This video will give you a brief overview of the FaxUtil Web client with RightFax 16EP4 we also review and discuss some of the differences between the Web Client and the Desktop FaxUtil application.
RightFax FaxUtil Web is the program with which you manage your faxes. You might also have access to other users' faxes if you have delegate permission.
OpenText has stated that the web client should be as analogous to the full FaxUtil client as possible, however there are a few visual and functionality differences between the two client variations.
The FaxUtil Web client is accessed at HTTP://YOUR RIGHTFAX SERVER NAME/RightFax/User
Once you've authenticated, when you open the program, your fax mailbox appears.
The left navigation bar shows the account you are accessing and that user's folders and subfolders.
The larger pane to the right shows the faxes within the selected folder. There are flags showing the action taken on the fax, and the status indicators showing the current status of the fax.
Just above the navigation bar, there is a very useful Help option that shows you the use and functionality of the features of the FaxUtil Web client. There are also very useful reference guides here such as the Fax Status and error message guide, and a list of files formats that can be converted for faxing.
The guide has linked references and screen shots that should walk you through any process you need to carry out with this client.
You can just close the tab to exit the help index.
Next to the help icon we have the Home icon that will let you access all of the RightFax web-based client applications: FaxUtil Web, Web Admin, Analytics and Servers. We will cover these additional client applications in other RightFax University videos.
Back to the left navigation pane, we have controls for launching the Phonebook feature, Delegates, and the configurable FaxUtil Web options that you can adjust for sending, receiving, notifications and some of the other application options that don't fall into those other categories.
Let's take a look at the Phonebook feature first.
New let's you create new phonebook entries and groups. When creating a new phonebook entry, ID is where you specify how you wish to identify the entry. To is the fax recipient. To enter a fax recipient Click To. In the Name box, enter the name of the recipient. Destination type lets you specify fax, email or SMS for this recipient or group of recipients. Your user permissions determine if you can enter a recipient or if you must select it from a phonebook. Company, Address and City/State are optional but allow you to pre-load these items to be added to faxes if you want to do so. These options allow you to specify who can view and edit this phonebook entry. When you complete the phonebook click OK to add the new entry to the phonebook list.
The next navigation pane option is Delegates. This applet will be fairly familiar to users of the full FaxUtil client, let's take a closer look.
Here you select a user or group you wish to grant delegate access. you can pick a preconfigured role to add a set of user permissions, or select specific permissions for more granular control. For example, you can set "Can view first page of received faxes" and the Write Permission for "Can forward faxes" for an administrative user who can identify and manually route faxes without being able to view the contents of the fax.
Set the custom role you create here and give it an ID. Selecting OK creates the new delegate. Here you can search for specific delegates.
Moving on to the Options applet, We see configurable options for sending, receiving, notifications, and other items. I won't touch on every item, but we will look at some of the more common controls. Here you can set the cover sheet for the user if you prefer to use something different for the default cover sheet set for the server. If you are sending a fax to a mail recipient, this option sends a PDF attachment of the fax body. Automatic delete options for sent faxes. Here you can set High priority for this user's faxes in order to send on the next available channel as soon as possible ahead of other queued faxes, or Low if you need to wait for higher priority faxes to be sent before faxes for this user. Conversion bias may come into play if there are major differences between the type of fax this sender typically sends versus the server default that impact output quality. For example a user sending graphics heavy images while the majority of users are sending text documents. Automatic printing options of sent faxes are enabled and configured here.
Receiving options lets you configure forwarding, automatic printing, and OCR options for recived faxes.
The Notification options lets you set the criteria for notificans on sent and received faxes. The notifications will be carried out by the method configured for the user in Enterprise Fax Manager.
User options lets you change the graphic image used for a personal stamp, and here you can preload From information for the outbound fax cover sheer fields.
Last, the Other otions lets you select some of the other disparate features for the user. Of major importance here, "Send deleted faxes to Trash folder" can save a lot of frustration if faxes are deleted and then needed later as this allows for these to be recovered from the Trash folder. Here you can set Print options like the output quality and selected paper tray. Last here, Additional User Phonebooks lets you add phonebooks from other users for use by this user.
