User Manual for MOST – RightFAX
Contents
1. Cancel Maintenance There are certain directories that need to be monitored for growth along with the RightFax plugin for Reform 12 As a system processes more and more jobs the size of these directories can grow very quickly Overall system performance can be affected by the large amounts of space that the files may take up Obsolete files should be deleted according to your needs and file retention specifications It is recommended to monitor the following directories for growth Directories C Program Files Reform Backups C Program Files Reform Spooler ImageQueue Reform12 Reform to Captaris RightFax 18 Troubleshooting e The RightFax Client must be installed on the computer running Reform Reform communicates with RightFax using Port 445 this port must be permitted if any firewalls or network monitors are running e Check all RightFax server settings include username and servername e Make sure you are able to ping the fax server from the server running Reform e Verify that the RightFax FaxUtil can connect to your RightFax server properly Other company or product names mentioned herein may be trademarks or registered trademarks of their respective companies Reform122. Input Setup RightFax Demo atl Form and TextFile to be used in the Workflow Please enter the form name and textfle name or browse for them Input Text File C Program Files Ricoh Reform POC yi2 Backups Fax out 15 You will also be prompted to add a page break field to the forms At this point we want to select No 16 To finish the Fax workflow we want to add a RightFax Output We use the same drag and drop procedure as with the Form and File see step 9 Take your mouse and drag the RightFax object from under Output onto the workflow somewhere below your Input Once you release your mouse you will be prompted to describe RightFax Type RightFax in the box and then click Finish Reform Setup RightFax 1 ee el Please enter a description for RightFax 1 Description RightFax Cancel Reform to Captaris RightFax 9 17 Once you click Finish you are taken back to your workflow Your RightFax will have a Red Caption because it is not yet configured To configure RightFax you must first connect the Form and File object titled RightFax Demo To do so first select the Add Connector button from the menu bar Next drag your mouse from the small x underneath RightFax Demo to the small x above RightFax as pictured below When the connection is complete the connecter will turn black if red connection has not been made correctly try again and the RightFax Demo caption wil
3. click the appropriate button below and then select it from the list Static Quote Information Dynamic Click here to select variable dynamic information 25 For Notes we would like to again use variable data from the print stream To do so first click the button Click here to select variable data From the list that appears select Description and click Finish RightFax Wizard Please enter or select a value for Votes To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static Click here to enter static information Dynamic Client ddress P O Box 1391 Indiana A Clientwame Adam Park Resort CustomerID ADAMPARKOOOL Description 32x 40 DYOD F Or For mikey Quote Freightlost 0 00 Ttembum 321 IDE 40 IDE Masterlum 331 Misc t0 00 Cre Reform to Captaris RightFax 14 26 You have completing configuring your simple RightFax workflow Your 2 objects RightFax Demo and RightFax should all be green meaning they have been successfully configured and the workflow is ready to be created x x m x RightFax Demo PaghtFax x 27 To make all the appropriate forms and changes the workflow must be executed This is done by clicking the Execute button Ni Execute on the menu bar After execution you will be notified of the configuration that has taken place Clic
4. Reform to Captaris RightFax 9 21 2009 Reform12 amp Captaris RightFax Reform to Captaris RightFax 2 Table of Contents ADOUT THE RightFax PIUZ IM wisssscsssiassisusicsnsianstunnwadvdneoiecstebadelsudedaterdasndeascevtstacbacdeaeattoenessoawens 3 System REGUIFEIMENITS iuscscesdcscaantoavesnnbsauevdvonabian cna deoractosnewannvenoninbanentngiavedesanenseaaunabeacinss 3 AS CA ION iena E vase E EA EAEE ER 3 Setting up your First RightFax Enabled FOrm cccsccssccsecseccsceeseceeecseeeeceseeeeccseeeeeaeeeees 3 ACIN N SOD s e E E A E E a 17 Fax COV OF PaE E eenaa EE E E Ra 17 MIMEA E ee a T E E T S 17 WOUDE ROO UN sce tacts raced A EE E EEE E E A AE 18 Captaris RightFax Reform to Captaris RightFax 3 About the RightFax Plug in The Captaris RightFax plug in will allow Reform 12 Enterprise PDC to interact with a RightFax server in order to automatically distribute documents to your fax system System Requirements e Reform 12 Enterprise or Reform 12 PDC e Windows 2003 Server or Windows XP 64 bit editions of Windows are NOT supported e RightFax FaxUtil application installed on the Reform Server for client Installation To install the Captaris RightFax plugin to your existing Reform 12 installation download and run the Captaris RightFax installation executable Right FAs exe Step through the prompts and the installation will begin Allow the installation to complete and then read on to the next sectio
