OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide

Transcription

1 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide

2 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide ii Edition OpenText RightFax 10.5 Connector for Microsoft SharePoint This document was last updated June 12, 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 2012 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 Web Service on the RightFax Server...5 Installing the Connector on the SharePoint Server...6 Installing in a Shared Services Environment...7 Configuring the Connector for Microsoft SharePoint Chapter 3 Using the OpenText RightFax Connector for Microsoft SharePoint About the Fax Templates...13 Creating a New Site with the Paper Center Template...13 Adding a Fax Library to an Existing SharePoint Site...14 Importing Faxes into a Fax Library...14 Configuring Fax Sending Settings for a Library...17 Sending Faxes from SharePoint...18 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 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide iv

5 Chapter 1 Installing the OpenText RightFax Connector for Microsoft SharePoint 2010 About the Connector for Microsoft SharePoint 2010 With the Connector for Microsoft SharePoint 2010, 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 2010 consists of two components: The RightFax SharePoint Web Service is installed on the OpenText RightFax server. The SharePoint Server Connector is installed on the Microsoft SharePoint server. The prerequisites for installing the SharePoint Web Service on the RightFax server are: OpenText RightFax See the OpenText RightFax Installation Guide for detailed requirements. The prerequisites for installing the SharePoint Server Connector on the SharePoint Server are: Microsoft Office SharePoint Server 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. Web pages and sites generated from RightFax Connector for Microsoft SharePoint 2010 templates can be viewed in these languages in addition to English: French - Canada French - France German Italian Japanese Portuguese - Brazil Simplified Chinese Spanish - Modern Sort 5

6 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide 6 Installing the Web Service on the RightFax Server These instructions assume the RightFax server has already been installed. For detailed instructions for installing the RightFax server, see the RightFax Installation Guide. To install the RightFax SharePoint Web Service on a RightFax server: 1. Run the RightFax setup program and follow the prompts. 2. On the Select a typical feature set or create your own page, select Custom. Click Next. 3. On the Select features page, expand Web Applications in the list, and then select the RightFax SharePoint Web Service check box. Click Next. 4. Complete the installation wizard, following the prompts. 5. After installation on the RightFax server is complete, install the SharePoint Server Connector on the SharePoint Server. See Installing the Connector on the SharePoint Server on page 6. Installing the Connector on the SharePoint Server To install the Connector on a SharePoint server: 1. On the SharePoint Server, run the RightFax setup program and follow the prompts. 2. On the Select a typical feature set or create your own page, select Custom. Click Next. 3. On the Select features page, expand Application Connectors in the list, and then select the SharePoint Server Connector check box. Click Next. 4. Complete the installation wizard, following the prompts. 5. After installation is complete, configure the SharePoint server to work with the RightFax server. See Configuring the Connector for Microsoft SharePoint 2010 on page 8. Note If you uninstall and reinstall the SharePoint Server Connector on the SharePoint server, manually deactivate the OpenText RightFax Import Features and OpenText RightFax Sending Features on the Site Collection Features page, and reactivate them after you reinstall. For more information, see Activating the Connector s Faxing Features on Individual Site Collections on page 12.

7 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 2008 R2 SQL 2008 Microsoft Office SharePoint Server 2010 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 Server Connector on the SharePoint server. For detailed instructions, see Installing the Connector on the SharePoint Server on page 6. In a SharePoint medium farm, install 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 SharePoint Web Service. For detailed instructions, see Installing the Web Service on the RightFax Server on page On the second RightFax server node, install the RightFax SharePoint Web Service. 4. Verify that the RightFax SharePoint Web 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 2010 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. Installing the OpenText RightFax Connector for Microsoft SharePoint

8 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide 8 Configuring the Connector for Microsoft SharePoint 2010 After installing the Connector components 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 OpenText RightFax section on the page, and click RightFax Servers/Incoming Fax/Outgoing Fax Settings. Figure 1.1 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. 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:

9 1. 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 1.2 RightFax Servers/Incoming Fax/Outgoing Fax Settings page Installing the OpenText RightFax Connector for Microsoft SharePoint

10 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide 10

11 Chapter 2 Administering the OpenText RightFax Connector for Microsoft SharePoint 2010 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 2010 for all sites on the SharePoint farm. 1. On the SharePoint server, navigate to the Central Administration home page. 2. Locate the System Settings section on the page, and click Manage Farm Features. 3. To turn on RightFax Integration Services, click Activate. 11

12 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide 12 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. 3. On the Site Settings page, in the Site Collection Administration section, click Site Collection Features. 4. On the Site Collection Features page, do one or both of the following: To activate fax import features, click the Activate button in the OpenText RightFax Import Features section. To activate fax sending features, click the Activate button in the OpenText 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 2010 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.

13 Chapter 3 Using the OpenText RightFax Connector for Microsoft SharePoint 2010 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 2010 to create a site that includes a fax library. About the Fax Templates The Connector for Microsoft SharePoint 2010 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 14. 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 13. 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. 7. 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 14 or Configuring Fax Sending Settings for a Library on page

14 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide 14 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. 3. In the Libraries section of the Create page, click Fax Library. Figure 3.2 Fax Library on the Create page Figure 3.1 Create link on the All Site Content 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 14 or Configuring Fax Sending Settings for a Library on page 17. 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.

15 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 16. Connecting a SharePoint Library to a RightFax Server 1. On the library Home page, click the Library tab. 2. In the Library ribbon, click Settings, and then click Library Settings. 3. On the Document Library Settings page, in the Communications section, click Fax Import Settings. Figure 3.3 Document Library Settings page 8. 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. 9. 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. 10.Under Overwrite files with the same name?, to prevent existing documents from being replaced by imported documents that have the same name, click No. 11.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. 4. On the Fax Import Settings: Documents page, under Allow this library to import fax documents? click Yes. 5. Click Connect to a RightFax Server. 6. Select a Server name from the list. 7. 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

16 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide Click Save. Figure 3.4 Connecting a library to a RightFax server 6. Select a Server name from the list. 7. Enter the URL of the fax library to which you want to subscribe. 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.Click Save. Figure 3.5 Subscribing a library to another Fax Library 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 the Library tab. 2. In the Library ribbon, click Settings, and then click Library Settings. 3. On the Document Library Settings page, in the Communications section, click Fax Import Settings. 4. On the Fax Import Settings: Documents page, under Allow this library to import fax documents? click Yes. 5. Click Connect to a Document Library.

17 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. 7. 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 Click Save. Figure 3.6 Fax Sending Settings: Documents Configuring Fax Sending Settings for a Library 1. On the library Home page, click the Library tab. 2. In the Library ribbon, click Settings, and then click Library Settings. 1. On the Document Library Settings 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 18. Using the OpenText RightFax Connector for Microsoft SharePoint

18 OpenText RightFax 10.5 Connector for Microsoft SharePoint 2010 Administrator Guide 18 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 18. 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. 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. 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.