RightFax Embedded - Kyocera · If RightFax is deployed in a cluster environment, the RightFax Embedded must be pointed to the virtual server using its network name. 1.9 Licensing

KYOCERA RightFax

Embedded

RightFax Embedded Version 1.0

April 2019

KYOCERA Document Solutions America, Inc. Software Solutions Group

©2019 KYOCERA Document Solutions America, Inc.

2 Copyright © 2019 KYOCERA Document Solutions America, Inc. All rights reserved.

Table of Contents 1. Introduction to RightFax Embedded ..................................................................................................... 3

1.1 RightFax Embedded 1.0 Features ................................................................................................. 3

1.2 This Guide ..................................................................................................................................... 3

1.3 RightFax Embedded 1.0 and RightFax Connector 3.4.3 Differences ............................................ 4

1.4 End-User Operation ...................................................................................................................... 5

1.5 Supported Environments .............................................................................................................. 5

1.6 Supported MFPs ............................................................................................................................ 5

1.7 Supported RightFax Server Versions ............................................................................................. 5

1.8 Cluster Server (MSCS) ................................................................................................................... 5

1.9 Licensing ........................................................................................................................................ 5

1.10 On-line Activation ......................................................................................................................... 5

2. Network Architecture ........................................................................................................................... 8

2.1 Network Protocols ........................................................................................................................ 8

3. HyPAS Application Installation.............................................................................................................. 9

3.1 HyPAS Application File .................................................................................................................. 9

3.1.1 Installation on HyPAS-Capable MFPs .................................................................................... 9

3.1.2 Installation on HyPAS-Enabled MFPs .................................................................................. 11

3.2 Upgrading RightFax Embedded HyPAS Application .................................................................... 12

4. MFP Configuration .............................................................................................................................. 13

4.1 Server Settings ............................................................................................................................ 14

4.2 Default Scan Settings .................................................................................................................. 14

4.3 Import / Export Settings .............................................................................................................. 15

4.3.1 Export RightFax Embedded Settings ................................................................................... 15

4.3.2 Import RightFax Embedded Settings .................................................................................. 15

5. MFP Operation .................................................................................................................................... 16

5.1 User Authentication .................................................................................................................... 16

5.1.1 Single Sign-On ..................................................................................................................... 17

5.2 Adding Recipients ....................................................................................................................... 17

5.2.1 Add New Recipient .............................................................................................................. 17

5.2.2 Choose Recipient(s) from the Address Book ...................................................................... 18

5.3 Fax Options ................................................................................................................................. 20

5.4 Sending a fax ............................................................................................................................... 21

6. Support ............................................................................................................................................... 24

Copyright © 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 3

1. Introduction to RightFax Embedded Kyocera Right Fax Embedded allows users to send faxes through an OpenText® Fax Server (RightFax),

directly from the operation panel of a Kyocera MFP. Using the touch panel of the MFP, users can access

advanced RightFax features such as phone books, billing codes, cover pages, Secure Docs and Certified

Delivery.

1.1 RightFax Embedded 1.0 Features

• Pull recipient information directly from the RightFax server

• All user management is handled by the RightFax Server

• Send to individuals, groups, or add a new fax destination directory on the MFP panel

• Card Authentication

• Single sign-on Authentication

• No server middle-ware

• Licensed per MFP

1.2 This Guide

This document describes the components, functions, installation requirements, and steps required to

deploy and configure RightFax Embedded effectively.


1.3 RightFax Embedded 1.0 and RightFax Connector 3.4.3 Differences

RightFax Connector 3.4.3 RightFax Embedded 1.0

Card Authentication

Single Sign-on

Login Fax

Walk-up Fax

Walk-up Fax: MFP Account

*

Cover Page Selection

Secure Docs Usage

Certified Delivery

Password Encryption

Force Billing Code

* RightFax Embedded 1.0 cannot automatically pull the asset ID from the MFP. The asset ID

would need to be manually entered as the Walkup Fax account name on the RightFax Server to

preserve this functionality.


1.4 End-User Operation

The Embedded acts as a broker between Kyocera MFPs and the RightFax server. Documents scanned at

the MFP are sent directly to the RightFax server’s outbound queue. The RightFax server would then

perform necessary image conversions and handle the fax transmission.

