Rightfax Quick User Guide

Administrative Information Technology Services
RightFax Quick User Guide

Release: 1.3 Date: 5/15/12 Owner: Application Support group
Overview of RightFax WebUtil ......................................................................................................................2 Initial Web Interface ..................................................................................................................................2 Searching for Faxes....................................................................................................................................4 Creating, Sending, and Viewing Faxes .......................................................................................................5 To Create and Send a New Fax ..............................................................................................................5 To View a Fax .........................................................................................................................................9 Organizing Faxes ..................................................................................................................................... 10 Searching Faxes ...................................................................................................................................... 10 Printing Faxes ......................................................................................................................................... 11 Overview of RightFax FaxUtil Client ........................................................................................................... 12 Receiving Faxes Via Email ........................................................................................................................... 15 Help ............................................................................................................................................................ 16
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Administrative Information Technology Services RightFax Enterprise Fax Solution Service Catalog
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. 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 to view details. 5. Tool bar has the abilities to create new faxes, delete old faxes, forward faxes, change OCR functions, refresh the view, and help.
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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. alias@domain.com).
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a. Click To and 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. e. NOTE: To remove from the list, right click on the entry and click Delete.
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f.
Click Close when finished.
3. Enter information in Email Subject, Fax Cover Notes/Email Body. NOTE: Email Subject will not unlock for data entry unless the fax is sent as an email. If only fax then the subject is not necessary. 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. 6. Click Lookup to find any necessary Billing Codes for the outgoing fax. 7. Add Comments to the fax. Comments appear in the list view of the WebUtil. 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 if your 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. 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 6. Click Print Icon 7. Click Forward Icon
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to save Fax as PDF document. to print document to local printer (see Printing Faxes section for details). to forward fax to another recipient.
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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.
Searching Faxes
Users can perform limited searching of faxes based on criteria their faxes into additional folders under the main folder. 1. On the tool bar, click the dropdown for Full List.
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2. Select a default filter to filter on set criteria or click Custom View.
3. You can enter information in the different fields for Destination Filter. 4. You can enter information in the different fields for General Filters. NOTE: You cannot search on content of the faxes based on the attachment. Search only works on criteria about the fax itself. Add comments to faxes to allow for easier searching. 5. Select or unselect Workflow, Status or Document Delivery Filters. 6. Click OK. View changes to list based on criteria entered.
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 machine.
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Overview of RightFax FaxUtil Client

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 office application.
2. Select RightFax Fax Printer from the list of printers.
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3. Click Print.
4. Enter your fax number to send to or use the Phone Book to search for an entry as added to your accounts 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/.
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Receiving Faxes Via Email

Users can have their incoming faxes sent directly to their email inbox. Emails are 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. Users cannot reply to the email, as the email is system generated. Example of received email in inbox:
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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. 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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Administrative Information Technology Services RightFax Enterprise Fax Solution Service Catalog **Our Service Catalog is based on material that was developed by The State of North Carolinas Operational Excellence Programs Service Catalog and adapted with their permission. ** DOCUMENT OWNER/APPROVAL Service Catalog Owner: Concurrence: Service Catalog Owner Date John Cowsert
Computer Operations Engineering Approval: Associate Vice President - AITS REVISION CONTROL Document title Author File reference RightFax Quick User Guide John Cowsert Administrative Application Service Catalog
Date
Date
Date 2-16-12 5-15-12
By John Cowsert John Cowsert
Action Initial Document Draft Update information post production installation
Pages 14 14
REVIEW/APPROVAL HISTORY This service catalog shall be subject to a review on an annual basis. Date By Action Pages
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Administrative Information Technology Services

RightFax Quick User Guide

May 15, 2012

Overview of RightFax WebUtil

Initial Web Interface

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

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

9. Click Close Server to log out of website.

Searching for Faxes

2. Select Custom View.

Creating, Sending, and Viewing Faxes

a. Click To and Document Recipient window appears.

b. Enter a Name and Fax Number/Email Address c. Click Add.

Click Close when finished.

2. Select a default filter to filter on set criteria or click Custom View.

Overview of RightFax FaxUtil Client

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

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

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

Receiving Faxes Via Email

Date 2-16-12 5-15-12

By John Cowsert John Cowsert

Action Initial Document Draft Update information post production installation

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