OpenText RightFax 10.6

Transcription

1 OpenText RightFax 10.6 Connector for IBM Filenet Administrator Guide

2 Edition OpenText RightFax 10.6 Connector for IBM Filenet. This document was last updated January 22, Trademarks OpenText is a registered trademark of Open Text Corporation Corporation. All other company names, brand names, and product names are the property and/or trademarks of their respective companies. Copyright Notice 2014 Open Text Corporation All rights reserved. Open Text Corporation 275 Frank Tompa Drive Waterloo, Ontario, Canada N2L 0A1 (519) Copyright Statement 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. OpenText RightFax Connector for IBM Filenet Administrator Guide

3 Contents Chapter 1: Installing the Connector for IBM FileNet 4 Overview of the Connector for IBM Filenet 4 Chapter 2: Configuring Capture Professional 9 Overview of the Connector and Capture Professional 9 Creating a capture path 9 Configuring the Connector 10 Enabling fax document indexing in FileNet 12 Configuring the Connector for Capture Professional 14 Chapter 3: Using the Outbound module 18 Installing and configuring the Outbound module 18 Installing the Outbound module on the FileNet Print server 19 Creating the fax printer 19 Starting the FileNet Print Service 22 Starting FileNet Fax Manager 22 Sending a Fax via RightFax from the IDM Viewer 23 Chapter 4: Using the RightFax External Document Connector 24 Using EDC Monitor 24 Viewing and clearing processor events 25 Working with processor services 26 Monitoring remote EDC processes 28 Advanced configuration overview 28 Adjusting the Advanced EDC Configuration settings 29 Chapter 5: OpenText RightFax Document Data Fields 31 OpenText RightFax Connector for IBM Filenet Administrator Guide

4 Chapter 1: Installing the Connector for IBM FileNet Overview of the Connector for IBM Filenet Chapter 1: Installing the Connector for IBM FileNet Overview of the Connector for IBM Filenet The OpenText RightFax Connector for IBM Filenet is a suite of processors and connectors that archives both sent and received fax documents from your RightFax server into a FileNet data repository. With the Connector for IBM Filenet you can: Send documents from your FileNet data repositories as faxes via the RightFax server. Automatically or manually index fax documents received via the RightFax server. Use capture paths to commit RightFax documents to a document data repository. Use Fax Entry to commit RightFax documents to a document repository. Print archived RightFax documents based on document data, such as the RightFax user ID, billing information, or job type (received, sent, or print job). The RightFax Connector for IBM Filenet consists of two modules: the Connector module and the Outbound module (described in Using the Outbound module on page 18. You can install both of these modules or either module separately, depending on the needs of your organization. Overview of the Connector Module The Connector module component of the Connector for IBM Filenet connects the RightFax server and FileNet Capture Professional version 5.2. You configure Capture Professional to move documents from the RightFax server to the data repository of any FileNet product supported by your version of Capture Professional. Documents sent from and received by the RightFax server can be archived on a system-wide or per-user basis. After the Connector module is installed and configured, fax documents from RightFax servers are automatically imported into your FileNet data repository. Components of the Connector module The Connector module consists of these components: The External Document Connector (EDC) The External Document Connector monitors the RightFax server for files to store in the FileNet repository. It coordinates the activities of the other processors and connectors as fax documents are passed into the repository. This section explains activating the FileNet Connector license within EDC. OpenText RightFax Connector for IBM Filenet Administrator Guide

5 Chapter 1: Installing the Connector for IBM FileNet The Connector for Capture Professional This is the software that EDC uses to pass files into Capture Professional or to Fax Entry, which moves them into the FileNet repository. The Connector for Capture Professional is installed on a Capture Professional workstation and emulates an intelligent scanner. It bundles the RightFax documents into batches and delivers them to Capture Professional or it holds them for retrieval by Fax Entry. How documents are moved into the FileNet repository Fax documents on the RightFax server are picked up by the External Document Connector and passed through the Convert processor, the Connector for Capture Professional, and the Print processor. The Convert processor converts the document files to the required single-page TIFF format. The Connector for Capture Professional organizes the fax documents into batches (including the fax images and document data that can be used for indexing purposes) and imports them into Capture Professional. The Print processor prints the fax documents. Capture Professional moves the fax documents into the FileNet data repository via capture paths or via Fax Entry. The following diagram illustrates the progress of a document as it is routed from RightFax into a FileNet data repository. Overview of installation Before you install the Connector for IBM Filenet, verify that your RightFax server and IBM FileNet systems meet the following requirements: RightFax server version FileNet Capture Professional version 5.2, with all available patches applied. To install and configure the Connector for IBM Filenet 1. Activate the External Document Connector on the RightFax server (See Activating the Connector for IBM Filenet on page 6). 2. Install the Connector for Capture Professional on the Capture Professional workstation ( See Installing the Connector on a Capture Professional WorkStation on page 7). 3. Optionally install and configure the Outbound Module (See Using the Outbound module on page 18). OpenText RightFax Connector for IBM Filenet Administrator Guide

