Does Replacing RightFax Solve the Right Problem?

Posted on: October 22, 2025

If RightFax (now OpenText Fax) feels like more overhead than it’s worth, it’s not just you. Server issues, messy custom integrations, and frustrated users can raise serious questions about whether it’s still the right tool for your organization. Many teams conclude the problem is RightFax itself and start looking for “set it and forget it” alternatives.

But there’s no reducing complexity without reducing configurability; they’re two sides of the same coin.

Some of that is “good complexity”: the vast features that enable RightFax to fit almost any workflow, system, or compliance model. 

Some is “bad complexity”: the friction and chaos that usually result from suboptimal implementation or maintenance. This is what leads many orgs into a premature migration. Yet in most cases it can be changed.

This isn’t a knock on the teams that have kept RightFax running for years. It’s not a trivial platform to manage. But we have a unique vantage point after hundreds of implementation and support engagements. Few environments fully use its automation and integration capabilities. Small config gaps create unnecessary overhead. Performance declines, users lose patience, and IT spends more time fixing problems than improving workflows.

Paperless Productivity helps frustrated RightFax customers reclaim lost efficiency and slash admin overhead.

We also offer our fully managed Private Fax Cloud® for those who want all the security and flexibility of RightFax with none of the in-house management.

Why Leaving Too Soon Can Backfire

Migrating away from RightFax can seem like an easy way to reduce management burden. But most “simpler” fax services achieve that simplicity by removing flexibility, control, and integration options. The impact of those trade-offs often becomes clear only after migration is done.

Common pitfalls include:

• Limited integration support: Fewer native connectors and (generally) only REST API support. Core automations are rebuilt and future integrations—especially with legacy software—may be impossible.
• Reduced visibility: Routing logic, delivery behavior, and audit trails are often locked down, limiting oversight and audit-readiness.
• Unexpected costs: Usage-based billing can balloon as volume grows, quickly exceeding what a properly optimized or managed RightFax environment would cost.

Step 1: Diagnose and optimize

We start by reviewing your existing RightFax setup to identify issues that affect performance, reliability, or cost. Key focus areas include:

• Delivery bottlenecks: Tune retry rules, routing behavior, and line capacity to improve throughput. This alone can nearly eliminate transmission errors.
• Workflow inefficiencies: Ensure built-in automation features are actually utilized where appropriate.
• Security and compliance gaps: Validate encryption, authentication, and audit trail configuration.
• Licensing and scaling: Align licenses and user roles to improve utilization.

The result is a cleaner, faster, more maintainable system that runs as it should.

Step 2: Consider further integrations

RightFax supports integration with virtually all enterprise software, including legacy applications that fax SaaS vendors generally can’t touch. We help you enable the connections that create measurable efficiency gains:

• Microsoft 365 and Outlook: Fax directly from Outlook with full tracking and delivery confirmation.
• EHR/EMR integration: Automate secure, compliant PHI transmission.
• ERP integration (SAP, Oracle, Business Central): Streamline order, invoice, and document workflows.
• MFP connectors: Fax directly from supported networked devices, eliminating fax boards and manual entry.
• Document management integration (OpenText, SharePoint, etc.): Archive and route faxes automatically for retention and compliance.

These integrations reduce manual effort, increase throughput, and simplify compliance.

Step 3: Offload management

If your IT team is stretched too thin, then ours can take over management altogether.

Private Fax Cloud runs the same RightFax engine in a managed, private environment with:

• Full hosting and monitoring by Paperless Productivity.
• Total administrative transparency and data control.
• Scalable capacity and predictable monthly costs.

Step 4: Continuous oversight and improvement

Our support service includes:

• Proactive monitoring to prevent downtime and message delays.
• Usage reporting to identify inefficiencies and cost opportunities.
• Advisory guidance on new connectors, compliance changes, and platform updates.

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You don’t need to plant and tend the orchard just to get the juice. We manage or remove the complexity so your fax environment just works.

Before you shoulder the cost and risk of migrating away, make sure you know what a properly configured RightFax environment is really like.

Contact a Paperless engineer today to review your concerns and identify the best next step.