RightFax User Guide
1
VUMC IT Voice Services
Enterprise Fax Solution
RightFax User Guide
• Chapter 1 – Getting Started
• Chapter 2 – Sending Faxes
• Chapter 3 – Completing the Fax Information
• Chapter 4 – Viewing and Handling Sent or Received Faxes
• Chapter 5 – Creating and Using PhoneBooks
• Chapter 6 – Giving Other Users Delegate Access
• Appendix
RightFax User Guide
2
Chapter 1: Getting Started
Chapter 1: Getting started
RightFax FaxUtil Web is the program with which you manage
your faxes. You might also have access to other users' faxes if
you have delegate permission.
When you open the program, your fax mailbox appears.
The left pane shows the available folders that contain faxes. The
right pane shows the list of faxes within the selected folder.
Flags show the action taken on each fax, and status indicators
show the current status of the fax.
Fax flags
Fax was received
Fax was sent.
Fax was sent to an SMS number.
Fax was sent to an email address.
Fax was received via email.
Fax was viewed.
Status indicators
Fax is being processed for transmission.
Fax has been transmitted.
Fax has not been transmitted due to an error. It will be retried.
Fax has not been transmitted due to an error. It will not be
retried.
For descriptions of the fax status and error messages that may
appear in the fax list or in the fax history, see Appendix A.
Chapter 2: Sending faxes
3
RightFax User Guide
Chapter
2:
Sending
faxes
Sending a new fax
To send a new
fax
1. In your fax mailbox, click the folder in which to create the fax,
and then click New. The New Fax page opens.
2. Enter the information for sending the fax. For instructions, see
Completing the fax information on page 6.
3. Click Send.
To send a new fax
from the phonebook
1. In your fax mailbox, click the folder in which to create the fax,
and then click Phonebook. The Phonebook page opens.
2. Select one or more recipients in the list.
3. On the New menu, click Fax to Selected. The New Fax page
opens, and the recipients appear in the list on the Recipients tab.
4. You can add more recipients and enter the information for
sending the fax. For instructions, see Completing the fax
information on page 6.
5. Click Send.
Forwarding
or
routing
an
existing
fax
When you forward a fax, a copy of the fax is sent, and the original
fax remains in your mailbox. When you route a fax, the original fax
is sent and is removed from your mailbox.
To forward to a fax number or email
address
1. In your fax mailbox, select the fax in the list. On the Fax
menu, click Forward, and then click to Fax.
2. On the Forward Fax page, enter the information for sending the
fax, and then click Send. For instructions, see Completing
the fax information on page 6.
To forward or route to a RightFax user on your
network
1. In your fax mailbox, select the fax or faxes in the list. On
the Fax menu, click Forward and then click to Fax, or
click Route to User.
2. In the Forward to User or Route to User box, search for users.
a. In the Forward to this user or Route to this user list,
enter a full or partial user name or RightFax user ID.
b. Select the user or multiple users. Repeat as needed for
multiple recipients.
3. In the Comment for fax history box, enter any notes you want
to add to the document history.
4. To send the fax, click Ok.
To forward or route to a delegate
1. In the left pane, expand Other Users.
2. Browse to locate the delegate.
3. In your list of faxes in the right pane, select one or more
faxes
and do one of the following:
•
To forward the fax, click and drag the fax to the delegate's name
in the tree view in the left pane.
•
To route the fax, hold the shift key, and click and drag the fax to
the delegate's name in the tree view in the left pane.
Chapter 2: Sending faxes
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RightFax User Guide
Releasing
a
fax
held
for
preview
If you created a new fax and selected the Hold for Preview option,
the fax appears in the fax list with a status of Held for Preview.
When you release a fax that is held for preview it is queued to send.
To release a fax
held for preview
1. In your fax mailbox, in the fax list, select one or more
faxes.
2. On the Fax menu, click Status, and then click
Release.
