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- Page 1 Alcatel-Lucent OmniTouch Fax Server Application User Guide 8AL_90216_USAA ed.01 Release 5 June, 2007 Alcatel-Lucent Applications All Rights Reserved © Alcatel-Lucent 2007...
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Page 2: Legal Notice
Legal Notice Alcatel, Lucent, Alcatel-Lucent and the Alcatel-Lucent logo are trademarks of Alcatel-Lucent. All other trademarks are the property of their respective owners. The information presented is subject to change without notice. Alcatel-Lucent assumes no responsibility for inaccuracies contained herein. -
Page 3: Table Of Contents
Changing the Language for the Fax Memo Form . Creating and Sending a Fax Chapter 4 Web Access . . 25 Logging into the web access . Web access main options . Compose Fax status . Options . Help OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 4 Fax recipients . Options . Actual fax content. Sender and Company information Personal information . Billing information. Company information . Options . Options . Creating and sending a fax Other web access buttons . OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 5: Chapter 1 Faxing From Microsoft Outlook
Faxing From Microsoft Outlook OmniTouch Fax Server allows you to fax from within the Microsoft Outlook application. If your administrator installed and configured the OmniTouch Fax Server gateway for Microsoft Exchange, you can send from and receive faxes directly in Outlook. -
Page 6: Sending A Fax
The square brackets are required. The term FAX represents Note: the type of address space used by the connector that connects Microsoft Exchange and the OmniTouch Fax Server gateway for Microsoft Exchange. The OmniTouch Fax Server default is FAX, although an administrator can change that or add another type of address space. -
Page 7: Add Recipient Information To Manual Addressing
OmniTouch Fax Server offers a means of adding information about recipients when sending faxes. This information appears in the cover sheet you use and is stored with the fax in the OmniTouch Fax Server database. Recipient information can include such items as the recipient’s name, the company, job title, etc. - Page 8 /variable=value When used in manual address, the variable appears as follows: [FAX:/variable=value@fax_number] For example: [FAX:/Company=ABC Industries@1234567] The words ABC Industries would be written to the Company placeholder in the cover sheet. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 9: Adding A Contact
This information will appear in the cover sheet and be stored with the fax in the OmniTouch Fax Server database. Of course, the variables you enter here must correspond to the placeholders in the cover sheet you are using. - Page 10 Chapter 1 Faxing From Microsoft Outlook OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 11: Chapter 2 Faxing With Microsoft Outlook Forms
Outgoing faxes are stored in your Sent items folder. Sending a Fax 1 Launch Outlook. 2 Choose Tools > Form > Choose Form. If necessary, select the Organizational Forms Library. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 12 Chapter 2 Faxing with Microsoft Outlook Forms Select OmniTouch Fax Server Composition Form. Other forms are displayed; you can safely ignore them. Note: OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
- Page 13 4 Enter a subject, if desired. 5 Enter a text message you wish to appear on the coversheet (or the first page if no cover sheet is selected). OmniTouch Fax Server supports plain text, RTF, and html messages. Note: OmniTouch Fax Server does not support embedded Note: objects in the rtf body.
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Page 14: Adding Recipient Information To Manual Addressing
OmniTouch Fax Server offers a means of adding information about recipients when sending faxes. This information appears in the cover sheet you use and is stored with the fax in the OmniTouch Fax Server database. Recipient information can include such items as the recipient’s name, the company, job title, and so forth. -
Page 15: Changing Your Sender Information
(The information is entered by your administrator). By default, that is the Sender information that accompanies the faxes you send. If the OmniTouch Fax Server administrator grants you the right, you can change the sender information for the fax being composed. 1 Open the fax composition form. - Page 16 If you are using a cover sheet in the second category, the company information you enter here will not appear in the cover sheet. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 17: Changing The Delivery Options
Priority indicates whose faxes have a higher or lower priority. Values are High, Normal, and Low. Retries receives the number of times OmniTouch Fax Server retries to establish a connection when an error occurs (such as a busy signal). A default can be set by the Administrator. The minimum is zero;... - Page 18 Chapter 2 Faxing with Microsoft Outlook Forms OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 19: Chapter 3 Faxing With Lotus Notes Forms
There are two ways to open the form for creating a new fax: 1 Click on the Mail Fax Template on server_name icon in the client workspace (where server_name is the name of the Lotus Notes server). 2 Select New > Fax. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 20: Form Layout
The form layout is made-up of sender and recipient information and transmission setting fields, contained in a series of five tabs. Fields are the basic elements of data capture, storage, and display on forms. Message Tab OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 21: Fields
First Name: The sender’s first name (surname); Last Name: The sender’s last name Job Title: The sender’s job title. Billing Code: The sender’s billing code; Sub Billing Code: The sender’s sub billing code; OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 22: Delivery Options Tab
