While RightFax is an incredible fax solution, nothing is perfect, that’s why we began tracking and reporting on the top RightFax support issues our team has encountered. 

Here’s What We Found 

The most recent data we collected runs from June, 2018 to August, 2018, a full 60 days. In that period of time, the top 5 issues were categorized as:  

1. RightFax Admin Questions 
2. DocTransport 
3. Transmission Errors 
4. Conversion Issues 
5. Email Gateway 

Working Towards Solutions to These Issues 

1. RightFax Admin Questions: Our support team encounters more RightFax administrator questions than any other issue. That’s why we have created an “Admin Essentials” training course complete with 16 videos that address common questions administrators have when using RightFax. If you are a RightFax Admin, head over to RightFax University and take our Admin Essentials course. 

2. DocTransport: Having issues with the DocTransport module? The answers you are seeking could be found in our DocTransport series of videos. 

3. Transmission Errors: There are a few major transmission errors users will encounter, and the solution depends on which error you are facing. To help solve some of these issues, it may help to understand how fax transmissions work. 

4. Conversion Errors: Conversion errors are also common and can be the result of a few things, including: 

1. Faxes stuck in conversion
2. Word conversion errors 
3. Inability to start the conversion engine
4. Problem converting fax body or cover sheet  

5. Email Gateway:Finally, we have email gateway issues, whichcan manifest in many forms. Sometimes, the solution requires debugging the SMTP email gateway. Other times, you may encounter issues where email messages to or from RightFax stop processing. If you head on over to RightFax University and search “email gateway,” you may be able to find the solution to your current issue. 

Get the Support You Need, Before You Need it. 

Fast, reliable RightFax support is essential for any RightFax server, especially those being used by organizations who rely on faxing for vital processes (i.e. sales, patient records, etc.). That’s why we encourage all of our RightFax customers to look into our support plans. We have several levels of support to choose from, and no matter which one you choose, you can rest easy knowing that you have the best in the business looking after your RightFax server. 

See Our RightFax Support Plans

If you are thinking about, or on your way to, having a RightFax server (and software) installed, there are a few things you need to know before you begin preparations. Getting a new fax server is a big step, but we can help make it easy by preparing you for the process.

Here’s what you need to know.

The Requirements of RightFax

To install a new RightFax server, there are some minimum and recommended requirements:

Minimum Hardware Environment

• Computer/processor: 2.6 GHz or higher Pentium IV-compatible CPU. RightFax 16 Enhancement Pack 2 supports x86 and x64 architectures.
• Memory: 1 GB RAM
• Hard disk: 10 GB free space. Installed programs require 1.2 GB*
• Display: SVGA (800 x 600) or higher resolution monitor
• Keyboard and mouse are required
  * Hard disk minimum requirements do not include space for storage of document images. To calculate needed disk space, OpenText recommends using an estimate of 35kb per page.

Recommended Hardware Environment

• Computer/processor: 3.6 GHz or higher Pentium IV-compatible CPU. RightFax 16 Enhancement Pack 2 supports x86 and x64 architectures.
• Memory: 2 GB RAM or greater
• Hard disk: 10 GB free space. Installed programs require 1.2 GB*
• Display: SVGA (1024 x 768) or higher resolution monitor
• Keyboard and mouse are required.
  *Hard disk minimum requirements do not include space for storage of document images. To calculate needed disk space, OpenText recommends using an estimate of 35kb per page.

There are many other requirements for the RightFax 16.2 software, all of which can be found on OpenText’s website. It’s very important to understand the hardware and software requirements for your RightFax server and software. Not understanding these requirements is one of the biggest mistakes people make when having a RightFax server installed.

Phone Line Compatibility

The fax boards that will be installed are compatible with many different types of phone lines, including:

• Analog Lines
• Direct Inward Dial (DID)
• Dialed Number Identification Service (DNIS)
• PRI and T1 digital phone lines from a PBX or direct from your telco
• Supported SIP trunking providers

What Will Be Installed on the Server 

After the RightFax server is setup, there will be a few things to install onto it:

• The RightFax Software.
• RightFax Services and Configuration Programs: these can include the conversion engine, sync module, DocTransport, Email Gateway, SAP connector, and any other modules you choose to use or have purchased.
• RightFax Client Applications: these can include FaxUtil, Enterprise Fax Manager, print drivers, and web-based applications.

The System May Need to be Updated

After installation is complete, the system may need to be updated so that all the latest patches, etc. are installed. After the updates, a few tests can be run to make sure that everything is running smoothly and then you will be on your way to using your new RightFax server.

Get a New Server or Upgrade Today. Contact The Fax Guys for a Free Quote.

 Get in Touch

Have multiple documents that you need to fax? Want to combine them into a single fax to send at all once? One of the great things about RightFax is its ability to streamline the fax process and make things faster and easier for users.

Here’s how you can use print-to-fax with FaxUtil to combine multiple documents into a single fax.