Retrying a failed fax
A sent fax that encounters errors during transmission will be retried
the number of times configured by your fax administrator. After
the specified number of retries, the server will stop retrying the
fax.
To retry sending a failed fax
1. In your fax mailbox, in the fax list, select one or more faxes.
2. On the Fax menu, click Status, and then click Update
status.
If
the fax was previously scheduled to retry, the fax server will
retry immediately and not wait for the scheduled interval. If the fax
was not previously scheduled to retry, the fax server will attempt to
send the fax as if it were new.
Responding
to faxes
that need approval
A fax requires approval if any of the following is true:
•
The sender's user permissions require that faxes be
approved by a fax administrator or group monitor before
sending.
•
The sender's delegate permissions for the other user's
mailbox require that faxes be approved before sending.
•
The fax is blocked by a dialing rule. If the fax is blocked
by a dialing rule, then only a fax administrator can
approve the fax.
To approve
a fax
to send it
1. In your fax mailbox, in the fax list, select one or more faxes
that need approval.
2. On the Fax menu, click Status, and then click Approve.
3. As needed, in the Approve Fax dialog box, enter text explaining
why you approve of sending the fax. The note will appear in
the approval record in the fax history.
To disapprove a fax to keep it from sending
1. In your fax mailbox, in the fax list, select one or more faxes
that need approval.
2. On the Fax menu, click Status, and then click Disapprove.
3. As needed, in the Disapprove Fax dialog box, enter text explaining
why you disapprove of sending the fax. The note will appear in the
denial record in the fax history.
4. Click Ok. The fax will not be sent. The sender's mailbox will show the
fax with a status of Fax was disapproved.
Chapter 3: Completing the fax information
RightFax User Guide
5
Chapter
3:
Completing
the
fax
information
You enter all information for sending a fax on the New Fax page.
•
To open the New Fax page, on the fax mailbox page, click
New. The page also opens when you forward a fax.
Entering
the recipient
You can enter the recipient's name and address or select the recipient
from the phonebook. Your user permissions determine if you can enter
a recipient or if you must select it from a phonebook.
To
enter
a
fax
recipient
1. In the Destination box, enter the fax number. You can enter the
number with or without hyphens, parentheses, or spaces.
Post-dialing delay is the wait time that can occur between
the time that a fax number is dialed and the detection of an
audible signal from the recipient system. Post-dialing delay
can be used if your system sends faxes over IP via the
SR140 Transport.
To use a post-dialing delay, in the Destination box, enter
an ampersand (&) followed by a sequence of DTMF
digits. Enter the number with no spaces or dashes. For long
distance, add a 1 before the 10 digit number.
2. Next to the Name box, click the down arrow to show the
optional contact information for the recipient. As needed, enter
the information in the Voice number, Company,
City/State, and Alternate fax number boxes.
3. To restrict sending to a specific fax machine, in the Recipient
fax ID box, enter the CSID of the receiving fax machine. If
the ID does not match, the fax is not sent.
4. To add the recipient to your RightFax phonebook, click Add to
Phonebook. When the phonebook entry is saved, the ID for
the entry is formatted as AH_/D, where ID consists of 15
numbers or letters. Later you can edit the phonebook entry to
change the ID.
5. Click Add to Recipients. To view the recipients that you have
added, click View Recipients.
To
enter
an email
recipient
Your fax server may provide the option to send to an email
address.
Note: If your user account does not allow sending
outbound emails, any fax you send to an email
address will fail.
Chapter 3: Completing the fax information
RightFax User Guide
6
When sending a fax to an email address, you may have the following
options:
•
Send file attachments in their native file format.
•
Send file attachments as alternate body pages that should appear
in the body of the email.
•
Send a PDF file instead of a TIFF file. PDF images are black and
white and cannot be edited. Creating PDF images requires the
PDF module.
