the down arrow to show the
optional contact information for the recipient. As needed, enter
the information in the Voice number, Company, City/State,
and Alternate fax number boxes.
4. To restrict sending to a specific fax machine, in the Recipient
fax ID box, enter the CSID of the receiving fax machine. If the
ID does not match, the fax is not sent.
5. To add the recipient to your RightFax phonebook, click Add to
Phonebook. When the phonebook entry is saved, the ID for
the entry is formatted as AH_ID, where ID consists of 15
numbers or letters. Later you can edit the phonebook entry to
To enter a fax recipient change the ID.
1. In the Destination box, enter the fax number. You can enter 6. Click Add to Recipients. To view the recipients that you have
the number with or without hyphens, parentheses, or spaces. added, click View Recipients.
Post-dialing delay is the wait time that can occur between the
time that a fax number is dialed and the detection of an audible To enter an email recipient
Your fax server may provide the option to send to an email address.

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Chapter 3: Completing the fax information

Note If your user account does not allow sending outbound emails, can edit the phonebook entry to change the ID.
any fax you send to an email address will fail. 5. Click Add to Recipients. To view the recipients that you have
added, click View Recipients.
When sending a fax to an email address, you may have the following
options:
To select a recipient from a phonebook
l Send file attachments in their native file format. 1. Click To, and the Phonebook dialog box opens.
l Send file attachments as alternate body pages that should appear 2. You have the following options:
in the body of the email. l To select a recipient from your personal phonebook, select

l Send a PDF file instead of a TIFF file. PDF images are black and My phonebook. In the Phonebook Entries list, select one
white and cannot be edited. Creating PDF images requires the or more recipients.
PDF module. l To select a recipient from another user's phonebook, select
l Send via Certified Delivery. The fax is sent to a special secure Web Other user's published phonebooks. Under Users, enter
site and a message to the recipient's email address that a certified a full or partial user ID, and select the recipient in the list.
document is available at the link provided. The recipient logs in to
the web site to view the fax, and you are notified when the fax has 3. Click Add to Recipients. To view the recipients that you have
been viewed. Sending via Certified Delivery requires the added, click View Recipients.
SecureDocs module.
To enter comments about the fax
l Send an encrypted, password-protected PDF file instead of a TIFF
file. Encrypted PDF images are rendered in color as applicable and Comments can appear in the fax list of your fax mailbox, and they are
can be edited. Creating encrypted PDF images requires the stored with other data about the fax. Comments are not sent to the
SecureDocs module. recipient.
l In the right pane click Comment, and enter a comment.
1. In the Destination box, enter the email address.
2. In the Name box, enter the name of the recipient. Adding a cover sheet
3. Next to the Name box, click the down arrow to show the Your account permissions determine your cover sheet options.
optional contact information for the recipient. As needed, enter
the information in the Voice number, Company, City/State, To include a cover sheet with the fax
and Alternate fax number boxes. 1. In the right pane, click Cover Sheet.

4. To add the recipient to your personal RightFax phonebook, 2. Select the Include cover sheet check box, and select the
select the Add to phonebook check box. When the cover sheet in the list.
phonebook entry is saved, the ID for the entry is formatted as 3. Cover sheet notes appear on the cover sheet of the fax. When
AH_ID, where ID consists of 15 numbers or letters. Later you you send to an SMS number, the recipient will receive only the

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Chapter 3: Completing the fax information

text of the cover sheet notes. SMS text is limited to 160 To attach a library document
characters. In the left pane, in the Cover sheet notes box, 1. Under Attachments, click Add Library Document.
enter the text that should appear on the cover sheet of the fax
2. In the Library Documents dialog box, you have the following
or in the SMS message.
options:
To customize the contact information on the cover sheet
l To preview the first page of a library document, then in the
ID column, click the ID.
l In the right pane, click From, enter contact information as you want
it to appear on the cover sheet or in the fax information that is
l To attach a library document, select one or more in the list,
stored with the fax. and then click OK. The library document appears in the list
of attachments.
To preview the cover sheet
l In the right pane, click Cover Sheet, and then click View. To change the order of the attachments
l In the list of attachments, select the attachment you want to move,
Attaching files to the fax and then click or .
You can attach files to the fax. Attachments are converted to fax file
format when they are sent. To send an attachment in the native file format
The option to send a file in the native file format is available if you are
Library documents are documents that are frequently faxed, such as
sending to an email destination.
company literature, credit applications, or employment forms. They
are stored in a library on the fax server in fax file format, so they don't l In the list of attachments, in the row with the attachment select the
need to be converted to fax file format when they are sent. check box in the Native column.
To broadcast a fax to a large number of recipients, it is recommended
that you attach library documents rather than files. This saves time, To render an attached file as the body of your email
because the library documents don't need to be converted to fax file This option is only available if sending to an email destination.
format. When you select to render an attached file as the body of your email,
If sending a fax to an email address, you can send an attachment in the file is excluded from conversion to fax format. The email software
the native file format instead of fax file format. will use the first file type it supports as the body of your email and
ignore any additional files designated as alternate body pages.
To attach a file
1. Attach one or multiple alternate body files. These should differ
1. Under Attachments, click Add File.
only in file format and formatting, not in content.
2. In the Windows Explorer dialog box, locate and select the file.
If attaching multiple alternate body files, make sure that the
3. The file appears in the list of attachments. least frequently supported body type (such as RTF) appears

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Chapter 3: Completing the fax information

first (at the top of the list) and the most frequently supported 2. Click Billing Code Lookup.
body type (such as TXT) last.
3. In the Billing Code Lookup dialog box, under Search by, click
2. In the row for each alternate body file attachment, select the Account, Matter, or Description.
check box in the Alternate Body column.
4. In the Search for box, enter the characters for which to search.

To delete an attachment 5. Click Search, and the results appear in a list.

l
6. Select a billing code, and then click OK.
In the list of attachments, select the attachment, and then click .

To view an attachment
Selecting conversion options
Your user account permissions determine if you can select conversion
l In the list of attachments, in the Description column click the file
options for the fax.
name of the attachment.
To adjust the quality of the fax image
Assigning billing codes 1. In the right pane, click Conversion.

Billing codes do not appear in the fax but are stored with other data 2. In the Conversion bias list, select Optimize for Images,
about the fax. Billing codes can be account numbers, project names, Optimize for Text, High Contrast (optimize for both images
or other identification for billing or accounting purposes. and text), or None (do not optimize). To use the setting
selected by your administrator, select Use Server Default.
Your user permissions determine whether you are required to enter You can use the Hold for Preview option to check the quality of
billing codes. the conversion.
To enter billing codes
By default the billing code boxes are labeled Account and Matter but To convert the fax to PDF
may have different names. When sending a fax, you may have the following PDF options if the
RightFax server is configured to allow them:
l Next to the Name box, click the down arrow to show the optional
contact information for the recipient. Enter a code in the Account l When sending to a fax number, the fax is sent in fax file format. If
box, in the Matter box, or both. configured, a PDF of the fax is stored on the RightFax server, and
you can view the PDF image.
To search for billing codes l When sending to an email address, you may have the option to
Your user permissions determine whether you can search for billing send the fax in PDF file format.
codes.
If you send password-protected PDF files, they are encrypted and are
1. Next to the Name box, click the down arrow to show the
rendered in color, as applicable.
optional contact information for the recipient.

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Chapter 3: Completing the fax information

For more information about the PDF module, see the RightFax Certified Delivery sends a link to the fax to the recipient, rather than
Administrator Guide. The ability to password-protect the PDF files the fax. The fax is stored on your fax server, and recipient obtains the
requires the optional SecureDocs module. For more information, see fax by clicking the link, and you are notified when the fax is viewed.
the RightFax SecureDocs Module Administrator Guide. Sending with Certified Delivery requires the optional SecureDocs
module.
1. In the right pane, click Conversion.
l In the right pane, click Sending, and select the Use Certified
2. Select the Create PDF image check box.
Delivery check box.
3. To protect the file with a password and encrypt it, click PDF
Options.
To use smart resume
1. In the PDF Options dialog box, enter the password and actions If errors occur during transmission and the fax fails, you can choose to
the recipient can perform after entering the password. only resend the portion of the fax that failed. This is known as smart
resume.
To apply an overlay form to the fax
l In the right pane, click Sending, and select the Use smart
Overlay forms are fax images that superimpose over the fax to give it
resume check box.
the appearance of having been printed on a form prior to faxing. An
example is letterhead stationery.
To delay sending until the cheap rates time
1. In the right pane, click Conversion.
It may cost less to send faxes during certain hours of the day. This is
2. Select the Use form check box. known as the cheap rates time. To set the cheap rates time, see To
3. In the list, select the form. set the cheap rates time on page 45
l In the right pane, click Sending, and select the Use cheap rates
To hold the fax for preview check box. If the time has passed, the fax will be delayed until
If you hold a fax for preview, it will be held in a status of Held for tomorrow at the cheap rates time.
Preview until you release it to be sent
1. In the right pane, click Conversion. To delay sending until a specified date and time
2. Select the Hold for preview check box. 1. In the right pane, click Sending.
2. Select the Delay send check box, and then specify the time
and date in the box below. If the date and time have passed,
Selecting transmission options
the fax will be queued to be sent as soon as possible.
Your user account permissions determine if you can select
transmission options for the fax. To change the priority for sending the fax
To send with Certified Delivery 1. In the right pane, click Sending.
2. In the Priority list, select one of the following:

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Chapter 3: Completing the fax information

l Normal to queue the fax in the order it is sent.

l Low to move the fax to the end of the send queue on the fax
server.
l High to move the fax to the beginning of the send queue on
the fax server. This option is available if you have the
appropriate permission.

To change the automatic deletion setting for the fax

1. In the right pane, click Sending.
2. In the Automatically delete list, select when to delete the fax
from your mailbox:
l To never delete, click Never.
l To delete after the fax is successfully sent, click Only If
Successfully Sent.
l To delete the fax whether or not it is sent successfully, click
All Faxes (successful & unsuccessful).

To send a text notification about this fax to the recipient’s

phone
This option only is available if SMS messaging is enabled on your
system.
1. In the right pane, click Sending.
2. In the Notification address box, enter the recipient's SMS
telephone number.

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Chapter 4: Viewing the list of faxes

Chapter 4: Viewing the list of faxes

You can customize the list of faxes - which faxes appear in the list and To rename a custom folder
which data columns appear. You also can search for faxes. 1. Click the folder.

Managing fax folders 2. In the left pane, click , and then click Rename.
3. In the New Folder Name dialog box, type the new name, and
Faxes in your mailbox are organized in folders. Every mailbox
then click Ok.
includes the system folders All, Main, and Trash. If the RightFax
Archive Module is in use, the Archive folder is available. The folders
To delete a custom folder
All, Main, Trash, and Archive cannot be renamed, and they cannot
contain other folders. 1. Click the folder.