Combining and Sending Multiple Documents as a Single Fax 

You can combine nearly any two (or more) documents into the same fax, even if the files are in different formats. To do this, you will need to print both of them to your RightFax printer for sending, but leave out the sender information. This trick will place both documents as faxes into FaxUtil where you will be able to combine them before sending.

Simply follow these step-by-step instructions:

1. Open the first document you want to combine and send.
2. Select “File” and then “Print.”
3. Use the drop-down menu to set the printer to the “RightFax Fax Printer.”
4. Select “Print.”
5. The “Fax Information” window will appear. DO NOT fill out any information. Just select “Send.”
6. This will cause the “RightFax FaxUtil” window to open. The fax will not send and the status will appear as “Information Incomplete.” Ignore this for now.
7. Open the next document you want to fax and repeat steps 2-6.
8. Repeat steps 1-7 for any other documents you want to combine.

All of your unfaxed files should now appear in RightFax FaxUtil with their status set as “Information Incomplete.” To combine and send them, follow these steps:

1. Select all faxes using by holding down CTRL and clicking on each of them individually.
2. Right click and select “Combine.” The “Combine Faxes” window will appear.
3. You can change the order that the files appear in the fax by selecting them and using the arrow buttons on the right to move them up or down on the list.
4. When you are finished reordering, select “Combine.”
5. The “Fax Information” window will appear again. You can now fill out your recipient’s information, add a cover sheet, etc.
6. Send your fax as usual.

Still Confused?

If you need further instructions, watch our step-by-step instruction video at RightFax University.

Watch the Video

Have you upgraded to RightFax 16.4 yet? It’s been months since the new version was released, and we have been helping our customers upgrade their systems. Whether you have already made the transition or are still on the fence, we have a few more updates and features to share with you.

A lot has changed in RightFax 16.4. Here are some of the new capabilities users can take advantage of:

Applying Stamp Images

Using the new stamps feature, you can now import stamp images to Enterprise Fax Manager from your system library and apply them to new faxes. You can also create personal stamp images in FaxUtil using the “Tools” menu option. You can use stamp images to brand your faxes with your logo and/or name.

Marking Faxes as Unviewed 

When in FaxUtil, you can see both faxes that you have viewed and those you have yet to view. With this new feature, you can right click on faxes that you have already viewed and choose to mark their status as “unviewed.”

Desktop Notifications for Received Faxes

Desktop notifications are already used by email and instant messaging platforms, applications and other software, and users can now also receive notifications for received faxes on their desktop, as well. By right clicking the RightFax tray icon, you can choose to turn on and off desktop notifications.

Other New Features:

RightFax users can now also: 

• Search fax archives for using several simple and advanced search options like OCR (optical character recognition) text
• View thumbnail images (and select to view either small and large)
• Add attachments when forwarding faxes to new addresses
• Send PDF files instead of fax formats to email addresses

See the New Features in Action

We are working on creating new tutorials for many of these features but for now, you can see many of them in our latest video at RightFax University.

If you are interested in learning more about the capabilities of RightFax 16.4, or to request an upgrade, get in touch with our team today.

Our RightFax support team currently supports over 800 RightFax environments across the country. Too many businesses and organizations have had frustrating experiences with support providers, that’s why they now rely on our team to provide optimal support for their servers.

Before making the switch to a new support provider, businesses always have a few questions. Below are some of the most common questions people ask.

What Support Options Are There?

To best customize the appropriate level of support for your business, we offer four different support packages: Silver, Extended, Platinum and Platinum Plus. Each level builds on the level below it, offering you more options to better protect your server.

See the complete details for our RightFax Support plans here.

What are the Options for Submitting Support Tickets?

There are a few ways to submit support tickets:

• Login to our online support portal at support.thefaxguys.com
• Send an email to support@thefaxguys.com
• If you have a Platinum Plan, you can call the private phone number we provide you with

Tickets will be assigned one of the following priorities: low, medium, high, or urgent.

Is Your Support 24×7?

That depends on the support plan that you choose. Even at the lowest level of support, you will receive live support from 8AM – 5PM in your time zone. We have support locations across the country and work on your hours, not ours.

Tickets may be submitted at any time, but only higher levels of support will grant you emergency fax support 24x7x365. That’s right, every single day of the year. This support is for urgent issues that severely impact your fax server. When you sign up for this level of support, we will provide your business with a phone just for you to call.

How Long Do Customers Normally Wait for Support?

Our support team is fast, but we can’t guarantee an immediate response. All our support incidents are based on urgency. If your fax server is experiencing a severe incident, you will be moved to the front of the line. Lesser issues may take some time to get a response.

If you are worried about the level of support and speed of service you will receive, take comfort in knowing that we are the #1 RightFax Support Provider in North America and have been named as a RightFax Platinum Support Partner as well as Partner of the Year 7 times! We care for your fax server and your business, and our reputation in the industry speaks volumes.

Get the Support You Need, When You Need It 

Need support for your RightFax server? Our support team has over 100 cumulative years of RightFax experience and hold the highest levels of OpenText technical certification. Get in touch with The Fax Guys today to talk about your support needs.

