Alcatel OmniTouch User manual

Alcatel-Lucent Applications
All Rights Reserved © Alcatel-Lucent 2007
Alcatel-Lucent
OmniTouch Fax Server
Application
User Guide
8AL_90216_USAA ed.01
Release 5
June, 2007

i
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.
Copyright © 2007 Alcatel-Lucent. All rights reserved.

OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 1
Table of Contents
Chapter 1 Faxing From Microsoft Outlook . . . . . . . . . . 3
Sending a fax . . . . . . . . . . . . . . . .4
Add recipient information to manual addressing . . . . . .5
Adding a contact . . . . . . . . . . . . . . .7
Creating a distribution list of contacts . . . . . . . . .7
Chapter 2 Faxing with Microsoft Outlook Forms . . . . . . . . 9
Fax status . . . . . . . . . . . . . . . . . .9
Sending a Fax . . . . . . . . . . . . . . . . .9
Adding recipient information to manual addressing. . . . . 12
Changing your sender information . . . . . . . . . 13
Changing the delivery options . . . . . . . . . . 15
Chapter 3 Faxing with Lotus Notes Forms . . . . . . . . . . 17
Launching the Lotus Notes Client. . . . . . . . . . . 17
Opening the Fax Memo Form . . . . . . . . . . . . 17
Form Layout . . . . . . . . . . . . . . . . 18
Message Tab . . . . . . . . . . . . . . . 18
Fields . . . . . . . . . . . . . . . . . 19
Sender Information . . . . . . . . . . . . . 19
Delivery Options Tab . . . . . . . . . . . . 20
Buttons . . . . . . . . . . . . . . . . . 21
Number Resolution. . . . . . . . . . . . . . . 21
Individuals . . . . . . . . . . . . . . . . 21
Groups . . . . . . . . . . . . . . . . . 22
Changing the Language for the Fax Memo Form . . . . . . . 22
Creating and Sending a Fax . . . . . . . . . . . . 23
Chapter 4 Web Access . . . . . . . . . . . . . . . . 25
Logging into the web access . . . . . . . . . . . . 25
Web access main options . . . . . . . . . . . . . 26
Compose . . . . . . . . . . . . . . . . 26
Fax status . . . . . . . . . . . . . . . . 26
Options . . . . . . . . . . . . . . . . . 26
Help . . . . . . . . . . . . . . . . . 26

2 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
Chapter
Logout . . . . . . . . . . . . . . . . . 26
Inbound history . . . . . . . . . . . . . . . 26
Searching inbound history records . . . . . . . . . 27
Hit results for Inbound History . . . . . . . . . 28
Fax Note . . . . . . . . . . . . . . . 28
Search option menu . . . . . . . . . . . . 29
Search Parameters By keyword on all properties: . . . . 30
Viewing the inbound fax details . . . . . . . . . . 32
Viewing inbound faxes. . . . . . . . . . . . . 33
Inbound history Current view . . . . . . . . . . 34
Inbound history Deleted view. . . . . . . . . . 37
Forward faxes . . . . . . . . . . . . . . . 37
Outbound history . . . . . . . . . . . . . . . 38
Fax Note . . . . . . . . . . . . . . . . 38
Searching outbound history records . . . . . . . . . 38
Searching by keyword on all selected properties . . . . . 40
Viewing the outbound fax details. . . . . . . . . . 41
Outbound history Current view . . . . . . . . . . 44
Resubmitting a fax. . . . . . . . . . . . . . 45
Resubmitting a fax to a new destination. . . . . . . . 45
Outbound history delete view . . . . . . . . . . 46
Outgoing queue . . . . . . . . . . . . . . . 46
Searching outgoing queue records . . . . . . . . . 46
Search performed by exact match on selected properties . . 47
Viewing the outgoing queue fax details . . . . . . . . 48
Viewing queued faxes . . . . . . . . . . . . . 51
Hit results for Outgoing Queue . . . . . . . . . . 51
Cancelling one or several faxes . . . . . . . . . . 51
Cancelling a fax broadcast . . . . . . . . . . 52
Compose . . . . . . . . . . . . . . . . 53
Fax recipients . . . . . . . . . . . . . . 53
Options. . . . . . . . . . . . . . . . 53
Actual fax content. . . . . . . . . . . . . 54
Sender and Company information . . . . . . . . . 54
Personal information . . . . . . . . . . . . 55
Billing information. . . . . . . . . . . . . 57
Company information . . . . . . . . . . . . 57
Options . . . . . . . . . . . . . . . . . 58
Options. . . . . . . . . . . . . . . . 58
Creating and sending a fax . . . . . . . . . . . . 59
Other web access buttons. . . . . . . . . . . . . 61

OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 3
1 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.
Your incoming and outgoing faxes will appear very much like e-mail
messages with attachments. The faxes you receive have the .tif or
.pdf extension. You can save them as you would other attachments.
Alternately, you can double-click to open files.

Chapter 1 Faxing From Microsoft Outlook
4 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
Incoming as well as outgoing fax notifications are sent to your
Inbox. Notification consists of a copy of the fax message you sent
and details about the transmission outcome.
You can also display a list of your incoming and outgoing faxes
through the Web Access section (refer to the Web Access chapter of
this manual), a utility that can be accessed through any internet
browser.
Sending a fax
1 Launch Outlook.
2ClickNew.
3 There are two ways to address faxes; enter an address manually or
select a recipient from your list of contacts.
The first is to manually enter in the To field a fax number using the
following syntax: [FAX:fax_number], for example,
[FAX:[phone]].
Note: The square brackets are required. The term FAX represents
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. If you are to enter a term other than
FAX, your administrator should inform you.
Manual addressing also allows you to enter recipient
information. See Add recipient information to manual
addressing on page 5 below for further information.

Chapter 1 Faxing From Microsoft Outlook
OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 5
You can copy this message to other recipients by entering their fax
numbers using the same format in the To or Cc fields.
If you do not wish to use manual addressing, you can select a contact
already entered in your Outlook address book. The value of the
Business Fax field is recognized as the fax number. You can also
create a distribution list in Outlook and select that group when you
fax; a copy of the fax will be sent to each contact in the distribution
list.
Click To to select a contact or a distribution list.
4 If required, enter the fax number, in the To: field. For fax numbers
requiring a pause, use the following format:
[Fax:recipient_name@fax_numberpDTMF]
Note: Due to the syntax of the e-mail addressing format, a comma is
not supported following the fax_number for a DTMF code. If a
DTMF code is required, the user must enter a "p" (not case
sensitive) followed by the DTMF suffix.
For example: [Fax:John Smith@1234567p4678]
5 Enter a subject, if desired.
6 Enter a text message you wish to appear on the cover page (or on the
first page if no cover sheet is configured). OmniTouch Fax Server
supports plain text, RTF, and html messages.
Note: OmniTouch Fax Server does not support embedded objects in
the rtf body. If a user wants to use embedded objects they
must select HTML body format.
7 Use to navigate to the documents you wish to attach.
8ClickSend.
If your administrator has configured it, you should receive
notification of the fax in your inbox.
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.
If you do not enter this additional recipient information when you
manually address a fax, the only information that OmniTouch Fax
Server stores is the fax number.
The additional information is added with variables. All the possible
types of information are provided in the following table:
Variable Example Cover sheet Placeholder
/address=value /address=123 Corner Ave Street

Chapter 1 Faxing From Microsoft Outlook
6 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
A recipient’s name can be entered by specifying it in the following
format.
[FAX:recipient_name@fax_number]
For example: [FAX:John Smith@1234567]
When you use this format, everything that appears before the @sign
is written to the First Name placeholder in the cover. Note that the
@is mandatory when the recipient’s name is specified.
Additional recipient information is specified using variables in the
following format.
/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.
/bc=value
/billingcode=value /bc=EDF Developments Ltd. Billing Code
/cellular=cellular_number /cellular=4443331 Cellular
/city=value /city=London City
/co=value
/company=value /co=ABC Industries Company
/country=value /country=Great Britain Country
/dear=value /dear=Signor Dear
/e-mail=e-mail_address /[email protected] e-mail Address
/fn=value
/first=value
/firstname=value
/fn=Thomas First Name
/ln=value
/last=value
/lastname=value
/ln=Jones Last Name
/jobtitle=value /jobtitle=President Title
/phone=phone_number /phone=8889921 Phone
/pager=pager_number /pager=8887776 Pager
/state=value /state=Wyoming State
/sbc=value
/subbillingcode=value /sbc=Account 5506-JJ Sub Billing Code
/zipcode=value /zipcode=123233 Zip Code
Variable Example Cover sheet Placeholder

