Kyocera RightFax Connector User Guide Ver. 1.0.4
Table of Contents About Kyocera RightFax Connector ................................................................................................................... 3 Supported Versions of RightFax ..................................................................................................................... 4 Supported MFP Models .................................................................................................................................... 4 Sending Faxes from the MFP operation panel ................................................................................................. 5 1. Launch RightFax application .................................................................................................................... 5 2. Select Faxing Method ................................................................................................................................ 5 3. Select Destinations .................................................................................................................................... 7 4. Fax Settings (Optional) ............................................................................................................................. 8 Fax options menu ......................................................................................................................................... 8 Document Type menu ................................................................................................................................. 8 Billing Codes options .................................................................................................................................... 9 Cover Page Selection ................................................................................................................................. 10 5. Scan Settings ............................................................................................................................................ 11 6. Scan Document ........................................................................................................................................ 11 Deployment ......................................................................................................................................................... 12 Deployment Outline........................................................................................................................................ 12 Installation Location ................................................................................................................................... 12 Multiple Connector Instances ................................................................................................................... 12 RightFax Server Collectives ....................................................................................................................... 12 Cluster Server (MSCS) ............................................................................................................................... 12 User Authentication Methods .................................................................................................................... 13 Connector Installation .................................................................................................................................... 15 MFP Setup ........................................................................................................................................................ 16 TASKalfa 500ci series ................................................................................................................................. 16 Other models ............................................................................................................................................... 18 Licensing .............................................................................................................................................................. 21 Configuration ....................................................................................................................................................... 22 Connection to Server...................................................................................................................................... 22 Login Fax settings ........................................................................................................................................... 23 Walkup Fax settings ....................................................................................................................................... 23 Fax Options ...................................................................................................................................................... 24 Prompt Options ............................................................................................................................................... 25
About Kyocera RightFax Connector Kyocera Right Fax Connector 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. The connector offers IT administrators several deployment options for setting up MFPs on the network to work seamlessly with existing RightFax servers.
The connector acts as a broker between Kyocera MFPs and the RightFax server. Documents scanned at the MFP are transmitted to the connector, which submits fax jobs in RightFax server’s outbound queue. The RightFax server would then perform necessary image conversions and handle the fax transmission.
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Supported Versions of RightFax •
RightFax Server version 9.0 (and later) is supported.
Supported MFP Models
• TASKalfa 500ci series * • TASKalfa 520i series * • TASKalfa 552ci series * • TASKalfa 620 series • KM/CS-3060 series • KM/CS-5050 series • KM/CS-5035 series • KM/CS-C4035e series • KM/CS-C3232e series • KM/CS-8030 series • KM/CS-5035 series * Requires HyPAS component
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Sending Faxes from the MFP operation panel This section describes how a user can send faxes using Kyocera MFPs. The layout, look-and-feel and operation sequence varies depending on the MFP model. Therefore, this section contains screen-shots for both classes of MFPs.
1. Launch RightFax application TASKALFA 500CI SERIES Press “Application” hardware button Press “Right Fax” button on the panel
OTHER MFP MODELS Press “Scanner” hardware button Press either “RightFax”, “KYOcapture” or “Database Assistant” on the panel
2. Select Faxing Method The connector provides two methods of accessing RightFax Server: Walkup and Login. •
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Walkup Fax o User need not enter username and password o User can enter sender information (optional) Login Fax o User must login with by entering username and password from software keyboard o Sender information is obtained automatically after login o Benefit: Access to personal phone book TASKALFA 500CI SERIES
Entering sender information (walkup fax)
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OTHER MFP MODELS
Entering sender information (walkup fax)
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3. Select Destinations This screen allows the user to specify the fax destinations. The user can either enter a destination manually or select one from a phone book. Phone book lookup screen shows all the phone book entries stored on the RightFax server. User can search the phonebook by entering a few search characters. TASKALFA 500CI SERIES Send Fax screen showing destinations and menu
OTHER MFP MODELS Destination menu
Selected destinations list Phone book screen showing entries in user’s phonebook
Phone book
Phone book search results
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4. Fax Settings (Optional) Fax options menu allows the user to change fax settings. 1. Document Type options: Certified delivery and document encryption 2. Billing Code options: For assigning outgoing fax to a certain account 3. Cover Page selection: Select custom cover page Administrator decides which settings the user is permitted to change. TASKALFA 500CI SERIES
OTHER MFP MODELS
Fax options menu
Document Type menu
1. Certified Delivery: Fax will be sent to recipient via ‘Certified Delivery’ feature of RightFax. 2. Document Encryption: Fax document will be encrypted with specified password. Recepient needs to know the password to open the document. This feature is available only when using Certified Delivery.