Make sure you Save or Cancel once you complete the Options configurations here.
Moving on to the Folder view
There is a toolbar across the top for New Fax creation, which opens the Fax Information dialog, we will come back to this shortly. Fax gives us options to make adjustments or carry out processes on faxes you select either individually or by selecting all with the check box here.
View lets you review fax image, history and other options for selected faxes. The View Image selection opens the familiar Fax Viewer and allows making annotations and other adjustments. Last on the toolbar, Folder lets you add folders and manage fax contents of folders. This is also where you empty the Trash folder that I hope you've enabled.
The folder view options here can be adjusted for size. Unlike FaxUtil, you can't add or remove options here directly from the bar, rather desired options and filters are adjusted via the Workspace button here. Of note here, Unique ID and Owner can make tracking down specific faxes much easier if enabled.
Here we have flags similiar to what you see in the full client, these show the action taken on each fax, and status indicators show the current status of the fax.
A down arrow here indicates a received fax and an up arrow indicates a sent fax.
In a variance again from FaxUtil, instead of readily differing curved arrows indicating faxes being forwarded or routed to other recipients, in this first flag item, you will get a REALLY VERY tiny arrow added to the corner of this tiny indicator, and the color will still stay the same as the sent or received fax. Be aware of this if you are trying to determine if a fax has been forwarded or routed.
A printer flag here indicates that a fax has been printed.
The next item shows you that the fax was converted to text using OCR.
A flag here indicates a fax was converted to PDF.
In this final indicator, you can have several flags depending on the specifics of the fax. An @ symbol indicates a fax was received in email, while an envelope shows you the fax was sent to an email address. A sun icon indicates Certified Delivery,and finally, a stylized eyeball idicates the fax was viewed. All in all, some are more intuitive than others and you can see there is some variance from the full desktop client.
Last, before we move on to actually sending out a fax, notice the bottom row toolbar. Again, Workspace is where we add or remove fields shown in the folder view. Here we see the typical page counters and fax total display options. Very easy to miss is the refresh button, this varies wildly from the big recycle type icon we have prominently at the top of the FaxUtil icon toolbar.
Ok finally, lets walk through the fax sending process.
Click New from the toolbar. First note that Required Fields do not have emboldened titles as they do in FaxUtil, so be aware of this difference. The field you are currently selected to will have a bold border and flashing cursor.
Input a name, and then select a destination type. We will select a Fax number. In the Destination field we input the recipient fax number. Note the Add to Recipients button, this is where you add the current and additional fax recipients. Selecting this option will reset the entries so you can now add the additional recipients.
Below this option is the Phonebook selector if you wish to do bulk or batch faxing of the same fax to the selected phonebook recipients.
I have not touched on this earlier, but note also that opening a different option in the same sub-pane in FaxUtil Web Client will collapse any other open options.
Moving on, we have the cover sheet selector and our cover sheet notes field. Here is the selector for Fine mode cover sheet.
Attachments lets you add documents from files or the document library to your fax.
Last here we have Billing Codes which allow you to select the custom codes that you can specify for tracking long distance codes, cost centers or any other information your organization wants to track on a per fax basis.
Moving back over to the toolbar, we have the Recipients options which will indicate at a glance how many recipients your current fax is configured to send to. Opening this option will show you the actual recipient(s) information input for this fax.
Finally, Options gives you the same options basically available in the user configuration however selections made here will just be applied to the current fax job. Make any adjustments you need to here, and now you can send or cancel the fax with these 2 buttons. Note that these options are here in the upper righthand corner of this page versus the bottom of the fax send dialog in FaxUtil.
This was a broad overview of the primary functionality components of the FaxUtil Web client for use with RightFax 16EP4.
We hope you will find this walkthrough helpful as a basis to get your FaxUtil Web users started, again remember the ? Help library in the client, this feature is very well thought out and implemented and it should help you resolving any questions or concerns that arise.
As always if you have any 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.