You can create custom folders and subfolders within custom folders. 2. The folder cannot be deleted if it contains faxes or subfolders.
Independent of their location in other folders, all faxes appear in the All Move or delete any faxes or subfolders in the folder. In the left
folder. pane, click , and then click Delete Contents.
You can move faxes from one folder to another. 3. In the left pane, click .
To create a custom folder
To move faxes to another folder
1. Depending on where you want to create the folder, do one of
All faxes in a completed status will be moved. Faxes are completed
the following:
when they have been sent successfully or have failed to send and will
l To create the folder on the same level as the Main folder, not be retried.
click Main.
Faxes in any other status cannot be moved.
l To create a subfolder in a custom folder, click the custom
folder. 1. Select the folder. To move selected faxes, then select one or
more of the faxes in the list.
2. In the left pane, click .
2. In the left pane, click , and then click Move Contents.
3. In the New Folder dialog box, type a name, and then click Ok.

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Chapter 4: Viewing the list of faxes

3. In the Move to Folder dialog box, select the destination folder, To change the width of a column in the fax list
and then click Ok. l Hold down the Ctrl key while you click the column header.

To work with faxes in the Archive folder

To reset the appearance of the fax list
The Archive folder is available if the RightFax Archive Module is in
use. The folder contains your faxes that have been archived according
l To reset the columns in the fax list to the default view, click Reset
to criteria determined by your system administrator. Columns.

l You can use simple or advanced search to find faxes in the Archive
folder. Filtering the list of faxes
l You can view, print, download, and save copies of archived faxes. To view all faxes
l You cannot delete archived faxes or move them to another folder. 1. Click Workspace.

l When viewing a fax, you cannot make any changes or annotations. 2. In the Workspace dialog box, under Fax list filters, click Full
Pages can be rotated, but the setting is not saved. List.

To filter the list

Customizing the appearance of the fax list 1. Click Workspace.
To change how many faxes appear per page 2. In the Workspace dialog box, under Fax list filters, click one
1. In the n per page list, select 25 per page, 50 per page, 75 per of the following:
page, 100 per page, or 250 per page. l Sent Faxes to show only sent faxes.
2. To view the next or previous page of faxes, click the left or right l Received Faxes to show only received faxes.
arrow next to the Page box.
l In-process Faxes to show only faxes currently being sent.
To sort the list of faxes l New Faxes to show only faxes that have not yet been
1. Click the column header by which to sort the list. viewed.
2. To sort the list in ascending or descending order, click the l Received and In-process Faxes to show faxes that have
column header. been received and those that are currently being sent.
l Needing Approval to show only faxes that need approval.
To select the columns to show in the fax list
1. Click Workspace. 3. To apply additional filters, see Searching the fax list (simple) on
the next page and Searching the fax list (advanced) on the next
2. In the Workspace dialog box, under Show Columns, select
page.
the check box for each column that should appear in the list.
3. Click OK.

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Chapter 4: Viewing the list of faxes

To exit advanced search

Searching the fax list (simple) l
Click .
You can search for faxes by the text within the columns in the fax list.
To perform a simple search To save the search
l In the search box, type the text for which to search. 1. Under Saved Searches, in the Name box enter the name for
the filter.

Searching the fax list (advanced) 2. Click Save.

You can search for text in multiple fields while applying filters. To use a filter that you have saved
1. Click Clear.
To perform an advanced search
2. Under Saved Searches, in the Saved searches list select the
1. Click . and the search options appear in the left pane. filter.
3. Click Apply.

To modify a filter that you have saved

1. Under Saved Searches, in the Saved searches list select the
filter.
2. Modify the search parameters.
3. In the Name box, enter a new name for the filter.
4. Click Save.
2. Specify search criteria under Users and Groups, Condition,
To delete a filter that you have saved
Delivery, Start and End Dates, and Status. For more
information, see Specifying the filter criteria below. 1. Under Saved Searches, in the Saved searches list select the
filter.
3. Under Text, in each box for a field you want to search, enter the
search text. For more information, see Entering text for which to 2. Click Delete.
search on page 21.
4. Click Apply.
Specifying the filter criteria
Once you have selected the filter criteria, click Apply.
To cancel the filters and start a new search
To search in a specific folder in your fax mailbox
l Click Clear.

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Chapter 4: Viewing the list of faxes

1. Under Users and Groups, click My faxes. l Under Condition, select the condition of the faxes you want to
2. In the Parameters box, click the folder in which to search. include:
l Received and sent, Received only, or Sent only.

To search other users' fax mailboxes l Received and sent, Received only, or Sent only.
Under Users and Groups, do one of the following: l Received and sent, Received only, or Sent only.
l To search all mailboxes to which you have access, click All users
to which I have administrator or delegate access.
To customize the Delivery filter
l To search only mailboxes of specific users, click Selected users
and groups. Under Parameters, select users, groups, or both:
l Under Delivery, select the check boxes of the delivery methods of
faxes you want to include: Fax, Email, SMS, or Certified
l In the Users list, search for and select a user to add. Repeat as
Delivery.
needed.
l In the Groups list, search for and select a group to add. Repeat To limit the faxes by date and time
as needed.
l Under Start and End Dates, do one of the following:
l To include only faxes sent since a specific date or time, select
To search for faxes in RightFax Archive the Start date and time check box, and then select a date and
If the RightFax Archive Module is in use, you can include archived time.
faxes in the search. Under Users and Groups, select the Archived l To include only faxes sent before a specific date or time, select
faxes check box.
the End date and time check box, and then select a date and
To view the search results, click the Current Faxes or the Archived time.
Faxes tab, as shown in the following example. l To include only faxes sent in a specific time frame, select the
Start date and time and the End date and time check boxes,
and select a date and time for each.

To customize the Status filters

l Under Status, select the check box of each processing status of
faxes you want to include.
l All statuses. Display faxes in any processing status.
l Information incomplete. Display faxes that are waiting for
required information before they can be sent.
To customize the Condition filter

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Chapter 4: Viewing the list of faxes

l Waiting for conversion. Display faxes that are waiting to be l Queued for OCR. Display faxes that are waiting to be
converted to fax format. converted to text.
l In conversion. Display faxes that are in the process of l Needs approval. Display faxes that are waiting for approval by
conversion to fax format. a delegate who has the delegate permissions Can view faxes
or Can view first page of received faxes, and Can approve
l Sending. Display faxes that are currently being transmitted.
faxes.
l OK. Display faxes that have sent without errors.
l In validation. Display faxes that are waiting for validation.
l Failed with error condition. Display faxes that have sent but l Duplicate. Display duplicate faxes.
reported one or more errors.
l Paper fax record. Display faxes that have been manually
l Error condition - will retry. Display faxes that have failed to recorded.
send due to errors but will be retried after a short interval.
l Waiting to be sent. Display faxes that are converted to fax
format and are waiting to enter the transmission queue. Entering text for which to search
l Queued for sending. Display faxes that are converted to fax Enter text by which to search in any of the following boxes.
format and are waiting in the queue to be sent. l Fax number/email. Enter a full or partial fax number or email
l Held for preview. Display faxes that are waiting in your address.
mailbox for your review before being sent. l To/from. Enter a full or partial recipient or sender name.
l Waiting for attachment. Display faxes that are waiting to pick l To voice number. Enter a full or partial recipient voice number.
up a file attachment.
l To company. Enter a full or partial recipient company name.
l Attention status. Display faxes that are waiting to send
l To city/state. Enter full or partial city or state information for the
because some attention is required.
recipient.
l Printing. Display faxes that are being printed.
l Account. Enter a full or partial billing code 1.
l Queued for printing. Display faxes that are waiting to be
l Matter. Enter a full or partial billing code 2.
printed.
l Comment. Enter a full or partial comment.
l Print operation failed. Display faxes that failed to
automatically print. l OCR text. Optical character recognition (OCR) can provide the full
l OCR in progress. Display faxes that are being converted to text of the fax if the OCR Module is in use. Enter text for which to
text using optical character recognition (OCR). search within faxes that have been converted to text with OCR.
l Workflow data. Enter text from data entered in workflow fields.
l CSID. Enter a full or partial CSID.

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Chapter 4: Viewing the list of faxes

l ANI. Enter a full or partial ANI code. 1. Click . and the Advanced Search pane appears.
l RightFax Connect job ID. Enter a full or partial job ID.
l Fax unique ID. Enter a full or partial unique ID.
l Fax handle - exact match. Enter a full fax handle.

Viewing other users' mailboxes

Fax administrators, group monitors, and delegates can view other
users' fax lists.
To browse to another user's mailbox
1. In the left pane, expand Other Users. 2. Under Users and Groups, select All users (Administrative
mode).
2. Browse to the other user, and then click the folder you want to
view.
3. Select the other user. The user's ID appears in place of your
user ID in the upper left corner of FaxUtil Web, and the toolbar
changes color.

Viewing faxes in administrative mode

As a fax administrator or a group monitor, you have access to all of the
fax mailboxes that you administer.
To view faxes in administrative mode

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Chapter 5: Viewing and handling sent and received faxes

Chapter 5: Viewing and handling sent and received faxes

l To move to the next fax or the previous fax, click Next Fax or
Viewing the fax Previous Fax.
To preview the fax
l In the fax list, click the fax. The fax appears in the preview pane. The viewing tools
Button Description
To turn the preview pane on or off
Show or hide thumbnails.
1. Click Workspace.
2. In the Workspace dialog box, under Preview Pane, select the Rotate the page left.
Show preview pane check box.

To view the fax Rotate the page right.

l In the fax list, select one or more faxes. On the View menu, click
Image. The Viewer page opens. Pan the page.

l To rotate the page, on the Page menu, click Rotate, and then click
Clockwise, Counterclockwise, Flip, All Pages Clockwise, All Zoom out.
Pages Counterclockwise, or Flip All Pages.
l To view thumbnail images of each page of the fax, on the Page Zoom in.
menu, click Show/Hide Thumbnails.
l To view a different page of the fax, on the Page menu, click Fit the page to the height of the viewer.
Previous, Next, First, or Last. Click Go to Page to specify the
page number. Fit the page to the width of the viewer.

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Chapter 5: Viewing and handling sent and received faxes

2. On the View menu, click OCR Output.

Viewing the fax history, prior versions of the
3. To print or download the OCR text, click Download.
fax, OCR version of the fax, or PDF version
of the fax To view a PDF of the fax if available
If the fax server has converted the fax to PDF, then you can view it in
To view the fax history the fax viewer. For example, when a fax is sent via email, the fax
The fax history is created and updated as activity occurs on the fax. server can send a PDF.

