RightFax offers the security and trustworthiness of fax with the scale and efficiency that modern workflows need.
In this article, we’ll take a closer look at why organizations use it, then discuss some highlights of its architecture and user experience.
What is RightFax?
OpenText RightFax is a server-based software application for centralized, paperless faxing. As of 2021, it supports virtual, physical, or hybrid fax architecture and integrates with all major line-of-business applications and devices (either natively or through our Paperless middleware). RightFax scales to support nearly unlimited fax document volume.
It has matured into a highly evolved product that suits a surprising breadth of use cases, making it the long-standing leader in the enterprise faxing market. This guide will walk through key features and considerations at a high level, with emphasis on what Paperless clients have found most helpful in the real world.
Fax is ubiquitous, especially in heavily regulated industries that rely on secure, point-to-point document transmission.
When properly implemented, it can streamline fax workflows while cutting costs and enhancing security.
It’s also more scalable and has greater telecom flexibility than analog faxing (or even most other fax servers).
That might come as a bit of a surprise. After all, experts have predicted the demise of fax since the internet came about—and even before. But when a method of communication has this degree of ubiquity, familiarity, and legal validity, it develops tremendous staying power.
How paperless faxing cuts costs
Despite our sleek tablets and our SaaS applications, fax is still mission-critical in many, even most, industries. That probably includes yours!
Unfortunately, the possibilities of faxing (think: paperless, virtualized, low-cost) rarely resemble its paper-cluttered and costly actualities. Dedicated POTS lines, device leases, ink and toner, and so forth all push costs upward while efficiency decreases.
As a fax server application, it wipes these inefficiencies out of the picture. Of course there’s no free lunch, but does it help most workflows, in most organizations, most of the time?
What’s more, operating cost reduction isn’t the whole story. It also frees up an immense amount of time—often equivalent to adding multiple FTEs to a team at no further cost. In fact, we frequently see implementations pay for themselves in 6-12 months.
How does RightFax work?
RightFax software runs on a server connected to the local network and/or to third-party cloud telephony. It manages faxes much like an email server manages email. It can communicate with other devices on the network, including MFPs/MFDs (multi-function printers/devices), personal laptops, and other application servers, all subject to network and individual security.
The fax server can in fact be several servers, and it/they can be on-premises, virtualized, or in a private cloud architecture. Scale is unlimited, for all practical purposes.
Cloud faxing has existed for quite some time, but it has too often emphasized price and simplicity over security and feature-richness. RightFax, on the other hand, extends a full on-premises feature set to virtual and private cloud implementations.
In any configuration, the server(s) will interface with some combination of phone lines, a VoIP network, and/or cloud services. All of these telephony options can be implemented in a fully secure fashion.
Some organizations need the fax server’s capabilities but cannot or prefer not to manage it directly. As we’ll see later, there ways to strike this balance through cloud architecture or managed services, among other means.
Basic components of a RightFax implementation
Several processes or modules might be critical to your fax architecture. But for the purposes of this overview, three parts are universally necessary.
The server module is the core of the service. It coordinates and tracks faxes, manages system resources, handles users, mediates client access, and a lot more.
In years past, fax board handle the physical transmission of a fax signal over the analog or IP phone network. But in 2021, Dialogic’s fax-over-IP software serves the same purpose without the added hardware.
Finally, the DocTransport module manages communication between the server and the fax boards/software. It often lives on a dedicated, remote server to enhance resilience and scalability.
The outbound (sending) user experience
From a human user’s perspective, sending a fax is a lot like printing. In fact, any application that can print can treat it as just another “printer” on the network.
Outbound faxing from MFPs is actually one of the most common use cases. It’s also one of the quickest to set up and to return a positive ROI.
More sophisticated native connectors and custom integrations can abstract these steps away. Th fax server can even send transparently, in the background, based on all sorts of application or workflow triggers that end users don’t even need to be aware of–like a customized fax workflow robot!
The inbound (receiving) user experience
Fax receipt with RightFax can be a lot like receiving an email. In fact, it can even arrive directly in the inbox, which is a common configuration for Unified messaging fax integrations.
The difference is that fax recipients can manage the document and accompanying workflows from their browser alone. In fact, as of writing, it’s the only cloud fax platform with self-contained fax management, server administration, audit log analysis, and document archival all within the browser.
(Naturally, not all users have access to these potentially sensitive features. Administrators set granular permissions around which users can view certain documents and perform certain activities.)
One of its more distinctive features is the ability to route faxes automatically: not just to inboxes, but to personal or shared network folders, applications, document repositories, or just about anything else with network access.
MFPs can receive faxes from the server, too, although we shudder at the thought of printing another page!
Extensibility for enterprise faxing
As we’ve already alluded to several times, RightFax is extensible through custom integrations and workflows.
Beyond common line-of-business and communication tools, RightFax is notable for its integration with nearly every EMR/EHR in use today. This includes major players like Epic, NextGen, and Cerner, as well as dozens of more specialized platforms. As a result, healthcare organizations can minimize or even avoid slow, expensive custom development to integrate faxing with these remarkably complex applications.
RightFax support & version history
OpenText has typically issued a major update (“release”) every few years, with a minor release (“Enhancement Pack”) more or less annually.
Most releases get several years of active support before going into sustaining maintenance. Sustaining maintenance means the RightFax software continues to work, but support is on a best-effort basis. Updates, patches, and hot-fixes are not available under sustaining maintenance.
If your fax server is an operationally critical part of your business, then we strongly recommend an up-to-date product version and support agreement.
It may also be worth upgrading to an actively supported release to gain access to new features. These most often include all-new connectors and incremental UI enhancements, but visit this article or simply contact us for more information.
|RightFax Version||Support Status||Sustaining Maintenance Date||Action|
|21 EP2 (21.2)||Active||TBD||None; you’re up to date!|
|20 EP2 (20.2)||Active||April 2025||None required, but consider upgrading for new features|
|16 EP6 (16.6)||Active||May 2024||None required, but consider upgrading for new features|
|16 EP4 (16.4)||Active||May 2023||None required, but consider upgrading for new features
|16 EP2 (16.2)||Active||May 2022||Start planning an upgrade
(contact us for assistance)
|10.6 and previous
(10.5, 10.0, 9.4, 9.3, 9.0, 8.7, 8.5, 8.0, 7.0, 6.0)
|Ended||November 2018 or earlier||Upgrade as soon as possible
(contact us for assistance)