Your Guide to RightFax Modules

Fax workflow variety is nearly infinite. 

All involve a sender, a document, and a recipient, but the details in between are endless.  

Some involve nothing else at all, and others are sophisticated, one-of-a-kind workflows that interact with multiple back-end applications. 

This leads to wildly different demands upon the fax server itself.  

For a small office that sends a few invoices from an MFP, it’s enough to use a handful of standard RightFax features. 

But for an enterprise that needs its software to trigger international faxes automatically, then interact with workflow management software, create centralized telecom log entries, arrive with user-based customized content, and are archived in cloud storage 

That’s another story. It revolves around sophisticated features that some orgs wouldn’t find helpful, but others cannot do without. 

For that reason, OpenText split RightFax’s more specialized features into several add-on modules. Customers simply purchase what is useful, save on what is not, and end up with a tailored (but expandable) faxing platform.  

Not a one-size-fits-nobody package, but a genuinely optimal solution. 

Expandable, modular features also make it easier to consolidate other fax systems—or multiple RightFax environments—into a single, enterprise service. This single deployment will generally serve more use cases than any one of the smaller systems it replaces. It often introduces new administration needs, too, as fax management moves from scattered teams/offices to more of a sharedservices model. 

Just what can RightFax modules equip you to do? Let’s dig in. 

Note: not all RightFax editions support all modules, and some editions already include certain modules. Contact us to make sure you’re appropriately licensed for the features you need. 


RightFax Connect

RightFax Connect replaces fax telephony with a hybrid model: on-premises services routed through cloud telephony. This means secure and highly scalable faxing and less administrative overhead, all without changing the familiar end-user experience. 

RightFax SMS Service

The RightFax SMS Service allows for automated SMS notifications around business processes/events, as well as admin alerts. As a user base expands with growth or system consolidation, this is one of the most efficient ways to communicate with fax users. 

RightFax Capture

RightFax Capture is a direct link to OpenText’s Cloud Capture OCR service. It automatically extracts content from inbound faxes (for export to other systems) and facilitates bar code-based routing. This integrates RightFax more tightly into the end-to-end document lifecycle. RightFax Connect is required. 

eBusiness License

A RightFax eBusiness license lets customers share RightFax use with their business partners. In effect, it turns RightFax into a multi-tenant service compatible with both standard telephony and RightFax Connect. Privacy rules, of course, are fully customizable for each associated user. 

RightFax Analytics

RightFax Analytics provides nearly real-time tracking of fax usage and performance. It provides a single pane of glass to answer essential questions like “Do we have the right fax capacity?” or “Who/what experiences bottlenecks?”. This module is indispensable for planning and for managing larger-scale RightFax implementations. 

PDF Module

The PDF Module streamlines one of the most common fax use cases: sending a PDF document. The module transforms PDFs (and any level-1 or -2 PostScript file) into RightFax’s TIF specification, which lets users send PDFs with no additional steps. It also brings more advanced capabilities, such as support for the Send To menu and for print-to-fax drivers. 

Searchable PDF Module

The Searchable PDF Module (as distinct from the PDF Module mentioned above) uses OCR technology to extract text from fax image and place it in a searchable PDF file, just as the name implies. Users can search the text of documents that RightFax sends and receives. This module can be valuable in implementation of any scale, but we recommend it most strongly when fax volume and/or user base are growing rapidly. 

Barcode Routing Module

With the Barcode Routing Module, RightFax can read recipient information from barcodes and automatically route the document accordingly. This is a far faster and less expensive solution than standard routing techniques like individual phone lines/extensions, let alone manual distribution. 

SecureDocs

SecureDocs streamlines security and compliance while taking advantage of the convenience of email. It uploads faxed documents to a fully secure web server, then gives the recipient a link at which they must log in before viewing the fax. Many additional tracking, confirmation, and auditing features make SecureDocs a natural fit for teams that distribute large volumes of confidential or regulated information. 

Shared Services Module

The Shared Services Module allows two to four RightFax servers (wherever they’re located) to cooperate by sharing one database. This is a common approach for large organizations with particularly high performance and load-balancing demands across regions. It also facilitates high-availability architecture that can maintain service even if an entire server (or locale) should go down. 

