Public contacts

If users use the Outlook New Message form to send a fax and your cover page includes a company field, then the company name of the fax recipient is not displayed on the cover page.

Microsoft Outlook only retrieves the name and the fax number of the recipient from the contacts list and does not include the company name in the mail that is sent to the GFI FAXmaker server. Therefore GFI FAXmaker has no way of knowing the company name of the recipient and cannot display it in the company field on the cover page.

The easiest way to resolve this is to use the GFI FAXmaker Fax Message form, since this form retrieves the company name together with the fax number of the recipient. You can also remove the company name field from the cover page.

Alternatively, you can instruct users to use a public contacts list, located on the server, to which GFI FAXmaker has access as well. This way, GFI FAXmaker can query the public contacts folder for the company name of the recipient. A public contacts folder is often used anyway, in order to share customer details amongst employees. You can specify multiple public contacts folders to query.

Screenshot 80- Public contacts node

To enable retrieval of the company name from one or more public contacts folders:

1. Ensure that you have a working profile, configured as the default profile, to connect to your Exchange Server. If you have installed GFI FAXmaker on a separate machine, you have already configured a profile for Microsoft Outlook. If you have installed GFI FAXmaker on the Exchange Server, then you will probably need to create a profile. You can do this from the Windows control panel. Ensure that the user/mailbox you specify in the profile has access to the public contact lists you want GFI FAXmaker to query.

2. In the GFI FAXmaker configuration, go to the Advanced ► Public contacts node. Right-click on the Properties node for the property options. Tick the Enable Exchange public contacts retrieval.

3. Click Add to add a public contacts list. Enter the name of the public contacts folder (public contacts are essentially a public folder with contacts items rather then mail items) which contains the public contacts. For example, if you have created a public folder 'Company contacts', you should enter: Company contacts. If you have created your Public Contacts List in a subfolder, then you must indicate the folder structure. For example, if the folder ‘Company contacts’ is located directly under a folder ‘Phonebooks', then you should enter the following: Phonebooks\Company contacts.

4. You can specify multiple public contact lists. Remember though that querying a contact list can take a second or so, depending on the speed of your exchange server.

5. After you have keyed in the list of your public contacts folders, click on Test. GFI FAXmaker will query the listed public contacts folders. If a test is successful, click OK. If it is not successful, the default profile has not been created or does not have permission to access the contacts folders. Ensure that the account you use during creation of the profile has access to the public contacts list.

Screenshot 81 - Creating a profile

6. If GFI FAXmaker does not find a profile at all, it will automatically launch Microsoft‘s profile creation wizard. You will have to specify the Exchange Server name and the mailbox name, and whether you travel with the computer or not. Click No, assuming you don’t take your exchange server with you when you travel. Click Finish to create the profile.

7. Re-test whether GFI FAXmaker can query the contacts list.