Just a few weeks ago, two security researchers working for Check Point, an Israeli provider of security products revealed what they called a massive flaw in the security of HP fax machines, particularly all-in-one printer/scanners with Wi-Fi, USB and Bluetooth access. The flaw was unveiled at the DEF CON 26 hacker convention, and it has created waves throughout the industry ever since.

Addressing the Elephant in the Room 

Security flaws in any technology are something that need to be addressed, but they should not be blown up to a be a larger problem than they appear to be, and there are a few things that people should keep in mind:

#1: This Was Not a Hack, Per se.

The word hack gets thrown around very easily. Based on the technical definition of the word, “to gain unauthorized access to data in a system,” this was a hack. But it was not done by breaking through the security of the HP system. Instead, the security team at Check Point sent a malicious fax to the machine, similar to an email phishing scam. The hack occurred within the post processing of a JPEG file on the HP device.

#2: This Was a Flaw in HP Printer, Not the Fax Software 

The flaw itself was on the hardware used, not the fax software. It was in no way related to the actual fax communication or the T.30 protocol. The fact remains that enterprise fax software is still a very secure way to send and receive sensitive information.

#3: HP Patched the Problem Almost Immediately 

HP quickly released a security bulletin before major outlets broke news of the issue.  A patch has already been released and, once installed, completely eliminates the vulnerability.

#4: It Appears HP Actually Asked for Something Like This to Happen 

The issue with HP devices was not something so glaring that security teams decided to point it out. Just weeks before the issue was unveiled, HP released a bounty program that called for security teams to try help bolster their security. The reward was up to $10,000.

#5: Attacks Happen Far More Frequently via Email

There’s a reason why enterprises, governments and healthcare organizations still primarily use fax to transmit sensitive information: it’s still far safer than standard emails. Just last year, every single Yahoo account was hacked, and more email hacks and phishing scams took place than anyone can count, yet nearly every person in the country has one (or more) email addresses to their names, businesses, etc.

The Bottom Line

Security for all technology is evolving, and malicious people will always try to gain access to data, but faxing is still the most secure method of data transfer, by far.

When Sarbanes-Oxley (SOX) was passed in 2002, it created a whole new wave of compliance issues for large enterprises and publicly traded companies. Over the years, the regulations have changed, but the underlying requirements of the bill remain intact. For organizations that use fax as a primary method of communication and document transmission, SOX should be a concern on their mind when choosing and using enterprise fax software.

The Basics of Sarbanes Oxley

The primary purpose of Sarbanes Oxley is to hold financial organizations accountable for the security and accuracy of communication, documents (including faxes), and other correspondence.

Read the full text of Sarbanes Oxley.

Using RightFax and Integrations to Maintain Compliance 

Since RightFax can integrate with most major ERP systems, and acts as a secure method of communication, it is the ideal companion software and fax server for financial institutions. It can be a major tool enterprises use to maintain compliance alongside their ERP, which acts as a centralized hub for all documents and data. This helps maintain compliance with one of the major sections of Sarbanes Oxley that organizations struggle with, Section 302: Corporate Responsibility for Financial Reports, which outlines how executives are to be held responsible for the accuracy and security of financial reporting. When all documents are kept in a single, centralized location, it is easy for a CEO or CFO to retrieve and store a copy of all the information they are required to personally ensure both accurate and kept safe.

What happens when these documents need to be sent across an organization, to a different branch, or to another organization, client, etc.? When this needs to be done, organizations need to do two things to maintain compliance with Sarbanes Oxley:

1. Ensure the document is safely transferred to a fax machine
2. Ensure the document is safely sent via fax to the intended recipient

RightFax’s ability to integrate with most major ERPs accomplished both of these things. Using RightFax, organizations can:

• Automate the transfer of documents from an ERP system to the RightFax server. This eliminates the handling of paper documents.
• Automate the sending of documents to intended recipients only. This prevents information from being sent to unauthorized persons.
• Improve document tracking and have a specific audit trail when information moves from the ERP to RightFax and on to the final recipient.
• Streamline document storage and delivery to cut back on errors and inefficient practices that waste time and money, and increase the chances of accidental breaches of SOX.

Make Compliance Easy, Contact The Fax Guys to Learn More About How RightFax Integrates with Your ERP

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Your fax server should eliminate and automate steps, not add them. That’s why RightFax has the capability to route inbound faxes to multiple users, allowing them all to receive messages without a single user having to forward it multiple people.

This is a quick process that can also be updated at any time when intended recipients need to be added, removed or otherwise changed.

Follow these steps to route inbound faxes to multiple RightFax users.

Routing Inbound Faxes to Multiple Recipients

The first thing you want to do is open Enterprise Fax Manager and locate the user who is initially receiving the inbound fax. When you have located the user, do the following:

1. Click on the user’s name to open the “Edit User” window.
2. Click on the “Default Receive Settings” tab.
3. Within the “Default Receive Settings” tab you will see a section titled “Automatic Forwarding Options.” Click on the checkbox titled “Enabled?” to enable the automatic forwarding of faxes.
4. You also want to set the “Forwarding Type,” of which there are a few options:
   1. Forward to fax machine will send the fax to another fax number (you can only set one number to forward the fax to).
   2. Forward to network user(s) will forward to other RightFax users (this is the option that you want to select).
5. In the long box below “Forwarding Type,” you can set one or more users to forward the faxes to. If you choose to set more than one, separate each name with a comma.
6. Make any other changes you desire and then click “OK” to save the changes and exit the box.