XML Generator

The XML Generator writes fax metadata to an XML file with the fax image. It is a powerful integration tool (generally in place of the RightFax API) and comes bundled with several templates, wizards, and packaged workflows. In many casesamong EMR/EHR users, for instance—XML-based integration is often the quickest and most reliable way to fax-enable a legacy application. 

Integration Module

However, the Integration Module remains the best option when XML data exchange doesn’t suffice. Sophisticated back-end integrations, like with ERP and CRM systems, are possible through Facsimile Command Language (FCL), several RightFax APIs, as well as a more robust XML interface. 

Business Integration Module

The Business Integration Module is a lighter version of the Integration Module. It’s ideal for organizations that do need custom integrations, but only with a) a couple of inputs and b) fax and/or print outputs. All told, we implement this one less frequently than the “full” Integration Module, but it’s a smart way to minimize license costs for particular use cases. 

Encryption Module

The Encryption Module keeps sensitive faxes secure at rest from external and internal threats alike. These can be as malicious as targeted hacks or as innocuous as users accidentally opening the wrong file.

The Encryption Module handles this in two ways: firstly, it applies AES 256-bit encryption to fax images—a common measure for compliance with HIPAA and PCI DSS, among other standards. Secondly, it preserves the audit trail by exposing encrypted fax images only through the RightFax client. 

RightFax Vault

The RightFax Vault works in conjunction with OpenText’s Alchemy document server. Compared to out-of-the-box features, it gives more granular and systematic control of what information is stored, where and for how long. Naturally, the Vault’s value increases along with the variety (and regulatory stakes) of archiving requirements. 

RightFax Image High Availability

RightFax Image High Availability lets RightFax store fax images in a SQL Server database rather than its usual Windows file store. Many organizations already have high-availability SQL Server architecture, but may not have implement fileserver failover (a fairly complex architecture). If so, the SQL Server approach can save significant time and money, and still works natively with the Encryption Module, as well. 

Remote DocTransport Server

A RightFax Remote DocTransport Server lets remote locations use a single, central RightFax instance or collective. Instead of maintaining their own fax server and telephony, branch offices can use one consolidated environment as if it were their own. Not only does this minimize fax server licensing and admin overhead, but it can also circumvent pricey local telephony for international offices. 

Native Application Connectors

Several native application connectors inbound and outbound fax capabilities with applications including Microsoft Exchange, IBM Notes/Domino, SAP ERP, IBM FileNet, OpenText eDOCS, and Microsoft SharePoint. Each application requires a distinct connect with product-specific features, but all connectors make faxing look and feel like any other built-in feature. This generally extends to workflow features, archival policies, and more. 

MFP Connectors

MFP Connectors come in two basic types.

The universal options—SMTP and XMLlet virtually any device send and receive faxes via the RightFax server. These allow immediate reductions in paper usage, and may be the most cost-effective choices when MFP fleets comprise several manufacturers.

The other option is a native MFP Connector. Native connectors have more specific model and firmware requirements, and their capabilities vary based on vendor SDK features (among other factors). However, in exchange for less universality, they also support complex workflows that are not possible through SMTP/XML. 


Several of these modules open up game-changing workflow possibilities. Some are even more powerful in combination, bringing new features at scale that can change the way an entire enterprise faxes 

As mentioned above, most modules either depend on or are included with certain RightFax editions. Whether you’re evaluating RightFax for the first time or looking to expand or consolidate an existing environment, contact us to ensure a fully compatible and efficiently licensed platform from the beginning. 

Work-from-Home Faxing & HIPAA Compliance

Nearly everyone who can work from home is doing so. That’s true essentially nationwide, and nowhere more than here in Seattle. 

As we all settle into this new normal, it’s no surprise that paper-intensive firms have felt a substantial impact. 

Amid the turmoil, many are seeing fax workflow problems—and opportunities—in a new light. 

Can Work-from-Home Be HIPAA-compliant? 

If you’re part of a healthcare payer or provider, like most of our clients, then HIPAA applies to nearly every piece of information you handle. 

For orgs that already use an electronic fax server, HIPAA-compliant faxing is possible while working from home. Of course, this assumes the fax server is a HIPAA-friendly product with a web client, such as RightFax. 

If so, then WFH staff may need nothing more than a website log-in to fax securely, wherever they are. With no fax machines to monitor and no paper to shuffle, the team’s physical location no longer matters. 

