Administrative professionals are the unsung heroes of the office, and with more than 4 million employed throughout the U.S., there are a lot of hard-working men and women to celebrate on Administrative Professionals Day (April 25th).

What’s better than having one great office staff? Try having four, each with their own unique skills, not to amazing mention personalities that make our office a fun place to be! Our office professionals — Kristen, Tonia, Kim, and Mary — keep our business running efficiently, something that is important not only to us, but for our customers, as well.

A Day to Remember

We wanted to show these team members just how much they mean to us, not only as co-workers, but as friends, as well. That’s why we treated them to a day out on the town.

This Administrative Professionals Day, Kristen, Tonia, Kim, and Mary arrived at The Fax Guys’s office to be presented with bags of goodies and a limo waiting to whisk them away. It was sure to be a day filled with food, fun, and a few surprises.

They soon arrived at D’Amico and Sons, where the quartet dined outside on Italian food while spending some quality time together.

More Surprises Awaited Them

Thinking a limo ride to lunch was more than enough appreciation, the ladies were ready to head back when Moe, their limo driver, informed them that the day was not quite over. Instead of heading back to the office, their next destination would be Fired Up Studios, a local pottery studio, where they learned the art of  throwing clay during a private pottery lesson.

You can tell from the pictures that it’s harder than it looks, but they quickly got the hang of it throughout their lesson.

A Special Thanks

They were delivered back to the office later that afternoon, and the entire team enjoyed hearing about their day.

“It was an AWESOME time!” they said, “I can’t tell you what it’s like to know that the people you work for really appreciate you — it’s a wonderful feeling, and it makes each of us want to be the best we can be as Fax Girls!”

We certainly do appreciate Kristen, Tonia, Kim, and Mary for all they do, and we hope they enjoyed their day as much as we enjoy working with them!

Wild temperature fluctuations, blizzards in April, and kids having fun at our office: this spring has been a wild ride for our team here at The Fax Guys!

It Was Finally Nice Outside!

Just a few weeks back, as the snow was melting and the temperature was finally in the 40’s (yeah, that’s warm for Minnesota), our team was beginning to feel the cabin fever blues. Brent and Zack decided that, after weeks of being stuck inside due to the cold and snowy conditions, they just couldn’t wait for spring.

That’s why they decided to to break out our “Fax Guys branded” Bean Bag Game.

It Didn’t Last Long…

The following weekend — just 3 days later — Minneapolis experienced a record-breaking blizzard, burying the entire Metro area (our cars included) under more than a foot of snow.

Talk about a tease. Just as the weather was getting nice, we were once again forced back indoors. We did make it outside, but that was just to clean the layers of snow off our cars.

The pictures above was the result of about 30 minutes of nonstop scraping and brushing.

Making the Most of Our Time Indoors

With spring delayed, we decided to make the most of our time indoors by decorating our “floating office” with some photographs of our team from over the past eight years. Although it took a few hours, not to mention an informal “committee” deciding on the placement of the photos, we FINALLY hung up a great photo collage that we can all appreciate every day. It was a fun little break in our afternoon!

Family Time is Time Well Spent

We were excited to once again see some young faces in our office during “Bring Your Child to Work Day.” The children were delighted to see our office and experience what their parents do while at work.

One of our team members, Zack, brought in his 7-year-old daughter, Elise, to spend the day with us. She had a great time washing whiteboards, refilling soda and K-cups, organizing our kitchen, and watering our plants (we really put her to work).

Elise was so excited to participate in our workday and even grew pretty fond of our stuffed “Fax Guy.”

We thought it would be pretty fun to turn her into an honorary “Fax Girl,” and we hope that she will one day work her way towards her first RightFax deal in the future!

Something New is Coming This Summer!

We’ve sure had an exciting spring season, but the faxing never stops! We are working hard on gathering the latest details for the newest version of RightFax: 16.4. We will be sharing these details during a joint webinar with OpenText Product Manager, Mike Stover on June 26th. Find out more about the webinar and save your spot for free today.

While RightFax helps encrypt messages to increase security, this encryption alone is not enough to outright prevent HIPAA violations from occurring.

Why is this?

Because despite the security provided by your fax server, one heavily influential variable always remains: the user. Many of the top causes of HIPAA violations comes from user error. From intentional cases of privilege misuse to accidental access issues, the user is the root cause of many HIPAA violation cases. It’s up to businesses to use RightFax correctly in order to minimize compliance issues.

Here are a few ways RightFax helps you accomplish this:

Use Cover Sheets

RightFax allows users to easily add cover sheets to any outgoing faxes. A quick tutorial on adding a cover sheet to your outbound faxes can be found here.

Verify Fax Receiving Numbers and Recipients

Although cover sheets can deter unwanted users from viewing faxes, you can never guarantee that a person will discard a fax that is not intended for them. One of the largest sources of user errors when faxing involves sending faxes to incorrect fax numbers.

When sending a fax using RightFax, users should verify in FaxUtil that the fax number they sending the message to is correct.

Frequently Update User Access

For incoming faxes, organizations can set user access to ensure that only people who are verified can see faxes and download files from them. If you are using the RightFax Enterprise Suite, you will even be able to use ModUser, a Windows-based utility that allows administrators to change RightFax permissions and options for multiple users at one time.

A detailed tutorial on how to change user permissions can be found here. If you frequently work with contractors who are temporarily given access to your fax server, it’s a good idea to update their permission status or revoke it once they are no longer working with your organization.

