Right Fax 385d6y

[email protected]

where XXXX can be High, Normal or Low.

Chapter 10: Managing s and Groups

Disallow Billing Code Lookup Enabling this security feature will prevent a from viewing the entire list of valid billing codes. Instead they must know the code they need.

Disallow Editing of Billing Codes If this attribute is checked, the will not be able to change their default billing code settings for outgoing faxes. In addition, any billing codes in phonebook entries will be ignored, as will any embedded codes.

Disallow Fax Annotations When enabled, this attribute will prevent a from adding notes to faxes.

Disallow Fax Deleting When enabled, this attribute will prevent a from deleting faxes. It is useful for persons doing manual routing. The restriction applies to the as opposed to the mailbox, so even if the switches mailboxes, he still cannot delete faxes.

Excluded from Group Fax Aging When enabled, this feature excludes a specific from the automatic fax aging (image deletion) attributes of the group to which the belongs.

Must Have Faxes Approved This feature enables the fax authorization system for this . If checked on, every fax the sends must be approved by a full, group, or alternate group .

Must Have With this box checked, the MUST have a . Once a has been created for that , they will not be allowed to enter a blank when they change their . This does not restrict the from changing their .

Unprotected Mailbox Normally, only s can switch into a mailbox without supplying a to the mailbox. By enabling this attribute, any can switch into this mailbox without having to supply a . This is useful when setting up general or group mailboxes where security is not an issue. This does not affect security of phonebook entries belonging to this mailbox.

129

You must check both Disallow Billing Code Lookup and Disallow Editing of Billing Codes to ensure that s will not be able to modify their default billing code settings

130

RightFAX 's Guide

View First Page Only This attribute restricts s from viewing or printing anything but the first page of a received fax (useful when manual routing is employed). The restriction applies to the mailbox, not a . Therefore, a cannot log on to RightFAX as themselves, switch into a mailbox with the View First Page Only restriction, and be able to view anything but the first page of any received fax. Faxes must be routed out of a restricted mailbox to another before subsequent pages could be viewed or printed.

Inbound Routing

Routing Code (DID/DNIS Number) This field lets you determine exactly who to route the fax to. You may specify the DTMF extension, DID phone number, or channel number which you have assigned to this . Any fax received for this Routing Code through a DID phone line or via DTMF routing tones, will be placed in this ’s fax mailbox.


131

As is true with the ID, the Routing Code should be unique. The same fax cannot be routed to more than one person at a time, unless you are not going to use DID or DTMF routing. This rule, however, is not enforced so you must ensure that no Routing Code is used more than once. If you do use the same Routing Code more than once, only one of the persons to whom it is assigned will receive incoming faxes. For more information on inbound routing, see Appendix E, Automatic Inbound Routing.

Routing Type This field lets you specify to what application each incoming fax will be routed to after it arrives in the 's FaxUtil mailbox. For more information on each of the options in this list box, see Appendix E, Automatic Inbound Routing.

File Format Some of the above Routing Types let you choose the file format in which the fax will be delivered. Select from the following: PCX - This format produces a single page per file with an average fax page size of 135 Kb. It is useful for routing received faxes to cc:Mail, DOS, and Macintosh clients as cc:Mail for DOS and Macintosh have built-in capabilities to view PCX formatted fax pages. This format is not recommended for Windows clients, as PCX is a large format and s have to sift through multiple attachments when viewing multi-paged faxes. DCX - This format is simply a consolidation of multiple PCX pages into a single file. It solves the multiple attachment problem of PCX files, but maintains the large page size (average of 135 Kb per page). MS Mail clients have the capability to view DCX formatted faxes. TIFF-G3/TIFF-G4 - TIFF is a common graphics file format. TIFF-G3 are TIFFstructured files that are much better for monochromatic pages like fax pages (average of 35 Kb per page). Most of the newer e-mail packages have the ability to natively read TIFF-G3 files. However, you can associate the RightFAX Fax Viewer with TIFF-G3 files to view these faxes in any of the e-mail packages. The TIFF-G4 standard offers a newer, even more compressed file format.

If s will be receiving their faxes in e-mail and they will be using one of the remote e-mail packages (i.e. using a modem to retrieve messages), TIFF-G3 or TIFF-G4 should be used for its superior compression rates.

132

RightFAX 's Guide

Routing Info This field lets you enter information that distinguishes exactly how to route the fax to the intended recipient. If you are routing faxes to an e-mail mailbox, you must enter the e-mail address here. For information on the required Routing Info for each routing type, see Appendix E, Automatic Inbound Routing.

Delete After Routing Check this option to automatically delete received faxes from the 's FaxUtil mailbox after the fax has been successfully routed.

Received Fax Routing Form If you set your Routing Type to Exchange Mailbox, and you have installed Outlook forms (described in the RightFAX Optional Modules Guide), select the form you want to route incoming faxes to. Select {Default} to use the form set in the E-mail Gateway Control applet.

Default Outbound Settings


Default Fax Resolution Faxes can be sent at two different resolutions: Normal - 100 x 200 dots per inch (DPI) and Fine - 200 x 200 DPI. Normal mode works well for draft-quality resolution and shorter transmission times. Fine resolution is recommended for high-quality printed documents and optical character recognition (OCR). This setting affects the body of a fax, but not the cover sheet.

Default Priority This field can be set to low, normal, or high priority. This determines the priority at which all faxes are responded to by the fax server unless otherwise specified on the sender's Fax Information screen.

Auto-Delete Setting Because fax images can occupy a large amount of disk space, you may want to automatically delete a 's faxes as soon as they are sent. You can specify whether to delete all faxes, only those successfully sent, or none of the faxes. The disadvantage to using this option is that you will not be able to view what you sent, it will not appear on your fax list, and cannot be forwarded. Enabling automatic deletion does not affect the original document if it was created in another application. If the has the Archive Sent Faxes permission checked, that setting will always override this setting.

Use Smart-Resume? RightFAX incorporates technology that allows the fax server to intelligently resend only the portion of a fax which failed to send. For example, if you are sending a 50-page fax and the transmission is broken after 40 pages, normally all 50 pages have to be present. By enabling this feature, the server will only resend the last 10 pages.

Cover Sheet Defaults Check the option Send Cover Sheets to enable the to send cover sheets with faxes. If this option is checked, select the fax cover sheet file to use in the Cover Sheet Model field. This pull down menu lists all fax cover sheet files in the \RIGHTFAX\FCS directory. You can also set the fax cover sheet default resolution to normal or fine. Complete the remaining fields with the 's name, fax, and phone number information as you want it to appear on fax cover sheets.

133

134

RightFAX 's Guide

Other

Automatic Fax List Updates Check this option to configure the 's FaxUtil mailbox to automatically refresh (scan for new faxes).

Update Interval in Seconds If you checked the option Automatic Fax List Updates, this setting is the interval at which updates will occur.

Default Billing Codes These two fields are the Billing Code 1 and Billing Code 2 settings that will be entered in the Fax Information dialog for this each time a fax is sent.


Pager Notification

RightFAX can be configured to page clients and s to alert them of specified RightFAX events. This feature also lets you send SMS (Short Message Service) messages to cellular phones with SMS capability. This dialog lets you specify which fax events to notify the of. Before completing this dialog, you must first configure a list of available service types and providers. For information on configuring paging/SMS services, see Chapter 9, Enterprise Fax Manager.

Pager ID Enter the 's pager ID. This is usually a numeric ID and is often the phone number for the pager.

Pager/SMS Service Select the 's pager/SMS service from the drop-down list. If you have not added and properly configured paging/SMS services for this , you must do so before completing this dialog. See Chapter 9, Enterprise Fax Manager for information on configuring paging/SMS services.

135

Pager Notification is available in RightFAX Enterprise and Enterprise Suite servers only

136

RightFAX 's Guide

If the TeleConnect optional module is installed, RightFAX will automatically include the TeleConnect ID with all notifications of incoming faxes. This lets s retrieve faxes without first requesting a fax list

New Fax is Received Check this option to page the each time a new fax is received.

New Fax is Received from Specific CSID/ANI Check this option to page the each time a new fax is received from one or more specific senders. In the Patterns field, enter the CSID or ANI information that is forwarded by the sender's machine. Use a semicolon to separate CSID or ANI information for multiple senders.

Outbound Fax has been Abandoned Check this option to page the each time one of his outbound faxes fails to send for any reason.

istrative Pager Alerts Pager Alerts are available in RightFAX Enterprise and Enterprise Suite servers only

RightFAX can page clients and s to alert them of specified RightFAX events. This feature also lets you send SMS (Short Message Service) messages to cellular phones with SMS capability. This dialog lets you specify which RightFAX server status messages to send to the .


Before completing this dialog, you must first configure a list of available service types and providers. For information on configuring paging/SMS services, see Chapter 9, Enterprise Fax Manager.

Pager ID Enter the 's pager ID. This is usually a numeric ID and is often the phone number for the pager.

Pager/SMS Service Select the 's pager/SMS service from the drop-down list. If you have not added and properly configured paging/SMS services for this , you must do so before completing this dialog. See Chapter 9, Enterprise Fax Manager for information on configuring paging/SMS services.

Low Disk Space Check this option to send a page when free hard drive space on the RightFAX server falls below 150 Mb.

Critically Low Disk Space Check this option to send a page when free hard drive space on the RightFAX server falls below 50 Mb.

Send Queue too Deep Check this option to page the when the number of faxes or fax pages queued to send exceeds a fixed number. Enter the number of faxes to exceed in the Faxes field. Enter the number of fax pages to exceed in the Pages field.

Fax Server Event Queue Full Check this option to send notification when the percentage of the fax server's internal Event Queue reaches 90%. The Event Queue is described in Chapter 4, Configuring the RightFAX Server.

BoardServer Service Down Check this option to send a notification when, for any reason, one of the BoardServers becomes unable for sending and receiving faxes.

All BoardServers Down Check this option to send a notification when, for any reason, all the BoardServers become unable for sending and receiving faxes.

Service Down Check this option to send notification when any RightFAX service stops for any reason.

137

138

RightFAX 's Guide

Probable Line Failures Check this option to send notification when the BoardServer detects that a fax channel or phone line has failed

Server Improperly Restarted Check this option to send notification when either the Fax Server Module or RightFAX database is not shut down properly. This may indicate that your server has lost power or blue-screened. In this event you should run the DBCHECK command line utility (described in Appendix D). If this utility reports errors, you should run RESCUE.

Periodic Server Heartbeat Check this option to send a brief notification of the RightFAX server's status, including statistics on fax activity. When you check this option, you must also specify the notification interval, in minutes.

Outbound Auto-Printing


Enable Automatic Printing of Sent Faxes Check this option to configure the to automatically print all sent faxes. If this option is checked, you must also select a printer from the drop down list of available printers. These are the printers that you have set up under Printers in the Enterprise Fax Manager (described in Chapter 12, Printers and Billing Codes.)

When to Print These options let you specify whether to print successfully sent faxes, faxes that were not successfully sent, or both. You may only check one option at a time, and selecting one will automatically unselect the others.

What to Print These options let you specify whether to automatically print the fax history, the fax cover sheet, and/or the fax body.

Default Receive Settings

Automatic Forwarding Options Check Enabled to automatically forward this 's faxes to either a fax machine or another network as soon as they are received. Specify the fax number or RightFAX ID to forwarding to.

139

140

RightFAX 's Guide

Automatic Printing Options Check Enabled to automatically print received faxes. If this option is checked, you must also select a printer from the drop down list of available printers. These are the printers that you have set up under Printers in the Enterprise Fax Manager (described in Chapter 12, Printers and Billing Codes.) You may also specify a print resolution (high, medium, or low.)

Automatic OCR Options Check Enabled to automatically OCR all faxes. This option converts received fax images to editable text and requires the OCR Optional Module. Enter a three-letter file extension for the output file in the Extension field. In the Format field, select the text format used to interpret your fax pages. ASCII produces a plain text file. Smart ASCII approximates the original format. RTF (Rich Text Format) preserves fonts and formatting, but is only available for Windows clients. In the Layout field, select how you want the text to be formatted on the page. WYSIWYG will try to read the fax in the layout it sees. If, for instance, RightFAX sees that the fax has three columns, it will try to read the document in column style. Left Justified displays the text starting from the left margin of the fax.

Notification


These settings let you configure how and when s are notified of sent and received faxes, their status in the RightFAX system, and any errors encountered during transmission. This lets s work in other applications and still be aware of their fax mailbox activity.

Notification Method From the pull down list, select the notification method (e-mail, pager, etc.) for the . Select Use Group's Type to use the notification type assigned to the 's group. Select cc:Mail, Notes, MS Mail, GroupWise, Exchange, or SMTP to send fax notifications to the 's e-mail mailbox (requires the optional RightFAX E-mail Gateway module.) You must specify the e-mail address of the in the Routing Information field (below). RightFAX can also send fax messages to a pager. If you select Pager, you must enter the pager service/SMS information in the Routing Information field (below). RightFAX also lets you design custom notification methods. For information, please RightFAX Technical .

Notification Address/Info In this field, specify the 's e-mail address for e-mail notification, or other information necessary for sending fax notifications of the type selected in the Notification Method field.

Notification About Outbound Faxes Check any or all of the events for outbound faxes for which the will receive notification.

Notification About Received Faxes Check any or all of the events for received faxes for which the will receive notification. If you check the option Reroute Received Fax Notification, you must also select a RightFAX ID to route to from the pulldown list.

141

142

RightFAX 's Guide

Importing s You can automatically import groups of s from your network to RightFAX all at one time. Select Import s from NT Domain from the Enterprise Fax Manager Utility menu. This opens the Import s from NT Server/Domain dialog:

Enter the computer name of the Primary Domain Controller (PDC) or Backup Domain Controller (BDC) from which the s will be imported. Select the group to import, then specify the RightFAX ID to use as a template. If you want to automatically assign a routing code to each , check the Automatically Assign Routing Codes option, then enter the starting code. The first imported will receive the starting routing code and each additional 's routing code will increment by one. If the system increments to a routing code that already exists, it will be skipped. When you have completed the dialog, click on the Import button to begin. You can also use the IMP program to import s from an NT domain. For more information on IMP, see Appendix D, Command Line References.


Managing Groups A "group" is a set of s to which you can assign a common , alternate , fax options, and fax cover sheet. Groups let you subdivide your organization in order to manage the RightFAX system more efficiently. For example, instead of having one for your entire organization, you can have different fax s for the Marketing and Sales departments. This would mean creating separate marketing and sales groups in RightFAX. Groups also play an important role in the process of notifying s of new faxes. If a does not respond to their notification by viewing or printing a new fax within a specified time, the group will be alerted to the fax, who may then print the fax or forward it to someone who will read it. To display a list of all groups on a RightFAX server, highlight Groups under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:

For more information on using the Enterprise Fax Manager, see Chapter 9, Enterprise Fax Manager.

143

144

RightFAX 's Guide

Creating New Groups To add a new RightFAX group, press [Insert] or select New from the Edit menu. This opens the Group Edit dialog. See Editing Group Properties (below) for information on completing each of the options on each tab of this dialog.

Deleting Groups To delete a group, select the group to delete and press [Delete] or select Delete from the Edit menu. Because all s must belong to a group, you must reassign all the s in a group to other groups before you will be able to delete the group.

Editing Group Properties To edit the properties of an existing group, select the group to edit and press [Enter] or select Edit from the Edit menu. You can also double-click on the group. This opens the Group Edit dialog. This dialog is divided into four separate tabs, each described below:

Basic Information

Group ID Create a unique ID for this group.


Enter the ID of the person who will be the of this group. The will have access to all the mailboxes in this group and will receive messages about faxes belonging to group if a has not printed or viewed a fax in the designated interval. You can enter an ID here even if you have not yet created that in RightFAX or you can leave it blank and fill it in after creating s.

Alternate Enter the ID of the person who will be the alternate of this group. The alternate will have access to all the mailboxes in this group and will receive messages about faxes belonging to group if the and the has not printed or viewed a fax in the designated interval. You can enter an ID here even if you have not yet created that in RightFAX or you can leave it blank and fill it in after creating s.

Cover Sheet File If you have created a customized fax cover sheet for the group, select the file from the drop-down list. If you do not select a file, the default cover sheet file (FCS.PCL) will be used.

Notification Type Select the method by which group are to be notified of fax messages (i.e. when a new fax has arrived, when an outgoing fax needs attention, etc.). Network Broadcast - This option uses standard network notification to notify s of fax messages. Custom Types - You can design custom notification methods with the help of RightFAX Technical . E-mail Notification (cc:Mail, Notes, MS Mail, GroupWise, Exchange, SMTP) - RightFAX can send fax messages to your e-mail mailbox if you have purchased the optional RightFAX E-mail Gateway module. You must specify the e-mail address of each in the Routing Information field in the Edit dialog. TRS NetComm Message Server - RightFAX can send fax messages to this message server if you have TRS's NetComm Message Server installed on your fax server and client workstations. CallXpress3 - RightFAX can send fax messages to your CallXpress3 mailbox if you have installed Applied Voice Technology's CallXpress3 on your server and client workstations. You must specify the network protocol used, the CallXpress3 server name, the ID of the RightFAX mailbox on the CallXpress3 server, the (if any) for that mailbox, and the mailbox to which messages will be directed for each in the Routing Information field of the Edit dialog. RightFAX can also send fax messages to a pager.

145

146

RightFAX 's Guide

Days to Keep Deleted Fax Records This value specifies the number of days to keep records of deleted faxes in the RightFAX Database (used for ing purposes). If this field is set to 0, then deleted fax records will never be automatically purged by the fax server.

All Faxes Must Have Cover Sheets? Check this option to require all s in the group to use a cover sheet on outbound faxes.

Automatic Fax Aging

Automatic Fax Aging is a feature included only with the RightFAX Enterprise server that lets you specify the number of days sent and received faxes will remain in a 's FaxUtil mailbox. For each type of fax, enter the number of days the fax will remain before being deleted. Setting a value to 0 (zero) days disables automatic fax aging. Only faxes in the Main and Trash folders are automatically deleted. Automatic Fax Aging does not remove the fax record from the RightFAX database, so you can still run reports about the faxes. If you are not running a RightFAX Enterprise server, these fields will be grayed-out (disabled). You can also run manual fax aging with the FAXAGE command line utility (described in Appendix D).


Forced Scheduling

Forced Scheduling lets you control your fax traffic volume on a group basis. You can restrict the total number of pages or total number of faxes being sent simultaneously by all s in the group, and limit these restrictions to a specific time period. For example; if you have 50 sales representatives, each sending 100 faxes every hour, all of your fax channels may be continuously busy processing their faxes. This could delay more important faxes from other departments, as well as block incoming faxes. With Forced Scheduling, you can restrict the of your Sales group to sending no more than 20 pages at a time between the hours of 8 a.m. and 5 p.m., and delay any faxes over that limit until 6 p.m. This feature restricts only simultaneously scheduled faxes. It does not restrict the total number of faxes or fax pages that can be sent during the specified time period. If a fax exceeds the maximum limit and is delayed until a later time, it can be rescheduled by the at any time by selecting Forward to Fax Machine from his FaxUtil mailbox.

Enabled Check this option to enable Forced Scheduling.

Maximum Concurrent Pages Specify the maximum number of fax pages that can be scheduled at one time by all the s in this group.

147

148

RightFAX 's Guide

Maximum Concurrent Faxes Specify the maximum number of faxes that can be scheduled at one time by all the s in this group.

Starting/Ending Time Set the starting and ending times during which the restriction applies in the 24-hour format HHMM. For example, to set the restriction between 8:00 a.m. and 5:30 p.m., set the Starting Time to 0800, and set the Ending Time to 1730. If, during this time period, any faxes sent by this group exceed the limits you set in the Maximum Concurrent Pages and Maximum Concurrent Faxes fields, those faxes will be delayed until the time you specify in the Delay Until Time field. If the Delay Until Time falls between the Starting and Ending Times, automatically delayed faxes will never be sent. This is because delayed faxes, by definition, cannot be sent between your Starting and Ending Times. In such a case, delayed faxes will be continuously bumped to the next day at that same time

Delay Until Time Set the time at which delayed faxes will be sent in the 24-hour format HHMM. For example, to send delayed faxes at 6:00 p.m., set this field to 1800. If the Delay Until Time falls between the Starting and Ending Times, automatically delayed faxes will never be sent. This is because delayed faxes, by definition, cannot be sent between your Starting and Ending Times. In such a case, delayed faxes will be continuously bumped to the next day at that same time

Smart Fax Distribution

With Smart Fax Distribution, a group routing code is created, and all faxes received by the group are automatically distributed systematically between all the s in that group.


Enabled Enable Smart Fax Distribution for this group.

Routing Code Assign a routing code to the group.

Distribution Type Select either linear or balanced distribution. With linear distribution, faxes are distributed to each group member in succession. With balanced distribution, faxes distribution is determined by each 's processing rate. If one is faster at processing faxes than another, the faster is automatically distributed faxes at a faster pace.

Member Refusal Allowed Check this option to let s take themselves temporarily out of the distribution loop. When this option is enabled, s can refuse faxes by selecting Refuse Fax Distributions from the Options menu in FaxUtil.

Using the Mod Utility Mod is a RightFAX utility that lets you: •

Change RightFAX attributes for individual s or for multiple s at one time.

•

Import s from a text file or an NT domain and automatically assign them attributes.

Many of Mod's features are incorporated in the Enterprise Fax Manager (described in Chapter 9). However, Mod is required if you want to make global changes to selected groups of s.

Requirements Mod is available only on RightFAX Enterprise fax servers. To modify or import s from disk you need a Windows NT 4.0 or Windows 95 workstation. To import s from an NT network, you need a Windows NT 4.0 workstation. You must have RightFAX istrative privileges to run Mod.

149

150

RightFAX 's Guide

Running Mod Mod requires no separate installation or configuration. You can run MOD.EXE from the \RIGHTFAX\UTILS directory from any workstation on the network. You can also select Modify from the RightFAX folder under the Programs menu on the fax server Start Menu. When prompted for a server name, enter the name of the RightFAX server you want to modify, then click Next. Choose the network protocol for server and click Next. Finally, enter your RightFAX ID and . (You must have istrative access to run Mod.) Click Finish. This opens the Modify dialog, listing each RightFAX on the server you selected:

m nu.e


Editing Individual s To edit a single , double-click on the , or highlight the and click on Edit! in the menu bar. This opens the Information dialog:

For information on each of the options on this dialog, please refer to the Managing s section, earlier in this chapter. When you have made the changes you want, click OK to return to the Modify dialog. An asterisk (*) will appear next the name to indicate that the has unsaved changes. You will be prompted to save all your changes when you exit Mod. To immediately apply changes without exiting, select Save Changes from the File menu.

Editing Multiple s To make global changes that will affect a group of selected s, highlight the s you want by clicking on the ID's while holding down the [Shift] or [Control] keys. When you have selected the s you want to edit, click on Edit! in the menu bar. This opens the Information for Multiple Selections dialog. A black check mark in a check box indicates that the option is checked for all selected s. A gray check mark indicates that the option is checked for some s. If there is no check mark, the option is unchecked for all s.

151

152

RightFAX 's Guide

For information on each of the options on this dialog, please refer to the Editing Properties section, earlier in this chapter. When you have made the changes you want, click OK to return to the Modify dialog. An asterisk (*) will appear next the names to indicate that the s have unsaved changes. You will be prompted to save all your changes when you exit Mod. To immediately apply changes without exiting, select Save Changes from the File menu.

Importing s with Mod You can automatically import s from your network or from disk and create s for them in RightFAX using the Mod utility.

Importing s from Disk The Mod utility allows you to import s from a text file on disk or from an NT domain, using the same format and parameters used in the command line utility IMP.EXE. Refer to IMP in Appendix D, Command Line References. Your import file should be a set of comma-separated values, detailing the values and flags to enable or disable for a particular . You must specify all 16 fields or at least insert a comma if you wish to leave a field blank. Note that if a already exists in RightFAX, their record will be updated based on the data from the import file. If a s does not already exist, they will be created. Use the fields below to create the import file.


Field

Type

Max Len

Notes

ID

Alpha-numeric

21

Must be unique. If ID already exists, the existing will be changed.

Name

Alpha-numeric

29

The 's name.

Alpha-numeric

11

If empty, existing will be maintained.

Group

Alpha-numeric

21

The group must already exist. If group does not exist, record will be skipped.