Done right, HIPAA-compliant faxing feels a lot like email. 

However, many teams still rely on legacy fax machines/MFDs, which are not straightforward to keep in compliance. And, more apropos right now, they just aren’t accessible off the premises. 

Unfortunately, that makes working from home impossible, or at least unproductive. 

As the entire health system scrambles to meet unprecedented demand while keeping back-office employees off-site, remote productivity has never been more important. 

WFH-Friendly Faxing for Healthcare Teams

Even aside from today’s public health crisis, the trend toward remote work makes electronic faxing a wise investment. In terms of organizational resilience, it’s often necessary. 

And that’s without accounting for fax server ROI under normal conditions. 

RightFax led the market long before working from home was a trend, let alone an imperative. But since then, it has evolved to: 

  • Support both on-premises and cloud telephony 
  • Automatically enforce critical HIPAA faxing rules, such as recipient number look-ups, metadata restrictions, and cover sheet policies 
  • Encrypt all fax images while providing a comprehensive audit trail 
  • Integrate (often natively) with every major EHR vendor and most line-of-business applications 

Better still, the latest RightFax version (as of writing) even extended its web client to mobile devices. 

For work-from-home fax users, this adds up to a night-and-day difference between modern RightFax and legacy faxing. 

Where to Begin with HIPAA Faxing from Home

We’re keenly aware that it’s hard to do anything new right now.  

Most teams, especially in healthcare, are struggling just to keep their heads above water while navigating new work patterns and general chaos. 

If that rings true, then we recommend two things that are usually feasible remotely: 

  1. If your org already has a RightFax server, then now is the time to understand and scale out its WFH-friendly features. Universal access to the web client is a quick win. Or, with more time upfront, greater workflow automation can alleviate current bottlenecks and pay dividends for years to come. 
  1. If your org does not have a RightFax server, it’s worth feeling out the architecture, level of effort, and time frame to get WFH employees productive again. Different architectures require more or fewer resources on site for implementation, so now is the time to determine what’s realistic for your own team. 

We’re here to help navigate the document workflow aspects of this tough period, while creating efficiencies for the future. Please drop us a line any time. 

Meanwhile, we wish you all the best dealing with today’s unforeseen challenges—and, above all, we wish you good health. 

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RightFax Fax Storage: Managing Fax Images in RightFax

Most RightFax fax storage—for dialing rules, users, fax metadata, etc.— is in a SQL Server instance, which runs wherever you specified during installation. Together, this provides everything but the actual faxed document.

RightFax stores the actual fax images within the \RightFax\Image\ directory*, which usually lives in C:\ProgramFiles\. Naturally, the database contains identifiers that associate the images with all other info from that fax transmission.

If you’re familiar with RightFax’s command-line diagnostics, then the quickest way to see an images list is with rfdiag -dir2.

You can also export comprehensive RightFax fax storage metadata with FaxDump.exe; for our purposes, the relevant fields are “BodyFileName” and “ByteCount”.

* RightFax versions 16.2 and newer offer an add-on called SQL Storage for RightFax Images – High Availability. This lets you use SQL Server’s mirroring/High Availability features to simplify your fax image storage structure. If you’re not already on a recent RightFax release, then contact us for more information on upgrade paths and levels of effort.

RightFax Image Storage Format

If you use a version of RightFax older than 10.6, your only image storage option is TIFF-G3 (the standard for faxes) or TIFF-G4 (the standard for scanned images).

These are effective but archaic formats that date back about three decades. Metadata support is very limited.

However, from v10.6 onward, users can save faxed as PDFs via FaxUtil. That same release also introduced the RightFax Encryption Module, an optional add-on that lets administrators encrypt the entire RightFax image directory.

Why Access RightFax Fax Storage?

If you’re hunting for the RightFax fax storage location in order to clear out old files, then there may be a better way. Assuming you have an Enterprise license or above, automatic Fax Aging will unclutter ancient faxes in a granular, automated fashion.

For various reasons, some images in the \Image\ directory may no longer have references in the database, which might render them difficult to access (and not very useful when you do access them). So, if it’s time for some spring cleaning, you can use the orphan.exe utility to identify and delete, restore, or otherwise handle these “orphan” fax images.