1.5 Supported Environments

Not all Windows environments are supported and depending on a variety of factors, RightFax Embedded

may not be the ideal choice. Please read the following limitations and considerations carefully before

deciding to implement RightFax Embedded.

1.6 Supported MFPs

For a full list of support MFP models, please refer to the Solutions Compatibility Chart on KDACentral

.com.

1.7 Supported RightFax Server Versions

• RightFax Server version 16 EP4 SR1

1.8 Cluster Server (MSCS)

If RightFax is deployed in a cluster environment, the RightFax Embedded must be pointed to the virtual

server using its network name.

1.9 Licensing

RightFax Embedded requires the purchase of a software license from an authorized Kyocera or Copystar

dealership.

You can evaluate the software, free of charge, for two 30-day trial periods. RightFax Embedded will be

disabled when the two trial periods expire, and you will be required to purchase a license key to be

entered to continue using the application.

1.10 On-line Activation

RightFax Embedded uses the same activation method as the Card Authentication Kit, Teaching Assistant, Data Security Kit and the Document Guard Kit. Following the purchase of a license certificate, the Product ID Number is sent in an email message. You will need these items as well as the MFP Serial Number when you access the License Page from KDACentral. You will be issued a unique Activation Key once you register your option. Print this page and input this Activation Key number on the panel of your HyPAS-Enabled MFP or HyPAS-Capable MFP to activate it.


Login to the License Key Service on KDACentral.com What’s Required:

• License Certificate

• Product ID Number

• MFP Serial Number

RightFax Embedded Licensing Procedure

1. Enter the Product ID from the License Certificate, Click Next

2. Your Product will be verified, Click Next.

3. Enter the MFP Serial Number,

Click Next.


4. Re-enter the MFP Serial Number to confirm it, Click Next.

5. Your Information will be verified, Click Next.

6. Your License Key is issued.

7. Print the Page and input the License Key number on the panel of your HyPAS enabled MFP to activate your Device.


2. Network Architecture NOTE: Information subject to change without notification

2.1 Network Protocols

• The HTTP or HTTPS Protocol is used for communication between the MFP and the RightFax

Server.


3. HyPAS Application Installation

3.1 HyPAS Application File

Two 30-day full-featured trials are allowed per MFP. For use beyond the trial period, each MFP

installation must be activated with a unique license key obtained after purchasing the corresponding

item code.

3.1.1 Installation on HyPAS-Capable MFPs

1. Download the RightFax Embedded Package file from KDACentral Dealer Portal and copy it to the

root of a clean USB flash drive.

2. At the MFP control panel, open System Menu/Counter >Favorites/Application.

3. Log in as Administrator when prompted. The default login name is Admin and the default

password is Admin (Note: Enter capital A when entering ‘Admin’ as both login name and

password fields are case-sensitive).

4. Press Application button.

5. Press Menu button.


6. Press Add button.

7. Insert USB flash drive into the MFP.

8. A list showing the application will appear.

9. Select RightFax Embedded and press Install.

10. After installation, press End to return to the Applications screen.

11. Select RightFax Embedded and press Menu.

12. Press Activate. The MFP will prompt for Activation Mode. If a license key is available, enter the

license key, then select Official. Otherwise, press the Trial button to activate one of the two 30-

day trials. One trial can last for 30 days after which time the trial button will be disabled and the

RightFax Embedded service will no longer start. A license must be purchased from an authorized

Kyocera or Copystar dealer to restart the RightFax Embedded service.

13. If the Official button is pressed,

the MFP will prompt for a license

key. Enter it using the keypad

and press the OK button.

NOTE: License key can only be

generated by authorized Kyocera

or Copystar dealers.

After RightFax Embedded is activated successfully, it can be executed from the main Application screen

(opened by pressing the Application key on the control panel).


3.1.2 Installation on HyPAS-Enabled MFPs

1. Download the RightFax Embedded Package file from KDACentral Dealer Portal and copy it to the

root of a clean USB flash drive.

2. At the MFP control panel, open System Menu > Applications.

3. Log in as Administrator when prompted. The default login name is Admin and the default

password is Admin (Note: Enter capital A when entering ‘Admin’ as both login name and

password fields are case-sensitive).

