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FF110
User Manual
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Multi-Tech Systems FF110 User Manual

ADMINISTRATOR USER GUIDE
FaxFinder™ FF110
V.34 Fax Server
Administrator User Guide
FaxFinder
TM
Administrator User Guide
Model FF110
PN S000330C, Version C
Copyright
This publication may not be reproduced, in whole or in part, without prior expressed written permission from Multi-Tech Systems, Inc. All rights reserved. Copyright © 2006, by Multi-Tech Systems, Inc. Multi-Tech Systems, Inc. makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Furthermore, Multi-Tech Systems, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of Multi-Tech Systems, Inc. to notify any person or organization of such revisions or changes.
Revisions
Revision Level Date Description
A 03/08/04 Initial release. B 01/28/05 Updated tiff viewer drawings, added FaxFinder/CallFinder Manager
program info, added quick fax-sending procedure, and revised Troubleshooting section.
C 05/13/06
Describes 1.05.08 FF Client SW & 1.05.08 Dev Mgr SW and minor incremental releases beyond.
Patents
This device covered by the following patent: 5,673,268
Trademarks
Multi-Tech Trademarks: FaxFinder, Multi-Tech, and the Multi-Tech logo. All other products and technologies are the trademarks or registered trademarks of their respective holders.
World Headquarters
Multi-Tech Systems, Inc. 2205 Woodale Drive Mounds View, Minnesota 55112 Phone: 763-785-3500 or 800-328-9717 Fax: 763-785-9874
Technical Support Country By Email By Phone
France: support@multitech.fr (33) 1-64 61 09 81 India: support@multitechindia.com 91 (124) 2340780 Europe, Asia, Africa: support@multitech.co.uk (44) 118 959 7774
U.S., Canada, & rest of the World: support@multitech.com (800) 972-2439 (763) 717-5863
Internet Address: http://www.multitech.com
Table of Contents
CHAPTER 1 – PRODUCT DESCRIPTION AND SPECIFICATI ON S................................................................6
PRODUCT DESCRIPTION..............................................................................................................................................6
PRODUCT FEATURES ..................................................................................................................................................6
PREREQUISITE: ORDERING THE DID LINE .................................................................................................................7
SAFETY WARNINGS....................................................................................................................................................7
TECHNICAL SPECIFICATIONS ......................................................................................................................................8
RELATED MANUALS...................................................................................................................................................8
DISTRIBUTING DOCUMENTS TO CLIENT USERS ..........................................................................................................8
CHAPTER 2 – SYSTEM OVERVIEW.....................................................................................................................9
Our Sample System................................................................................................................................................9
Server Setup for Sample FaxFinder System – Rocky Mountai n C onstruction.....................................................10
Receiving a Fax, Server Perspective – RMC Gets a Fax.....................................................................................11
Receiving a Fax, Client Perspective – RMC President Gets a Tax Notice..........................................................12
Sending a Fax, Server Perspective – RMC Sends a Fax......................................................................................13
Sample Client Setup – Gus, the RMC Controller.................................................................................................14
Sending a Fax, Client Perspective – RMC Controller Faxes Tax Complaint......................................................15
Fax Message Components...................................................................................................................................16
CHAPTER 3 – SERVER INSTALLATION...........................................................................................................17
PREREQUISITE: ORDERING THE DID LINE ...............................................................................................................17
WE SUPPLY ..............................................................................................................................................................17
YOU SUPPLY ............................................................................................................................................................18
PART A: CABLING -- CONNECTING THE FAXFINDER TO POWER OUTLET, PHONE LINES, AND ETHERNET................18
1. Connect FaxFinder to AC Outlet.....................................................................................................................18
2. Connect FaxFinder to DID Line......................................................................................................................18
3. Connect FaxFinder to POTS Line...................................................................................................................18
4. Connect FaxFinder to Ethernet Network.........................................................................................................19
5. Do Power-On Test...........................................................................................................................................19
PART B: CONFIGURING THE FAXFINDER SERVER.....................................................................................................20
Summary of Configuration Data..........................................................................................................................20
1. Setting Admin PC to Startup IP Address...................................................................................... ...................21
2. Logging In (I)...................................................................................................................................................22
3. Setting FaxFinder IP Addresses......................................................................................................................23
4. Resetting Admin PC to Its Regular IP Address................................................................................................24
5. Logging In (II).................................................................................................................................................24
6. Setting Administrative Functions.....................................................................................................................24
7. Setting Up the Mail Server...............................................................................................................................26
8. Configuring the FaxFinder’s Inbound DID Modem........................................................................................26
9. Configuring the FaxFinder’s POTS Modem....................................................................................................27
10. Changing Admin’s Server Password.............................................................................................................30
11. Specifying Admin’s Client Password.............................................................................................................30
12. Sending Test Fax from Fax Machine to FaxFinder.......................................................................................31
13. Assigning DID Numbers to Network Clients.................................................................................................32
CHAPTER 4 – FAXFINDER SERVER SOFTWARE SCREENS.......................................................................34
Home Screen........................................................................................................................................................34
Login Screen........................................................................................................................................................35
Fax Log Screen....................................................................................................................................................36
Fax Details Screen...............................................................................................................................................38
Current Status Screen..........................................................................................................................................40
Logout Option......................................................................................................................................................43
Help Screen..........................................................................................................................................................43
Administration Screen .........................................................................................................................................44
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 3
Phone Book Screen..............................................................................................................................................48
Modem Configuration Screen – DID Modem......................................................................................................50
Modem Configuration Screen – POTS Modem....................................................................................................52
Password Administration Screen.........................................................................................................................54
CHAPTER 5 – FAXFINDER CLIENT SOFTWARE C ONFIGURATION........................................................55
INSTALLING FAXFINDER CLIENT SOFTWARE ...........................................................................................................55
ASSOCIATING CLIENT WITH SPECIFIC FAXFINDER UNIT(S)......................................................................................60
DIS-ASSOCIATING THE CLIENT FROM A SPECIFIC FAXFINDER UNIT ........................................................................62