Monitor Fax Status

RightFax allows you to monitor the status of sent faxes to ensure they are delivered. You can also receive notifications of transmission status and track fax activity across your server. Monitoring faxes allows organizations to cut down on failed deliveries, fraud, and other fax issues that can potentially result in HIPAA violations.

Using the RightFax Alerting and Monitoring service, you can select statistics you want to monitor and as needed and define alerts when certain conditions are met. For a quick tutorial on how to install and use this functionality, view our video on RightFax University.

Disclaimer: this is intended for general information purposes only and is not intended to be used as legal advice. Please consult with an attorney for any matter involving compliance with HIPAA regulations.

One of the many great benefits of RightFax is the widespread availability of modules and integrations that make it easy for you to connect RightFax to many backend systems and third-party applications. This allows you to automate processes, improve workflows, and add custom functionality to your enterprise fax server.

RightFax offers many custom integrations that include:

Integration Module

The OpenText RightFax Integration Module enables users to automate outbound faxes, making it easier to send a number of documents:

• Purchase orders and confirmations
• Invoices and quotes
• Bills of lading
• Wire and fund transfers
• Many other mission critical documents

Automating document delivery can greatly reduce costs and increase efficiency across entire organizations. Users can easily format documents, add attachments, and schedule automated sends. Plus, the RightFax Integration Module supports many technologies:

• Drop Directory
• Fax Control Language (FCL)
• HostFax Printer
• XML Interface and Java API

XML Generator Module

The OpenText RightFax XML Generator Module works in conjunction with XML-enabled systems (ERP, ECM, CRM, BPM, etc.) to automate document workflows. The module outputs fax images and XML files that contain fax metadata and allows them to be imported into any XML-compatible application. This allows users to easily intercept faxes from other systems, change them, and then upload them to their own system without having to manually print and scan documents.

COM API

Using the library of objects, properties, and methods provided by COM API, developers can create custom applications for their RightFax server. Supported languages include C#, C\C++, VB.Net, Visual Basic, and any other language utilizing COM components. Keep in mind that this requires knowledge of coding and we recommended that you have knowledgeable IT staff on hand to customize applications for RightFax.

Advanced Web Services

The OpenText RightFax Advanced Web Services provides an interface that makes it easier to integrate applications with RightFax. It does not require the Integration Module and works with any system that can consume WCF web services. Using Advanced Web Services, users can execute a number of requests that include sending, receiving, status checks, routing, and forwarding message, all with a strong security that includes HTTPS and certificate-based authentication.

Web Services API

The RightFax Web Services API enables you to add fax functionality to native applications. Developers can set up an interface between RightFax and their applications and write code that executes a variety of fax functions that include:

• Sending, receiving, and checking fax status
• Routing, forwarding, re-sending, and canceling faxes
• Managing users, user settings, contacts, and contact groups

See a comprehensive list of items that can be set using Web Services API here.

Add Custom Functionality to Your Fax Server

Interested in learning more about custom integrations? Want to see how you can add greater functionality to your fax server and other applications? Contact The Fax Guys to learn more.

How many lines does a fax server need? It’s a simple, straightforward question with a much more complex answer. Getting the answer right is also essential for businesses who need their fax server to be optimally performing at all times. Install too few fax lines and you will have excessive faxes stuck in queue. Adding too many lines is essentially a waste of money and resources.

The Quick, Easy, and Entirely Unhelpful Answer

The rough answer relies entirely on how many fax users you have within your organization. A standard fax line can handle anywhere between 7 and 25 users. It’s understandable that this is a huge range that’s not very helpful. The true answer really relies on a whole host of factors:

Fax Traffic

Your daily fax traffic is arguably the largest factor in determining how many lines your fax server needs. Simply put: more traffic = more necessary lines.

Here are a few questions to ask yourself about your fax needs:

1. What is the total daily volume of fax pages you receive and send?
2. What is the maximum hourly volume of fax pages you receive and send?

Peak Times

No matter what your average fax traffic is, your fax server needs to be able to handle the incoming and outgoing traffic at peak times. You can add more lines in the future, but you should always ensure you have enough to support your server during peak hours.

Future Growth

By what percentage do you expect your inbound and outbound fax volume to increase over the next 24 months? If you are expecting growth in the near future, it’s easier to add more lines during the initial installation of a fax server than to have to deal with adding them at a later date.

Potential Queue Times

Faxes in queue are not the end of the world. The question for your organization is how much queuing time is tolerable for you? Faxes delayed by a few minutes are generally not troublesome for most organizations, but companies with excessive fax delays run the risk of losing business and/or credibility.

Other Considerations

1. Will inbound faxes need to be routed to a recipient’s workstation email automatically (DID/DNIS routing)? DID lines are receive-only lines.
2. Fax board selection: the type of fax board you have can affect page transmission speeds. Lower speeds may require more lines to handle incoming traffic.

Find Out How Many Lines You Need

Still not sure how many lines your fax server needs? Think you need additional lines added? The specialists at The Fax Guys will help you define your needs and recommend exactly how many lines your business needs. Get in touch with The Fax Guys today.

Not sure which version of RightFax you are using? Want to see if you need an update on your fax server? There’s an easy way to view your RightFax version information quickly.

Why Do You Need to Know Your RightFax Version?

Most users will want to know which version of RightFax they are using for a few reasons:

• Validate the code build of the software to determine if updates are needed
• Obtain technical support for your server
• Determine if their version of RightFax is in Current or Sustaining Maintenance

There are a few different ways to view more version information about your RightFax software.