•
Send via Certified Delivery. The fax is sent to a special secure
Web site and a message to the recipient's email address that a
certified document is available at the link provided. The recipient
logs in to the web site to view the fax, and you are notified when
the fax has been viewed. Sending via Certified Delivery requires
the SecureDocs module.
•
Send an encrypted, password-protected PDF file instead of a TIFF
file. Encrypted PDF images are rendered in color as applicable and
can be edited. Creating encrypted PDF images requires the
SecureDocs module.
1. In the Destination box, enter the email address.
2. In the Name box, enter the name of the recipient.
3. Next to the Name box, click the down arrow to show the
optional contact information for the recipient. As needed, enter
the information in the Voice number, Company,
City/State, and Alternate fax number boxes.
4. To add the recipient to your personal RightFax phonebook,
select the Add to phonebook check box. When the
phonebook entry is saved, the ID for the entry is formatted as
AH_/D, where ID consists of 15 numbers or letters. Later you
can edit the phonebook entry to change the ID.
5. Click Add to Recipients. To view the recipients that
you have added, click View Recipients.
To enter comments about the fax
Comments can appear in the fax list of your fax mailbox, and they
are stored with other data about the fax. Comments are not sent to
the recipient.
•
In the right pane click Comment and enter a comment.
Adding
a
cover
sheet
Your account permissions determine your cover sheet options.
To
include
a cover sheet with
the
fax
1. In the right pane, click Cover Sheet.
2. Select the Include cover sheet check box and select the
cover sheet in the list.
3. Cover sheet notes appear on the cover sheet of the fax.
When you send to an SMS number, the recipient will receive only
the text of the cover sheet notes. SMS text is limited to 160
characters. In the left pane, in the Cover Sheet Notes box, enter
the text that should appear on the cover sheet of the fax or in
the SMS message.
Chapter 3: Completing the fax information
RightFax User Guide
7
To
customize
the
contact information
on the
cover sheet
•
In the right pane, click From, enter contact information as you
want it to appear on the cover sheet or in the fax information that
is stored with the fax.
To preview the cover sheet
•
In the right pane, click Cover Sheet, and then click View.
To attach a library
document
1. Under Attachments, click Add Library Document.
2. In the Library Documents dialog box, you have the
following
options:
•
To preview the first page of a library document, then in the
ID column, click the ID.
•
To attach a library document, select one or more in the list,
and then click OK. The library document appears in the list
of attachments.
To change the order of the attachments
•
In the list of attachments, select the attachment you want
Attaching files to the fax
move, and then click or
.
You can attach files to the fax. Attachments are converted to fax file
format when they are sent.
Library documents are documents that are frequently faxed, such as
company literature, credit applications, or employment forms. They
are stored in a library on the fax server in fax file format, so they
don't need to be converted to fax file format when they are sent.
To broadcast a fax to a large number of recipients, it is recommended
that you attach library documents rather than files. This saves time,
because the library documents don't need to be converted to fax file
format.
If sending a fax to an email address, you can send an attachment in
the native file format instead of fax file format.
To
attach a file
1. Under Attachments, click Add File.
2. In the Windows Explorer dialog box, locate and select the
file.
3. The file appears in the list of attachments.
To send an attachment in
the
native
file
format
The option to send a file in the native file format is available if you
are sending to an email destination.
•
In the list of attachments, in the row with the attachment
select the check box in the Native column.
To render an attached file as the body
of your email
This option is only available if sending to an email destination.
When you select to render an attached file as the body of your email,
the file is excluded from conversion to fax format. The email
software will use the first file type it supports as the body of your
email and ignore any additional files designated as alternate body
pages.
1. Attach one or multiple alternate body files. These should differ
only in file format and formatting, not in content.
If attaching multiple alternate body files, make sure that the
least frequently supported body type (such as RTF) appears
first (at
Chapter 3: Completing the fax information
RightFax User Guide
8
the top of the list) and the most frequently supported body type
(such as TXT) last.
2. In the row for each alternate body file attachment, select the check
box in the Alternate Body column.