RightFax will forward the messages based on the options that you selected. The fax history will show that the fax was received as well as the forwarding options that were carried out. You can see your fax history by right clicking on a fax and selecting “Fax History.” After selecting RightFax users to forward messages to, you should check the fax history to ensure that the message is being routed.

Keep in mind that the forwarded faxes will be listed as duplicates in the new recipients’ mailboxes. The faxes may also have different receive times, depending on your environment and configuration.

Watch a video walkthrough of how to route inbound faxes to multiple recipients at RightFax University

Watch the Video

Nearly 20 years after the start of the new millennium, it’s normal to think that something like fax technology would be headed the way of the Dodo, but nothing could be further from the truth. This is something many people, particularly tech bloggers and journalists not very familiar with fax technology, can’t seem to grasp.

Every so often you will see publications running stories with baffling headlines like “Why do people still fax?” and “How is fax not dead yet?” They all state the same thing: fax is old and email should have replaced it years ago, but why hasn’t it? It’s an easy to answer question. It’s because fax is simply more secure than standard email.

Here’s a few reasons why:

#1: Emails are Easier to Fake 

Spammers and scammers routinely try to trick people into opening emails that contain malicious viruses, and one of the ways they do this is to create emails and email addresses that look like they are coming from legitimate sources. This is fairly easy to do because the only things an email shows upon receipt are the sending address and subject line.

Faxes are far more complicated to forge. You can forge the content to make it look like it is coming from someone else, but there it’s impossible to disguise where a fax is coming from because of the amount of data that is exchanged between the sending and receiving server. Fax servers essentially have a digital fingerprint that is easy to authenticate.

#2: Emails Can Bounce 

While not a security issue in and of itself, bounced messages are nightmare when it comes to federal regulations. When an email bounces, the notification is never immediate, and it can even take days for a “soft bounce” to register and for a person to be notified the email failed to be received. Emails that bounce can even be rerouted to a systems admin, resulting in the unintentional disclosure of protected information. When faxes fail to send or register some sort of communication error, they will usually retry the send. If they cannot reach a server, users are generally notified that the fax failed to send right away.

#3: No Confirmation of Receipt

When you send an email, there is no confirmation (short of a reply) that the person received the message. It’s easy for users to check the send status of a fax to confirm it has been delivered to the intended recipient.

RightFax Can Help Increase the Security of Your Faxes and Maintain Compliance. Contact The Fax Guys Today to Learn More.

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The Fax Guys turned 20 years old this year! To celebrate, our entire team came together for a two-day retreat at Ludlow’s Island Resort in Cook, MN.

A Special Reunion

Since our team members are spread out across the country, it’s rare that we all get together at the same time. This event was memorable as we had team members coming in from Arizona, Washington and Colorado. We have one team member who lives in North Carolina, but he was unable to make the trip due to Hurricane Florence. We missed seeing him and his wife! We are a close team who communicates often but getting nearly everyone together is a special occasion. Including our significant others, we had a total of 32 people on the island!

A lot of Fun at Ludlow’s Island Resort

Ludlow’s Island Resort in Northern Minnesota was the perfect setting. Their resort has many hand-crafted, rustic cottages located on a private island in the middle of Lake Vermilion. We essentially had the entire island to ourselves! When we wanted to head to shore, we showed up on the dock, and a Ludlow’s team member would water taxi us back and forth!

Paul and Kelly, who are 4th generation Ludlows, own and operate the resort. They and their staff worked tirelessly to ensure our team had the time of our lives. The history of the Ludlow family and their resort is quite interesting, so check out their website to get an idea of who they are and learn more about this amazing place.

One of the great things about our team is how diverse our interests are, yet many of us still share similar hobbies with one another. Some of our team members spent a lot of time on the golf course, perfecting their short game, while others were braving the chilly temps out on Lake Vermilion trying to snag some Walleyes, Northerns and Bass.  A few of our more adventurous team members even toured a nearby iron-ore mine in the town of Soudan.

No matter where our adventures took us during the day, we always came together at night for some quality time over a meal, bonfire and even a few adult beverages.

A Special Thanks to Our Support Team

We appreciate all the work our team puts in every year, but a special thanks has to go out to our talented support staff. Their dedication and hard work allows us to offer 24x7x365 RightFax support to our customers.  Additionally, one GREAT BIG Thank You to Jay, our North Carolinian, who, being ‘hurricaned’ in, helped hold down the fort with HelpDesk. The rest of our team on the island were always “on-call” during the retreat and were happy to jump into action to solve any critical issues for our support customers.