Option 1: Checking Your RightFax Version in “Enterprise Fax Manager”

The easiest way to check your RightFax version is to:

1. Open “Enterprise Fax Manager”
2. Click on “Fax Servers” (Depending on your version, this may be listed as “Servers”)
3. Your available servers will appear on the right hand side of the window. You will see your RightFax version where it says “Version.”

If you are using RightFax Version 10.6, it should say something similar to “10.60 Enterprise (wFP3 SR 1).”

Option 2: Finding Your Specific Version by using “Help”

You can also check the specific version by following these directions:

1. Open “Enterprise Fax Manager”
2. Click on “Help”
3. Click on “About Enterprise Fax Manager”
4. A window will appear with the EFM Version and the RFAPI Version

Option 3: Finding Your Client Version using “RightFax FaxUtil”

1. Open “RightFax FaxUtil”
2. Click on “Help”
3. Click on “About”
4. A window will appear with your Client version as well as the API and .dll information

You can watch a video tutorial on how to find information about your RightFax software at RightFax University.

Don’t Let Your Server Version Enter Sustaining Maintenance

After a RightFax version has been released for about three years, OpenText will move it from Current Maintenance to Sustaining Maintenance. This means that OpenText will no longer release service packs, patches, hotfixes, enhancements, or any other new features. It’s usually best to upgrade to a newer version when this happens to ensure your server is always up to date and in compliance.

To see if your version of RightFax is in Current or Sustaining Maintenance, view this chart. To upgrade to a newer version of RightFax, contact The Fax Guys today.

The RightFax Connector modules makes it easy to integrate RightFax with a variety of 3rd party applications, including Microsoft® Outlook® and Exchange® servers. This connector allows users to easily send, receive, organize and archive fax messages using Outlook. Users can also review fax statuses in real time and without going into the RightFax FaxUtil.

Ready to get started? This step-by-step guide will help you get used to using RightFax in conjunction with Outlook.

How to Create and Send a Fax in Outlook

After integrating RightFax with Microsoft Outlook, a new toolbar will appear on the Outlook interface that provides quick access to the tools needed to create and send a fax. Follow these steps:

1. Click the “Send a Fax” icon on the Outlook toolbar. A new window will appear that looks similar to an email draft window.
2. At the bottom, under “Fax Addressing,” fill out the intended recipient’s name and fax number. All other fields (Company, Voice Number, etc.) are optional.
3. On the right hand side of the window, click the “To” button (by add recipient). This will create a proper address for the outbound fax and automatically populate it into the “To” window.
4. Add more recipients (if necessary).
5. Continue to write your fax message and attach any necessary documents (attach documents using the same process as you would when sending an email).
6. Click “Send” when finished.

Adding a Cover Sheet Using RightFax

If you need to add a cover sheet before sending your fax, follow these steps:

1. Click the “Send a Fax” icon on the Outlook toolbar. A new window will appear that looks similar to an email draft window.
2. At the bottom, under “Fax Addressing,” click the “Cover Sheet” tab.
3. Check the “Use Cover Sheet” box.
4. You can choose to include the sender’s information, which will be pulled from the “From” section of the message.
5. Continue to write your fax message and attach any necessary documents (attach documents using the same process as you would when sending an email).
6. Click “Send” when finished.

Checking the Status of a Fax

After a fax has been sent, you can check the status from Outlook by following these steps:

1. Click the “Fax Status” icon on the Outlook toolbar. A new window will appear that contains information on your faxes in queue.
2. The “Real Time Fax Status” windows will show you the following information on your faxes.
   1. Date/Time Sent
   2. To/From
   3. Fax Number/ID
   4. Pages/Bytes
   5. Status
   6. Viewed?
   7. Printed?
   8. Billing Code

The Easy Way to Learn the Basics of RightFax

Learning RightFax is easy with The Fax Guys. You can download step by step instructions for RightFax FaxUtil, RightFax Web Access, RightFax Client for Outlook (2007 and 2010) here. Or, you can head over to RightFax University to view our RightFax 101 video series.

Once faxing hit the modern age, a whole new world of data was injected into the industry. Fax analytics is now a standard practice for enterprises who want to achieve operational efficiency by gaining a better understanding of their fax metrics.

RightFax analytics enable organizations to easily access and analyze their RightFax server’s performance, volume statistics and delivery information. Administrators can use this information to compile reports on:

• Usage trends, peak times and messaging bottlenecks
• Errors and failed deliveries
• Delivery rates and other messaging activity

Organizations can use these reports to gain deep insights into their fax usage, make better decisions regarding their servers and prevent extended queue times. The data can also be used to identify if a fax server needs more lines and analyze why faxes are delayed or fail to send.

What are the Analytics Capabilities of RightFax?

The built in analytics capabilities of RightFax give administrators detailed information on their fax history, which can be segmented into the last hour, 24 hours or 30 days. The RightFax analytics dashboard displays information on:

• The amount of faxes that have been delivered to or by the organization
• The amount of fax pages that have been delivered to or by the organization
• The success and failure rate for faxes, including first call success rates and details on the failure reason.

For more information on the analytics capabilities of RightFax, read this overview.

Add-on Modules for Analytics

While the built-in analytics capabilities of RightFax provide a quick snapshot of a server’s performance, there are more comprehensive tools that can be added to RightFax that provide more robust reporting and data display options.

The FaxPulse Business Intelligence Suite provides a visual portal that makes it easy for administrators to gather and analyze over 50 different RightFax server metrics. The suite also includes email alerts based on configurable thresholds, allowing admins to quickly react to issues that occur with the health of a server.