DISABLING AND RE-ENABLING A CLIENT’S FAXFINDER SERVICE ...........................................................................63
SENDING TEST FAX ..................................................................................................................................................63
FAXFINDER FAX CLIENT SOFTWARE MENU COMMAND DEFINITIONS .....................................................................64
CHAPTER 6: FAXFINDER CLIENT SOFTWARE OPERATION....................................................................72
SENDING A FAX (QUICK VERSION)...........................................................................................................................72
SENDING A FAX........................................................................................................................................................74
SCHEDULING FAX TRANSMISSIONS ..........................................................................................................................80
RE-SENDING A FAILED FAX .....................................................................................................................................81
PUTTING PENDING FAXES ON HOLD AND RESCINDING THE HOLD............................................................................82
CANCELING A FAX ...................................................................................................................................................85
SETTING FAX RETRY NUMBER AND INTERVAL ........................................................................................................86
SENDING ONE FAX CONTAINING MULTIPLE DOCUMENTS........................................................................................87
FORWARDING A FAX ................................................................................................................................................89
RECEIVING A FAX.....................................................................................................................................................91
USING THE MULTI-TECH TIFF VIEWER.....................................................................................................................93
Frequently Used Commands – Toolbar Icons.....................................................................................................93
Importing Fax Images into Other Application Programs....................................................................................98
SETTING UP YOUR ADDRESS BOOK MANUALLY......................................................................................................99
SETTING UP YOUR ADDRESS BOOK BY SYNCHRONIZING WITH OUTLOOK .............................................................101
What Synchronization Means............................................................................................................................101
Synchronization Procedure ...............................................................................................................................101
USING STOCK COVER PAGES..................................................................................................................................104
CREATING OR MODIFYING COVER PAGE STYLES ...................................................................................................110
Creating New Cover Page Templates................................................................................................................110
Modifying Existing Cover Page Templates........................................................................................................118
COVER PAGE GENERATOR MENU/ICON COMMAND DESCRIPTIONS........................................................................124
File Menu...........................................................................................................................................................124
Edit Menu ..........................................................................................................................................................125
Insert Menu........................................................................................................................................................125
View Menu.........................................................................................................................................................127
Settings Menu ....................................................................................................................................................128
REPORTING FAILED FAXES TO THE ADMINISTRATOR .............................................................................................129
CHAPTER 7 – SERVER OPERATION...............................................................................................................130
FAX LOG EMAIL MESSAGES...................................................................................................................................130
FRONT PANEL LEDS ..............................................................................................................................................131
DEALING WITH FAILED FAX REPORTS....................................................................................................................132
Failure Analysis: Factors to Consider.............................................................................................................132
Possible Solutions to Fax Failure Problems ..................................................................................................... 132
CHAPTER 8 - DEVICE MANAGER INSTALLATION & OPERATION.......................................................133
Installing Device Manager Software.................................................................................................................133
Operation: Applicability of Device Manager...................................................................................................134
Access to Commands .........................................................................................................................................134
Device Manager Command Summary...............................................................................................................134
Opening the Device Manager Software.............................................................................................................136
Device Manager Main Screen ...........................................................................................................................137
Device Manager “Edit” Menu ..........................................................................................................................139
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 4
Right-Click Menu for Selected FaxFinder Device.............................................................................................143
FIRMWARE UPDATING PROCESS - DETAILED..........................................................................................................149
FaxFinder Modem Firmware Update................................................................................................................149
FaxFinder Server Firmware Update.................................................................................................................153
Uninstalling or Reinstalling the Device Manager Software..............................................................................156
CHAPTER 9 – TROUBLESHOOTING................................................................................................................159
1. What if I can't see the web page for my FaxFinder ?....................................................................................159
2. What if I don't get an email when I set the mail server address ? .................................................................159
3. What if the modem doesn't answer a call on the DID line?...........................................................................161
4. What if I don't get the email to me of the test fax that I sent?........................................................................161
CHAPTER 10 – REGULATORY INFORMATION............................................................................................162
47 CFR PART 68 TELECOM ....................................................................................................................................162
47 CFR PART 15 REGULATION...............................................................................................................................163
FAX BRANDING STATEMENT..................................................................................................................................163
CANADIAN LIMITATIONS NOTICE...........................................................................................................................164
INDUSTRY CANADA................................................................................................................................................164
WEEE STATEMENT................................................................................................................................................165
CHAPTER 11: WARRANTY, SERVICE, & REPAIR .......................................................................................166
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 5
Chapter 1: Product Description and Specifications
Chapter 1 – Product Description and
Specifications
Product Description
The FF110 V.34 FaxFinder unit is a complete, economical, easy-to-use network fax server. With it, you can receive faxes as emails and send faxes from any application that can print. To deploy the FaxFinder server, you need a DID trunk line, an ordinary POTS phone line, and an Ethernet connection to your LAN. For each client, you must assign a separate DID directory number to the client’s email and install the FaxFinder Client Software on the client PC. Clients can then send faxes from their PCs by printing from application programs to the FaxFinder which routes them to the public phone system over the POTS line. Clients receive faxes in their email inboxes from senders who have faxed to that client’s DID phone number. From the fax sender’s perspective, DID phone numbers are functionally identical to ordinary fax phone lines. Faxes can be both sent and received from the client’s PC privately and without walking to a common fax machine.