To delete an attachment
•
In the list of attachments, select the attachment, and then .
click
To
view
an
attachment
•
In the list of attachments, in the Description column click the file
name of the attachment.
Chapter 4: Viewing and handling sent and received faxes
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RightFax User Guide
Chapter
4:
Viewing
and
handling
sent
and
received
faxes
Viewing
the fax
To preview the fax
•
In the fax list, click the fax. The fax appears in the preview
pane.
To
turn the
preview
pane
on or off
1. Click Workspace.
2. In the Workspace dialog box, under Preview Pane, select
Show Workspace Pane.
To view the fax
The
viewing
tool
•
In the fax list, select one or more faxes. On the View menu,
click Image. The Viewer page opens.
•
To rotate the page, on the Page menu, click Rotate, and then
click Clockwise, Counterclockwise, Flip, All Pages Clockwise,
All Pages Counterclockwise, or Flip All Pages.
•
To view thumbnail images of each page of the fax, on the Page
menu, click Show/Hide Thumbnails.
•
To view a different page of the fax, on the Page menu, click
Previous, Next, First, or Last. Click Go to Page to specify the
page number.
•
To move to the next fax or the previous fax, click Next Fax
or Previous Fax.
Button
Description
Show or hide thumbnails.
Rotate the page left.
Rotate the page right.
Pan the page.
Zoom out.
Zoom in.
Fit the page to the height of the viewer.
Fit the page to the width of the viewer.
Chapter 4: Viewing and handling sent and received faxes
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RightFax User Guide
Viewing the fax history, prior versions of the
fax, OCR version of the fax, or PDF version
of
the fax
To
view
the
fax
history
The fax history is created and updated as activity occurs on the fax.
1. In the fax list, select one or more faxes.
2. On the View menu, click History.
3. To print or download the history, click Download
To view
previously saved versions of a fax page
Depending on your user permissions, you may be able to view prior saved
versions of fax pages. Prior versions exist for saved annotated fax pages, fax
pages to which an overlay form was applied, and stamped fax pages.
1. Open the fax and go to the fax page. The current version
appears on the Viewer page.
2. Click Versions. If prior versions are available, they appear in the
list.
3. Select the version that you want to view.
To view
OCR text if available
Optical character recognition can provide the full text of the fax if the OCR
Module is in use.
1. In the fax list, select one or more faxes that have been converted
to text with the OCR Module.
2. On the View menu, click OCR Output.
3. To print or download the OCR text, click Download.
To view
a PDF of the fax if available
If the fax server has converted the fax to PDF, then you can view it in the
fax viewer. For example, when a fax is sent via email, the fax server can send
a PDF.
1. In the fax list, select one or more faxes that have
been converted to PDF.
2. On the View menu, click PDF. The PDF opens in the browser
or in a PDF viewer if available. Your browser may provide the option
to download the PDF.
Marking
faxes as unviewed
When a fax is first received and has not yet been viewed, its entry appears
bold in the fax list. Viewing the fax removes the bold formatting.
You can reapply the bold formatting without triggering any of the actions
related to viewing a fax for the first time. When you do so, "Unviewed
Record" and "Marked as unviewed by user ID" are added to the fax history.
To mark
one
or more
faxes as unviewed
1. In the fax list, select the received fax or faxes.
2. On the Fax menu, click Status, and then click Mark
as
Unviewed.
Saving
or
printing
a
confirmation
page
You can provide evidence of a successfully sent fax by saving or
printing a confirmation page.
Note: If an administrator or group monitor
disapproves a fax held for preview, the history may
include a note explaining the disapproval.
Chapter 4: Viewing and handling sent and received faxes
11
RightFax User Guide
To save or print a confirmation page
1. Open the fax or click a fax in the fax list.
2. On the View menu, click Confirmation Page.
3. To download the page, in the Download list, select the
file format. The file is downloaded, and you can print
the confirmation page as needed.