FaxPulse BI helps you:

• Track server status, queue depth and channel usage level; monitor SLAs; and view trends/historical data
• Receive timely notifications whenever a metric or KPI exceeds your specified threshold
• Collect data from multiple RightFax systems using one platform
• Identify and resolve issues before they escalate into production-affecting problems
• Present accurate metrics on fax server traffic, history and transmission details through centralized and customizable reporting

To learn more about what FaxPulse has to offer, watch our pre-recorded webinar at RightFax University. To find out how you can add FaxPulse to your RightFax server, contact The Fax Guys Today.

If you are trying to send a large fax that consists of many pages in RightFax, you may encounter a transmission error that prevents the fax from being sent. But don’t call your RightFax support provider just yet. You should be able to fix this issue on your own.

Why Does This Error Occur?

If you are receiving a transmission error when trying to send a large fax, the most likely issue is that the fax exceeds the maximum number of pages that is set in the Brooktrout Call Parameters. The default max number of pages that the Brooktrout Call Parameters allows is 30. Any faxes larger than this will fail when attempting to send.

If the fax you are sending has fewer than 30 pages, it’s still a good idea to check the max page settings before contacting support as someone else may have changed them.

How to Change the Maximum Number of Pages in Brooktrout

You can reconfigure your RightFax server to send faxes greater than 30 pages (or lower the maximum amount, if you wish) at any time. To change the page limit, follow these steps:

1. Open Enterprise Fax Manager and stop the RightFax DocTransport Module service by right clicking on it and selecting “Stop Service”
2. Once the status displays “Stop,” right click on the RightFax DocTransport Module and select “Configure Service.”
3. When the DocTransport Configuration windows opens, select your fax board from the left-hand pane.
4. Click on the “Configure Brooktrout” button that appears on the right.
5. When the configuration applet opens, select “Advanced Mode.”
6. When the Brooktrout Configuration Tool – Advanced Mode windows opens, select “BTCall Parameters (All boards)” from the left-hand pane.
7. Click the “Show Advanced” button on the right.
8. Scroll down until you see “Maximum Number of Pages.”
9. You can set the maximum number of pages to a maximum of 1024.
10. Select “Apply” to reset the setting in the current configuration file.
11. Close the window and select “OK” on the DocTransport configuration service window.
12. Restart the RightFax DocTransport Module by right clicking on it and selecting “Start Service.”
13. Once the status reads “Running,” you can test the configuration change by send a larger fax with more pages.

You can watch a detailed walkthrough video that shows how to change the maximum number of pages your RightFax server can send here. If you still see an error message when trying to send your fax, the issue may be originating from a different source.

Get Support When You Need It

If you have a support plan with The Fax Guys, give us a call or login to our support panel to submit a ticket. For more information on how you can sign up for one of our RightFax support plans, contact us today.

RightFax 16, Enhancement Pack 4 (aka RightFax 16.4) was recently announced by OpenText as the next release of the fax server software. The Fax Guys were joined by Michael Stover, Sr. Product Manager of RightFax Products at OpenText, who spoke about the most prominent features in store for the upcoming release.

Watch the Webinar

What’s New in RightFax 16.4?

The features were divided based on OpenText’s strategic product investment themes (i.e. where OpenText is spending its time and effort to makes its products better for users). These themes included Customer Experience, Business Process, Reach, Analytics, and Industry & Compliance.

New Customer Experience Features Include:

• RightFax FaxUtilWeb: a web-based RightFax end user client that reduces IT footprints and improves end user mobility.

• RightFax Content Search: RightFax can now store the OCR content of faxes directly on the database and allow users to search for relevant faxes based on keywords.

• RightFax Server Dashboard: configurable page within WebAdmin that improves visibility of server health and helps identify issues and bottlenecks.

• RightFax Reporting Automation: automates and simplifies the reporting process by eliminating the burden of manual reports. Reports can be set up to run at certain times or indefinitely.

• RightFax Fax Viewer Thumbnails: displays thumbnails of faxed documents. Allows users to quickly navigate large, complex documents and jump to specific pages.

New Business Process Features Include:

• RightFax Archive (Add-on module): allows organizations to keep faxes available to users indefinitely. Faxes are stored in a separate database to clear up production databases.

• RightFax eBusiness: share a server with users in other organizations. Set up and maintain privacy between groups within an environment.

New Reach Features Include:

• RightFax SMS Service: server can send SMS messages via OpenText Notifications service.

• RightFax Connect Improvements: see real time interim Fax Status Updates on sent faxes, even when faxes are retyring to send.

New Analytics Features Include:

• RightFax Analytics Expanded Access: analytics now has its own website outside of WebAdmin. Admins can now allow “non-admins” to access analytics data.

• RightFax Analytics Channel Utilization: analytics now include information and representation of channel utilization.

• More display options: a year’s worth of data can now be displayed on reports.

New Industry & Compliance Features Include:

• Secure FoIP Channels: new channel option allows TLS over SIP.

• TLS/SSL for eTransport: users can now send secure/encrypted emails using cloud-based email platforms like Office 365 and Google Mail.

• Send Fax Phonebook Restriction: limit certain users so that they can only send outbound faxes to phonebook recipients. Disables manual fax number entry.

Extensive Q&A

The presentation was only half the time of the webinar! There were a lot of great questions and Michael was more than happy to expand on many of the new features of RightFax 16.4. Get all the information by watching the full webinar.