TM
Multi-Tech’s FF110 FaxFinder
The FaxFinder product consists of the hardware unit, server software pre-installed on the hardware unit, a management program for the administrator, and a suite of client software programs (the main fax-sending program, a viewer for TIFF files, and a program for creating and modifying fax cover pages).
V.34 Fax Server
Product Features
• Faxes routed via DID numbers to email
• Faxes converted to TIFF or PDF files
• One Direct Inward Dial (DID) port for inbound faxing
• One loop-start POTS port for outbound/inbound faxing
• Super G3 V.34/33.6K fax communication
• Compression in MH, MR, and MMR modes
• Error Correction Mode (ECM) for fast and reliable faxing
• Web server interface for system configuration and management
• Email notification of failed outbound fax transmissions
• Supports wink-start, immediate-start, and delay-dial service types
• V.92/56K data mode
• Tone and pulse dialing
• Connects to 10/100BaseT Ethernet
• Flash memory for easy software updates
• Small desktop-size external chassis
• Two-year warranty
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 6
Chapter 1: Product Description and Specifications
Prerequisite: Ordering the DID Line
To operate the FaxFinder system, you will need a DID (Direct Inward Dial) line in your office. You must order the DID line from your local telephone operating company (telco). A DID line allows one phone line to be associated with multiple directory numbers. However, only one call can occur on this line at any given time.
DID lines are sold in groups. For example, a telco in New York City might offer a DID line with a set of 20 directory numbers in the range of 212-555-4101 through 212-555-4120.
When ordering your DID line, ask the telco representative for these details about the DID service. These details will be important when setting up your FF110 Fax Server.
Parameter Value Required by
Telco
Number of digits used to designate the DID extension (usually 3, 4, 6, or 7)
Type of “DID Start” used (wink, immediate, or delay dial)
You will need this information to configure your FaxFinder Server (see Chapter 3: Server Installation).
Safety Warnings
• Use this product only with UL- and CUL-listed computers (US).
• Never install phone wiring during a lightning storm.
• Never install a phone jack in a wet location unless the jack is specifically designed for wet locations.
• Never touch uninsulated phone wires or terminals unless the phone line has been disconnected at the
network interface.
• Use caution when installing or modifying phone lines.
• Avoid using a phone during an electrical storm; there is a risk of electrical shock from lightning.
• Do not use a phone in the vicinity of a gas leak.
• To reduce the risk of fire, use only 26 AWG or larger telephone line cord.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 7
Technical Specifications
The FF110 FaxFinder meets the following specifications:
Connectors
RJ11-Line Jack, RJ12-DID line, RJ45 - Ethernet Jack
Chapter 1: Product Description and Specifications
Size
Weight
Power Consumption
Operating Environment
EMC Approvals
Safety Approvals
Telecom Approvals
4.25”w, 1.15”h, 5.8”d
10.8 cm x 2.9 cm x 14.8 cm
224 g 8oz
Typical 5.5W (1.10A @5v DC)
Maximum 6.0W (1.20A @5.25v DC)
32-120 degrees F (0-50 degrees C)
relative humidity 20 to 90% noncondensing
FCC Part 15 Class B, Canada Class B, EN 55022 Class B, EN55024,
UL, cUL, UL60950, CSA 950, EN60950, AS3260, CCIB (China)
FCC Part 68, CS03
Related Manuals
The FF110 FaxFinder unit comes with 4 manuals that serve different purposes:
Title Format Purpose
Administrator User Guide (this manual)
Client User Guide on CD Comprehensive user info for FaxFinder clients.
Client Operation Primer on CD Brief instructions for sending and receiving
Quick Start Guide in print FaxFinder Administrator should use this
Multi-Tech manuals and other resources are available on the Multi-Tech Web page at http://www.multitech.com.
on CD Presents comprehensive info about FaxFinder
unit, server software, & client software.
faxes via the FaxFinder system. Multi-Tech
recommends that you give a copy of this document to each client user.
manual to configure the FaxFinder unit, the server software, and software for each client.
Distributing Documents to Client Users
The person acting as FaxFinder Administrator should see to it that client users get copies of the Client Operation Primer (the file name is S000407_.PDF) and the Client User Guide (the file name is
S000406_.PDF). You could distribute this information either by printing out and/or photocopying hard copies of these manuals for client users or else by supplying them with the electronic PDF files for these documents either as email attachments or via some memory storage medium (CD, diskette, etc.). Client users will need this information to take advantage of the capabilities of the FaxFinder system.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 8
Chapter 2: System Overview
Chapter 2 – System Overview
Our Sample System
The FaxFinder system handles faxes in a non-conventional way. A regular fax machine is a centralized resource. The FaxFinder system decentralizes fax functions throughout a network of PCs served by the FaxFinder unit and by an email server in a common Ethernet network. In this chapter, we will give you the big picture of how the FaxFinder FF110 Server unit and the FaxFinder Client software can deliver this convenient functionality.
To show what you must do to implement FaxFinder functionality, we use a fictitious company, “Rocky Mountain Construction, Inc.,” a housing developer, as an ongoing example throughout the FaxFinder documentation. We show, in this small sample system, the parameters that must be set in any FaxFinder system, both for the server and for clients.
A regular fax machine typically operates in a common office area and is shared by multiple parties. Usually no individual’s fax traffic is heavy enough to justify a dedicated personal fax machine. Commonly, many parties go to the same fax machine to send and receive on a single ordinary phone line.
Compared to the centralized and non-private nature of faxing with an ordinary fax machine, the FaxFinder system offers fax users decentralized functionality, autonomy, and privacy. For outgoing faxes, the conversion of documents into electronic fax files is now done by FaxFinder Client software (that resides on the PC of each user) working with the print output of any application program. Faxes can be sent to multiple parties with one mouse click. Outgoing faxes can consist of multiple documents and come from different application programs (word processors, graphics programs, spreadsheets, etc.).