4. Press the Add button.

5. Insert USB flash drive into the MFP.

6. A list showing the application will appear.

7. Select RightFax Embedded and press Install.

8. After installation, press Close to return to the Application screen.

9. Select RightFax Embedded and

Press Activate. The MFP will

prompt for Activation mode. If a

license key is available, enter the

license key, then select Official.

Otherwise, press the Trial button

to activate one of the two 30-day

trials. One trial can last for 30

days after which time the trial

button will be disabled and the

RightFax Embedded service will

no longer start. A license must be purchased from an authorized Kyocera or Copystar dealer to

restart the RightFax Embedded service.

10. After RightFax Embedded is activated successfully, it can be executed from the home screen.

NOTE: To setup RightFax Embedded as the default screen of the MFP, open System Menu > Common

Settings > Default Screen and select RightFax Embedded.


3.2 Upgrading RightFax Embedded HyPAS Application

Whenever the RightFax Embedded HyPAS Application is upgraded, the MFP will need to be restarted for

the application to function properly. Please make sure to restart the MFP after the RightFax Embedded

application has been upgraded.


4. MFP Configuration RightFax Embedded can be configured from either the MFP panel or from a web interface. The web

interface can be accessed by entering http://<MFPADDRESS>:8080/rfembedded/config into a web

browser. Almost all configuration options are the same on the MFP panel and the web interface except

for an option to import/export settings which is only available via web interface. The web interface was

used to illustrate the following steps to include all options RightFax Embedded provides.

Enter the web

configuration URL from

above into the web

browser of a network

connected workstation.

Once connected enter the

MFP Administrator’s

credentials.

Upon successful

authentication you will be

shown three options to

choose from and configure:

1. Server Settings

2. Default Scan Settings

3. Import/Export Settings


4.1 Server Settings

• Address (required):

Either the IPv4 address

or the host name of

the RightFax Fax server

preceded by the

protocol being used

(http:// or https://).

Each Embedded can

connect to one (1)

RightFax server.

• Enable Walkup Login:

Check to allow a

walkup account to be

used. A “Walkup”

button will appear on the logon panel.

• Username (Walkup): Enter the username used for the walkup account.

• Password (Walkup): Password associated with the walkup username from the previous step.

4.2 Default Scan Settings

Scan default may be set

that will be universally

applied to all scan jobs to

promote uniformity.

However, scan settings

may be changed on a

temporarily though the Fax

configuration. Once the

user logs off or the panel

resets scan settings will

revert to these defaults.


4.3 Import / Export Settings

NOTE: The Import/Export Settings will only appear when configuring Kyocera’s RightFax Embedded

through the web interface. Import/Export Settings will not appear on the MFP panel.

Import/Export Settings

allow the administrator to

save all settings configured

in an existing RightFax

Embedded installation and

import them into a new

RightFax Embedded

environment for a quick

and uniform setup.

4.3.1 Export RightFax Embedded Settings

Under Export Settings, click the Export button and your settings will automatically download to your

browser’s default download location. The file will be called “RightFaxEmbeddedSettings.zip” and can be

copied and moved as any other .zip file.

4.3.2 Import RightFax Embedded Settings

Under Import Settings, click the Choose File button and navigate to the exported .zip file. Select the .zip

file and click the Open button. The .zip file will appear next to the Choose File button for reference. Next,

click the Import button to import your RightFax Embedded settings. A popup window should appear

stating that connector has “successfully imported data”. Click OK to close the popup window and click

the Finish button to return to the Settings page.


5. MFP Operation

5.1 User Authentication

Upon initially opening the

RightFax Embedded

application users will be

shown the authentication

screen. Simply enter a

valid username and

password and press the

Next button ( ) to

login.

Users can also press the

Walkup button to use the

walkup account (if

configured).

If a card reader is installed

the screen will also show a

card reader.

To Register a HID Card:

Enter the user credentials

as normal then scan the

HID card. DO NOT press

the next button ( ) as

this will bypas the

registration process.

If a user’s credentials

change, simply follow the

same procedure to register the HID with the new credentials.


Upon successfully

authenticating, users will

be shown the Fax

Configuration screen.

5.1.1 Single Sign-On

The RightFax Embedded application supports single sign-on when authentication is enabled on the MFP.