Watch the Full Webinar for Free at RightFax University

Watch Now

Our comprehensive collection of webinars on RightFax University covers a mixture of RightFax updates and add-on modules. Our team often joins forces with other tech industry leaders to bring you in depth information about new products, RightFax versions, and useful features and integrations.

Here are a few of our latest webinars that will help you get the most out of your RightFax server.

Integrating RightFax into MFP/Copiers and Applications via E-Mail

This webinar presents the Diem Mail-to-Fax solution, which allows you to use RightFax to send a fax as an email via many brands of fax machines (Ricoh, Xerox, Konica Minolta, HP, etc.). The Mail-to-Fax module acts like an SMTP Server and can be installed right on to the RightFax server or even a Windows Server.

Watch it here

RightFax Proactive Monitoring and Dashboards

This joint webinar with Infront Consulting Group presents a look at the operations management pack for monitoring RightFax. It covers what you need to do to get the management pack deployed and monitoring your RightFax server.

Watch it here

Intuitive Dashboards for RightFax

Intuitive Dashboards are pre-packaged solutions that allow RightFax users to monitor the status of their server. This joint webinar with Intuitive takes an indepth look at these fax management dashboards and how they enhance real-time information, ROI, and data confidentiality.

Watch it here

FaxPulse Dashboard BI

FaxPulse are “click-and-go” RightFax dashboard products that tracks more than 50 different metrics related to system health, volume, usage, and more. They can help monitor, alert and report on a variety of RightFax performance metrics, each of which are explained in this webinar.

Watch it here

What are the new features of RightFax 16 Enhancement Pack 4?

Our most recent webinar featured an indepth look at RightFax 16.4, the latest feature pack release for RightFax users. See the new features that help with compliance, business process, customer experience and much more.

Watch it here

Catch Up on Past RightFax Webinars

We consistently record and post new webinars on our RightFax training website, RightFax University. Head on over there to catch up on past webinars and don’t forget to check back frequently for new additions.

Watch All Webinars

Over a decade ago, we were told that the fax industry was on its last limbs. Just a few years ago, we were told the Internet had all but a put the final nail in the coffin of fax machines. Today, we are still told fax is dead.

“Experts” will say the same thing a few years from now, and again in over a decade.

The simple fact is, although we’ve been consistently told for more than a decade that faxing is an outdated technology, faxing is still alive and well in some of the most major global industries.

The Numbers Tell a Compelling Story

Don’t take our word for it; look at the numbers. The most up-to-date statistics come from the International Data Corporation’s (IDC) Fax Market Pulse: Trends, Growth and Opportunities report. Their 2017 analysis of the fax industry spanned the Financial Services, Healthcare, Government and Manufacturing sectors. It showed that 82% of companies saw their fax usage either increase or stay the same over the previous year. Of the companies who saw fax usage grow, the average fax volume increased by 27%, and a quarter of respondents reported growth between 50-74%.

Companies in every sector that was analyzed reported growth, proving that fax remains at the heart of some of the most major industries in the world. On top of their previous year-over-year growth, nearly half of companies in the study expected to see growth again over the next year.

Cloud Faxing is Leading the Way

Fax server software has successfully adapted to and integrated with new technology, transforming itself and leveraging the new features of modern email, the cloud and analytics programs. The IDC report found that only 36% of faxed pages came from standalone machines, and cloud-based fax services were quickly becoming the most popular format.

According to an in depth study on the Cloud Fax Market, the size of the market in 2017 was $420 million dollars. By 2025 the industry is expected to pull in $920 million, with a compound average growth rate of 10.3% from 2018-2025.

The rise in popularity of Cloud-based faxing is due to its simple, cost-effective and streamlined faxing process. It’s the inevitable step for organizations who need to fax but also are looking to fully transition to all-digital solutions.

Get a Quote on a Fax Server Today

Looking to upgrade your fax server? Want to make the switch over to Cloud-based faxing? Contact The Fax Guys today for a customized quote for your solutions.

A rather revealing story about the future of fax in healthcare was published by CNBC earlier this year. It detailed the story of a young doctor who was in his second year of medical school and working at a medical facility in Tennessee. The doctor, who was only 22 at the time (which would make him likely born in 1996), needed to retrieve a patient’s medical records from the smaller community hospital where the patient was formerly receiving treatment.

Seems like an easy enough task, right, especially since nearly every hospital in the nation is equipped with a fax machine. All the doctor needed to do was fill out a standard records request form, get the patient to sign it, then fax it over.

The problem was the young doctor didn’t know how to use a fax machine.

A Growing Issue Among Millennials

The doctor in this story is not alone. Thousands of young men and women are graduating from medical school and ending up in a field where faxing is still the dominant form of document transmission, and for good reason. HIPAA dictates that faxing is a safe and acceptable method of transmitting sensitive patient information. But many millennials have never seen a fax machine, let alone used one.

No one is saying that millennials are any less tech-savvy than older generations. They simply understand the technology of their generation. It’s easy for many millennials to use smartphones and even write code for applications, but they often don’t understand devices they view as ancient, like fax machines. Although patient information has been digitized in the form of electronic medical records (EMR), the method of sending them doesn’t always exist in the digital realm. Those facilities who still use standalone fax machines are running into issues with new generations of employees, even those as educated as medical doctors.

