When admins create users in RightFax, they can set certain permissions that allow or bar users from taking certain actions. These permissions can be added or removed at any time, allowing admins to customize the level of access and actions each user is allowed to take at any given time.
Why is this important?
Besides the level of security they provide an organization and its data, these permissions are also a useful tool for increasing regulatory compliance. Violations of industry regulations do not have to be intentional. Even careless mistakes can still cost an organization thousands of dollars in fines.
To help prevent this, here is a breakdown of the user permissions you can set in RightFax and what actions they allow users to take. On the Permissions tab, you will see the following checkboxes:
Administrative Access: this grants access to RightFax administrative functions like Enterprise Fax Manager and mailboxes.
Administrator Can Bypass Privacy Restrictions: this allows admins to view faxes that are in users’ mailboxes. (Important: be careful. Only users who are authorized to view sensitive materials should be given this access).
Archive Sent Faxes: this allows users to archive outbound faxes as defined in the WorkServer configuration.
Assign Default Billing Codes to Receive Faxes: assigns the user’s billing code to received faxes.
Bypass Billing Code Verification: if verification is enabled, this allows a user to fax without providing a billing code.
Can Change Cover Sheet: allows users to change their default cover sheets and select a different cover sheet for individual faxes.
Can Edit/Add Forms: enables users to utilize the “Store as Form” feature. This allows them to use templates or add overlays on faxes (e.g. corporate letterhead, etc.).
Can Edit/Add Library Docs: users can edit and add library documents in the “Store in Library” feature of FaxUtil.
Disallow Billing Code Lookup: prevents specific users from accessing the billing code list.
Disallow Editing of Billing Codes: prevents specific users from changing the billing code that was assigned to them by an admin.
EDC Process Received Faxes: faxes received by this user can be processed by the external document connector.
EDC Process Sent Faxes: faxes sent by this user can be processed by the external document connector.
Excluded From Group Fax Aging: prevents the user’s faxes from being deleted as part of the Automatic Fax Aging process.
Must Have Faxes Approved: no faxes can be sent by this user unless approved by an admin or an individual with group administrator rights.
Must Have Password: user must have a valid password.
Stamp Pages of Received Faxes with Audit Stamp: all fax pages received by this user will contain fax transmission statistics.
Unprotected Mailbox: any user can switch into this mailbox without providing a password.
Questions About User Permissions?
If regulatory compliance is important to your organization, you cannot afford to grant permissions and access to the wrong users. If you have any questions about user permissions in RightFax, contact The Fax Guys today.