RightFax Connector

The RightFax Connector node is designed to allow new and existing Dispatcher Phoenix workflows to distribute files via RightFax’s digital fax system. Using the RightFax Connector, you can do the following:

• Connect to a RightFax server.
  
• Enter specific recipients during node configuration for an automated workflow.
  
• Use workflow metadata to specify fax recipients.
  
• Enter specific recipients using an Index Form directly at the MFP during scan time.
  
• Attach a preconfigured cover page.
• Add a note along with the fax.
• Select a Billing Code.
• Choose a Date and Time to send a fax, either through the node configuration or at scan time via an Index Form.
  
• Send faxes as other users.

Node Properties

To use the RightFax Connector, you must first create it. Do the following:

1. Drag and drop the connector node from the panel on the left into the Workflow Builder area; then double-click on it.

   

2. Make sure the Enabled box is checked. When unchecked, this output will be ignored. While the workflow will still validate, documents will not be distributed and may be lost.

3. In the Node Name field, enter a meaningful name for the RightFax Connector.

4. In the Description field, enter a description for the RightFax Connector. Although this is not required, it can be helpful to distinguish between multiple distribution points. If the description is long, you can hover the mouse over the field to read its entire contents.

There are several other buttons within the RightFax Connector:

• Metadata - Opens the Metadata Browser window.
  
• Help - Opens Dispatcher Phoenix Online Help.
  
• Save - Preserves the current state of the node.
  
• Cancel - Exits the window without saving any changes.
  

Connecting to the RightFax Server

To connect to the RightFax Connector, do the following:

1. In the Connection area, enter the URL of the RightFax server in the ServerURL field.

2. In the Username and Password fields, enter the username and password that is used to connect to the RightFax server.

3. Select the Login button to verify the system is properly configured to distribute documents via RightFax.

   

This will automatically populate the rest of the fields for the RightFax Connector, as in the following illustration:

After login, a button will appear called Refresh Data. Clicking this button will reload the data for Cover Sheets, Billing Codes, and Users (for the Send as Other User feature).

Configuring the RightFax Connector

The Configuration section includes fields that allow you to specify the Recipient Name, Recipient Number, Fax Settings, and more. These fields can also be accessed and filled out at the MFP during scan time.

Note: The Configuration section of the RightFax Connector node will not populate until you’ve successfully logged into the RightFax server.

Recipient(s)

The Recipient(s) area allows you to configure the Name and Number of the person or people you would like to recieve the faxes you send.

• Recipient Name: Enter the name of the recipient the fax is for.
• Recipient Number: Enter the recipient number where the fax should be sent. You may search for a recipient number through the connected RightFax Phonebook or through the Recent Recipients list.

  • RightFax Phonebook - Clicking on this button will open a window that displays the first fifty (50) contacts in your RightFax phonebook. Contacts are listed alphanumerically by contact Name. You can also search for individual contacts by typing in the search bar at the top of the window, which will search the entire RightFax phonebook and display the first fifty (50) results.

    

    Notes:

    • When using the Phonebook search function, RightFax will search the entire phonebook entry for the entered string, which can return results where that string is not present in the Name or Number that display, but is present in other fields for that entry.
    • If “Must Select Recipients from Phonebook” is enabled within the RightFax server configuration, the Recent Recipients node button will not appear. At the MFP, clicking Recent Recipients will produce an error message. You must select a recipient from the Phonebook. The selection cannot be edited, though you can select a different recipient from the phone book if necessary.
    • The RightFax Connector automatically filters out any Phonebook contacts that do not have a Recipient Name or a Recipient Number to ensure faxes are correctly uploaded to the RightFax server.
    • When using the Search function within the Phonebook at the MFP, searching for and selecting a new recipient will delete any previously searched-for and selected recipients.

  • Recent Recipients - Clicking on this button will open a window with the fax numbers of the last ten (10) unique numbers who received faxes from this account.

    

To add multiple recipients, click the + button next to one of the recipient rows.

To delete a recipient, click the X button next to the recipient you would like to remove.

Notes:

• The RightFax Connector requires, at minimum, both a Recipient Name and a Recipient Number to send faxes through RightFax.
• The Recipient Name and Recipient Number fields accept Metadata. Click on the Metadata button to open the Metadata Browser window. You can then drag-and-drop metadata variables from the Metadata Browser into the appropriate open text fields.
• The Recipient Number field accepts either metadata or a string of numbers. Recipient Numbers with symbols, letters, etc. are not accepted.
• If a configuration field contains the curly bracket character ( { ) that is not a metadata key, then the administrator must add an additional curly bracket next to it to prevent the node from attempting to read the entry as metadata. For example, a contact named “Cynthia {ABC Corp}” would need to be entered as “Cynthia {{ABC Corp}”.
  