4. Click Ok.
Adding
comments
to a
fax
You can add comments to received and to sent faxes. If comments
already exist, new comments are appended. Existing comments can
be modified or deleted.
To add or append a comment to multiple faxes
1. In the fax list, select the faxes.
2. On the Fax menu, click Add Comment.
3. In the Add Comment dialog box, type the comment.
4. Click Ok. The comment will be appended to any
existing
comments.
To
add, modify, or delete
a
comment
for
a
single
fax
1. In the fax list, select the fax.
2. On the Fax menu, click Add Comment.
3. In the Add Comment dialog box, type the comment. If
comments exist, you can change the comment text, replace,
or delete it.
4. Click Ok. New comments will be appended to any existing
comments.
Printing
faxes
To
print to a
local
printer
1. In the fax list, select the fax or faxes.
2. On the Fax menu, click Download, and select the file
format to download.
3. After the file is downloaded, open the file and print it
using software on the local computer.
To
print
to
a
server printer,
if
available
A server printer is a printer configured on the fax server for
network printing. The option to print to a server printer is
only available if your user account allows it.
If your user account allows printing to a server printer, you can
choose to print sent and received faxes automatically.
1. In the fax list, select the fax or faxes.
2. On the Fax menu, click Server print if available.
3. In the Print dialog box, select a printer, select print options,
and
then click Ok.
Chapter 5 Creating and using phonebooks
12
RightFax User Guide
Chapter
5
: Creating
and
using
phonebooks
Depending on your user account configuration, you can store
contact information for fax recipients in a RightFax phonebook.
Creating
a
personal
RightFax
phonebook
Your RightFax phonebook can include entries for individual fax
recipients and groups of fax recipients.
To
open your
RightFax
phonebook
•
From your fax mailbox, click Phonebook. The Phonebook
page opens.
To
create
an individual
entry
1. On the Phonebook page, on the New menu, click Phonebook
Entry. The Phonebook Entry dialog box opens.
Chapter 5: Creating and using phonebooks
13
RightFax User Guide
• In the ID box, type an ID for the group.
• Under Available users and groups, select the users
and groups to include in the group. To search for a user or
group, in the search box, enter a full or partial user or
group ID.
• Click Add. The users and groups are added to the Current
group members list. To remove an entry from the list,
select the entry, and then click .
.
• Select any of the following check boxes to specify who can
view and edit this group phonebook entry.
• Published. If selected, the entry will be
available to other RightFax users. If your
RightFax account is not password- protected,
unpublished entries from your phonebook
will be accessible to other users.
• Read only. If selected, only you can edit the
entry.
• Click Ok. The group appears in your phonebook
list.
•
To print phonebook entries
Chapter 6: Giving other users delegate access
14
RightFax User Guide
Chapter
6: Giving other
users
delegate
access
You can give other users on the network delegate access to your fax
mailbox so that they can send or respond to faxes on your behalf.
User permissions determine whether you can assign delegates and
whether you can delegate to individual users or also to groups. When
assigning delegates, you can assign delegate permissions from existing
roles or define and save custom roles. Custom roles that you create
are not shared with other users.
To assign delegates
1. From your mailbox, click Delegates. The Delegates page
opens.
2. Click New. The New Delegate dialog box opens.
3. Under User or group, select the users and groups to assign
delegate permissions. To search for a user or group, in the
search box, enter a full or partial user or group ID. Matching IDs
will appear in the list.
4. In the Role list, select a role. To define a role from the list of
permissions, select None.
5. In the list of permissions, select and clear access options as
needed.
6. To save the selected permissions so that they can be quickly
applied to other delegates as a new role:
•
Select Save these permissions as a custom
role.
•
In the Custom role ID box, type an ID for the role.
7. Click Ok.
To create a new custom delegate role
1. From your mailbox, click Delegates. The Delegates page
opens.