Route-Code

Numeric

7

This should be unique, though uniqueness is not enforced.

FCS Model

Alpha-numeric

12

File name (no path) of FCS model for . File name must end with .PCL. Leave blank to use group's cover sheet.

Flags

Alpha

31

Each character in this field will change a particular attribute. Possible flag characters are listed below.

2

0=Use group's type 1-9=custom 10=cc:Mail 11=MS Mail 12=GroupWise

Notify Type

Numeric

Route Info

Alpha

99

Formatted as: TYPE:INFO or +TYPE:INFO where TYPE must be one of the following: RF, CC, MS, FILE, OCR, GW, NOTES, RFIC, TRS, CX3, or EXCH and where INFO should be the routing information for that particular type. The format +TYPE:INFO is identical except that it enables delete-after-routing.

Route FMT

Alpha

4

Format of the file to be routed. Must be one of the following: PCX, DCX, TIFF-G3, or TIFF-G4

Subscriber ID

Numeric

7

Voice mail subscriber ID, if CallXpress routing is enabled.

From Name

Alpha

59

Default 'From Name' for cover sheet

From Phone

Alpha

31

Default 'From Voice Number' for cover sheet

DID Fax Num

Alpha

31

Default 'DID Fax Number' for cover sheet

General Fax

Alpha

31

Default 'General Fax Number' for cover sheet

Operator Num

Alpha

31

Default 'Operator Voice Number' for cover sheet

Example: BOB, BOB JONES,,EVERYONE,1000,FCS.PCL,A+H+D+L—,O,RF:BOB,TIFFG3,7100,BOB JONES,,,,

153

154

RightFAX 's Guide

To import s from disk: 1.

In the Modify dialog, open the File menu and select Load s from Disk.

2.

In the Open dialog, select the file you want to open.

3.

Click Open.

4.

s will appear in the list with an asterisk until you save the changes.

Importing s from a Windows NT Server You can also import s from a Windows NT machine on the network using the Mod utility, if you have the proper authorization. 1.

In the Modify dialog, open the File menu and select Load s from Network.

2.

In the Server Selection dialog, enter the name of the Windows NT server from which you want to import s.

3.

Click OK to import all s on the selected server. Note: If the server is a Primary Domain Controller (PDC) or a Backup Domain Controller (BDC) then it will import all s in the domain.

Signatures, Forms, and Library Documents In this chapter: • Signatures • Forms • Library Documents

156

RightFAX 's Guide

Signatures RightFAX lets you personalize your outgoing faxes with signatures. Signature images are created in FaxUtil and stored in the \RIGHTFAX\SIG directory on the server. Enterprise Fax Manager catalogs all the signatures and maintains the file names, descriptions, and authorized information. To display a list of all signature files on a RightFAX server, highlight Signatures under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:


Creating a Signature Only s with istrative access can create signatures.

Signature files are created from a fax in a your FaxUtil mailbox. You can scan a signed piece of paper into your mailbox or fax a signed document to yourself. Once the document arrives in your FaxUtil mailbox, follow these steps to create a signature file: 1.

View the fax using the RightFAX Fax Viewer.

2.

Using the Select tool in the Fax Viewer toolbar, highlight the signature.

Chapter 11: Signatures, Forms, and Library Documents

3.

Select Make Signature from the FaxUtil Edit menu. This opens the Make Signature dialog:

4.

Enter an ID for the signature in the Signature Code field. This must be unique, as it will be the identifying code Enterprise Fax Manager displays in the ID column when viewing the list of signatures. Enter the Owner's ID and a Description of the signature. In the Authorized s field, list up to three or group ID's of other s who can use the signature. Be sure to include the owner's ID in the list of authorized s, as permission to use it is not implicitly granted.

Editing Signatures To edit the properties of an existing signature, select the signature to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also double-click on the signature. This opens the Edit Signature dialog. You can add, delete, and change any of the fields; however, changing the Image File Name field will assign another image to the signature ID.

Deleting Signatures To delete a signature, select the signature to delete and press [Delete] or select Delete from the Edit menu.

Forms The forms feature allows you to "overlay" the image of a form (i.e. your company letterhead, invoices, etc.) on your fax to give the appearance of being printed on it originally.

157

If you want more than three s to be authorized to use a signature, create a group for them and enter the group ID as and authorized .

158

RightFAX 's Guide

To display a list of all form files on a RightFAX server, highlight Forms under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:


Creating a Form s must be assigned permissions in their record to add or edit forms in FaxUtil.

You should always create forms in Fine resolution. To ensure this, set this option in your FaxUtil mailbox in Send Fax Options before proceeding. Using the print-to-fax driver, print the form document from its original application to your FaxUtil mailbox. (This produces the highest quality image.) In FaxUtil, view the faxed form to ensure that it is acceptable.


159

Close the Fax Viewer, then highlight the form on the list of received faxes. Select Store as Form from the Fax menu. This opens the Store Fax as Form dialog:

TTI Line Removal This option is only available if you are creating your form from a received fax (i.e. you faxed the form to yourself). If this field is set to None, the TTI lines (transmission information headers at the top of the page) will not be removed from the fax and will become part of the form. If you select Use Blank Lines, the TTI lines on the form will be covered by blank lines, effectively hiding them, yet not removing them. If you select Cut Out Lines, you will be deleting the TTI lines from the fax.

Paper Size This option is only available if you are creating your form from a received fax (i.e. you faxed the form to yourself). If you select None, RightFAX will not adjust the form to fit a specific paper size. The form will be created from the actual size of the fax. Selecting Letter, Legal, or A4 will cause RightFAX to scale the form to fit the specific paper size.

Form Code This unique code is used in embedded codes to identify the form.

Description Type a description for the form.

Start Page This field determines the beginning page of the fax document onto which this form is to be overlaid (i.e. if this form is the second page of your company letterhead, you would assign this value to 2 so that it would not be overlaid on the first page of your fax).

The page numbers you specify in the Start Page field are absolute. If the Start Page for a form is set to three and you apply it to a document which only has two pages, none of the document pages will be overlaid.

160

RightFAX 's Guide

Overlay on All Pages This field determines if all the pages of faxes are to be overlaid with this form. You should not toggle this box if this form is specific to a certain page on a multipage fax.

Number of Pages This value determines how many pages of the fax will be overlaid with the form. If it is set to 0, then the entire fax will be overlaid with the form. This option is only available if you did not toggle the Overlay on all pages field.

Secure Form and Authorized Group/ You can secure forms by restricting them to specific groups or s. To secure a form, toggle the Secure Form field and use the drop-down list to select the or group authorized to use the form.

Editing Forms To edit the properties of an existing form, select the form to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also doubleclick on the form. This opens the Edit Form dialog. You can add, delete, and change any of the fields as long as the Form Number and Form Code remain unique. Three of the fields in the Edit Form dialog were not available when you created the form. Each is described below:

Form Number This number will be used to identify the form so it can be linked with other forms if desired. This number is automatically assigned by RightFAX when the form is created.

Next Form ID Number This value should be set only if you are combining multiple forms in one fax (i.e. a different form for the first and second page of your company letterhead).

Image File Name For each new form you create, you must set this field by selecting the form file name from the drop-down list. This field is automatically defined by RightFAX when the form is created.

Deleting Forms To delete a form, select the form to delete and press [Delete] or select Delete from the Edit menu.


161

Library Documents The RightFAX Library can store documents that you fax on a frequent basis (i.e. company literature, credit applications, or employment forms) for easy retrieval. To display a list of all library documents on a RightFAX server, highlight Library under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:


Creating and Storing Library Documents To create a new library document, you must first send a document to your FaxUtil. You can do this by printing the document through the RightFAX fax printer, through the original application, faxing it to yourself, or using a scanner (or any combination of these methods).

s must be assigned rights in their record to add and edit library documents.

162

RightFAX 's Guide

Once the fax arrives in your FaxUtil mailbox, highlight it and select Store in Library from the Fax menu. This opens the Store Fax as Library Document dialog:

Document ID This is a unique code used to identify the library document. If you want the library document to be available via the Web or Fax on Demand (described in the Docs on Demand section of the RightFAX Optional Modules Guide), you must assign a numeric Document ID.

Description Enter a description of the library document.

Image File Name This is the actual file name of the library document. All library document files are saved in the \RIGHTFAX\IMAGE directory on the RightFAX server.

Pages The number of pages in the document. This setting is generated automatically.

Accessible via LAN Check this option to make the library document available on your LAN for faxing from client workstations.

Accessible via Web Check this option to make the library document available to s via your Web site using Web Fax Tools.


Accessible via FOD Check this option to make the library document available to s via touch tone phone using Fax on Demand.

Include in Catalog

163

If you have not licensed the Docs on Demand optional module, the Accessible via Web/ FOD options will be disabled

Check this option to include this document in the Fax on Demand catalog listing of available faxes.

Request Enter a numeric here to require Fax on Demand s to enter the when requesting this document.

Activation Date To specify the date you want your document to become available for retrieval, click the check box and enter a date.

Expiration Date To specify when you want your library document to become unavailable for retrieval, click the check box and enter a date.

Editing Library Documents To edit the properties of an existing library document, select the document to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also double-click on the document. This opens the Edit Library Documents dialog. You can add, delete, and change any of the fields; however, changing the Image File Name field will assign another image to the Document ID.

Deleting Library Documents To delete a library document, select the form to delete and press [Delete] or select Delete from the Edit menu.

Resetting Usage Counts Select Reset Usage Counts from the Edit menu to reset all the library documents usage counters to zero.

For more information on Web Fax Tools and Fax on Demand, see the Docs on Demand section of the RightFAX Optional Modules Guide

164

RightFAX 's Guide

Printers and Billing Codes In this chapter: • Managing Printers • Managing Billing Codes • Integrating ODBC Billing Codes

166

RightFAX 's Guide

Managing Printers You can define an unlimited number of network printers in RightFAX and make them available to s for fax printing. You can add printers individually or import large groups of printers from your network. To display a list of all printers configured for use with RightFAX, highlight Printers under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:


Chapter 12: Printers and Billing Codes

167

Adding Printers Individually To add a new printer, press [Insert] or select New from the Edit menu. This opens the Edit Network Printer dialog:

Printer ID This is the identifier RightFAX will use for this printer. This ID should match the printer's network ID to avoid confusion.

Description This is a text field for your reference only. If this field is completed, s will see both the Printer ID and Description as a printer choice in the Print dialog. If this field is not completed, only the Printer ID will be displayed.

Server Name This field indicates on which file server the queue exists. If the queue is in NDS, this should be the tree top.

Queue Name This value will differ depending on your network operating system. On NetWare 3.x, the Queue Name should contain the Bindery name of the queue, i.e. "LASER1". On LAN Server and NT networks, Queue Name should contain the share name of the queue. On NetWare 4.x servers that are using NDS, Queue Name should contain the Distinguished Name of the queue object, i.e. "LASER1.SALES.ACME."

Printer Type This field determines the printer driver used by the fax server to format faxes printed to this printer. Choose the one that most closely corresponds to your printer. If your laser printer s both PostScript and PCL5, choose one of the HP LaserJet types rather than PostScript for faster printing.

To print to local printers, s must print from the Fax Viewer.

168

RightFAX 's Guide

Default Paper Size This determines how the fax server will scale a fax page to fit onto the printable area of a laser printer. This also sets what size paper to select. Settings include: None - This will not scale the image at all which may result in some portion of the page being truncated. Fit Letter - This setting causes the fax page to be scaled to fit onto the printable area of U.S. Letter size paper (8.5 x 11 in.). The Paper Size and Paper Source can be overridden by the when they manually print a fax from FaxUtil.

Fit Legal - This will cause the fax page to be scaled to fit onto the printable area of U.S. Legal size paper (8.5 x 14 in.). Fit Letter/Legal - If the fax page is 12.5 inches or less, it will scale to fit onto Letter size paper. Otherwise it will be scaled to fit onto Legal size paper. This is useful for firms receiving faxes in a mix of letter and legal sizes and where dual-bin laser printers are used. In such cases, the laser printer will automatically select the appropriate size paper, letter or legal, to correspond to the size of the fax page. Fit A4 - This setting will cause the fax page to be scaled to fit onto the printable area of A4 size paper (210 x 297 mm). Fit A4/Legal - This setting is identical to Fit Letter/Legal, except that the printer will choose between A4 and Legal paper trays. There is always an unprintable region for each laser printer. RightFAX takes this into when scaling and fits the full fax page within the printable region. The result is a small (5%) reduction in the page image when printed on a laser printer. Since fax pages have no unprintable regions, the scaling must occur else portions of the fax would be lost during printing.

Default Paper Source This field determines which paper tray selection command RightFAX will send to the printer. If the Default Paper Size is set to Fit Letter/Legal or Fit A4/Legal, it is recommended that this value be set to None, else the automatic selection of paper trays will not work.

Editing Printers To edit the properties of an existing network printer, select the printer to edit in Enterprise Fax Manager and press [Enter] or select Edit from the Edit menu. You can also double-click on the printer. This opens the Edit Network Printer dialog (described above).

Deleting Printers To delete a printer, select the printer to delete and press [Delete] or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the printer.


169

Importing Printers from the Network To import printers from your network, select Import Printers from Network from the Utility menu. This opens the Import Network Printers dialog. Select the network context to import from, specify a default printer type (driver), then click the Find Printers in Selected Context button. Depending on the size of your organization's network, this scan may take several minutes. You can click the Stop Loading button during the scan to cancel. If the list includes printers that you do not want to import, highlight each printer to remove and press [Del]. To import the printers, click the Import Listed Printers button.

Managing Billing Codes RightFAX tracks and reports fax activity using billing codes. s may be required to enter one or two codes for every fax before it can be sent or deleted. These codes can be validated internally against a master table or can be validated externally with a separate application (i.e. your ing program). To validate billing codes internally, you must create a list of all valid codes in RightFAX. To display a list of billing codes, highlight Billing Codes under the desired RightFAX server in the left portion of the Enterprise Fax Manager Main screen:


Validating billing codes externally requires you to create a custom application using the RightFAX API

170

RightFAX 's Guide

Adding Billing Codes Individually To add a new billing code, press [Insert] or select New from the Edit menu. This opens the Edit Billing Code dialog:

Billing Code Fields (You may have changed these field names to reflect the needs of your company using Customize FCS Required Fields in the Utility menu.) Enter the new billing code(s) to add to the list.

Description Enter a description of what these billing codes represent (such as "" and "Matter").

Importing Billing Codes RightFAX lets you import billing code records from an ASCII text file. This is most useful when systems such as EquiTrac or central databases are used to store a master set of billing codes. Such systems can be programmed to periodically generate a formatted ASCII file which the RightFAX server will automatically pick up and process. Once such a system is configured, billing code maintenance can be fully automated. The ASCII billing codes file must be called CODECHG.CSV, and must be located in the directory \RIGHTFAX\WORKSRV# (where # is the WorkServer number that you want to handle the billing code imports.) The file CODECHG.CSV must be formatted with one complete billing code record per line. The codes themselves cannot contain spaces, but descriptions may. For each record, the codes and description must be separated by commas. You can import new billing codes as well as specify deletions and changes to billing codes. Each billing code record must include a leading field that indicates the desired operation. The leading field (a single character followed by a comma in all cases) may be an: ‘A’ indicating an Addition; ‘C’ indicating a Change to an existing code; or a ‘D’ indicating that a code should be Deleted.


Format: Operation,BillInfo1,BillInfo2,Description Examples: A,Smith,9054,Harry Smith Inc. C,Jones,5687,Bob Jones Corp. D,Smith,2390 (A Delete line need not contain a description, and any included description will be ignored.) Once you have created a comma-delimited ASCII file of billing codes, RightFAX can be configured to automatically import the file. To configure RightFAX to automatically import the ASCII billing code file, run the WorkServer Control applet, select the WorkServer in whose directory you saved the CODECHG.CSV file, and set a value in the Billing Code Import Interval field. This parameter determines the interval, in minutes, that the WorkServer should check for a new billing code file. At every interval, the WorkServer checks for the file CODECHG.CSV, in its own directory. If the file exists, the WorkServer imports the additions, changes, and deletions specified in the file. After the entire file is processed, the WorkServer erases CODECHG.CSV so that it will not be picked up again at the next check. The WorkServer also produces a log file, CODECHG.LOG, which can be examined to see what codes were imported from the most recent CODECHG.CSV. The log file is overwritten each time an import is executed, so it will not grow indefinitely. When writing the input file it is recommended that it not be initially named CODECHG.CSV. If it is, the WorkServer may attempt to open and process the file before you have finished building it. It is best to use a temporary name (such as CODECHG.$$$) to build the file. After all lines have been written to the file, close it and rename it to CODECHG.CSV. A batch file can be created that automates this process, for example: C:\>j: J:\>cd \rfax\worksrv1 J:\RFAX\WORKSRV1>getcodes codechg.$$$ J:\RFAX\WORKSRV1>ren codechg.$$$ codechg.csv In this example, GETCODES is a program you supply which creates an ASCII file of billing code changes in the required format.

171

172

RightFAX 's Guide

Integrating ODBC Billing Codes

Click on the RightFAX tray icon and select ODBC Configuration

You can integrate billing codes from an external ODBC source for use in all of your Windows NT and Windows 95/98 s' outbound faxes. The ODBC source may be created and configured using the 32-bit ODBC Configuration applet in the Control . Each client workstation must be configured individually to access these billing codes. Click on the RightFAX tray icon in the corner of the taskbar. From the menu, select ODBC Configuration. This opens the Configure ODBC Tables dialog:


173

Click on the Add button next to ODBC Billing Tables. This opens the Configure ODBC Billing Table dialog:

Type a descriptive name for the billing codes table Click the browse button and select the ODBC driver Completing these fields requires a familiarity with SQL syntax conventions. Please refer to your SQL database documentation for information on SQL syntax

Complete each of the fields according to your ODBC datacase's specifications:

Billing Table Name Enter a descriptive name for this billing codes table.

ODBC Source Enter the name of your ODBC billing codes data source, or click the browse button to the right of this field to select from a list of available sources.

ODBC Field Names Next, you must relate the fields of the ODBC database to the standard RightFAX billing code fields. This is done with simple SQL query statements.

ODBC ID and Enter the ID and to access the ODBC database. If the ID and match those used to to RightFAX, you may check those boxes instead.

Records to Load at Once You can limit the number of records displayed at one time during billing code lookup by entering the limit in this field.

Fill in the ID and necessary to access the ODBC database. If the ID and match those used to to RightFAX FaxUtil, you may check these boxes instead

174

RightFAX 's Guide

SQL Cursor Type This field lets you select an SQL cursor type. In most cases, this option should be set to Dynamic.

Querying an ODBC Billing Code List Once you have configured the necessary ODBC information on a 's workstation, that can access ODBC billing codes when sending faxes. The actual name of this billing code list is set in the Billing Table Name field of the Configure ODBC Billing Table dialog

From the Fax Information dialog, click on the Lookup button. A window asks you to select RightFAX or ODBC billing codes:

Select the ODBC option. This opens a dialog listing the ODBC billing codes:

If you limited the number of records displayed at one time in the Records to Load at Once field on the Configure ODBC Billing Table dialog, you will see only the specified number of records (or fewer). To view the previous or next batch of codes, click on the up and down arrows on the right side of the list. Highlight the billing code information you want and click OK to enter it in the Fax Information dialog.

LCR and Dialing Plan Configuration In this chapter: • • • • • •

LCR Overview Creating and Editing Dialing Rules Prefix Tables Testing Rules and Routes Call Blocking LCR Sample Scenarios

176

RightFAX 's Guide

LCR Overview Least cost routing (LCR) is a term used to describe technology that allows you to route outbound faxes between servers. RightFAX LCR includes several components: dialing plans, load balancing, testing tools, and management utilities. Dialing plans, testing tools and management utilities are all available in RightFAX NT because they apply to one specific server only. In RightFAX Enterprise, these components can be configured to work between servers.

Load Balancing Load balancing is accomplished by creating multiple dialing rules to match a specific number pattern. When multiple rules match a fax number with equal weight, RightFAX directs the fax to the server with the most available fax channels. If both servers have all outbound fax channels in use, the fax will be directed to the server with that will have a channel available the soonest. Because this feature requires cooperation between servers, it is only available in RightFAX Enterprise.

RightFAX Interconnect RightFAX Interconnect can be likened to least cost routing for inbound faxes. Fax reception can be distributed for volume or redundancy reasons. Servers will route received faxes between themselves to ensure that the fax is routed to the proper , even if that is not located on the original server. This feature is enabled in the RightFAX WorkServer (see Chapter 5: Configuring the WorkServers for more information).

Creating and Editing Dialing Rules Because different servers may be in different locations, or serve groups with varying needs, dialing rules are server specific. If you have multiple RightFAX servers, you must create an appropriate list of dialing rules for each server

Least cost routing dialing rules are configured in the Enterprise Fax Manager, described in Chapter 9. Highlight Dialing Rules under your RightFAX server to open a list of number patterns and their rules:

Chapter 13: LCR and Dialing Plan Configuration

RightFAX compares each outgoing fax number to the number patterns listed here then assigns a “weight” to each listed rule. The more closely an outgoing fax number matches a rule, the higher the weighted value of that rule. The fax server will then use the rule with the highest weight to send the fax. Rules that rout to a remote server are automatically deemed ineligible and taken out of contention if a WAN link or destination server is down. It is possible that all a server will do is route every fax to another server. It is even possible to configure a single fax server on the network to only modify fax numbers (prepend/append digits, etc.)

Matching The first step in creating dialing rules is to establish standards against which RightFAX will to try to match fax numbers. Fax numbers will be compared to the patterns and conditions described below to determine the “best match.”

177

The RightFAX BoardServer must be running in order to edit the dialing rules

178

RightFAX 's Guide

Patterns The board server will attempt to match the pattern of numbers or characters in the fax number with the pattern of numbers or characters in the dialing rules. You should enter a number pattern for each rule. RightFAX will ignore any hyphens, parentheses, or spaces entered in the pattern string. Only the following characters are significant: 0-9 # * Wildcards: Because it is impossible to anticipate the exact pattern of every fax number, RightFAX provides several wildcards or variable characters which can be substituted for digits.

Wildcard

Definition

+

Matches zero or more digits; must always appear at the end of number string.

Examples + = matches any fax number entered, including 320-7000, 100, and 011-44-75653442. 415+ = matches any number that begins with 415, including 415320-7000, 415-4455, and 4151.

~

Matches zero or one digit; can be placed anywhere in the number string

~415+ = matches any number beginning with 415or digit -415 including 415-320-7000, 4153222, 1-415-320-7000, and 2520. ~~415+ = matches 1-415-3207000, 9-1-415-320-7000, and 415-320-7000.

?

Matches exactly one digit

415-320-7??? = matches any number that has final four digits between 7000-7999. 415-???-???? = matches any number within the area code 415.

%[table name, number of digits to match]

Matches digits defined in a prefix table to the number of digits specified (refer to "Prefix Tables" below)

415-%[EAST,3]+ = matches all numbers that begin with 415 and have a 3-digit prefix defined in the table called EAST.


Wildcards always decrease the weight of a match as they are always less specific than an exact match. For example: Dialing Rule #1: Dialing Rule #2:

520-320-700? Server 1 520+ Server 2

The fax number 520-320-7000 matches both rules, but will always match rule #1 better as it is more specific. Digit/Wildcard Precedence: 0123456789*# % ? ~ +

Priority You can restrict rule matching by fax priority (assigned by the ). Only those priority levels which are checked in this field will be considered to match the rule, provided all the other fields match. Matching based on priority can be extremely useful when doing fax broadcasts or other large-volume faxing. It can also be useful for universal redirection of faxes (e.g. all high priority faxes should send from Server 2 instead of Server 1). Example: A broadcast of 1000 faxes is scheduled to be routed from the local Tucson server to the remote London server for sending to cities throughout the UK. High priority faxes will never be sent through London because rule #1 only matches low and normal priority faxes. The assumption here is that the PSTN is more reliable than the WAN link to London (maybe the WAN link is the Internet). There are two dialing rules defined on the Tucson server: 1.

01144+

2.