6 Chapter 1: Installing the Connector for IBM FileNet Activating the Connector for IBM Filenet The Connector for IBM Filenet is installed as part of RightFax but is purchased separately and activated through the Product Licensing Utility. Refer to the RightFax Installation Guide for specific information on server requirements and instructions for installing and activating optional modules. Note If you have upgraded a system that did not previously include EDC, add EDC separately. Run the RightFax Product Suite installer from Windows Control Panel (Programs and Features or Add/Remove Programs). On the Select Features page of the installation wizard, select External Document Connector and follow the onscreen prompts. To configure RightFax to work with the Connector for IBM Filenet, use the EDC Configuration Wizard. To run the EDC Configuration Wizard 1. On the Start menu of the RightFax server, click All Programs and click OpenText. Click RightFax EDC Monitor. If you are running EDC Monitor for the first time, you are prompted to initialize EDC. Click Yes. The EDC Configuration Wizard appears. If EDC has already been initialized, EDC Monitor opens in its default Activity view. On the Tools menu, click EDC Configuration. 2. On the first page of the configuration wizard: If you are installing the connector for the first time, click Add/Remove modules and click Next. If you want to make changes to an existing connector, click Modify a module and click Next. 3. On the Add/Remove Modules page, select the FileNet Panagon/P8 check box. If a Module Dependencies dialog box appears, click OK to continue; the additional modules are installed automatically. Click Next. 4. On the Wizard Summary page, verify that the information is correct and click Next to configure the connector. 5. On the Select Module page, click FileNet Panagon/P8 in the list of modules and click Next. 6. On the Wizard Summary page, review the information. Click Back to make changes, or click Finish if you are done. Activating the External Document Connector in RightFax As soon as it is activated on the RightFax server, the External Document Connector queues fax documents for delivery to the Connector for IBM Filenet. These fax documents remain queued but unprocessed while you install and configure all of the connector components. To activate the External Document Connector 1. On the RightFax server, run Enterprise Fax Manager. 2. In the list of servers in the left pane, click the RightFax server on which the Connector for IBM Filenet software is installed. 3. In the list of services in the bottom pane, double-click RightFax Server Module. OpenText RightFax Connector for IBM Filenet Administrator Guide

7 Chapter 1: Installing the Connector for IBM FileNet 4. On the Server Configuration dialog box, click the Advanced tab. 5. Under External Document Connector, select the Enabled check box. 6. In the Sends and Receives lists, click the types of fax documents to archive with IBM FileNet. You can archive fax documents that have been both transmitted via RightFax (the Sends option) and received into RightFax (the Receives option). Disabled. These fax documents will not be archived. By User. Fax documents will be archived only for specific RightFax users that have this feature enabled. All Sends/Receives. All fax documents of this type will be archived. 7. Click OK. Archiving fax documents for specific users If you click By User for Sends or Receives in the Server Configuration dialog box, designate which RightFax users should have their documents archived by using FileNet. To set up users for archiving 1. Run Enterprise Fax Manager. 2. Click Users under the appropriate RightFax server in the list of fax servers in the left pane. 3. In the list of users, double-click the user you want to edit. 4. On the User Edit dialog box, click the Permissions tab. 5. Click the EDC Process Received Faxes box to archive this user s received fax documents. Click the EDC Process Sent Faxes box to archive this user s sent fax documents. RightFax users do not have an option to override these settings in the RightFax client applications. 6. Click OK and repeat for each RightFax user whose fax documents should be archived. Installing the Connector on a Capture Professional WorkStation After the External Document Connector is activated and configured, install the Connector for Capture Professional. The Connector for Capture Professional organizes the fax documents into batches (including the fax images and document data that can be used for indexing purposes) and imports them into Capture Professional. Caution Do not install the Connector for Capture Professional on the RightFax server, even if the RightFax server has Capture Professional installed. To install the Connector on a Capture Professional WorkStation 1. Download the Connector for IBM Filenet from the OpenText Knowledge Center at knowledge.opentext.com. The.zip file contains two folders, Inbound Client and Outbound. 2. Log on to the Capture Professional workstation. 3. Locate setup.exe in the Inbound Client folder. OpenText RightFax Connector for IBM Filenet Administrator Guide

8 Chapter 1: Installing the Connector for IBM FileNet 4. Run setup.exe on the Capture Professional workstation. 5. Click Next on the opening page to view the license agreement. Accept the license agreement to continue the installation. Click Next. 6. Click Install. When the installation is complete, click Finish. To add the RightFax.ocx Capture Professional component 1. On the same Capture Professional workstation where you installed the Connector for Capture Professional, open Capture Manager. 2. Click Add next to the Components list. The Add Capture Component dialog box opens. 3. Navigate to the RightFax folder under the Capture\Programs folder and click the component file RightFax.ocx. 4. Click Close to close Capture Manager. OpenText RightFax Connector for IBM Filenet Administrator Guide

