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RightFax 16.4 User Experience Features

In the latest release, users can display thumbnails of faxed documents, keep faxes in user inboxes indefinitely, and more.

August 8, 2018
By: Advantage Technologies

RightFax 16.4 User Experience Features

Host: Jeff Kunslter | Video Duration: 08:13

Text Transcript

RightFax 16.2 introduced the capability for users to search the fax metadata making it easier to find faxes based on date, time or page count or any other metadata associated with the fax.  However, users were unable to easily search the inbox and find faxes based on key words or content.  With 16.4, users can OCR faxes and store that information directly into the RightFax database, this allows for keyword searching of faxes.

In this picture we see the user searching for the name “Simmons”.  With Content Search, you will see the exact fax that contains the requested keyword and see the keyword highlighted upon opening the document.

This is the first time OCR and search have been combined in a RightFax release.

This makes it easier to find faxes in FaxUtil. End user workflows now become much simpler allowing users to easily search not only the metadata but also the fax content.

Users asked for an easy way to quickly view and navigate the information in their fax without opening the entire fax document, OpenText listened. The new Fax View Thumbnail allows users to easily preview faxed documents and improves the usability and visibility of faxed content.

So, this speeds up navigation and provides greater visibility in large faxes. Organizations that need to quickly reference content in multiple large faxes will find the greatest benefit with this feature.

For many years, we have been asked by our customers, what is the best way to archive faxes?  Users requested the ability to keep their faxes on the fax server indefinitely.  RightFax admins are pushed to run a streamlined system, with a strict aging policy, that removes the faxes from the server after a set time period.  This is a new add on module will allow organizations to keep their faxes in user inboxes indefinitely.  If you want to have a retention policy of 6 or 7 years or longer, you can do that.  The Archive module moves the faxes out of the RightFax database, and into an Archive database.  You then access the faxes through The RightFax client or Web client by clicking on the archive folder.  This does not affect RightFax ability to integrate with other applications. This is an add-on which will require a purchase. Pricing is currently TBD.

This is helpful for organizations who need to retain faxes for an extended period of time, but do not want old faxes building up in a user’s inbox.

Okay, let’s do a brief demo on some of the features we just went through on the previous slides. Let’s go into the content search. To do that, we’re going to go through the thick FaxUtil Bring that up and as you can see from this icon here, I did an OCR on this 3-page fax. Just so you know, OCR is not done of the coversheet, but it is done on the additional sheets. So if we look here, we can search for any of these words or any of these. Let’s do a search for the word “sample”.  Let’s close this up. As you can see we have three faxes here. So now if I do a search for the word “sample” without hitting enter, it’s searching right now, and it only brought up the one fax. So, it found the word sample and we can go in and view it. I clear it and it will bring the other faxes up again. Obviously, just like in previous versions, you can search metadata, but they organize it a little differently now. You can go into advanced search and you have all of these fields you can filter on so if you only want to see send or receive all the statuses you can filter on. But you also have this new find features. Now I want to find To/From “Test Only”. I can search and the only one that would show up is test. That’s very nice. I can clear it and go back to all your faxes again.

So, I think the takeaway from this is the content search which can be very powerful especially in certain workflows where you might have certain data in a fax such as a word document that was faxed and you did an OCR on it. Now you can search on content and that can come in handy, especially when you have a lot of faxes.

Now let’s go into the EFM. A couple of things:

We mentioned earlier the Archive function. Now I don’t have it fully enabled yet, but I do want to show you a little about it. How it works is that under EFM you have this multiple SQL connection. This has been around forever: your SQL connection for your RightFax database. Now you also have a couple of new ones. This is your fax images. We know with the new feature you can store RightFax fax images in SQL so if you check this you will now store your images as a BLOB in SQL not as a separate image on your SAN or NAS or maybe on your COD drive or locally on the server. That’s where you enable it and can choose the SQL connection. You can choose to keep it on the RightFax database or on a separate database.

And the third one is the fax archiving. So, this is where if you turn on the archiving, you would then enable an archive database here. You check this and choose a different database and now the images would be stored in a separate database cleaning up space on your RightFax database, not making it too large. Also, in some case, cleaning up a lot of space on your image store if you’re not using the store image in SQL setting here.

A lot of that is enabled from the aging and archiving. This is where you would enable this. You would set it for how many days and after this many days is when you could move it to the archive. Very easy. Right now, I have it turned off for everything, but if I enabled say 30 here, 30 here, 30 here, and 30 here. After 30 days, if I enabled the archiving, they would be archived. To retrieve them, since it not enabled I can’t show it to you yet, but I can show you what it would look like. There would be a folder right under main that would say RightFax Archive. Then you’d click on the folder and get your archived faxes with all same capabilities in all folders. You would be able to search on it, search metadata, delete it form the archive, delete in bulk, print, just about anything and everything you can do from the FaxUtil to your faxes to your all folder or any of your subfolders you now can do from the archive folder without affecting performance on your RightFax server.

While I’m in the Enterprise Fax Manager, a couple of other minor things I want to show you really quick. I want to go into the server module and this is now a little bit more granular, your retry settings. So, you can do it on different types of failures. In previous versions, it was just 5 and 5 for what they call “non-critical failures”. Now you can break it up into busy, human answered. Busy would be a retry or human answered. It really breaks up all the non-permanent failures. A permanent failure, in some cases, would be something like a human answer where you really don’t want it to try it again, but in this case, you could break it out here or if you get a special info tone you might say “never send again” and just say 1. It’s really up to you and makes it more granular.

This post is tagged as: Administrators | End Users | RightFax | RightFax 16.4 | Video

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