+

should be routed to the London server normal, low priority should be sent from the local server high, normal, low priority

Time of Day You can also restrict rule matching by time of day and/or day of week. Set the specific hours and days for which this rule should be considered eligible. Several telephone companies offer significant savings during off-peak hours (typically between 7 p.m. and 6 a.m.) and on weekends. You can use this feature alone to balance loads between servers, or combine it with priority features to manage large fax broadcasts on specific servers.

179

180

RightFAX 's Guide

Restrictions Once a fax number has found a pattern and condition match, it will evaluate the restrictions placed on the rule. Rules can restrict the originating server of a fax to include or exclude specific servers, s and groups. You can enter multiple servers, s and groups by separating the ID's with commas.

For example, the above Rule Edit dialog restricts SERVER1 from being matched against the rule for servers. XYZ and JANE are excluded from being matched against the rule for s.


Action After determining which rule is the best match for the number, RightFAX will use the information in this dialog to determine the actions to be taken (e.g. where the fax will be routed, if at all).

Routing allows you to specify the destination of faxes which match this rule. You can choose to route all matching faxes through the local fax server machine. This is recommended if this is a single fax server installation or if there is no cost- or timesavings in routing the fax to a remote server for sending. You can also choose to reroute all faxes that match this rule to another server. that the server specified in this field may not necessarily be the server from which the fax is ultimately sent, as each new server applies its own destination rules. RightFAX LCR allows you to define “intra-company” routing rules that let you by the public switched telephone network (PSTN). An outbound fax routed from Server 1 can be routed to Server 2 as an inbound fax and be delivered to a on that remote server without being transmitted over a phone line.

181

182

RightFAX 's Guide

For example, a company with RightFAX servers in Tucson and Seattle might have created the following rules on the Tucson server: 206-???-???? 206-820-50??

remove three digits route to Seattle server remove first six digits receive into Seattle server

When someone in Tucson sends a fax to 206-820-7000, faxing to a customer in Seattle, the server will route the fax to the Seattle server that will send it via a local call. However when someone in Tucson sends a fax to a co-worker in Seattle at 206-820-5065, the server will consider the fax a “received fax” and will automatically route it to the appropriate internal fax mailbox (5065). Note that the fax number must match a routing code on the receiving RightFAX server, otherwise the fax will be routed to the default mailbox.

Send via Local Server This specifies that the outgoing fax will be sent from the local server.

Receive into Local Server This allows a fax to be routed directly to the local server and be delivered as an inbound fax to avoid transmission over a phone line. The fax may have originated on this server or any other server.

Send via Fax Server This specifies the server to which a fax should be routed for outbound sending. The server name and communications protocol should be specified for remote servers.

Receive into Fax Server This allows a fax to be routed to another RightFAX server and delivered as an inbound fax to avoid transmission over a phone line. The server name and communications protocol must be specified.

Phone Number Modification Digits can be added or removed from the beginning and end of a fax number to make the number “dialable.” For example, when dialing long distance numbers, some s enter a 1 before the area code (1-520-xxx-xxxx) while other simply begin with the area code (520-xxx-xxxx). Some s have been told to add a 9 before the fax number to get an outside line and other s have not. The following rules will correctly adjust the dialed phone number to handle all possible combinations: 1. 2. 3.

520-???-???? 1520-???-???? 91520-???-????

Prepend ‘91’ Prepend ‘9’ Prepend nothing


183

These rules assume that there is no global dialing prefix programmed in your Global Board Settings (described in Chapter 6). If a global dialing prefix of ‘9’ is programmed, these rules should look like this: 1. 2. 3.

520-???-???? 1520-???-???? 91520-???-????

Prepend ‘1’ Prepend nothing Strip one digit, prepend nothing

Valid characters to add in dialing rules are:

Character

Description

0 through 9

Phone numbers and access numbers

, (comma)

1-second pause

I

5-second pause

W

Wait up to 15 seconds for a dial tone

P

Pulse dialing tone

T

Tone dialing mode (default)

F

This character is replaced in the dial string by the 's domestic long distance Auto Billing Code

G

This character is replaced in the dial string by the 's international long distance Auto Billing Code

!

Hook-flash signal

*

Generates tone as would '*' button on touch-tone phone

#

Generates tone as would '#' button on touch-tone phone

@

Causes all following digits to be hidden on fax cover sheet

{

Causes dialing prefix to NOT be prepended

}

Causes dialing postfix to NOT be appended

Dialing characters are not case sensitive

If you have trouble sending faxes to international numbers, try putting two or three “i” characters after the number, for example: 011-44-321-230117iii

184

RightFAX 's Guide

Other After determining which rule matches, if any restrictions apply to that rule, and what actions should be taken, RightFAX will then check to see if a new priority needs to be assigned to the fax or if the fax number triggers any special flags.

Priority Delta Priority values are assigned to faxes when the creates them. These priority values can play an important role in the rule matching process, as they can determine the server to which a fax is routed. You can adjust the priority values assigned to faxes that match a particular rule, using the priority scale.


Priority is normally rated on a 3 point scale: 1= low, 2= normal, 3= high. The following table illustrates what happens to fax priority as it is adjusted.

Original Priority Low

Normal

High

Priority Delta/Adjusted Priority

+2/High +1/Normal 0/No change (Low) -1/No change (Low) -2/No change (Low) +2/High +1High 0/No change (Normal) -1/Low -2/Low +2/No change (High) +1/No change (High) 0/No change (High) -1/Normal -2/Low

This feature can be used to universally adjust the priority of a group of faxes. For instance, you can define a rule for all international faxes: Pattern = 011-44+, Priority Delta = -2. This will reduce the priority of all faxes that match this rule to Low priority, regardless of their original assigned priority. Note that if you have included or excluded specific s or groups from this rule, then the priority delta will not affect their faxes.

Send on Specific Range of Channels You can create dialing rules to direct faxes to be sent on a specific range of channels. Any channel range specified in a dialing rule will override any channel restriction used on a specific fax with the embedded code. This functionality applies to the local server only. This parameter is not transferred with the fax if it is routed to another fax server for sending.

185

186

RightFAX 's Guide

For example, a rule on Server A which specifies that faxes are to be transmitted through Server B and specifies a channel range of 3 . . 5 would route the fax through Server B, but Server B can use any channel. Alternately, Server B can have a rule(s) which sets a channel range. This behavior is by design because one server should not have to "know" the line/channel configuration of another server.

Disallow Sending The Disallow Sending feature restricts dialing rules. This allows a dialing rule to prevent sending faxes based on various attributes, e.g. number pattern, time of day, sender, etc. The will get a scheduling failed error message and the send will not be retried unless the “kicks” the fax.

Prefix Tables Prefix tables are a useful way of storing and organizing groups of numbers such as telephone number prefixes or area codes. Rather than create a separate dialing rule for each number pattern, prefix tables let you create a one rule that applies to several number patterns. For example, using a prefix table called Region1 containing the entries "458,459,460,and 461," the following four rules can be easily replaced by one rule: 1. 2. 3. 4.

520-458-???? 520-459-???? 520-460-???? 520-461-????

Strip 3 digits, add ‘1’ Strip 3 digits, add ‘1’ Strip 3 digits, add ‘1’ Strip 3 digits, add ‘1’

Can all be replaced with : 1.

520-%[Region1,3]-???? Strip 3 digits, add ‘1’


Creating and Editing Prefix Tables To create a prefix table, open the Enterprise Fax Manager (described in Chapter 9), click on Prefix Tables listed under your RightFAX server, and press [Insert] or select New from the Edit menu. This opens the Prefix Table Edit dialog:

Enter a name for the table, then type the entries you want. All the entries in a prefix table must be the same length, and prefix table entries cannot contain formatting or wildcards. Entries may only include the following digits: 0123456789#*. If your table will contain a range of numbers, enter the starting and ending numbers in the series under the Ranges option and click on the Insert Range button. All the numbers in the range you specify will automatically appear in the list. To edit an existing prefix table, double-click on the prefix table object in Enterprise Fax Manager, or highlight the prefix table and press [Enter] or select Edit from the Edit menu.

Referencing Prefix Tables in Dialing Rules You must use a specific syntax when referencing prefix tables in dialing rules. In the rule, replace the dialing prefix or area code to reference with a percent sign (%) followed by the name of the prefix table, a comma, and the number of digits to reference all in square brackets. For example, the following dialing rule correctly references the prefix table Region1 for the 3-digit dialing prefix: 520-%[Region1,3]-????

187

188

RightFAX 's Guide

Testing Dialing Rules and Routes Because there are so many variables that could potentially conflict with each other, you should use the following tools to diagnose problems and test fax routes.

Ping Server To run this test, select Ping Server from the Enterprise Fax Manager Test Menu:

This diagnostic tool will test communications with the current server over a particular protocol. The amount of time it takes information packets to make a round trip will be displayed in seconds as “time for call.” The current sever load will be displayed as “server availability index.” The higher the index value, the greater the server availability.

Trace Fax Routing Select Trace Fax Routing from the Enterprise Fax Manager Test Menu:


This tool is an excellent way to test the dialing rules you have constructed using real fax numbers without actually sending a fax. Simply enter a fax number, just as a might, and follow the path through which the fax would be sent. As the fax number es one or more servers, the Route Tracer will display which rules are being used, how the fax number is manipulated along the way, the number of hops, or jumps from server to server, and the time it takes to route between servers. The time between servers does not include the time to transfer image data. That additional time depends on the size, resolution, and density of the fax.

Rule Execution To run this test, select Rule Execution from the Enterprise Fax Manager Test Menu:

The Rule Execution tool is similar to the Route Tracer tool. It tests rules with real fax numbers without actually sending a fax. However this tool provides more information about a single server’s rules. It will display each rule against which the fax number was compared and provide information about the match weights and server availability. Rule Execution will not trace the route of a fax after it leaves the particular server.

189

190

RightFAX 's Guide

Show Downed Servers To run this test, select Show Downed Server List from the Enterprise Fax Manager Test Menu:

When a fax server has a problem communicating with a remote fax server over a particular protocol, any rules which target the remote server over using the particular protocol will be disabled for a specified amount of time. This time defaults to five (5) minutes but may be changed via a value in the Registry. Disabled rules are essentially invisible to the server and thus do not affect routing. Rules are automatically re-enabled after the programmed delay (5 minutes by default). The benefit to this system is that a fax server will not continually attempt to communicate after a problem is detected. Doing so could significantly affect performance given that protocols such as T/IP have large, built-in timeout values. The Show Downed Server tool will display all rules which are currently disabled. As well, the error which caused the rule to be disabled will also be displayed, allowing for diagnosis. The Reset Downed Servers button refreshes the Show Downed Server list.

Route Loop Errors It is possible to construct rules that create a routing loop on a single server or multiple servers. For example: SERVER1 SERVER2 SERVER3

#1 520+ #1 520+ #1 520+

route to SERVER2 route to SERVER3 route to SERVER1


In a case such as this, the fax would continuously route between the four servers until it has “hopped” between servers ten (10) times, at which point the fax would be sent.

Call Blocking The RightFAX BoardServer module s a call blocking mechanism (separate from the call-rule system provided by RightFAX’s least cost routing). This feature allows an to prevent certain calls from going out at the fax hardware level. By default, the BoardServer module will block any calls going out to a number beginning with “911” - the standard emergency number across the United States. The numbers blocked can be changed by adding the following value to the fax server’s registry: HKEY_LOCAL_MACHINE\SOFTWARE\RightFAX\BoardServer\BlockedNumbers This value is of the type “REG_MULTI_SZ”, which means it can contain multiple lines of information. Each line should be one number prefix to block (such as “911”). Note that leading prefix characters will be ignored when the comparison is made, so that a dialed number “,,911” will still match “911” correctly. When a RightFAX ’s outgoing fax is blocked by this feature, it’s error status will be displayed as “Scheduling Failed”. BoardServer call blocking may be disabled altogether by adding the following registry value: HKEY_LOCAL_MACHINE\SOFTWARE\RightFAX\BoardServer\BlockingFlags This entry should be a “REG_DWORD” value set to the number “2”.

LCR Sample Scenarios Case #1: Using LCR – A Simple Example PDQ Company has a RightFAX server in New York City (“NYSERVER”) and a Tucson RightFAX server (“TSNSERVER”). PDQ wants to save money using LCR. NYSERVER will detect fax calls directed to fax numbers attached to the PBX in Tucson. TSNSERVER is connected to the PBX, thus line charges will be eliminated for these faxes. PDQ also has determined that it would be cheaper to send NY faxes bound for Tucson and Southern Arizona numbers via TSNSERVER.

191

192

RightFAX 's Guide

Thus it installs LCR and adds the following rule via LCRCFG: Server Name: NYSERVER Matching — Pattern: 520+ Action – Other RightFAX Server – Server Name: TSNSERVER Action – Other RightFAX Server – Protocol: T/IP PDQ has 100 PBX fax lines in Tucson all starting with the prefix 320 and digits 71 (e.g. 320-71??). PDQ wants those faxes to be routed by TSNSERVER to use the internal PBX rather than dialing outside lines. The following rules should be setup: Server Name: TSNSERVER Matching — Pattern: 520-320-71+ Action – Send via Local Machine Action – Number of digits to remove: 6 Server Name: TSNSERVER Matching — Pattern: 320-71+ Action – Send via Local Machine Action – Number of digits to remove: 3

Case #2: Using dialing prefix tables PDQ also wants to make sure that Southern Arizona calls outside of Tucson get dialed correctly from TSNSERVER. The 458 prefix requires a ‘1’ be prepended onto the number. Also, the 520 area code should not be used. Thus the following rules: Server Name: TSNSERVER Matching — Pattern: 458+ Action – Send via Local Machine Action – Digits to prepend: 1 Server Name: TSNSERVER Matching — Pattern: 520-458+ Action – Send via Local Machine Action – Number of digits to remove: 3 Action – Digits to prepend: 1


Actually there are more prefixes that could be dialed in Southern Arizona, but it would be cumbersome to add rules for each one. LCR takes care of this with “prefix tables.” PDQ determines that there are three prefixes (458, 459, 652) that encom the other numbers that could be dialed. PDQ creates a prefix table (Edit – Prefix Tables), named SOUTHAZ and adds all three prefixes. It then replaces the above two rules with these two: Server Name: TSNSERVER Matching — Pattern: %[SOUTHAZ,3]+ Action – Send via Local Machine Action – Digits to prepend: 1 Server Name: TSNSERVER Matching — Pattern: 520-%[SOUTHAZ,3]+ Action – Send via Local Machine Action – Number of digits to remove: 3 Action – Digits to prepend: 1 This handles all of PDQ’s Southern Arizona prefixes at once.

Case #3: Distinguishing ‘+’ wildcard rules from other local numbers The system for NYSERVER now finds that faxes bound for internal 4-digit PBX numbers in NY beginning with “520” are being routed out to Tucson! To top that off, NY just added a prefix for the Tri-State area of “520” and those calls are going to Tucson, too. To correct this situation, the adds two new rules to PDQ NYSERVER: Server Name: NYSERVER Matching — Pattern: 520? Action – Send via Local Machine Server Name: NYSERVER Matching — Pattern: 520-???? Action – Send via Local Machine Action – Digits to prepend: 1 Note: The new Tri-State prefix requires a ‘1’ be prepended to the phone number for proper dialing to occur. These two rules intercept 520 calls that would otherwise match the “520+” rule above. Wildcard patterns with a ‘+’ are overruled by those without them. Patterns without wildcards overrule those with them.

193

194

RightFAX 's Guide

Case #4: Stripping unnecessary digits with LCR The PDQ system for NYSERVER has also noticed that recent transfers from the Tucson site are still used to using the long distance carrier from there. They are always putting a ‘1’ on the beginning of ten digit long distance numbers. She adds the following rule to strip the ‘1’ off, since the PDQ NY long distance carrier does not require it: Server Name: NYSERVER Matching — Pattern: 1-???-???-???? Action – Send via Local Machine Action – Number of digits to remove: 1

Case #5: Using LCR – An Advanced Example PDQ now opens a sales office in Los Angeles with a new RightFAX server (“LASERVER”). PDQ has worked a deal with the local phone companies in L.A. such that all calls in the local L.A./Orange County area are at a special cut rate. A similar deal was worked for the N.Y. metro area. This means PDQ can save money by routing all LA faxes to the LASERVER and all NY faxes to the NYSERVER. However, owing to charges related to the T/IP connection between LA and NY, it is still cheaper to send faxes during off peak periods to LA and NY via direct long distance dialing. PDQ would first set up four prefix tables: an LA area-code (“LAACODE”) and LA area-code/prefix table (“LAPREFIX”) on NYSERVER, for NY (“NYACODE” and “NYPREFIX”) LAACODE and NYACODE would contain a list of area-codes that would match the cut-rate phone numbers in their respective regional areas. LAPREFIX and NYPREFIX would match numbers in area-codes where the whole area code was not part of the cut-rate deal and thus only certain prefixes are eligible. NYSERVER would then have these two rules: Server Name: NYSERVER Matching — Pattern: %[LAACODE,3]+ Matching – Time of Day – Peak Times Action – Other RightFAX Server – Server Name: LASERVER Action – Other RightFAX Server – Protocol: T/IP Server Name: NYSERVER Matching — Pattern: 1%[LAPREFIX,6]+ Matching – Time of Day – Peak Times Action – Other RightFAX Server – Server Name: LASERVER Action – Other RightFAX Server – Protocol: T/IP LASERVER would have a matching set of rules referencing NYACODE and NYPREFIX and routing to NYSERVER. “Peak Times” is specified because it is still cheaper to send in the evening and at night via long distance.


Also, a “local rule” would be required on both the NYSERVER and LASERVER to “normalize” the numbers dialed within the area-code of each server (i.e. strip off the unnecessary area code). PDQ adds this rule for NYSERVER: Server Name: NYSERVER Matching — Pattern: 212+ Action – Send via Local Machine Action – Number of digits to remove: 3 A normalization rule would be necessary for LASERVER as well. In general, it is preferable to perform normalization by the local server, rather than trying to do it prior to routing a fax to a remote server. That way normalization rules are only defined once. Also, normalization rules are usually peculiar to the region to which they are applied. To enable LCR for TSNSERVER to NY and LA. a copy of each of the four tables and each of the four rules could be entered on TSNSERVER.

Case #6: Boosting Priority with LCR Now let’s say that PDQ company expands and the load on the RightFAX servers are increasing. PDQ decides to boost the priority of faxes from certain groups and s on the LASERVER. The following rule could be added: Server Name: LASERVER Matching — Pattern: + Restrictions – Applies only to s: SALESMGR,CFO Restrictions – Applies only to groups: TOPDOGS Other – Priority Delta: 1

Case #7: International Routing PDQ expands into the international market. Their first overseas site is London, England. Of course they install a RightFAX server there as well (“UKSERVER”). Now, all faxes from LA, NY and Tucson bound for England would need to be routed to UKSERVER. The LCR rule: Server Name: LASERVER Matching — Pattern: 011-44+ Action – Other RightFAX Server – Server Name: UKSERVER Action – Other RightFAX Server – Protocol: T/IP Again, rules would need to be placed on the UKSERVER to “normalize” the phone numbers for England.

195

196

RightFAX 's Guide

Case #8: Load Balancing LCR can also be used to “load balance” two or more servers at a site. Let’s say PDQ adds another server to the burgeoning NY site (“NYSERVER2”). Furthermore, usage data indicates that during peak times, faxes on NYSERVER are taking several minutes longer waiting to be sent on the average. Upon analysis, PDQ finds that the s of NYSERVER are sending many more faxes than the ones of NYSERVER2. This leads to outgoing fax channel tie-ups on NYSERVER. By entering the four rules below, new faxes coming into each server will automatically be routed to the one with the least load: Server Name: NYSERVER Matching — Pattern: + Action - Send via Local Machine Server Name: NYSERVER Matching — Pattern: + Action – Other RightFAX Server – Server Name: NYSERVER2 Action – Other RightFAX Server – Protocol: T/IP Server Name: NYSERVER2 Matching — Pattern: + Action – Send via Local Machine Server Name: NYSERVER2 Matching — Pattern: + Action – Other RightFAX Server – Server Name: NYSERVER Action – Other RightFAX Server – Protocol: T/IP LCR uses “weighting” to determine the order of matching of rules. The weight is determined by the pattern that matches. When two identical patterns match, then load balancing can occur. RightFAX looks to see which of the desired servers has the least load and the fax is queued for sending with the one with the least load.

Case #9: Backup Servers PDQ’s S.A. for LASERVER gets wind of the new NYSERVER2 in New York. He decides to make use of the additional server by replicating all the rules on LASERVER for NYSERVER but this time referring them to NYSERVER2. He does this because it will lead to a guaranteed path of low-cost routing should one or the other of the NY servers fail for any reason.

Creating and Using Cover Sheets In this chapter: • Creating Cover Sheets • Switching Cover Sheets • Customizing Cover Sheet Required Fields

198

RightFAX 's Guide

Creating Cover Sheets RightFAX allows you to create customized cover sheets for different groups or individuals. You can create your own cover sheet in any application that can print to a file or you can edit the default template in MS Word for Windows. All cover sheets are stored in the \RIGHTFAX\FCS directory.

Editing the Default Cover Sheet If you choose to use the default cover sheet shipped with RightFAX, you must edit it to include your company name, logo, etc. Using MS Word for Windows 6.0 or later, open the FCS.DOC file in the \RIGHTFAX\FCS directory. You can edit, add, or delete fields to reflect your organization's needs using the table of codes on the facing page. You can use any font and character style on your cover sheet, however, all embedded codes must be in a native printer font. If they are not, RightFAX will not be able to read them and they will appear as is on the cover sheet. Native printer fonts are indicated on the Fonts menu of your application by a little printer icon:

In this example, the LinePrinter and Marigold fonts are native printer fonts and can be used to format the field codes on cover sheets. The fonts Times New Roman and Modern are not built-in to a laser printer and cannot be used for the field codes. You can create as many customized versions of this cover sheet template as you want by using the Save As command in Word and giving each file a different name.

Chapter 14: Creating and Using Cover Sheets

C o ve r She e t C ode

R e pla ce d w ith

M ax im um Le ngth

Billing Info rma tio n #1

15 c ha ra c te rs

Billing Info rma tio n #2

15 c ha ra c te rs

"Ye s" o r "N o "

N /A

A ll Liste d Re c ipie nts o f the Fa x

U p to 2 1 line s, 69 c ha ra c te rs e a c h

< FA X D ID N U M >

S e nd e r's F a x N umb e r

31 c ha ra c te rs

< FR O M _ N A M E > o r

S e nde r's N a me

59 c ha ra c te rs

< FR O M _ P H O N E N U M > o r < FRO M P H O N E N U M >

S e nd er 's P hone N umb e r

31 c ha ra c te rs

< G E N ER A LF A X N U M >

Se nd e r's G ene ra l Fa x N umb e r

31 c ha ra c te rs

N o te s

U p to 2 1 line s, 69 c ha ra c te rs e a c h

N umbe r of Pa ge s (e xc lud ing c o ve r she et)

N /A

N umb e r o f Pa ge s (inc lud ing c o ve r she et)

N /A

< O PE RATO R N U M >

S end e r's G e ne ra l P hone N umb e r

31 c ha ra c te rs

< TO C ITY STAT E>

Re c ip ie nt's A dd re ss

59 c ha ra c te rs

< TO C O M PA N Y >

Re c ipie nt's C om pa ny N a me

59 c ha ra c te rs

< T O C O N TA C T N U M >

Re c ipie nt's Vo ic e N umb e r

31 c ha ra c te rs

< TO FA X N U M >

R e cip ie nt's F a x N umb e r

31 c ha ra c te rs

R e c ip ie nt's N a me

59 c ha ra c te rs

<W H E N FA X ED > o r < D AT E>

D a te a nd Time C re a te d

N /A

199

The code lists all recipients of a fax (including CC and BC recipients) in the format name,faxnum;name,faxnum up to 69 characters per line and 21 lines (represented by up to 21 codes). The cover sheet will only list as many fax recipients as there is space allotted for

Each code represents one line of any notes to be placed on the cover sheet. A cover sheet template should include 21 of these codes to allow placement of all 21 possible lines of note text. Text does not wrap

Date and Time Created is different from the date and time the fax is actually sent, which is recorded on the TTI line on each fax page

200

RightFAX 's Guide

Creating Your Own Cover Sheet You can use any application from which you can print to a file to create your own cover sheet from scratch. You may include the embedded codes which complete the cover sheet information for each fax. Choose from the list of valid codes above and to use a native printer font so RightFAX can read them.