9 Chapter 2: Configuring Capture Professional Overview of the Connector and Capture Professional Chapter 2: Configuring Capture Professional Overview of the Connector and Capture Professional IBM FileNet stores and manages your documents and data. The Connector for IBM Filenet can be used to store RightFax documents in the data repositories of any FileNet product supported by your version of Capture Professional. The Connector for IBM Filenet supports the Capture Professional Fax Entry feature. With a few exceptions, the instructions in this section for configuring the connector to work with Fax Entry are the same as those for the FileNet product. Fax Entry commits three types of data to a repository and/or to a specific local or network directory. Each type of data is described in the following table. Data Inbound faxes Imported files Journal entries created by Fax Entry Description Fax Entry accepts faxes from a remote location through a RightFax server. Fax Entry processes all files it finds in a specified directory. Fax Entry creates a journal log, recording events that occur as inbound faxes or imported files are processed. Creating a capture path Capture paths automate the process of committing documents into a FileNet data repository after they have been received by Capture Professional. If you are using Fax Entry to commit fax documents to the FileNet data repository, capture paths are not required. These instructions are for creating a capture path that commits all available RightFax documents to a FileNet data repository. Other capture path configurations can be created to meet the needs of your organization. Using a new repository The capture path can commit fax documents to a new or existing repository. If you want to use a new repository, create it before beginning this procedure. For information on creating a new repository, see the FileNet documentation. To create a capture path for RightFax documents 1. Run Capture Professional and click the repository where you are storing fax documents. 2. On the File menu, click New, and then click Capture Path. The IBM FileNet Capture Path wizard opens. Click Next on the introduction page. 3. Click the repository where you want inbound fax OpenText RightFax Connector for IBM Filenet Administrator Guide

10 Chapter 2: Configuring Capture Professional Configuring the Connector documents to be stored. Click Next. 4. In the Name box under Define New Capture Path, type a name for the new capture path, and then click Next. Leave the remaining options unchanged. 5. Move the following capture path components from the Components list into the list under the name of your new capture path in the order they are listed here: RightFax Fax Assembly Index Commit Empty. Position the cursor over this box. The cursor changes to a double arrow. Drag the box from the Assembly object to the Save/Stop object. 11. Click Save/Cont. to add a new Save/Cont. object between the Save/Stop and End objects. 12. On the Save/Cont. object, locate the box labeled Empty. Position the cursor over this box. The cursor changes to a double-arrow. Drag the box from the Save/Cont. object to the RightFax Fax object. The final diagram should look like this: Note The Assembly component is unnecessary if you click Page/Document as your processing mode (See Configuring the Connector for Capture Professional on page 14). 6. After moving the capture path components, click Next. This opens the Capture Path Layout window (a flow chart illustrating the data flow through your capture path). 7. Select the Maximize option. 8. Verify that the added components are laid out in this order: Begin > Fax > Assembly > Index > Commit > End Note Begin and Fax are the only required components of a path for RightFax documents. This capture path commits all available RightFax documents to the data repository. 9. Click Save/Stop to add a new Save/Stop object between the Commit and End objects. 10. On the Assembly object, locate the box labeled 13. Click Next. 14. Click Finish to close the IBM FileNet Capture Path wizard. Configuring the Connector To configure the Connector for Capture Professional, create and configure a new settings collection and template for RightFax documents. To create a new settings collection 1. Under the Config container in the repository where you want inbound fax documents to be stored, click OpenText RightFax Connector for IBM Filenet Administrator Guide

11 Chapter 2: Configuring Capture Professional Settings. 2. On the File menu, click New, and then click Settings. 3. On the introduction page of the IBM FileNet Capture Settings Wizard, click Next. 4. Click the repository where you want inbound fax documents to be stored. Click Next. 5. Under Define new Settings Collection, in the Name box, type a name for the new settings collection, and then click Next. Leave the remaining options unchanged. 6. If you created a new document class for indexing (described on Enabling fax document indexing in FileNet on page 12), click the document class name, and then click Next. 7. On the Component Configuration page, click RightFax Fax and click Configure. The RightFax Connector for FileNet Capture Professional Properties dialog box appears. 8. In the Connector Name box, enter the name for this connector in this settings collection. You can define unique connectors for settings collections. 9. If you are configuring the Connector to work with Fax Entry, in the Polling Interval in Minutes box, enter the interval that Fax Entry polls the connector for documents. Enter a number of minutes. 10. In the Job Directory box, type the path to the FileNet folder on the source RightFax server. Type the UNC path to a folder on the server or the absolute path to the folder on the local computer. Click Apply, and then click OK. Note This step is required to enable communication between the RightFax source server and the Capture module. There are several additional options in this dialog box that let you customize the operation of the connector. For a complete description of all of the options in this dialog box, see Configuring the Connector for Capture Professional on page 14 on Click Next, and click Finish to close the IBM FileNet Capture Settings Wizard. To create a new template 1. In Capture Professional, under the Config container, click Templates. 2. On the File menu, click New, and then click Template. 3. On the introduction page of the IBM FileNet Capture Template Wizard, click Next. 4. Click the repository where you want inbound fax documents to be stored. Click Next. 5. Under Define new Template, in the Name box, type OpenText RightFax Connector for IBM Filenet Administrator Guide

