OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide

Transcription

1 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide

2 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide ii Edition OpenText RightFax 10.0 Connector for Microsoft SharePoint This document was last updated May 19, Trademarks OpenText is a registered trademark of OpenText Corporation. All other company names, brand names, and product names are the property and/or trademarks of their respective companies. Copyright Notice 2011 OpenText, Inc. All rights reserved. OpenText Corporation 275 Frank Tompa Drive Waterloo, Ontario, Canada N2L 0A1 (519) Portions of this product Copyright Glyph & Cog, LLC. Portions Copyright 2001 artofcode LLC. This software is based in part on the work of the Independent JPEG Group. This software is based in part on the work of the Freetype Team. Portions Copyright 1998 Soft Horizons. Portions Copyright 2001 URW++. All Rights Reserved. Includes Adobe PDF Library technology. Adobe, Acrobat and the Acrobat logo are trademarks of Adobe Systems Incorporated. Portions Copyright TMS, Inc All rights reserved.

3 Contents Chapter 1 Installing the OpenText RightFax Connector for Microsoft SharePoint About the Connector for Microsoft SharePoint Installation Overview...5 Installing the Connector on the RightFax Server...6 Installing the Connector on the SharePoint Server...8 Installing in a Shared Services Environment Configuring the Connector for Microsoft SharePoint Chapter 3 Using the OpenText RightFax Connector for Microsoft SharePoint About the Fax Templates...15 Creating a New Site with the Paper Center Template...15 Adding a Fax Library to an Existing SharePoint Site...16 Importing Faxes into a Fax Library...17 Configuring Fax Sending Settings for a Library...19 Sending Faxes from SharePoint...20 Chapter 2 Administering the OpenText RightFax Connector for Microsoft SharePoint Activating Faxing Features on All Sites Activating the Connector s Faxing Features on Individual Site Collections Handling Fax Errors iii

4 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide iv

5 Chapter 1 Installing the OpenText RightFax Connector for Microsoft SharePoint 2007 About the Connector for Microsoft SharePoint 2007 With the Connector for Microsoft SharePoint 2007, users can fax documents that are stored in SharePoint libraries, and received faxes can be imported into SharePoint automatically. Installation Overview The Connector for Microsoft SharePoint 2007 consists of two components, one installed on the OpenText RightFax server and one installed on the SharePoint server. The installation process is slightly different for 32-bit systems than for 64-bit systems: 32-bit: Run the same installation program on both 32-bit RightFax servers and 32-bit SharePoint servers. 64-bit: RightFax server and SharePoint server installation programs are separate. Run one installation program on 64-bit RightFax servers and a different installation program on 64-bit SharePoint servers. If you have both 64-bit and 32-bit servers, be sure to run the correct version of the installation program on each server. The Connector for Microsoft SharePoint 2007 is only supported on English language operating systems at this time. The prerequisites for installing the Connector on the RightFax server are: OpenText RightFax 10. See the OpenText RightFax Installation Guide for detailed requirements. The prerequisites for installing the Connector on the SharePoint Server are: Microsoft Office SharePoint Server 2007 SP2 with the latest updates installed. SharePoint 2010 is not supported. SharePoint must be fully configured and functional before adding the Connector. Administrator user rights on the local machine. Caution The RightFax Server and SharePoint server must each be installed on separate computers. Each component of the Connector must be installed on the appropriate computer. 5

6 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide 6 Installing the Connector on the RightFax Server Installing the Connector on a 32-bit RightFax Server To install the Connector on a 32-bit RightFax server: 1. Run the 32-bit version of the Connector for Microsoft SharePoint 2007 installation program on the RightFax server. 2. On the Welcome page of the Connector for SharePoint 2007 Installation Wizard, click Next. 3. Carefully read the License Agreement and if you accept the terms, click Yes. 4. On the Customer Information page, type your User Name and Company Name. 5. Select the Anyone who uses this computer (all users) default, and then click Next. 6. On the Choose Destination Location page, if your RightFax server is not installed in the default location, click Select and browse to the location of the RightFax folder. Otherwise, click Next. 7. On the Select Features page, select the RightFax Package check box and then click Next. Figure 1.1 Select Features page of the installation wizard. 8. On the Logon Information page, enter the User name and Password for the account that will use the RightFax Connector Service. On the computer on which the RightFax server is installed, the account must: Be a domain user Be a local administrator Have log on as a service permission in Local Security Settings. 9. Click Next. The installation program will attempt to log on as a service, and a message will appear if the test fails.