• Recipient Name has a maximum length of 60 characters. Recipient Number has a maximum length of 256 characters.
  

Cover Sheet

The RightFax Connector supports the addition of a cover sheet on all outgoing faxes.

To add a cover sheet, do the following:

1. Select your Custom Cover Sheet from the drop-down list of available options.

   Note: The drop-down list displays cover sheets that have already been added to the RightFax server.

2. Enter any additional text in the Fax Note field.

   Note: This field accepts metadata.

Billing Code

The RightFax Connector fully supports RightFax billing codes.

To select a Billing Code, do the following:

1. Select your Billing Code. This can be accomplished in two ways:

   • Select the Billing Code from the drop-down menu

   OR

   • Select the Details button. Then, select the Billing Code from the available options with the Select button.

   

After selecting your Billing Code, the Billing Code Information 1 and Billing Code Information 2 for that Billing Code will appear in the areas labeled Info 1 and Info 2, respectively.

Scheduling

The RightFax Connector supports scheduling faxes at future dates. To schedule a fax, do the following:

1. Select when to fax documents - Select the radio button for:

   • Send Immediately - The fax will be sent as soon as the file is successfully uploaded to the RightFax server.

   • Send at a scheduled date and time - Select a specific date and time when the fax should be sent to the recipient.

     

   Note: If the node is configured to send documents at a date and time that is in the past, the node will process those faxes immediately.

Send as Other User

RightFax admins have the ability to send faxes as though they were another user. Select from the available drop-down list the user you would like faxes to be sent as. By default, the Current User is the sender.

If you select the Metadata option from the drop-down menu, a field will appear that you can drag and drop metadata into from the Metadata Browser.

When you are finished configuring the node, select the Save button to keep the RightFax Connector node configuration.

Using the RightFax Connector with an Index Form

To set up the RightFax Connector with an attached Index Form, do the following:

1. Make sure that your workflow includes a RightFax Connector node.

2. Click on the Forms dropdown in the toolbar and select Create New Index Form to open the Index Form Builder, as in the following illustration:

   

3. Select the Blank Index Form option in the pop-up. Then, drag either the RightFax Connector Service Account button or the RightFax Connector User Account button to the Index Form Builder working area. Several fields will populate, as in the following illustration:

   • RightFax Connector Service Account

   • RightFax Connector User Account

   Notes:

   • The RightFax Connector Service Account is designed for multiple users to login with the same credentials. The RightFax Connector User Account is designed for multiple users to login with their own credentials.
   • Fields with the dotted outline, such as ServerUrl in the illustration, are hidden fields set up by the RightFax administrator. They will not appear on the MFP.

4. Select the ServerURL component and enter the server URL for the RightFax server in the Default value field.

   Note: If the RightFax connector is already configured with a ServerURL, Username, and/or Password, those will automatically populate here as defaults.

5. If the index form is being configured with the Service Index Form, the user will need to enter the Username and Password credentials.

6. Make any additional selections or enter additional information, such as configuring a default fax note or scheduling faxes. Many options will only be configurable by the user at the MFP.

7. Validate, Save, and close the Index Form Builder.

8. Attach the Index Form to a node that supports Index Forms, such as the MFP Panel node, Web Capture node, or Release2Me node.

9. The RightFax Connector node properties window will automatically populate with the variable names of the fields on the Index Form. Although you cannot edit the fields on this window, you can click on the wrench tool button to go to that section or field in the Index Form Builder. See the following illustration:

   

Using the RightFax Connector Index Form with Multiple Inputs

Once you associate your RightFax Connector node with a MFP Panel or Web Capture node’s index form, all the information necessary to connect and route to Fax is entered at the MFP. Because of this, you cannot connect any other types of collection nodes (Input Folder, MFP User Box, etc.) to that indexed RightFax Connector node in your workflow. In this case, if you need to add other collection nodes to your workflow, you must add a new RightFax Connector node that is not connected to an Index Form.

RightFax Connector Index Form on MFP

At the MFP, you will be able to use a workflow with a RightFax Connector configured with an Index Form like so:

1. At the MFP, open the workflow containing the RightFax Connector and the node associated with the Index Form that you have already configured.

2. If the Index Form was built using a properly preconfigured Service Account form, you will be automatically logged in. If the Index Form was built using a User Account form, you will need to provide the Username and Password, if they have not been preconfigured. Then, select Login.

   

3. Use the drop-down menus and fields to:

   • Select a preconfigured Cover Sheet
   • Add a fax note
   • Select a preconfigured Billing Code
   • Select when to fax documents
   • Select another user to send faxes as (Admin only)
   

4. Select the Select Recipients to continue

5. Use the Phonebook or the Recent Recipients list to select fax recipients. If needed, you can enter a number of additional recipients, select the Update button, and enter the name and number for those recipients manually.

   

6. Scan the document.