We recently hosted our latest webinar: “What’s New in RightFax 16.6?” with special guest, Mike Stover, OpenText’s Senior Product Manager. As always, webinar viewers were able to submit questions regarding the latest version of RightFax. If you’d like to watch the full webinar, it is available for viewing at RightFax University. If you just want to browse the questions that were asked, you can find everything that was asked regarding RightFax 16.6 below. All answers were provided by Mike Stover (MS).
Questions Regarding RightFax 16.6 Workflows
Q: Other than the admin guide, is there any additional documentation on how to use workflow?
MS: Right now it’s just in the admin guide. There is no additional documentation but the workflows are fairly simple to set up.
Q: What options are available in the workflow when one of the persons is on PTO or out for an extended time.
MS: This is a brand new functionality. The way a workflow gets set up is that an admin will create the workflow and will also set up “responsible users.” These “responsible users” will have access to the workflow and will be able to see a fax that is sent to and waiting for processing in their FaxUtil. If one person is on PTO, any other “responsible user” will be able to see the fax and process it.
Q: How do you make sure two people don’t process the same fax?
MS: There is actually a system of check-in and check-out that is built into the system. If one user opens a fax, all other users will see that it’s locked and being processed.
Q: In the new workflow, can you allow a delegate/supervisor the ability to change workflow at their leisure so that the admin doesn’t have to change this?
MS: Yes, you can assign administrators to the workflow so that they can go in and make changes. One of the things the workflow will do from an administrative point of view is show you how long faxes have been in the workflow. This is for SLA purposes. If you see that a fax has been in the workflow for 23 hours but you have an SLA of 24 hours, you will know to go in and process that fax right away.
Questions About Integrations and Licenses with RightFax 16.6
Q: Are there any improvements to the Toshiba e-connect integration?
MS: Unfortunately the Toshiba integration was untouched in this release.
Q: What SSO standards are supported in this version?
MS: We are using OAuth, which is an Active Directory Federation Services (ADFS).
Q: Are there additional licenses needed to work with Konica from the Konica side?
Questions About Encryptions, Security and Compliance
Q: How does the encryption implemented on image files translate when using the archive module?
MS: It’s actually all the same encryption. Because RightFax Archive is just a way to keep faxes in long-term storage (indefinitely) and is intended to allow you to have the same access control within the FaxUtil and the FaxUtil Web Client, those are the two APIs that know how to open our encryption and view the faxes. Faxes in RightFax Archive are meant to be viewed in your RightFax system.
If you want to move them to a different system and make them consumable you would use something like an XML generator to write the files out to a directory and allow the system to consume them.
Q: With the “prohibit text” function, could it actually overlay an image of “removed” or totally remove that text from an outgoing fax?
MS: We won’t do automated redaction or annotation based on where we find that text. As of now it will tell you it found a prohibited word and that the fax is blocked. It’s up to the user to figure what they did wrong and fix the issue. We didn’t want to include what the prohibited word was in the history because that will make it far too easy to get around the policy.
Questions About OCR (Optical Character Recognition)
Q: On outbound OCR are external DLP (Data Loss Prevention) engine connections supported?
MS: We do not support any external engines. We are going to use our own external OCR engine, which is OpenText technology.
Q: What is the server throughput performance impact for outbound OCR?
MS: OCR is a processor-intensive task, so you will want to dedicate a bit more processing power if you enable this functionality. I don’t have exact numbers. It has an impact but it’s not huge. There will be a degradation in performance if you turn OCR on. If this is something you want to enable for compliance it’s best to test it out to see how much processing power is being used and adjust your system accordingly. It’s also dependent on your fax volume and average number of pages in the documents. It’s a “your mileage may vary” kind of situation.
Questions About Databases and Reporting
Q: Will it be possible to store the RightFax database on a separate server from the RightFax server?
MS: Yes. There is no coupling or requirement that your SQL database needs to be on your RightFax server. You can put anywhere; we just need a SQL connection string to get it connected. For deployments that reach a certain size, I recommend not having the SQL server on your RightFax server.
Q: Will shared MQ queues reside in the main RightFax database, or a separate database?
MS: In the main RightFax database.
Q: I believe the original reason for moving the queues out of the database and into MSMQ was performance related. Were all shared queues moved back into the database? What is the performance impact?
MS: Yes. All the things that we moved into MSMQ, we did for performance reasons. These were queue-based messages that, while necessary for the system and a great technology that worked, were placing some undue burden on users. Since then SQL has had some great updates that allow us to move queue messages back into SQL while maintaining performance. We’ve also changed our architecture to eliminate many performance concerns.
Keep in mind that there are some new SQL requirements in terms of the version that needs to be used with this release.
Q: Web Reporter: any plans to allow creating custom reports in addition to canned reports?
MS: There are no plans to allow the creation of custom reports. However, the RightFax reporting system is based on Crystal Reports. If you have a copy of Crystal Reports you can create your own custom queries. That report can then be made available in the Web Reporting Tool.
Q: Is the 400 x 400 setting global or can is be set for specific users or groups?
MS: Right now it is a global setting for a server. The way it works is your fax server will attempt the call at 400 x 400 and ask if the receiving fax machine if it can support a 400 x 400 transmission. If the machine cannot support 400 x 400 your fax server will move down and ask if it supports a 200 x 200 image.
Q: Has the issue with disappearing non-default columns in FaxUtil after closing and reopening FaxUtil been resolved? Sometimes the columns don’t disappear right away, but rather overnight.
MS: This sounds like a bug in the previous version. To resolve this, I would reach out to your fax provider to resolve the issue.
Q: Are there plans for a PCL Printer to be included for coversheet creation?
MS: Yes, but not until RightFax 20.2, which will be coming sometime in 2020.
Q: Is there a new client install (RightFax Util and System tray icon)?
MS: I believe that it is the same with this release, but there is a new client. We will fix any issues encountered so long as the client server is within two versions.