Acknowledging the Two Who Started it All

We also had a touching moment where we presented a gift to Brent, (and Greg, prior to the get-away, since he couldn’t join us on the island). These two are the original “Fax Guys” who, in 1998, started Dynamic Solutions Group. We gave each of them a book filled with memories over the last 20 years. The book also included personal letters or stories from each current team member, who shared what it means to be part of this terrific team!  We know they appreciated it as much as we appreciate everything they do for their team.

We also want to thank our customers. Without you, our company would not have made it beyond its teenage years. We look forward to continue working with you for many years to come!

Whether you are a small business, a mid-sized NPO or a large-scale, multinational enterprise, the size of your fax server is important. If your fax server is too small, your organization risks becoming slow and inefficient. If your fax server is too large, you are wasting money on underutilized resources.

How Large Does a Fax Server Need to Be?

We hate to say, “it depends,” but it really depends. A properly sized fax server needs to be large enough to transmit and receive the amount fax pages an organizations handles at any given time. That’s why, when we start working with a new client, some of the initial questions we ask are:

1. How many fax pages do you send every day?
2. How many fax pages do you receive every day?

The Rule of Thumb

It’s not an exact scientific equation, but a good rule of thumb is to allow for one page to be sent or received every minute. Some pages will take only seconds to send, some may take longer than a minute. It all depends on the information on the page (text, images, etc.) and the speed at which the pages are sent.

There are 1440 minutes in a day, so if you are non-stop sending and faxes all day, every day, your server will be able to transmit 1440 pages in single day, provided you only use a single channel. Adding more fax channels will increase the average number of faxes you can send in a given day. Two channels will be able to send 1440 fax pages in 12 hours, and so forth. Adding more channels increases your daily page count and the load your fax server can handle.

To cut the equation down to fit an 8-hour work day, you are working with 480 minutes. If you are an enterprise who processes 2000 faxes pages in a given 8-hour work day, you will need at least four fax channels, which will give you enough bandwidth to handle all the pages while leaving some to spare.

Account for Growth

While it’s not very complicated to add more channels to a fax server, it will require you getting in touch with your fax provider and setting up an appointment to increase the size if your server. If your organization is growing, it’s best to account for how many fax pages you expect to be handling in the next 3-5 years and have a server installed that will account for your expected growth.

Need Help Determining Your Fax Server Size?

Sizing your fax server is one of the most important things an organization can do, which is why we are here to help you determine the proper size for your organization. Get in touch with The Fax Guys to start building your fax solution today.

Fax over Internet Protocol (FoIP) enables organizations to send and receive faxes over Voice over Internet Protocol (VoIP) networks. Since VoIP is very common for businesses to have, FoIP is the next logical step in creating a fax solution that works best for most businesses.

The Basics of FoIP

FoIP is very common in modern fax solutions. When faxing using FoIP, the fax is sent via a T.38-capable VoIP gateway and fax machine – learn more about the difference between T.38 and other solutions like G.711. The faxes are still sent over secure telephone networks via point to point calls.

If you have a mail-to-fax add-on, like Diem Mail-to-Fax, you can send faxes that are bound to email messages. Both methods are secure and do not require you to have a standalone office fax machine.

The Benefits of Using FoIP

There’s a reason why FoIP is becoming rather standard in the fax industry. Faxing via FoIP has many benefits that include:

• Eliminates the needs for traditional fax boards (RightFax communicates via FoIP through a Dialogic® Brooktrout® SR140, which is a board-less, host-based FoIP engine)
• Leveraging the already existing VoIP network at your organization
• Simplified IT management
• Enhanced compliance 

What About SIP Trunking? 

RightFax support SIP Trunking, which allows you to send and receive faxes using remote lines that are accessed via the Internet. SIP Trunking moves the physical trunk of wires and switches related to PSTN lines into the Cloud. RightFax supports SIP Trunking from many different SIP carriers, but not all. Please check with your account manager if your SIP carrier is supported. This connection is a TCP/IP connection over your existing Internet connection.

Learn more about using T.38 SIP trunking here.

Set Up FoIP Today

If you are considering making the switch to FoIP or SIP Trunking, or have questions about the process, The Fax Guys can help. Get in touch with us today to talk about upgrading your fax solutions.

Not all faxes are wanted, which is why it’s necessary for some RightFax users to block spam faxes and unwanted messages from unfamiliar numbers. While the most effective way to block spam messages is to stop them before they even reach the fax server, this must be done at telephony or network level, which requires some knowledge of IT systems. Not everyone has the capability to do this.

RightFax users who just want a quick and effective fix can put a stop to spam faxes filling their users’ inboxes by implementing this best practice.

Routing Spam Faxes to a Designated RightFax User

This process in RightFax involves creating a new user account that will act as a designated account to receive spam from numbers who are frequently sending you unwanted messages. All you will need to accomplish this is the Automatic Number Identification (ANI) or Dialed Number Identification Service (DNIS) of the number in question.

Follow These Steps:

1. In RightFax Enterprise Fax Manager, create a new user (we recommend naming it “SPAM” so that it’s obvious what the user account is used for).
2. Create a Windows registry subkey ANI* that contains the Entries for every number you wish to block, these numbers will automatically be routed to the SPAM user account you have created.