The Problem Isn’t Slow Digitization Efforts

The one thing this CNBC piece missed the mark on was its assertion that healthcare is hurting because it has been slow to digitize completely. Both medical records and fax servers exist in digital formats, and many fax servers even exist in the Cloud. The problem is not that the technology isn’t there, it’s that not all medical facilities are making use of fax server software that can integrate seamlessly with email platforms like Google, Outlook, etc. These types of fax software, like RightFax, are easy for new generations of workers to grasp because they overlap with familiar technology of the times (email, analytics, mobile devices, etc.).

Simply put: hospitals don’t need to stop faxing. They need to change how they fax.

OpenText Partner Of The Year Awards recognize excellence in delivering customer success

Burnsville, MN, USA — July 17,  2018 — The Fax Guys today announced it has won the 2018 OpenText Reseller Partner of the Year Award, presented at OpenText’s annual Enterprise World event in Toronto.

The OpenText Partner of the Year Awards recognize the technology vendors, resellers, and systems integrators that have developed and delivered exceptional OpenText-based solutions during the past year. The Fax Guys was honored among a select group of global partners for demonstrating excellence in innovation, and for implementing solutions that deliver exceptional customer value and contribute to furthering the digital transformation goals of intelligent and connected enterprises worldwide.

“We are proud to receive this recognition and continue our lasting partnership with OpenText. Faxing remains an essential technology for many industries, and RightFax remains a leading solution that is secure, user friendly and easy to integrate with other software. We look forward to working closely with OpenText to continue providing industry-leading fax server solutions to businesses worldwide.” – Brent Lothrop, CEO of The Fax Guys.

“OpenText partners are critical to the success of our customers who rely on their technology expertise, best-in-class service, and industry insight that the OpenText partner ecosystem delivers,” said Patricia Nagle, SVP & CMO, OpenText. “Our Partner of the Year Awards are an important moment to reflect on the great work done in furthering the digital ambitions of our joint customers, and I could not be more pleased for The Fax Guys who earned this prestigious recognition for their commitment to OpenText and our customers.”

About OpenText Enterprise World 

Now in its 20th year, OpenText Enterprise World showcases the intelligent and connected enterprise, helping business and technology leaders navigate the macro-forces driving the modern global economy – from cloud, AI, IOT, security, to millennial workforce and consumers, quantum computing and emerging technologies. With a diverse set of keynotes, workshops, training sessions and networking opportunities, Enterprise World 2018 will both educate and inspire.

About The Fax Guys

Dynamic Solutions Group was founded in 1998 and rebranded in 2011 to become The Fax Guys. The company has since grown to become an industry-leading voice in enterprise fax solutions. Over the last 20 years, The Fax Guys has installed more than 1100 fax servers and currently supports over 800 fax environments nationwide.

Further information:

Mary Enninga
www.TheFaxGuys.com
(952) 224-3340
menninga@thefaxguys.com

We recently had the pleasure of joining OpenText and a number of other organizations in the enterprise fax industry at the OpenText Enterprise World 2018 in Toronto. The three-day event brought together about 5000 attendees, 90 industry experts, and 80 exhibitors and featured over 200 breakout sessions that included discussions and presentations on some of the industry’s biggest topics:

• Artificial intelligence
• Edge computing and the Internet of Things
• Analytics and big data
• The Cloud
• Compliance and GDPR
• Customer experience

If you missed the event, here is a comprehensive roundup of the major happenings.

Tuesday, July 10th: Day One

The highlight of the day was the opening keynote speech and presentation by Mark Barrenechea, CEO and CTO at OpenText, who spoke about data usage, information security and creating innovative software for the ever-changing modern world. From the new Millennial workforce to innovative technology, the industry is rapidly changing as the years fly by.

Attendees were also treated to a welcome reception where they could eat, drink and meet one another to increase their network and discuss changing issues and new industry technology.

Throughout the day, the notable fax-related sessions included:

• SAP and Fax Integration
• MFPs and Fax Integration
• Content Server and Fax Integration
• MedNx, Exstream, and Fax Integration
• What’s new in the latest release of OpenText RightFax

Wednesday, July 11th: Day Two

Day two began with OpenText’s EVP of Engineering and Cloud Services, Muhi Majzoub, outlining the company’s highlights for the year, which included more than 1000 product enhancements across its platforms (RightFax 16.2 included).

The biggest highlight of the day came with the announcement of the customer and partner of the year awards, and we are proud to say that The Fax Guys were given the “2018 Reseller Partner of the Year Award!” This is the sixth time we have won this award.

Throughout the day, the notable fax-related sessions included:

• Capture and Fax Integration
• ApplicationXtender and Fax Integration
• Extend your IT resources and offload complexity with OpenText RightFax Managed Services
• Fax Managed Services
• Demand for cloud fax services is on the rise

Thursday, July 12th: Day Three

The final day of Enterprise World 2018 featured the very first Women in Technology Summit, which had an impressive list of speeches and panel discussions that featured female leaders in the tech industry.

Some of the keynote speeches included:

• How to Build a Creative, Confident, Inclusive and High-Impact Workforce: Megan Smith, Third Chief Technology Officer of the United States (2014–2017)
• Mitigating Unconscious Bias with AI: Stephanie Lampkin, Founder & CEO, Blendoor
• Lessons from the Den: Succeeding at Business and Being an Entrepreneur: Arlene Dickinson, CEO of Venture Communications and District Ventures and Youlnc
• #movethedial—Advancing Women in Tech: Jodi Kovitz, Founder and CEO of #movethedial

Throughout the day, the notable fax-related sessions included:

• OpenText Cloud Messaging: What’s new and roadmap for OpenText Fax2Mail and Notifications
• Innovation adoption: a lesson from fax
• OpenText RightFax performance bootcamp

The event concluded with Thursday night entertainment, which included food, drinks, a view of Lake Ontario and a private concert for attendees headlined by Our Lady Peace. All-in-all, the event was a huge success.