Note If an administrator or group monitor disapproves a fax held for 1. In the fax list, select one or more faxes that have been
preview, the history may include a note explaining the disapproval. converted to PDF.
2. On the View menu, click PDF. The PDF opens in the browser
1. In the fax list, select one or more faxes.
or in a PDF viewer if available. Your browser may provide the
1. On the View menu, click History. option to download the PDF.
2. To print or download the history, click Download.
To view previously saved versions of a fax page Marking faxes as unviewed
Depending on your user permissions, you may be able to view prior When a fax is first received and has not yet been viewed, its entry
saved versions of fax pages. Prior versions exist for saved annotated appears bold in the fax list. Viewing the fax removes the bold
fax pages, fax pages to which an overlay form was applied, and formatting.
stamped fax pages. You can reapply the bold formatting without triggering any of the
1. Open the fax and go to the fax page. The current version actions related to viewing a fax for the first time. When you do so,
appears on the Viewer page. "Unviewed Record" and "Marked as unviewed by user ID" are added
to the fax history.
2. Click Versions. If prior versions are available, they appear in
the list. To mark one or more faxes as unviewed
3. Select the version that you want to view. 1. In the fax list, select the received fax or faxes.
2. On the Fax menu, click Status, and then click Mark as
To view OCR text if available Unviewed.
Optical character recognition can provide the full text of the fax if the
OCR Module is in use.
Saving or printing a confirmation page
1. In the fax list, select one or more faxes that have been
You can provide evidence of a successfully sent fax by saving or
converted to text with the OCR Module.
printing a confirmation page.
To save or print a confirmation page

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Chapter 5: Viewing and handling sent and received faxes

1. Open the fax or click a fax in the fax list. 1. Click Workspace.
2. On the View menu, click Confirmation Page. 2. In the Workspace dialog box, under Show Columns, select
the Comment check box.
3. To download the page, in the Download list, select the file
format. The file is downloaded, and you can print the 3. Click Ok. The Comment column appears in the fax list.
confirmation page as needed.
4. Click Ok. Annotating a fax
Depending on your user permissions, you may be able to add text and
Adding comments to a fax graphic elements to a fax page. Each time you save a page that you
annotated:
You can add comments to received and to sent faxes. If comments
already exist, new comments are appended. Existing comments can l The annotations become part of the image of the page and cannot
be modified or deleted. be deleted or edited.
To add or append a comment to multiple faxes l A version of the page is created, identified by the date and time
1. In the fax list, select the faxes. that it was saved.

2. On the Fax menu, click Add Comment. Depending on your user permissions, you may be able to view prior
3. In the Add Comment dialog box, type the comment. versions of saved fax pages. See Viewing the fax on page 23.
4. Click Ok. The comment will be appended to any existing The annotation tools
comments.
Option Description
To add, modify, or delete a comment for a single fax Save the annotated page.
1. In the fax list, select the fax.
2. On the Fax menu, click Add Comment. Move, edit, or delete an annotation. Click the
3. In the Add Comment dialog box, type the comment. If button, and then click the annotation that you wish
comments exist, you can change the comment text, replace, or to move, edit, or delete.
delete it. Select a shade for a line, rectangle, or ellipse.
4. Click Ok. New comments will be appended to any existing
comments. Draw a rectangle.

To view comments in the fax list

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Chapter 5: Viewing and handling sent and received faxes

3. In the Send as Email dialog box, enter the information for

Draw a filled rectangle.
sending the fax.
l In the Send to box, enter the email address.
Draw an ellipse.
l In the Subject box, enter text that will appear in the “Notes”
section of the fax cover sheet.
Draw a filled ellipse. l In the Body box, enter text that will appear as the body of
the fax.
Draw a line.
4. Click OK.

Draw a freehand line. To attach a fax you are viewing

1. In the fax list, select the fax.
Add text. Click the button, and then place the text
2. On the View menu, click Image.
box on the fax image. In the Annotation text box,
type the text. To change the size of the text, enter or 3. On the Fax menu, click Send as Email.
select the size in the pt box. 4. In the Send as Email dialog box, enter the information for
Place an image from a file. Click the button, and sending the fax.
browse to the folder that contains the image. l In the Send to box, enter the email address.
Place a stamp image from a file. Click the button, l In the Subject box, enter text that will appear in the “Notes”
and select the stamp. section of the fax cover sheet.

Delete the annotation. l In the Body box, enter text that will appear as the body of
the fax.

5. Click OK.
Sending a fax via email
You can attach a sent or received fax to a message and send it as an Printing faxes
email.
To print to a local printer
To attach a fax from the fax list 1. In the fax list, select the fax or faxes.
1. In the fax list, select the fax. 2. On the Fax menu, click Download, and select the file format to
2. On the Fax menu, click Send as Email. download.
3. After the file is downloaded, open the file and print it using
software on the local computer.

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Chapter 5: Viewing and handling sent and received faxes

To print to a server printer, if available 1. In the fax list, select the fax or faxes.
A server printer is a printer configured on the fax server for network 2. On the Fax menu, click Delete.
printing. The option to print to a server printer is only available if your
user account allows it. 3. Click Ok to confirm the deletion.

If your user account allows printing to a server printer, you can choose To delete all faxes in a folder
to print sent and received faxes automatically. To configure automatic
1. Click the folder.
printing, see Defining sending preferences on page 40 and Defining
receiving preferences on page 41. 2. In the left pane, click , and then click Delete Contents.
1. In the fax list, select the fax or faxes. 3. Click Ok to confirm the deletion.
2. On the Fax menu, click Server print if available.
To delete all files from Trash
3. In the Print dialog box, select a printer, select print options, and
1. Click the Trash folder.
then click Ok.
2. In the left pane, click , and then click Empty Trash.
Deleting faxes 3. Click Ok to confirm that you want to permanently delete the
Deleted faxes are deleted immediately or moved to the Trash folder. If contents of the Trash folder.
you use the Trash folder for deleted faxes, you can specify that it be
emptied when you exit FaxUtil Web. Combining or splitting faxes
To use the Trash folder for deleted faxes You can combine multiple faxes into a multi-page fax or split a multi-
1. Click Options. The Options page opens. page fax into multiple faxes.
2. On the Other tab, select the Send deleted faxes to Trash To combine multiple faxes and send in a single fax
folder check box. 1. In the fax list, select the faxes to combine.
3. If the Trash folder should be automatically emptied and the 2. On the Fax menu, click Combine.
faxes permanently deleted when you exit FaxUtil Web, select
3. As needed, in the Faxes to Combine list, select a fax you want
the Empty Trash folder on exit check box.
to move or delete, and then click one of the following :
4. Click OK.
l
or to move the selected fax up or down the list.
To delete a fax you are viewing
l
1. On the Fax menu, click Delete. to delete the selected fax.
2. Click Ok to confirm the deletion.
4. To choose the pages to include in the new fax, select a fax in
the Faxes to Combine list. Under Pages to Combine, click
To delete multiple faxes

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Chapter 5: Viewing and handling sent and received faxes

one of the following: 1. Click the Workflows folder, and the list of workflows appears in
l Click All pages to include all pages. the left pane.
l Click Page range, enter the page range of the first and last 2. Click the workflow, and the list of faxes for tagging appears in
page to include in the format n-n. the right pane. If a fax is locked by another RightFax user, then
the user ID appears in the Availability column.
5. Click Ok. 3. Double-click the fax to open it. The fax opens in the viewer and
6. On the New Fax page, enter the information for sending the is locked so that other users cannot open it.
fax. For instructions, see Completing the fax information on 4. The list of metadata appears in the right pane. Enter the
page 11. metadata in each field.
7. Click Send. a Metadata extracted from the faxed form appears
highlighted in yellow in the right pane. If data appears with
To split a fax into multiple faxes
the icon, then the data is a result of intelligent matching.
1. In the fax list select a multi-page fax, and then click Split.
Verify and make corrections to all of the extracted text
2. On the Fax menu, click Split. before submitting the workflow.
3. In the Split Fax dialog box, enter the page number or a page b If RightFax Intelligent Workflows are configured, then
range for each fax, separating the page ranges by a comma. when you are finished reviewing the extracted data, click
Example To split a fax that has 10 body pages into three faxes Save under Workflow Template.
with one, four, and five pages respectively, enter "1,4-5,6-10." You can edit the metadata from any previous workflow through
which the fax has flowed. If data fails validation, an error
4. To retain the original file in the mailbox after the split, select the message appears, and you cannot save or complete the
Keep original fax check box. workflow.
5. Click Ok. If the original fax was a received fax, the new faxes If your system administrator has not configured your user
appear in the fax mailbox as new received faxes. If the original account for entering metadata in the workflow, then the list of
fax was a sent fax, the new faxes appear in the fax list in the metadata will not appear in the right pane.
status information incomplete. To send the new faxes, see
Completing the fax information on page 11. 5. When the required data is entered, click one of the following
options if they appear:
If you wish to finish entering metadata at a later time, click
Entering metadata for a fax in a workflow l

Save and keep.

If you are responsible for entering metadata for a fax in a workflow,
l If you are finished entering metadata, click Complete
then one or more workflows appear in the Workflows folder.
workflow.
To enter metadata for a fax in a workflow

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Chapter 5: Viewing and handling sent and received faxes

l If you wish to remove the fax from the workflow, click

Remove fax from workflow. When the fax is removed Converting received faxes to text using OCR
from the workflow, any metadata that you have entered will
You can convert received fax images to text using optical character
be discarded.
recognition (OCR). The resulting text file is saved as an attachment of
l If you wish to divert the fax from the workflow, click the original fax. The OCR option is available if the OCR Module is in
Exception. The fax will be diverted to the exception use. Only images of printed text are converted.
workflow that is defined by your system administrator.
You also can have all received faxes automatically converted. See
6. To enter a comment that will appear in the history of the fax, Defining receiving preferences on page 41.
enter text in the Comment for fax history box. Comments are
To perform OCR on faxes
not available if you click Save and keep.
1. In the fax list, select one or more faxes.
7. Do one of the following:
l To save your entries, click Save. 2. On the Fax menu, click >OCR.

l To cancel your entries, click Revert. 3. In the OCR dialog box, select the file type and format for the
output files.
To view metadata for the faxes in workflows 4. For a single fax, click All pages to OCR all pages in the fax, or
1. Click Workspace. click Page range and then specify the range of pages to
convert to text.
2. In the Workspace dialog box, under Show Columns, select
the Workflows check box. In the workflow folders, a column for 5. Click OK.
each metadata value appears in the fax list with the label
WorkflowName:DataName.
Converting faxes to other file formats
If data fails validation, it appears with a light red background.
The file format for faxes is tagged image file format (TIFF). You can
If a fax was processed with RightFax Intelligent Workflows, convert faxes to other file formats and download them.
then captured data is shown with a light yellow background.
To convert and download faxes
This includes non-required fields for which no data was
captured. If no data was found by RightFax Intelligent 1. In the fax list, select one or more faxes.
Workflows for a required field, then the grid cell is empty and 2. On the Fax menu, click Download, and then click TIFF, PDF,
has a light red background. JPG, GIF, or PNG.
To search for specific metadata, see Searching the fax list 3. In the Download dialog box, click Download. The file will be
(simple) on page 19. downloaded. If you selected more than one file, a compressed
(zipped) folder will be downloaded.