If you’re preparing for a migration or upgrade, then the respective tools will take care of fax images stored in the usual place, and will also log their movement. However, there are a few nuances for images without DB records (or vice-versa). For those cases, or if you have more elaborate image storage schemes or DB modifications, then we’d recommend reaching out to get an expert opinion on how to ensure data integrity.


If you’re rethinking RightFax image storage, or need to find more redundant or secure storage options, then drop us a line today for a complimentary 1:1 consultation.

What Is Enterprise Faxing, Really? (part 3)

We toss around the term “enterprise faxing” on a regular basis in our blog and websites. However, it’s worth taking a closer look at this phrase to see just what it is—and isn’t. So, for the next few weeks, we’ll very briefly break down some of the most essential attributes of an enterprise fax solution.


After our previous discussion on fax integration, it became clear that while a wide range of possible document sources is a valuable feature, it also requires a wide range of security protocols. Thus, true enterprise faxing is also highly secure and subject to very granular, customizable controls.

Any organization large enough to care about unifying its fax environment is almost certainly large enough to have offices that will be handling sensitive data. Even if initial pilot projects do not involve protected data, full deployments or expansions often do. It would be a tremendous disappointment for an initially successful fax solution to get extended throughout the company, only to encounter insurmountable security concerns down the road.

In short, data must be as secure at rest as in transit, and that’s exactly why genuinely enterprise-oriented fax servers and cloud fax services support airtight encryption.

As for RightFax in particular, not only does the available Encryption Module use an ultra-safe protocol (192-bit Triple DES), but it even lets administrators track exactly who accesses which fax images, in addition to the standard ‘audit trail.’ In some cases, and especially for organizations concerned with strict standards like HIPAA, these sorts of detailed security features make RightFax the default option.

Without a doubt, security features are one of the easiest ways to distinguish enterprise fax software from more bare-bones products. We’re all aware that security threats evolve continually, which means fax solutions must do the same if they are to remain a step (or several) ahead and provide the security that large, complex clients require.

In that sense, security is one of many ways in which bona fide enterprise fax solutions are abreast of innovations in networking, workflow automation, and so forth. That’s a matter that deserves far more than a sentence of discussion, so we’ll take it up next week in the final—for now—post in this short series.


We’d love to hear more about your own experiences with faxing, both enterprise and otherwise. Whether we’re preaching to the choir or offering a completely different perspective, feel free to chime in!

What Is Enterprise Faxing, Really? (part 2)

We toss around the term “enterprise faxing” on a regular basis in our blog and websites. However, it’s worth taking a closer look at this phrase to see just what it is—and isn’t. So, for the next few weeks, we’ll very briefly break down some of the most essential attributes of an enterprise fax solution.


Last time, we talked about the nature and necessity of scalable enterprise faxing, and left off with the observation that documents tend to fluctuate not only in volume, but also in source.

That leads to this week’s main point: almost by definition, enterprise faxing must provide for integration with multiple document sources.

A lot of information (but certainly not all of it!) arrives digitally these days. Even in organizations lacking OCR data capture solutions, most papers are eventually scanned, which leads to even more digital volume.

The value of a fax environment that can exploit digital document availability is therefore pretty hard to argue with. And along those lines, since electronic sources include everything from emails to network storage to back-end systems, a broad range of compatibility is awfully helpful. Since the highest-volume customers (e.g., Fortune 500 firms) demand such complex and robust integrations, OpenText has taken fax compatibility to a remarkable level in the latest version of RightFax.

A full listing and explanation of RightFax integrations is outside the scope of this post. For now, suffice it to say that virtually every major workplace application (like Exchange and SharePoint), ERP system, EMR / EHR software, and so forth is covered, either out of the box or via a straightforward module.

Now, one might astutely point out that numerous and flexible integrations are no good if data cannot be kept private. And that’s absolutely true. After all, from finance to law to healthcare, the duties and penalties around compliance are considerable. For that reason, we believe that true enterprise faxing is also highly secure. Next week we will look more closely at the topic of fax security, and meanwhile, we welcome your inquiry!


We’d love to hear more about your own experiences with faxing, both enterprise and otherwise. Whether we’re preaching to the choir or offering a completely different perspective, feel free to chime in!