Printing Cover Sheets to a PCL file Once they are created, all cover sheets, regardless of the application in which they were created, must be printed using a printer driver that generates PCL5 code, and must be saved to the \RIGHTFAC\FCS directory on the RightFAX server with the extension .PCL. It is this PCL file that RightFAX uses to generate the cover sheet image. Most applications, including word processing applications, provide a Print to File option that can be set in the Print dialog. You will be prompted for the file name and extension. Be as descriptive as possible when naming the file (using the 8.3 naming convention), as this is the name your s will see if they change cover sheet models. If your application does not have a built-in Print to File option, you will need to create a PCL5 printer with a Print to File property.

Switching Cover Sheets s can assign rights to s that allow them to switch cover sheets (see Chapter 10, Managing s and Groups). Below are the rules which determine the cover sheet that will be used: 1.

If you select a specific cover sheet for a fax, RightFAX will use it.

2.

If you have a default cover sheet for all faxes, RightFAX will use it.

3.

If the group has a specified cover sheet, RightFAX will use it.

4.

If no cover sheet was determined by rules 1-3, RightFAX will use the default cover sheet file FCS.PCL.

Chapter 14: Creating and Using Cover Sheets

Customizing Cover Sheet Required Fields In order to transmit an outgoing fax, RightFAX requires that certain information be completed in the Fax Information dialog. The RightFAX can specify how much or how little information the must complete before the fax is considered ready to send. To set these parameters, select the Customize FCS Required Fields option in the Utility menu. To require that a certain field be completed, check the box next to the field name. If you place a check mark in the Sent column, s will not be able to send their faxes without completing the specified field. If you place a check mark in the Received column, s will not be able to delete a received fax without completing the specified field. If all of the required fields on an outgoing fax are not completed, the fax will remain in the FaxUtil mailbox with the status "Info Not Complete." If all of the required fields on a received fax are not complete, the will not be able to delete the fax from FaxUtil. This allows you to require that the fax recipient complete billing codes or other fields for billing records. In conjunction with the process of requiring certain fields, you may also validate the customizable billing information fields. By toggling the Billing Codes box, the fax server will check all faxes against the Billing Code Table (see Chapter 12: Printers and Billing Codes for more information). In the Billing Code Descriptions field, you can enter descriptive names for your billing code fields (e.g. client, case, , employee number, etc.). The descriptions will appear in the Fax Information dialog, the FaxUtil window, and many other places where the fields are displayed and manipulated. The fax server is not affected by the descriptions you enter here, so they can be modified at any time.

201

RightFAX is shipped with the fields To Fax Number and To Name/ID as required for outgoing or sent faxes. You can turn off this requirement for the To Name field, however the To Fax Number field will always be required.

202

RightFAX 's Guide

Generating Fax Reports In this chapter: • • • • • • •

Installing Fax Reporter Running Fax Reporter Creating Data Sets Generating a Fax Report Creating Custom Reports Data Set File Format FaxDump

204

RightFAX 's Guide

The RightFAX database stores a large amount of information about faxes for reporting and billing purposes. The RightFAX Fax Reporter utility lets you: •

Create fax information reports from new and existing data sets

•

Save data sets as MS Access (.MDB) files

•

Export reports to other file formats including HTML, Word, Excel, TXT, RTF, and e-mail through MAPI/Exchange.

•

Generate graphs and/or lists of fax information

•

Preview reports before printing

Fax Reporter can be run from either the RightFAX server or from a Windows NT 4.0 or Windows 95 client workstation.

Installing Fax Reporter Installing Fax Reporter to a Client Workstation

The RightFAX Reporter installs components of Seagate Software's Crystal Reports 6.0 on the client workstation. If you have installed other software that uses a different version of this software, a conflict may occur.

Fax Reporter is installed as an optional component during the RightFAX client installation. If you did not choose to automatically install it during the standard client installation, re-run the client Setup program from the \RIGHTFAX\CLIENT\WINNT(or WIN95) directory, and check the Fax Reporter option at the Select Options dialog.

Installing Fax Reporter to the RightFAX Server To install Fax Reporter to the RightFAX server, run the Setup program located in the \RIGHTFAX\CLIENT\FAXRPT2 directory.

Uninstalling Fax Reporter Follow these steps to remove the Fax Reporter software from your computer: 1.

Go to the Start menu and select Settings, then Control .

2.

Double click on Add/Remove Programs.

3.

Select Fax Reporter and click Add/Remove.

Chapter 15: Generating Fax Reports

Running Fax Reporter To run Fax Reporter, click the Start button on the task bar and select Programs then Fax Reporter. This opens the Fax Report Generator dialog:

The top half of this dialog lists existing data sets. A data set is a compiled report of fax data for a selected period of time. The bottom half of this dialog lists available reports. Reports define the type and format of data that is generated from the selected data set. Reports are organized into folders. Double-click on a folder to open it. The reports themselves are indicated by a black and white report icon.

Creating Data Sets You can create two types of data sets: dynamic data sets, and absolute data sets. A "dynamic" data set is a data set that represents a relative time range. For example, a data set representing "last month" can be created that automatically collects fax data for the last calendar month from the date of creation. This data set can then be refreshed at any time and new data will be collected for the last calendar month from the date of the refresh.

205

The privilege to run Fax Reporter can be edited in the Permissions in Enterprise Fax Manager

206

RightFAX 's Guide

An "absolute" data set is a data set that represents an absolute time range, from a fixed start date to a fixed end date. Since the time period they represent never changes, absolute data sets cannot be refreshed.

Refreshing an Existing Data Set To refresh an existing data set, highlight the data set in the Fax Report Generator dialog and click on the Refresh button. New data will be collected starting from today.

Creating a New Data Set To create a new data set, open the Fax Report Generator dialog and click on the New button . This opens the Data Set dialog. Complete each of the fields, then click OK to collect the specified fax data.

Data Set Name Enter a descriptive name for the data set.

Database File Name Enter the location where the data set file will be saved. This file will always be an MDB (Microsoft Access) database file and the .MDB extension will be automatically appended.

Server Name Enter the name of the RightFAX server from which data will be collected.


Protocol Select the appropriate communication protocol for your network.

Date Range This is the time period for which you want data collected. You can only select one of the Date Range options. All of these options represent dynamic time ranges (the actual date ranges can be updated by clicking the Refresh button) with the exception of Absolute. If you want a data set for a fixed date range only, click on Absolute and enter the Start and End Dates.

Editing an Existing Data Set To edit an existing data set, highlight the data set in the Fax Report Generator dialog and click on the Edit button. This opens the Data Set dialog (described above). You can change any of the fields on this dialog. Click OK to save your changes.

Deleting a Data Set To delete a data set, highlight the data set to remove in the Fax Report Generator dialog and click on the Delete button.

Generating a Fax Report Once you have created a data set for the desired time period, follow these steps to generate a fax report. 1.

In the Fax Report Generator dialog, highlight the desired data set. (If necessary, click Refresh to update the existing fax information.)

2.

Select the type of report you want to generate in the Reports section. Reports are organized into folders. Double-click on a folder to open it. Reports are indicated by a black and white report icon. If you highlight a folder (as opposed to an actual report file) no report will be generated.

3.

To print the report, click on the Print button. To preview the report, click Preview. To print the report after previewing it, select the Printer button in the Preview window (this appears only if you have access to a printer).

207

208

RightFAX 's Guide

Exporting Fax Information to Another File Format Follow these steps to export fax information to a specific file format on disk or to a MAPI address: 1.

In the Preview window, click

(Export button) in the toolbar to

display the Export dialog:

2.

Choose the desired Format and Destination.

3.

Click OK.

Creating Custom Reports Although it comes complete with several useful report types, the Fax Reporter can be extended with your own custom-designed reports. Custom reports are created using the Crystal Reports 6.0 product from Seagate Software (http:// www.seagatesoftware.com). You can create custom reports from scratch or modify one of the provided reports. If a standard report is modified and saved under it’s original file name, it will be immediately available from the Fax Reporter, although the original version will be lost.

Adding Custom Reports to the Report Tree To add a custom report to the Fax Reporter report tree, create a text file called FAXRPT2.INI in the same directory as the FAXRPT2.EXE program. List your custom reports in this file using the following format: [Custom-1] Name=Acme Usage Report File=X:\FaxRpt2\Custom1.Rpt [Custom-2] Name=Acme Analysis Report File=X:\FaxRpt2\Custom2.rpt [Custom-3] Name=Bob’s special report File=Custom3.rpt


Each report must have a header [Custom-#], where # is the number of the entry in the file. The Name= parameter is the descriptive name for the report that will be displayed in the report tree. The File= parameter is the path and file name of the report definition file. If the File= parameter does not specify the full path, the report definition file is assumed to be located in the \FAXRPT2\REPORTS directory (the same directory where all the default reports are installed). Custom reports are only read when the Fax Reporter is first started. If the .INI file is edited, Fax Reporter must be restarted so it can read the changes.

209

210

RightFAX 's Guide

Data Set File Format Fax Reporter data sets are Access 97 databases. Each database contains a number of tables. The following pages contain information about these Fax Reporter Database tables:

Fax Reporter Database Tables

Table N ame

D escription

F axes

C ontains the fax reco rd s.

Histo ry

C ontains the history records for ea ch fa x. E ach o utb ound fax will have zero or m o re history records, one fo r ea ch send atte m p t. E a ch inb ound or re ceived fax will have one history.

NetF wdHisto ry

C ontains a record for eve ry o ccurre nce of a fax b eing forwa rd ed to a nother netwo rk use r. There are zero or m ore forwa rd ing history records for ea ch fax in the FA X E S ta ble. The se re cords do not re cord the o ccurre nce of a fax b eing forwa rd ed to a fax m achine .

RouteHistory

C ontains a record for eve ry o ccurre nce of a fax b eing m a nually routed between s. There are zero or m o re route histo ry records for ea ch fa x in the FA X E S table.

P rintHisto ry

C ontains a record for eve ry o ccurre nce of a fax b eing printed to a network printer (either m anually or a uto m atically). There a re ze ro or m ore route history re cords fo r each fax in the FA X E S table.

OcrHistory

C ontains a record for eve ry o ccurre nce of a req uesting that a fax be run on the OC R eng ine . There are zero or m o re OC R history records for each fax in the FA X E S tab le .

A pprovedHistory

C ontains a record for eve ry o ccurre nce of a fax b eing approved for se nding.

D isapprovedHisto ry

C ontains a record for eve ry o ccurre nce of a fax b eing disapp ro ved for sending.

F axStatStrings

Ta ble to allow tra nslation o f the FA X E S .F axStatus field into a hum an read able string.

F axE rrorStrings

Ta ble to allow tra nslation o f the FA X E S .F axE rrorC od e field into a hum an read able string.

F axS erverInfo

C ontains a single record that contains inform atio n a bout the fax serve r fro m which the data set wa s cre ate d.


Faxes Table Field Descriptions

Field Name

Size

Description

Number (Long)

4

Primary key for fax records. Fax handles are used by the fax server to identify faxes at any particular point in time. A fax handle can be reused over time, so do not expect two different data sets to have unique fax handles.

OwnerID

Text

21

ID of the owning fax server who owns this fax.

GroupID

Text

21

Group ID to which the fax owner belongs.

FaxHandle

Type

ToFaxNum

Text

31

Phone number to which to send the fax. This is usually only valid for outbound faxes, though it is possible for s to enter a value in this field on received faxes. This is not the final fax number dialed because the dialing plan on the fax server who ultimately sent the fax may have modified the number in some way.

ToNum

Text

31

Information field. May be filled in by the fax owner with any data.

ToName

Text

59


ToCompany

Text

59


ToCityState

Text

59


50

On outbound faxes not originated via an e-mail gateway, the field may be filled in by the fax owner with any data, though it usually contains the name of the owner/sender. On outbound faxes originated via e-mail, this field contains the e-mail address of the sender. The address is used by the fax server to send acknowledgements to the sender. On inbound faxes, this field is usually blank unless the enters information manually.

FromName

Text

211

212

RightFAX 's Guide

Faxes Table Field Descriptions (cont'd)

Field Name FromPhoneNum

BillInfo1

BillInfo2

Type

Size

Text

31


15

Information field. May be filled in by the fax owner with any data. This is one of the customizable billing fields. The actual description of the field may be obtained by examining the BillDesc1 field of the FaxServerInfo table.

15

Information field. May be filled in by the fax owner with any data. This is one of the customizable billing fields. The actual description of the field may be obtained by examining the BillDesc1 field of the FaxServerInfo table.

Text

Text

Description

UniqueID

Text

15

Information field. This field is usually generated by the fax server automatically, though it may be modified/set via an API generated fax or a fax containing the embedded code. While the field name implies uniqueness, none is guaranteed.

FaxDIDNum

Text

31

Information field. May be filled in by the fax owner with any data. On outbound faxes, this field usually contains the human readable private fax number of the sender/owner.

21

The CSID of the last fax machine to which the fax was sent or the CSID of the machine from which the fax was received. CSID's are not actually required to complete a fax transmission, so this field may be empty.

Number (Long)

4

Valid only on outbound faxes. If the fax was generated via a mail message, then this field contains a number which indicates what type of mail system originated the fax, else the field is null. Internally, the fax server uses this data so that a reply may be sent to the fax originator via the proper mail system (the FromName field contains the e-mail address of the fax sender when this value is non-null).

FaxDateTime

Date/Time

8

Date and time the fax was created (in local time). This field is fully Year-2000 compliant.

FaxSendDateTime

Date/Time

8

If the fax was time-delayed by the owner, i.e. it was not sent ASAP, then this field contains the original date and time scheduled by the owner. If the fax was sent ASAP, then this field is null.

RemoteID

EmailType

Text



Field Name

Priority

FaxStatus

FaxErrorCode

Type

Size

Description

Number (Long)

4

Priority assigned to the fax by the owner. The values currently possible are: 0 (normal), 1 (low), or 2 (high). Additional values may be used in the future.

4

The status of the fax at the time the data set was created/refreshed. The status value can be translated into a human readable form by ing with the FaxStatStrings table. To construct a query where only completed faxes are matched/used, select fax records where the FaxStatus equals six (6) or (9).

4

The current error associated with the fax. If this value is zero (0) then there is no current error associated with the fax. Since an outbound fax may be tried multiple times, there can be multiple, different errors. The History records can be used to get more detailed error values.

4

If a fax has a FaxStatus of value 6, 9, or 11, then the tat contains a "better" error than the FaxErrorCode with respect to any problem in dialing, sending, or receiving of the fax. The tat is not used when other errors occur, e.g. printing, OCR, etc.

Number (Long)

Number (Long)

tat

Number (Long)

ElapsedTime

Number (Long)

4

Total number of seconds spent off-hook for this fax. For inbound faxes, this value is equal to the elapsed time in the related history record. For outbound faxes, this value is the total elapsed time of all send attempts.

Pages

Number (Long)

4

Number of pages in the fax. For outbound faxes, this value includes any optional cover sheet image.

Received

Yes/No

1

Set to Yes if this was a received/inbound fax, else set to No.

Deleted

Yes/No

1

Set to Yes if this fax has been deleted by the , else set to No. Deleted faxes are maintained in the fax server database until they are purged according to the purge aging date of the fax owner's group.

Viewed

Yes/No

1

Set to Yes (1) if the fax has been viewed by the owner.

213

214

RightFAX 's Guide


Field Name Printed

Type

Size

Description

Yes/No

1

Set to Yes (1) if the fax has been printed by the owner.

DoNotAudit

Yes/No

1

Set to Yes (1) if the fax should be ignored for billing purposes. The flag is set when a fax is forwarded between s on a network or when an outbound fax is used as a conduit for another operation like creating a library document. If this flag were not present, then a fax sent on behalf of a "client" might be counted twice if that same fax were forwarded to another network .

NoCover

Yes/No

1

Set to Yes (1) if this fax does not have an automatically generated cover sheet. This field is always set to No on inbound faxes because a cover sheet is never generated for inbound faxes.

SmartResume

Yes/No

1

Set to Yes (1) if this fax has the Smart-Resume capability enabled. By itself, it doesn't mean that the fax had to retry during sending.

1

Set to Yes (1) if the fax needed approval and then was subsequently approved for sending. If a fax needing approval is disapproved, then this flag will not be set, the fax status will be set to FAXSTAT_DONE_ERROR and the fax error code will be set to FAXERROR_DISAPPROVED.

1

Set to Yes (1) if the fax needs approval before being sent. This flag is NOT cleared when the fax is approved or disapproved, so merely looking at this flag does not indicate which faxes are waiting for approval (the fax status field should be used for such purposes).

1

Set to Yes (1) if the fax has a network-forward or route history record with embedded notes. This flag is normally used by the fax mailbox utility software (FaxUtil) so that it can flag the existence of the notes for the .

WasApproved

NeedsApproval

HasTrxNotes

BodyImage

Yes/No

Yes/No

Yes/No

Text

14

Contains the file name of the fax body images as stored in the fax server Image subdirectory. The path is never included. An extension is not normally given and should be ignored if it exists (the extension is used to represent the page number). It is possible for a fax to not have a body image because: one has yet to be generated, the fax is really a binary file transfer record, the fax is a cover sheet only fax, or the fax record is a thermal fax record.



Field Name

Type

Size

Description

Text

14

Contains the file name of the fax cover sheet image as stored in the fax server Image subdirectory. Neither the path nor the extension is ever included. A fax may not have a cover sheet image because: the fax is a received fax, the fax is a thermal fax record, the cover sheet has yet to be generated, the fax is really a binary file transfer, or the didn't want a cover sheet generated.

Flags

Number (Long)

4

A four-byte field where the bits are mapped to specific meanings. The API should be examined for details on the various bits and their meaning.

FFRFlags

Number (Long)

4


Folder

Number (Long)

4

The folder number in which the fax lives. There are a few predefined folder numbers. All other numbers are defined by the owner's folder definitions. The predefined folder numbers are: 0 (Main) and 0xFFFE (Trash).

FcsImage

215

216

RightFAX 's Guide

Send/Receive History Table Field Descriptions

Field Name

FaxHandle

HstDateTime HstChannelUsed

Type

Size

Description

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the History table and should be used to with the Fax table.

Date/Time

8

The date and time of the phone line operation, e.g. the date and time the fax was received.

Number (Long)

4

The channel number (0..N) on which the send or receive event occurred.

HstServerUsed

Text

47

The name of the fax server where the phone event occurred. This is normally set to null indicating that the event occurred on the fax server on which the fax was created, but can be non-null when least cost routing or load balancing caused the event to occur on or through another another fax server machine.

HstElapsedTime

Number (Long)

4

The number of seconds of off-hook phone time expended on this event.

HstGoodPages

Number (Long)

4

The number of pages successfully transferred by this event.

HstRemoteID

Text

21

The CSID of the fax machine with which the fax server communicated.

HstBoardErr

Number (Long)

4

A board specific error code which gives details on what happened with this send or receive event. The HstBoardType can be used to decode the meaning of this field.

Text

74

A human readable version of the HstBoardErr value.

HstBoardErrString

HstSuccessfulSend

Yes/No

HstBoardType

Number (Long)

1

Set to Yes (1) if this event represents a send attempt and the attempt was successful. This field is a board-dependent interpretation of the HstBoardErr value. The field allows one to easily filter queries on successful versus unsuccessful history events by using this simple field.

4

Indicates the type of board that executed this event. The possible values are: 0 (Brooktrout using older error reporting model); 1 (Gammalink); and 2 (Brooktrout using newer error reporting model).


Network-Forward History (NetForwardHistory) Table Field Descriptions

Field Name

Type

Size

Description

FaxHandle

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the ForwardHistory table and should be used to with the Fax table.

DateTime

Date/Time

8

The date and time the fax was forwarded.

Flags

Number (Long)

4


s

Text

127

PreviousOwnerID

Text

21

Notes

Text

127

A list of fax ID's to whom the fax was forwarded. Multiple ID's are separated by commas. The ID of the fax who forwarded the fax. Any notes about the forward operation. These notes might be automatically generated by the server in the case of an automatic forwarding or may have been entered when a manually forwarded a fax.

Route History (RouteHistory) Table Field Descriptions

Field Name

Type

Size

FaxHandle

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the RouteHistory table and should be used to with the Fax table.

DateTime

Date/Time

8

The date and time the fax was routed.

Number (Long)

4


Text

21

The ID of the fax who routed the fax.

Flags PreviousOwnerID

Notes

Text

127

Description

Any notes about the route operation. These notes might be automatically generated by the server in the case of an automatic routing or may have been entered when a manually routed a fax.

217

218

RightFAX 's Guide

Print History (PrintHistory) Table Field Descriptions

Field Name

Type

Size

Description

FaxHandle

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the PrintHistory table and should be used to with the Fax table.

DateTime

Date/Time

8

The date and time the fax was printed.

Flags

Number (Long)

4


ElapsedTime

Number (Long)

4

Total time in seconds to decompress, format, and print fax page(s).

Error1

Number (Long)

4

Error code if fax could not be printed (zero if successful)

PagesPrinted

Number (Long)

4

Number of pages printed (may be less than the number of pages in the fax).

CopiesPrinted

Number (Long)

4

Number of copies printed.

PrinterID

Text

9

Fax server printer ID to which the fax was printed.

Notes

Text

127

Information description about printing operation. If an error occurred, then this field will usually contain a human readable explanation.

OCR History (OCRHistory) Table Field Descriptions

Field Name

Type

Size

FaxHandle

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the OCRHistory table and should be used to with the Fax table.

DateTime

Date/Time

8

The date and time the OCR was executed upon the fax.

Number (Long)

4

Total time in seconds to conduct the OCR operation.

Text

127

ElapsedTime

Notes

Description

Information description about OCR operation. If an error occurred, then this field will usually contain a human readable explanation.


Approval History (ApprovedHistory) Table Field Descriptions

Field Name

Type

Size

FaxHandle

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the ApprovedHistory table and should be used to with the Fax table.

DateTime

Date/Time

8

The date and time the fax was approved.

Number (Long)

4


Text

21

ID indicating who approved the fax.

Memo

453

Flags ApproverID Notes

Description

Notes entered by the approver.

Disapproval History (DisapprovedHistory) Table Field Descriptions

Field Name

Type

Size

FaxHandle

Number (Long)

4

The handle of the Fax record to which the history belongs. This field serves as the foreign key for the disapprovedHistory table and should be used to with the Fax table.

DateTime

Date/Time

8

The date and time the fax was disapproved.

Number (Long)

4


Text

21

ID indicating who disapproved the fax.

Memo

453

Flags ApproverID Notes

Description

Notes entered by the approver.

Fax Status Strings (FaxStatStrings) Table Field Descriptions

Field Name FaxStatus

FaxStatString

Type

Size

Description

Number (Long)

4

The numeric value of the fax status. This field is the foreign key for this table and should be ed with the Faxes.FaxStatus field.

Text

64

The human readable description of the FaxStatus value.

219

220

RightFAX 's Guide

Fax Error Code Strings (FaxErrorStrings) Table Field Descriptions

Field Name

Type

Size

Description

FaxErrorCode

Number (Long)

4

The numeric value of the fax status. This field is the foreign key for this table and should be ed with the Faxes.FaxErrorCode field.

FaxErrorString

Text

64

The human readable description of the FaxErrorCode value.

Termination Status Strings (tatStrings) Table Field Descriptions

Field Name

Type

Size

Description

tatValue

Number (Long)

4

The numeric value of the fax termination status. This field is the foreign key for this table and should be ed with the Faxes.tat field.

tatString

Text

64

The human readable description of the tat value.

Server Information (FaxServerInfo) Table Field Descriptions

Field Name

Type

Size

Description

ServerName

Text

64

The name of the fax server from which the data set was extracted.