*The Entries value is part of the Registry subkey ANI located at:

For 32-Bit:
HKEY_LOCAL_MACHINESoftwareRightFaxDocTransportANI

For 64-Bit:

HKEY_LOCAL_MACHINESoftwareWow6432NodeRightFaxDocTransportANI

If the subkey does not exist, you will need to create it. The type will be REG_MULTI_SZ and the default will be left blank.

3. In Registry Editor, find the subkey you have created and double click on it. This will bring up the “Edit Multi-String” window. Enter the ANI or DNIS numbers into the section labeled “Value data:”. You can add as many numbers as you want here.
4. Click “OK” to finish the process. All faxes from those ANI or DNIS numbers will automatically be routed to your spam account.

Watch a Quick, Two-Minute Video Tutorial on How to Accomplish This at RightFax University

Watch the Video

Some RightFax users have a list of numbers they never wish to send faxes to. No matter the reason, there is an easy way to create and implement this list within RightFax to ensure messages are never sent to these numbers. This feature is useful especially for companies looking to avoid unintentional violations of HIPAA and other industry regulations.

To essentially “block” outbound faxes from going to particular numbers, you need to configure the software with a dialing rule (to block a single number) or a dialing rule with a destination table (best used when you want to block multiple numbers).

To Block a Single Number via a Dialing Rule, Follow These Steps:

1. Open Enterprise Fax Manager
2. Under “Dialing Plan,” right click “Dialing Rules” and select “New”
3. The “Rule Edit” window will appear. Under the “Matching” tab, where it says “Pattern,” add the number you wish to block messages from being sent to. Make sure you only enter numbers (no symbols or characters)
4. Navigate to the “Other” tab and select “Disallow Sending”

Note: At the bottom of this tab you will see “Extra Rule Weight.” If you have other rules in place that may conflict with what you are creating, you may need to increase the weight of this rule so that it takes precedence.

5. Click “OK.” Depending on your version of RightFax, you may need to click “File” and “Save Dialing Plan” for the changes to take effect.

You can check to see that the dialing plan is in place by clicking on “Dialing Plan” and inputting the number you just blocked in the “Phone Number” field. Then click the “Rule Execution” button. If the number was successfully blocked, you will see a message that states the rule was disallowed by dialing plan.

To Block Multiple Numbers Without Creating Rules for Each, Create a Destination Table by Following These Steps:

1. Open Enterprise Fax Manager
2. Right click “Destination Tables” and select “New”
3. Name your destination table where it says “Destination Table Name”
4. Add all the numbers you would like to block where it says “Insert Text”
5. Click the “Insert Text” button to add the numbers (make sure all the numbers are the same length and contain no symbols or characters)

You will also need to create a rule to ensure the numbers on the table do not receive faxes. Follow the same steps above to create the rule.

Note: when creating the rule, the “Pattern” field should contain the percent symbol and the name of your table in brackets. You will also need to add a comma after the name and the number “10” (which corresponds to the number of digits in the numbers you are blocking. The Pattern should look like this: %[name­_of_your_table,10]

Remember to save the dialing plan if your version requires it.

Confused? Watch Our Video Tutorial at RightFax University

Watch the Video

Keeping your fax server and software up to date is important, but it’s not always easy to tell what the latest version of RightFax is, or even which version you have. You can learn how to check your current version of RightFax here.

How do I know if There is a RightFax Update Available?

OpenText and its partners, like The Fax Guys, are always on top of making announcements when new versions of RightFax are close to being released. When a new version is near, look out for announcement emails. We also always make an announcement of new versions on our blog, so make sure to check it frequently for news and updates. You can also see the current versions of RightFax on our website here.

Should I Immediately Update to the Latest Version of RightFax or Wait?

It is highly recommended, but not necessary to update to the latest version of RightFax when it becomes available. The main reason to upgrade right away is to gain access to the newest features provided by the latest version. We do however recommend that you check with us before you upgrade when new versions come out. At times there are new requirements, changes to clients, or bugs that may affect your specific install or configuration.

There is also a limited “shelf life” to all versions of RightFax, but this doesn’t mean your version of RightFax will cease to work after a certain date. What it does mean is that OpenText will stop “supporting” it. The company will no longer release updates, service packs, or fixes to bugs, etc. This time period of known as “Sustaining Maintenance.”

You can check to see when your version of RightFax will enter Sustaining Maintenance or Past Maintenance on our “Supported Versions of RightFax” page.

If your version of RightFax has entered Sustaining Maintenance, or is Past Maintenance, we highly recommend that you update it immediately.

What is the Safest Way to Update RightFax?

A certain level of technical knowledge is required to update RightFax – it’s not as easy as updating the software on your PC. The safest, most efficient way to upgrade to the newest version of RightFax is to contact our team here at The Fax Guys. We will take the necessary steps to update your server and software and ensure it is working.

To update your version of RightFax, contact our team today.