For incoming faxes, each client on the FaxFinder network has a private phone number for receiving faxes. A Direct Inward Dial line allows each FaxFinder unit to serve numerous clients from a single incoming phone line. Each received fax arrives in the client users’ email inbox as an attached TIFF file that can be stored and forwarded as well as being viewed and printed.
In the remainder of this chapter, we introduce our fictitious sample Faxfinder system. First, we show the server software parameters that must be set for this simple system. Next we show two pairs of illustrations about fax reception and fax transmission. In the first pair, we show what happens in the FaxFinder system when a fax is received, from both server and client perspectives. In the second pair, we show what happens when a fax is sent. The server perspective comes first. We then show sending from the client perspective along with a setup for that client. We briefly explain each step of the process. Finally, we show how the FaxFinder assembles the components of the fax message for the convenience of the user.
These illustrations explain how the FaxFinder system fits into your Ethernet network and what client users will encounter when they begin to use the FaxFinder Client software.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 9
Chapter 2: System Overview
Server Setup for Sample FaxFinder System – Rocky Mountain Construction
FaxFinder Server Software Setup
Administration: Time Configuration
time.nist.gov
(GMT-06:00) Mountain Time (US & Canada)
Days Hours Minutes
0
24
time.nist.gov
Time Server
A time server pro­vides current time to the FaxFinder upon request. The time server uses Simple Network Time Protocol (SNTP).
0
Internet
Administration: IP Configuration
IP Address Subnet Mask Name Server
update
192.168.4.89
255.255.255.0
192.168.4.251
Telco Setup
Company in example has 5 DID extensions:
Default Gateway Secondary
Name Server
192.168.4.1
Time Server Time Zone
Request Interval
update
PSTN
All are connected to the DID input of the FF110 FaxFinder Server. FF110’s POTS fax modem has separate , ordinary phone line at 720-985-7302.
DID Ext 2430 unassigned
Ethernet LAN
DID Ext 2426
Hank Gregory Admin
PC of FaxFinder
Administrator
Email: hgg@rmc83.com
All incoming faxes are labeled as coming from the admin.
Admin is typically recipient of all faxes received on the POTS Line.
Admin is typically recipient of all faxes sent to unassigned DID extensions (the “Dead Letter Box”).
Admin uses FaxFinder Phone Book to assign DID extensions to email addresses of clients.
Admin receives fax log report as email attachment after every nth fax.
DID Ext 2427
Email:jschli @rmc83 .com
DID Ext 2429
DID Modem
POTS
Modem
FF110 FaxFinder
Ethernet Port
Server
192.168.4.89 faxfinder.rmc83.com
Roger Sherman
Email:grs @rmc83 .com
President
411 Main St., 3rd Floor Wiltonsbury, Colorado
970-555-2918
970-555-2919 fax
August 18, 2003
THIS IS NOT A TAX BILL.
DID Ext 2428 Email: roger @rmc83.com
Phone Book
Name
Hank Gregory -- Admin admin hgg@rmc83.com POTS Line hgg@rmc83.com Dead Letter Box hgg@rmc83.com Hank Gregory hank hgg@rmc83.com 2426 John Schlief johns jschli@rmc83.com 2427 Roger Sherman roger roger@rmc83.com 2428 Gus Schmidt grs grs@rmc83.com 2429
User ID Email Address
A Domain Name Server (DNS) resolves d om ai n names (www.rmc83.com) into actual IP addresses (192.168.4.200).
Name Server
192.168.4.251
mail.rmc83.com
Mail Server
Administration: SMTP Configuration
SMTP Server Address mail.rmc83.com
Function
Ext
update update update update update update update
add
Mail Server must support Simple Mail Transport Protocol (SMTP), which FaxFinder uses for outputting faxes in email form.
delete delete delete delete
update
FaxFinder
Server
Software
Setup
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 10
Receiving a Fax, Server Perspective – RMC Gets a Fax
FaxFinder Server fax log ( )
County Clerk faxes tax
1
report to head of construction contracting company.
Uses contractor’s DID fax number: 9707852428
County Clerk’s
Office
9
indicates successful fax reception.
Time
08/18/2003 11:20:31 AM 08/18/2003 10:48:46 AM 08/18/2003 10:32:06 AM 08/18/2003 09:49:39 AM 08/18/2003 09:39:31 AM 08/18/2003 09:20:02 AM 08/18/2003 08:07:26 AM
08/18/2003 07:33:19 AM
Chapter 2: System Overview
Fax Log
Send
Name
Roger Sherman
Hank Gregory
John Schlief
Hank Gregory
Roger Sherman
John Schlief John Schlief Gus Schmidt
Remote ID
9705552919
7175782
3033258763
9857979
2123670278
8017920194
Result
pass pass pass pass pass pass pass pass
Receive
receive
send send send
receive
send
receive
send
Fax message traverses
2
public phone network.
PSTN
Rocky Moun tain Construction Office
POTS
Modem
Ethernet Port
DID Ext 2428 Roger Sherman President
411 Main St., 3rd Floor Wiltonsbury, Colorado
970-555-2918
970-555-2919 fax
August 18, 2003
THIS IS NOT A TAX BILL.
DID Ext 2430 unassigned
Tax report message
7
arrives as attachment (TIF file) in company president’s email inbox: roger@rmc83.com.
Company president
8
opens TIF file of tax report message into Multi-Tech Tiff Viewer program.
Fax message reaches
3
DID fax modem within FF110 FaxFin der Ser v er.
