It’s important for any RightFax Administrator to have access to every bit of information — from user data, to sent and received faxes, and so on. Gathering fax data creates a useful supply of information that can be used to formulate best practices, optimize internal processes, and even track audit trails that are necessary for compliance.
RightFax makes it easy for Admins to obtain the information they need, and one of the tricks Admins can use to gather data is viewing other users’ inboxes. RightFax 16.4 allows Admins to quickly view any other user’s mailbox using a couple of methods:
#1: Viewing an Individual User’s Mailbox
When logged into FaxUtil on an Admin’s account, click your user ID (located in the left-hand corner). The list of users will appear, unless it is too large. If no list appears in the window, you can input a user’s name in the search bar to search for their mailbox. Select their name when you see it appear and RightFax will display their inbox.
#2 Using Administrative Mode
Admins and group monitors can view the inboxes of all users they manage within RightFax. To view these mailboxes, follow these steps:
- In the upper right corner of FaxUtil, select your username and check the “Administrative Mode” box that appears.
- When in “Administrative Mode”, click “Workspace” (located in the lower left-hand corner).
- When the “Workspace” box appears on screen, select the filter you would like to apply to the list. These filters change the information that is displayed.
- You can also choose a custom list of columns that will be displayed on the report that is generated.
- When you are finished, you can exit “Administrative Mode” by selecting your username in the upper right corner and unchecking the box that says, “Administrative Mode.”
What Do the Filters Do?
The filters that can be displayed include:
- Information Incomplete: fax cannot be sent because required information is missing, either on the Fax Information screen or in embedded codes.
- Waiting for Conversion: faxes waiting to be converted to fax format.
- In Conversion: faxes in the process of conversion to fax format.
- Sending: faxes currently being transmitted.
- OK: faxes sent without errors.
- Aborted with error condition: faxes sent but have reported one or more errors.
- Error condition – will retry: faxes that have failed to send due to errors but will be retried after a short interval.
- Waiting to be Sent: faxes converted to fax format and are waiting to enter the transmission queue.
- Scheduled
to be Sent: faxes converted to fax format and are waiting in the queue to
be sent. - Held for Preview: faxes waiting in your mailbox for your review before being released to send.
- Waiting for Attachment: faxes waiting to pick up a file attachment.
- Attention Status: faxes waiting to send because attention is required.
- Printing: faxes being printed.
- Queued for Printing: faxes waiting to be printed.
- OCR in Progress: faxes being converted to text using optical character recognition (OCR).
- Queued for OCR: faxes waiting to be converted to text.
- Needs Approval: faxes waiting for approval by a delegate who has the delegate permissions “Can view faxes” or “Can view first page of received faxes” and “Can approve faxes.”
- Duplicate: duplicate faxes.
- Thermal Record: faxes that have been manually recorded.
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