12 Chapter 2: Configuring Capture Professional Enabling fax document indexing in FileNet a name for the new template, and then click Next. Leave the remaining options unchanged. 6. On the Available Settings Collections page, click the name of the settings collection you created in the previous section, and then click Next. 7. Click one of the following options: If you are configuring a template for Fax Entry, click Next to skip this step. If you have configured a capture path for RightFax Fax documents (described on Creating a capture path on page 9) click the capture path in the Capture Path box, and then click Next 8. Click Finish to close the IBM FileNet Capture Template Wizard. To create a new batch 1. In Capture Professional, right-click the Test container, and then click New Batch. 2. In the Batch name box, type a name for the new batch. 3. Under Create based upon the following Template, click the template you created previously from the list. 4. Click OK. Enabling fax document indexing in FileNet To automatically index fax documents when they are committed to a data repository, specify the data fields you want indexed and link those fields to the data that is included with RightFax documents. Important These instructions are specific to FileNet Image Services. If you are using the Connector for IBM FileNet to commit documents to a data repository in a different product, review these instructions and apply the principles for document indexing to your specific product. Manual indexing also is available in Capture Professional. Refer to the Capture Professional documentation for more information. The following instructions assume that you have access to and are familiar with the FileNet Image Services server. If you need further information on any of the dialog boxes or options described in this section, refer to the FileNet documentation. To enable fax document indexing 1. On the Image Services server, run Application Executive. 2. On the Applications menu, click Database Maintenance. 3. Click Define/Update Family. 4. Complete the Define/Update Media Families dialog box according to your organizational requirements. The family contains a new document class for RightFax documents. You can either create a new family or select an existing family. 5. On the File menu, click Save to save the settings, and then click Exit to return to the Database Maintenance dialog box. 6. Click Define/Update Index. 7. For each data field that you want to index, complete the entries in the Define User Indexes dialog box OpenText RightFax Connector for IBM Filenet Administrator Guide

13 Chapter 2: Configuring Capture Professional Enabling fax document indexing in FileNet according to your organizational requirements. The index fields correspond to (but do not need to have the same names as) the data fields that are included with RightFax documents. For a list of the RightFax document data fields, seeopentext RightFax Document Data Fields on page On the File menu, click Save to save the settings, and then click Exit to return to the Database Maintenance dialog box. 9. Click Define/Update Class. 10. Complete the Define/Update Document Classes dialog box according to your organizational requirements. The document class is used for all RightFax documents archived in your Image Services system. 11. On the File menu, click Save. 12. On the Index menu, click Edit. 13. On the User Defined Index dialog box, add each of the index fields you created in step When all of the index fields have been added, click Cancel, and click Close to return to the Database Maintenance dialog box. 15. On the File menu, click Save to save the settings, and then click Exit to close the Database Maintenance dialog box. 16. To ensure that the changes take effect, stop and restart the Image Services server. Mapping RightFax document data If you set up your Image Services server to index archived RightFax documents (see Enabling fax document indexing in FileNet on page 12), follow these steps to enable indexing. Note These instructions provide information on options required to enable indexing of RightFax document data only. For more information about indexing options, refer to the FileNet documentation. To map RightFax data to your index 1. On the Capture Professional workstation, run Capture Professional. 2. Click the new setting you created in the previous step. On the Tools menu, click Start, and then click RightFax Fax. You can also click the fax button on the toolbar. 3. Click the RightFax settings collection you created. On the Tools menu, click Configure, and then click Index. The IBM FileNet Capture Index Control Properties dialog box appears. 4. On the General tab, select the Set fields by priority option, and then click Auto Index, Default, Stored in the list. 5. If you set up a capture path to automate moving fax documents into the repository (See Creating a capture path on page 9), select the Process documents using initial values above check box. OpenText RightFax Connector for IBM Filenet Administrator Guide

14 Chapter 2: Configuring Capture Professional Configuring the Connector for Capture Professional corresponds to the index field you are mapping. For a list of RightFax fields, seeopentext RightFax Document Data Fields on page Click Append Auto Index String. An index string appears in the Auto Index string box. 6. Click the Field tab. 7. Click the first index field in the list and click Configure. The Field Properties dialog box opens. 8. Click the Input Masks tab. 9. In the Default field value box, type a value that populates this index field if the data is unavailable in the RightFax document. 10. Click the Auto-Index tab. 11. In the Source Group box, click FAX. 12. In the Source Name box, click the RightFax field that 14. Click OK. 15. Repeat these steps for each index field listed in the IBM FileNet Capture Index Control Properties dialog box. 16. When each index field in the IBM FileNet Capture Index Control Properties dialog is configured, click Apply, and then click OK to close the dialog box. Configuring the Connector for Capture Professional You can customize the Connector for Capture Professional by configuring batches of documents and specifying criteria for which documents to import. OpenText RightFax Connector for IBM Filenet Administrator Guide

