RingCentral vs OpenText

RingCentral vs OpenText

The main difference between RingCentral and OpenText lies in their deployment model. RingCentral is a cloud-based fax solution for small businesses, individuals, or enterprises. OpenText can be deployed in the cloud, on-premise, or as a hybrid enterprise solution.

RingCentral vs OpenText Comparison

OpenText vs RingCentral


Price per page

HIPAA Compliance

Mobile Apps

Hybrid Deployment

Free Number Porting


Custom pricing










RingCentral vs OpenText

HIPAA Compliance

RingCentral will sign a Business Associate Agreement (BAA) for clients bound to comply with the regulations set by HIPAA. With advanced security features like 256-bit AES encryption, access controls, and SSAE 16-compliant data centers, you can be assured that electronic protected health information (ePHI) stays safe in transit and storage.

OpenText is also a suitable RingCentral alternative, enabling HIPAA compliance with a BAA. The fax service offers different deployment models for its fax products. They all include advanced security features such as built-in encryption, fax reports, disaster recovery, and audit trails.

Deployment Models

RingCentral is a purely cloud-based fax service that provides multiple faxing methods. You can fax via mobile fax apps for iOS and Android devices. It also lets you send faxes via email, print-to-fax, API, or a web portal. The print-to-fax option allows users to attach files to fax messages directly from Office apps or their web browser.

Additionally, RingCentral’s fax service API can be configured so you can create, send, and resend faxes, with file attachments limited to 50 MB. It also lets you customize fax covers, retrieve fax history, and more.

OpenText offers different deployment models for enterprises and SMBs:


  • OpenText RightFax Managed Services is a hosted fax service with individual configuration. It integrates RightFax technology with the guidance of OpenText experts.


  • OpenText RightFax Connect is a cloud service that removes fax channels and telephone lines. It’s used for RightFax and RightFax Express implementations.
  • RightFax or RightFax Express with RightFax Connect is a hybrid fax solution with outsourced telephony. You don’t need to consider the complexities of integrating your existing telephone network with your fax server software.
  • OpenText XM Fax is a flexible fax solution that can be deployed on-premise, in the cloud, or as a hybrid solution. With XM Fax, you can fax from computers, email, business applications, mobile apps, multi-function printers (MFPs). You can also fax from EMR, ERP, EIM, CRM, and legacy systems such as Microsoft SharePoint, SAP, and Oracle.

Fax as a Service

  • OpenText Fax2Mail is an enterprise cloud fax service. You don’t need fax machines, servers, or telephone lines when sending or receiving a fax.


  • OpenText API can be configured for fax messaging, SMS, and email. However, this API is only free for 90 days. You need a separate Developer subscription for full access.

RingCentral vs OpenText


OpenText offers OpenText Core Signature for digital signing capabilities, which also includes an API. However, this product is separate from OpenText fax plans and should be purchased separately.

Unfortunately, RingCentral, the OpenText alternative, doesn’t support electronic signatures. You need to use another app to sign your documents before uploading them to its platform.

Local, International, and Vanity Fax Numbers

OpenText offers unlimited porting for local US, international, or toll-free numbers. It’s best to contact them directly to learn how fax numbers work for each solution. From what we gathered, number porting isn’t free for XMFax. It costs 150 prepaid credits per number port and 250 credits for toll-free. If you subscribe to Fax2Email, OpenText will assign a fax number to you. You can then assign this fax number to a user or group. Additional local or global numbers can be purchased through the RightFax Connect self-service portal. 

RingCentral is a suitable alternative to OpenText for free number porting. It can port over 100 numbers from the same carrier without additional fees. It also lets you buy local, toll-free, or vanity numbers. However, vanity numbers cost $30 for setup. International numbers are available if you purchase RingCentral’s complete phone system plan with SMS and video messaging.

Pricing and Plans

RingCentral has two monthly subscription plans: 

  • Fax 3000 for $22.99 per user for 3000 faxes
  • RingCentral Advanced for $25 per user for unlimited faxing

RingCentral Advanced includes audio calls, video calls, team messaging, SMS, and API.

OpenText pricing isn’t available on its website. You need to contact their sales team to request a quote.

RingCentral vs OpenText

Comparing RingCentral and OpenText

OpenText has the advantage if you need an on-premise or hybrid fax solution for your enterprise or business. The fax platform can offer the system and guidance you need to keep your MFPs and outsourced telephone lines while enjoying the benefits of internet fax. Meanwhile, RingCentral is best for individual professionals, businesses, and enterprises who want to shift to a cloud-based fax solution. 

OpenText also includes a cloud-based fax solution (Fax2Mail), but you must talk to their sales team to compare the expenses properly.

The Best Alternative to RingCentral and OpenText

In the OpenText vs RingCentral debacle, OpenText is the winner for on-premise or hybrid. However, cloud-based solutions like OpenText Fax2Mail and RingCentral can help you do away with the costly expense of physical fax machines and outsourced telephony. In this area, iFax trumps both OpenText and RingCentral.

iFax can provide all the advanced features for internet fax, including:

  • HIPAA-compliant internet fax with no setup costs
  • Toll-free or local fax numbers that you can share with multiple users
  • Superior quality (HD) faxes
  • Digital signature capabilities
  • Free mobile apps and user-friendly API
  • Integration with EHR and EMR systems

Ready to try iFax? Get a free demo now.

Kent Cañas

Kent is a content strategist currently specializing in HIPAA-compliant online fax. Her expertise in this field allows her to provide valuable insights to clients seeking a secure and efficient online fax solution.

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