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Chapter 5: Viewing and handling sent and received faxes

4. Complete the fax information. For more information, see

Adding sender information to a fax Completing the fax information on page 11.
You can add information about the sender to a received fax. 5. Click Ok. The fax appears in the fax list with the status Paper
To add sender information to a fax in the fax list Fax Record.
1. In the fax list, select the fax.
2. On the Fax menu, click Assign Sender Information.
Archiving faxes
Use this option to submit faxes for processing with the XML Generator
3. In the Assign Sender Information dialog box, enter the name,
Module, Vault Module, or Connector for IBM Filenet.
voice number, billing account, or billing matter.
The fax will be deleted from your mailbox and moved to a location
4. Click Ok.
specified for the XML Generator Module, Vault Module, or Connector
for IBM Filenet.
To add sender information to a fax that you are viewing
1. In the fax list, select the fax. If external processing is not enabled, the fax will not be submitted.

2. On the View menu, click Image. To submit faxes from the fax list for external processing
3. On the Fax menu, click Assign Sender Information. 1. Open the fax, or select the fax or faxes in the fax list.

4. In the Assign Sender Information dialog box, enter the name, 2. On the Fax menu, click External Processing.
voice number, billing account, or billing matter.
5. Click Ok.

Creating a record for a paper fax

If your organization requires that all faxes be recorded in the fax server
for reporting purposes, you can manually create a record of a fax that
was sent or received via paper fax machine.
To create a record for a paper fax
1. From your mailbox, on the Fax menu, click Record Paper Fax.
2. In the Paper Fax Properties dialog box, if you sent the fax,
click Sent. If you received the fax, click Received.
3. In the Number of pages box, enter the number of pages in the
fax.

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Chapter 6: Creating and using phonebooks

Chapter 6: Creating and using phonebooks

Depending on your user account configuration, you can store contact

information for fax recipients in a RightFax phonebook.

Creating a personal RightFax phonebook

Your RightFax phonebook can include entries for individual fax
recipients and groups of fax recipients.
To open your RightFax phonebook
l From your fax mailbox, click Phonebook. The Phonebook page
opens.

To create an individual entry

1. On the Phonebook page, on the New menu, click Phonebook
Entry. The Phonebook Entry dialog box opens.

2. In the ID box, type an ID for the entry.

3. Under To, enter addressing information for the recipient. For
help, see Completing the fax information on page 11.
4. Under Options, select any of the following check boxes:

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Chapter 6: Creating and using phonebooks

l Published. If selected, the entry will be available to other

RightFax users. If your RightFax account is not password-
protected, unpublished entries from your phonebook will be
accessible to other users.
l Read only. If selected, only you can edit the entry.
l Hidden on cover sheet CC list. If selected, the item will
not appear in the CC list on the cover sheet.

5. Under Accounting, enter billing codes to assign to all faxes

sent to this recipient.
6. Under Other, enter optional contact information, such as a
secondary fax number, voice numbers, and the recipient's fax
ID. In the Notes box, enter notes about the recipient.
7. Click Ok. The new entry appears in your phonebook list.
2. In the ID box, type an ID for the group.
To create a group entry 3. Under Available users and groups, select the users and
A group phonebook entry can consist of both individual and group groups to include in the group. To search for a user or group, in
entries. the search box, enter a full or partial user or group ID.
1. On the Phonebook page, on the New menu, click Phonebook 4. Click Add. The users and groups are added to the Current
Group. The Phonebook Group dialog box opens. group members list. To remove an entry from the list, select
the entry, and then click .
5. Select any of the following check boxes to specify who can view
and edit this group phonebook entry.
l Published. If selected, the entry will be available to other
RightFax users. If your RightFax account is not password-
protected, unpublished entries from your phonebook will be
accessible to other users.
l Read only. If selected, only you can edit the entry.

6. Click Ok. The group appears in your phonebook list.

To print phonebook entries

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Chapter 6: Creating and using phonebooks

l Export the phonebook to a text file, and then print the file. See Field Max Description
Exporting phonebook entries on the next page. name length
ID 17 A unique ID used only to reference the phonebook entry. It
Importing phonebook entries from a text file never appears on the fax.
If your user account permission allows creating and editing Name 59 The recipient’s name as it will appear on the fax cover sheet.
phonebooks, you can import entries into your personal phonebook Company 59 The recipient’s company name as it will appear on the fax
from a specially formatted text file. cover sheet.

Creating a text file to import Address 59 The recipient’s address as it will appear on the fax cover
sheet.
The import file can be generated by an external source such as a
contact database manager, exported from another RightFax CityState 59 The recipient’s city and state as they will appear on the fax
phonebook, or generated by the RightFax PhnPrint administrative cover sheet.
utility. For information about PhnPrint, see the RightFax Fax1 31 The recipient’s primary fax number. This is used when dialing
Administrative Utilities Guide. the fax destination and may appear on the fax cover sheet.
The file to import must be a comma-, tab-, or space-delimited ASCII Fax2 31 The recipient’s alternate fax number. This is used when
text file where: dialing the fax destination and may appear on the fax cover
sheet.
l The first line is made up of the RightFax field names shown in the
table below. When exporting from an existing source, map each Voice1 31 The recipient’s primary voice number as it will appear on the
field name to the corresponding RightFax name. fax cover sheet.
l Each phonebook record is separated from the next by a line break. Voice2 31 The recipient’s alternate voice number as it will appear on the
fax cover sheet.
l Each field is separated from the next by a comma, tab, or space,
depending on the selected format. FaxID The recipient's fax ID.
l The field values in each record appear in the same order as the BillCode1 17 A code associated with the recipient used for billing or
corresponding field names on the first line. tracking purposes. It never appears on the fax.
l Each blank field value appears as a single space surrounded by BillCode2 17 An additional code associated with the recipient used for
quotation marks (" "). billing or tracking purposes. It never appears on the fax.

l If quotation marks are used to surround any field name or field Notes 128 Any additional information about the recipient. This will not
value, they must be used for all fields in the file. appear on the fax and is for your information only.

Example The following shows the first three lines and first three fields
The following table lists each of the valid phonebook entry fields. of an import file. Instead of (...), a usable import file would include all
field names listed in the table and field values for each. For an

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Chapter 6: Creating and using phonebooks

example of a blank field value, see the value for Company in the 5. Under Field Delimiter, select whether the fields within the
second record. import file are separated by comma, tab, or space.
"ID","Name","Company",(...) 6. Under Duplicate ID Handling, specify the action to take when
a duplicate ID is encountered:
"Jan","Jan Smith","First Company",(...)
l Replace the existing entry. Imports the entry and
"Reddy","Reddy Patel"," ",(...) replaces the existing entry.

Importing entries from a text file l Generate unique IDs. Imports the entry and assigns a
unique ID.
1. Create the text file as described in Creating a text file to import
on the previous page. l Skip. The duplicate entry is not imported; it is skipped.

2. In your fax mailbox, click Phonebook. The Phonebook page 7. Under Options, select any of the following check boxes:
opens. l Quotes around fields. Select this check box if the entries
3. On the File menu, click Import. The Import Phonebook dialog in the import file include quotes around each field.
box opens. l Publish imported entries. Select this check box to make
the imported phonebook entries available to the other users
in the system.
l First line of import file contains column headers. Select
this check box if the first line of the import file contains
column headers.

8. Click Ok.

Exporting phonebook entries

You can export your RightFax phonebook to a text file.
To export the phonebook
1. In your fax mailbox, click Phonebook. The Phonebook page
opens.
2. On the File menu, click Export. The Export Phonebook
4. Click File. In Windows Explorer, enter the path and file name of dialog box opens.
the text file to import, or browse to it.

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Chapter 6: Creating and using phonebooks

3. Under Field Delimiter, select the delimiter to use to separate

fields within phonebook entries, Comma, Tab, or Space.
4. To include phonebook groups as separate entries in the file,
select the Export groups check box. The text file shows
groups at the bottom of the file, and the IDs of the users in each
group are listed.
5. Click Ok.

Customizing the columns in the phonebook

You can remove or add columns in the phonebook.
To add or remove columns
1. Click View, and the View dialog box opens.
2. Under Show Columns, you have the following options:
l To remove a column, clear the check box for the column.
l To add a column, select the check box for the column.
l To restore the default view, click Reset Columns.

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Chapter 7: Creating library documents

Chapter 7: Creating library documents

Library documents are frequently faxed documents that are stored in

fax format on the fax server for easy access.
You can create library documents if your user profile includes that
permission. For more information, see the RightFax Administrator
Guide.

Creating a library document

1. Create the document in a word processor or other application
and fax it to yourself. You also can use a received fax.
2. In your fax mailbox, select the fax in the list.
3. On the Fax menu, click Add to Library. The Add to Library
dialog box opens.

4. In the Document ID box, enter a unique name to identify the

library document. If the library document will be available via
the web client applications or Fax-on-Demand, assign a
numeric document ID.
5. In the Description box, enter a description.

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Chapter 7: Creating library documents

6. You have the following options for publishing the library

document.
l To make the library document available to RightFax users
on the local RightFax server, select Accessible locally.
l To make the library document available to RightFax users
via the RightFax web client applications, select Accessible
via Web.
l To make the library document available via Fax-on-
Demand, select Accessible via FOD. To include this
document in the Fax-on-Demand catalog of available faxes,
select Include in FOD catalog.

7. To specify a date when the library document will be available to

users, select the Activation date check box. Enter the date
when the library document will become available.
8. To specify a date when the library document will expire, select
the Expiration date check box. Enter the date when the library
document will become unavailable.
9. Click Ok.

To delete a library document

To delete a library document, see the RightFax Administrator Guide.

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Chapter 8: Creating overlay forms

Chapter 8: Creating overlay forms

Overlay forms are fax image files that RightFax can superimpose over
outgoing faxes to give them the appearance of having been printed on
the form prior to faxing. Typically they are replicas of documents that
your organization uses such as the company letterhead.
New form files are created from your mailbox in FaxUtil or FaxUtil Web
and managed in Enterprise Fax Manager or Web Admin.
You can create overlay forms if your user profile includes that
permission. For more information, see the RightFax Administrator
Guide.