15 Chapter 2: Configuring Capture Professional Enabling fax document indexing in FileNet Specifying the volume of documents to process Capture Professional requires that all documents be archived in the form of batches. Batches are distinct groups of documents and document data that have been formatted for Capture Professional. You can specify the format of batches to process and number of RightFax documents in each batch. To configure batches of documents 1. In Capture Professional, choose your settings collection for RightFax documents (to set the default configuration for all batches) or choose an individual batch (to configure that batch only). 2. On the Tools menu, click Configure and click RightFax Fax. 3. On the RightFax Connector for FileNet Capture Professional Properties dialog box, click the Document Options tab. 4. Select a Processing Mode from the list: Pages Only with Batch Breaks. This option creates a batch for each fax and requires assembly before documents can be passed to the repository. Pages Only with Document Breaks. This option creates multiple fax documents under the batch where they were received and requires assembly before documents can be passed to the repository. Document/Page. This option creates multiple fax documents under the batch where they were received, and does not require assembly before documents can be passed to the repository. Note Because the Document/Page processing mode is demanding on system resources, use this option only if you are unable to use the other two processing modes. 5. Enter the maximum number of fax documents pulled from the job folder at one time. Enter a number from 1 OpenText RightFax Connector for IBM Filenet Administrator Guide

16 Chapter 2: Configuring Capture Professional Enabling fax document indexing in FileNet to 20. Tip If the batch already contains faxes, the number of faxes you enter in this box is added to the existing faxes in the batch. 6. Enter the maximum number of individual fax pages pulled from the job folder at one time. Enter a number from 1 to Click Apply, and then click OK. Defining which documents to import The Connector for Capture Professional organizes RightFax documents into batches and imports them into Capture Professional. You can create a filter that limits the documents to import based on RightFax document data filters, such as a RightFax user ID or billing code. To specify criteria for documents to import 1. In Capture Professional, choose your settings collection for RightFax fax documents (to set the default configuration for all batches) or choose an individual batch (to configure that batch only). 2. On the Tools menu, click Configure and click RightFax Fax. The RightFax Connector for FileNet Capture Professional Properties dialog box appears. 3. Click the Connector Options tab. 4. To specify documents that should be imported from this connector based on RightFax document characteristics, in the Filter Mode list, select a filter mode. For more information about filters, see Defining which documents to import on page 16. All Filtering. All documents are imported. Cooperative Filtering. Multiple capture paths monitor one job directory for documents. With cooperative filtering, jobs remain stored in the job directory and one of the Connectors for Capture Professional imports them. Criteria for importing documents are based on keywords you specify in the Include Filter and Exclude Filter boxes. Use cooperative filtering when you want to use multiple filters. If a job doesn't meet one filter's criteria, the job stays in the job directory until it is picked up by the appropriate filter. Exclusive Filtering. A single connector evaluates and imports files from this job directory. Criteria for OpenText RightFax Connector for IBM Filenet Administrator Guide

17 Chapter 2: Configuring Capture Professional Enabling fax document indexing in FileNet importing documents are based on keywords you specify in the Include Filter and Exclude Filter boxes. The connector evaluates the filter criteria and imports the documents that meet the criteria. If the filter criteria are not met by the document, the connector passes the document to the Print processor. {UserID}=Marketing. Leave the Exclude Filters box empty. Third workstation: Leave the Include Filters box empty. In the Exclude Filters box, enter {UserID}=Sales; {UserID}=Marketing. Select Exclusive filtering if you want to process only certain jobs and reject anything that doesn't meet the filter criteria. You can have more than one workstation running in this mode only if they have identical filters. 5. Under Filters, specify filter keywords. To process only certain documents, enter keywords for documents that you want to process in the Include Filter box. To process most jobs, but exclude jobs that meet your filter criteria, enter keywords in the Exclude Filter box. The connector evaluates criteria in the Exclude Filter box first, overriding criteria in the Include Filter box. Example To capture Sales faxes on one workstation, Marketing faxes on another workstation, and all other faxes, excluding Sales and Marketing faxes, on a third workstation, set up the filters as follows: Sales workstation: In the Include Filters box, enter {UserID}=Sales. Leave the Exclude Filters box empty. Marketing workstation: In the Include Filters box, enter OpenText RightFax Connector for IBM Filenet Administrator Guide

18 Chapter 3: Using the Outbound module Installing and configuring the Outbound module Chapter 3: Using the Outbound module The Connector for IBM Filenet can be used to send images from a FileNet data repository as faxes via the RightFax server. This component of the Connector for IBM Filenet is called the Outbound module because documents are transmitted as faxes from your data repository. With the Outbound module, the RightFax server is configured as a generic fax printer on a FileNet Print server. When a user prints to this fax printer from the FileNet IDM desktop client, the user is prompted for fax addressing information. The image and addressing information are sent to the RightFax server for transmission. The following diagram illustrates the process of faxing a document from FileNet via a RightFax server. Installing and configuring the Outbound module To upgrade to the Outbound module from any previous version, first uninstall the old version in the Windows Control Panel. Note When you uninstall the Outbound module, all of the module settings and configurations are removed. Make a note of the settings before you uninstall it. Before you install the Outbound module of the Connector for IBM Filenet, verify that your RightFax server and FileNet systems meet the following requirements: The RightFax server is version: 10.6 with the most recent feature packs and service releases installed. Install and configure FileNet Print version 4.4 on a FileNet Print server on your network. Set up The FileNet Print server as a separate computer from the RightFax server. To install and configure the Outbound module 1. Install the Outbound module on the FileNet Print server (See Installing the Outbound module on the FileNet Print server on page 19). OpenText RightFax Connector for IBM Filenet Administrator Guide