John Schlief
Sales
Email:jschli @rmc83 .com
DID Ext 2427
DID Ext 2426
Hank Gregory Admin
Email:hgg @rmc83 .com
DID Modem
FF110 FaxFinder Server
DID Ext 2429
Gus Schmidt Controller
Email:grs @rmc83 .com
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 11
Chapter 2: System Overview
Receiving a Fax, Client Perspective – RMC President Gets a Tax Notice
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 12
Sending a Fax, Server Perspective – RMC Sends a Fax
FaxFinder Server fax log ( )
7
indicates successful fax transmission.
6
County Clerk receives Gus Schmidt’s FAX message requesting taxation delay.
County Clerk’s
Office
Time
08/20/2003 10:23:36 AM 08/20/2003 09:56:46 AM 08/20/2003 09:53:23 AM 08/20/2003 09:48:37 AM 08/20/2003 09:40:57 AM 08/20/2003 09:25:14 AM 08/20/2003 09:08:20 AM
08/20/2003 08:53:11 AM
Chapter 2: System Overview
Fax Log
Send
Name
Gus Schmidt
Roger Sherman
John Schlief Hank Gregory Hank Gregory
Gus Schmidt
Gus Schmidt
John Schlief
Remote ID
9705552919
9857979
3039187171
8017920194
7175854
Result
pass pass pass pass pass pass pass pass
Receive
send
receive
send
send receive receive receive
send
Fax message traverses
5
public phone network.
Rocky Mountain Construction Office
John Schlief
Sales
Email:jschli @rmc83 .com
Hank Gregory Admin
3
DID Ext 2427
DID Ext 2426
PSTN
DID Modem
FF110 FaxFinder Server
Gus Schmidt’s FaxFinder Client SW communicates with the FF110 over RMC’s Ethernet network.
DID Ext 2429
Gus Schmidt Controller
Email:hgg @rmc83 .com
Company controller prints
1
to FaxFinder to fax a request that taxation on housing development be delayed.
FaxFinder client SW captures
2
word processor output and assembles outgoing message from FF Client screens and cover page.
POTS
Modem
Ethernet Port
DID Ext 2428 Roger Sherman President
Email:grs @rmc83 .com
POTS modem sends
4
Gus Schmidt’s fax message.
Email:roger @rmc83 .com
DID Ext 2430 unassigned
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 13
Sample Client Setup – Gus, the RMC Controller
Chapter 2: System Overview
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 14
Chapter 2: System Overview
Sending a Fax, Client Perspective – RMC Controller Faxes Tax Complaint
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 15
Fax Message Components
How the FaxFinder’s outgoing fax
Sender
Info
Recipient
Info
comes toge ther.
Main Body
of
Fax Message
Subject,
Comment
Chapter 2: System Overview
Fax Stamp
Info
FROM
FF Fax Client
Software
screen
Options
FROM
FFAddress Book
screen
Contact
OR
FF
Send Fax
Cover Page
From: To:
S ub ject : Comment :
screen
file of application program.
FROM
For example,
word processor
or
graphics program.
Dear Mr Jones: We wer e pleased at yo u r inq u i r y
about our housing to be offered at th e M u rk i e P o nd ho us in g development. We expect the project to take off withi n the next several mont hs . Our forec asts fo r ho usi ng ne ed s sh ow a hi gh demand in the coming years.
This is a chance for y ou to get i n on the ground floor of what could become a great opportunity.
Bl ah , bl ah , b la h, bl ah , bl a h .
...
FROM
FF
Send Fax
Th e tim e has come fo r all good persons to come to the aid of their respective countries.
We wer e pleased at yo u r inq u i r y about our housing to be offered at th e M u rk i e P o nd ho us in g development. We expect the project to take off withi n the next several mont hs . Our forec asts fo r ho usi ng ne ed s sh ow a hi gh demand in the coming years.
This is a chance for y ou to get i n .
screen
FF
FROM
Server
screen s
Software
Outgoing Fax Transmission
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 16
Chapter 3: Server Installation
Chapter 3 – Server Installation
This chapter shows you how to set up your Multi-Tech Model FF110 FaxFinder.
The setup process includes both cabling of the FF110 unit and configuration of the FaxFinder server software. The FaxFinder server software resides on the FaxFinder unit and does not need to be installed.
Prerequisite: Ordering the DID Line
To operate the FaxFinder system, you will need a DID (Direct Inward Dial) line in your office. You must order the DID line from your local telephone operating company (telco). A DID line allows one phone line to be associated with multiple directory numbers. However, only one call can occur on this line at any given time.
DID lines are sold in groups. For example, a telco in New York City might offer a DID line with a set of 20 directory numbers in the range of 212-555-4101 through 212-555-4120.
When ordering your DID line, ask the telco representative for these details about the DID service. These details will be important when setting up your FF110 Fax Server.
Parameter Value Required by
Telco
Number of digits used to designate the DID extension (usually 3, 4, 6, or 7)
Type of “DID Start” used (wink, immediate, or delay dial)
You will need this information to configure your FaxFinder Server (see step 8 on page 25).
We Supply
• An FF110 FaxFinder with factory-installed software
• A set of four self-adhesive plastic feet
• A power supply
• One common telephone cable (RJ-11 at both ends)
• One DID telephone cable (RJ-11 at one end; RJ12 at other end)
• A fax software program for client PCs
• This printed Quick Start Guide
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You Supply
• A nearby AC power outlet
• A nearby phone line jack
• A connection to your Ethernet LAN
• A nearby analog DID trunk line with a block of associated DID telephone numbers
• A common subscriber phone line (POTS)
• A PC (using Windows NT, Windows 2000, or Windows XP as operating system) from which to
configure the FaxFinder unit
• Client PCs with email and printing applications. Client PCs on your network will receive faxes in their email inboxes. They will send faxes by printing to the FaxFinder server from application programs while running the FaxFinder client software.