Creating an overlay form

1. Create the document in a word processor or other application
and fax it to yourself. You also can use a received fax.
2. In your fax mailbox, select the fax in the list.
3. On the Fax menu, click Add to Forms. The Add to Forms
dialog box opens.

4. In the Form ID box, enter a unique name to identify the form.

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Chapter 8: Creating overlay forms

5. In the Description box, enter a description of the form.

6. In the Starting page box, enter the first page after the cover
sheet to which to apply the form. If you enter 1, the form will
appear on the first body page. Page numbers are absolute. If
you set the start page to 3 and a document only has two pages,
none of the pages will include the form.
7. In the Number of pages box, enter the number of pages to
which to apply the form.
8. To overlay each page of the fax with the form, select the
Overlay on all pages check box.
9. If you are creating an overlay form from a received fax, you
have the following options for the transmit terminal information
(TTI) line.
l To remove the TTI line so that it doesn't appear on the
overlay form, select Erase TTI lines.
l To remove the TTI line so that it doesn't appear on the
overlay form and adjust the size of the overlay form to fit the
size of the faxed page, select Cut TTI lines. In the Adjust
to paper size list, select the page size.
10. To restrict the form to specific users or groups of users, select
the option Available to this user or Available to this group.
Select the users or groups from the lists.
11. Click Ok. The new overlay form will be immediately available
for use on outgoing faxes.

To delete a form
To delete a form, see the RightFax Administrator Guide.

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Chapter 9: Defining mailbox preferences

Chapter 9: Defining mailbox preferences

Mailbox preferences are unique to the RightFax server where you are
logged in. If you connect to a different server, you must define mailbox
preferences for that server.
To define mailbox preferences
l In your fax mailbox, click Options, and make your selections on
the Sending, Receiving, Notification, User, and Other tabs, and
then click Save.

Defining sending preferences

On the Sending tab, you can change default settings for faxes you
send. The permissions in your user profile determine if you can
change these settings.

To define default send options

1. Under Send Defaults select any of the following check boxes:
l Hold for preview. Faxes you send will be held so that you
can preview them before you choose to send them.
l Use smart resume. If a fax fails during transmission, then
the fax server will resend only the portion of the fax that
failed to send.

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Chapter 9: Defining mailbox preferences

l Include cover sheet. If available, you can select a cover 3. Under Content, select the check box for each part of the fax to
sheet file. print: History, Cover Sheet, and Body Pages. If printing the
l Prepopulate destination information on forward. If you fax history, you can include a small image of the first page.
forward a fax that you previously sent, the destination Select the Include thumbnail of first page check box.
information will be copied to the fax you are forwarding. You Alternatively, to include a small image of the second page of
can change the information as needed. the fax, select the Skip cover sheet check box.
l Create PDF image for email. If you send a fax to an email 4. Under Conditions, select the condition of faxes to print:
address, a PDF will be sent instead of a TIFF file. These l Success. Print faxes that are successfully sent.
PDF images are black and white and cannot be edited. l Failure. Print faxes that failed to send.
2. In the Automatically delete list, select if and when to l All. Print both successfully sent faxes and faxes that failed
automatically delete faxes: Never, Only if Successfully Sent, to send.
or All Faxes (successful and unsuccessful).
3. In the Priority list, select the default priority for sending the fax:
Normal, Low, or High. The high priority option is only available
Defining receiving preferences
if your user profile includes the appropriate permission. On the Receiving tab, you can define automatic processes for faxes
you receive. The permissions in your user profile determine if you can
4. In the Conversion bias list, you can select one of the following
change these settings.
options:
l Use Server Default. Use the conversion bias that is set on
the fax server.
l None (do not optimize).
l Optimize for Images. Optimize for graphical fidelity.
l Optimize for Text. Optimize for legibility of text.
l High Contrast. Optimize for both images and text.

To define automatic printing of sent faxes

If enabled for your user account, you can set up automatic printing for
faxes you send.
1. Under Automatic Printing, select the Automatically print
sent faxes check box.
2. In the Printer list, select the printer. To automatically forward to a user

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Chapter 9: Defining mailbox preferences

1. Click Forward received faxes to users. 3. In the Output Type and Format lists, select the file type and
format for the output files.
2. Search for a user or group. In the None selected box, enter a
full or partial user ID, and then select one or more users in the
list. Defining notification preferences
The settings on the Notification tab determine when you will be
To automatically forward to a group of users
notified about sent and received faxes. Typically, fax notifications are
1. To forward to a group of users, click Forward received faxes sent to you via email although the fax administrator may have created
to group. a custom notification system for your organization.
2. Search for a user or group. In the None selected box, enter a
full or partial group ID, and then select one or more users in the
list.

To automatically forward to a fax number

1. To forward to a fax number, click Forward received faxes to
fax number.
2. In the text box, type the fax number.

To not forward received faxes

l Click Do not forward received faxes.

To automatically print received faxes

1. Under Automatic Printing, select the Automatically print
received faxes check box. To set preferences for sent faxes
2. Click Set Print Options. 1. Under Sent Fax Notifications, select the check boxes next to
3. In the Print dialog box, select the printer and any additional the sending events about which you want to be notified.
print settings. 2. In the During transmission list, select if or when you want to
receive notifications about sent faxes in transmission: Never,
To automatically convert received faxes to text Once Only, or Periodically.
1. Under Automatic OCR, select the Automatically 3. In the Incomplete faxes list, select if or when you want to
OCR received faxes check box. receive notifications about incomplete faxes: Never, Once
2. Click Set OCR Options. Only, or Periodically

To set preferences for received faxes

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Chapter 9: Defining mailbox preferences

l Under Received Fax Notifications, in the Received Faxes list,

select if or when you want to receive notifications about received
faxes: Never, Once Only - When initially received, or
Periodically - While fax has not been viewed or printed.

To send notifications of your received faxes to another user

1. Under Alternate User Notifications, select the Notify an
alternate user check box.
2. Under User to notify, enter a full or partial user name or
RightFax user ID, and select the user. To also notify the user of
sent faxes, select the Include sent fax notifications check
box.

indicates if a user account is disabled, if it is

unprotected.

To control Smart Fax Distribution

Changing your user information You may be a member of a group of users that all receive the same
On the User tab, you can enter information that is unique to you. fax. This is known as Smart Fax Distribution.
l If you don't wish to receive distributed faxes, under General select
Refuse distributions. This option is available if you have the
appropriate user permission.

To add a profile picture

Users with permission can upload a profile picture so that it appears in
the header of RightFax applications. Your user group permissions
determine if you can upload a profile picture. When a profile picture
has not been uploaded, then the default image is the first two letters of
the user name. In this case, administrator user names appear with a
red background, and non-administrator user names appear with a
blue background.

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Chapter 9: Defining mailbox preferences

1. Using a graphics program, create a .gif, .jpeg, .jpg, or .png

image. The maximum file size is 1 MB. Defining general program preferences
2. Under General, under Profile Picture, click Change. On the Other tab, you can select default program preferences.

3. In the Edit Profile Picture dialog box, select the image file,
and then click Open.
4. In the Select image area box, select the area of the image that
will be used for the profile picture.
5. Click OK. To change the image after it is saved, you must
upload a new image.

To add a personal stamp file

Images that are frequently used in faxes can be saved so that you can
place the images in faxes to personalize them. These are known as
stamps. Administrators can create a library of stamps, and personal
stamps can be created by or for users. Each user can have one
personal stamp. Personal stamps are not included in the system
library of stamp images.
1. Using a graphics program, create a .gif, .tiff, .jpg, .png, or .bmp
image. The maximum file size is 1 MB.
2. Under General, under Personal Stamp, click Change. The To set miscellaneous program options
Edit Personal Stamp dialog box opens. l Under Application Options, select the check boxes for the
3. In the Description box, enter or change the description of the options you want to activate:
stamp. l Enable automatic fax list updates. Select this check box for
4. In the Edit Personal Stamp dialog box, select the image file, the client application to automatically check the fax server for
and then click Open. new faxes. To change the interval for refreshing the fax list,
enter the number of seconds.
5. In the Edit Personal Stamp dialog box , click OK.
l Send deleted faxes to Trash folder. Use the Trash folder as
To change your cover sheet information a temporary storage for deleted faxes. This means that you can
restore a file after deleting it by moving it from Trash to another
l Under From, as needed, enter the contact information that you
folder.
wish to appear on your fax cover sheets. When you send a fax
later, you can edit this information on the cover sheet.

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Chapter 9: Defining mailbox preferences

l Empty Trash folder on exit. When you exit the application, Optical character recognition (OCR) can provide the full text of the fax
files in the Trash folder will be permanently deleted. if the OCR Module is in use.
l Use RightFax phonebook. When you create a fax, the entries 1. Under Application Options, click Set OCR Options.
in the RightFax phonebook will be available. You can then 2. In the OCR dialog box, select the file type and format of the
select a destination from the phonebook for a fax you are output files.
sending.
3. Click OK.
l Allow delegate duplicates in user list. A user for whom you
are a delegate will appear multiple times in lists of users if the To make additional phonebooks available
user is also a member of a group or groups for which you are a
1. Under Additional User Phonebooks, for each phonebook
delegate.
you want to add, in the User box, enter a full or partial user ID,
and then select one or more users in the list.
To set the cheap rates time 2. In the Password box, type the password.
It may cost less to send faxes during certain hours of the day. This is
known as the cheap rates time.
Disabling animations
l Under Application Options, in the Cheap time box, enter the
Animations and transitions in web applications can interfere with
time.
performance and accessibility.

To set the default magnification for viewing faxes l On the <username> menu, select the Disable animations check
You can set the fax viewer to open faxes at your preferred box.
magnification.
l Under Application Options, in the Viewer zoom box, select the
magnification level.

To set default options for printing

1. Under Application Options, click Set Print Options.
2. In the Print dialog box, in the Printer list select the printer to
use as the default.
3. Define any additional print settings, and then click OK.