19 Chapter 3: Using the Outbound module Installing the Outbound module on the FileNet Print server 2. Create the fax printer (See Creating the fax printer on page 19). 3. Start the FileNet Print Service (See Starting the FileNet Print Service on page 22). 4. Start FileNet Fax Manager (See Starting FileNet Fax Manager on page 22). Installing the Outbound module on the FileNet Print server Install the Outbound Module on each FileNet Print server you want to support faxing via RightFax. To install the Outbound module 1. Download the Connector for IBM Filenet from the OpenText Knowledge Center at knowledge.opentext.com. The.zip file contains two folders, Inbound Client and Outbound. 2. Locate setup.exe in the Outbound folder. 3. Run setup.exe on the FileNet Print server, following the on-screen instructions. Creating the fax printer After you install the Outbound module on the FileNet Print server, create a fax printer, and then configure the fax print queue on the print server. Documents printed to the fax printer are routed to the RightFax server for transmission. OpenText RightFax Connector for IBM Filenet Administrator Guide

20 Chapter 3: Using the Outbound module Creating the fax printer Creating the fax printer on the FileNet server Important These instructions are specific to FileNet Image Services. If you are creating a fax printer in a different FileNet product, review these instructions and apply the principles for creating the fax printer in your specific product. To create the fax printer 1. On the Image Services server, run the IBM FileNet Configuration Editor. On the Start menu, click Programs, and then click FileNet Image Services - System Configuration. 2. Click Configuration Editor. 3. In the Open Configuration Database dialog box, enter the database and domain name of the Image Services server to configure. Verify that the Readonly option is not selected, and then click OK. 4. In the FileNet Image Services System Configuration Editor, click the Procedures tab. 5. Click Add a Printer, and then click Run. 6. On the Add a Printer dialog box, click Fax as the printer type, and then click Next. 7. Type a name for the new fax printer, and then click Next. You cannot include spaces in the name of the printer. Substitute underscores or other characters for spaces in the printer name (for example, OpenText_Fax_ Printer). 8. Enter the IP address of the FileNet Print server, and then click Next. 9. Select the paper sizes to support, and then click Next. 10. Select the fax resolutions to support, and then click Next. 11. Specify if you want to set the printer as the default printer, and then click Next. 12. When you see the message Edit procedure completed successfully, click OK. 13. To confirm the new printer is successfully added, click the Printing tab, and then click the Printers tab. The new printer should appear in the list of available printers. 14. Close the FileNet Image Services - System Configuration Editor. Click Yes to save the changes. 15. Restart the Image Services server. Configuring the fax print queue on the FileNet Print server This step configures the fax print queue on the FileNet Print server to communicate with the RightFax server. All documents sent to the RightFax server via this fax print queue are associated with a single RightFax user ID. The properties and permissions of this user ID are used for all outbound faxes sent from the Image Services repository. You can use any existing user ID. You can also create a special RightFax user ID dedicated to faxes originating from IBM FileNet users. To configure the Fax print queue 1. On the Start menu of the FileNet Print server, click Programs, and then click FileNet Print. OpenText RightFax Connector for IBM Filenet Administrator Guide

21 Chapter 3: Using the Outbound module Creating the fax printer 2. Click FileNet Service Control. The name of the fax printer you created on the Image Services server appears in the FileNet Queues to Configure list. 5. Click the fax printer name, and then click Configure. 3. In the FileNet Print Service Control dialog box, click Configure. 4. In the FileNet Print Configuration dialog box, under Image Services Selection, click the domain name for the Print server you are configuring. 6. In the GENERIC_FAX Printer Configuration dialog box, in the Server Name box, enter the name of the RightFax server. 7. In the Server Type box, click RightFax Server. 8. In the Logon Name box, type the name of a RightFax user ID. This is the user ID on the RightFax server that all outbound faxes is assigned to. 9. In the Password box, type the password for the OpenText RightFax Connector for IBM Filenet Administrator Guide

22 Chapter 3: Using the Outbound module Starting the FileNet Print Service RightFax user ID you entered in the Logon Name box. 10. Under PostScript, clear the Send Exitserver Commands check box. 11. Complete the remaining entries in this dialog box according to your requirements, and then click OK. 12. In the FileNet Print Configuration dialog box, click Fonts. To start the FileNet Print Service 1. On the Start menu, click Programs, and then click FileNet Print. 2. Click FileNet Print Service Control. 3. In the FileNet Print Service Control dialog box, click Start. 4. To show or hide a log of print service activity, click Show/Hide Print Administrator. 5. After you start the FileNet Print Service, you can minimize the window, but do not close the application. 13. In the Fonts and Character Sets dialog box, complete the entries in this dialog box according to your requirements, and then click OK. Starting the FileNet Print Service In FileNet Print, the FileNet Print Service monitors the server and picks up print requests for printers configured on the Print server. The FileNet Print Service must remain running on the Print server to continually monitor the server. Starting FileNet Fax Manager FileNet Fax Manager requests and processes fax addressing information for print jobs sent to fax printers. It must remain running on the Print server to process print jobs sent to fax printers. Tip To update the status of faxes from RightFax, refresh the FileNet Fax Manager screen. OpenText RightFax Connector for IBM Filenet Administrator Guide