Chapter 1 Faxing From Microsoft Outlook
OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 7
You can enter as many variables in the manual address format as you
wish. For example:
[FAX:/first=John/last=Smith/Company=ABC Industries/bc=232ABC@1234567]
specifies the recipient’s first and last names, the name of the
company, and the billing code. 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. For example, the only
recipient information to appear in the ConciseCentered.cse cover
sheet are the recipient’s name, company, and destination, that is,
the fax number. You can enter the /Cellular variable to add the
recipient’s cellular phone number, but it will not appear in the cover
sheet. However, the information will be recorded with the fax in the
OmniTouch Fax Server database.
Adding a contact
1 Launch Outlook.
2ChooseTools > Address Book.
3Click .
4 Select New Contact and click OK.
5 Enter the recipient information as required. The only required field
is the Fax Number field. The number entered here is selected
automatically.
6ClickSave and Close.
Creating a distribution list of contacts
1 Launch Outlook.
2ChooseTools > Address Book.
3Click .
4 Select New Distribution List and click OK.
5 Enter the name of the contact list in the Name field.
6UseSelect Members to add existing contacts.
Note: You cannot use Add New to add new contacts because there is
no means to enter a valid fax number.
7ClickSave and Close.

Chapter 1 Faxing From Microsoft Outlook
8 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01

OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 9
2 Faxing with Microsoft Outlook Forms
Microsoft Outlook forms provide a broader faxing interface within
Outlook. Forms include a fax composition form, a preview form, and
notification forms. Forms for Microsoft Outlook provide additional
functionality to Outlook users who send and receive fax messages
through Outlook.
The broader features of Microsoft Outlook forms include cover
sheets, the ability to change sender and delivery options, etc.
Fax status
Icons distinguish the status of the various faxes you send and receive.
Incoming faxes are received in your Inbox. Plain text, HTML and RTF
formats are supported for outgoing faxes. Outgoing faxes are stored
in your Sent items folder.
Sending a Fax
1 Launch Outlook.
2ChooseTools > Form > Choose Form. If necessary, select the
Organizational Forms Library.

Chapter 2 Faxing with Microsoft Outlook Forms
10 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
Select OmniTouch Fax Server Composition Form.
Note: Other forms are displayed; you can safely ignore them.

Chapter 2 Faxing with Microsoft Outlook Forms
OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 11
3 There are two ways to address faxes: enter an address manually or
select a recipient from your list of contacts., The first is to manually
enter in the To field a fax number using the following syntax:
[FAX:fax_number], for example, [FAX:[phone]].
Note: The square brackets are required. The term FAX represents
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. If you are to enter a term other than
FAX, your administrator should inform you. Manual addressing
also allows you to enter recipient information. Refer to Adding
recipient information to manual addressing on page 12 below
for further information.
You can copy this message to other recipients by entering their fax
numbers using the same format in the To or Cc fields.
If you do not wish to use manual addressing, you can select a contact
already entered in your Outlook address book. The value of the
Business Fax field is recognized as the fax number. You can also
create a distribution list in Outlook and select that group when you
fax; a copy of the fax will be sent to each contact in the distribution
list.
Click To to select a contact or a distribution list.
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: Note: OmniTouch Fax Server does not support embedded
objects in the rtf body. If a user wishes to use embedded
objects, the user must select HTML body format.
6 Use to navigate to the documents you wish to attach.
7ClickSend. If your administrator has configured it, you should
receive notification of the fax in your inbox.