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Billing Codes options
This screen allows the user to associate the outgoing fax to a billing code for accounting purposes. User can either enter a new billing code manually or select one of the previously used values from the RightFax database. Billing code and Matter fields are mandatory. Description field is optional. Billing codes screen
Billing Codes Lookup
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Choose manual entry or server lookup
Lookup billing codes from server
Cover Page Selection
User can select any cover page stored on the server and enter notes that would appear on the cover page. If this setting is not changed, the default cover page selected by the administrator on the RightFax server would be used.
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5. Scan Settings Scan settings screen allows the user to change several scan settings: • Duplex / Simplex scan: (Simplex is the default setting) • Resolution (Default resolution is 200dpi) • Mixed Sizes (used when the original document contains pages of different sizes) TASKALFA 500CI SERIES
OTHER MFP MODELS
6. Scan Document After adjusting the scan settings (if necessary), the user needs to place the originals on the ADF or the platen glass and press the Start button to begin scanning. On the TASKalfa MFPs, after scanning is completed, the user will be returned to the destination screen, allowing transmission of more faxes. On other MFPs, the user will be returned to the first screen of the application. For confirmation of fax delivery, notification options can be configured on the RightFax server.
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Deployment Kyocera RightFax connector provides several deployment options to suit your needs and network environment. This section describes the various options available to the IT administrator to deploy the solution effectively.
Deployment Outline • • • • • • • • •
Select MFPs and Users: Prepare list of MFPs to be used for Faxing and users allowed to fax. Prepare PC(s) for installation: After deciding installation location(s), select workstations or servers. Install Software Install license files Configure connector: Provide network information and user authentication information. Configure MFPs: Point to the PC running the connector software. Some models may require software installation Test installation Fine-tune system using fax options Configure additional MFPs to send faxes
Installation Location Kyocera Right Fax connector can be installed either on the RightFax server itself or on another Windows PCs on the same network. Multiple Connector Instances Only one instance of the connector can be installed on a workstation or server. However, any number of connector instances can be installed and used simultaneously on the network by installing on multiple workstations or servers. The benefits of this are: • Allows each department, building or remote office to have a locally installed connector with localized settings. • Deployment can be scaled up with multiple connector instances for better load balancing RightFax Server Collectives When multiple RightFax servers are setup as a collective (sharing a common database), license for each server must be installed on the connector. The connector is pointed at any one server in the collective. Application Traffic Managers may be used to automatically redirect the connector to available servers. Cluster Server (MSCS) If RightFax is deployed in a cluster environment, the connector must be pointed to the virtual server using its network name.
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User Authentication Methods Following three authentication configurations are available: Method Description Each user must enter username and password to access RightFax. Login Fax User’s job will appear in his/her fax queue. Users can be Active Directory linked or contained entirely within RightFax. User will have access to private phone book. Walkup Fax: Pre-defined account
Username and password for a RightFax account is programmed into the connector. All fax users will be logged in using this account. Every user’s job will appear in the common queue. The account can be either Active Directory linked or contained within RightFax. Phone book will be common to all users.
Walkup Fax: MFP account
Each MFP has its own account in Right Fax. MFP account’s name must match its Asset ID. Password is common to all MFP accounts. Fax jobs from each MFP will appear in its own queue.
One of the methods (Walkup or Login Fax) can be disabled so that users don’t see the option available on the panel.