To set default options for optical character recognition

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Chapter 10: Giving other users delegate access

Chapter 10: Giving other users delegate access

You can give other users on the network delegate access to your fax 7. Click Ok.
mailbox so that they can send or respond to faxes on your behalf. User
permissions determine whether you can assign delegates and To create a new custom delegate role
whether you can delegate to individual users or also to groups. When 1. From your mailbox, click Delegates. The Delegates page
assigning delegates, you can assign delegate permissions from opens.
existing roles or define and save custom roles. Custom roles that you
2. On the Custom Roles menu, click New. The New Custom
create are not shared with other users.
Role dialog box opens. If a delegate was selected on the
To assign delegates Delegates page, the properties of the delegate's role will
1. From your mailbox, click Delegates. The Delegates page appear.
opens. 3. In the Custom role ID box, type an ID for the role.
2. Click New. The New Delegate dialog box opens. 4. To create the new custom role from an existing role, in the
3. Under User or group, select the users and groups to assign Based on role list, click the role.
delegate permissions. To search for a user or group, in the 5. In the list of permissions, select and clear access options.
search box, enter a full or partial user or group ID. Matching IDs
6. Click Ok. The role appears in the Role list.
will appear in the list.
4. In the Role list, select a role. To define a role from the list of To delete a custom delegate role
permissions, select None.
If you delete a custom role, delegates that have been previously
5. In the list of permissions, select and clear access options as assigned the custom role will retain the permissions of the custom
needed. role.
6. To save the selected permissions so that they can be quickly 1. From your mailbox, click Delegates. The Delegates page
applied to other delegates as a new role: opens.
l Select Save these permissions as a custom role. 2. On the Custom Roles menu, click Delete. The Delete
l In the Custom role ID box, type an ID for the role.

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Chapter 10: Giving other users delegate access

Custom Role dialog box opens. Can move faxes. x x --

3. In the Custom role ID box, select the role and then click Ok.
Can route faxes. x x --
Can route faxes x x --
Default delegate permissions by role
Can annotate faxes with personal stamp x x --
Read permissions
Delete permissions
Owner Editor Reviewer
Can view faxes. x x x Owner Editor Reviewer

Can view first page of received faxes. x x x Can delete faxes. x -- --

Can print faxes. x x x Can delete folders. x -- --

Can view fax history. x x x Can delete phone items. x -- --

Can browse all folders. x x x Miscellaneous permissions

Can use phone entries. x x x Owner Editor Reviewer
Can export images. x x x Can approve faxes. x x --
Can mail images. x x x Can modify user options. x -- --
Write permissions Can modify delegates. x -- --

Owner Editor Reviewer Can toggle refuse fax distributions. x x --

Can create faxes. x x -- Requires fax approval. This permission does not -- -- --
apply to faxes that the user creates, including
Can edit faxes. x x -- faxes that the user creates as a delegate on
Can update fax status. x x -- behalf of another user.
Can forward faxes. x x --
Can OCR faxes. x x --
Can create folders x x --
Can rename folders. x x --
Can create phone items. x x --
Can edit phone items. x x --
Can annotate faxes. x x --

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Appendix A: Fax status and error messages

Appendix A: Fax status and error messages

The following list describes the fax status and error messages. Bad FCS Information
A new fax has arrived for [UserID] from remote ID: Incorrect information was entered on the cover sheet.
[RemoteID] Bad Formtype
Another user has designated you to be their alternate for notification
You have specified an overlay form that does not exist or is corrupt.
and they have received a new fax.
Bad Phone Number
A new fax has arrived for [UserID] which hasn't been viewed
You entered an incorrect or nonexistent fax phone number.
or printed
A member of the group for which you are the fax administrator or Bad Signature Code
alternate administrator has received a fax and has not viewed or The code that identifies the signature file is not recognized, because it
printed it within one hour of receipt. is corrupt or it does not exist.
A new fax has arrived from remote ID: [RemoteID] Call answered before one full ring
You have received a new fax. You will continue to be notified for one The fax server did not receive a normal-length ringback signal from
hour (or other period specified by the administrator). If you do not view the phone service provider.
or print the fax, your group's administrator will be notified. If he or she
Carrier not detected
does not print the fax, your group's alternate administrator will be
The fax server did not detect a dial tone when it tried to dial out.
notified.
An outgoing fax is ready for previewing Command time exceeded
There are timing-related errors, possibly when the fax card waits for or
The fax that you requested to be held for preview has been processed
sends a command (T30 protocol handshaking commands) and
by the fax server and is waiting in your mailbox. You must release it to
doesn't get a response within a given period or time.
start the sending process.
Answer tone detected Command time too short
There are timing-related errors, possibly when the fax card waits for or
The fax server could not connect with the remote (receiving) fax
sends a command (T30 protocol handshaking commands) and
machine due to communication errors between the receiving fax
doesn't get a response within a given period of time.
machine and the fax server.

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Appendix A: Fax status and error messages

Command timeout FCS Create Failed

There are timing-related errors, possibly when the fax card waits for or The cover sheet of the fax could not be created due to a corrupt or
sends a command (T30 protocol handshaking commands) and incompatible cover sheet.
doesn't get a response within a given period of time.
Function not implemented
Communications-line failure An operation was attempted that is not currently supported by the fax
The fax card was unable to make a valid connection with the remote card software.
(receiving) fax machine.
G2 Fax Machine
Conversion Failed You have attempted to send a fax to a Group II machine, rather than a
The fax server was unable to convert the document to Group III Group III machine.
format.
Held for Preview
Dial failure or no dial tone The fax is held for your preview before it will be sent. You must release
The fax server cannot detect a dial tone, because there is a problem the fax to start the sending process.
with the phone line or the fax card is configured incorrectly.
Human Answered
Duplicate The fax server detected an unknown sound after it dialed the fax
The fax is a duplicate. It has been forwarded to you by another user. number. The unknown sound could be a human voice, a recording, or
line noise.
Equipment busy tone detected
The phone line of the remote (receiving) fax machine is busy. Illegal line number
You have attempted to send a fax on a fax channel that does not exist.
Fax Discarded
The fax server threw the fax away. Contact your administrator. Illegal option in call
This error could occur if an invalid parameter is given for one of
Fax number busy
several different commands, including LOG, DEBUG, XFER, and
The fax server has tried to send the fax the required number of times,
SEND.
and each time the phone number was busy. The default value is 5
tries. Illegal parameter value
This error could occur if an invalid parameter is given for one of
Fax to [Name] abandoned, too many retries
several different commands, including: LOG, DEBUG, XFER, and
The fax server will try to successfully send the fax a specified number
SEND.
of times (determined by the administrator) then quit trying. The default
value is 5 tries. Illegal Sig. Use
You have included a signature file in the fax that you are not
Fax to [Name], [Error]
authorized to use.
The outgoing fax encountered the error listed. (See the error listed for
more information.)

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Appendix A: Fax status and error messages

Imaging error encountered, fax abandoned Loop current not detected

The fax server was unable to convert the document to Group III format The fax card was looking for LOOP CURRENT before it attempted to
for transmission, and so it quit trying. dial the fax number but didn't find any.
In Conversion Network congestion detected
The fax server is converting the document to fax format for The network may be running inefficiently and causing traffic, or an
transmission. invalid fax number may have been dialed.
In Validation Network high and dry (no ring)
The signature or billing codes in the fax are being validated against the The fax card does not detect any type of telephone interface available.
fax database. This is a very serious error; contact your fax administrator
immediately.
Info Not Complete
Some of the required sending information is missing from the fax. No Answer at Fax #
The fax machine at the receiving end didn't answer, or a wrong
Initial Processing
number was dialed.
The fax server is checking the document for embedded codes and
calculating the number of pages in the fax. No answer tone detected
The phone is ringing at the destination, but the fax machine is not
Invalid Billing Code
answering within the specified time. This is especially prevalent in
You have entered a billing code that is incorrect or does not exist.
international calling when it can take up to a minute to connect to the
Invalid Embedded Code remote (receiving) fstation.
You have included a misspelled, incomplete, or nonexistent Non-G3 Modem Detected
embedded code in the fax.
The fax server has detected a non-Group III fax modem on the remote
Line in Use (receiving) fax machine and cannot communicate with it.
The fax server was not able to send the fax, because there were no OCR error
outgoing phone lines available.
An error occurred while a document was being sent to or in processing
Loop current detected by the OCR Module.
When the fax server attempts to go off-hook to send the fax, it finds OCR in process
that the phone is already off-hook. This can occur when two devices
The fax has been queued and is being processed for optical character
are sharing a phone line and attempt to use it at the same time. It
recognition (OCR) by the OCR Module.
might also be a fax card configuration error.
OK
Loop current failed
The fax server has successfully sent the fax over the phone lines. This
The fax card detected current on the line, but it did not detect a valid
does not guarantee successful receipt of the fax at its destination.
value for LOOP CURRENT.

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Appendix A: Fax status and error messages

One of your outgoing faxes needs attention Queued for Printing

Some of the required sending information is missing from the fax. The fax has been queued and is waiting to be printed.
P2 was not detected at the end of training Ringback signal detected
There is a performance problem with the fax server and the number of A ringback signal was detected when it should not have been. This
fax cards that it contains. may be due to interrupting a call in process on a shared line or could
be caused by noise on a T1 phone line.
Paper Fax Record
For the fax history record, the fax was manually recorded as sent or Ringback, but no answer tone
received on a conventional fax machine. The phone rang at the destination, but it was never answered. This
might be because the receiving fax machine is off-line or unable to
Phone Line Problems
receive faxes.
There is a problem with the phone lines at the fax server.
Ringback, then busy condition
Poor Quality
The fax number that was dialed went off-hook and then went on-hook
There was too much line noise for the fax to be transmitted correctly.
very quickly, generating a fast busy signal.
The fax may have been sent, but it may be difficult to read.
Scheduled for Send
Printing
The fax was successfully converted to fax format and is now being
The fax is printing.
sent to the fax server to await sending. If you specified a date and time
Printing Error to send the fax, the fax server will wait to send it then.
An error occurred while the fax was printing. Scheduling Failed
Protocol reject message The fax was converted correctly, but it couldn't be correctly queued to
This is a generic protocol error code that could have several be sent.
meanings. In general, the fax card in the fax server is having difficulty Sending
communicating with the remote (receiving) fax machine, because it
The fax server is transmitting the fax.
isn't getting the signals it expected.
Sending fax to [Name] at [FaxNumber]
Protocol timeout
The fax is being sent to the name and fax number specified.
This is a generic protocol error code that could have several
meanings. In general, the fax card in the fax server is having difficulty Sig Needs Authorization
communicating with the remote fax machine, because it isn't getting You must be authorized to use the signature file that is included in the
the signals it expected in the appropriate time frame. fax.
Queued for OCR Training Algorithm detected FSK
The fax has been queued and is waiting for the OCR Module to There is a performance problem with the fax server and the number of
convert it using optical character recognition (OCR). fax cards it contains.