1, the highest, to 10, the lowest; Retries: Specifies the number of retries; Resolution: Specifies the resolution; Notify on success Check this box to issue a notification after a fax is sent successfully; Notify on failure OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 23: Buttons
If a recipient exists in one of the address books and has only one fax number specified (either Home fax or Office fax), the resolution then returns this number. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 24: Groups
Changing the Language for the Fax Memo Form By default, the language for the fax memo form is determined by the Lotus Notes regional profile. To change it: 1 Select File > Preferences > User Preferences. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 25: Creating And Sending A Fax
To field. You may also click on the Fax Address or e-mail Address buttons respectively to select recipients, by clicking on them in the Select OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 26 12 Check the Use these options box to Select a Priority, Retries and Resolution as needed. 13 Check the Notify on success and/or the Notify on failure, if you want to receive notifications when those events occur. 14 Click Send. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 27: Chapter 4 Web Access
Web Access OmniTouch Fax Server provides a browser-based interface for faxing and displaying the status of sent, received and queued faxes. Logging into the web access 1 Launch Internet Explorer. The web access login screen appears. Note: If your system administrator has enabled access with your current NT account, you will have automatic access to the Fax Status screen. -
Page 28: Web Access Main Options
Chapter 4 Web Access Web access main options The OmniTouch Fax Server browser-based interface has five available options in the upper right area of the page. Compose The Compose button of the web access opens a page which contains three tabs: Compose, Sender & Company information,and Options. -
Page 29: Searching Inbound History Records
The fields and options in the search toolbar allow you to enter criteria that can locate a specific set of faxes you suspect are in the inbound history archive. OmniTouch Fax Server searches the entire database of fax records. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 30: Hit Results For Inbound History
When a user clicks on the fax Note icon, the fax note editor is displayed. The editor has a maximum capacity of 2500 characters per fax note. Click the Save button to close the Note editor. The messages contained in Fax notes are copied when forwarded. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 31: Search Option Menu
Chapter 4 Web Access Search option menu In this version of OmniTouch Fax Server Web Client, has been enhanced to encompass more precise and versatile searches. The Web Client can be made to search in two modes: By keyword on all properties; in this mode the user has the... -
Page 32: Search Parameters By Keyword On All Properties
You can also specify if you want to search By Keyword on all selected properties or by exact match on selected properties, and received at any time, or within a certain time range. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 33 Finally, two buttons are also offered at the right of the search bar: Displays the view of the current faxes, as Current selected in the box above. Displays the view of deleted faxes and Deleted those marked for permanent deletion. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 34: Viewing The Inbound Fax Details
The following properties of the fax are displayed in the internet browser: Column Heading Description indicates the recipient’s automatic number identification. indicates the time the fax was archived. Archived Time indicates the channel that received the fax. Channel Number OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 35: Viewing Inbound Faxes
To display the content of a received fax in a browser window: 1 Click on any fax entry in the Inbound History window. 2 In the appearing File Download dialog, select Open. 3 Click OK. The TIFF Imaging Preview window appears. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 36: Inbound History Current View
The Inbound History Current displays all inbound faxes. This view offers various options to manage faxes as; Mark as viewed, Mark as unviewed, Delete, and Forward by clicking on the respective buttons. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 37 When a user clicks the Forward button, the selected fax(es) are rerouted to a new destination(s). The user is prompted with the following display: Note: Fax(es) must be selected from the Inbound History Current or Deleted screens to activate the Forward function. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
- Page 38 The fax(es) are forwarded to the selected recipient(s) and also sent to the originator’s Inbound History Deleted view. 1. Notification destinations are resources to which incoming fax feedback notifications can be sent. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 39: Inbound History Deleted View
Forward button. The fax(es) is forwarded to the new destination. When a user clicks the Forward and delete button, from the Forward Destination screen the selected fax(es) are rerouted to OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 40: Outbound History
The editor has a maximum capacity of 2500 characters per fax note. Click the Save button to close the Note editor. The message contained in Fax notes are copied when forwarded. Searching outbound history records OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 41 The fields and options in the search toolbar allow you to enter criteria that can locate a specific set of faxes you suspect are in the outbound history archive. OmniTouch Fax Server searches the entire database of fax records. In the first field of the search bar, you can enter a keyword to search for.