Once a user is logged in to the MFP, they will need to sign in to the RightFax Embedded application the

first time in order to equate the user’s credentials with their RightFax credentials. The RightFax

Embedded application will encrypt and store this relationship so the next time the user logs to the MFP

and opens the RightFax Embedded application the logged in user’s credentials will be looked up and the

stored RightFax credentials will be passed to the application and used to log in. If either set of the user’s

credentials change this process will need to be repeated.

5.2 Adding Recipients

Fax destinations can be chosen from either the user’s phonebook configured on the RightFax server or

manually entered by using the Add New button.

5.2.1 Add New Recipient

Press the “Add New” button on the right-hand

side of the screen.


A popup window will

appear allowing users to

enter the new recipient

information. Required

fields will be denoted

with a red asterics ( * ).

Once completing the

required information press

the Check button to add

the new recipient to the

list.

Recipients that are

manually entered are

denoted in the list with an

orange hash icon ( ).

5.2.2 Choose Recipient(s) from the Address Book

Press the Address Book button on the right-hand

side of the screen.


The panel will display up to

100 contacts that exist in

the address book.

Contacts will be shown

with an icon depicting the

type of contact it is:

Single User Contact

Group Contact

Users can choose multiple

contacts at this screen

then press the next button ( ) to add the contacts to the contact list.

Only the user’s Personal

Phonebook and Additional

Phonebooks configured in their

user profile will be displayed on

the panel. Additional Phonebooks

can be defined through the

RightFax FaxUtil application on the

RightFax server by selecting the

user from the left-hand pane and

selecting the Option tab on the

top menu bar. From here click the

Other Options tab and define the

additional phonebooks on the

right-hand side of the window.


Contacts will be shown

alphabetically and in the

order of New Contact,

Group, Individual.

Contacts can be removed

by pressing the remove

button ( ) next to the

contact name.

5.3 Fax Options Open the Fax Options screen by pressing the

Options button on the right-hand side of the

application.

The Fax Options screen

allows the user to choose

the cover sheet, From

Name, From Fax Number,

Account, and Matter (not

pictured). The lists for

Cover Sheet and Account

are determined by the

Username bound in the

configuration settings. If a

cover sheet does not

appear in the list, double

check the bound

username has rights to access it.


Once all options are

configured press the next

button ( ) to go back

to the recipient screen.

Users can see a summary

of their chosen options for

quick reference.

5.4 Sending a fax

Users can first press the

Scan Setting button (

) towards the lower right-

hand corner of the panel

to configure any scan

settings. Scan settings will

revert to the application

defaults once the RightFax

Embedded application is

closed and relaunched on

the MFP.

To begin sending a fax,

simply press the Scan button ( ) from the Recipient screen. Scanning will begin immediately after

pressing the Scan button ( ).


The Scanning Now screen

will appear, and users will

begin to see thumbnail

images of their scans

begin to appear on the

panel screen. Thumbnails

take time to render before

they can be displayed on

the panel, so scanning

may complete before all

thumbnails are shown.

When scanning is

completed user can press

the finish button to begin

transmission of the fax.


Users will then be shown a

confirmation screen

indicating the fax as either

being successful or failing.

The “Clear Selections”

checkbox on the lower

left-hand side of the panel

is checked by default. This

will remove all fax

destinations used during

the scan, so users will be

shown a fresh Fax

Configuration screen.

Leaving this unchecked will leave all previously used fax destination in the list.


6. Support

For RightFax Embedded Support:

Contact your authorized Kyocera or Copystar Dealer.

For a listing of authorized Kyocera Dealers:

http://usa.kyoceramita.com/americas/jsp/Kyocera/wheretobuy.jsp

For a listing of authorized Copystar Dealers:

http://usa.copystar.com/americas/jsp/Kyocera/wheretobuy.jsp

or

Contact Kyocera Technical Support

Phone Monday - Friday 9 am - 6 pm EST 1-800-255-6482 Web http://usa.kyoceradocumentsolutions.com/americas/jsp/Kyocera/contactus.jsp KYOCERA, CopyStar, RightFax Embedded and HyPAS are registered trademarks of Kyocera Corporation in the United States and/or other countries.

RightFax Fax is a registered trademark of the OpenText Corporation.

Copyright © 2019 KYOCERA Document Solutions America, Inc.

All rights reserved.

Rev. 1.0

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