2. On the Custom Roles menu, click New. The New Custom
Role dialog box opens. If a delegate was selected on the
Delegates page, the properties of the delegate's role will appear.
3. In the Custom role ID box, type an ID for the role.
4. To create the new custom role from an existing role, in the
Based on role list, click the role.
5. In the list of permissions, select and clear access options.
6. Click Ok. The role appears in the Role list.
To delete a custom delegate role
If you delete a custom role, delegates that have been previously
assigned the custom role will retain the permissions of the custom
role.
1. From your mailbox, click Delegates. The Delegates page
opens.
2. On the Custom Roles menu, click Delete. The Delete
Custom Role dialog box opens.
3. In the Custom role ID box, select the role and then click Ok.
Chapter 6: Giving other users delegate access
15
RightFax User Guide
Default
delegate
permissions
by
role
Read
permissions
Owner
Editor
Reviewer
Can view faxes.
x
x
x
Can view first page of received faxes.
x
x
x
Can print faxes.
x
x
x
Can view fax history.
x
x
x
Can browse all folders.
x
x
x
Can use phone entries.
x
x
x
Can export images.
x
x
x
Can mail images.
x
x
x
Write
permissions
Delete
permissions
Owner
Editor
Reviewer
Can delete faxes.
x
Can delete folders.
x
Can delete phone items.
x
Miscellaneous permissions
Owner
Editor
Reviewer
Can create faxes.
x
x
Can edit faxes.
x
x
Can update fax status.
x
x
Can forward faxes.
x
x
Can OCR faxes.
x
x
Can create folders
x
x
Can rename folders.
x
x
Can create phone items.
x
x
Can edit phone items.
x
x
Can annotate faxes.
x
x
Can move faxes.
x
x
Can route faxes.
x
x
Can route faxes
x
x
Can annotate faxes with personal stamp
x
x
Owner
Editor
Reviewer
Can approve faxes.
x
x
Can modify user options.
x
Can modify delegates.
x
Can toggle refuse fax distributions.
x
x
Requires fax approval. This
permission does not apply to faxes
that the user creates, including faxes
that the user creates as a delegate on
behalf of another user.
Appendix A: Fax status and error
messages
16
RightFax User Guide
Appendix
A:
Fax
status
and
error
messages
The following list describes the fax status and error messages.
A new fax has arrived for [UserlD ] from remote ID: [RemotelD]
Another
user has designated you to be their alternate for notification and they have
received a new fax.
A new fax has arrived for [UserlD] which hasn't been viewed or
printed
A member of the group for which you are the fax administrator or
alternate administrator has received a fax and has not viewed or printed it
within one hour of receipt.
A new fax
has arrived from remote
ID:
[RemotelD]
You have received a new fax. You will continue to be notified for one
hour (or other period specified by the administrator). If you do not view or
print the fax, your group's administrator will be notified. If he or she does
not print the fax, your group's alternate administrator will be notified.
An outgoing fax is ready for previewing
The fax that you requested to be held for preview has been processed by
the fax server and is waiting in your mailbox. You must release it to
start the sending process.
Answer tone
detected
The fax server could not connect with the remote (receiving)
fax machine due to communication errors between the
receiving fax machine and the fax server.
Bad FCS Information
Incorrect information was entered on the cover sheet.
Bad Formtype
You have specified an overlay form that does not exist or is corrupt.
Bad
Phone
Number
You entered an incorrect or nonexistent fax phone number.
Bad Signature Code
The code that identifies the signature file is not recognized, because it
is corrupt or it does not exist.
Call
answered before one full ring
The fax server did not receive a normal-length ringback signal from the
phone service provider.
Carrier
not
detected
The fax server did not detect a dial tone when it tried to dial out.
Command
time
exceeded
There are timing-related errors, possibly when the fax card waits for or
sends a command (T30 protocol handshaking commands) and doesn't
get a response within a given period or time.