The release of RightFax 16.4 has been making waves across the industry since we helped announce it a few months ago. Since then, we have been releasing new information about the upgrade as provided to us by OpenText, including the many new features that will be available.

Now, you can see for yourself how to operate some of those new features with our RightFax 16.4 video series at RightFax University. Take a look at some of the videos below to see how admins can work within FaxUtil and Web Client to expand their capabilities.

Enhanced Debugs in RightFax 16.4

RightFax 16.4 features new enhanced debug options. The debug mode has new custom options that allow for real-time monitoring, logging, and troubleshooting of your RightFax environment. Admins can enter the RightFax Enterprise Fax Manager in order to debug a variety of RightFax services (such as DocTransport). Once the debugging is complete, it can be reviewed by accessing the logfile.

To learn how to easily do this, watch our step-by-step guide below.

Watch the Video

Admin Mode in RightFax 16.4 FaxUtil Web

The RightFax 16.4 Web Client (now called FaxUtil Web) is newly redesigned and now features an Administrative mode option. Admins can access this feature through their user account in Enterprise Fax Manager. In Administrative mode, admins can see a list of sent and received faxes along with their owners. Admins can also set filters that display different types of information about inbound and outbound faxes.

See how to access and use this new feature by watching the video below.

Watch the Video

Scheduling Reports in RightFax 16.4

The newest reporting feature in RightFax 16.4 is the ability to schedule reports on a regular basis. In Enterprise Fax Manager, Admins can set a schedule of regular reports for things like “Automation Outbound Day,” among others. Output options for reports include PDFs, Excel spreadsheets, HTML documents, Crystal Reports and (new to RightFax Reporting) Microsoft Word documents. Admins can set reports to run at custom intervals to make their reporting work best for their individual needs.

To learn how to schedule reports, watch our tutorial video below.

Watch the Video

Printing from RightFax 16.4 FaxUtil Web

Yet another new feature introduced by OpenText in RightFax 16.4 is the ability to print from FaxUtil Web. Printers can be added in RightFax through the Windows Control Panel, allowing faxes to now be printed out right from the FaxUtil Web interface.

See how simple it is to print from FaxUtil in RightFax 16.4 by watching the video below.

Watch the Video

Watch a Comprehensive Outline of RightFax 16.4

You can watch more RightFax videos, tutorials and webinars by visiting RightFax University, including a comprehensive webinar with OpenText on what’s new in RightFax 16.4. You don’t have to register to watch, but signing up gets you even more exclusive content. It’s free and easy to do, so sign up today!

Watch the Webinar

SAP applications enable organizations to link and automate the flow documents. RightFax enables organizations to securely send and receive documents with ease. When integrated, a RightFax server and SAP application create a powerful tool organizations can use to increase efficiency, reduce costs and maintain compliance.

RightFax: Certified Integration with SAP

RightFax is certified and guaranteed to integrate seamlessly with SAP, allowing users to create, send and receive faxes directly from an SAP application. This eliminates the need to install, manage and maintain standalone fax machines.

The integration also makes sharing and sending documents stored in SAP applications a simple and secure process. Organizations can send sensitive documents like invoices and purchase orders, billings statements, order confirmations, loan applications, Bills of lading and many other financial documents. Automatic, electronic delivery can also be established, allowing users to increase efficiency without sacrificing security. Certified emails, faxes and PDF documents can be automatically sent through a RightFax server using an SAP application.

Learn more about the different integration options for RightFax and SAP here.

The Benefits of Integration

Small and large-scale organizations that utilize SAP applications stand to benefit from integrating it with RightFax. Whether you are working with sales, HR, financial or any other types of documents, automated delivery through RightFax will:

• Shorten business cycles and improve efficiency
• Reduce physical document handling and compliance issues
• Enhance security of document transmission
• Reduce document delivery costs by eliminating paper, toner, postage and equipment costs

Useful Across Every Area of Your Organization

The RightFax-SAP integration can used in multiple areas of your organization:

• Delivery of invoices: Automation allows for immediate delivery of invoices to customers. There is no delay, and you get a confirmation of delivery upon receipt. Increase the speed of your sales and improve the flow of cash through your organization.
• React to sales order changes: avoid time-consuming tracking of order changes by automating the sending of new sales invoices when the information is updated.
• Streamline communication across the supply chain: provide outbound notifications to supply chain partners that include purchase orders, freight bookings, returns, etc., providing greater visibility and efficiency.
• Human resources: automate the process of sending documents to new hires or existing employees that include payroll changes, disability claim forms, and other confidential documents.

Learn more about RightFax and SAP by downloading this quick guide. If you have any questions, get in touch with The Fax Guys today.

Occasionally in RightFax, you will run into an error where the Sync Module is no longer able to create new user accounts when a scheduled sync runs. In order to solve this, it is necessary to debug the Sync Module.

How to Debug the RightFax Sync Module

In Enterprise Fax Manager, you can debug the Sync Module by following these steps:

1. If the Sync Module is running, stop it.
2. Right Click “RightFax Sync Module” and click on “Configure Service.”
3. When the “RightFax Sync Module Configuration” window appears, click on the “Logging” tab.
4. Select all items on the list and use the dropdown menu below to change their “Values” to “Verbose.”
5. Click back to the “General” Tab.
6. Select the first sync mapping in the mappings table and hit “Edit” (located to the right.
7. When the “Sync Mapping” window appears, change the selection for “Schedule” to “Continuously (for testing and diagnostics).”
8. Repeat step 7 if there are additional mappings on your mapping table.
9. Click “Apply” to apply the changes and then close out the “RightFax Sync Module Configuration” window.
10. In the “Enterprise Fax Manager” windows, right click on “RightFax Sync Module” and click “Debug.”