7 10.On the SQL Server page, specify the user account that will be used by the installation program to make the required changes to the SQL database. Do one of the following: Select Windows authentication to use the account specified on the previous page if that account has sufficient permissions to modify the RightFax database. Select SQL Server authentication and specify a Login ID and Password for a user account that has sufficient permissions to modify the RightFax database. Figure 1.2 SQL Server page of the installation wizard 11.Click Next. The installation program will attempt to log on to the SQL Server, and a message will appear if the test fails. 12.On the Start Copying Files page, review the summary of the information you entered on the previous pages. To make changes, click Back. Otherwise, click Next to begin installation. 13.After installation on the RightFax server is complete, install the SharePoint component of the Connector on the SharePoint Server. See Installing the Connector on the SharePoint Server on page 8. Installing the Connector on a 64-bit RightFax Server To install the Connector on a 64-bit RightFax server: 1. Run the 64-bit RightFax component of the Connector for Microsoft SharePoint 2007 installation program on the RightFax server. 2. On the Welcome page of the Connector for SharePoint 2007 Installation Wizard, click Next. 3. Carefully read the License Agreement and if you accept the terms, click Yes. 4. On the Customer Information page, type your User Name and Company Name. 5. Select the Anyone who uses this computer (all users) default and then click Next. 6. On the Choose Destination Location page, if your RightFax server is not installed in the default location, click Select and browse to the location of the RightFax folder. Otherwise, click Next. 7. On the Select Features page, select the RightFax Package check box and then click Next. 8. On the Logon Information page, enter the User name and Password for the account that will use the RightFax Connector Service. On the computer on which the RightFax server is installed, the account must: Be a domain user Be a local administrator Have log on as a service permission in Local Security Settings. Installing the OpenText RightFax Connector for Microsoft SharePoint

8 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide 8 9. Click Next. The installation program will attempt to log on as a service, and a message will appear if the test fails. 10.On the Start Copying Files page, review the summary of the information you entered on the previous pages. To make changes, click Back. Otherwise, click Next to begin installation. 11.After installation on the RightFax server is complete, install the SharePoint component of the Connector on the SharePoint Server. See Installing the Connector on the SharePoint Server on page 8. Installing the Connector on the SharePoint Server Installing the Connector on a 32-bit SharePoint Server To install the Connector on a 32-bit SharePoint server: 1. Run the 32-bit version of the Connector for Microsoft SharePoint 2007 installation program on the SharePoint Server. 2. On the Welcome page of the Connector for SharePoint 2007 Installation Wizard, click Next. 3. Carefully read the License Agreement and if you accept the terms, click Yes. 4. On the Customer Information page, type your name and company name. 5. Select the Anyone who uses this computer (all users) default and then click Next. 6. On the Choose Destination Location page, click Next.

9 7. On the Select Features page, select the SharePoint Package check box and then click Next. Figure 1.3 Select Features page with SharePoint Package selected 1. Run the 64-bit SharePoint component of the Connector for Microsoft SharePoint 2007 installation program on the SharePoint server. The Connector for SharePoint 2007 dialog box will appear and display installation progress. A Command Prompt window will appear during installation. When installation is complete, the message Press any key to continue will appear in the Command Prompt window. 2. Press any key on the keyboard. The Command Prompt window and the Connector for SharePoint 2007 dialog box will close automatically. 3. After installation is complete, configure the SharePoint server to work with the RightFax server. See Configuring the Connector for Microsoft SharePoint 2007 on page On the Start Copying Files page, review the summary and then click Next to begin installation. 9. After installation is complete, configure the SharePoint server to work with the RightFax server. See Configuring the Connector for Microsoft SharePoint 2007 on page 11. Installing the Connector on a 64-bit SharePoint Server To install the Connector on a 64-bit SharePoint Server: Installing the OpenText RightFax Connector for Microsoft SharePoint