Part A: Cabling -- Connecting the FaxFinder to Power Outlet, Phone Lines, and Ethernet
Summary: Turn off your computer. Place the FaxFinder in a convenient location, and then connect it to
your AC power outlet, DID line, POTS line, and Ethernet.
1. Connect FaxFinder to AC Outlet
Make sure the FaxFinder’s power switch is OFF. Plug the DC power transformer into a power outlet or power strip. Plug the other end into the PWR jack on your FaxFinder. The DC power transformer is included with your FaxFinder.
Caution: Use only the DC power transformer supplied with the FaxFinder. Use of any other
transformer voids the warranty and can damage the FaxFinder.
2. Connect FaxFinder to DID Line
Plug one end of the phone cable into the FaxFinder’s DID jack and the other end into an analog DID trunk line jack. The DID Line cable is included with your FaxFinder.
Caution: The DID Line cable has an RJ11 connector on one end (this is the larger of the two
connectors; it goes to the telephone wall receptacle). The DID Line cable has an RJ12 connector on the other end (this is the smaller connector; it goes to the DID Port on the FaxFinder unit).
Never plug the DID connector into a standard POTS Line. This may damage the FaxFinder or the central office equipment. Use only an analog DID Line.
3. Connect FaxFinder to POTS Line
Plug one end of the phone cable into the FaxFinder’s POTS jack and the other end into your standard telephone line jack. The POTS Line cable is included with your FaxFinder.
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4. Connect FaxFinder to Ethernet Network.
Plug one end of your RJ45 ethernet cable into the FaxFinder’s ethernet jack and the other end into your network ethernet hub. This ethernet cable is not included with your FaxFinder unit.
Caution: Before connecting to the Ethernet Network, make sure that the network to which you
are connecting the FaxFinder is not a 192.168.2.x subnet.
If it is a 192.168.2.x subnet, connect from the Admin PC to the FaxFinder using an RJ45 crossover cable until the FaxFinder’s IP address has been configured. Thereafter, connect the FaxFinder into the network with an ordinary RJ45 cable.
5. Do Power-On Test
Test your FaxFinder by turning it on (an on-off switch is located on the back panel). When you apply power, the FaxFinder performs a diagnostic self-test. The Status indicator flashes when the test is complete and the unit is ready. If this does not happen, check that the power switch is on, the power supply is solidly connected, and the AC outlet is live.
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Part B: Configuring the FaxFinder Server
Summary of Configuration Data
The table below lists the information you will need to fill in on the various FaxFinder Server screen. Gathering this information in advance will expedite the FaxFinder configuration process.
Server Parameters
Values for this FaxFinder
(for Server Admin screen)
IP Address (of FaxFinder unit) Subnet Mask (Domain) Name Server Secondary Name Server (optional) Default Gateway Time Server (typically time.nist.gov) SMTP (Mail) Server Address
User Parameters
(for Server Phonebook, Client Options, & Client Add FaxFinder screens)
Name User ID/
Email Address DID Extension Password
Username
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1. Setting Admin PC to Startup IP Address
a. Connect a pc to your network.
b. Set the pc IP address to 192.168.2.x subnet (using any address excluding 192.168.2.1).
Windows XP
a. From the Windows desktop, right-click on “My Network Places,” and select “Properties.”
b. In the Network Connection screen, right-click on “Local Area Connection.”
c. In the Local Area Connection Properties screen, on the “General” tab, scroll to the “Internet Protocol (TCP/IP)” entry and select it. Click “Properties.”
d. In the Internet Protocol (TCP/IP) Properties screen, record the existing IP address. Then reset the IP address to 192.168.2.2.
Windows NT
a. From the Windows desktop, right-click on “Network Neighborhood,” and select “Properties.”
b. In the Network screen, on the “Protocols” tab, select “TCP/IP Protocol” in the list of Network Protocols. Click “Properties.”
c. In the Microsoft Internet Protocol (TCP/IP) Properties screen, record the existing IP address. Then reset the IP address to 192.168.2.2.
Windows 2000
a. From the Windows desktop, right­click on “My Network Places,” and select “Properties.”
b. In the Network and Dialup Connections screen, right-click on “Local Area Connection” and select “Properties.”
c. In the Local Area Connection Properties screen, select the “Internet Protocol (TCP/IP)” entry. Click “Properties.” d. In the Internet Protocol (TCP/IP) Properties screen, record the existing IP address. Then reset the IP address to 192.168.2.2.
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2. Logging In (I)
a. Bring up a Web browser on your pc. At the browser’s address line, type the default Gateway address:
http://192.168.2.1 and press Enter.
b. The Login screen will appear.
At this point you can be assured that the FaxFinder is connected to the network. If the Login screen does not appear, see item #1, “What if I can’t see the web page for my
FaxFinder?” in Chapter 10: Troubleshooting.
c. At the Login screen, enter admin (all lower case) in the User Name field. d. Enter admin (all lower case) in the Password field.
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e. Click the Login button. The Web Management Home screen will appear. From this screen, you can
access all of the FaxFinder Server software screens.
3. Setting FaxFinder IP Addresses
a. In the FaxFinder Administration screen, go to the IP Configuration fields.
Administration: IP Configuration
IP Address Subnet Mask
Name Server
update
b. Fill in the IP information that applies to your FF110 FaxFinder Server unit. The fields for “IP Address,”
“Subnet Mask,” “Default Gateway” and “Name Server” are required. A “Secondary Name Server” may be considered optional.
c. Click Update.
192.168.4.89
255.255.255.0
192.168.11.251
Default Gateway Secondary
Name Server
192.168.4.1
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4. Resetting Admin PC to Its Regular IP Address
In step #1 above, you recorded the original IP address of the administrator’s PC and then reset it to the IP address required to allow communication with the FaxFinder unit. You must now set the IP address of the administrator’s PC back to its original value.
