Fax integration with IBM Notes and Domino

Administrator -

The IBM Notes fax composition form provides a means to send faxes (and possibly adjust faxing options) using the IBM Notes mail client.

Introduction

Basically, there is no need for a specific configuration to allow IBM Notes users to send faxes through an IBM Domino server, as long as the Domino server is able to send and receive faxes to and from the Internet. Users will be able to use the basic syntax provided in: Fax Integration with Email Infrastructures.

However, it is possible to implement a feature that will allow users to send faxes through IBM Notes/Domino using a dedicated fax composition form.

IBM Notes Form installation

Important: The administrator installing the form must have the proper authorizations to install new databases, access the IBM Notes client Administrator, modify access-control lists and modify configuration documents on the server.

Installation Planning

Installing the IBM Notes Form requires the administrator to perform several operations on the server hosting the IBM Domino application using both IBM Domino and IBM Notes with an administrative account. Following the installation, all targeted IBM Notes users will be able to use the installed form.

Note: The procedures of this section are applicable to IBM Notes/Domino 8.0 or higher. They are also applicable to earlier versions of IBM Notes/Domino, however some menus and paths may be slightly different. Mainly:
Notes/Domino 8.0 and higher versions Earlier versions of Notes/Domino
File > Open > Lotus Notes Application File > Database > Open
File > Application > Properties File > Database > Properties

Signing the Database

The database must first be signed by an administrator to vouch for its integrity:
  1. Put the database files on the IBM Domino server:
    1. In Microsoft Windows Explorer, browse to the Lotus\Domino\Data directory, on the server's hard drive.
    2. Create a sub-directory called Fax.
    3. Download the NotesForms.zip file (see XMediusFAX Form for IBM Notes).
    4. Unzip the file.
    5. Copy the Fax_Memo_Install.nsf and FAXconfiguration.nsf database files to the Fax sub-directory you just created.
      Note: .nsf stands for Notes Storage Facility. These files represent typical IBM Notes databases.
  2. Find the database files in the Domino Administrator:
    1. Start the Domino Administrator by clicking Start > Programs > Lotus Applications > Lotus Domino Administrator .
    2. Once logged in, click on the tab for the server (domain), on which the database that you want to sign is located.
    3. Click on the Files tab.
    4. In the panel at the left, double-click on the Fax folder.
  3. Sign the database files:
    1. In the panel at the center of the window, select both databases (Fax Memo Install and Fax Configuration), right-click and select Sign.
    2. Choose either of the following, as per your organization’s policy:
      • Active User's ID to sign using your ID.
      • Active Server's ID to sign using the ID of the server that stores the database or template.
    3. Click OK.
    4. In the Create Cross Certificate dialog that appears, click Yes. A dialog box may appear, showing the number of databases processed and the number of errors that occurred (if any). See the Notes Log for details.

Installing and configuring the Fax Memo Template

The goal is to modify the organization’s mail template as little as possible. The installation database (Fax_Memo_Install.nsf) contains all the design elements necessary for installing the fax forms. The (FAXconfiguration.nsf) is used to define the various languages. This installation basically does the following:
  • copies the current mail template (MailFaxTemplate.ntf) into the Fax sub-directory. The copy becomes the new template and is used to refresh the mail databases;
  • integrates the fax form design elements into the copy of the mail template;
  • configures the database.
To launch the automatic-install process, follow these steps:
  1. Start IBM Notes by clicking Start > Programs > Lotus Applications > Lotus Notes.
  2. Install the Fax Memo Template:
    1. Select the tab for an empty workspace and click File > Open > Lotus Notes Application.
    2. In the Open Database dialog, select the server where the Fax_Memo_Install.nsf and FAXconfiguration.nsf database files are located, in the Server box.
    3. Double-click on the Fax folder and then double-click on Fax Memo Install.
    4. Click Open. The Installation Form tab is created in the IBM Notes workspace.
    5. Fill in the fields as follows:
      Field Description Default Value
      Installation Path The location on the server where IBM Domino is installed. <DominoInstallPath>\Data
      Mail Template Path The path where the organization mail template is located. <DominoInstallPath>\Data
      Mail Template Name The name of the organization’s current mail template file. mail<DominoVersion>.ntf
      Server Name The identification of the server where IBM Domino is installed. CN=<DominoHostName>/O=<CompanyDomain>
    6. Click the Begin Installation button, a progress bar will appear.
    7. Once the installation procedure is complete, click Exit Installation.
  3. Click No when you are prompted to open the configuration database to set up your specific language needs (this will be done at a later time).
    Note: From here, if you wish to apply the forms to all users of your company, you can continue the current procedure as it is given. Otherwise, it is possible to apply these forms only to some users; in that case, you can adapt the rest of the procedure by changing the settings only for these users.
  4. Access the IBM Notes server database:
    1. Click File > Open > Lotus Notes Application.
    2. In the Open Database dialog, select the Lotus Notes server, in the Server box.
  5. Access the organization's inbox tab:
    1. In the Filename field at the bottom, type the name of the organization’s current mail template file (mailX.ntf, where mailX is the Domino/Notes version, i.e. mail8.ntf for version 8 or mail85.ntf for version 8.5).
      Note: .ntf stands for Notes Template Facility. Such a file represents an IBM Notes template, a skeleton that contains database design elements, but no documents.
    2. Click Open. A new tab appears showing the organization’s Inbox.
  6. Change the organization's inbox properties:
    1. Click File > Application > Properties.
    2. In the dialog, click on the fourth tab ( ).
    3. Copy the value in the Template name field.
      Remember: You need to keep this Template name value copied for a further step of this procedure (Mail-Fax template properties adjustment).
    4. Uncheck the Database file is a master template box.
    5. Close the dialog.
  7. Access the IBM Notes server database again:
    1. Click File > Open > Lotus Notes Application.
    2. In the Open Database dialog, select the Lotus Notes server, in the Server box.
  8. Access the Mail-Fax template tab:
    1. Double-click on the Fax folder.
    2. In the Filename field at the bottom, type Fax\MailFaxTemplate.ntf.
    3. Click Open. The Mail-Fax Template-Fax tab opens and a Fax option is now visible in the Views folder in the left pane. A Mail-Fax Template icon is also created in the workspace.
      Note: Views display specific documents with similar criteria in a database.
  9. Adjust the Mail-Fax template properties:
    1. Click File > Application > Properties.
    2. In the dialog, click on the fourth tab ( ).
    3. Check the Database file is a master template box.
    4. In the Template name field, paste the Template name value previously copied from the organization's inbox properties.
    5. Close the dialog.