Your debug report will help you ascertain what the issue is and get you started on solving the problem. If you see an error involving a “Concurrency Violation,” follow these steps to fix it:

1. In Enterprise Fax Manager, right Click “RightFax Sync Module” and click on “Configure Service.”
2. When the “RightFax Sync Module Configuration” window appears, write down or take a screenshot of your “Sync Mapping” configuration.
3. Select your mapping/s and click “Delete” to delete them (make sure you have completed Step 2 and have a record of your “Source,” “Destination,” and other configuration settings first).
4. Click “Apply” and the “OK.”
5. Reopen the “RightFax Sync Module Configuration” window.
6. Recreate your sync mapping/s using the information you recorded. Make sure your “Source,” “Destination,” and “Transform” files are correct.
7. Set your “Schedule” and click “OK.”
8. Repeat steps 6 & 7 for any additional mappings.
9. When you are done, click on the “Logging” tab.
10. Select all items on the list and use the dropdown menu below to change their “Values” to “Error.”
11. Click “Apply” and then “OK.”

The RightFax Sync Module should automatically restart. If it doesn’t, right click it and select “Start Service.” The next time your scheduled sync runs, you should see your new users.

To see a video tutorial of how to solve this issues, head over to RightFax University.

Watch the Video

Additional Questions?

If you still have questions, are lost or need RightFax support, get in touch with The Fax Guys today. We can help set you up with a support plan and will provide you with the help you need to keep your RightFax server running. Contact us today.

Most HIPAA compliance issues are not the result of data hacks or security breaches, they are the result of human errors that incidentally grant access to sensitive patient information to those not authorized to see it.

While fax servers are secure, user error can result in unintentional HIPAA violations. These mistakes can include users accidentally leaving themselves logged into systems that contain sensitive information. That’s why RightFax FaxUtil allows you to disable the “Remember password” feature. This will remove the user’s ability to click the “Remember password” box when logging into FaxUtil.

To learn how to disable this feature, follow the steps below.

How To Disable The Remember Password Option For FaxUtil

Note: disabling this feature requires you to add a registry key. If you are unfamiliar with how to do this, it may be better to consult with a your fax provider.

1. In the Registry Editor on RightFax FaxUtil, under “HKEY_LOCAL_MACHINE\Software\Wow6432Node\RightFAX Client\FUW32”, right click on the window and select “New” then “DWORD (32-bit) Value”.
2. A new value will open with the “Type” set as “REG_DWORD”.
3. Set the “Name” as “DisableRememberPassword”.
4. After the Name is set, right click on it and select “Modify”.
5. When the “Edit DWORD (32-bit) Value” window appears, set the “Value data:” to “00000001”.
6. Click OK.

To see a video tutorial on how to disable the “Remember password” feature in RightFax FaxUtil, head on over to RightFax University.

Watch the Video

From here on out, when you login to RightFax FaxUtil, you should see that the “Remember password” option and checkbox will be grayed out and unavailable.

Learn More From the RightFax Experts

HIPAA violations can be prevented when users unlock the greatest potential of their fax software. At RightFax University, you can view hundreds of videos and tutorials that show you how to get the most out of RightFax. Sign up for free today.

Just like you have choices in your fax server software, you have choices in your fax provider. Once you have made the decision to use RightFax, you now have a choice between resellers to setup and support your server. But what should you look for in a RightFax reseller? There are a few important questions you should ask and considerations you should make.

Consider Your Fax Needs

Be open and honest with potential fax providers about your needs. In fact, the fax reseller you are talking to should be asking you all sorts of questions about your specific fax needs. Questions like how many fax lines you need and the volume of faxes you send and receive daily are important to understanding how to customize your fax server setup. Other important considerations include:

• Fax integrations, including email platforms, ERP and EHR systems, and any other 3rd-party software.
• Which multifunction devices you will be using and how many.
• Your need for advanced reporting capabilities, fax automation, DD/DNIS routing, etc.
• Whether or not you will need ongoing support

It’s important to ask a lot of questions to potential fax providers to see whether or not they will be able to provide the service you need.

Consider Your Fax Budget

How much has your organization allocated to your fax server and support? This will help you determine which add-ons and extras you can afford. It will also help you prioritize which add-ons are most important to you and which you can do without if they exceed your budget. Most importantly, you want to be open about your budget to potential fax resellers for two reasons:

1. It will help you get the service and products you need most.
2. It will allow you to see if your fax reseller respects your budget.

Pricing will vary with fax servers, but your fax provider should always respect your budget without inflating invoices or trying to upsell you on features that aren’t based on your fax needs.

Consider Their Qualifications

Is the fax reseller you are working with an OpenText Platinum Reseller? OpenText honors the most qualified companies they partner with. Also, ask about their RightFax support team. If you are considering ongoing support, you want to make sure the team that will be providing support for your server is experienced with RightFax, located in the U.S., and has handled nearly every fax issue imaginable.

When your fax server is an integral part of your business, don’t settle for anything less than the best. Contact The Fax Guys today to get a free quote on your fax server installation, upgrade or support plan.