As of November, 2018, RightFax version 10.6 will officially enter Sustaining Maintenance. Before we explain what that means for RightFax users and what actions, if any, you need to take, there is one important note to make: if you are still using RightFax 10.6, it will continue to function even as it enters Sustaining Maintenance. You will not lose service — you will continue to be able to send and receive faxes — and our support team here at The Fax Guys will continue to provide support for your fax server (that is, if you have one of our RightFax Support plans).

What is Sustaining Maintenance? 

When OpenText releases a new version of RightFax, as they did with RightFax 16.4 not long ago, they will continue to provide support for it, which includes patches, hot fixes and service packs, until the version enters Sustaining Maintenance. At this time, they will no longer release any updates or fixes to any bugs users may encounter. The RightFax version will continue to function, but OpenText will have moved on to actively supporting newer versions.

Learn more about Sustaining Maintenance here, and you can check the current list of supported RightFax versions here.

Do Users Need to Upgrade? 

We recently wrote a mini-guide titled “What You Need to Know About Updating RightFax.” In it, we talk about the “necessity” of updating RightFax when the version you are using enters Sustaining Maintenance. While it is not necessary to immediately upgrade, we do recommend that users do make the switch sooner rather than later for two main reasons:

1. You will gain access to all the new features available with the RightFax 16.4
2. Should you encounter any issues, they can be reported to OpenText and likely receive a patch

For now, you can still keep using RightFax 10.6, but if you want to get the most out of your fax server, it’s best to work an upgrade into your schedule soon. The good news: The Fax Guys makes it easy for you to update to the latest version. Get in touch with us today to talk about how you can make the switch to RightFax 16.4.

Plenty of testing has been completed when it comes to RightFax’s FoIP interoperability. Since OpenText partners with so many major third-party software providers, RightFax is compatible with a large variety of products that leverage FoIP communication, including T.38, G.711, H.323 and SIP.

Here are a few of the companies and products that are proven to be compatible with RightFax. The full list is available here.

Avaya^®

RightFax has been thoroughly tested with Avaya Communications Manager and media gateways and is compatible with multiple Avaya products, delivering a complete FoIP solution. Some of these products and Gateways include:

• Aura Communication Manager
• Communication Server 1000
• Aura Session Manager
• G650 Media Gateways (TN2302, TN2602, TN 799)
• G700 Media Gateways

SBC 1000 Gateway

Ribbon’s SBC 1000 Gateway  connects a whole host of endpoints to your VoIP system. Since VoIP needs can change quickly, you need to consider the fluctuating number of users, where calls initiate and the call destination. SBC 1000 Gateway is dependable, secure and ensure that conversations are smooth.

SIP Trunking with T.38 Fax 

RightFax is compatible with T.38 Fax SIP Trunking. These “virtual lines” allow users to send and receive faxes using the Internet in real time. You can learn more about T.38 SIP Trunking by reading this guide.

RightFax is also compatible with SIP Trunking from:

• Allstream 
• AT&T IP Flex Reach SIP Trunking Service
• babyTEL 
• BroadSoft BroadWorks SIP Trunking Service
• Broadview Networks Broadspeed SIP Trunking Service
• BroadVox GO! SIP Trunking Service
• Gamma 
• Global Crossing
• Level 3  
• Node4 
• T38Fax.com 
• Telnyx 
• Verizon 
• XO

Cisco Systems

RightFax is interoperable with a variety of products from Cisco Systems and is supported for FoIP in Cisco environments. Some of the Cisco products RightFax is compatible with include the Cisco Unified Communications Manager (CUCM), Unity Connection and IOS-based routers and switches.

Dialogic^®

Since OpenText is a Dialogic partner, RightFax is interoperable with the complete line of media gateways: DMG 1000, 2000, 3000, 4000 and IMG 1010.

Other Compatibility

RightFax is compatible with HP^® VCX telephony platforms, including VCX Connect, VCX Enterprise and VCX System i, as well as many other technologies:

• Mitel^® (3300 Controller)
• Quintum^® (Tenor DX 2024 and 8192)
• ShoreTel^® (ShoreGear 10.x, 11.x, 12.x, 13.x)
• Siemens^® (HiPath 8000 and RG8702 Media Gateway)
• Sonus^® (SBC 1000 and SBC 2000)
• Telstra^®

Learn More

More information about RightFax Interoperability is available by downloading the RightFax FoIP Interoperability Guide from the RightFax University Library.

Visit the Library

Compliance remains a top concern for organizations nationwide. It’s an issue that is always top of mind because, even if organizations maintain perfect compliance, doing so requires significant investments of time and money.

When it comes to faxing, compliance doesn’t have to cost a lot of money or time. It should be an easy, headache-free process. Whether you are focused on maintaining compliance with HIPAA, Sarbanes-Oxley, or any other major piece of legislation, follow these tips to keep your organization from breaking the regulatory terms.

Maintain Audit Trails

Audit trails for corporate communications are an integral part of many industry regulations. They allow regulatory bodies to see where protected information has been as well as who has accessed it. Keeping a proper audit trail is essential to avoid running into many issues. Thankfully, fax server software like RightFax automatically tracks your fax history and provides verification of delivery, allowing users to keep a ”paper trail” of where a fax has been and when.