BillDesc1

Text

15

The field label for the Faxes.BillInfo1 field

BillDesc2

Text

15

The field label for the Faxes.BillInfo2 field


FaxDump As an alternative to Fax Reporter, you can use the command line utility, FAXDUMP.EXE (located in the \UTILS directory on the fax server, to produce ASCII text files of fax information which you can then import to another database to produce reports. There is no interface for FaxDump. The syntax used to execute FaxDump is: FaxDump [options] Options: -Fname -Ulist -Ofile -Smm/dd/yy -Emm/dd/yy -Tprotocol

-Q

-H -Llevel

Server name (Defaults to local machine) list (Multiple s should be separated with commas) Output file name (Defaults to screen display only) Date to begin search, can be set as an offset from today, i.e. -# or +# Date to end search, can be set as an offset from today, i.e. -# or +# N=named pipes (default) S=RPC/SPX T=RPC/T_IP X=RPC/IPX Prints a table containing field definitions for output formats. Overrides all other options and causes program to do nothing. Outputs field headers on the first line of the output file. Information level (0 to 4)

By default, FaxDump reports on fax records for all s, but you can limit the scan by providing a list with the -u option. For example, faxdump -ubob,fred,george scans fax records for only these three s. Do not use spaces when separating the names in the list. You can also limit the date range of the scan with the -s and -e options. For example, faxdump -s010192 tells FaxDump to choose only records created on or after Jan. 1, 1992, and faxdump -e123192 includes only records created on or before Dec. 31, 1992.

221

222

RightFAX 's Guide

You can also use relative dates rather than exact dates. For example, to create a report about all fax activity last week, type faxdump -s-7 -e0. FaxDump sends its output to the screen unless you use the -o option to redirect it to a file, for example -oreport.out. An example command line which demonstrates some of these options is: faxdump2 -frightfax -odump.out -l1 -s010197 e013197 -u,bob

-

This command will produce a file called DUMP.OUT containing all fax transmission records between January 1, 1997 and January 31, 1997 for the s and BOB fax mailboxes. The FaxDB program in this example is running on the fax server RIGHTFAX. FaxDump prints each fax record on a single line, with quotes around string fields, and all fields separated by commas. This is a common format which many database tools can import. FaxDump can also output five levels of information. Level 0 (the default) outputs each fax record without any transmission history information. Level 1 outputs each fax record along with a record of each transmission attempt. This means outgoing fax records will appear once for each transmission attempt, successful or not. Level 2 produces level 1 information with the addition of file names of fax images and cover sheets. Level 3 produces basic fax information for quick reference. Level 4 produces a formatted output of failed sent faxes only. Information levels for each record are listed on the following pages:


Information Level 0 Produces one line per fax record. With sent faxes, only one record will be output no matter how many times it had to be retried or resent, though the Send_Time will equal the total time taken for all retries and resends.

Max Length

Field

Type

Notes

ID

String

21

ID of person who sent fax

TO_FAXNUM

String

31

Destination fax number

TO_NUM

String

31

Destination phone number

TO_NAME

String

59

Recipient's name

TO_COMPANY

String

59

Recipient's company

TO_CITYSTATE

String

59

Recipient's address

FROM_NAME

String

59

Sender's name

FROM_PHONENUM

String

31

Sender's phone number

BILLINFO1

String

15

Billing Code 1

BILLINFO2

String

15

Billing Code 2

FAXDIDNUM

String

31

Sender's DID fax number

OPERATORNUM

String

31

Sender's company phone number

GENERALFAXNUM

String

31

Sender's general fax number

REMO TEID

String

21

Name/number of remote fax machine

SEND_TIME

Integer

Total elapsed time on fax card, in seconds

FAX_STATUS

Integer

(See Fax Status Table)

FAX_TAT

Integer

(See tat Table)

NUMPAGES

Integer

Includes optional cover sheet, if any

223

224

RightFAX 's Guide

Max Length

Notes

Field

Type

FINEMODE

Integer

0=normal 1=fine

RECEIVED

Integer

0=sent 1=received

FAXDATE

String

10

Date fax record last modified (MM/DD/YYYY)

FAXTIME

String

5

Time fax record last modified (HH:MM)

Information Level 1 More detail than level 0, Level 1 produces one or more lines per fax record, depending on the number of transmission attempts.

Field

Type

Max Length

Owner_ID

String

21

ID of person who sent fax

TO_FAXNUM

String

31


TO_NUM

String

31


TO_NAME

String

59

Recipient's name

TO_COMPANY

String

59

Recipient's company

TO_CITYSTATE

String

59

Recipient's address

FROM_NAME

String

59

Sender's name

FROM_PHONENUM String

31


BILLINFO1

String

15

Billing Code 1

BILLINFO2

String

15

Billing Code 2

FAXDIDNUM

String

31

Sender's DID fax number

Notes


Field

Type

Max Length

OPERATORNUM

String

31

Sender's company phone number

GENERALFAXNUM

String

31


NUMPAGES

Integer


FINEMODE

Integer

0=normal 1=fine

RECEIVED

Integer

0=sent 1=received

TOTALTIME

Integer


FAXDATE

String

10


FAXTIME

String

5


TRXLENGTH

Integer

Elapsed seconds for transmission

HANGUP_STATUS

Integer

Internal board reporting

CHANNEL_USED

Integer

Channel used to send/receive

DISPOSITION

Integer


TAT

Integer

(See tat table)

REMOTEID

String

21

Name/number of the remote fax machines

TRXDATE

String

10

Date of trx (MM/DD/YYYY)

TRXTIME

String

5

Time of trx (HH:MM)

Notes

225

226

RightFAX 's Guide

Information Level 2 This is the same as Level 1, except that it includes more information about the fax body and cover sheet.

Field

Type

Max Length

Owner_ID

String

21

ID of sender

TO_FAXNUM

String

31


TO_NUM

String

31


TO_NAME

String

59

Recipient's name

TO_COMPANY

String

59

Recipient's company

TO_CITYSTATE

String

59

Recipient's address

FROM_NAME

String

59

Sender's name

FROM_PHONENUM String

31


BILLINFO1

String

15

Billing code 1

BILLINFO2

String

15

Billing code 2

FAXDIDNUM

String

31

Sender's DID number

OPERATORNUM

String

31

Sender's company number

GENERALFAXNUM

String

31


NUMPAGES

Integer


FINEMODE

Integer

0=normal 1=fine

RECEIVED

Integer

0=sent 1=received

TOTALTIME

Integer


Notes


Field

Type

Max Length

FAXDATE

String

10


FAXTIME

String

5


TRXLENGTH

Integer

Elapsed seconds for this transmission

HANGUP_STATUS

Integer


CHANNEL_USED

Integer

Channel used to receive/send

DISPOSITION

Integer


TAT

Integer

(See tat Table)

REMOTEID

String

21

Name/number of the remote fax machine

TRXDATE

String

10

Date of trx (MM/DD/YYYY)

TRXTIME

String

5

Time of trx (HH:MM)

BODYFILENAME

String

8

Fax body file name

FCSFILENAME

String

8

Fax cover sheet file name

BODYUSECOUNT

Integer

Number of faxes linked to that cover sheet

GOODPAGES

Integer

Number of pages successfully sent

UNIQUE_ID

String

15

Unique number assigned to the fax

GROUP

String

21

Group ID of the fax owner

Notes

227

228

RightFAX 's Guide

Information Level 3 Produces basic fax information only for quick reference.

Field

Type

Max Length

Owner_ID

String

21

ID of sender

TO_FAXNUM

String

31


TO_NAME

String

59

Recipient's name

TO_COMPANY

String

59

Recipient's company

BILLINFO1

String

15

Billing code 1

BILLINFO2

String

15

Billing code 2

REMOTEID

String

21

Name/number of the remote fax machine

SEND_TIME

Integer

Time it took to send fax

FAX_STATUS

Integer

(See Fax Status Table)

FAX_TAT

Integer

(See tat Table)

NUMPAGES

Integer

Includes optional cover sheet

RECEIVED

Integer

0=sent, 1=received

FAXDATE

String

10


FAXTIME

String

5


UNIQUE_ID

String

15

Unique number assigned to the fax

Notes


Information Level 4 This level produces formatted output of failed sent faxes only.

Fax Status Value Translation Table

Fax Status

Value

Needs FCS

1

Needs Conversion

2

Needs to be Sent

3

In Conversion

4

Sending

5

Done OK

6

Thermal Fax Record

7

Scheduled to be Sent

8

Done with Error

9

Duplicate of Other Fax 10 In Process with Error

11

Needs 's Attention 12 Needs Attachment

13

Held for Preview

14

229

230

RightFAX 's Guide

tat Value Translation Table

Status

tat Value

Successful

160, 32

Transmission Error

161

Receive Error

162

Send File Error

163

Receive File Error

164

Aborted

165

Line Busy

1, 2, 3, 4, 5, 35

No Answer

8, 9, 25

Human Answered

16

Dead Line

28, 34

Unknown Error

Anything Else

Advanced Server Features In this chapter: • • • • • •

Server-Side Application Conversion Starting and Stopping the Fax Server Scanner Integration Standalone Fax Connector Maintaining the RightFAX Database Backing Up RightFAX and Data Files

232

RightFAX 's Guide

Server-Side Application Conversion Server-side application conversion does not apply to documents printed directly from their native applications to the RightFAX print-tofax driver. This is because the conversion to printer output is handled by the native application on the client's computer before being sent to the fax server

By default, RightFAX uses a built-in conversion engine to generate fax images from "native document" file attachments. "Native document" attachments are files ed directly to the RightFAX server in their original application-stored format (e.g.. Word, Excel, PowerPoint, etc.) instead of first being converted to printer output. Native document attachments are typically delivered to the RightFAX server via one of the E-Mail Gateway modules (as mail message attachments) or the Web Client. While RightFAX's built-in conversion engine has some advantages (such as being very fast and efficient), there are occasionally variances between the fax image it generates and the original document. In most cases these variances are minor and acceptable. However, if the conversion quality of faxed file attachments is unacceptably low, your RightFAX server can be configured so that the applications associated with certain native document types are automatically launched to allow for direct (and therefore more accurate) conversion by attachments' native applications.

Server-Side Application Conversion Features Where possible, server-side application conversion s multiple concurrent document conversions to save processing time and server resources. Also, blank pages are automatically removed from the fax image to save on fax costs and channel resources. Server-side application conversion is available when faxing from the Windows 95/ 98 and Windows NT desktops using the Send To menu option, when files are attached with the ADDDOC embedded codes, from the API, and from the Exchange, SMTP, cc:Mail, and Lotus Notes e-mail gateways. Note: Server-side application conversions do not currently work for files attached to mail messages processed by the RightFAX E-Mail Gateway modules for Novell GroupWise or Microsoft Mail.

Important Considerations Before Setting up Server-Side Application Conversion Launching an application at the server each time a file attachment fax image is generated has some potential drawbacks. You should weigh these drawbacks against the benefits before configuring your RightFAX server to perform serverside application conversion. Full applications are much larger and more processor-intensive than RightFAX's built-in conversion engine. You may need to upgrade your RightFAX server's memory or processing capacity to server-side application conversion, especially if your organization generates a lot of faxes with attached files.

Chapter 16: Advanced Server Features

Also, most applications are not designed to be run completely without intervention. Situations may arise in which an application stops while it waits for input (such as waiting for a ). RightFAX makes every attempt to prevent or by such occurrences, but cannot guarantee it will prevent all such occurrences. If one or more faxes being processed through server-side application conversion fail to send, you should check that the application on the server is not stalled waiting for input. Finally, documents containing objects which the server does not have access to (such as special fonts, links to files on other machines, macros, or templates) may generate unpredictable results, from incorrect fax image output to conversion failure. To minimize this, install as many TrueType fonts, document templates, macros, and other objects used by your organization to the machine(s) where server-side application conversion will execute.

233

If server-side application conversion fails due to the application not starting up correctly or returning an error on startup, RightFAX will automatically revert to it's built-in conversion engine

Configuring the RightFAX Server to Perform Server-Side Application Conversion Server-side application conversion is performed by the Microsoft Office 97 versions of Word, Excel, and PowerPoint. RightFAX does not server-side application conversion by the Office 95 (or earlier) versions of these applications. Although you can convert attached files created on the Office 95 (as well as earlier) versions, you must install the Office 97 versions on your server(s) to perform the conversions. Configuring the RightFAX server to perform server-side application conversion only requires correctly installing and configuring the applications onto the RightFAX server. When properly installed, RightFAX will automatically detect and launch an application on the server when one of its native file types is ed to the server as a fax attachment. On each of your RightFAX servers and any other machines where RightFAX WorkServers will be executed, follow these steps to install the Microsoft Office 97 versions of Word, Excel, and PowerPoint for server-side application conversion. Note: You must install all of the components, and no others, as outlined in these steps. If you fail to follow these instructions exactly, server-side application conversion may work unpredictably or not at all. 1.

If you have already installed the Microsoft Office 97 versions of Word, Excel, and/or PowerPoint on the RightFAX server, uninstall those applications using the Add/Remove Programs applet in the Control .

2.

On the RightFAX server, insert the Office 97 Installation CD into your CD-ROM drive, select Run from the Start menu, and type: D:\SETUP (where D: is the drive letter of your CD-ROM) Click OK to start the Setup program.

For server-side application conversion to work correctly, your RightFAX server must be installed on an NTFS partition

234

RightFAX 's Guide

3.

Click through and complete the initial license and ID screens. When the Setup program asks you for a destination folder, click OK to accept the default C:\Program Files\Microsoft Office.

4.

A screen will appear asking you to select an installation type. Click on the button next to the Custom option.

5.

A screen will ask you to select the components you want to install:

An option may have a black check, a gray check, or no check. A black check indicates that all "subcomponents" for the option will be installed. A gray check indicates that some "subcomponents" for the option will be installed. No check indicates that the option and all its subcomponents will not be installed. 6.

Click on the check boxes next to each of these options so that they are not checked: Microsoft Binder Microsoft Access Microsoft Outlook Web Authoring (HTML) Microsoft Bookshelf Basics Data Access Getting Results Book


This will leave only the following options checked: x Excel x Word x PowerPoint x Office Tools x Converters and Filters 7.

Highlight Office Tools, then click the Change Option button. Check the Microsoft TrueType Fonts option. Uncheck all other options, then click OK.

8.

Highlight Converters and Filters, then click the Change Option button.

9.

Highlight Text Converters, then click the Change Option button. Check all of the options except Converters for use with Lotus Notes, then click OK.

10. Highlight Graphics Filters, then click the Change Option button. Click on the Select All button to check all of the options, then click OK two times. 11. Highlight Microsoft Excel, then click the Change Option button. 12. Check the MS Excel Program Files and Spreadsheet Converters options. Uncheck all other options. 13. Highlight Spreadsheet Converters, then click the Change Option button. Click the Select All button then click OK two times. 14. Highlight Microsoft Word, then click the Change Option button. 15. Check the MS Word Program Files and Text Converters options. Uncheck all other options. 16. Highlight Text Converters, then click the Change Option button. Click the Select All button then click OK two times. 17. Highlight Microsoft PowerPoint, then click the Change Option button. 18. Check the MS PowerPoint Program Files and Presentation Translators options. Uncheck all other options. 19. Highlight Presentation Translators, then click the Change Option button. Click the Select All button then click OK two times. 20. Click Continue to begin the install. When the installation is complete, restart Windows.

235

236

RightFAX 's Guide

21. Microsoft recommends reinstalling the latest service pack for your NT Server software after installing any MS Office applications. After this final step is complete, your Office 97 applications may require some configuration to ensure that server-side application conversion works properly.

Configuring Word Running the MS-Exchange Events service on the RightFAX server will cause server-side application conversion through Word to fail. If you must run Exchange Server on the same machine as your RightFAX Server, you must disable the Exchange Events service. Server-side application conversion through Word 97 automatically converts these file types:

protected Word and Excel files will not be converted

Word for Windows (versions 2, 6, 7, 97, 1J, and 5J) RTF (Rich Text Format) Word for DOS (versions 4, 5, and 6) Word for Macintosh (versions 3, 4, 5, 6, and 97)

Configuring Excel Server-side application conversion renders whatever print area is defined in the Excel Workbook. Server-side application conversion through Excel 97 automatically converts these file types: Excel for Windows (versions 3, 4, 5, and 97) Excel Workbook (versions 3 and 4) Excel for Macintosh (versions 4 and 5) Excel Workbook for Macintosh (version 4)

Configuring PowerPoint Server-side application conversion through PowerPoint 97 automatically converts these file types: PowerPoint for Windows (versions 95/97, 97, 3, 4, and 7) PowerPoint for Macintosh (versions 3, 4, B3, and B4) Print options for creating the fax images are set by the in each PowerPoint presentation, using the Print tab on the PowerPoint Options dialog.


Override Options You can force server-side application conversion to output all PowerPoint files using the same print settings and page layout (regardless of the settings on individual workstations) create the following DWORD registry entries in: HKEY_LOCAL_MACHINE\Software\RightFAX\WorkServer\WorkSrv# (where WorkSrv# is the WorkServer number to modify.) PowerPoint_ForceFitToPage 0=Use setting from file 1=Force "Scale to fit paper" PowerPoint_ForceOutputType 1=Slides 2=Handouts (2 slides per page) 3=Handouts (3 slides per page) 4=Handouts (6 slides per page) 5=Notes page 6=Outline view PowerPoint_ForceFrameSlides 0=Use setting from file 1=Force "Frame slides"

Controlling Server-Side Application Conversion To control how and when server-side application conversion is used for specfic document types, add the REG_MULTI_SZ registry key NativeDocControl in HKEY_LOCAL_MACHINE\Software\RightFAX\WorkServer\WorkSrv# (where WorkSrv# is the WorkServer number to modify.) The value for the key contains one or more lines each controlling a specific document type. For each type, the following options may be configured: VALUE

MEANING

1

Attempt to convert document on the server. If this fails because the application is not installed, because the application cannot be started, or because the application returns an error, then attempt to convert the document using RightFAX's builtin conversion engine.

2

Attempt to convert the document on the server only. If this fails for any reason, abort the fax.

3

Attempt to convert the document with RightFAX's built-in conversion engine. If this fails for any reason, abort the fax.

4

Do not attempt to convert this type document.

237

238

RightFAX 's Guide

The following document types may be specified: NAME

MEANING

CONVERTED WITH

WordPerfect 5 WPC5 WordPerfect 6 WPC6 WordPerfect WPC Word 97 Word Excel 97 Excel 1-2-3 AmiPro Ami Pro WordPro RTF PowerPoint 97 PowerPoint

WordPerfect v.5 WordPerfect v.5 WordPerfect v.6 WordPerfect v.6 WordPerfect - all versions WordPerfect - all versions Word 97 Word - all versions Excel 97 Excel - all versions Lotus 1-2-3 - all versions AmiPro - all versions AmiPro - all versions WordPro - all versions Rich Text Files PowerPoint 97 PowerPoint - all versions

Word 97 Word 97 Word 97 Word 97 Word 97 Word 97 Word 97 Word 97 Excel 97 Excel 97 Excel 97 Word 97 Word 97 Word 97 Word 97 PowerPoint 97 PowerPoint 97

An example NativeDocControl key might look like this:

RightFAX Services RightFAX Server Module RightFAX BoardServer Module RightFAX Database Module RightFAX Queue Handler RightFAX RPC Server Module RightFAX WorkServer Module(s) RightFAX E-mail Gateway (optional)

WPC,2 Word,3 RTF,3

Starting and Stopping the Fax Server The RightFAX Services are configured and started during installation. You should only need to stop and restart RightFAX Services during server or network maintenance. Starting RightFAX requires starting the separate processes. There are two easy ways to do this. One is to go to the Services applet in the Control . In the list of Services, you will see several RightFAX Modules. To start RightFAX, highlight the RightFAX BoardServer Module and click Start. Next, highlight the RightFAX Server Module and click Start. This will start the RightFAX Database Module, RightFAX Server Module and the RightFAX WorkServer Module(s). The second way is to type the following at any prompt: [C:\] NET START service short name i.e. NET START RFSERVER


You can also stop the fax server two ways, one is by pressing Stop on the RightFAX Server Module Service and the RightFAX BoardServer Module Service in the Control Services applet. The other is to type the following at the prompt: [C:\] NET STOP service short name i.e. NET STOP RFBOARD The chart below gives the short name for each RightFAX service and tells whether the service is started automatically or manually by Windows NT on startup. Note that if the Service startup is set to "Automatic," it can be stopped and started as necessary.

Service Name RightFAX Server Module

Short Name RFSERVER

239

You should never start the RightFAX Database Module, the RightFAX WorkServer Modules, or the RightFAX E-mail Gateway Modules directly. They must be started by the RightFAX Server Module.

Startup Automatic

RightFAX BoardServer Module

RFBOARD

Automatic

RightFAX Database Module

RFDB

Manual

RightFAX Queue Handler

RFQUEUE

Automatic

RightFAX RPC Server Module

RFRPC

Automatic

RightFAX WorkServer Module(s)

RFWORK1,2,3

Manual

RightFAX E-mail Gateway

RFEMAIL

Manual

Scanner Integration You can use your network scanner or a scanner connected to your computer to scan documents into RightFAX for fax transmission. RightFAX integrates with the following scanners:

PaperPort Scanner Integration FaxUtil clients using Win95/WinNT can connect to a Visioneer PaperPort scanner to scan images into RightFAX. To configure your PaperPort scanner, install the scanner at the client workstation according to the manufacturer’s instructions. Then, copy RFLINK.G32 from the RightFAX client directory to the root of the PaperPort directory on the machine. Note: This file is automatically copied during client installation, if the scanner is detected. To scan documents, simply select the Scan button in the Fax Information dialog.

Kofax NetScan RightFAX integrates with Kofax’s NetScan product. For more information about configuring these two products to work together, please consult the NetScan documentation.

For more information about Kofax and HPNetScan, see the RightFAX WorkServer Configuration chapter in this Guide.

240

RightFAX 's Guide

HP Network ScanJet 5si The HP ScanJet 5si is a network scan station that allows RightFAX s to scan documents and images into the RightFAX system without requiring the scanner to be attached directly to the client workstation.

Standalone Fax Machine Connector This feature allows s to use a fax machine to send a fax through a RightFAX server. The fax machine is connected to a phone line or PBX on a specific channel or DID extension. When a fax is sent from this machine, it is redirected to the RightFAX server for sending. The is prompted by tones or voice (requires Brooktrout TR114 series fax board with voice option) to enter the necessary fax recipient information. This feature allows billing, LCR, automatic retries and other RightFAX advantages to become available to fax machines anywhere in the enterprise. There are several ways to connect standalone fax machines to your RightFAX server as illustrated below. In each case, the dials the extension or phone number dedicated to the SFC connection. In the case of a DID channel, it will be dedicated to receiving faxes only from a standalone fax machine. In the case of loop start lines, receiving will be dedicated, but sending is not.

Fax Machine Through PBX

Fax Machine Direct to Fax Server

Fax Machine Makes Local or Long Distance Call


241

To enable this feature, add the following values to HKEY_LOCAL_MACHINE\Software\RightFAX\BoardServer\SFC key: Extensions:REG_MULTI_SZ List of extensions or extension ranges on which to execute SFC (e.g. 5000, 5105-5109). Change:REG_DWORD Set to 1 whenever the Extensions value is modified to cause BoardServer to re-read extension list. After dialing the extension or fax number for the RightFAX server, s will be prompted for the destination fax number and any possible billing codes, which should be entered in the following format: phone*billinfo1*billinfo2#. If either billing code is not required, the following format should be used: phone*billinfo1# or phone#. Note: This feature works only with Brooktrout fax boards. In addition, it works best with TR114 boards where voice prompts are used to help the sender through the necessary input steps. Voice prompts are available on the RightFAX Web site at ftp://ftp.rightfax.com/rightfax/general.

Maintaining the RightFAX Database Purging RightFAX keeps track of not only current faxes, but also faxes that your s have deleted from their fax mailboxes. Each fax has a record in the database, and when a fax is deleted, its record is marked as belonging to a deleted fax, but the record itself is not deleted. This is how RightFAX can run reports for faxes even though they’ve already been deleted. Removing a deleted fax record from the database is called purging. The fax server will purge the deleted fax records based on a certain number of days. The length of time for which the server will keep the deleted fax records is determined from the RightFAX group to which a belongs. A group can be edited using the Enterprise Fax Manager and the number of days to keep deleted fax records can be adjusted.

Database Consistency Checking You should occasionally examine your database for errors in the key files and record files. You should shut down the all of the RightFAX Services before you perform any of the following diagnostic checks.

No matter how and when a 's deleted fax records are purged, the fax images are always immediately removed from the system when a deletes a fax.

242

RightFAX 's Guide

Refer to Appendix D for more information about the syntax and options available for these programs.

