RightFax UserGuide - University of Illinois system · Administrative Information Technology...

Administrative Information Technology Services

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RightFax User Guide

Release: 1.3 Date: 5/15/12

Owner: Application Support group

Service Description RightFax is used by the University of Illinois as an

Enterprise Fax solution for managing fax operations. This

tool allows users to send faxes via the web and receive

faxes via web or email.

RightFax uses the following functionality for users and

management:

Send and receive faxes via specific individual fax numbers.

Receiving incoming faxes in email inbox.

Using custom fax cover sheets.

Faxing to distribution lists.

Fax directly from workstation using RightFax client with document software.

Use of Optical Character Recognition (OCR) for incoming faxes.

Spam Fax filtering support.

Set priorities on outgoing faxes.

Ability to send over 16,000 faxes per day.

Online Integrated Contextual Help and Tutorials

The RightFax Enterprise Fax Solution application is hosted at the AITS Data Center. Users may access

the application via an application host website or with a print client installed on a workstation.

For further information, to request this

service, or for support of existing

service, please contact the

AITS Service Desk at:

[email protected]

217-333-3102 (Urbana)

312-996-4806 (Chicago)

mailto:[email protected]

Administrative Information Technology Services – RightFax Enterprise Fax Solution Service Catalog

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Service Description ........................................................................................................................................1

Overview of RightFax FaxUtil Client ..............................................................................................................3

Overview of RightFax WebUtil ......................................................................................................................6

Initial Web Interface ..................................................................................................................................6

Searching for Faxes ....................................................................................................................................8

Creating, Sending, and Viewing Faxes .......................................................................................................9

To Create and Send a New Fax ..............................................................................................................9

To View a Fax ...................................................................................................................................... 13

Organizing Faxes ..................................................................................................................................... 14

Printing Faxes ......................................................................................................................................... 14

Receiving Faxes Via Email ........................................................................................................................... 15

Creating Billing Codes ................................................................................................................................. 15

Creating Fax Cover Sheets .......................................................................................................................... 15

Help ............................................................................................................................................................ 15


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Overview of RightFax FaxUtil Client The RightFax FaxUtil Client is a vendor supplied, free client that is installed to any end user Windows

workstation for the purpose of sending faxes directly from document applications such as Microsoft

Office or Adobe. The installation of the client requires administrative rights. The client appears in your

printer list allowing you to fax any document that you are using simply by selecting the RightFax Fax

Printer from your list of printers. Users of the RightFax FaxUtil Client must use their Active Directory

account and password to log into the client if prompted. If logged into your Microsoft Windows

workstation with an Active Directory account (UOFI\account) then there is no need to log in. Client will

use your cached Windows credentials.

NOTE: AITS does not recommend the use of the client to track or forward faxes. Use of the client should

be limited to sending faxes directly from document software.

To send a fax using the RightFax FaxUtil Client:

1. Click File>>Print from any document application.

2. Select RightFax Fax Printer from the list of printers.

3. Click Print.


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4. Enter your fax number to send to or use the Phone Book to search for an entry as added to your

account’s phone book using the RightFax WebUtil website.

5. Optional: Choose a Billing code.

6. Click Cover Sheet Notes tab to enter cover sheet notes. Cover sheets are automatically added to

your faxes via the application defaults.

7. Click Attachments tab to add additional documents to the fax. Attached documents will be

printed to faxed destination in addition to the starting fax document. Click the folder icon and


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browse to any needed documents. Documents appear in Selected Attachments.

8. Click More Options to add more information to the outgoing fax.

9. Click Send.

10. You can verify and track the outgoing fax using the RightFax WebUtil at

https://fax.apps.uillinois.edu/WebUtil/.

See Overview of RightFax WebUtil in the next section for more information on how to use this

portion of the RightFax product.

https://fax.apps.uillinois.edu/WebUtil/


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Overview of RightFax WebUtil The RightFax WebUtil website (https://fax.apps.uillinois.edu/WebUtil/) is available for all RightFax users

to view, send, and open incoming and outgoing faxes. Used similarly to an email inbox, the web

application is used to create, send, view, track, and print faxes. RightFax WebUtil is only compatible

with versions of Internet Explorer for the Windows Operating System.

NOTE: Use of other browsers is not supported and do not work.

Initial Web Interface 1. Go to link: https://fax.apps.uillinois.edu/WebUtil/

2. Click Log in. No need to add User ID or Password. Application will utilize your Active Directory

credentials. If you are on another machine, it will prompt you for your account and password.

3. Click on left hand tree to change views.

4. Double click on any records in the right hand grid to view fax details.




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5. Tool bar has the abilities to create new faxes, delete old faxes, forward faxes, change OCR

functions, refresh the view, and help.

6. Upper right has pagination and page go to functions.

7. Click on Full List at top of page to filter records based on document status.

8. Click on View to hide or unhide columns in record list.

9. Click Close Server to log out of website.


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Searching for Faxes 1. Click Down Arrow on Full List.

2. Select Custom View.

3. Enter criteria for finding faxes.

NOTE: Search does not look at attached documents to faxes. The search only looks at attributes

of the fax itself not the content of the fax.

4. Click OK.

5. List Appears and is truncated depending on criteria selected/used.


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Creating, Sending, and Viewing Faxes Faxes are created, sent and viewed easily using the website:

https://fax.apps.uillinois.edu/WebUtil/.