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Kyocera Right Fax Connector Steps to deploy Files required
Select MFPs and •Select users allowed to fax •Select Select Kyocera MFPs accessible to the selected users Users
Prepare PC
• License file • Software installer • User guide
•Select Select a Windows PC on same the network as Right Fax server •Join Join windows domain (same domain as Right Fax server)
Install Kyocer Right Fax Connector by running setup.exe Install Software •Install
Obtaining a license
• To generate a license file, Kyocera requires the Right Fax server serial number. • 30-day trial licenses are available
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Install trial license
•Open Configuration Utility > license tab •Select and install license file
Basic Setup
•Open Settings tab > Server section •Server Server Address: enter IP address of Right Fax server •Domain name: Enter domain name •Open Settings tab > Login fax section •Enable: select Yes •Enable NT authentication: select Yes •Open Settings tab > Walkup fax •Enable: select No
Configure MFPs
•KM-5050/KM-2560: 2560: Point Kyocapture function to PC running the connector •KM-C3232/KM-6030: 6030: Enable Enterprise mode, then point Kyocapture function to PC running the connector •TASKalfa TASKalfa 500ci:Install HyPAS package file, and enter IP address of PC running connector, enter 9091 for port
Testing
•Press KYOcapture button in Scanner screen •Login, Login, enter fax number, scan a document to send as fax •Look Look for in Right Fax server (Right Fax Util software) for outgoing fax
Announce availability
•Send Send email announcement to users. Include list of MFPs that are available •Provide step-by-step step instructions on how to: login, enter fax number or lookup phonebook and scan documentsto send fax
Configure other options
•Walkup fax: Select an account to use for walk-up up faxing. Enter the account credentials and enable NT authentication if it is an NT account •Fax Fax options: In Settings tab > Fax Options section, enable Cover Pages, Billing Codes and Certified devlivery. This will allow users to select cover pages and assign billing codes to faxes.
Connector Installation To install the software, extract the installation zip file to a folder and execute setup.exe. The installation wizard will automatically download and install Microsoft .NET 3.5 Framework. • At the welcome screen of the installation wizard, click the Next button to proceed.
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Select a folder to install the software in or accept the default folder and press Next to continue.
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Read and accept the license agreement to start installation.
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Installation wizard shows install progress followed by the installation complete screen.
MFP Setup Setup procedure varies depending on the device model and communication protocol selected. TASKalfa 500ci series RightFax HyPAS application must be installed on the MFP using USB flash drive or through a remote installation tool. Required files • The HyPAS application file (RightFax.pkg) can be found in “C:\Program Files\Kyocera\Right Fax\HyPAS Application” folder. Installation procedure using USB flash drive • Select an empty USB flash drive for installation of KYOcapture. Copy the application file mentioned above to the USB flash drive. • At the MFP operation panel, open System Menu by pressing the ‘System Menu’ button at the top-left corner of the MFP panel. Scroll to next page and press ‘Application’ button. The MFP may prompt for authentication. Please authenticate with an administrator account. • The application screen lists all applications installed on the MFP
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Press Add button to open ‘Application-Add’ screen. Then, insert the USB flash drive into USB slot at the side of the panel. Within a few seconds, the MFP will display ‘RightFax’ in the list of applications found on the USB flash drive.
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Select RightFax and press the ‘Install’ button. When prompted to confirm, press ‘Yes’. The MFP will confirm that the application installed correctly. Then, press the ‘Remove Memory’ button. After the MFP confirms that it is safe to remove the USB memory device, remove it from the MFP. Press the ‘Close’ button to exit back to ‘Application’ page. In the ‘Applications’ page, RightFax will be displayed as shown:
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• • • •
Select RightFax and press ‘License On’ button. When prompted to confirm licensing, press the ‘Yes’ button. Press the ‘Close’ button to exit back to the ‘System Menu’ screen. Power OFF and ON the MFP After the MFP powers ON, please wait a few minutes for the MFP to load applications. Press the ‘Application’ hardware key to view installed applications. RightFax button should appear as shown:
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Press RightFax button in the ‘Application’ screen (accessed by pressing the Application button).
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Application will prompt for authentication. Please login as an Administrator. The default administrator account on TASKalfa MFP is Admin with password=Admin. (Note the uppercase A). After authentication succeeds, the RightFax configuration screen will appear. In the configuration screen, enter the RightFax Connector’s IP address and port number (default value for port is 9091), then press OK button register the settings. When the data is submitted, the device will attempt to connect to the RightFax server. If it is successful, it would display the RightFax menus. Otherwise, it will show a communication error and allow user to edit settings again. Note: Please ensure RightFax and the connector is installed and running prior to this step.
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Setting up Right Fax as default MFP screen • Open System Menu • Select Common Settings > Default Screen • Select Right Fax and press Done Other models Database Assistant protocol must be used for the following models: (Enterprise mode – U510 set to OFF and U505 – use DBA set to ON) • KM-C4035e series • KM-C3232e series • KM-8030 series • KM-5035 series KYOcapture protocol must be used for the following models: (Enterprise mode – U510 set to ON) • KM-3060 series • KM-5050 series Please note that only the communication protocol is used, not the software. Database Assistant, Scan File Utility and KYOcapture must not be installed on the PC.