Chapter 2 Faxing with Microsoft Outlook Forms
12 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
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.
If you do not enter this additional recipient information when you
manually address a fax, the only information that OmniTouch Fax
Server stores is the fax number.
A recipient’s name can be entered by specifying it in the following
format.
[FAX:recipient_name@fax_number]
For example: [FAX:John Smith@1234567]
When you use this format, every thing that appears before the @sign
is written to the First Name placeholder in the cover. Note that the @
is mandatory when the recipient’s name is specified.
Additional recipient information is specified using variables in the
following format.
/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.
You can enter as many variables in the manual address format as you
wish. For example:
[FAX/first=John/last=Smith/Company=ABC Industries/bc=232ABC@1234567]
specifies the recipient’s first and last names, the name of the
company, and the billing code. 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. For example, the only
recipient information to appear in the ConsiceCentered.cse cover
sheet are the recipient’s name, company, and destination, that is,
the fax number. You can enter the /Cellular variable to add the
recipient’s cellular phone number, but it will not appear in the cover
sheet. However, the information will be recorded with the fax in the
OmniTouch Fax Server database.

Chapter 2 Faxing with Microsoft Outlook Forms
OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 13
These are the variables available.
Changing your sender information
Sender information includes such things as your name and job title,
your contact numbers and e-mail address, your company and its
address, etc. (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.
2 Select the Sender Information tab.
3 Select the Use this information option.
Variable Example Cover Sheet Placeholder
/address=value /address=123 Corner Ave Street
/bc=value
/billingcode=value /bc=EDF Developments Ltd. Billing Code
/cellular=cellular_number /cellular=4443331 Cellular
/city=value /city=London City
/co=value
/company=value /co=ABC Industries Company
/country=value /country=Great Britain Country
/dear=value /dear=Signor Dear
/e-mail=e-mail_address /[email protected] e-mail Address
/fn=value
/first=value
/firstname=value
/fn=Thomas First Name
/ln=value
/last=value
/lastname=value
/ln=Jones Last Name
/jobtitle=value /jobtitle=President Title
/phone=phone_number /phone=8889921 Phone
/pager=pager_number /pager=8887776 Pager
/state=value /state=Wyoming State
/sbc=value
/subbillingcode=value /sbc=Account 5506-JJ Sub Billing Code
/zipcode=value /zipcode=123233 Zip Code

Chapter 2 Faxing with Microsoft Outlook Forms
14 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
Note: This option cannot be selected if your administrator has
denied you the right to change sender information.
Note: The entries you make here appear in the cover sheet sent with
your fax. Please note that the variables in a cover sheet must
correspond to the fields in the Sender Information form. That
is, some cover sheets may include variables for the name and
address of a company, while others include only the sender’s
name, e-mail address, and phone number. If you are using a
cover sheet in the second category, the company information
you enter here will not appear in the cover sheet.

Chapter 2 Faxing with Microsoft Outlook Forms
OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 15
Changing the delivery options
Your administrator sets the default delivery options for you. If the
administrator grants you the right, you can change the delivery
options.
1 Open the fax composition form.
2 Select the Delivery Options tab.
3 Select the Use these options option.
Note: This option cannot be selected if your administrator has
denied you the right to change 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; the maximum 99, however, you cannot exceed the default set
by the administrator.
Resolution specifies the desired resolution at which the fax will be
sent. The attachment(s) that must be sent need not be attached yet.
Possible values are Low, High, Fine and Ultra Fine. The
maximum available Resolution value is set by the Administrator.
Notify on Success and Notify on Failure instruct OmniTouch Fax
Server to send notification when an incoming or outgoing fax is
successfully or unsuccessfully transmitted.

Chapter 2 Faxing with Microsoft Outlook Forms
16 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01

OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01 17
3 Faxing with Lotus Notes Forms
The Lotus Notes forms provide a more detailed format for fax
messages which are sent via Lotus Notes.
Launching the Lotus Notes Client
To launch the Lotus Notes client:
1ClickStart > Programs > Lotus Applications > Lotus Notes.
2 Log in, using your Domino account.
Opening the Fax Memo Form
There are two ways to open the form for creating a new fax:
1ClickontheMail 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.
or

Chapter 3 Faxing with Lotus Notes Forms
18 OmniTouch Fax Server User Guide - 8AL_90216_USAA ed.01
1 Double-click on the Mail Fax Template on server_name icon in
the client workspace.
2 Under the Mail Fax Template - Fax tab that appears
(corresponding to the Fax item in the Views selection of the left-hand
panel), click New Fax.
The Fax Memo tab appears, under which you may enter the
information and contents of your fax.
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