implementing a simple domino fax and voicemail solution

IBM Notes and Domino: Tips & Tricks

Implementing a simple Domino fax and voicemail solution
April 5, 2011 (updated March 3, 2015)

By Lance Zakin, IBM CASA, CAAD
Notes and Domino
IBM BP NotesMail
This article explains how to implement an inbound Domino fax and voicemail solution including software / hardware requirements. The solution will run on Domino Windows 2012/2008/2003 platforms and requires (1) a fax or voice modem with a phone line, (2) HFMC for Windows and (3) H-Fax Voicemail Center Lotus Notes database developed by NotesMail.

I successfully implemented the Domino faxing instructions below on Domino 9/8/7/6 servers running Windows Server 2008/2003/2000 using a U.S. Robotics 56K Voice PCI internal fax modem - model 0727. The instructions include installing and configuring HFMC 6.0 on the Domino server, then configuring the H-Fax Notes database on the server.

Desktop platforms:
Desktop software:
Server platforms:
Server software:
Server hardware:
Windows 8/7/Vista/XP
IBM Notes 9/8/7 or web client, Optional: Fax Viewer 2.1 (free) for Windows
Windows 2012/2008/2003/2000
IBM Domino 9/8/7, HFMC 6.0 for Windows
Fax modem or voice fax modem

IBM Notes users can view faxes using the Notes "Open Attachment - View" button, or the free "Fax Viewer" below. Windows web client users can view faxes using the "Fax Viewer" below. iOS (iPhone/iPad) and Android mobile users can view faxes natively.

Fax Viewer for Windows (Size: 521 KB)

The fax and voicemail solution requires 2 modules which must be installed on a Windows Domino server: (1) H-Fax Voicemail Center Notes database, and (2) HFMC for Windows.

1. Click the web link below to download and install HFMC on a Domino server. If you plan to use the voicemail feature, then a single digit mailbox install is recommended for optimal DTMF touch-tone detection. You can configure HFMC to automatically start as a Windows Program Startup group. HFMC currently is not supported as a Windows service.

Windows Program Startup group: This option requires a Windows account to be logged-in to the Domino server at all times, otherwise, HFMC will not work. During installation select HotFax Tray to automatically start on Windows startup when prompted (adds Shortcut called HotFax Tray to current user's Programs Startup group). You can verify the HotFax Tray is enabled as seen in the Preferences Setup below. It is recommended to cut/paste the HotFax Tray Shortcut from the Programs Startup group (current user) to Startup group (All Users). For example, if installing on Win2K8 Server move the HotFax Tray Shortcut from "C:\Users\Administrator\AppData\Roaming\Microsoft\Windows\Start Menu" to "C:\ProgramData\Microsoft\Windows\Start Menu\Programs\Startup". For example, if installing on Win2K3 Server move the HotFax Tray Shortcut from "C:\Documents and Settings\Adminstrator\Start Menu\Programs\Startup" to "C:\Documents and Settings\All Users\Start Menu\Programs\Startup.

HFMC for Windows (Size: 17.6 MB)

2. Please skip this step if you do NOT have a Voice Fax modem, otherwise, configure HFMC to automatically answer incoming fax calls as seen in Mailbox Setup below. Optionally, you can configure it to receive both voicemails and faxes assuming you installed a Voice Fax modem in the server. If you are configuring voicemail verify "Convert sound card files when message is received" is selelcted as seen in the Voice Setup below. NOTE: Please check with your vendor if your voice fax modem requires a sound card. We recommend a controller-based (dsp chip) voice fax modem since it does not require a sound card (winmodems and softmodems require a sound card). The caller voicemail sound card files (.WAV) are initially saved to the server file system (i.e. C:\Program Files\HotFax MessageCenter\INBOX), but then deleted after they are copied to the H-Fax Voicemail Center Notes database.

3. Open the Control Panel, then click System and Security - Administrative Tools - Data Source (ODBC) to configure an ODBC source as seen in the screenshot below. However, if you are running 32-bit Domino on 64-bit Windows then you must launch the 32-bit ODBC Data Source Administrator tool by pressing Windows key - R, then type: %systemdrive%\Windows\SysWoW64\Odbcad32.exe

The ODBC drivers below are supported including IBM DataDirect:
  • Microsoft dBase Driver (*.dbf)
  • Microsoft Access dBASE Drviers (*.dbf, *.ndx, *.mdx)
  • IBM Domino OEM 7.0 dBASEFile (*.dbf)
  • IBM Lotus OEM 5.3 dBASEFile (*.dbf)

4. Click the web link below to download, then copy H-Fax Voicemail Center Notes database to a Domino server. Click the "Edit Profile" button to configure the H-Fax Voicemail Center database. NOTE: If you specify a Notes mailing list group and clicked the "Enable Scheduler" button using your Notes ID you will not receive an email notification if you are a member in this group. Domino assumes you are the sender and will not send you an email if you are also a member of the group.

H-Fax Voicemail Center Notes database (Size: 3.3 MB)

5. Click the "Enable Scheduler" button in the H-Fax Voicemail Center database using a Notes ID which has unrestricted LotusScript access as specified in the Domino server document security tab. NOTE: The scheduled LotusScript agent in the database is executed agent every 5 minutes which essentially integrates Domino with HFMC for Windows. The H-Fax Voicemail Center database must reside on the Domino server where you installed HFMC for Windows in the steps above. To prevent security warning messages you must either notify your Domino administrator to sign the database design using the Domino Administrator client, or you can add "*/NotesMail" to your Notes client ECL with full access as seen below.

Click File - Security- Security - [password] - What Others Do - Using Workstation - Add */NotesMail - Select all checkboxes - OK