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RightFax >> Email Integration

Email Integration

Open Text Fax Server, RightFax Edition contains built-in support for all SMTP Internet mail systems, Lotus cc:Mail, Microsoft Mail and Novell GroupWise, allowing faxes to be sent and received from most popular email applications. Advanced email integration with Microsoft Exchange and Lotus Notes is as easy as purchasing add-on modules.

Microsoft Exchange Integration

Overview
The Open Text Fax Server Connector for Microsoft Exchange is an optional module that links Microsoft Exchange Server with Open Text Fax Server, RightFax Edition fax messaging features, creating a fully unified fax and email solution. The Gateway uses Open Text Fax Server, RightFax Edition to enable inbound and outbound faxing directly from the Exchange Server client, Microsoft Outlook. Outlook users need virtually no training to send and receive faxes - the functionality matches that of email.

User synchronization between the Exchange and Open Text Fax Server, RightFax Edition servers, along with fully customizable MAPI-to-Fax Server field mapping, lets administrators perform all Fax Server user maintenance from Exchange. Users created or modified in Exchange are automatically created/modified in Fax Server. This not only simplifies user records management, but also ensures accuracy and consistency between servers.

Features

• Create, send and receive faxes directly within Microsoft Outlook using intuitive, custom fax forms
• Generate and send new faxes to one or more addresses in an Outlook contacts folder
• Organize, manage, forward and respond to your faxes exactly the same as email messages
• Administer your Open Text Fax Server Connector for Microsoft Exchange systems from a single source with automatic synchronization of Open Text Fax Server, RightFax Edition and Exchange user databases
• Generate custom, automated notifications about sent and received faxes in Outlook
• Track inbound and outbound faxes with the Exchange Message Tracking Log
• Automated redundancy and load balancing in multi-server environments

How it Works
Users create fax messages directly in Outlook as they would create emails. Faxes can be addressed to one or more destinations automatically using the Outlook Contacts folder, or addressed manually using a simple dialog. The Gateway includes forms that let users customize cover sheets, add library documents, attach billing codes, and more.

When a user faxes a document from Outlook, the Gateway delivers the document to the Fax Server server. Open Text Fax Server, RightFax Edition renders the document to fax format, including many native file attachments, adds a cover sheet and/or any specified library documents, and then transmits the document across phone lines, LAN, WAN, or over the Internet. It automatically routes incoming faxes as mail messages to Outlook mailboxes. Custom icons let users easily identify fax messages in their mailboxes. The fax image itself is saved in a user's mail message as a file attachment. To view the fax, the user simply double-clicks the attachment icon.

Synchronization between the Fax Server and Exchange servers links user accounts in Exchange to corresponding user accounts in Open Text Fax Server, RightFax Edition. Modifications to any Exchange user automatically apply to the linked user record in Fax Server. The Exchange administrator can specify which user accounts should be synchronized, the interval between synchronization, and other conditions. To synchronize user records, each Exchange user property corresponds by default to a related user property in Fax Server. It can synchronize users across as many as 150 separate containers on multiple Exchange servers.

Lotus Notes Integration

Overview
The Open Text Fax Server Connector for Lotus Notes is an optional module that links Lotus Notes with Open Text Fax Server, RightFax Edition desktop fax messaging features, creating a fully unified fax and e-mail solution. The Gateway uses Fax Server to enable inbound and outbound faxing directly from the Notes client. Notes users need virtually no training to send and receive faxes, because they'll use Notes in the same way they would send and receive emails. Database synchronization between Lotus Notes/Domino and Open Text Fax Server, RightFax Edition allows unified administration of both servers, simplifying the creation and maintenance of user records in both systems.

Open Text Fax Server, RightFax Edition technology is uniquely designed to complement and extend your Notes functionality, without drawing resources away from those critical systems and applications. The Open Text Fax Server, RightFax Edition gateway architecture allows for both the Fax Server and Domino servers to operate independently. Open Text Fax Server, RightFax Edition faxing capabilities are not impacted by scheduled or unscheduled downtime that may interrupt the Domino server.

Features

• Notes client using intuitive fax forms
• Fax domain name is assignable per fax address, and can be selected by the user from among a list of existing domains supplied by the fax administrator
• Administer Open Text Fax Server, RightFax Edition and Lotus Notes systems from a single source with automatic synchronization of the Open Text Fax Server, RightFax Edition and Notes user databases
• Address faxes from up to five user-defined Notes public address books
• Address faxes to both fax recipients and email recipients in the same form
• Organize, manage, forward and autoforward faxes within Notes mail
• Generate custom automated notifications about sent and received faxes in Notes
• Generate three separate Fax Server event logs and two types of fax status reports in Notes automatically
• Automated, dynamic installation allows user to specify installation type, fax domain, Notes mail template name, and other install elements
• Compatible with Lotus Notes versions 4.51+, 4.6x, and 5.x.

How it Works
Users create fax messages directly in Notes as they would create emails. Faxes can be addressed to one or more destinations automatically using a simple dialog. The Gateway includes forms that let users customize cover sheets, add library documents, and more.

When a user faxes a document from Notes, the Gateway delivers the document to the Open Text Fax Server, RightFax Edition server. Open Text Fax Server, RightFax Edition renders the document to fax format, including several native file types, adds any specified library documents or a cover sheet, and then transmits the document. The Open Text Fax Server, RightFax Edition Connector for Lotus Notes also automatically routes incoming faxes as mail messages to Notes mail databases. Custom icons let users easily identify draft, sent, and received fax messages in their Notes mail. The fax image itself is saved in a user's mail message as a file attachment. To view the fax, the user simply double-clicks the attachment icon. Server synchronization between Fax Server and Domino makes administration of users more efficient. Fax objects in the Fax Server database are mirrored on the Domino server in the "Fax Server sync database." This lets Notes administrators access and modify RightFAX settings and configuration options from directly within Notes.

Because no modifications to the Notes Name and Address Book (NAB) are necessary, the integrity of the Domino server is preserved, simplifying upgrades. To synchronize users between the NAB and the RightFAX sync database, RightFAX provides an agent that can be scheduled to run periodically and can be used to customize field mappings between the Fax Server and Notes.