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Appendix A: Fax status and error messages

Training Algorithm found on PN

There is a performance problem with the fax server and the number of
fax cards it contains.
Tx/Rx Error
The receiving fax machine was experiencing difficulties or excessive
line noise.
Unknown Error
Undetermined error.
Unknown Error Code
Error condition is not known.
Unknown Status Code
An unknown status code has been returned to the fax server from the
fax card.
Voice response to call
The fax server detected a sound that it didn't expect after it dialed the
fax number. The sound could be a human voice, a recording, or line
noise.
Waiting for Conversion
The fax server is busy with another process and has queued the fax to
be converted.
Waiting to be Sent
The fax is waiting to be scheduled for faxing.
Your fax has been successfully sent to [Name] at [FaxNumber]
The fax was successfully sent over the phone lines. This does not
guarantee successful receipt of the fax at its destination.
Your outgoing fax contains an invalid billing code
You have either not entered a required billing code or entered one that
does not exist.

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Appendix B: RightFax embedded codes

Appendix B: RightFax embedded codes

Embedded codes are faxing instructions that you insert into fax-bound l Embedded codes can require no parameter <CODE>, have
documents. You can use them to address faxes, include fax cover one parameter <CODE:parameter>, orhave multiple
sheet information, attach library documents, add billing information, parameters <CODE:parameter,parameter,parameter>.
insert your signature, and more. These are not the same as the codes l Every embedded code string (angle brackets, code, and
you can insert on fax cover sheets.
parameters) in your document must be formatted using a native
When the RightFax server converts the document to fax form, it uses printer font. Only native printer fonts are stored in their original
the instructions contained in the embedded codes and then strips the text format in the PCL file from which the fax is generated. All
codes from the document. other fonts are converted to graphic images.
Example <TOFAXNUM:555-1212> The embedded code l Incorrectly typed or formatted codes will be ignored and will
TOFAXNUM instructs the RightFax server to send the fax to the appear in the fax as text. Examples include mistyped codes,
destination fax number 555-1212. missing angle brackets, or code strings in a font that is not a
native printer font.
Example <TOFAXNUM:{MERGEFIELD FaxNumber}> Together with
mail merge from Microsoft Word, the embedded code TOFAXNUM l Code statements that wrap to a second line will be ignored and
instructs the RightFax server to send the fax to the numbers included will appear in the fax as text.
in the FaxNumber field of a data source.

Important If you send faxes via an SMTP gateway and use Note In very large documents that use embedded codes, the pre-
embedded codes, you must select the Use PCL converter for text scanning process can cause the fax server to appear unresponsive.
files option in your email configuration. You can specify the maximum length of time for embedded code
processing by editing the Windows registry
To add embedded codes to a document PrescanTimeoutSeconds value.
l Anywhere in a document that accepts text characters, type the
code along with any required parameters between angle brackets ADDDOC
(<CODE:parameter>), observing the following guidelines:
Adds a file to the end of the fax. The specified file is not deleted after
conversion. To append multiple files to a document, add the ADDDOC

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Appendix B: RightFax embedded codes

code multiple times. The files will be appended in the sequence in

which the codes appear in the document. ADDDOC4
Replaces the document that contains it with the specified file. The
Format <ADDDOC:file>
original file is retained.
Max field length N/A
Format <ADDDOC4:file>
Example <adddoc:\\server8\sys\bin\xyz.tif>
Max field length N/A
To add an ADDDOC, ADDDOC2, ADDDOC3, or ADDDOC4
Example <adddoc4:\\server8\sys\bin\xyz.tif>
code
Specify the file path (\\ComputerName\Folder\filename.extension).
l
*ATDATE
For a list of supported formats, see File formats that convert to fax
format on page 64. Schedules to send the fax on a specific date.

Verify that RightFax has access privileges to the file. If the By default the current time on the specified day is used as the send
attachment is located on a client machine, verify that the client time. For example, if a fax is sent to the queue at 3:30 p.m. and it
directory allows sharing so that the server can access the remote contains <ATDATE:+1> and no ATTIME code, it will be scheduled to
file. send at 3:30 p.m. the next day.

Format <ATDATE:date>
ADDDOC2 Max field length 10 characters
Replaces the document that contains it with the specified file. The Example <ATDATE:+2>
original file will be deleted. <ATDATE:9-15-15>
Format <ADDDOC2:file> To enter a date relative to the current date
Max field length N/A l Enter +n, where n is the number of days after the current date. For
Examples <adddoc2:\\server8\sys\bin\123.tif> example, to schedule the fax to send a week after the current day,
enter +7.
ADDDOC3
To enter an absolute date
Adds a file to the end of the fax. The original file will be deleted.
l Enter a specific date using one of the following formats:
Format <ADDDOC3:file> MM/DD/YY, MM-DD-YY, or MM-DD-YYYY.
Max field length N/A
Examples <adddoc3:\\server8\sys\bin\xyz.tif> *ATTIME
Schedules to send the fax at a specific time.

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Appendix B: RightFax embedded codes

The fax will become eligible for scheduling within 15 minutes of the
specified time. Specifying a time between the current time and *BILLINFO2
midnight will schedule the fax to send the same day. Specifying a time Assigns the second billing code to the fax.
earlier than the current time will schedule the fax the next day.
Embedded billing codes must comply with any billing code verification
Format <ATTIME:time> rules set up on the RightFax server.
Max field length 9 characters Format <BILLINFO2:code>
Example <ATTIME:+2> Max field length 15 characters
<ATTIME:10:00p>
Example <BILLINFO2:5555>
To enter a time relative to the current time
Do one of the following: BREAK
l Enter +n, where n is the number of hours after the current time. Note Do not use a PostScript driver when using the <BREAK>
l Enter +n.n, where the first n is either 0 or the number of hours, and code. Use a PCL driver instead.
the n after the decimal point is a number 1-9 for the number of six
Breaks a single fax document into multiple faxes with multiple
minute increments.
recipients.

To enter an absolute time The break occurs at the point where the code is encountered. Each
separate fax in the document must contain its own fax recipient
l Enter the time as hhmm or hh:mm in either 12-hour or 24-hour information using the <TONAME> and <TOFAXNUM> embedded
format. To indicate A.M and P.M for 12-hour format, append a or p codes.
after the time.
Format <BREAK>
*BILLINFO1 Max field length N/A
Assigns the first billing code to the fax. Example <BREAK>

Embedded billing codes must comply with any billing code verification When the fax server encounters the <BREAK> embedded code, it
rules set up on the RightFax server. automatically flushes any existing print formatting information that was
contained in the file’s print header.
Format <BILLINFO1:code>
Note Therefore, use the <BREAK> code only within ASCII print
Max field length 15 characters
stream files that do not have print headers associated with them
Example <BILLINFO1:4444>

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Appendix B: RightFax embedded codes

Format <COMPLETEEVENT>
BROADCAST
Max field length N/A
Specifies that the fax is a fax broadcast to increase the speed at which
Example <COMPLETEEVENT>
the broadcast is sent. Unnecessary server processes are decreased
or eliminated, including polling for and returning of status information,
requests for notifications, and automatic printing of faxes. Printing of *CONVERSION_BIAS
failed faxes is not effected by this embedded code. Overrides the default conversion bias set for the server.
Format <BROADCAST> Enter the word or just the number for the option:
Max field length N/A l none or 1 to not optimize the conversion.
Example <BROADCAST> l images or 2 to optimize for graphical fidelity.
l text or 3 to optimize for legibility of text.
*CHANNEL l highcontrast or 4 to optimize for both text and images.
Sends the fax on the specified channel of the fax board.
This can be useful if your organization sends priority faxes or fax Format <CONVERSION_BIAS:bias>
broadcasts on specific channels.
Max field length N/A
Format <CHANNEL:channel#> Examples <CONVERSION_BIAS:TEXT>
Max field length N/A
Example <CHANNEL:3> *COVER
Listed in RightFax DocTransport as Channel #2 Generates a RightFax cover sheet for the fax. If the user account
sending the fax is configured to automatically generate a cover sheet,
To specify the fax channel number only one cover sheet will be generated.
l Increment the channel number found in RightFax DocTransport by
The default cover sheet file will be used unless an FCSFILE
1. (A value of 0 would indicate that any available channel can be
embedded code specifies a different cover sheet file.
used.)
Format <COVER>
COMPLETEEVENT Max field length N/A
Generates completion events that can be used by the RightFax API. Example <COVER>
This is useful if you write code to send the status of the fax to a user, to
a database, or to a host application.

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Appendix B: RightFax embedded codes

*DELETE DELETELASTPAGE
Deletes the fax from the user’s mailbox after it has been successfully Deletes the last page of the fax, for example if you include all
sent, overriding the default RightFax auto-delete setting. embedded codes on the last page and do not want this page sent.

Format <DELETE> This code is typically used when it is easier to add a page to the end of
a document than to insert production embedded codes into the print
Max field length N/A stream coming from the host.
Example <DELETE>
Format <DELETELASTPAGE>
*DELETEALL Max field length N/A

Deletes the fax from the user's mailbox after it has been sent or Example <DELETELASTPAGE>
sending has been attempted. It overrides the default RightFax auto-
delete setting. *FCSFILE
Format <DELETEALL> Uses the specified file as the RightFax-generated cover sheet.

Max field length N/A The cover sheet file must exist in the RightFax\FCS folder on the
RightFax server and must end with the extension .pcl. Do not specify a
Example <DELETEALL>
directory path.

DELETEFIRSTPAGE Format <FCSFILE:filename>

Removes the first page of the fax. Max field length 12 characters

Deletes the first page of the fax, for example if you include all Example <FCSFILE:MYCOVER1.PCL>
embedded codes on the first page and do not want this page sent.
This code is typically used when it is easier to add a page of
FORMTYPE
embedded codes to the front of a document than to insert production Overlays the fax onto the specified RightFax form.
embedded codes into the print stream coming from the host.
Format <FORMTYPE:formID>
Format <DELETEFIRSTPAGE> Max field length 15 characters
Max field length N/A Example <FORMTYPE:LETTERHEAD>
Example <DELETEFIRSTPAGE>

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Appendix B: RightFax embedded codes

*FROMFAXNUM FROMNAME
Displays the sender’s fax number on the RightFax-generated fax Specifies the sender’s name to be placed on the RightFax-generated
cover sheet. The code will be ignored if RightFax does not generate a fax cover sheet. If no cover sheet is generated by RightFax, this code
cover sheet. will be ignored.

Format <FROMFAXNUM:faxnumber> Format <FROMNAME:name>

Max field length 31 characters Max field length 59 characters
Example <FROMFAXNUM:(520)555-1234> Example <FROMNAME:Jane Doe>

*FROMGENFAXNUM *FROMPHONE
Displays the company fax number on the RightFax-generated fax Specifies the sender’s voice number to be placed on the RightFax-
cover sheet. If no cover sheet is generated by RightFax, this code will generated fax cover sheet. If no cover sheet is generated by RightFax,
be ignored. this code will be ignored.