10 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide 10 Installing in a Shared Services Environment Deployment Prerequisites Domain server: Microsoft Windows Server 2008 with Active Directory Database server: Microsoft Windows Server 2008 with SQL 2008 RightFax server Shared Services Environment: two servers running Microsoft Windows 2008 with RightFax server in shared services mode using the database server as a shared database and Database Sharing configured in the RightFax Server Module service. and one of the following: Single SharePoint server: Microsoft Windows Server 2003 or 2008 SQL 2005 Microsoft Office SharePoint Server 2007 OR SharePoint Medium Farm: SQL Server Application Server Two Web Front End Servers The identity for the application pool that is running SharePoint must be a farm administrator. Configure all servers to connect to the same domain. To Install in a Shared Services Environment 1. Install the SharePoint component of the Connector on the SharePoint server. In a SharePoint medium farm, install the SharePoint component of the Connector on all SharePoint servers, including the Application Server and Web Front End Servers. 2. On the first RightFax server node, install the RightFax component of the Connector. 3. On the second RightFax server node, install the RightFax component of the Connector. 4. Verify that the RightFax Connector for SharePoint 2007 service is running on both RightFax servers. 5. Configure SharePoint to work with each RightFax server in the shared services environment. See Configuring the Connector for Microsoft SharePoint 2007 on page In SharePoint, create two fax libraries, one to import faxes from the first node, and one to import from the second node. See Adding a Fax Library to an Existing SharePoint Site on page In Enterprise Fax Manager, verify that the RightFax User ID you assigned on the library s Fax Import Settings page is a valid RightFax server user account. For information about Enterprise Fax Manager, see the OpenText RightFax Administrator s Guide. 8. Test the shared services environment by sending a fax from each node to ensure that it is imported into the fax library configured for the node.

11 Configuring the Connector for Microsoft SharePoint 2007 After installing the Connector on both the RightFax server and the SharePoint server, configure the SharePoint server to work with the RightFax server. 1. On the SharePoint server, navigate to the Central Administration home page and click the Operations tab. 2. Locate the RightFax section on the page, and click RightFax Servers/Incoming Fax/Outgoing Fax Settings. Figure 1.4 RightFax section of the Central Administration Operations tab Adding a RightFax Server On the RightFax Servers/Incoming Fax/Outgoing Fax Settings page: 1. In the RightFax Servers section, under Servers, click the Add button. 2. In the Friendly Name box, enter a name for the RightFax server. 3. In the Server/IP box, enter the IP address of the RightFax server. 4. In the Port box, enter the port to use for communication with the RightFax server is the default. 5. In the Upn Identity box, enter the domain and user name of the service account on the RightFax server. This is the same user you specified when installing the Connector on the RightFax server. See Installing the Connector on the RightFax Server on page 6 for more information. 6. Click Apply. The server friendly name will appear in the Server Friendly Name list. 7. To add any additional RightFax servers (such as other servers in a cluster) repeat steps 1 through 6. Note To remove a RightFax server, click its name in the list and click Remove. To modify settings for a RightFax server, click its name in the list and click Modify. 8. To specify the timer jobs schedule, continue to the next section Specifying the frequency of sending or importing faxes, otherwise click Save. Specifying the frequency of sending or importing faxes The Fax Receiver Service checks for received faxes to import into SharePoint. The Fax Sender Service checks for outgoing faxes and sends them to the RightFax server for processing. By default, they are configured to run every five minutes. To change the interval, on the RightFax Servers/Incoming Fax/Outgoing Fax Settings page: Installing the OpenText RightFax Connector for Microsoft SharePoint

12 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide In the Timer jobs Schedule section, in the Fax Receiver Service box, enter a time interval in minutes. 2. In the Fax Sender Service box, enter a time interval in minutes. 3. Click Save. Figure 1.5 RightFax Servers/Incoming Fax/Outgoing Fax Settings page

13 Chapter 2 Administering the OpenText RightFax Connector for Microsoft SharePoint 2007 You can activate and deactivate fax import and sending features on all sites by using SharePoint Central Administration. After the faxing features are activated for all sites, fax import and fax sending can be activated or deactivated for each site collection. 4. To turn on RightFax Integration Settings, click Activate. Figure 2.1 Manage Farm Features page Activating Faxing Features on All Sites You can activate and deactivate the fax integration features of the OpenText RightFax Connector for Microsoft SharePoint 2007 for all sites on the SharePoint farm. 1. On the SharePoint server, navigate to the Central Administration home page and click the Operations tab. 2. Locate the Global Configuration section on the page, and click Manage Farm Features. 3. To turn on RightFax Integration Services, click Activate. 13