Delegate Proper Access 

It’s still a regulatory violation (and a bad one, at that) when sensitive information falls into the wrong hands or is viewed by unauthorized parties. While fax servers eliminate the possibility of misplaced paper-based files, they do not eliminate all forms of user error. That’s why fax admins and users need to take precautions to ensure the privacy of documents.

Cover sheets are a one solution since they let recipients know who the fax is intended for, but even those are old news (we still recommend their use). Modern fax software allows users to automatically route faxes to specific email inboxes, ensuring that faxes are always sent to the right place. Admins can also assign access passwords and manage user accounts to further decrease the chance of information being seen by unauthorized parties.

Integrate Fax Servers with Document Storage Systems 

Fax server software like RightFax seamlessly integrates with document management systems across multiple industries (e.g. EPIC, Meditech, Cerner, MS Outlook, Exchange and many, others). You can read more about integrations here. To minimize compliance issues, organizations should ask their fax provider about integrating RightFax with as many of their IT systems and software as possible. This will allow you to store, transfer and send/receive documents with ease.

Maintain Compliance with RightFax

RightFax makes compliance easier than ever before. If regulations are a major concern for your organization, don’t hesitate to get in touch with The Fax Guys today.

Diem Mail-to-Fax is a useful add-on for RightFax environments because it serves as a universal email transport layer and an outbound email interface. It can also be used instead of RightFax Exchange, Lotus Notes and SMTP Connectors.

If you are unfamiliar with Diem Mail-to-Fax, learn more about it here. If you are new to Diem Mail-to-Fax, use these videos to help you get started.

How to License Diem Mail-to-Fax

To license the application, launch the Diem Mail-to-Fax manager. Within the interface, you will see a section on the bottom that says “License.” If it says “Valid Product License Found,” your application is already licensed. If it says, “Unlicensed,” follow the steps in this video tutorial.

Watch the Video

Associating Email Addresses with RightFax User Accounts

The next thing you will want to do is locate the three places within the RightFax user configuration where you will want to configure the email address associated with your user account. These three locations are:

1. In the identification tab
2. In the notification tab
3. In the inbound routing tab

To set this up, go into the RightFax Enterprise Fax Manager and bring up your list of users. Then, select the applicable user. When the “User Edit” window appears, navigate to the identification tab and enter the user’s email address in the box that reads “Email Address.” Next, navigate to the notifications tab and enter the user’s email address where it says “Notification Address/Info:” Finally, navigate to the inbound routing tab and enter the user’s email address in the “Routing Info” section.

Watch a Video Tutorial

Configure Diem Mail-to-Fax to Use Reply to Email Address

Finally, you will want to configure the Diem Mail-to-Fax connector so that the software can route outgoing fax mails based on the “ReplyToAddress” rather than the default “IncomingFromAddress.”

This will require some changes to code in the XML file, so it’s best to have someone familiar with this process do this step. To see what code you need to change, watch our video tutorial at RightFax University.

Watch the Video

If your fax server software is critical to your organization, you deserve to work with the best solutions provider possible. What should you look for in a fax solutions provider? Here are a few things to keep in mind. 

Watch Out for Price Gouging 

Fax solutions come with a lot of customizable additions, but that doesn’t mean you have to purchase every single one of them. Some add-ons might be critical for your organization, some may be “nice to have,” but are not necessary, and some may be completely unnecessary for you to purchase. If your fax solutions provider takes the time to get to know your organization’s fax needs, they will know how to properly customize your fax solutions. They should never sell you something just to increase the price of doing business with them. If you feel your solutions provider is not being forthcoming with the fax technology you need for your organization, you should seek out a provider who is more interested in providing the best solution, not making the largest sale possible. 

Support You Can Actually Use 

Some solutions providers sell support plans that simply don’t work well. They are hard to get ahold of, charge too much, or are incapable of fixing problems quickly. If your fax server is integral to the life of your organization, you cannot afford a support plan that is not reactive and efficient. 

The Fax Guys RightFax support team is located completely in the United States and operates based on your time zone (from 8am-5pm). We also offer 24/7/365 support for customers who frequently fax critical and time sensitive documents. 

A Partner Who Keeps Your Best Interests in Mind 

Does your fax provider keep you up to date on all software updates, notifications, and other fax related news? Are they reactive to your concerns as a business? Do they offer training and tips on how to get the most out of your fax software? If not, it’s time you found a fax solutions provider who treats you like a partner, not a customer. When you work with a company who operates with integrity and always keeps your best interests in mind, you get the best fax solution possible.  

Our main focus at The Fax Guys is providing top-tier service to our many partners. Whether we are keeping you up to date on the latest versions of RightFax, providing training videos at RightFax University, or just checking in from time to time to make sure your organization has everything it needs, you can count on us to be the best fax solutions provider you’ve ever worked with. 

Contact us today to learn more about the solutions we provide.