5. Logging In (II)
Having reset the IP address of the administrator’s PC, you must log into the FaxFinder Server software again. Go to the Login screen, enter admin as User Name and admin as Password.
6. Setting Administrative Functions
Go to the FaxFinder Phone Book screen.
Phone Book
Name
Administrator admin POTS Line
D ead L ett er Box
a. General Admin Email Address & DID
i. In the “admin” row of the Phone Book screen, enter the name and user ID to be used for
the FaxFinder administrator. All incoming faxes will be marked as coming from this administrator. Then enter the email address of the party who will act as the FaxFinder administrator.
ii. Click on Update in the “admin” row. At this point, a Login screen will appear and you will
be asked to log in again. Log in using the administrator’s User ID (as listed in the “User ID” column) and the administrator’s current password (at this point, it should be admin). The message “Success: [name] was updated” will appear above the Phone Book list.
U ser I D Em ail Add ress
Phon e Book
Ext
Function
update update
update update
update update
update
add
delete delete delete delete
Name
Hank Gregory - - A dm i n a dm in hgg@ r m c 83.c om POTS Line
Dead Letter Box
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Us er ID E mai l A d d res s
Ext Function
update update
update update
update update
update
add
delete delete delete delete
b. Destination Email Address for POTS Line Fax
i. In the “POTS Line” row of the Phone Book screen, enter the email address of the person
whom you want to receive all inbound faxes received on the POTS line. (The POTS line is primarily for sending faxes but can receive faxes, as well. Typically, faxes coming in on the POTS Line are sent to the FaxFinder Administrator.)
ii. Click on Update in the “POTS Line” row. The message “Success: POTS Line was
updated” will appear above the Phone Book list.
Chapter 3: Server Installation
Phone Book
Name
Hank Gre gor y - - A dm i n adm in hg g@ r m c 83.c om POTS Li ne hgg@r m c 83.c om
Dead Letter Box
Us er ID E mai l A d dr es s
Ext Function
update update
update update
update update
update
delete delete delete delete
add
c. Destination Email Address for Unassigned DID Numbers
i. In the “Dead Letter Box” row of the Phone Book screen, enter the email address of the
person whom you want to receive all inbound faxes sent to unassigned DID phone numbers. (For example, a company might obtain a group of 20 DID phone numbers but only use 17, retaining 3 for future use. Any faxes sent to the three unused DID numbers would go to the Dead Letter Box. Typically, Dead Letter Box items are sent to the FaxFinder Administrator.)
ii. Click on Update in the “Dead Letter Box” row. The message “Success: Dead Letter Box
was updated” will appear above the Phone Book list.
Phone Book
Name
Hank Greg ory - - Admin adm in hgg@ r mc83.c om POTS Lin e hgg@ rmc83.com
Dead Letter B ox
User ID Email Address
hgg@rmc83.com
Ext Function
update update
update update
update update
update
del ete del ete del ete del ete
add
d. Personal Email Address for Admin
i. Just below the “Dead Letter Box” row of the Phone Book screen, enter the name and
user ID to be used to receive the FaxFinder administrator’s individual inbound faxes. (Generally, the administrator should have an additional phonebook entry for receiving ordinary fax traffic for his/her own use that is separate from the administrator function.) Then enter the email address at which the FaxFinder administrator will receive such fax traffic.
ii. Click on Update for this row. The message “Success: [name] was updated” will appear
above the Phone Book list.
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7. Setting Up the Mail Server
The FaxFinder uses a mail server to send, by email, call log reports to the administrator. An email is also sent to the administrator each time the FaxFinder is powered up. In all cases, you must specify the address of the mail server and the email address of the administrator. Some email servers require authentication before allowing the FaxFinder access. In these cases, the FaxFinder unit must be assigned a Server User Name and a password. If the mail server does not require authentication, the bottom row of SMTP Configuration fields (“Server User ID,” “Password,” and “Retype Password”) must be left blank.
a. In the FaxFinder Administration screen, go to the SMTP Configuration fields.
b. Fill in the network IP address or domain name of your mail server.
c. At this point you should receive an email from your FaxFinder saying that the mail server address has
been updated. If you do not receive such an email, see item #2 “What if I don’t get an email when I set the mail server address?” in Chapter 10: Troubleshooting.
8. Configuring the FaxFinder’s Inbound DID Modem
The FaxFinder’s DID Modem directs inbound faxes to client email addresses.
a. In the FaxFinder Server software, go to the Modem Configuration screen. b. Under Modem Configuration: Modem 1 (DID Modem), enter the values that match the
characteristics of your DID phone line in the fields provided. (See the section “Prerequisite: Ordering the DID Line” on page 17.)
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c. Note that the value entered in the “Fax ID” field (typically the DID phone number and, sometimes, an
organizational identifier) will appear in the fax log printed by the sender’s fax machine.
d. Click Update.
e. Open the FaxFinder Server Home screen. Click on Current Status. Watch the Current Status: DID
Modem portion of the screen. The “State” of the DID Modem (see Current Status: DID Modem
screen) should be “Waiting for Ring.”
f. From an ordinary POTS phone, dial one of the DID phone numbers that is active in the system. Dial
the DID phone number as you would from an outside line (it will not work to dial the number as if it were an ordinary 3- or 4-digit extension).
g. In the Current Status: DID Modem screen, the "State" field should change to "Waiting for Connect."
On the phone, you should hear modem dialup/negotiation tones.
h. If you observe both the "Waiting for Connect" state and hear the tones, then the FaxFinder's DID
Modem has been configured properly. If either of these is absent, see item #3 “What if the modem doesn’t answer a call on the DID line?” in
Chapter 8: Troubleshooting.