14 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide 14 Activating the Connector s Faxing Features on Individual Site Collections You can activate fax sending and import features separately on each site collection. To activate fax features on a site collection: 1. On the site collection Home page, click the Site Actions button. 2. Click Site Settings, and then click Modify All Site Settings. 1. On the Site Settings page, in the Site Collection Administration section, click Site Collection Features. 2. On the Site Collection Features page, do one or both of the following: To activate fax import features, click the Activate button in the Captaris RightFax Import Features section. To activate fax sending features, click the Activate button in the Captaris RightFax Sending Features section. Figure 2.2 Site Collection Features page Handling Fax Errors When faxes are not successfully sent, they are added to the Error Queue document library. The Fax Sender Service automatically tries to re-send the documents in the Error Queue. Viewing the Error Queue You can view the Error Queue and try to correct problems with the faxes that appear. To view the Error Queue: 1. On the Central Administration home page, click the View All Site Content button. 2. In the Document Libraries list, click Error Queue. If the Fax Sender Service cannot successfully re-send a fax, you may be able to correct the document s properties so it will send. Right-click the document in the Error Queue list and select Edit Properties. Viewing the Status of Timer Jobs You can check the status of the Fax Sender Service and Fax Receiver Service timer jobs. To view the Timer Job Status: 1. On the SharePoint server, navigate to the Central Administration home page and click the Operations tab. 2. Locate the Global Configuration section on the page, and click Timer Job Status. The FaxReceiverService and FaxSenderService appear in the Job Title list. Viewing the event logs Each component of the Connector for Microsoft SharePoint 2007 creates a log of activity on the server. The RightFax component writes information about errors to the RFMOSS log on the RightFax server. The SharePoint component writes information about errors to text files in the SharePoint Logs directory on the SharePoint server.

15 Chapter 3 Using the OpenText RightFax Connector for Microsoft SharePoint 2007 You can add fax sending and import features to a SharePoint site by adding a document library to the site with the Fax Library template. The Fax Library template is installed with the OpenText RightFax Connector for Microsoft SharePoint If you don t already have a SharePoint site set up, you can use the Paper Center site template that is included with the Connector for Microsoft SharePoint 2007 to create a site that includes a fax library. About the Fax Templates The Connector for Microsoft SharePoint 2007 includes templates you can use to add RightFax functionality to SharePoint sites. The Fax Library template adds the necessary fax interface to a document library so users can fax new or existing documents from the library. The Fax Library template includes a Paper content type for creating new documents. This content type includes fax sender and recipient information in its document properties, which are used for sending faxes. For more information, see Adding a Fax Library to an Existing SharePoint Site on page 16. You can add the Fax Library template to an existing site, or to create a new site that includes the Fax Library template, you can use the Paper Center site template to create the site. Creating a New Site with the Paper Center Template You can use the Paper Center site template as a starting point for a fax-enabled site that includes the Fax Library template. For more information, see About the Fax Templates on page 15. To create a new site that includes a fax library: 1. Navigate to the Home page of your SharePoint site collection. 2. Click Site Actions, and then click Create Site. 3. On the New SharePoint Site page, enter the site title, description, and URL. 4. In the Template Selection section, under Select a Template, click the Custom tab. 5. Click Paper Center. 6. Click Create. 15

16 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide After the site is created, you will need to configure fax import and/or fax sending settings for the fax library. See Importing Faxes into a Fax Library on page 17 or Configuring Fax Sending Settings for a Library on page 19. Figure 3.1 New SharePoint Site page Adding a Fax Library to an Existing SharePoint Site To add fax functionality to an existing SharePoint site, add a fax library to the site by using the Fax Library template. 1. On the site home page, click the Site Actions menu, and then click View All Site Content. 2. On the All Site Content page, click Create. Figure 3.2 Create link on the All Site Content page

17 3. In the Libraries section of the Create page, click Fax Library. Figure 3.3 Fax Library on the Create page When subscribed to another library, documents with the paper content type in the publishing library will be imported into the subscribing library. See Subscribing a SharePoint Library to Another Fax Library on page 18. Connecting a SharePoint Library to a RightFax Server 1. On the library Home page, click Settings and then click Document Library Settings. 2. On the Customize page, in the Communications section, click Fax Import Settings. Figure 3.4 Customize page 4. On the New page, enter a name and description for the fax library, and then click Create. 5. To configure fax import and/or fax sending settings for the fax library, see Importing Faxes into a Fax Library on page 17 or Configuring Fax Sending Settings for a Library on page 19. Importing Faxes into a Fax Library Fax libraries can import faxes from a RightFax server by either connecting to the RightFax server or by subscribing to another fax library. When connected to a RightFax server, all faxes sent to a specified RightFax UserID will be imported into the library when they are received. See Connecting a SharePoint Library to a RightFax Server in this section. 3. On the Fax Import Settings: Documents page, under Allow this library to import fax documents? click Yes. 4. Click Connect to a RightFax Server. 5. Select a Server name from the list. 6. Enter a RightFax User and Password that will be used for importing faxes from the Fax Server. All faxes received by this RightFax UserID will be imported into the SharePoint fax library. Using the OpenText RightFax Connector for Microsoft SharePoint