23 Chapter 3: Using the Outbound module Sending a Fax via RightFax from the IDM Viewer To start FileNet Fax Manager 1. On the Start menu, click Programs, and then click FileNet Print. 2. Click FileNet Fax Manager. 3. After you start FileNet Fax Manager, you can minimize the window, but do not close the application. Sending a Fax via RightFax from the IDM Viewer After the fax printer is created and properly configured, you are ready to send faxes from the IDM Viewer. To send a fax from the IDM Viewer 1. On any IBM FileNet client computer, run FileNet IDM Viewer. 2. Load an image from the data repository. 3. On the File menu, click FileNet Print/Fax. 5. Click Properties. The FileNet Printer/Fax dialog box appears. 6. Under Fax Options, in the Phone number box, type the destination fax number. This is a required entry. All other entries are optional. Text in the From, To, Subject, and Memo boxes appears on the fax cover sheet. Text in the Subject and Memo boxes appears in the Notes section of the fax cover sheet. 7. Complete the fax addressing information, and then click Save Print/Fax Settings. 8. Click OK to send the fax. 4. In the Name box, click the name of your fax printer. OpenText RightFax Connector for IBM Filenet Administrator Guide

24 Chapter 4: Using the RightFax External Document Connector Using EDC Monitor Chapter 4: Using the RightFax External Document Connector The RightFax External Document Connector (EDC) is a module for RightFax that monitors repository folders for documents to process and transmit. The EDC processes jobs using a set of steps called a DataFlow. The DataFlow consists of several distinct processes called FlowPoints. Each FlowPoint acts on the job and then passes it on to the next FlowPoint. You can use the EDC Monitor program to: Monitor the status of the connectors and processors that EDC controls. Add and delete processor services. Configure EDC components with the configuration wizard. Using EDC Monitor To open the EDC Monitor 1. On the RightFax server, click the Start menu, and then click Programs or All Programs. 2. Click OpenText, and then click RightFax EDC Monitor. The EDC Monitor program window opens in the default Activity view. Installed modules are listed in the top left pane, and their DataFlows and individual FlowPoints are displayed in the bottom left pane. In the top right pane, all of the processors that are required by the FlowPoints are listed, and in the bottom right pane, the separate instances of each processor are listed. Current status information is displayed for all objects listed in the EDC Monitor. OpenText RightFax Connector for IBM Filenet Administrator Guide

25 Chapter 4: Using the RightFax External Document Connector Viewing and clearing processor events Column heading Status Done Pending Errors Warnings Bad Jobs Activity Definition The EDC component s status. Possible values are: Failed - The component has shut down. Hung - The component is no longer responding. Job Errors - Errors prevented the image from processing. OK - The image was processed successfully. The total number of fax images that have been completed by this component. The total number of jobs currently queued for processing by this component. The total number of processing errors that have been logged by this component. The total number of processing warnings that have been logged by this component. The total number of jobs that could not be processed and have been abandoned by this component. The current active state of the component. Possible values are: Idle - The component is currently inactive. Processing Job - The component is currently processing a job. Paused - The component has been paused. No jobs will be processed. Shut Down - The component service is stopped. Viewing and clearing processor events EDC Monitor does not show errors that occur with individual processors. It reports specific job files with errors. To check for errors in EDC processors, review the Event Log. Viewing processor events Tip You can update the Activity view or the Event Log by clicking the View menu and clicking Refresh. To view processor events in the Event Log 1. In EDC Monitor, click the View menu, click Event Log. A list of processors for which you can view events appears. 2. To view the event log for a processor, click its name in the Processor list. 3. To return to the EDC Monitor Activity view, click the View menu, and click Activity. OpenText RightFax Connector for IBM Filenet Administrator Guide

26 Chapter 4: Using the RightFax External Document Connector Working with processor services Clearing the event log By default, events remain in the event log for 30 days. To clear the event log 1. With EDC Monitor open, click the Edit menu and click Clear All Events. 2. Click Yes to confirm that you want to clear all events. Working with processor services EDC Manager and all of the individual processors that are managed by EDC are installed as services. You can use EDC Monitor to view the status of these services and to add and remove services. Viewing the status of services The Services dialog box shows the status of the EDC Manager service (which controls all of the processors) and the status of the individual processors. To view the status of services 1. In EDC Monitor, click the Tools menu. 2. Click Services. Starting and stopping services To start or stop an individual service, click the service name and click Start Service or Stop Service. To start or stop all of the services, click the computer name at the top of the list and click Start All Services or Stop All Services. Adding processors Processors can be run on the RightFax server or on remote computers. You can run a maximum of 16 of each type of processor. Note It is possible to install and configure more than 16 of each type of processor, but only 16 of each can function at one time. OpenText RightFax Connector for IBM Filenet Administrator Guide

