This video will give you a brief overview of the FaxUtil client with RightFax 16EP2.
RightFax FaxUtil is the central Windows-based mailbox from where you manage your faxes and those for whom you act as a delegate.
Let's take a look at the basics of the interface.
The left pane shows the available folders, including user-created custom subfolders.
The right pane shows the faxes within the selected folder, or all folders with Administrative view selected as you see here. There are flags showing the action taken on the fax, and the status indicators showing the current status of the fax.
Notice the 'Shows faxes' pick list, this lets you select the maximum number of faxes to view in the interface at once.
Here are the flags. In the first column, a green up arrow indicates a sent fax, a yellow down arrow indicates a received fax. Curved arrows indicate faxes that have been routed to another user, or have had a copy forwarded to another user.
The next flag indicates if a fax has been printed.
This flag indicates the document has had an OCR process applied to it.
This flag shows you if the document has been converted to PDF.
The next flag will indicate if the fax has been processed to or from a mail server, and what type of email process the server has applied: standard email, certified, or secure.
Date/Time shows you when a fax was sent or received.
To/From/File addresses any information provided in the To Name field of a sent or recieved fax, or available file information.
Fax Number/Email/ID gives you the ANI data or email address for the fax if this information is available.
Pages/Bytes gives you the size of your faxes.
Status is a fairly important flag to watch as it indicates the final current status of the sent or received fax.
A new field for this version of FaxUtil is the Owner field and this will quickly indicate which user folder contains the fax in question. Other default fields here are of situational use.
Also, many many other fields can be added for granular at-a-glance specifics. Many of the headings have an associated rollover help indicator. Note that these fields can be sorted by order by selecting the headings, and can be adjusted for size or moved around for the best presentation of information for your specific needs.
Let's take a look at the Fax Information dialog, which we see when selecting the option to create a new fax.
RightFax lets each user create a personal phonebook of fax contacts. You can add individual contacts for frequently faxed numbers and you can also create group contacts that let you easily send the same document to multiple members of the same group.
FaxUtil users can choose to use this built in phone book, or can link to existing LDAP, ODBC, or MAPI contact lists.
FaxUtil allows sending of faxes as emails or SMS text messages. With email, the entire fax will be sent as an attachment.
The create PDF option when licensed, allows your faxes to be stored as PDF files.
RightFax has an Secure Documents feature which allows the sending of encrypted faxes, or the use of a secure certified delivery website link.
The accounting options lets a user enter or Lookup custom Billing Codes you specify for tracking long distance codes, cost centers or any other information your organization wants to track on a per fax basis.
The Cover Sheet tab is where you add cover sheet comments.
The Attachments tab is where you add files, stored library documents, or scanned pages as the pages of your fax. It features an intuitive interface familiar to all Windows Operating System users.
Last in the Fax Information applet, the More Options tab lets you add customized form overlays like disclaimers, department letterheads, invoice templates, water marks or any number of customization options you can think of.
You can choose a fax priority to suit your immediate faxing needs to allow your fax to take precedence over other scheduled jobs, or to wait until other fax processing has completed.
Conversion Bias lets you specify an optimization for text, images or high contrast for the fax.
Here you can select and view specific customized cover sheets for your faxing needs.
Now let's send a fax.
Make sure to fill in the required, bold fields.
Here you can refresh the status of the fax in this interface.
Once a new fax is received, bold text indicates at a glance that it has yet to be viewed.
Viewing a fax, we see that the viewer applet has a lot of the same functionality as the main application, conveniently located in the text and icon toolbars, forwarding and routing faxes for example.
You can make annotations, and redact sensitive data.
You can also view fax history here, as well as from the client.
Back to the main client, let's take a look at the Delegates option.
Delegates allows FaxUtil users to asign permenant or temporary delegate access to their FaxUtil mailbox to one or mutliple FaxUtil users to a very granular level based on pre-created roles, or custom permission option templates that can be saved for continual or future use. For example, you could allow a delegate to only view the first page of a fax. This is a great way to allow a user to view and route a fax appropriately without being allowed to view the contents of the fax body.
Take a look at Confirmation Receipts. These are useful for chain of custody reference for faxes if needed.
This was a broad overview of the primary functionality components of the FaxUtil client for use with RightFax 16EP2.
We hope you will find this walkthrough helpful as a basis to get your FaxUtil users started.
As always if you have any additional questions about this topic or any topic in the world of faxing let us know at The Fax Guys, we are always happy to help.
This is Jay with RightFax University saying thank you for watching and Please visit us again. The RightFax University is a work under continual progress and we update often.