18 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide Select the Authentication type for the UserID and password you just entered, either Windows NT or RightFax. This should be the same authentication type specified for the user in Enterprise Fax Manager on the Fax Server. 11.Click Save. Figure 3.5 Connecting a library to a RightFax server 8. In the Store in Folders section, click the desired folder option. Faxes can be saved in the root folder, or in folders based on priority, sender, or date. Note Changing the Store in Folders setting affects only subsequently imported documents. It does not rearrange existing documents. 9. Under Overwrite files with the same name?, to prevent existing documents from being replaced by imported documents that have the same name, click No. 10.To delete faxes from the RightFax server after they are imported, select the Delete fax from Source when successfully imported check box. Caution If you choose to delete faxes from RightFax they will no longer be available to users of RightFax client applications such as FaxUtil. Subscribing a SharePoint Library to Another Fax Library You can subscribe a fax library to another fax library and import documents to the subscribing library automatically. Only documents in the publishing library that have the content type paper will be imported. 1. On the library Home page, click Settings and then click Document Library Settings. 2. On the Customize page, in the Communications section, click Fax Import Settings. 3. On the Fax Import Settings: Documents page, under Allow this library to import fax documents? click Yes. 4. Click Connect to a Document Library.

19 5. Select a Server name from the list. 6. Enter the URL of the fax library to which you want to subscribe. 7. In the Store in Folders section, click the desired folder option. Faxes can be saved in the root folder, or in folders based on priority, sender, or date. Note Changing the Store in Folders setting affects only subsequently imported documents. It does not rearrange existing documents. 8. Under Overwrite files with the same name?, to prevent existing documents from being replaced by imported documents that have the same name, click No. 9. Click Save. Figure 3.6 Subscribing a library to another Fax Library Removing Subscriptions To remove a subscription: 1. On the Central Administration home page, click the View All Site Content button. 2. In the Lists list, click Manage Subscriptions. To cancel a subscription, delete it from the list. Configuring Fax Sending Settings for a Library 1. On the library Customize page, in the Communications section, click Fax Sending Settings. 2. On the Fax Sending Settings: Documents page, under Allow this document library to send out faxes through RightFax? click Yes. 3. Select a Server name from the list. 4. Enter a RightFax User and Password that will be used for sending faxes from the RightFax server. All outbound faxes will be sent from this RightFax UserID. 5. Select the Authentication type for the UserID and password you just entered, either Windows NT or RightFax. This should be the same authentication type specified for the user in Enterprise Fax Manager on the RightFax server. 6. To enable users to create and send new fax documents from within the library, select the Enable NewPaper check box. For more information about sending faxes with paper, see Sending a Fax by Creating a New Paper Document on page To enable users to send faxes by dragging and dropping them into the library, select the Enable DropBox check box. For more information about sending faxes by drag and drop, see Sending a Fax by Using Drag-and-Drop on page 21. Using the OpenText RightFax Connector for Microsoft SharePoint

20 OpenText RightFax 10.0 Connector for Microsoft SharePoint 2007 Administrator Guide Click Save. Figure 3.7 Fax Sending Settings: Documents Sending Faxes from SharePoint To send faxes from a document library, you can: Send an existing document. Create a new paper document. Drag-and-drop a document into the fax library. Each of these methods is described in this section. Sending an Existing Document 1. In the document library, point to the document name. 2. Click the down arrow, and then click Send Fax. 3. On the Send Fax page, enter the recipient s name in the To User box, and then enter the Fax Number. 4. To add a message to the fax cover sheet, type the message in the Notes box. 5. Click Send. Note If you send a Paper document type, the To User and Fax Number will be be filled in from the document properties. For more information about fax document properties, see Sending a Fax by Creating a New Paper Document on page 21.

21 Sending a Fax by Creating a New Paper Document 1. From the document library, click New and then click Paper. 2. A new Microsoft Word document will be created with the following fax properties: Title To Name To Fax Number To Voice Number To Company From Name From Fax Number From Voice Number Priority The properties will be saved with the document. 3. From the document library, click Upload. 4. Review the document properties and click OK. When the document is uploaded to SharePoint, it will automatically be sent to the RightFax server for transmission using the fax properties. 3. Drag the document into the library. The document will be sent to the RightFax server for transmission using the recipient name and fax number in the file name. Sending a Fax by Using Drag-and-Drop You can drag-and-drop a document into the Explorer view of a fax library to fax it. The document s file name must be in the following format. RecipientName_FaxNumber.extension 1. Name the document in the required format. For example, JaneSmith_ doc 2. Ensure that the library is in Explorer view. Using the OpenText RightFax Connector for Microsoft SharePoint

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