27 Chapter 4: Using the RightFax External Document Connector Working with processor services To add new instances of a processor 1. In EDC Monitor click the Tools menu, and click Services. 2. To add the service to a remote computer that is not listed, click Add Computer and enter the name of the remote computer. For additional requirements for remote processors, see Adding processors to a remote computer on page Select the computer and click Add Service. 4. In the Add a Service dialog box, do the following: a. In the Services list, select the service that you want to add. b. In the Startup Type list, select the method that you want to use for starting the service. c. In the Account box, enter the user name that the service uses to start up. This user account should have full administrative rights to the computer you selected in Step 3. d. In the Password box, enter the password for the user account. e. In the Confirm Password box, enter the password again. 5. Click OK. Adding processors to a remote computer Remote computers running EDC processor services require access to certain folders on the RightFax server. To specify the location of shared folders 1. In EDC Monitor, click the Tools menu and click Advanced EDC Configuration. 2. Click the System tab and click the Core button. The EDC System Settings dialog box appears. 3. In the Remote Paths section of the dialog box, in the Root Directory box, enter the UNC path to the share name of the RightFax\EDC folder on the RightFax server. \\FaxServer\Program Files\RightFax\EDC OpenText RightFax Connector for IBM Filenet Administrator Guide

28 Chapter 4: Using the RightFax External Document Connector Monitoring remote EDC processes 4. In the Shared Directory box, enter the UNC path to the share name of the RightFax\Shared Files folder on the RightFax server where EDC is installed. \\FaxServer\Program Files\RightFax\Shared Files Removing Processors Important Set up at least one service for each process type to enable the system. To remove processors 1. In EDC Monitor, click the Tools menu, and then click Services. 2. Select the service you want to remove. 3. Click Stop Service. 4. After the service has stopped, click Remove Service. Monitoring remote EDC processes You can use EDC Monitor to view the monitoring statistics of a remote EDC processor. Note You can monitor remote EDC services, but you can only configure services on the local computer. To configure remote services, log on to the computer that is running the services. Run EDC Monitor locally. Then use the Configuration Wizard or Advanced Configuration. To view remote processes in EDC Monitor 1. On the File menu, click Close to close the current connection. 2. On the File menu, click Remote Connection. 3. In the Connect to Which Computer? box, enter the name of a remote computer where the EDC services are running. The Activity view shows the statistics for the remote server. 4. To switch back to the local computer, click Local Connection on the File menu. Advanced configuration overview The External Document Connector and its individual modules require the configuration options available in the EDC Configuration Wizard. Other advanced configuration options are also available for use in troubleshooting in conjunction with OpenText Customer Support and do not apply to the normal operation of EDC or its connectors. Caution Always use caution when performing advanced configuration in EDC Monitor. If you are not certain about the changes you are making, contact OpenText Customer Support or the OpenText Developer Network for assistance. Advanced configuration is typically only necessary for: Setting the logging level for an individual process for troubleshooting purposes. Adjusting the delay between processes - anywhere from 5 minutes to 24 hours. Pausing processing to troubleshoot a job file with the help of an OpenText Customer Support representative. Debugging a process with the help of an OpenText Customer Support representative. OpenText RightFax Connector for IBM Filenet Administrator Guide

29 Chapter 4: Using the RightFax External Document Connector Adjusting the Advanced EDC Configuration settings Adjusting the Advanced EDC Configuration settings To adjust the Advanced EDC Configuration settings 1. In EDC Monitor, click Tools, and click Advanced EDC Configuration. 2. In the Module list, click the module you want to edit and click Edit to display the Module Configuration window. The Module Configuration window can be used for setting advanced repository options, DataFlow options, and filtering FlowPoints. Setting advanced repository options In the Module Configuration window, click Scanning Options. To Change the interval the RightFax server checks the repository directory for jobs Stop the RightFax server from checking the repository for new jobs Do this Click a time interval in the Scan Interval list. Select the Pause scanning for new jobs box. Save copies of repository job files Click Save copies of new job files and specify a directory in which to save them. Setting DataFlow options Each EDC module processes documents through a series of steps called a DataFlow. The DataFlow consists of individual processes called FlowPoints. Some FlowPoints have configurable options. Caution Always use caution when editing DataFlows in EDC Monitor. If you are not certain about the changes you are making, contact OpenText Customer Support for assistance. To configure DataFlow options 1. Click the name of the connector to edit in the DataFlows list and click Advanced Options. 2. In the FlowPoints list, click a FlowPoint. Some FlowPoints have configurable tasks. 3. In the Options for Individual Tasks list, click the task, and then click Edit Task. Only some tasks are editable. Filtering FlowPoints By default, all FlowPoints process all jobs. Some FlowPoints have a filter option that defines which jobs are processed by that FlowPoint. For each configurable FlowPoint, you can create filters based on any keyword in the job file. You can specify which jobs to process with keyword and value pairs. Filters can either include or exclude jobs. Excluded jobs are passed on to the next FlowPoint. In some cases, including print and notification FlowPoints, the same filter must be added in several related FlowPoints. OpenText RightFax Connector for IBM Filenet Administrator Guide