Note The PCL Cover sheet code equivalent of this embedded code Format <FROMPHONE:voicenumber>
is <GENERALFAXNUM>. Max field length 31 characters

Format <FROMGENFAXNUM:faxnumber> Example <FROMPHONE:(520)555-4567>

Max field length 31 characters

*IGNORE
Example <FROMGENFAXNUM:(520)555-2345>
Causes all subsequent embedded codes to be ignored.

*FROMGENPHONE Format <IGNORE>

Specifies the company voice number to be placed on the RightFax- Max field length N/A
generated fax cover sheet. If no cover sheet is generated by RightFax,
Example <IGNORE>
this code will be ignored.

Note The PCL Cover sheet code equivalent for this embedded *LIBDOC
code is <OPERATORNUM>.
Sends the specified RightFax library document instead of the
document. You can specify multiple library documents, each as a
Format <FROMGENPHONE:voicenumber>
separate LIBDOC code.
Max field length 31 characters
Example <FROMGENPHONE:(520)555-3456>

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Appendix B: RightFax embedded codes

Important When used with email gateways, this embedded code l TONAME
functions exactly the same as LIBDOC2. l SAVE (To override a recipient’s save preferences.)

Format <LIBDOC:documentID>
Format <NEWDEST>
Max field length 21 characters
Max field length N/A
Example <LIBDOC:INFOPACK1>
Example of sending <TONAME:JOHN>
a fax to three <TOFAXNUM:555-1234>
*LIBDOC2 recipients. <NEWDEST>
Sends the specified RightFax library document in addition to sending <TONAME:MARY>
the document. You can specify multiple library documents, each as a <TOFAXNUM:230-5000>
separate LIBDOC2 code. <NEWDEST>
<TOFAXNUM:555-3006>
Format <LIBDOC2:documentID> <SAVE>
Max field length 21 characters <NEWDEST>
Example <LIBDOC2:INFOPACK1>
NEWLIB
NEWDEST Creates or updates a library document from the document containing
the code.
Sends the document to multiple recipients. The <NEWDEST> code
must appear after every destination. If <NEWDEST> is omitted for a To create or update a library document
destination, the last occurrence of any of the embedded codes takes
Enter a new or existing library document ID and description. The
effect. For each destination (recipient), you can use the following
current document will either replace or create the specified library
codes:
document:
l BILLINFO1 l If the document ID already exists, that library document will be
l BILLINFO2 replaced.
l DELETE (To override a recipient’s delete preferences.) l If a matching document ID does not exist, a new library document
will be created.
l TOCITYSTATE
l TOCONTACTNUM The newly created library document will be assigned LAN accessibility
l TOCOMPANY only. To specify other accessibility options, use the NEWLIB2 code
instead.
l TOFAXNUM

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Appendix B: RightFax embedded codes

Format <NEWLIB:libdocID,description> Format <NOCOMPLETEEVENT>

Max field length N/A Max field length N/A
Example <NEWLIB:novpricesheet,november_prices> Example <NOCOMPLETEEVENT>

NEWLIB2 *NOCOVER
Automatically creates or updates a library document from the Turns off automatic RightFax cover sheet generation for the
document containing the code. document.
NEWLIB2 functions the same way as the NEWLIB code, except that Format <NOCOVER>
you can also assign any of the following accessibility attributes to the
library document: Max field length N/A
Example <NOCOVER>
l L = LAN
F = Fax on Demand
l
NOSMARTRESUME
l W = Web
Disables the Smart-Resume feature.
l C = Catalog
Format <NOSMARTRESUME>

Format <NEWLIB2:libdocID,description,LFWC> Max field length N/A

Max field length N/A Example <NOSMARTRESUME>

Example <NEWLIB2:novpricesheet,november_prices,LFWC>
NOTE
NOBODY Adds comments to your cover sheet. RightFax will not reformat or line
wrap the comments.
Sends only the cover sheet, and not the fax body. Any embedded
codes not used for the production of the cover sheet will be ignored. You can use up to 21 <NOTE> codes in a single document. This is
helpful if you want to enter multi-line comments.
Format <NOBODY>
Format <NOTE:text>
Max field length N/A
Max field length 69 characters
Example <NOBODY>
Example <NOTE:THE QUICK BROWN FOX JUMPS OVER THE>
<NOTE:LAZY DOG.>
NOCOMPLETEEVENT
Disables complete events.

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Appendix B: RightFax embedded codes

Max field length N/A

NOTIFY_ERROR
Example <PREVIEW>
Sends a notification when the fax is abandoned due to transmission
errors.
*PRIORITY
Format <NOTIFY_ERROR> Sets the priority of the outgoing fax to low normal or high. If you specify
Max field length N/A high priority and do not have the permission to do so, the fax will be
sent with normal priority.
Example <NOTIFY_ERROR>
You can enter the priority using the word or just the initial letter:
Notify_ embedded codes send notifications to the sender’s
notification address specified in their RightFax user account. l HIGH or H
l NORMAL or N
NOTIFY_OK l LOW or L
Sends a notification upon successful transmission of the fax.

Format <NOTIFY_OK> Format <PRIORITY:priority>

Max field length N/A Max field length N/A
Example <NOTIFY_OK> Examples <PRIORITY:HIGH>

NOTIFY_RETRY *RETRYCOUNT
Sends a notification when a transmission error is encountered and the Specifies the number of times the fax will be retried in case of a non-
fax is being resent. fatal error, such as a busy signal. A value of 0 means the fax server
will use the system defaults.
Format <NOTIFY_RETRY>
Format <RETRYCOUNT:#>
Max field length N/A
Max field length 2 digits
Example <NOTIFY_RETRY>
Example <RETRYCOUNT:3>
*PREVIEW
Holds the fax for preview in the sender’s mailbox. It must be released
*RETRYINTERVAL
in FaxUtil or FaxUtil Web to send. Specifies the minimum delay in minutes before a failed fax
transmission is rescheduled to send
Format <PREVIEW>
Format <RETRYINTERVAL:#>

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Appendix B: RightFax embedded codes

Max field length 2 digits Max field length N/A

Example <RETRYINTERVAL:2> Example <SMARTRESUME>

*SAVE TOALTFAXNUM
Instructs RightFax to not delete the fax image from the user’s mailbox Specifies an alternate fax number that will be tried if the server is
after sending. This overrides any default auto-delete setting. unable to send the document to the primary fax number. This number
will not appear on the fax. It will only be used if sending to TOFAXNUM
Format <SAVE> fails.
Max field length N/A
Format <TOALTFAXNUM:faxnumber>
Example <SAVE>
Max field length 31 characters

SIGNATURE Example <TOALTFAXNUM:520-555-1212>

Note RightFax signature files are not supported in outbound PDF TOCITYSTATE
documents and do not appear correctly in documents converted
using a PostScript driver. Use a PCL driver instead. Displays the fax recipient’s city and state information on the cover
sheet. This code can also include the full street address.
Inserts the specified signature image into the document at the location
of the code. The left-middle point of the signature will align with the Format <TOCITYSTATE:city, state>
left-middle point of the code, unless the client registry key Max field length 59 characters
SignaturePositionPercent has been set to change this position.
Example <TOCITYSTATE:TUCSON, AZ>
You can include an unlimited number of <SIGNATURE> codes in a
document. The fax server fails the fax if you are not an authorized user TOCOMPANY
of the signature file.
Displays the specified fax recipient company name on the cover
Format <SIGNATURE:signatureID> sheet.
Max field length 21 characters Format <TOCOMPANY:company>
Example <SIGNATURE:BOB> Max field length 59 characters
Example <TOCOMPANY:ACME, INC.>
*SMARTRESUME
Enables the Smart Resume feature. TOCONTACTNUM
Format <SMARTRESUME> Displays the specified fax recipient voice number on the cover sheet.

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Appendix B: RightFax embedded codes

Format <TOCONTACTNUM:phonenumber> Max field length 15 characters

Max field length 31 characters Example <UNIQUEID:XYZ120396>
Example <TOCONTACTNUM:520-555-1212>

TOFAXNUM
Sends the fax to the specified fax recipient fax number and displays it
on the cover sheet.

Format <TOFAXNUM:faxnumber>
Max field length 31 characters
Example <TOFAXNUM:520-555-0199>

TONAME
Displays the fax recipient’s name on the cover sheet and, if a matching
entry is found in your RightFax phonebook, sends the fax to the fax
address or addresses of the individual or group entry.

Format <TONAME:name>
Max field length 59 characters
Example <TONAME:JANE DOE>

To use a published entry from another user’s RightFax

phonebook
l Instead of name, enter UserID!Entry.

UNIQUEID
Specifies a unique ID for the fax instead of having one automatically
generated by RightFax. Custom unique IDs can be used for external
document tracking systems.

Format <UNIQUEID:faxID>

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Appendix C: File formats that convert to fax format

Appendix C: File formats that convert to fax format

The following table lists the types of documents that the RightFax Application or Supported versions Common
conversion engine can convert to fax format. file format Extension
Important Conversion of PDF attachments and Postscript requires JPEG All versions .JPG
the RightFax PDF module.
.JPEG

Application or Supported versions Common .EXIF

file format Extension Lotus 1-2-3 All versions .123
Ami Pro All versions .SAM Lotus Wordpro All versions .LWP
ANSI text (7 & 8 bit) All versions .TXT Microsoft Excel Versions 2000 - 2019 .XLS
ASCII text (7 & 8 bit) All versions .TXT .XLSX
Bitmap Windows versions .BMP .XLSM
Multi-page PCX Microsoft Fax .DCX Microsoft Outlook All versions .MSG
EPS If TIFF image is .EPS Microsoft PowerPoint Versions 2000 - 2019 .PPT
embedded
.PPTX
G3 All versions .G3
.PPTM
.BG3
Microsoft Rich Text Format All versions .RTF
GIF All versions .GIF
Microsoft Visio 2000 - 2019 .VSD
HTML Versions through 4.0 .HTM
Microsoft Word 2000 - 2019 .DOC
.HTML
.DOCX
.DOCM

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Appendix C: File formats that convert to fax format

Application or Supported versions Common

file format Extension
Microsoft WordPad All versions .TXT
.WPC
Microsoft Works Versions through 8.0 .WPS
Microsoft XML Paper All versions .XPS
specification
MIME All versions .MHTML
PCX bitmap All versions .PCX
Portable Document Format All versions .PDF
Portable Network Graphic All versions .PNG
Post Script All versions .PS
.EPS
Text-based configuration files Varies by product .FTP
.FRM
.WPC
TIFF CCITT Group 3 & 4 All versions .TIFF
Unicode Text MSWord with encoding .UNI
.UTF8
.UTF8e
UUEncode No specific version .TXT
vCard All versions .VCF
Visio All versions .VSD
XML All versions .XML

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