Version 9.

0
Activating and Using the
OCR Router Module
 Activating and Using the OCR Router Module ii

Edition
Information in this document applies to version 9.0 of the Guide for Activating and Using the OCR Router Module.

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Activating and Using the OCR Router Module

The RightFax OCR Router™ module uses optical character Activating the OCR Router Module on the
recognition (OCR) technology to convert the cover sheet of
received faxes from a graphic format into text. The text on the cover
RightFax Server
sheet is then compared to a customized routing table that contains The files required by the RightFax OCR Router Module are
names and other text that identifies RightFax users in your installed on all RightFax servers during the server installation.
organization. When a match is found, the fax is routed to the However, the OCR Router Module must be licensed and activated
specified RightFax user. Optical character recognition with the before its functionality will be enabled.
OCR Router can be performed only on printed text and does not
To activate the OCR Router Module, you must have licensed a
work with handwritten text.
RightFax server type that includes this module, or purchased and
Important Because large organizations can have several members licensed this module separately. For information on activating new
with the same or very similar names, OCR routing is not recommended components on the RightFax server, refer to the RightFax
as a primary routing method. For large organizations, Captaris Installation Guide.
recommends using OCR routing only as a backup for other fax routing After the RightFax OCR Router Module has been activated on the
methods (described in the RightFax Administrator’s Guide). With other
RightFax server, you must enable OCR processing on at least one
fax routing methods, a mailbox can be configured that receives all “lost”
faxes whose intended recipient cannot be determined. These “lost” fax
RightFax WorkServer module (described in the next section) and
mailboxes can then be configured for OCR routing. configure RightFax to perform OCR routing.

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 Activating and Using the OCR Router Module 4

Enabling OCR Processing on a WorkServer Configuring RightFax to Perform OCR Routing

After the OCR Router module is activated, run the WorkServer After the OCR Router module is installed, you must configure
configuration program from Windows Control Panel on the RightFax for OCR routing of received faxes. First you must
RightFax server to display the WorkServer Configuration dialog configure a “central” mailbox from which the faxes will be routed,
box. In the component tree in the left pane, select the WorkServer and then you must create a custom routing table that contains
that you want to perform OCR processing. You can enable OCR RightFax user IDs and their associated text. When a fax arrives in
processing on as many WorkServers as you want. the central mailbox, the cover sheet text is checked against the
routing table for a match. If a match is found, the fax is routed. If no
Figure 0.1 The WorkServer Configuration dialog box match is found, the fax remains in the central mailbox.

Creating and configuring the OCR central mailbox

To use OCR to route faxes to their intended recipients, the faxes
must arrive in one or more “central” mailboxes. These mailboxes are
configured so that all incoming faxes are rerouted using OCR
routing.
To create a central mailbox for OCR routing, run Enterprise Fax
Manager and add a new RightFax user called “OCR,” and then edit
the user properties. Click the Inbound Routing tab, and enter “0”
(zero) in the Routing Code box. This will cause all incoming faxes
whose owners cannot be determined to automatically route to this
mailbox. Next, click the Inbound Routing tab, and click OCR in the
Routing Type box. This configures the mailbox to perform OCR
routing on each received fax.

Note Only the central mailbox should have its Routing Type set to OCR.
Do not set the routing type of individual RightFax user mailboxes to OCR
To enable OCR processing, click OCR in the Services list.
or each user’s mailbox will attempt to reroute all received faxes,
potentially creating endless routing loops.

In most cases, one central mailbox performing OCR routing is

sufficient. If the needs of your organization require you to create
multiple central mailboxes, each mailbox must have a routing code
that corresponds to a channel extension configured in the
BoardServer.
Creating the OCR routing table Creating alternate routing tables
The OCR routing table is a text file that is used by the OCR Router If you have set up multiple central mailboxes for OCR routing, you
module to link text on the fax cover sheet to specific RightFax user can use a separate routing table for each mailbox. To specify a file
IDs. This file must be called [Link] and it must be located in the name for the routing table other than [Link], run Enterprise Fax
RightFax\WorkSrv folder on the RightFax server. A sample manager and edit the user ID for the mailbox. Click the Inbound
[Link] file is provided in this folder for you to use as an example. Routing tab, and enter the file name for the routing table in the
Each line of [Link] must contain a separate entry in this format: Routing Info box. The new routing table file must be located in the
same RightFax\WorkSrv folder and use the same format as the
UserID MatchingText [Link] OCR routing file.
Where UserID is the RightFax user ID to route to, and When you specify a new file name for the central mailbox routing
MatchingText is the fax cover sheet text that is associated with that table, you can also specify a RightFax user ID to which unmatched
user. The user ID and matching text must be separated by a single faxes will automatically route. After the file name, type a comma
space. The matching text may contain spaces and other special followed by the RightFax user ID of the user to route the
characters. Here is an example of a short OCR routing table: unmatched faxes to. For example, if you have set up a special OCR
JCD Jane central mailbox that only receives and routes faxes to the Sales
JCD Doe department, you can specify a routing table called [Link] and
JCD Jane Doe have all unmatched faxes automatically route to Jane Doe the Sales
JCD Director of Marketing Manager (whose RightFax user ID is JCD) by entering this line in
JCD 555-1212 the Routing Info box of the Sales central mailbox:
JSS John Smith [Link],JCD
JSS 555-1000
The matching text must be matched exactly in order to route the fax.



In this example, a match on the word “Smith,” if not preceded by
“John,” will not be routed.
RightFax scans the routing table from top to bottom, routing the fax
to the first match. For this reason, the order in which you list user
IDs in this file may be important. You should place your highest
priority user IDs (executive management, for example) at the top of
the list so they will be sure to receive their faxes even if matching
text conflicts with other users in your organization.

Note Because OCR routing requires an exact match between your

OCR routing table and the cover sheet text, you should remove any blank
spaces at the end of your OCR routing table entries. If the matching text
includes trailing spaces, those spaces will be required as part of the text
to match.

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