DBCHECK.EXE is a diagnostic program designed to examine your database for errors. Once you’ve run a database check, if you find any errors, run a KEYBUILD using the KEYBUILD.EXE program in the \RIGHTFAX\DATABASE directory: \Rightfax\Database> dbcheck -a faxdata \Rightfax\Database> keybuild faxdata KeyBuild will recreate the FAXDATA.K* files. These are the indices to the database. After running KEYBUILD, run DBCHECK again, as described above, to make sure all errors have been corrected. If there are still errors in the database, you should run RESCUE.

Rescue Before running RESCUE, make sure the RightFAX Server and Database Module Services have been stopped. RESCUE is a powerful utility that can be used to rebuild a damaged fax database, however, in the process, it will, by default, purge all records of deleted faxes. You should perform all cost recovery or billing reports before you run the RESCUE utility. RESCUE makes a backup of your database before it attempts to rebuild it. Use the following RESCUE options when running RESCUE.EXE from the \RIGHTFAX\DATABASE directory: -B -D -F -N -R -U -W

Do not copy billing code records (deletes billing code records) Do not purge deleted fax records Do not copy faxes (deletes all faxes in the system) Do not prompt (no warning messages when running RESCUE) Do not backup (no backup of database before repair) Update the database to the most recent RightFAX version Do not copy work request records (deletes WorkServer jobs)


Backing Up RightFAX and Data Files Automatically You can automatically backup your RightFAX server and database files daily using the automatic backup feature without having to shut down the server or stop RightFAX services. This routine puts the server into Read-only mode at a specified time of day (default is 2:00 a.m.). The backup routine then takes a snapshot of the fax database and stores it in the \RIGHTFAX\DATABASE directory in subdirectory DBBACK.1on Sunday, DBBACK.2 on Monday, and so forth, through file DBBACK.7. Each directory is overwritten after a week’s rotation. You can adjust the time of backup in the Maintenance Time field in the Fax Server control applet. If RightFAX is installed on an NTFS volume, the backup database files will be compressed using NT compression which allows for compression ratios of up to 10:1. Backup files for RightFAX servers installed on a FAT volume will not be compressed.

Manually Most of the RightFAX files can be backed up using any standard disk or tape backup system. The database files, FAXDATA.*, are always open and should never be backed up using a tape system or other archive method whenever the fax server is running. In addition, RightFAX creates some temporary files which do not need to be backed up. The following directories can be backed up without difficulty: \RIGHTFAX\BIN \RIGHTFAX\PAPERS \RIGHTFAX\SIG \RIGHTFAX\BFT \RIGHTFAX\IMAGE \RIGHTFAX\FCS \RIGHTFAX\CLIENT \RFBOARD

\RIGHTFAX\WORKSRV* \RIGHTFAX\UTILS \RIGHTFAX\FAXSTAT \RIGHTFAX\INSO \RIGHTFAX\OCR \RIGHTFAX\GATEWAY \RIGHTFAX\WEBTOOLS \RIGHTFAX\CATALOG

The following directory holds temporary files which do not have to be backed up: \RIGHTFAX\OUTGOING The OUTGOING directory is only a temporary holding area for outgoing faxes — the fax queue spool files are held there while being processed into fax images.

243

244

RightFAX 's Guide

All files in the \RIGHTFAX\DATABASE directory, with the exception of any file with the base name of FAXDATA (e.g. FAXDATA.D01 or FAXDATA.K00), can be backed up using normal network backup procedures. The FAXDATA.* files make up the RightFAX Database, and are always open during fax server operation. Backup systems should be programmed to skip these open files unless you stop the fax server. RightFAX servers have the ability to run 24 x 7 x 365 and do not require shutdown of the server for backup. Tape systems should simply backup the \RIGHTFAX\DBBACK.* and the directories listed above.

A Appendix A: Troubleshooting

246

RightFAX 's Guide

Appendix A: Troubleshooting Although RightFAX is highly integrated with your network, determining the source of configuration and installation problems can be easy. Included in this section are the most common situations encountered in different stages of RightFAX operation, along with possible solutions. To help track errors, all RightFAX server modules can be configured to record a detailed log of program information in the Application EventLog. When a problem occurs, this should be your first source of information. Each entry will be attributed to the RightFAX Server Module, RightFAX Database Module, RightFAX BoardServer Module, or RightFAX WorkServer Module.

Problems with Server Installation The NT machine must operate as a normal server on the network before you install RightFAX. It should be able to net use to drives, copy files, run utilities, print to network printers, etc. You MUST log on to the machine as a with istrative rights.

Appendix A: Troubleshooting

Problems with the BoardServer An error 2140 can be caused by several things. Use this list of steps to diagnose the problem: Confirm that the Base I/O Address and the Interrupt in the Board section of the BoardServer Control match the physical settings on the board.

l

If the address and interrupt are configured correctly, use this test to confirm that there are no other system conflicts with those addresses. Note: The RightFAX BoardServer Module MUST be stopped for this test to work. Open a command window and change to the \RFBOARD directory. Enter the following: TYPE FAXINIT.CFG. You should see a line that Error 2140 looks like "addr xxx" or each channel you have configured. If when starting the addresses do not match the ones you have entered in the the RightFAX BoardServer Control applet, edit the text file and fix BoardServer them. Once this is done, issue the following command at the service with prompt: FAXINIT FAXINIT.CFG. If the addresses are not the Brooktrout successfully found, then they are probably conflicting with fax cards something else on your system. l

If all of the addresses are successfully found in the above test and you are still getting a 2140 error when starting the BoardServer, there is probably an interrupt conflict. Confirm that the interrupt on the board matches the interrupt setting in the BoardServer Control applet. If it does, you should try another interrupt setting. To do this, first change the interrupt in the BoardServer applet, then shut down the NT server, power off the machine, and change the interrupt jumper on the fax board to match the BoardServer applet. Restart the system and try to restart the Service. Repeat this procedure trying different settings until the Service starts successfully. l

The BoardServer service is set to manual

The BoardServer is normally configured as an automatic service. If it encounters problems starting (such as configuration errors), the BoardServer service sets itself to manual. To reset the BoardServer service to automatic, fix the cause of the problem and then restart the BoardServer manually. On successful startup, the BoardServer will set itself to automatic.

247

248

RightFAX 's Guide

Problems with Client Software Installation and Configuration

The server is unavailable.

l Make sure that the RightFAX server services are actually started on the RightFAX server. The services necessary to communicate with clients are: RightFAX Database Module and RightFAX RPC Server Module.

Check to see if another type of client, i.e. Windows 95 or Windows NT, can communicate with the RightFAX server.

l

The server is l Check the Networking Control applet on the NT using different server and the protocols installed and enabled match network those used by the clients. protocols. Try a client on the same LAN segment as that of the server. Modify the appropriate bridge or routers to route the proper protocols.

l

The common network protocol being used is not routed between LAN segments.

l

Update the server/clients to use a routed protocol.

If the server machine has multiple network adapters installed, try removing all but one of the adapters and allow other routers on the network to route the packets. l

An IPX/SPX parameter is missing from a l Add DirectHost=NO to the [network] section of the Windows for SYSTEM.INI file. Workgroups initialization file.

Not Enough Memory (Windows 3.x)

l Increase conventional memory by removing unnecessary drivers and TSRs. Try loading drivers and TSRs into upper memory. Remove programs launched by the Startup Group, the RUN=line in the WIN.INI file, and the LOAD=line in the WIN.INI. You need at least 500K of available conventional memory prior to starting Windows.


Is the server name correct? The server name in the PowerBar should be the same as the name of the NT file server on which RightFAX is running. l

"Error 27 communicating with the server" when running FaxUtil or Fax from a Windows 3.1 workstation on a Novell network

The Windows NT Server running RightFAX is not configured to NetWare clients. The NetWare clients are using dissimilar frame types than that of the NT server. There is no SAP Agent computer accessible to both the client and server machines.

Are Gateway Services for NetWare (GSNW) and SAP Agent loaded and started in Services? These are both required for IPX/SPX communications to the NT server.

l

l Make sure that the NetWare server to which the client is attached can see SAP broadcasts from the NT server. To confirm this, go to the NetWare server console and type 'TRACK ON.' Watch the display to see if you can see the name of the NT server appear every few minutes. If you cannot, then a server or router is filtering SAP broadcasts and must be reconfigured not to do so.

Make sure the NT server is running Gateway Services for NetWares and the SAP Agent. Make sure the IPX/SPX transport is properly configured using the Network Control applet.

l

l On the client computer, the frame type is in the Link Driver section of the NET.CFG. On the NT server, the frame type is in the configuration of the NWLink IPX/SPX transport object in the Network Control applet. l If the NT server must more than one frame type, ensure that the internal network number is unique (and nonzero) and that the Auto Frame Type Detection is disabled.

Make sure the client and server machines can logon to a NetWare server. Make sure that the SAP Agent is installed on the NT server.

l

l that the client and server are on the same network segment and that the router between the segments is configured to transport SAP type 0x640 messages.

249

250

RightFAX 's Guide

Make sure that client and server machines all use the same maximum IPX packet size. On DOS/Windows clients, the maximum IPX packet size is set using the IPX Packet Size Limit=xxx parameter in the NET.CFG.

l

The client gets an RPC error l On the NT server machine, the maximum packet size is 33 when determined by the MaxPktSize parameter in: communicating KEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Serto the NT vices\NWLINKIPX\NetConfig\ . If the value is server. non-existent or zero, the card driver determines the maximum packet size. If the client and server machines use different topologies, i.e. Token- Ring versus Ethernet, then manually setting the maximum packet size may be necessary. Unable to find FaxDB Service.

Does the logged in have access to the RightFAX host file server? If the RightFAX host file server is not a member, backup, or primary domain controller, then the may not have access to the RightFAX files or resource \PIPE\FAXDB. You may have to assign GUEST privileges.

ID was not found in database.

l RightFAX has its own list of fax s and the ID is not on that list. You can use Fax to add s, either individually or by reading them from the domain or file server. When RightFAX is first installed, the s "" and "DEFAULT" are loaded. Initially, both do not have a .

The supplied is incorrect.

l You need to use the correct for the in question. If the has lost his , a fax strator can start FaxUtil as themselves, switch into the 's mailbox, and give them a new without having to know the old . The can also be reset in Fax.

l

You are using a different ID than expected. Check the RightFAX Client Control applet to see what ID the software is using. l

The RightFAX Fax Addressing dialog pops up, yet nothing ever appears in FaxUtil.

On Windows NT, the port or Print To setting on the printer may have been modified or the setting may be incorrect. Start Print Manager, select the printer, and choose Print To field should contain a UNC name of the RightFAX fax queue on the fax server, i.e. \\SERVER\HPFAX. l


Graphics and line drawings are not appearing on fax pages. Receiving messages about not being able to find the fax server. The RightFAX Fax Addressing dialog never pops up, but the document appears in FaxUtil as "Info Not Complete."

Font ing must be set to "bitmap" mode; printer resolution should be set to 300 DPI, not 600 DPI. It is also possible that the line might be too thin.

l

Use a 32-bit requester, i.e. Microsoft Client for NetWare Networks, instead of NETX or VLM's. NETX and VLM's were designed for DOS and Windows 3.1 both of which are 16-bit systems. l

The printer installed is not specified as a "Fax Printer" in the RightFAX Client Control applet.

l

251

252

RightFAX 's Guide

Problems Specific to Sending Faxes l There was an error moving the print job from the network spool directory to the \RIGHTFAX\OUTGOING directory (look in the Application EventLog, under RightFAX Server Module for a specific error message).

The print job contained a <WHO> code (the fax may have been moved into the mailbox of the specified by the WHO code).

l

After printing to a fax print queue, the fax never appears in your fax mailbox.

The used the wrong print queue or does not have the necessary network permissions to access the print queue.

l

l

The is not linked to a fax print queue.

The fax server is not running, has died, or some/all of the RightFAX Services have stopped.

l

The fax server is low on disk space. The server stops processing new faxes when free space drops below 50 MB.

l

There is no RightFAX WorkServer Module running, or the running RightFAX WorkServer Module is not configured for Faxes are left the kind of conversion in question. For example, you may be with the status sending PostScript print jobs to a RightFAX WorkServer "Waiting for Module that is configured to perform only PCL5 conversions. Conversion" or "In l Someone has sent a very large fax job and it is taking the Conversion" fax server a long time to convert it. You can add additional WorkServers to redistribute the rest of the jobs. l

Examine the Application EventLog under RightFAX WorkServer# Module.

l

Faxes failed with "ED: Conversion Failed"

that the document you are printing can actually be printed on a real LaserJet III (the printer driver your software is using may be out of date or contain bugs).

l

l

Try using a LaserJet III printer driver.


Information in embedded codes is not pulled out of the document, and the codes are left on the fax image.

The codes were formatted in a font which was rasterized by the client workstation (i.e. the actual text of the code never appeared in the print output). Make sure the codes are formatted in a native printer font. l

The codes are formatted in such a way that the code text is not contiguous in the document (i.e. the word-processor split the code across a line or had to chang character sets to output the '<' and '>' characters).

l

The Dial Prefix or Postfix parameter is incorrect. The Dial Prefix does not include a leading ",," or "w" to wait for a dial tone before dialing (on Brooktrout boards). The phone number or dial prefix did not include the required digits to access an outside line. l

Faxes convert OK but are not sent, i.e. "Phone Line Problems"

l For international calls, the call took too long to complete. You can increase the CD Timeout value.

The phone line is not a standard analog phone line, as would be usable by a Hayes compatible modem.

l

l The phone line is not connected to the board, or the line is dead (try dialing out on that line with a regular phone).

You may be using an improper cable. Check to make sure that you have the proper phone cables for your fax board type.

l

l

Fax converts OK but never begins to send, i.e. "Held for Preview" or "Info Not Complete"

The fax board may be damaged.

l The fax was held for preview and never released. The should release the fax by using the Fax-Release option in FaxUtil.

l The cover sheet information is not complete. The should edit the fax and add values in all required fields (italicized). The fields required for sending a fax can also be changed using Fax.

253

254

RightFAX 's Guide

Problems Specific to Receiving Faxes l

The RightFAX BoardServer Module is not running.

l The phone lines are not plugged in. The fax server does not l The configuration specifies that none of the fax boards will answer answer phone calls. incoming phone calls. l The hardware server may have run out of disk space staging faxes to the local drive.

l


l The hardware server may be out of disk space on its local drive.

that no other boards, except fax boards, in the machine are using the same interrupt. This is usually a problem with the lower interrupts (2-9), so try using a higher interrupt.

l

The fax server answers phone l There is too much noise on the phone lines and the calls, but the transmitting fax machine disconnects because of errors. transmitting fax machine l The transmitting fax machine is incompatible with the fax always board. This only occurs on rare occassions. Iexpensive fax indicates modems, fax boards, and fax software packages often do not failure. correctly implement the Group III fax protocol. The transmitting fax machine may be trying to use a proprietary protocol for higher resolution or error correction.

l

l



l Many DID problems can be diagnosed by the phone company from their offices. Some of the most common are:

l

The RightFAX BoardServer Module is not started.

l

The DID trunk is not activated.

The DID trunk is not really a DID trunk. (WARNING! If a phone line which can ring a standard phone is plugged into your DID port on the fax board, you have probably damaged the fax board. This is NOT covered under warranty repair.)

l

l The DID power supply is faulty, not powered, has blown a The fax server fuse, or is otherwise not supplying current. never answers a phone call l The tip and ring lines on the RJ-11 jack have been reversed. on a DID (WARNING! Do not reverse the leads on the DID power trunk. supply line to correct this problem. This will damage the fax board!)

l The DID line is misconfigured, i.e. Pulse instead of DTMF signaling, Immediate instead of Wink Start, or an incorrect number of digits.

l


l To test hardware and configuration, plug one of the DID cables coming from the board into a standard, non-PBX, analog phone. Pick up the phone and dial 4 or 5 digits. If you hear the digits as you dial them and then hear fax tone, the board is working properly.

Received faxes do not show up in the expected fax mailbox. File routing and archiving jobs sent to NetWare file servers are not working

l The DID routing codes assigned in Fax are incorrect or a DID routing code is duplicated.

The DID number on which a fax is received is not assigned to any (faxes would be going to the ).

l

l The NT that the RightFAX WorkServer Modules are starting as must exist in NetWare and have the same . This is necessary because every time you start the RightFAX WorkServer and try to access a Novell server, NT will use this name to to the Novell server you are accessing.

255

256

RightFAX 's Guide

Problems with Printing Faxes Printing to a Novell print queue does not work.

This is necessary because every time you start the RightFAX WorkServer and try to access a Novell print queue, NT will use the name you defined to to the Novell server you are accessing.

l

Problems with a Fax Cover Sheet •

Every use of the code represents ONE LINE of the message written in the Add Notes/Comments screen. Therefore, you will need 21 codes on 21 separate lines to make sure that all twenty-one comment lines are placed on the cover sheet. If the comments for a fax are less than 21 lines, the remaining lines will be filled with blanks.

•

The code represents the number of body pages, not including the fax cover sheet: that is why FaxUtil shows fax page counts with “Cover + #” notation. You can also use the code which includes the cover sheet in the page count.

•

The <WHEN_FAXED> code will reflect the time the document was processed by the fax server, not the time it was actually faxed to its destination. It is important to this when using the Delay Send feature of RightFAX.

•

Do NOT save the word processing document to the file FCS.PCL. The fax server expects a PCL5 print output file, not a MS Word for Windows document file.

•

Do not make the cover sheet more than one page.

•

When printing from a Windows based word processor, you should only use native printer fonts to print the embedded codes, i.e. TOFAXNUM and NOTETEXT. Using one of the Windows TrueType or a third party font will cause the codes to be sent as graphic objects and they will not be seen by the fax server. Consequently, the codes themselves will show up on all cover sheets and not the data which the codes represent.

•

If you are using Word 97, try going to the Tools\Options\Compatibility menu option and choose "Recommend Options for: Microsoft Word 6.0"

Appendix B: Error and Status Messages

B Appendix B: Error and Status Messages

257

258

RightFAX 's Guide

Error and Status Messages A new fax has arrived for ( ID) from remote ID: (remote ID) Another has designated you to be their alternate for notification and they have received a new fax.

A new fax has arrived for ( ID) which hasn’t been viewed or printed A member of the group for which you are the RightFAX or alternate , has received a fax and has not viewed or printed it within one hour of receipt.

A new fax has arrived from remote ID: (remote ID) You have received a new fax. You will continue to be notified for one hour (or other period specified by your ). If you do not view or print the fax, your group’s will be notified. If he or she does not print the fax, your group’s alternate will be notified.

An outgoing fax is ready for previewing The fax you requested be Held for Preview has been processed by RightFAX and is waiting in your mailbox. You must select Release to start the sending process.

Answer tone detected RightFAX could not connect with the remote (receiving) fax machine due to communication errors between it and RightFAX.

Bad FCS Information Incorrect information was entered on the cover sheet (via the Fax Information screen or embedded codes).

Bad Formtype You have specified a form that does not exist or is corrupt in the Fax Information screen or through embedded codes.

Bad Phone Number You entered an incorrect or nonexistent fax phone number.


Bad Signature Code The signature code is not recognized as a valid signature identifier because it is corrupt or does not exist.

Call answered before one full ring RightFAX did not receive a normal-length ring-back signal from the phone company’s central office.

Can’t access scans RightFAX can’t access the documents you scanned with the scanner.

Carrier not detected RightFAX did not detect a dial tone when it tried to dial out.

Command time exceeded There are timing-related errors, possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesn’t get a response within a given period of time.

Command time too short There are timing-related errors, possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesn’t get a response within a given period of time.

Command timeout There are timing-related errors, possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesn’t get a response within a given period of time.

Communications-line failure The fax card was unable to make a valid connection with the remote machine.

Conversion Failed RightFAX was unable to convert your document to Group III format.

259

260

RightFAX 's Guide

Dial failure or no dial tone RightFAX cannot detect a dial tone because there is a problem with the phone line or the fax card is configured incorrectly.

Duplicate The fax is a duplicate; it has been forwarded to you by another .

Equipment busy tone detected The remote (receiving) fax machine’s phone line is busy.

Fax Discarded RightFAX threw your fax away. your .

Fax number busy RightFAX has tried to send your fax the required number of times (default=5 times) and each time the phone number was busy.

Fax to (name) abandoned, too many retries RightFAX will try to successfully send your fax a specified number of times (determined by the ) then quit trying. The default value is 5 tries.

Fax to (name), (error) Your outgoing fax encountered the error listed. (See the error listed for more information.)

FCS Create Failed The cover sheet of your fax could not be created due to a corrupt or incompatible cover sheet format.

Function not implemented An operation was attempted that is not currently ed by your fax card software.

G2 Fax Machine You have attempted to send a fax to a Group II machine, rather than a Group III machine.


Held for Preview You have specified in the Fax Information screen or through embedded codes that you want to preview this fax before sending it. You must select Release from the Fax menu to start the sending process.

Human Answered RightFAX detected an unknown sound after it dialed the fax number. The unknown sound could be a human voice, recording, or line noise.

Illegal line number You have attempted to send a fax on a fax channel that does not exist.

Illegal option in call This error could occur if an invalid parameter is given for one of several different commands, including: LOG, DEBUG, XFER, SEND.

Illegal parameter value This error could occur if an invalid parameter is given for one of several different commands, including: LOG, DEBUG, XFER, SEND.

Illegal Sig. Use You have included a signature in your fax that you are not authorized to use.

Imaging error encountered, fax abandoned RightFAX was unable to convert your document to Group III format for transmission, and so quit trying.

In Conversion RightFAX is converting your document to fax format for transmission.

In Validation The signature and/or billing codes in your fax are being validated against the RightFAX database.

261

262

RightFAX 's Guide

Info Not Complete You have not completed all the required fields (in the Fax Information screen or through embedded codes) for RightFAX to send the fax.

Initial Processing RightFAX is checking your document for embedded codes and counting the number of pages in your fax.

Invalid Billing Code You have entered a billing code that is incorrect or does not exist.

Invalid Embedded Code You have included a misspelled or nonexistent embedded code in your fax.

Line in Use RightFAX was not able to send your fax because there were no outgoing phone lines available.

Loop current detected When RightFAX attempts to go off-hook to send a fax, it finds that the phone is already off-hook. This can occur when two devices are sharing a phone line and attempt to use it at the same time. It might also be a fax card configuration error.

Loop current failed The fax card did detect current on the line, but did not detect a valid value for LOOP CURRENT.

Loop current not detected The fax card was looking for LOOP CURRENT before it attempted to dial the fax number, but didn’t find any.

Network congestion detected The network may be running inefficiently and causing traffic, or an invalid fax number may have been dialed.


Network high and dry (no ring) The fax card does not detect any type of telephone interface available. This is a very serious error; your RightFAX immediately.

No Answer at Fax # The fax machine at the receiving end didn’t answer or a wrong number was dialed.

No answer tone detected The phone is ringing at the destination, but the fax machine is not answering within the specified time. This is especially prevalent in international calling when it can take up to a minute to connect to the remote station.

Non-G3 Modem Detected RightFAX has detected a non-Group III fax modem on the remote (receiving) fax machine, and cannot communicate with it.

OCR Error An error occurred while a document was being sent to or was at the Optical Character Recognition module of RightFAX.

OCR in Process Your fax has been queued and is being processed by the OCR module.

OK RightFAX has successfully sent your fax over the phone lines. This does not guarantee successful receipt of the fax at its destination.

One of your outgoing faxes needs attention You have not completed all the required fields in the Fax Information screen or through embedded codes for the fax to be sent.

P2 was not detected at the end of training This is a training error indicating a performance problem with the fax server and the number of fax cards that it contains.

263

264

RightFAX 's Guide

Phone Line Problems There is a problem with the phone lines at the fax server.

Poor Quality There was too much line noise for the fax to be transmitted correctly. The fax may have been sent, but it may be difficult to read.

Printing Your fax is printing.

Printing Error An error occurred while printing.

Protocol reject message This is a generic protocol error code that could have several meanings. In general, your fax card is having difficulty talking to the remote fax machine because it is getting the signals it expected.

Protocol timeout This is a generic protocol error code that could have several meanings. In general, your fax card is having difficulty talking to the remote fax machine because it is not getting the signals it expected in the appropriate time frame.

Queued for OCR The fax has been queued and is waiting for the OCR module to convert it.

Queued for Printing The fax has been queued and is waiting to be printed.