Synchronizing the Mail Template Databases

The Designer server task synchronizes all server and user databases that are linked to a template. For the update to work, a template must reside on the same server as the databases linked to it. Replicas synchronize with the templates stored on their servers.

By default, the Designer server task runs at 1:00 a.m. However, an administrator can synchronize the mail template database manually.

To do so:

  1. Start the Domino Administrator by clicking Start > Programs > Lotus Applications > Lotus Domino Administrator.
  2. Once logged in, click on the tab for the server (domain), on which the database that you want to synchronize is located.
  3. Click on the Server, and then the Status tabs.
  4. Click Server Console in the panel at the left.
  5. Type Load design -d mail in the Domino Command box at the bottom of the console, and then press Enter.

Configuring the IBM Notes Form

  1. Start IBM Notes by clicking Start > Programs > Lotus Applications > Lotus Notes.
  2. Create and open the Fax Configuration tab:
    1. Select the tab for an empty workspace and click File > Open > Lotus Notes Application.
    2. In the Open Database dialog that appears, select the server where the FAXconfiguration.nsf database file is located, in the Server box.
    3. Double-click on the Fax folder and then double-click on Fax Configuration.
    4. Click Open. The Fax Configuration tab is created in the IBM Notes workspace.
  3. Adjust the Form settings for connection to the Fax Service:
    1. Select the language for which you want to make the modification.
    2. In the Fax Domain column, change the value to the domain corresponding to the region of your enterprise account (i.e. @xmedius.com for North America or @xmedius.eu for Europe).

      This is the domain of the Fax Service, to which the email (i.e. the fax form) will be sent in order to be processed as a fax.

    3. Double-click the value in the Profile Web Address column and edit the address.

      This address can only be entered in the form of an URL and must contain an Access Token (used for authentication to the Fax Service).

      Acceptable syntax:
      https://portal.{domain}/services/{account}/fax/profile?Permalink={account}
      &ProfileVersion=3&AccessToken={access_token}
      Note: The syntax provided here contains 4 placeholders:
      • {domain} is the domain corresponding to the region of your enterprise account (i.e. xmedius.com for North America or xmedius.eu for Europe).
      • {account} (to enter twice) is your Enterprise Account (visible in the URL to access your Web Portal).
      • {access_token}: the Access Token to enter must have the Send and manage faxes permission type. To create and retrieve such a token, go to Access Tokens from the navigation bar of your Web Portal.
      For example, with Enterprise Account example located in North America and with the token a275fa55604f87ee70e263c6562135f6, the URL would be:
      https://portal.xmedius.com/services/example/fax/profile?Permalink=example
      &ProfileVersion=3&AccessToken=a275fa55604f87ee70e263c6562135f6
      Note: The form will add &SmtpAddress=<user_SMTP> at the end of the URL.
    4. Repeat all these steps for all the languages being used.
  4. Click Save & Close.
  5. Close the IBM Notes Application
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