To Create and Send a New Fax

1. Click New>>Document from button on interface.

2. Either search for a fax number using the phone book by clicking To, enter a full 10 digit fax

number (e.g. 2175551212) or enter an email address (e.g. [email protected]).


mailto:[email protected]


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a. Click To and the Document Recipient window appears.

b. Enter a Name and Fax Number/Email Address

c. Click Add.

d. Or Click Phonebook to look up fax numbers you have saved or are current RightFax

users.

Note: To remove from the Recipient list, right click on the entry and click Delete.


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e. Click Close when finished.

3. Enter information in Email Subject (if email), Fax Cover Notes/Email Body.

NOTE: Email Subject will not unlock for data entry unless the fax is sent as an email. Subject is

not necessary when faxing. Subject is written in the coversheet notes.

4. To edit/remove recipients from the list, right click the recipient to edit/remove and select Edit or

Delete.

5. Click Attachments to add an attachment. Attachments are automatically faxed and printed out

as part of the fax transmission.

6. Click Lookup to find any necessary Billing Codes for the outgoing fax. (Optional)

7. Add Comments to the fax. Comments appear in the list view of the WebUtil grid for user

information purposes, but are not added as information on the outgoing fax. Comments are

also searchable (See Searching for Faxes).

8. Click the More document options button

9. The Documents Options allows users to select a coversheet, delay sending time, change

outgoing From information, as well as send as a PDF image (for email only). Click OK to

complete. NOTE: Users can set these options for all faxes using the Options folder in the left

hand tree.


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10. Click Send.

11. Fax is sent and list view will show status of fax. Notification messages will be sent via email.


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To View a Fax

1. Faxes show up in the Main folder of the web interface along with icons showing if fax was sent

as a fax or email. Faxes also have status to let users know if there was a problem with the

outgoing fax.

NOTE: RightFax will attempt to send problem fax up to 5 times. After 5 times, user will have to

figure out problem and resend the fax.

2. Double Click or Right Click>>View a record in the list to view a fax.

3. Fax image appears as it was transmitted.

4. Click History tab to see fax history.

5. Click Save Icon to save Fax as PDF document.

6. Click Print Icon to print document to local printer (See Printing Faxes section for details).


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7. Click Forward Icon to forward fax to another recipient.

8. Use other Icons to zoom in/out, redact information, turn pages or change fax orientation

9. If necessary, click Rubber Stamp if your department has to approve outgoing faxes before they

are sent.

Dropdown will change the approval status of a fax from Approved, Draft, Received, or Rejected.

Organizing Faxes Users can organize their faxes into additional folders under the main folder.

1. On left hand tree, right click Main folder and select New.

2. Enter New Folder Name.

3. Click OK.

New Folder appears below Main Folder.

4. Right Click new folder to Create New nested folder, Delete, or Rename.

5. In list view, Right Click on a fax record.

6. Choose Move to Folder.

7. Select folder from list.

8. Click OK.

Fax now appears in folder.

9. NOTE: Selecting the ALL folder will show all faxes regardless of folder.

Printing Faxes 1. Double Click or Right Click>>View a record.

View of Fax appears.

2. Click Print Icon.

PDF of Fax appears.

3. Click Print Icon on PDF viewer.

4. Fax will print to local printer.


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Receiving Faxes Via Email Users can have their incoming faxes sent directly to their email inbox. Emails received are from RightFax

E-mail Gateway. Faxes are attached to email as Adobe PDF attachments. If optional Optical Character

Recognition (OCR) is turned on, users will see an additional OCR document attachment.

NOTE: Users cannot reply to the email, as the email is system generated.

Example of received email in inbox:

Creating Billing Codes Contact CITES-Help Desk and submit a request to create any necessary Billing Codes for your

department.

Creating Fax Cover Sheets CITES and AITS have created default campus and University Administration cover sheets. Please use

these coversheets for all your faxing needs. Use options to set a coversheet as a default.

Help RightFax has an extensive contextual help application that has short slideshows on how to use RightFax.

1. Click the help icon.

2. Clicking the help icon on any screen will bring up contextual help for the screen you need help

on.


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3. Clicking the help icon on the home page will open the help home page.

4. Click a topic. Watch the RightFax Web Access Tutorial for a nice quick reference guide online.


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**Our Service Catalog is based on material that was developed by The State of North Carolina’s Operational Excellence

Program’s Service Catalog and adapted with their permission. **

DOCUMENT OWNER/APPROVAL

Service Catalog Owner: John Cowsert

Concurrence:

Service Catalog Owner Date

Computer Operations Engineering Date

Approval:

Associate Vice President - AITS Date

REVISION CONTROL

Document title RightFax Local Administrator Guide

Author John Cowsert

File reference Administrative Application Service Catalog

Date By Action Pages

11-8-11 John Cowsert Initial Document Draft 2

12-19-11 John Cowsert Additional documentation work

12-21-11 John Cowsert Additional Changes as requested per brianS

4-2-12 John Cowsert Clean up document for production rollout

REVIEW/APPROVAL HISTORY

This service catalog shall be subject to a review on an annual basis.

Date By Action Pages

RightFax UserGuide - University of Illinois system · Administrative Information Technology...

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