5. ation is complete You can re print the document by copying the file from the backup directory to the spooler directory again You can also create a new form and configure it using the Workflow Designer Reform12 Reform to Captaris RightFax 16 Check your RightFax server to make sure the fax was successfully sent Reform12 Reform to Captaris RightFax 17 Attachment Setup To configure Reform to use attachments with Captaris RightFax open your Reform Designer Open the form you would like to adjust and go to File gt Page Setup Click on the Attachment Setup button beside the Transport Type dropdown list in Page Setup to call up the Attachment Setup dialog box The Attachment Setup dialog allows you to choose from various file types resolutions and color formats for your attachments The recommended attachment type for the RightFax plugin is a TIFF image with Group 4 compression Note You can change the Color format to Gray Scale or Color but you will experience a noticeable speed difference Fax Cover Page To use the RightFax cover page in your faxes open your Reform Designer Open the form you would like to adjust and select Options gt Automation gt Fax Cover Page Instead of browsing for a cover page type in the fax cover name that exists in your RightFax System To use RightFax s default cover page type System Default as the Cover Page as pictured below Cover Page Cover Page File System Default E DK JE
6. it E 5 a Dg RightFax Edit Caption Configuration Align to Grid Ctrl Del Delete 12 You are now presented with the Input Setup window First we want to select the TextFile or data stream that our form will be using To do so you can simply begin typing in the box or you can browse to find it We want to select the Fax out file Click the small folder icon to bring up a window which will let us choose that file Select the file and click Open Reform12 Reform to Captaris RightFax 7 Browse Lookin G Backus Ee Packing Slip qut re E Check out My Recent en DAC ok Documents eal Letter out Desktop My Documents My Computer s File name Fax aut w May Network Files of type we Cancel et Previous Finish 13 After choosing the text file you are taken back to the Input Setup page so that you can now select a form Click the small folder icon to bring up a window which will let us choose the desired Fax FOM form file Select the FOM file and click Open Browse x Look in at Forms My Recent Documents 7 My Computer 1 File name tl y Network Files of type Cancel f Previous Finish Reform to Captaris RightFax 14 Now that you have both your Input Text File and Reform Form selected the setup of Form and File is complete You can quickly double check that the correct files are selected and then click Finish
7. k OK Completed configuring the workflow RightFax Demo sends the data to RightFax 7 Cancel 28 You can now close the Workflow Designer Your form has been saved in your default forms directory A backup of your original Fax FOM file has been copied to the Workflow Designer Original Forms folder in your forms directory Any permanent form changes should be made to this original form as it is used throughout the form configuration process as a template If changes are made to this template you will have to execute your workflow again to see the changes in the forms Reform12 Reform to Captaris RightFax 15 29 Navigate to your Reform Backups directory Select the Fax out file right click the file and select Copy Address C Program Files ReformBackups Name Size Type Ei Check out 3KE OUT Fi Letter out IKE OUTFi 17KB OUT Fi 6KE OUT Fi Open Send Ta Cut 30 Navigate to your Reform Spooler directory Paste the file into the Spooler directory Pasting the data stream to this folder simulates printing from Windows AS400 Unix etc Address C C Program Files Reform Spooler Name Sl spoolg Ick View H Arrange Icons By j Refresh Customize This Folder Properties 31 When the Spooler Application begins processing the file you will notice the file name change to something similar to the image below E FAX Fax out PZN3HV 32 Once the document is faxed the demonstr
8. l turn green x Right T amp RightFax 18 You will be prompted to configure RightFax upon completing the connection Click Yes Ifyou chose not to you can also double click on the RightFax object or rightclick and select Configuration This configuration will step you through all the settings necessary for RightFax to successfully connect to your RightFax server and send faxes The first page will ask for the server name and the user name that will be used to connect to the RightFax server Fill in both boxes and then click the Start Wizard button RightFax Setup Please fill in the following information Username UserName Server ServerName Start Start Wizard Reform12 Reform to Captaris RightFax 10 19 The next piece of information the configuration requires is the FaxNumber where to send the fax to Enter in a valid fax number by typing it in the provided box and then click Next RightFax Wizard Please enter or select a value for Favelinnber To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static 123 456 7890 Dynamic Click here to select variable dynamic information Cancel 20 Next is the Recipient s Name Here we would like to use data that is available in the data stream instead of a static value To do so we first must click the Click here to select variab
