RIGHTFAX EMAIL INTEGRATIONS

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RIGHTFAX EMAIL INTEGRATIONS

• Microsoft Exchange and IBM Lotus Notes

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Fax and Email Matter Together

• 5 Billion faxes are sent annually
• "Over 90 of US companies are fax-enabled, as fax
  remains an important channel for critical
  business communications. Source Peter Davidson,
  Davidson Consulting, 2003
• Fax is going to remain a major form of document
  distribution at least until 2020 Source
  Worldwide Computer-Based Market Analysis and
  Forecast, 2000-2005, IDC

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Why It Matters Waste

• Most companies do not realize how much they are
  wasting on traditional methods
• Manual faxingsend and receive
• Many minutes waiting at fax machine
• Unsecuredocuments sit in the tray
• Manual call coordination
• Send it to me now. Ill go stand by the
  machine.
• The toner was out. Send it again..
• It was unplugged all last week. Did you send
  it?
• Who saw that document?
• Printing a document, then faxing it manually
• Receiving a fax, then scanning it

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Why It Matters Reliability and Security

• Other traditional methods
• Mail/Post/Express Delivery
• Slow, error prone, costly delays
• Expensive
• Open to tampering and not secure
• EDI/E-commerce
• Expensive to implement
• Alienates those partners or vendors who do not
  have EDI

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The Limitations of Email

• Email is not always the correct delivery channel
• Not all recipients can receive it
• Not legally binding in all countries
• If it goes down, what is your alternative?
• Security and privacy issues
• Users and recipients still want fax

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Why Email and Fax Should Be Combined

• Spam is filling email boxes
• People hate to go through email and waste too
  much time deleting spam
• Spam filters dont work
• Often separate out legitimate email
• Viruses can cripple corporate email
• Phishers use email for fraudulent activities
  and theft

• The Result?
• Emails are not opened
• Email is not seen as legitimate or secure
• Email is not seen as reliable
• Fax is a secure and reliable alternative and
  complement to email

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If You Have Email Why are Electronic Fax Servers
so Important?

• Proven technology
• T.30 standard, robust, time-tested
• Securetamper-resistant images
• Legally binding documents
• Universally accessible and accepted
• Cost-effective, with a proven ROI, low TCO
• Convenient and easy to useuse your existing
  email environment
• Low-cost, high impact

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Why Combining Fax with Email Makes Sense

• Improves productivity and efficiency
• Improves security ensures privacy
• Reduces communication time and cost
• Frees up resources for more value-added
  activities
• Leverages systems you already have in place

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Impact of Combining Fax and Email

• Direct costs
• Fax machines, toner, paper
• Phone lines, long distance
• Indirect costs
• Productivity improvements
• Faster turnaround time for service
• Order processing
• Customer response
• Faster business cycles
• Avoided costs
• Legal/liability
• Proof of Receipt, Audit Trail
• Privacy, regulatory

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RIGHTFAX AND MICROSOFT

• RightFax Microsoft Exchange Module

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RightFax and Microsoft Partnership and Integration

• Microsoft Certified Gold Partner
• Back-office certified
• Certified on Windows 2000 and 2003 Standard and
  Enterprise Severs
• Window XP compatible
• Window 2000/2003, client-server application

• Clustering support
• Active Directory support (MS Exchange 2000/2003)
• Administration from MS Exchange (Exchange 5.5)
• Fax-enable Microsoft desktop applications such as
  Outlook, Exchange, Word and Excel

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RightFax Microsoft Exchange Module

• Integrates Microsoft Exchange server with
  RightFax server
• Enables inbound and outbound faxing directly
  from Microsoft Outlook
• Familiar and intuitive user interface reduces
  user training
• User synchronization allows unified
  administration of both servers
• Simplifies the creation and maintenance of user
  records
• Ensures accuracy and consistency between the
  servers

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RightFax Microsoft Exchange Module Benefits

• For network users
• Easy to use, centralized universal inbox to send,
  receive and manage communications
• Improved productivity
• Reliable document delivery with confirmations
• Document confidentiality and enhanced security

• For IT administrators
• Leveraging existing IT network infrastructure
• Single point administration
• Proven reliability
• Reduced document transmission costs
• Lower system maintenance, support and training
  costs
• Rollout/deployment gains

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RightFax Microsoft Exchange Module Features

• Create, send and receive faxes using intuitive,
  custom fax forms within Outlook inbox.
• Easily create and send new faxes to one or more
  contact addresses in an Outlook Contacts folders
• Organize, manage, forward and respond to your
  faxes exactly the same as email messages
• Simplified, central administration

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RightFax Microsoft Exchange Module Architecture
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RightFax Microsoft Exchange ModuleHow It Works

• Outbound faxing
• A user composes an Microsoft Exchange mail
  message
• Images and/or files for SSA conversion may be
  attached
• The user sends the message as regular Microsoft
  Exchange mail from their mail Inbox
• The email gateway passes the message to RightFax
• RightFax renders the message and delivers the
  outbound fax