Command
time
too short
There are timing-related errors, possibly when the fax card waits for or
sends a command (T30 protocol handshaking commands) and doesn't
get a response within a given period of time.
Appendix A: Fax status and error
messages
17
RightFax User Guide
Command
timeout
There are timing-related errors, possibly when the fax card waits for or
sends a command (T30 protocol handshaking commands) and doesn't
get a response within a given period of time.
Communications-line
failure
The fax card was unable to make a valid connection with the remote
(receiving) fax machine.
Conversion
Failed
The fax server was unable to convert the document to Group III
format.
Dial
failure
or no dial
tone
The fax server cannot detect a dial tone, because there is a problem
with the phone line, or the fax card is configured incorrectly.
Duplicate
The fax is a duplicate. It has been forwarded to you by another user.
Equipment
busy
tone
detected
The phone line of the remote (receiving) fax machine is busy.
Fax
Discarded
The fax server threw the fax away. Contact your administrator.
Fax
number busy
The fax server has tried to send the fax the required number of times,
and each time the phone number was busy. The default value is 5 tries.
Fax to [Name]
abandoned, too many
retries
The fax server will try to successfully send the fax a specified
number of times (determined by the administrator) then quit trying.
The default value is 5 tries.
Fax
to [Name],
[Error]
The outgoing fax encountered the error listed. (See the error listed for
more information.)
FCS
Create
Failed
The cover sheet of the fax could not be created due to a corrupt or
incompatible cover sheet.
Function
not
implemented
An operation was attempted that is not currently supported by the
fax card software.
G2
Fax Machine
You have attempted to send a fax to a Group II machine, rather than a
Group III machine.
Held for Preview
The fax is held for your preview before it will be sent. You must
release the fax to start the sending process.
Human
Answered
The fax server detected an unknown sound after it dialed the fax
number. The unknown sound could be a human voice, a recording, or
line noise.
Illegal line
number
You have attempted to send a fax on a fax channel that does not exist.
Illegal
option in
call
This error could occur if an invalid parameter is given for one of several
different commands, including LOG, DEBUG, XFER, and SEND.
Illegal
parameter
value
This error could occur if an invalid parameter is given for one of several
different commands, including: LOG, DEBUG, XFER, and SEND.
Illegal
Sig.
Use
You have included a signature file in the fax that you are not
authorized to use.
Imaging
error
encountered,
fax
abandoned
The fax server was unable to convert the document to Group III
format for transmission, and so it quit trying.
Appendix A: Fax status and error
messages
18
RightFax User Guide
In
Conversion
The fax server is converting the document to fax format for
transmission.
In
Validation
The signature or billing codes in the fax are being validated against
the fax database.
Info
Not
Complete
Some of the required sending information is missing from the fax.
Initial
Processing
The fax server is checking the document for embedded codes and
calculating the number of pages in the fax.
Invalid
Billing
Code
You have entered a billing code that is incorrect or does not exist.
Invalid
Embedded
Code
You have included a misspelled, incomplete, or nonexistent embedded
code in the fax.
Line
in Use
The fax server was not able to send the fax, because there were no
outgoing phone lines available.
Loop
current
detected
When the fax server attempts to go off-hook to send the fax, it finds
that the phone is already off-hook. This can occur when two devices
are sharing a phone line and attempt to use it at the same time. It
might also be a fax card configuration error.
Loop
current
failed
The fax card detected current on the line, but it did not detect a valid
value for LOOP CURRENT.
Loop
current not detected
The fax card was looking for LOOP CURRENT before it attempted to
dial the fax number but didn't find any.
Network congestion detected
The network may be running inefficiently and causing traffic, or an
invalid fax number may have been dialed.
Network
high and dry
(no
ring)
The fax card does not detect any type of telephone interface
available. This is a very serious error; contact your fax administrator
immediately.
No Answer at Fax
#
The fax machine at the receiving end didn't answer, or a wrong
number was dialed.