9. le information button RightFax Wizard Please enter or select a value for Recipient s Vane To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Dynamic Click here to select variable dynamic information Note After doing so we see that a list will appear with the different fields that you can choose for your variable data If you want to go back to static input mode you Reform12 Reform to Captaris RightFax 11 can do so by clicking the appropriate button for static information and you will then be able type static information 21 We want to use the dynamic field ClientName as the Recipient Name Select ClientName from the list and click Next RightFax Wizard Please enter or select a value for Recipient s Vane To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static Click here to enter static information Dynamic Client4ddress P O Box 1391 Indianag gt ClientName Adam Park Resort CustomerIO ADAMFARKE0OOI Date 8 28 2008 Description 328 DVD ROM 40x DVD R Of Discount 0 00 0 00 J ExtPrice 493 953 39 95 For rmrikey Quote Freightlost 0 00 ItemNum 32x IDE 40 IDE MasterNurm 331 Misc 0 00 22 For Recipient s Company Name we would like to again use variable data from the print
10. lick Ok New Workflow Available Workflows Document Automaton Document Restrictans 8 You will now notice that your Inputs Processes and Outputs have been populated by the various plug ins you have installed RightFax being one of the Outputs Reform12 Reform to Captaris RightFax 5 OH amp A OG Qs Add Side Connector 3k Add Connector yj Execute General a ES wd Comment S T r Eid E m m E uh hid HANI TagDac Output Sb Email 2 Printer G SaveToFile 9 Wecan start adding the necessary components to the workflow First drag and drop a Form and File object onto the workflow by clicking and holding your mouse on Form and File and then moving your mouse over to the workflow and releasing the mouse button input RE gt Process x y DAC You will be prompted with the following dialog Form and File 4 E i gt _ Reform12 Reform to Captaris RightFax Reform Setup Form and File 1 Please enter a description for Form and File 1 Description RightFax Dermol Cancel 10 Enter a description for the object you just added This is done by typing in the provided box Type RightFax Demo and click Finish This will take you back to your workflow 11 Now we are ready to configure the RightFax Demo form and input file To do so right click on the newly added object and select Configuration or simply double click on
11. n to learn how to implement Captaris RightFax to your forms Setting up your First RightFax Enabled Form In this tutorial we are going to create a new form from an existing template and then configure it using the Workflow Designer to send documents to a RightFax server The RightFax Plug in can be easily configured by using the Workflow Designer First the Reform Designer must be started To open it go to Start gt Programs gt Reform gt Designer 1 For the example we will be creating a new form with an existing template Go to File gt New gt New Select the Fax template and click OK Fax FTM Fax Sample Quote Information 2 When it asks if you would like to open a text file for designing select No 3 Next go to File gt Save to save your form Name it Fax fom Reform12 Reform to Captaris RightFax 4 4 You can now close the Reform Designer since we have our form which we will be using alongside the Workflow Designer to route the document Now that we have our form we can begin to fulfill the desired RightFax workflow using the Workflow Designer First the Workflow Designer must be started 5 To open it go to Start gt Programs gt Reform gt Workflow Designer 6 Once open we must go to File gt New i Reform Workflow Designer Wh Execute Reread Library kH Save Save 4s Setup Work Flow Exit Process Output 7 Select Document Automation and c
12. stream To do so first click the button Click here to select variable data From the list that appears select ShipToName scroll down and click Next Reform to Captaris RightFax RightFax Wizard Please enter or select a value for Recipient s Company Vame To use a static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static Click here to enter static information Dynamic QuoteNum QTEST 1025 RegShipDate 0 0 0000 SalesPersonID GREG E ShippingMethod GROUND ShipToAddress Suite 63 14 Chestnut Drive Indianapolis IN ShipToName Adam Park Resort SubTotal 39 90 Tax 0 00 TotalAmount 89 90 TradeDiscount UnitPrice 49 95 39 95 WOM Each Each Cancel Skip 23 Type in a value for the Recipient s Phone Number and click Next RightFax Wizard Please enter or select a value for Recent s Phone Musber To use a Static value please type it in the box below To use a dynamic value please click the appropriate button below and then select it from the list Static 55 555 1234 Dynamic Click here to select variable dynamic information Cancel Skip 24 Type in Quote Information for the Subject and click Next 12 Reform to Captaris RightFax 13 RightFax Wizard Please enter or select a value for Subject To use a static value please type it in the box below To use a dynamic value please
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