Ringback signal detected A ringback signal was detected when it should not have been. This may be due to interrupting a call in-process on a shared line, or could be caused by a lot of noise on a T1 phone line.


Ringback, but no answer tone 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 receive faxes.

Ringback, then busy condition The fax number dialed went off-hook, then went on-hook very quickly, generating a fast busy signal.

Scheduled for Send Your fax was successfully converted to the RightFAX Group III format and is now being sent to the fax card to await sending. If you specified a date and time to send the fax, RightFAX will wait to send it until then.

Scheduling Failed Your fax was converted correctly, but it couldn’t be correctly queued to be sent.

Sending RightFAX is transmitting your fax.

Sending fax to (name) at (faxnumber) Your fax is being sent to the name and fax number specified.

Sig needs Authorization You must be authorized to use the signature you have included in your fax.

Thermal Record You have recorded a fax that was sent or received on a conventional fax machine for database purposes only.

Training Algorithm detected FSK This training error indicates a performance problem with the fax server and the number of fax cards it contains.

Training Algorithm found on PN This training error indicates a performance problem with the fax server and the number of fax cards it contains.

265

266

RightFAX 's Guide

Tx/Rx Error This transmission/reception error indicates that 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 RightFAX from your fax card.

Voice response to call RightFAX detected a sound that it didn’t expect after it dialed the fax number. The sound could be a human voice, recording, or line noise.

Waiting for Conversion RightFAX is busy with another process and has queued your fax to be converted.

Waiting to be Sent The fax has not yet been scheduled for faxing.

Your fax has been successfully sent to (name) at (faxnumber) Your 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.

C Appendix C: Native Document File Formats

268

RightFAX 's Guide

Native Document File Formats The following list shows native document file formats (and ed versions) that can be automatically converted to faxes by RightFAX.

Word Processing Formats: Generic ASCII Text ............................................................................ All versions ANSI Text ............................................................................. All versions Unicode Text ......................................................................... All versions HTML ..................................................................... Versions through 3.0 Microsoft Rich Text Format .................................... Versions through 2.0 DOS Microsoft Word ...................................................... Versions through 6.0 WordPerfect ........................................................... Versions through 6.1 Windows AMI/AMI Professional .......................................... Versions through 3.1 Microsoft Windows Works .................................... Versions through 4.0 Microsoft Windows Write ...................................... Versions through 3.0 Microsoft Word for Windows ................................. Versions through 97 Microsoft WordPad for Windows95 ...................................... Version 1.0 WordPerfect for Windows ...................................... Versions through 6.1 Macintosh Microsoft Word ................................................. Versions 4.0 through 6.0 WordPerfect .................................................... Versions 1.02 through 3.0 Microsoft Works .................................................... Versions through 2.0

Spreadsheet Formats: Lotus 1-2-3 (DOS & Windows) .............................. Versions through 5.0 Lotus 1-2-3 Charts (DOS & Windows) ................... Versions through 5.0 Lotus 1-2-3 (Windows) ........................................... Versions through 97 Microsoft Excel Windows .................................. Versions 2.2 through 97 Microsoft Excel Macintosh ............................... Versions 3.0 through 4.0

Appendix C: Native Document File Formats

Microsoft Excel Charts ...................................... Versions 3.0 through 7.0 Microsoft Windows Works .................................... Versions through 4.0 Microsoft Works (Mac) .......................................... Versions through 2.0 QuattroPro for Windows ........................................ Versions through 6.0

Database Formats: Access .................................................................... Versions through 2.0 dBASE .................................................................... Versions through 5.0 Paradox (Windows) ................................................ Versions through 1.0

Graphics Formats: BMP (including RLE, ICO, CUR & OS/2 DIB) .......................... Windows GIF ....................................................................................... Compve PICT1 & PICT2 (Raster) ..........................................Macintosh Standard PCX ................................................................................... PC Paintbrush DCX (multi-page PCX) ....................................................... Microsoft Fax MAC ......................................................................................... Maaint DRW ....................................................................................... Micrografx WMF .......................................................................... Windows Metafile TIFF ........................................................................ Versions through 6.0 JPEG ...................................................................................... All versions TIFF CCITT Group 3 & 4 ..................................................... Fax Systems EPS (if TIFF image is embedded in it) ............... Encapsulated PostScript CDR (if TIFF image is embedded in it) ........ Corel Draw versions 2.0 - 5.0 Binary Group 3 Fax ............................................................... All versions WordPerfect Graphics [WPG and WPG2] .............. Versions through 2.0

Presentation Formats: Microsoft PowerPoint for Windows ........................ Versions through 97 Microsoft PowerPoint for Macintosh .................................... Version 4.0 Freelance for Windows ........................................................... Version 2.0

269

270

RightFAX 's Guide

D Appendix D: Command Line References

272

RightFAX 's Guide

Overview The command-driven istrative utilities IMP, CHG, PHNPRINT, FAXDUMP, and FAXAGE are 32-bit applications that may be used from any Windows NT workstation or server on the network. The utilities are located in the \RIGHTFAX\UTILS directory. In addition, the KEYBUILD and DBCHECK database utilities can be found in the \RIGHTFAX\DATABASE directory.

The fax server must be running when executing this utility.

Syntax for CHG CHG is a program that lets you change RightFAX privileges and options for all s or groups of s at a single time. Note that unless you use the -U option to specify individual s, commands will be applied to all s. CHG [options] [keywords] Options: -AprinterID Specify the printer ID to which received faxes should be automatically printed -BprinterID

Specify the printer ID to which sent faxes should be automatically printed

-Cfile

Specify the cover sheet file (i.e. FCS.PCL) for (s)

-Fserver

Specify the name of RightFAX server

-GgroupID

Name of group in which to place (s); group must already exist

-PprinterID

Specify the ID of the default printer for (s)

-Rtype

Specify routing types for (s) using the following: RF CC MS GW OCR CX EXCH NOTE XRT TRS SMTP FILE

= = = = = = = = = = = =

RightFAX mailbox cc:Mail MS Mail GroupWise Optical Character Recognition Telephony Server MS Exchange Notes RightFAX Interconnect TRS NetComm Server SMTP mail network directory

Appendix D: Command Line References

-Tprotocol

Force protocol to specific type (rather than asg automatically) using the following: N S T

= = =

Named Pipes SPX T/IP

-UIDs

Comma delimited list of s to change

-V

Display current values for (s)

-1number

Specify default fax number for (s)

-2number

Specify default voice number for (s)

-3

Display a list with ID, name, and routing code

-6

Display a tab-delimited list with ID, name, routing code, and group ID

-7option

Set auto-print options for (s) using the following: B C T F S

= = = = =

Print fax body Print fax cover sheet Print fax body Print fax body Print fax body

CHG keywords must be used in conjunction with the many of the above options to set some of the permissions and attributes. For example, if you enable auto-printing of sent faxes using the Sautoprint keyword, you should specify the printer ID using the -B option. For complete details on each permission, see Chapter 10: Managing s and Groups. Keywords: /No

Enables/disables istrative privileges

Archive/NoArchive

Enables/disables archiving of all sent faxes

Autoprint/Noautoprint

Enables/disables auto-printing of received faxes; use 7 and -A options to set printer ID and options

Bodyfine/Bodynormal

Sets resolution of fax body to fine or normal

Coverfine/Covernormal

Sets resolution of fax cover sheet to fine or normal

Coverpage/Nocoverpage

Enables/disables sending a cover page with every fax; use -C option to set cover sheet file

Highp/Nohighp

Enables/disables the availability of High Priority for

273

274

RightFAX 's Guide

Protected/Unprotected

Sets mailbox to protected (requires ) or unprotected (does not require )

Sautoprint/Nosautoprint

Enables/disables auto-printing of sent faxes; use -7 and -B options to set printer ID and options

Examples: CHG -FRIGHTFAX -V CHG -FRIGHTFAX -UBOB,FRED NO CHG -FSERVER2 -V -ALASER4 AUTOPRINT CHG -FSERVER2 -V -BLASER6 SAUTOPRINT

Syntax for DBCHECK The fax server must not be running when executing this utility.

DBCHECK is a diagnostic program designed to examine your database for errors. Once you've run a database check, you should run a KEYBUILD if any errors are found. DBCHECK is located in the \RIGHTFAX\DATBASE directory. DBCHECK [options] faxdata Options: -C

Print counts of objects scanned in the check

-A

exhaustive check (all structures)

Example: DBCHECK -A faxdata

Syntax for FAXAGE The fax server must be running when executing this utility.

FAXAGE is a utility that can be run to automatically cleanup s’ fax mailboxes based on the age of faxes. For example, FAXAGE could be run every Friday to cleanup all faxes which are over two months old. You can also use the Automatic Fax Aging feature in Enterprise Fax Manager to determine the length of time faxes will be kept in a 's fax mailbox. Automatic Fax Aging is available only with the RightFAX Enterprise server. FAXAGE [options] Options: -Dnumber

Specify which faxes should be deleted: (1) only received faxes, (2) only sent faxes, (3) all faxes (default), (4) viewed or printed, (5) printed faxes, (6) non-approved faxes, or (7) approved faxes


-Fname

Specify the fax server name, defaults to local machine

-Llevel

Specify information level (0, 1, 2, 3, or 4) to output. (See Chapter 15 for more information on information levels)

-Sdate

Specify date to begin search, can be set as an offset from today, i.e. -# or +# or MM/DD/YY; defaults to 01/01/1980

-Edate

Date to end search, can be set as an offset from today, i.e., -# or +# or MM/DD/YY; defaults to 12/31/2010

-Ofile

Specify output file name, defaults to standard output

-Q

Displays a table of field definitions for 0-4 output levels; overrides any other options

-Tprotocol


= = =


-UIDs

Specify (s) to include, separate with commas; default is all s

-Wfoldername

Specify a folder name to restrict the deletion; defaults to all folders

-Y

Specify to skip any verification questions

-Z

Specify to cause deletions to take affect. Without this option, no deletions will occur

Example: FAXAGE -FRIGHTFAX -D2 -S010195

275

276

RightFAX 's Guide

Syntax for FAXDUMP The fax server must be running when executing this utility.

FAXDUMP produces ASCII text files of fax information which you can import to another database to produce reports. FAXDUMP [options] Options: -Fname

Specify the fax server name, defaults to local machine

-Llevel

Specify information level (0, 1, 2, 3, or 4) to output. (See Chapter 15 for more information on information levels)

-UIDs

Specify (s) to include, separate with commas; default is all s

-Ofile

Specify output file name, defaults to standard output

-Sdate

Specify date to begin search, can be set as an offset from today, i.e. -# or +# or MM/DD/YY; defaults to 01/01/1980

-Edate

Date to end search, can be set as an offset from today, i.e. , -# or +# or MM/DD/YY; defaults to 12/31/2010

-Q

Displays a table of field definitions for 0-4 output levels; overrides any other options

-Tprotocol


-H

= = =


Outputs field headers on first line of output file

Examples: FAXDUMP -FRIGHTFAX -S120194 -E120195 -OMYFILE.TXT FAXDUMP -FSERVER2 -S-7 -E-2 -TT


277

Syntax for FUW This can be used to open FaxUtil (FUW) from a command line. It is located in the appropriate platform directory under the \RIGHTFAX\CLIENT directory. FUW.EXE [options] Options: -Fserver

Specify fax server name; overrides fax server name in FAXSERV.INI file.

-I

Force FaxUtil to check for new faxes that haven’t been printed or viewed at FaxUtil time. If FaxUtil is marked to run minimized and then added to the Startup Group in Windows, the will be notified of any new faxes as soon as he/she first starts Windows

-UID

Show initial dialog and use optional name as ID instead of network ID

-3name

Use name as ID instead of network ID and do not show initial dialog unless name is an incorrect RightFAX ID

-7

Display names as “Name, ID” instead of “ID, Name”

-Tprotocol


= = =

Example: FUW -FRIGHTFAX -TS -I


The fax server must be running when executing these utilities.

278

RightFAX 's Guide


Syntax for IMP IMP is a program that allows you to import s from a text file or an NT domain. IMP [options] Options: -Ifile

CSV file name from which to import s

-Nserver

Name of the NT server from which to import NT domain s

-GgroupID

Name of an NT group from which to import s (used only with -N. Without -N, imports all s in the domain).

-Fserver

Name of fax server to which s should be imported

-Tprotocol


-DID

= = =


Model ; normally this is the DEFAULT

Examples: IMP -INEW.TXT -FSERVER1 IMP -NOURORG -++ -DBOB If using a Comma Separated Values (CSV) file, the file format is a comma-delimited text file with optional quoted fields (use quotations when the field may have an embedded comma). If a already exists in RightFAX, their record will be updated based on the data from the import file. If a does not already exist, they will be added. The fields for the CSV file are shown in the following chart. Note that you must specify a value or the absence of a value for all 16 fields described below. For example, to import only the ID and Name for Bob Jones' , your CSV file would look like this: BOB,Bob Jones,,,,,,,,,,,,,,


Type

Max Length

ID

Alpha-numeric

21

Must be unique. If ID already exists, the existing will be changed.

Name

Alpha-numeric

29

The 's name.

Alpha-numeric

11

If empty, existing will be maintained.

Group

Alpha-numeric

21

The group must already exist. If group does not exist, record will be skipped.

Route-Code

Numeric

7

This should be unique, though uniqueness is not enforced.

Cover Sheet Model

Alpha-numeric

12

File name (no path) of FCS model for . File name must end with .PCL. Leave blank to use group's cover sheet.

Flags

Alpha

31

Each character in this field will change a particular attribute. Possible flag characters are listed below.

2

0=Use group's type 1-9=custom 10=cc:Mail 11=MS Mail 12=GroupWise

Field

Notify Type

Numeric

Notes

Route Info

Alpha

99

Formatted as: TYPE:INFO or +TYPE:INFO where TYPE must be one of the following: RF, CC, MS, FILE, OCR, GW, NOTES, RFIC, TRS, CX3, or EXCH and where INFO should be the routing information for that particular type. The format +TYPE:INFO is identical except that it enables delete-after-routing.

Route Format

Alpha

4

Format of the file to be routed. Must be one of the following: PCX, DCX, TIFF-G3, or TIFF-G4

Subscriber ID

Numeric

7

Voice mail subscriber ID, if CallXpress routing is enabled.

From Name

Alpha

59

Default 'From Name' for cover sheet

From Phone

Alpha

31

Default 'From Voice Number' for cover sheet

DID Fax Num Alpha

31

Default 'DID Fax Number' for cover sheet

General Fax

Alpha

31

Default 'General Fax Number' for cover sheet

Operator Num Alpha

31

Default 'Operator Voice Number' for cover sheet

Distinguished Name

Alpha

79

The MS-Exchange distinguished name, used to confirm accurate RightFAX/Exchange synchronization

Default BillInfo1

Alpha

15

Default Billing Code 1 setting

Default BillInfo2

Alpha

15

Default Billing Code 2 setting

279

280

RightFAX 's Guide

Possible Flag Characters The following chart shows possible flag characters. The ± character after the flag indicates that a plus (+) or minus (-) sign must be used to indicate whether to add or remove the attribute. For example: 'A-H+C+' would remove istrative Access from the , add the ability to use high priority when sending faxes, and allow the to change his fax cover sheet.

The fax server must not be running when executing this utility.

A±

istrative Access

V±

View first page only

P±

Enable Auto-Purge

U±

Unprotected mailbox

B±

By billing code verification

S±

Sent Fax Archiving

C±

Can change FCS

O±

Can OCR faxes

D±

Disallow fax deleting

H±

Can use HIGH priority

M±

Must have

L±

Can Add/Update Library Documents

F±

Can Add/Update Forms

I±

cannot search billing codes

Syntax for KEYBUILD KEYBUILD rewrites and repairs the key files in the RightFAX database. KEYBUILD is located in the \RIGHTFAX\DATABASE directory. Example: KEYBUILD faxdata



Syntax for PHNPRINT PHNPRINT allows you to print the private and published phonebook entries of a or s without entering FaxUtil. PHNPRINT [-UID's] [options] -UID's

(Required) Specify (s) to include, separate s with commas

Options: -Fserver

Specify fax server name, defaults to local

-Ofile

Specify output file name, defaults to standard output (screen only)

-P

Specify (s) for (s) to print private entries

-Llevel

Specify information level (0, 1, 2, or 3) to output. (See Chapter 15 for more information on information levels)

-Tprotocol


= = =

281


Example: PHNPRINT -UJANE -FSERVER -PSECRET

282

RightFAX 's Guide

E Appendix E: Automatic Inbound Routing

284

RightFAX 's Guide

RightFAX lets you choose from several different methods for routing received faxes to their intended recipients in your organization. The routing method you choose will be based primarily on the type of telephone service you receive. Once RightFAX has determined who should receive an incoming fax, you then have several options for how that fax should be delivered (i.e., to the FaxUtil mailbox, as an attachment to an e-mail message, etc.)

DID/DNIS Routing These two methods are considered the best for fax routing. DID lines inbound phone service only, DNIS service s bi-directional faxing. A DID/DNIS interface assigns multiple telephone numbers to a single pair of wires (a telephone trunk). Often these numbers are sequential and all contain the same prefix. For example, a single DID/DNIS line may have 20 numbers associated with it ranging from 555-1001 to 555-1020. Your phone company will forward any or all of these dialed numbers to your system along with the call. RightFAX then uses these included numbers to route faxes to the proper recipients. Each RightFAX is assigned a personal fax mailbox which is assigned a DID/DNIS number (routing code). When a call comes in with a valid DID/ DNIS number, the fax is placed in the corresponding 's fax mailbox. Routing codes should be assigned in accordance with the number of DID/ DNIS digits for which your services are configured. For example, if you have a set of DID/DNIS numbers of 555-1001 through 555-1020, and your phone service is configured to forward the last four digits of the dialed number, then you would assign the routing codes 1001 through 1020 to your s. If you have three digit service, then you would assign the routing codes 001 through 020 to your s.

Configuring RightFAX for DID/DNIS Routing Each fax board must me configured for DID/DNIS routing separately. To configure RightFAX and your fax board(s) for DID/DNIS routing, run the RightFAX BoardServer applet from the Control .

Appendix E: Automatic Inbound Routing

Configuring Brooktrout Boards For Brooktrout fax boards, highlight the board name listed under Global Board Settings:

Configure DID/DNIS settings here

In the Number of Digits to Collect field, enter the number of dialed digits that will be forwarded to your system by the phone company. In the Number of Digits for Routing field, enter the number of collected digits that you will use when asg routing codes to your s. In the DID Service Type field, enter the service type your phone company is providing, either Immediate or Wink.

285

286

RightFAX 's Guide

Configuring GammaLink Boards For GammaLink fax boards, highlight the board name listed under Global Board Settings. Under Digit Collection, set Maximum Digits for Routing to the number of dialed digits that will be forwarded to your system by the phone company. Then, for each channel listed under your GammaLink fax board(s), highlight the channel number:

Check Enable Digit Collection. Select Initial Tone and set it to A and 0 (zero). Check No Terminator and set Max Digits to the number of dialed digits that will be forwarded to your system by the phone company. Repeat this configuration for each GammaLink fax channel.

Configuring Routing Information To assign a DID/DNIS routing code to a , edit the in Enterprise Fax Manager, click on the Inbound Routing tab, and enter the 's DID/DNIS phone extension in the Routing Code field. The numbers you enter here must have the exact number of digits that you specified in the Number of Digits for Routing field when configuring your fax board(s).


DTMF Routing Unlike DID/DNIS routing, DTMF uses Plain Old Telephone Service (POTS) with a single phone number assigned to each phone line. The person sending the fax dials this number and the call connects normally; however, before the fax transmission starts, the fax card prompts the caller with a tone or voice prompt to enter a routing code for the fax they are sending. If the caller enters a valid routing code (one which is assigned to a RightFAX ) the fax is placed in that 's mailbox. If the caller does not enter a code before a certain amount of time has elapsed, or if the code does not correspond to a valid RightFAX mailbox, the fax is placed in the mailbox that corresponds to the Channel Extension setting for the channel it arrived on (or to the of the Everyone group if no channel extension match is found).

Configuring RightFAX for DTMF Routing Each fax channel must be configured for DTMF routing separately. To configure RightFAX and your fax board(s) for DTMF routing, run the RightFAX BoardServer applet from the Control . Highlight each channel number under your fax board name(s):

Configure DTMF settings here

287

288

RightFAX 's Guide

Check Enable DTMF Routing. Select either Initial Tone or Initial Speech (speech is only available with Brooktrout fax boards) and configure the tone or speech parameters. Check No Terminator if you don't want to require the caller to press [#] or [*] after entering the routing code. If this option is not checked, select the terminator character you want in the Terminator field. In the Max. Digits field, enter the maximum number of digits the caller must enter for a valid DTMF routing code. In the Min. Digits field, enter the minimum number of digits the caller must enter for a valid DTMF routing code. In the Tone Wait field, enter the length of time (in seconds) after the prompt for the caller to enter the routing code.

Configuring Routing Information To assign a DTMF routing code to a , edit the in Enterprise Fax Manager, click on the Inbound Routing tab, and enter the 's DTMF code in the Routing Code field. The digits entered here correspond directly to the digits entered by the caller when prompted. Although each must have a unique DTMF routing code, the assigned codes can be of variable length.

OCR Routing OCR routing is an excellent "backup" for other routing methods. With other routing methods, mailboxes can be configured that receive all "lost" faxes, where the intended recipient cannot be determined. These "lost fax" mailboxes can be configured for OCR routing to maximize your automatic inbound routing functionality. However, because large organizations usually have several with the same or very similar names, OCR routing is not recommended as a primary routing method.

OCR (Optical Character Recognition) is an optional module (sold separately) that converts the first page of an incoming fax from a graphic format to a text format and then scans it for specified words or phrases. Each word or phrase is associated (using a routing table) with an individual RightFAX ID. When RightFAX matches a word or phrase on the fax cover sheet with an entry in the routing table, the fax is routed to the ID associated with that text. If no match is found, the fax remains in the RightFAX 's fax mailbox. For OCR routing, no special configuration is required.

Configuring RightFAX for OCR Routing To use OCR routing, you must first install the RightFAX OCR optional module. For information on installing the OCR optional module, refer to your RightFAX Optional Modules Guide. In the WorkServer applet in the Control , add the OCR function to at least one of your WorkServers.


289

On your RightFAX server, create an ASCII file called ROUTE.TXT in the \RIGHTFAX\WORKSRV# directory (where # is the WorkServer number you added OCR functionality to). If you added OCR to multiple WorkServers, you must create this ASCII file in each WorkServer's directory. The ROUTE.TXT file is your OCR routing table. Each line must contain a separate entry in the format: ID MatchingText where ID is the RightFAX ID to route to and MatchingText is the OCR'ed text that, when found, will route to that . The ID and matching text must be separated by a single space. The matching text may contain spaces and other special characters. Here is an example of a short OCR routing table: ADJ ADJ BDS DRR DRR

Aaron Aaron Jones Bill Street David Renner Renner

The matching text must be matched exactly in order to route. In the above example, a match on the word "Jones" would not be routed.

Configuring the Central Mailbox(es) In order to route OCR'ed faxes to their intended recipients, the faxes must arrive in one or more "central" mailboxes. These are fax mailboxes that all incoming faxes go to, get OCR’ed, and from there are routed to 's mailboxes. For multiple central mailboxes, each mailbox should have a routing code that corresponds to a channel extension set up in the BoardServer (see Channel Routing later in this chapter). Usually, however, one mailbox performing OCR routing is sufficient. To configure a single central mailbox, edit the mailbox owner's ID in Enterprise Fax Manager, click on the Inbound Routing tab, and enter 0 (zero) in the Routing Code field. This will cause as all incoming faxes to route into that mailbox by default. For each central mailbox you create, edit the mailbox owner's ID in Enterprise Fax Manager, click on the Inbound Routing tab, and select OCR in the Routing Type field. This tells the mailbox to perform OCR on each received fax and route accordingly. OCR is only performed on printed text and will not work on handwriting.

If you do not plan to use the default OCR routing table, ROUTE.TXT, you must specify the name of the routing table file to be used in the Routing Info field

290

RightFAX 's Guide

Channel Routing With this type of routing, faxes are routed based on which phone line they came in on. This can work well if you have, for example, four departments and four incoming fax lines (channels). Each department can give out a different fax number and all faxes to that department will end up in a single fax mailbox. Each of the of the department can then check their departmental mailbox for faxes, the faxes can all be directed to a printer located in the department, or the faxes can be routed manually or via OCR routing to the intended recipient.