No answer tone
detected
The phone is ringing at the destination, but the fax machine is not
answering within the specified time. This is especially prevalent in
international calling when it can take up to a minute to connect to
the remote (receiving) station.
Non-G3 Modem Detected
The fax server has detected a non-Group III fax modem on the
remote (receiving) fax machine and cannot communicate with it.
OCR error
An error occurred while a document was being sent to or in processing
by the OCR Module.
OCR
in
process
The fax has been queued and is being processed for optical character
recognition (OCR) by the OCR Module.
OK
The fax server has successfully sent the fax over the phone lines.
This does not guarantee successful receipt of the fax at its
destination.
One
of your
outgoing
faxes needs attention
Some of the required sending information is missing from the fax.
Appendix A: Fax status and error
messages
19
RightFax User Guide
P2
was not detected at the end of training
There is a performance problem with the fax server and the number of fax
cards that it contains.
Phone
Line
Problems
There is a problem with the phone lines at the fax server.
Poor
Quality
There was too much line noise for the fax to be transmitted correctly. The
fax may have been sent, but it may be difficult to read.
Printing
The fax is printing.
Printing
Error
An error occurred while the fax was printing.
Protocol
reject message
This is a generic protocol error code that could have several meanings. In
general, the fax card in the fax server is having difficulty communicating
with the remote (receiving) fax machine, because it isn't getting the
signals it expected.
Protocol
timeout
This is a generic protocol error code that could have several meanings. In
general, the fax card in the fax server is having difficulty communicating
with the remote fax machine, because it isn't getting the signals it
expected in the appropriate time frame.
Queued
for
OCR
The fax has been queued and is waiting for the OCR Module to convert it
using optical character recognition (OCR).
Queued
for
Printing
The fax has been queued and is waiting to be printed.
Ringback signal detected
A ringback signal was detected when it should not have been. This may
be due to interrupting a call in process on a shared line or could be
caused by noise on a T1 phone line.
Ringback,
but
no
answer
tone
The phone rang at the destination, but it was never answered. This might
be because the receiving fax machine is off-line or unable to receive
faxes.
Ringback,
then
busy
condition
The fax number that was dialed went off-hook and then went on-hook
very quickly, generating a fast busy signal.
Scheduled
for Send
The fax was successfully converted to fax format and is now being sent
to the fax server to await sending. If you specified a date and time to
send the fax, the fax server will wait to send it then.
Scheduling
Failed
The fax was converted correctly, but it couldn't be correctly queued to
be sent.
Sending
The fax server is transmitting the fax.
Sending
fax
to [Name]
at [FaxNumber]
The fax is being sent to the name and fax number specified.
Sig
Needs Authorization
You must be authorized to use the signature file that is included in the fax.
Thermal
Record
For the fax history record, the fax was manually recorded as sent or
received on a conventional fax machine.
Training
Algorithm detected FSK
There is a performance problem with the fax server and the number of fax
cards it contains.
Appendix A: Fax status and error
messages
20
RightFax User Guide
Training Algorithm found on PN
There is a performance problem with the fax server and the number of
fax cards it contains.
Tx/Rx
Error
The receiving fax machine was experiencing difficulties or excessive line
noise.
Unknown Error
Undetermined error.
Unknown
Error Code
Error condition is not known.
Unknown Status Code
An unknown status code has been returned to the fax server from
the fax card.
Voice
response
to call
The fax server detected a sound that it didn't expect after it dialed the
fax number. The sound could be a human voice, a recording, or line
noise.
Waiting
for
Conversion
The fax server is busy with another process and has queued the fax to
be converted.
Waiting to be
Sent
The fax is waiting to be scheduled for faxing.
Your fax
has been successfully sent to [Name]
at [FaxNumber]
The fax
was successfully sent over the phone lines. This does not guarantee
successful receipt of the fax at its destination.
Your
outgoing
fax
contains
an
invalid
billing
code
You have either not entered a required billing code or entered one that
does not exist.