9. Configuring the FaxFinder’s POTS Modem
The FaxFinder’s Modem directs inbound faxes to client email addresses. This POTS modem can also receive faxes but that is a secondary function. All faxes coming in on the POTS modem must go to the same email address to be specified in the Phone Book screen.
a. In the FaxFinder Server software, go to the Modem Configuration screen. b. In the Modem Configuration: POTS Modem 1, screen, enter the modem characteristics needed in
your FaxFinder system. The default values have been designed to work well in many situations.
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c. Specify a Country Code that fits your location. d. Use the Routing field to set the FaxFinder’s operating mode.
For POTS Mode, set the Routing field to “POTS Line.” For PBX Routing Mode, set the Routing field to “DTMF Digits,” or, if a mode code for your PBX is
listed in the drop-down box, select that mode code.
The "Avaya Mode Code" setting applies to Avaya PBXs in which a centralized voice-mail system (like Merlin Messaging or Intuity Audix) has been installed. FaxFinder supports such Avaya PBXs as Magix, Definity, S8500, and other models.
The "Siemens HiCom Mode Code" setting applies to the model 300H and other Siem ens PBXs in which a centralized voice-mail system has been installed.
The "Alcatel Mode Code" setting applies to the Alcatel model Omni-PCX4400 PBX equip ped with an inband DTMF protocol for connecting to voice-mail.
e. Set the Max DTMF Digits field per the requirements of the PBX with which the FaxFinder will
interface (if applicable).
f. Fax ID. The value entered in the “Fax ID” field will appear in the fax log printed by the sender’s fax
machine and, typically, will be printed at the top of each page of the transmitted fax.
In PBX Routing Mode (where the Routing field is set to “DTMF Digits” or a ‘mode code’ option for a particular PBX brand), the Fax ID is typically the PBX fax extension number of the FaxFinder
Administrator or the number of the phone line to which the FaxFinder is connected. In POTS Mode (where the Routing field is set to “Pots Line”), the Fax ID is typically the number of the phone line to which the FaxFinder is connected. In either mode, an organizational identifier, like the company name, might be used as the Fax ID instead of any fax number.
g. Smart Dial. When Smart Dial mode is ON, the FaxFinder will look for a dial tone before dialing. If,
under normal circumstances, no dial tone is presented to the FaxFinder, then set Smart Dial to OFF.
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When Smart Dial is OFF, the FaxFinder modem will seize the phone line and dial after a 3-second pause whether a dial tone is present or not. Hint: If ‘no dial tone’ messages appear consistently, set Smart Dial to OFF.
h. Dial Prefix (or ‘access digit’). When the FaxFinder is attached to an extension of a PBX or key phone
system, an access digit is often required to ‘get an outside line’ (that is, to make a connection to the PSTN). Often a “9” or an “8” is used for this purpose. You can also add a comma (“,”) to insert a pause that may be required to receive dial tone for the outside line.
If needed, enter the access digit and optional comma in the “Dial prefix” field. Inform FaxFinder client users that they should not insert any access digits when entering fax numbers in the FaxFinder Send Fax screen or in their FaxFinder Address Books. Instead, client users should enter fax numbers the way they would dial the number from an ordinary residential phone line. Finally, avoid any access digit combination that might predispose client users to make fax calls accidentally to 911 or any other official/emergency phone number.
i. Click Update.
j. Click on Current Status. Watch the Current Status: POTS Modem 1 portion of the screen. The
“State” of the POTS Modem should be “Waiting for Ring.”
k1. Test Call - for PBX Routing Mode (where Routing field is set either to “DTMF Digits” or to the mode
code of a specified brand/model of PBX). From an ordinary POTS phone, dial one of the PBX phone numbers used for incoming faxes in the FaxFinder system. Dial the PBX phone number as you would from an outside line (it will not work to dial the number as if it were an ordinary 3- or 4-digit extension).
k2. Test Call - for POTS Mode (where the Routing field is set to “Pots Line”). From a different POTS
phone, dial the number of the phone line to which the FaxFinder is attached.
l. In the Current Status: POTS Modem 1 screen, the "State" field should change to "Waiting for
Connect." On the phone, you should hear modem dialup/negotiation tones.
m. If you both observe the "Waiting for Connect" state and hear the tones, then the FaxFinder's Modem
has been configured properly. If either of these is absent, see item #3 “What if the FaxFinder doesn’t answer a fax call?” in the
“Chapter 8: Troubleshooting.”
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10. Changing Admin’s Server Password
a. In the Password Administration screen, enter a new User ID and Password for the FaxFinder
Administrator (something other than “admin” and “admin”). This User ID and password are to be used in that person’s capacity as administrator. Then re-enter the password in the “Confirm Password” field. Passwords can be as short as 4 characters, as long as 12 characters, and are case­sensitive. Use a password that is non-obvious and that cannot be guessed easily.
b. Click on Update for this row. The Login screen will appear.
Password Administration
Confirm
Name
Ha nk Greg ory - Admi n Hank Grego ry hank
U ser I D P asswo r d
admin-hank
*****
Password
*****
11. Specifying Admin’s Client Password
a. In the Password Administration screen, enter a new User ID and Password for the FaxFinder
Administrator to be used in that person’s capacity as client/user of the FaxFinder system. Then re­enter the password in the “Confirm Password” field. Passwords must be at least 4 characters in length, can be as long as 12 characters, and are case-sensitive. Use a password that is non-obvious and that cannot be guessed easily by others.
NOTE: The password that a client uses in the Add FaxFinder screen of the FaxFinder Fax Client
Software must match the password for that client in the Password Administration screen of the FaxFinder Server Software. Because these passwords must match, the client’s
password must be divulged to the FaxFinder administrator who must arrange the match. Otherwise, the administrator can establish the password and inform the client.
Function
update update
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