Configuring RightFAX for Channel Routing Each fax channel must be configured for channel routing separately. To configure RightFAX and your fax board(s) for channel routing, run the RightFAX BoardServer applet from the Control . Highlight each channel number under your fax board name(s). For each channel, set the Channel Extension setting to a number 0-99. This setting will correspond to the Routing Code of the mailbox that is to receive all faxes coming in on this channel. You can also set two or more channels to the same Routing Extension if you want a single mailbox to receive faxes from multiple channels.

Configuring Recipient Mailboxes To assign channel extensions to mailboxes, edit the ID for each recipient mailbox in Enterprise Fax Manager. Click on the Inbound Routing tab and enter the Channel Extension setting of the channel that you want to receive faxes from in the Routing Code field.


ANI Routing ANI (Automatic Number Identification) is a service provided by your telephone service provider that precedes each incoming phone call with a series of digits that tell you (among other things) the phone number calling you. Although the actual ANI transmission format differs slightly from carrier to carrier, the basic format is: KP + I + 7 or 10 digits + ST where KP = key pulse I = information digit 7 or 10 digits = calling party station directory number ST = start signal ANI routing lets you automatically route inbound faxes to a specific mailbox based on the phone number that the fax originated from. Using ANI routing, all faxes from a certain fax number can be automatically routed to a specific recipient's routing code. Similarly, all faxes originating from a specific area code or phone number prefix can be routed to a specific recipient. This routing method can be useful to sales departments for routing faxes according to sales territories.

291

292

RightFAX 's Guide

Configuring RightFAX for ANI Routing ANI data you receive from your service provider may include some information (such as DNIS) in addition to the dialed party’s phone number. To specify the pattern of the extra data so that it can be removed by RightFAX prior to ANI routing, run the RightFAX BoardServer applet from the Control and click the Global Board Settings. Then, in the ANI Pattern Matching field, enter the pattern of ANI data you receive using the following key: * # X

Y Z Max. Modifier

0-9 & A-D

Matches one or more “star” characters in the source string Matches one or more “pound” characters in the source string Matches one or more digits belonging to the ANI number (this is the only number sequence that will be used for ANIrouting, all other information is ignored) Matches one or more digits belonging to the DNIS number Matches one or more extraneous digits which are discarded A digit 1-9 that represents a maximum character match for any of the above. (For example, “x2*y” will match x***...yyy... or xx***...yyy... ) valid phone digits (Literal digits. Separate literal digits from max. modifiers with a space)

Examples: “1x10*y”

matches 1xxxxxxxxxx***...yyy...

“x2z*y2 2”

matches xxzzz...***...yy2

Next, on your RightFAX server, create an ASCII file called ANI.TBL in the \RIGHTFAX\BIN directory. The ANI.TBL file is your ANI routing table. Each line must contain a separate entry in the format: ANIString RoutingCode


where ANIString is the ANI data represented by 'X' characters in your ANI pattern match (described above) and RoutingCode is the Routing Code setting of the to route to. The ANI string and routing code must be separated by a single space. Here is an example of a short ANI routing table: 15205551212 15205552345 15205550982 15203201000

1001 1002 1003 1003

CSID Routing CSID (Caller Subscriber Identification) routing automatically routes inbound faxes to a specific mailbox based on the ID of the sending device. Using CSID routing, all faxes from a certain fax number can be automatically routed to a specific recipient. Similarly, all faxes originating from a specific area code or phone number prefix can be routed to a specific recipient. This routing method can be useful to sales departments for routing faxes according to sales territories. CSID routing precludes some other routing types like DTMF and channel routing. However, routing types that occur after arriving in a fax mailbox (like OCR routing) may still be used. If an ID for the sending device is not transmitted or cannot be determined, the fax is placed in the mailbox that corresponds to the Channel Extension setting for the channel it arrived on (or to the of the Everyone group if no channel extension match is found).

Configuring RightFAX for Channel Routing To configure RightFAX for CSID routing, run the RightFAX FaxServer applet from the Control . Click the General tab and check the option Enable CSID routing. On your RightFAX server, create an ASCII file called CSID.TBL in the \RIGHTFAX\BIN directory. The CSID.TBL file is your CSID routing table. Each line must contain a separate entry in the format: RoutingCode CSID

293

294

RightFAX 's Guide

where RoutingCode is the Routing Code setting of the to route to, and CSID is the CSID information (may be either text or a phone number) that, when sent, will route to that . The routing code and Fax ID must be separated by a single space. The Fax ID text may contain spaces and other special characters. Here is an example of a short CSID routing table: 1000 1001 1002 1003 1003

ACME 520-624-6487 RIGHTFAX 520* 602*

The asterisk (*) wildcard can be used to represent any number of additional characters. In the above example, all incoming faxes from area codes 520 and 602 will be routed the RightFAX with the routing code 1003.

Routing Destinations Once you have configured a routing method for your organization, you have several options for how s can receive the faxes routed to them. The routing type is configured individually for each (or group). To assign each a routing type, edit the in Enterprise Fax Manager, click on the Inbound Routing tab, and select the routing type you want in the Routing Type field:

Fax Mailbox When you select this routing type, incoming faxes will be routed to the 's FaxUtil mailbox. For information on using the FaxUtil mailbox, see the RightFAX 's Guide, Chapter 2, FaxUtil Overview.

E-mail This routing type requires RightFAX E-mail Gateway optional module, purchased separately. When you select this routing type, incoming faxes will be forwarded to the as an e-mail message. If you select this option, you must also provide the necessary post office routing information in the Routing Info field so that RightFAX can find the correct e-mail mailbox. For information on routing faxes to an e-mail mailbox, see the section specific to your e-mail type in the RightFAX Optional Modules Guide.


295

Network Directory When you select this routing type, incoming faxes will be sent to a network directory of your choice. If you select this option, you must also provide the path of the desired directory in the Routing Info field and/or choose from several macros as to how you would like the faxes stored (i.e. by month, day, billing code, etc.) The following entry in the Routing Info field would route faxes to the RIGHTFAX\FAXIN directory on the \SYS volume of the FILESERV file server. \\fileserv\sys\rightfax\faxin In the above example, the RightFAX fax server would have to be attached to FILESERV with sufficient privileges to write to the \FAXIN directory. RightFAX will automatically create any specified directories, assuming it has the necessary network access privileges.

Available Macros The destination path may also specify one or more directory macros which cause directories to be created dynamically. Available macros are: ~1 =Date in the format YYYYMMDD ~2 =Day of the week (SUN, MON, TUE, WED, THU, FRI, SAT) ~3 =Month (JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC) ~4 =Year (YYYY) ~5 =Day of the month (DD) ~6 =Month as decimal (01, 02 ... 12) ~7 = ID (truncated to 11 characters, i.e. 8.3 FAT format) ~8 =Week of year (00..51) ~9 =Bill Code #1 (truncated to 11 characters, i.e. 8.3 FAT format) ~0 =Bill Code #2 (truncated to 11 characters, i.e. 8.3 FAT format) ~A = Remote ID (Left to Right in 8.3 FAT format) ~B = Remote ID (Right to Left in 8.3 FAT format) You may use one of these macros when specifying a destination directory name in the Routing Info field. For example, the path "\\FILESERV\SYS\RIGHTFAX\~1” will cause the fax server to create a directory “\\FILESERV\SYS\RIGHTFAX\19950101” when storing a fax received on January 1st, 1995. The file name stored in this directory is a unique name assigned by the RightFAX server and cannot be automatically changed. The total path length, after macro replacement, cannot exceed 128 characters.

The macros ~A, ~7, ~9, and ~0 create directories from data which may be longer than 11 characters. Since RightFAX uses the DOS 8.3 naming scheme for directories, directory names longer than 11 characters will be truncated.

296

RightFAX 's Guide

OCR This routing type requires RightFAX OCR optional module, purchased separately. When you select this routing type, incoming faxes will automatically be OCR'ed for recognizable character strings and routed, compared to a table of RightFAX ID's and matching strings, and, when a match is found, routed to the appropriate . No additional routing information is necessary if you plan to use the default OCR routing table ROUTE.TXT.

RightFAX Interconnect This routing type requires RightFAX Enterprise. Be sure to check the Delete After Routing option unless you wish to create a duplicate of the fax

When you select this routing type, incoming faxes will be automatically redirected from one RightFAX server to another. In the Routing Info field, enter the destination RightFAX server name. The Interconnect service must be enabled on at least one of the receiving RightFAX server's WorkServers. The RightFAX of the fax recipient must exist on both RightFAX servers. Auto-printing, auto-OCR, and auto-forwarding are not available with this routing type as they are performed by the destination fax server only.

TRS NetComm Message Server When you select this routing type, incoming faxes will be automatically routed to your organization's TRS NetComm message server. No additional routing information is necessary.

Telephony Server RightFAX can route incoming faxes to a CallXpress3 mailbox if you have installed AVT's CallXpress3 on your server and client workstations. In the Routing Info field, enter the telephony server routing information in the format: {NP:/T:}server/sourcemailbox/source/ destmailbox Use the NP: option if your network protocol uses named pipes. Use the T: option if your network protocol is T/IP.

I N D E X

A A4 paper 168 Access 97 210 activate channel 64, 69 activation date, library document 163 add billing codes 170 dialing rules 176 groups 144 prefix tables 187 printers 167 s 124 WorkServers 38 , group 145 aging, fax 146 alerts, paging 118, 136 analysis options, OCR 52 ANI pattern match 56 routing 291 answer-only 63, 64 archive delete after 44 EquiTrac 44 format 41 history 41 path 42 settings 41 audit settings 57

authorization, channel 33 auto billing codes 54 auto-delete 133 auto-forwarding 139 auto-OCR received faxes 140 auto-printing outbound faxes 138 received faxes 140 automated installation 78 automatic backup 243 fax aging 146 inbound routing 284 availability index, fax board 99 available disk space 102

B backup data files 243 maintanance 32 base I/O Brooktrout 62 GammaLink 67 beeping 61 billing codes adding 112, 170 adding auto billing codes 54 auto settings 54 copying 112

298

RightFAX 's Guide

deleting 113 editing 112 import interval 40 importing 170 in Enterprise Fax Manager 112 managing 169 ODBC source 172 defaults 134 validation 32 blocking, call 191 board model 62 BoardServers availability index 102 configuring 54 installing remotely 71 multiple 71 remote 71 running remotely 73 troubleshooting 247 bodies, short 41 BRI 21 BRI digits to filter 69 Brooktrout configuring boards 62 configuring channels 64 bump 33

C call blocking 191 call grouping 60 CallXpress 40, 145 CD timeout 56 channel activate 69 authorization 33 capability 63, 64 configuring GammaLink 68 extension 65, 69 information 103 maximum pages 69 maximum pages per 65 routing 290 timed ability 65

channels timed ability 70 CHG 272 client installation, troubleshooting 248 client workstation installing 76 requirements 19 closing servers in Enterprise Fax Manager 94 command line utilities 272 compress files 32 configure auto billing codes 54 Brooktrout channels 64 fax boards 62 Excel 236 fax notification 140 fax server module 28 GammaLink channels 68 fax boards 67 HP NetScan 49 inbound routing 130 Kofax NetScan 48 LDAP data sources 88 OCR 51 ODBC data sources 88 paging alerts 118 services 115 PeopleSoft 50 PowerBar 82 PowerPoint 236 printers 46 received faxes 139 redundancy 71 server-side application conversion 233 tray icon 87 Word 236 Xerox 47 connector, standalone fax machine 240

Index

consistency, database 241 copy dialing rules 96 s 95 copy defaults Enterprise Fax Manager 95 correction options, OCR 52 cover sheets creating 198 customized 200 customizing fields 121 editing 198 embedded codes 199 group cover sheets 145 printing to PCL file 200 required fields 201 requiring 146 switching 200 troubleshooting 256 defaults 133 covers, short 41 create cover sheets 198 fax reporter data sets 206 forms 158 library documents 161 signatures 156 Crystal Reports 208 CSID routing enable 28 overview 293 custom fax reports 208 customize messages 34

D data sets fax reporter 205 database maintanance 241 purge 241 rescue 242 threads settings 32 DBCHECK 274

Default 124 delay faxes 30 delete after archive 44 fax reporter data sets 207 forms 160 groups 144 library documents 163 printers 168 signatures 157 s 125 WorkServers 38 detect, GammaLink 66 detection, loop current 62 dialing prefix/postfix 60 dialing rules action 181 adding 118, 176, 187 copying 96, 119 creating 176 deleting 119 editing 119 in Enterprise Fax Manager 118 managing 186 matching 177 priority delta 184 restrictions 180 testing 119, 188 using prefix tables 187 DID 20 number of digits to collect 63 service type 63 settings 63 DID/DNIS routing 284 digit collection 70 GammaLink 68 digital phone lines 21 direct inward dial 20 disk space, available 102 distinguished name 126 DNIS 21 recording DNIS information 29 Docs on Demand 55

299

300

RightFAX 's Guide

DTMF enable routing 65 routing 287 settings 65 terminator 66, 70

E E-1 21 e-mail notification 145 routing 294 ECM, enable 64, 69 edit default cover sheet 198 fax reporter data sets 207 forms 160 library documents 163 printers 168 signatures 157 EFM. See Enterprise Fax Manager embedded codes cover sheet 199 enable auto billing codes 54 channel 64 CSID routing 28 digit collection 70 DTMF routing 65 ECM 64, 69 forced scheduling 147 PeopleSoft 51 quick headers 29 smart fax distribution 149 T.434BFT reception 61 telephony routing 40 Enterprise Fax Manager 13 adding billing codes 112 dialing rules 118 prefix tables 120 printers 111 s 105 billing codes 112

channel information 103 closing servers 94 copy defaults 95 copying billing codes 112 dialing rules 96, 119 groups 107 library documents 114 prefix tables 120 printers 111 signatures 109 s 95 creating groups 107 defined 92 deleting billing codes 113 dialing rules 119 forms 110 groups 107 library documents 114 printers 111 signatures 109 s 106 dialing rules 118 editing billing codes 112 dialing rules 119 forms 110 groups 107 library documents 114 prefix tables 121 printer properties 111 signatures 108 s 106 exiting 92 forms 109 groups 106 importing s 105 library documents 113 Main screen 93 objects 99 opening servers 94 paging 115

Index

preferences 94 prefix tables 120 printers 110 refresh 94 server information 98 services 101, 103 signatures 108 starting 92 testing dialing rules 119 s 104 Enterprise, RightFAX 10 Enterprise Suite, RightFAX 10 EquiTrac archive 44 error correction mode 64 error messages 258 event queue 36, 101 Excel, Microsoft configure for server-side application conversion 236 exiting Enterprise Fax Manager 92 expiration date, library document 163 extension, channel 65, 69 external systems, synchronizing 121

F F.index 42 Fax Board Guide 14 fax boards availability 99 configuring 62 requirements 20 fax broadcast 89 fax distribution, smart 148 fax ID 63, 64, 68, 69 fax mailbox, routing to 294 fax printers, creating new 88 fax reporter creating data sets 205 data sets creating 206 deleting 207 editing 207 refreshing 206

database tables 210 installing 204 running 205 fax reports custom 208 generating 207 fax server requirements 18 Fax, warning 92 FAXAGE 274 FAXDUMP 221, 276 faxes aging 146 auto-printing 138 delay sending 30 forced scheduling 147 notification 30 notification options 140 optimizing 41 receive options 139 received fax options 139 reports 204 resolution 133 smart fax distribution 148 troubleshooting 252 FaxServer service 28 FaxStat 13 FaxStat value translation table 229 FaxUtil 12 file formats, native document 268 filter, BRI digits 69 forced scheduling 147 form code 159 formats archive 41 native document 268 forms creating 158 deleting 110, 160 editing 110, 160 form code 159 image file 160 in Enterprise Fax Manager 109 managing 157

301

302

RightFAX 's Guide

secure 160 forwarding, automatic 139 frequency, WorkServer 40 FUW 277

G GammaLink configuring boards 67 detecting 66 generate fax reports 207 group 145 group ID 144 grouping, call 60 groups adding 144 copying in Enterprise Fax Manager 107 cover sheets 145 creating 107 deleting 107, 144 editing 107 group 145 group ID 144 in Enterprise Fax Manager 106 managing 143 notification 145 properties 144 smart fax distribution 148

H heartbeat, server 138 help, online 14 history, archive 41 HP NetScan 49 HP Network ScanJet 5si 240

I I/O address, base 62 icon, tray 86 import billing codes 170 billing codes interval 40

s 105, 142 IMP 278 inbound routing ANI routing 291 channel routing 290 configuring 130 CSID routing 293 DID/DNIS routing 284 DTMF routing 287 settings 65 e-mail 294 fax mailbox 294 GammaLink 70 Interconnect 296 network directory 295 OCR 288, 296 routing destinations 294 information levels 223 initial speech 65 initial tone 65, 70 install applications for server-side application conversio 233 automatic install of client workstation 78 client workstations 76 fax reporter 204 manual install of client workstation 76 PCL5 print driver 76 PowerBar options 84 preparing to install RightFAX 18 printers to PowerBar 85 remote BoardServers 71 server software 24 tray icon 86 troubleshooting 246 integrating scanners 239 Interconnect 176, 296 settings 41 interrupt 62 ISDN 21

Index

K KEYBUILD 280 Kofax NetScan 48, 239

L languages OCR recognition 52 LCR. See least cost routing LDAP, configuring data sources 88 least cost routing load balancing 176 overview 176 sample scenarios 191 legal paper 168 letter paper 168 library documents activation date 163 copying 114 creating 161 deleting 114, 163 document ID 162 editing 114, 163 expiration date 163 image file 162 in Enterprise Fax Manager 113 managing 161 s 163 statistics 115 line, phone 20 load balancing 176 log, audit 58 loop current detection, disable 62 loop-start 20

M maintainance, fax server 32 manage groups 143 s 124 manual backup 243

installation 76 maximum pages per channel 65, 69 messages customizing 34 error and status 258 module BoardServer 54 FaxServer 28 WorkServer 38 Mod 149 multiple BoardServers 71

N native document file formats 268 NetScan, HP 49 NetScan, Kofax 48 network broadcast 145 network directory routing 295 notification customizing 34 e-mail 145 fax arrival 30 group notification 145 method 141 pager 135 NT, RightFAX 10 number of digits to collect 63

O objects, sorting 99 OCR analysis options 52 auto-OCR 140 auto-OCR of received faxes 140 configuring 51 correction options 52 language recognition 52 reading zone 52 routing 288, 296 spell checking 52 ODBC

303

304

RightFAX 's Guide

billing codes 172 configuring data sources 88 online help 14 optical character recognition. See OCR optimize faxing 41 Optional Modules Guide 14

P pager ID 135, 137 paging istrative alerts 136 alerts, configuring 118 configuring paging services 115 fax notification 135 in Enterprise Fax Manager 115 modem settings 117 pager ID 135, 137 service ID 116 service type 116 SMTP server 116 PaperPort Scanner 239 parameters automated installation 79 s 126 library documents 163 path, archive 42 pattern, ANI 56 PCL5 print driver, installing 76 PeopleSoft 50 permissions, 127 PHNPRINT 281 phone line requirements 20 ping server 188 point-to-multipoint 68 point-to-point 67 port, RFAX: 86 postfix, dialing 60 PowerBar 82 PowerPoint, Microsoft configure for server-side application conversion 236 preferences Enterprise Fax Manager 94

prefix, dialing 60 prefix tables adding 120 copying 120 editing 121 in Enterprise Fax Manager 120 using in dialing rules 187 Presentation Manager 78 PRI 21 printer ID 167 printers adding 111, 167 configuring 46 copying 111 deleting 111, 168 editing 168 editing properties 111 in Enterprise Fax Manager 110 installing to PowerBar 85 managing 166 printer ID 167 printer type 167 queue name 167 troubleshooting 256 printers, fax creating new 88 priority, default 133 properties, group 144 purge database 241

Q queue, event 36, 101 queue name 167 quick fax 89 quick headers enabling 29 format 59 Quick Reference Card 14

R reading zone, OCR 52 received fax options 139

Index

reception, T.434BFT 61 redundancy 71 refresh in Enterprise Fax Manager 94 remote BoardServers 71 WorkServers 39 report tree 208 reports, fax 204 required fields, cover sheet 201 requirements client workstation 19 fax boards 20 fax server 18 phone line 20 Rescue 242 resolution, fax 133 retry, fax transmission 30 RFAX: port 86 RightFAX client installation 76 components 11 Enterprise 10 Enterprise Suite 10 Fax Board Guide 14 maintanance 32 NT 10 Optional Modules Guide 14 overview 10 preparing to install 18 Quick Reference Card 14 Satellite 10 services 12 Small Business Server 11 training 14 tray icon 86 upgrading 24 versions defined 10 routing CSID 28 destinations 294 telephony 40 trace 188 type 131

routing code 130 routing, inbound. See inbound routing routing information 132 running remote BoardServers 73

S Satellite, RightFAX 10 SBS. See Small Business Server scanner integration 239 scanners HP Network ScanJet 5si 240 Kofax NetScan 239 PaperPort 239 scheduling, forced 147 select service 45 send-only 63, 64 server heartbeat 138 information 98 installing 24 opening in Enterprise Fax Manager 94 starting and stopping 238 statistics 101 test for downed servers 190 server-side application conversion configuring the RightFAX server 233 features 232 overview 232 service FaxServer 28 WorkServer 38 service , select 45 service ID, paging 116 service type DID 63 paging 116 services asg to WorkServers 39 BoardServer 54 managing 101 RightFAX 12 starting and stopping 103

305

306

RightFAX 's Guide

SETUP.INI 80 short bodies 41 short covers 41 short messaging service. See paging signatures copying 109 creating 156 deleting 109, 157 editing 108, 157 in copying in Enterprise Fax Manager 108 managing 156 Small Business Server, RightFAX 11 smart fax distribution 148 smart-resume 133 SMS. See paging sorting objects 99 specifications client workstation 19 fax board 20 fax server 18 phone line 20 speech, initial 65 spell check, OCR 52 SSA. See server-side application conversion standalone fax machine connector 240 start Enterprise Fax Manager 92 fax server 238 statistics, server 101 status messages 258 stop fax server 238 , technical 15 switches, automated installation 78 synchronize external systems 121

T T-1 21 T.434BFT reception 61 technical 15 TeleConnect 55 telephony routing 40

terminal endpoint identifier 67 terminator, DTMF 66, 70 tat value translation table 230 test dialing rules 119, 188 this guide, using 13 threads, maximum allowed 32 timeout, CD 56 tone, initial 65, 70 trace fax routing 188 training 14 tray icon 86 operation 89 TrayFax. See tray icon TRC NetComm message server 296 troubleshooting 246 BoardServer 247 client installation 248 cover sheets 256 printers 256 receiving faxes 254 sending faxes 252 server installation 246 TRS NetComm Message Server 145 TTI line removing 159 settings 59

U upgrade RightFAX 24 usage counts, library document 163 ID 126 name 126 s adding 105, 124 copying 95 Default 124 deleting 106, 125 distinguished name 126 editing 106 editing multiple s 151 importing 142 in Enterprise Fax Manager 104 managing 124

Index

s 126 permissions 127 ID 126 name 126 properties 125 's Guide, RightFAX 13 utilities DBCHECK 274 FAXAGE 274 FAXDUMP 221, 276 FUW 277 IMP 278 KEYBUILD 280 MOD 149 overview 272 PHNPRINT 281 RESCUE 242

V validate billing codes 32 vioce mail subscriber ID 126 VoiceResponse 40

W Windows 3.x client requirements 19 Windows 95 client requirements 19 Windows NT client requirements 19 Word, Microsoft configure for server-side application conversion 236 WorkServer adding 38 configuring 38 deleting 38 frequency 40 remote 39

X Xerox, configuring 47

307

308

RightFAX 's Guide

Right Fax 385d6y

Overview 3z723u

More details 2i4a6q

Related Documents g842

Right Fax 385d6y

s Guide Right Fax 9.4 3a5z1a

Hipp Fax Cover Sheet j1e5o

Stat Fax 1904 Manual 37334i

Pdf24 Fax Service 473z6h

Fax 2840 Brochure 3s5b6w