OpenText RightFax has dominated the enterprise fax server market for 40+ years, with over 100,000 installations worldwide. But as organizations evaluate digital transformation strategies, many RightFax users are asking: what are my options?
The RightFax Situation
The Legacy Reality
RightFax remains deeply embedded in enterprise workflows:
- ERP integration: Deep SAP, Oracle, JD Edwards connections
- Document workflows: Custom applications built over decades
- Compliance processes: Audit trails and retention built around RightFax
- User familiarity: Staff trained on RightFax for years
This entrenchment creates both switching costs and switching inertia.
The Pressure Points
Yet several factors are driving RightFax users to evaluate alternatives:
Rising Costs
- Ongoing license maintenance fees
- Hardware refresh cycles
- Telecom line costs (POTS line price increases)
- IT staff time for management
Technical Challenges
- Aging hardware compatibility issues
- Windows Server upgrade dependencies
- Integration with modern SaaS applications
- Mobile/remote access limitations
Business Requirements
- Cloud-first strategies
- Remote work enablement
- Modern user experience expectations
- Faster implementation of new capabilities
Option 1: RightFax Connect (Hybrid Cloud)
OpenText’s official modernization path is RightFax Connect—a hybrid solution that maintains on-premise RightFax while adding cloud capabilities.
How It Works
On-Premise RightFax → RightFax Connect → Cloud Fax Delivery
↓
Cloud Portal Access
Mobile Applications
API IntegrationAdvantages
- Preserves existing investment: Keep current infrastructure
- Familiar interface: Minimal user retraining
- Existing integrations intact: No ERP/application changes
- Gradual transition: Cloud adoption at your pace
- OpenText support: Single vendor relationship
Disadvantages
- Still requires on-premise: Hardware, maintenance, IT staff
- Dual complexity: Managing both environments
- Limited cloud benefits: Not full cloud economics
- Vendor lock-in continues: Deeper OpenText dependency
- Pricing: Additional licensing costs on top of existing
Best For
Organizations that:
- Have significant RightFax customization
- Need to maintain specific integrations
- Have IT capacity for hybrid management
- Want gradual transition path
Option 2: Full Cloud Migration
Complete migration to a cloud fax platform, decommissioning RightFax entirely.
Leading Alternatives
Consensus Cloud Solutions (eFax Enterprise)
- Market leader, Fortune 500 customer base
- HITRUST CSF certified
- FedRAMP authorization (government)
- Strong healthcare focus with EHR integration
Concord Cloud Fax
- KLAS Research highest-ranked for healthcare
- 97% customer retention rate
- 99.9% uptime guarantee
- Recently acquired Biscom
Retarus Cloud Fax
- IDC MarketScape Leader
- Global coverage (6 data centers)
- Strong SAP ecosystem integration
- HITRUST e1 certification
etherFAX
- Healthcare and legal focus
- Direct EHR integration (Epic, Cerner)
- Hybrid capable
- SEN (Secure Exchange Network)
Migration Considerations
Integration Rebuilding Your RightFax integrations won’t transfer directly. Plan for:
- ERP connector redevelopment
- Application workflow updates
- Custom integration replacement
- Testing and validation
Number Porting
- Most fax numbers can be ported
- Process takes 2-4 weeks typically
- Some numbers may not be portable
- Plan for number change communication
User Transition
- New interface training required
- Workflow changes likely
- Change management important
- Support resources during transition
Best For
Organizations that:
- Want full cloud economics
- Are modernizing broader infrastructure
- Don’t have extensive custom integration
- Prioritize modern user experience
Option 3: Maintain and Optimize
Some organizations choose to continue with RightFax while optimizing current deployment.
Optimization Opportunities
Infrastructure Modernization
- Upgrade to latest RightFax version
- Modernize server hardware
- Implement virtualization
- Improve high availability
Integration Enhancement
- Add API capabilities
- Implement modern authentication
- Connect to cloud applications
- Improve mobile access
Cost Optimization
- Consolidate fax servers
- Optimize telecom costs
- Rightsize licensing
- Automate administration
When This Makes Sense
- Recent significant RightFax investment
- Unique integrations that can’t be replicated
- Regulatory requirements favoring on-premise
- IT strategy pending that affects direction
Evaluation Framework
Cost Comparison
| Cost Factor | RightFax Current | RightFax Connect | Full Cloud |
|---|---|---|---|
| Software licensing | $$$$ | $$$$$ | $$ |
| Hardware | $$$ | $$$ | $0 |
| Telecom | $$$ | $$ | $ |
| IT administration | $$$ | $$$ | $ |
| Integration maintenance | $$ | $$ | $$ |
| Relative TCO | 100% | 90-110% | 50-70% |
Feature Comparison
| Capability | RightFax | RightFax Connect | Cloud Native |
|---|---|---|---|
| On-premise control | Yes | Yes | No |
| Cloud access | No | Yes | Yes |
| Mobile apps | Limited | Yes | Yes |
| Modern API | Limited | Yes | Yes |
| Automatic updates | No | Partial | Yes |
| Geo-redundancy | DIY | Partial | Built-in |
| Compliance certs | Varies | Varies | Provider-dependent |
Risk Assessment
| Risk Factor | RightFax Current | RightFax Connect | Full Cloud |
|---|---|---|---|
| Technology obsolescence | High | Medium | Low |
| Vendor dependency | Medium | High | Medium |
| Migration risk | N/A | Low | Medium-High |
| Operational risk | Medium | Medium | Low |
| Compliance risk | Varies | Varies | Provider-dependent |
Migration Planning
For RightFax Connect
Timeline: 3-6 months
-
Assessment (2-4 weeks)
- Current state documentation
- Connect compatibility validation
- Integration planning
-
Implementation (4-8 weeks)
- Connect deployment
- Integration configuration
- Testing and validation
-
Rollout (4-8 weeks)
- Phased user migration
- Training delivery
- Optimization
For Full Cloud Migration
Timeline: 6-12 months
-
Assessment (4-6 weeks)
- Complete current state inventory
- Integration requirements
- Vendor evaluation
-
Selection (4-8 weeks)
- RFP/evaluation process
- Proof of concept
- Contract negotiation
-
Integration Development (8-12 weeks)
- API integration building
- Application modifications
- Testing
-
Migration (8-12 weeks)
- Phased cutover
- Number porting
- User training
- Legacy decommissioning
Success Factors
Technical Success Factors
- Complete integration mapping: Document every RightFax connection
- Thorough testing: Test with real documents and recipients
- Number porting planning: Start early, plan for exceptions
- Rollback capability: Maintain ability to revert initially
Organizational Success Factors
- Executive sponsorship: Clear support for the change
- Stakeholder alignment: IT, business users, compliance all aligned
- Change management: Communication, training, support
- Realistic timeline: Don’t underestimate complexity
The Decision Framework
Choose RightFax Connect if:
- Heavy RightFax customization exists
- Gradual transition preferred
- OpenText relationship valued
- Hybrid acceptable long-term
Choose Full Cloud if:
- Clean break preferred
- Cloud-first strategy
- Modern UX priority
- Cost reduction important
Choose Optimization if:
- Recent major RightFax investment
- Strategic direction uncertain
- Unique requirements favoring on-premise
- Short-term solution needed
The Bottom Line
RightFax users have real options, but the best path depends on organizational context. The key is making a deliberate choice rather than drifting into unplanned obsolescence.
Whether you choose hybrid modernization, full cloud migration, or strategic optimization, the decision should align with broader IT strategy and business requirements—not just fax in isolation.
Evaluating your RightFax options? Let’s discuss your specific situation and requirements.
