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 solution 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 shared–services 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 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 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.
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 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.
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 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 system (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.
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 cases—among EMR/EHR users, for instance—XML-based integration is often the quickest and most reliable way to fax-enable a legacy application.
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.
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.
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 file–server 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 digital fax solution and telephony, branch offices can use one consolidated environment as if it were their own. Not only does this minimize 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 come in two basic types.
The universal options—SMTP and XML–let virtually any device send and receive faxes via RightFax. 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.