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Page 42: Searching By Keyword On All Selected Properties
When submitting a fax in the fax Compose, a user can, for example search by Broadcast ID by clicking the Option button on the Fax Status menu bar, and select the radio button By exact match on selected properties option in the Outbound History. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 43: Viewing The Outbound Fax Details
Attempt Count number. indicates a unique ID for a fax that was sent to Broadcast ID multiple recipients. indicates the channel that sent the fax. Channel Number Completed/Failed Time OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 44 Status indicates the text entered in the Subject field. Subject indicates the time the fax was submitted. Submitted Time indicates a transaction ID as a unique string Transaction ID identifying a fax. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
- Page 45 Chapter 4 Web Access Column Heading Description indicates the SMTP address of the sender. User ID OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 46: Outbound History Current View
5 Close the window when you’re done by clicking the button located in the upper-right corner of the window or by selecting File > Exit. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 47: Resubmitting A Fax
By clicking on the Mark as unviewed button, this action resets the fax(es) as unread by rendering them in bold. When a user selects a fax(es) and clicks on the Delete button, the Outbound History Current view refreshes and removes the OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 48: Outbound History Delete View
The fields and options in the search toolbar allow you to enter criteria that can locate a specific set of faxes you suspect are in the OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 49: Search Performed By Exact Match On Selected Properties
Chapter 4 Web Access outgoing queue. OmniTouch Fax Server searches the entire database of fax records. Search performed by exact match on selected properties In the first field of the search bar, you can conduct a search by exact match on selected properties. The search can be performed in any or... -
Page 50: Viewing The Outgoing Queue Fax Details
To view the details of a queued fax: 1 Click on the button, at the left of the fax entry, in the Outgoing Queue window. 2 Click the Back button to return to the Outgoing Queue window. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 51 Chapter 4 Web Access The following properties of the fax are displayed in the internet browser. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
- Page 52 Speed (bps) rate or kilobytes indicates the status of the outgoing fax Status indicates the text entered with the Subject field Subject indicates the time the fax was submitted Submitted Time OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 53: Viewing Queued Faxes
Cancelling one or several faxes 1 Check the box at the left of all the fax entries in the Outgoing Queue window, that you want to cancel. 2 Click the Cancel button. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 54: Cancelling A Fax Broadcast
Chapter 4 Web Access Cancelling a fax broadcast A fax broadcast occurs when an OmniTouch Fax Server user addresses the same fax to two or more recipients. Each fax in the broadcast is listed individually in the outgoing queue. You can cancel one or several of these faxes as just described, or cancel the entire broadcast. -
Page 55: Compose
If there is only one recipient, the information contained in the above fields is used, when sending the fax. Options The following fields are available: The name of the recipient; Language View Faxes as TIFF/PDF Change Password Refer to page 104 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 56: Actual Fax Content
(see snapshot on next page). It is possible to use the information provided in the profile associated with your user account, or directly specify custom information. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 57: Personal Information
The sender’s first name (surname); First Name The sender’s last name; Last Name The sender’s job title; Job Title The sender’s e-mail address; E-Mail The sender’s cellular phone number Mobile The sender’s number. Pager OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 58 Chapter 4 Web Access OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 59: Billing Information
If no value is specified in the profile, or if the field is part of the Personal Information section (except for the e-mail), the field is cleared. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 60: Options
Notify on be transmitted. Failure Clicking the Restore Defaults button restores the fields to the values taken from the user’s profile. If no value is specified in the profile, the field is cleared. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... -
Page 61: Creating And Sending A Fax
Select an attachment in the list and click the Move Up button, to move it up in the list. Attachments are appended to the fax message in the order (from top to bottom) they appear in the list. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 62 23 Click again on the Compose tab. 24 Click the Submit button. When submitting a fax the Web Client confirms the sending status with the following Broadcast Id confirmation: OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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Page 63: Other Web Access Buttons
Change password lets the user change his password directly from the web access. To do this: 1 Select Options from the upper right area of the screen. 2 From the appearing screen select Change password. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01... - Page 64 5 Re-enter the new password, in the Confirm password field. 6 Click Apply. A message stating Your password has been changed should appear in the page. 7 Click Fax status to return to the fax status page. OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
- Page 65 5 notifications 5 Microsoft Exchange selecting recipients from a contact list see gateways in Microsoft Outlook 5 Microsoft Outlook in the forms for Microsoft Outlook 11 add-in 4 sending address book OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
- Page 66 41 – web access 4 compose 53 fax compose 54 creating and sending a fax 59 – tabs Fax Options 58 Sender Information 54 – billing information 57 company information 57 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01...
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