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MFP Setup: KYOcapture • Open System Menu > Application • Press “KYOcapture Setting” button • Press “KYOcapture” button to open the settings • Enable KYOcapture by pressing the “ON” button • Enter RightFax Connector’s IP address in the server address field • Enter 37169 in the port field • Press close to save changes.
MFP Setup: Database Assistant Enable and point to server • Open scanner web page on a browser • Click on “System Basic Setting” • Scroll down to the “DB Assistant” field • Enter RightFax Connector’s IP address in the DB Assistant field • Click “Registration” button to save changes Setup Sender List • Open scanner web page on a browser • Click on “Sender List” • Click on 001 and enter Printer’s hostname or IP Address for Registration Name • Click Registration button to save changes
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Turn off sender selection prompt • Open scanner web page on a browser • Click on “Scanner Default Setting” • Click on Extension • Set “Skip sender (user) setting:” to On • Click “Registration” button to save changes
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Licensing RightFax Connector must be licensed prior to use. Installing a license would enable a limited trial or full, unlimited use license. The configuration utility is used to view, install or change licensing scheme. To start the configuration utility, click on the Start Menu > All Programs > Kyocera > Right Fax Connector > Kyocera Right Fax Connector Configuration. Switch to the licensing tab to view current licensing status.
Obtaining a license License files are issued by Kyocera Mita’s Professional Services team. To obtain a trial license or to purchase an unlimited license, please contact your dealer. You would have to provide the dealer the RightFax server’s serial number. To view the serial number, open “RightFax Enterprise Fax Manager” utility and select the RightFax server. The serial number is displayed as shown:
Installing a License In the licensing tab of the configuration utility, click on Open License File button and select the license file by browsing to its location. If it is a valid license file, the configuration utility will display the license information contained in the file as shown:
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Click the “Install License” button to install the license and activate the software.
Configuration RightFax connector offers the administrator several options for customizing the user interaction. These options are listed below.
Connection to Server
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Server address o Must contain the host name or IP address of the RightFax server. Server domain o Windows domain to use for authentication. Server protocol o Select communication protocol to use 1-Named Pipes 4-TCPIP (default) 6-SecureTCPIP
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Login Fax settings
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Enable Login Fax o Setting to enable or disable 'Login Fax' feature. Login Fax NT Authentication o Select Yes to authenticate 'Login Fax' users against Windows/Active Directory. Select No to authenticate users as RightFax users.
Walkup Fax settings
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Enable Walkup Fax o Setting to enable or disable 'Walkup Fax' feature. Asset ID for User Name o Use MFP’s asset ID as username. Walkup Fax user name o User name used for 'Walkup Fax' authentication. o Value in this field is ignored if Asset ID for User Name option is enabled. Walkup Fax user password o Password used for 'Walkup Fax' authentication. Walkup Fax NT Authentication
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o Select Yes if the 'Walkup Fax' account uses NT authentication (domain account), select No if it is a Right Fax user account.
Fax Options
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Allow Secure Docs usage o Allow using 'Secure Docs' for outgoing faxes. This applies only when destination has email address o Select Yes only if Secure Docs is installed and configured on the Right Fax server. Allow Certified Delivery o Allow user to use 'Certified Delivery' for faxing? o Select Yes only if Secure Docs and Certified Delivery are configured on the Right Fax server. Allow Encryption o Allow user to encrypt fax with a password o Select Yes only if Certified Delivery is configured on the Right Fax server. Destination fields o Option to prompt for Name and Company in the destination entry screen. PDF Email attachment o Use PDF format for email attachments? Force billing code o Force all outgoing faxes to be assigned a Billing Code o User will be prompted to select a billing code before scanning Enable Cover Page selection o User can select a cover page from those configured on the server
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Prompt Options
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Enter password twice o Prompt user to enter Encrypted Document's password twice for verification Prompt for Sender Info o Prompt Walkup user to enter sender information (name and fax number). This appears on cover pages. o If set to No, values from walkup account will be used. Term for destination o The default terminology for destination address is “Address”. This can be changed to “Fax Number” or “Destination” by entering it in this field.
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Trademark References: Microsoft Windows 2000 operating system, Microsoft Windows XP operating system, Microsoft Server 2003 operating system, Microsoft Windows Vista, and Microsoft Internet Explorer are trademarks of the Microsoft Corporation in the U.S. and other countries. Other products or brand names are the trademarks of their respective companies.
© 2009 Kyocera Mita America, Inc.
Rev. 1.0.1_1825