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Sending a Fax with Microsoft Outlook

• Outlook fax forms let users include billing code
  information, library documents, specific cover
  sheet information and more

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RightFax Microsoft Exchange ModuleHow It Works

• Inbound faxing
• A fax is received into the RightFax server
• RightFax composes an Exchange mail message and
  attaches the fax
• RightFax passes the message to Exchange
• Users receive faxes as Exchange mail in their
  Exchange Inbox

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Receiving a Fax in Microsoft Outlook

• Fax view in the Microsoft Outlook Inbox

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Web Delivery

• Notification of received faxes via email
• Email includes hyperlink to fax
• Brings up RightFax Web Client
• Benefits
• Separates fax and email traffic
• Eliminates storage of faxes on the email server

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Web Delivery

• Web delivery sends an email notification that a
  fax has arrived

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Administration via Microsoft Exchange

• Simplify administration
• Add, delete, modify new users within Exchange
• Uses property mapper tool to set synchronization
  between the RightFax server

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Administration Options
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RightFax MMC Snap-in for AD Synch

• Synchronizing RightFax to Active Directory is
  facilitated through the Microsoft Management
  Console

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RightFax Microsoft Exchange Module Requirements

• RightFax Server with the optional RightFax
  Microsoft Exchange Module installed
• Microsoft Exchange Server 2000 or higher,
  including Exchange 2003
• Windows clients running Microsoft Outlook 2000
  or higher
• RightFax Microsoft Exchange Module
• Add the RightFax SecureDocs Module to provide
  certified, confirmed document delivery with
  end-to-end security, confidentiality and
  integrity, all with the speed and immediacy of
  email

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RIGHTFAX AND IBM LOTUS

• RightFax Lotus Notes Module

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RightFax and IBM Lotus NotesPartnership and
Integration

• IBM Business Partner and IBM Partner World for
  Developers
• Preferred Lotus solution for Fax for Domino
  replacement
• Integrates Domino server to RightFax server
• Maximum uptime through server independence

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RightFax Lotus Notes Module

• Creates a fully unified fax and email solution
• Enables inbound and outbound faxing directly
  from the Notes client
• Familiar and intuitive user interface reduces
  training time
• Native Notes installation
• No mail, minimal mail and full mail
• Database synchronization allows unified
  administration of both servers
• Simplifies the creation and maintenance of user
  records
• Ensures accuracy and consistency between the
  servers

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RightFax Lotus Notes ModuleBenefits

• For network users
• Easy to use, centralized universal inbox to send,
  receive and manage communications
• Improved productivity
• Reliable document delivery with confirmations
• Document confidentiality and enhanced security
• RightFax works even if Lotus Notes is down

• For IT administrators
• Leveraging existing IT network infrastructure
• Single point administration
• Proven reliability
• Reduced document transmission costs
• Lower system maintenance, support and training
  costs
• Rollout/deployment gains
• Server independentif Lotus Notes is down
  RightFax keeps working

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RightFax Lotus Notes Module Features

• Create, send and receive faxes using intuitive,
  custom fax forms
• Easily create and send new faxes to users in
  Notes Personal Address Book
• Organize, manage, forward and respond to your
  faxes exactly the same as with Notes mail
• Notes/Domino clustering

• iNotes/Domino Web Access support
• Notes log file
• Encrypted and certified delivery with additional
  SecureDocs module
• Enhanced reporting, doclinks, etc.

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RightFax Lotus Notes Module Architecture
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Flexible Ways to Integrate
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RightFax Lotus Notes Module How It Works

• How it worksoutbound faxing
• A user composes a Notes mail message
• Images and/or files for SSA conversion may be
  attached
• The user sends the message as regular Notes mail
  from her/his mail database
• The email module passes the message to RightFax
• RightFax renders the message and delivers the
  outbound fax

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Sending a Fax with RightFax and IBM Lotus Notes

• Sending a fax within Notes using Fax Information
  Dialog and NAB

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Lotus Notes Real-time Fax Status

• Users can receive real-time fax status from
  within Notes

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Receiving a Fax in IBM Lotus Notes
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IBM Lotus Notes User Enhancement

• User Administration Preference

• User preferences document
• Allows users to update user options from within
  their mail database
• Can be secured as editable by Administrators only

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Native Notes Installation

• Native Notes installation, written entirely in
  LotusScript makes installation easy

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Fax Object Administration and On-demand
Synchronization

• The RightFax EFM Sync Database mirrors fax
  objects found in the EFM application on the
  Domino server. The gateway synchronizes the two
  data stores, so that fax objects can be created
  and modified in either location

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IBM Lotus Notes-User Enhancement

• User Administration Preference

• User preferences document
• Allows users to update user options from within
  their mail database
• Can be secured as editable by Administrators only

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RightFax Lotus Notes Module Requirements

• RightFax server 9.0 with the optional RightFax
  Lotus Notes Module installed
• Domino server and Lotus Notes client Versions 6.0
  or higher

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THANK YOU

• Please visit our Web site at www.captaris.com
  for more information.