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
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 17
Chapter 3: Server Installation
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 18
Chapter 3: Server Installation
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 19
Chapter 3: Server Installation
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
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 20
Chapter 3: Server Installation
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 21
Chapter 3: Server Installation
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 22
Chapter 3: Server Installation
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
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 23
Chapter 3: Server Installation
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
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 24
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 25
Chapter 3: Server Installation
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.)
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 26
Chapter 3: Server Installation
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 27
Chapter 3: Server Installation
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.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 28
Chapter 3: Server Installation
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.”
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 29
Chapter 3: Server Installation
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
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 30
b. Click on Update for this row.
Chapter 3: Server Installation
Password Administration
Confirm
Name
H ank Gr egor y - A d m in
H ank Gr egor y hank ***** *****
User ID P as sword
admin-hank
Password
12. Sending Test Fax from Fax Machine to FaxFinder
a. Using a conventional fax machine, send a fax to the DID fax number established for the FaxFinder
Administrator.
Function
update
update
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 31
Chapter 3: Server Installation
b. Verify that the fax message sent reaches the email inbox of the administrator.
Allow time for the fax to arrive as an email message. Arrival time will depend on your circumstances
(the page count of the message, how often email is delivered, etc.). If the email does not appear
within a reasonable period of time, see item #4 “What if I don’t get the email to me of the test fax that
I sent?” in in Chapter 10: Troubleshooting.
c. Verify also that you can open the fax in the Multi-Tech Tiff Viewer program. In your email program,
double-click on the file attached to the email message. The Multi-Tech Tiff Viewer program will come
up automatically displaying the tiff file of the fax.
13. Assigning DID Numbers to Network Clients
a. In the Phone Book screen just below the entries for the FaxFinder administrator, make phonebook
entries for the other persons in your office to whom DID fax numbers have been assigned.
For each such FaxFinder client/user, enter the name, user ID, email address, and DID extension in
the appropriate fields.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 32
Chapter 3: Server Installation
b. Click on Add for this row. The message “Success: [name] was updated” will appear above the
Phone Book list.
Phon e Bo o k
Name
Hank Gre gor y - - Adm i n admin hgg@r mc 83.com
POTS Li ne hgg@ r m c 83.c om
Dead L etter Box hgg@rmc83.com
Hank Gregor y h ank hg g@ r m c 83.c om 2426
Jo hn S c hli ef johns jsc h li@ r m c 83.c om 2427
Roge r Sherman ro ger roger@rmc83.com 2428
Gus Schmidt g rs grs@rmc83.com 2429
U ser ID Emai l Add r es s
Ext Function
update
update
update
update
update
update
update
add
delete
delete
delete
delete
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 33
Chapter 4: FaxFinder Server Software Screens
Chapter 4 – FaxFinder Server
Software Screens
In this chapter, we present the screens of the FaxFinder server software. We describe each field in each
screen and some of the command buttons. (We do not describe command buttons that have functions
that would be readily understood by users of Windows software. Examples of such self-evident functions
include buttons like “OK,” “Cancel,” “Next,” etc.)
Home Screen
The FaxFinder Home screen offers access to all other FaxFinder software screens.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 34
Chapter 4: FaxFinder Server Software Screens
Login Screen
The FaxFinder Server Login screen is the primary security device for the Server software.
The FaxFinder has a default setting that allows use of “admin” as both the User Name and the Password
at initial startup. After you have begun configuring your FaxFinder fax server system, you should change
the password in the Password Administration screen described later in this chapter.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 35
Fax Log Screen
Chapter 4: FaxFinder Server Software Screens
Sorting Function. You can sort the entries of this screen by doing a mouse-over on the name/identifier
of any column that has variable entries. After you click on the column name, the entries will be re-sorted
by that column’s parameter in ascending alphabetical or numerical order.
Fax Log Screen Field Definitions
Log Parameters Values Description
Email Log Threshold numeric The total number of sent and received faxes
required to cause a log report to be sent to the
FaxFinder Administrator. Log reports are sent to
the administrator (or other designated recipient) by
email.
Log History numeric The total number of fax transmissions (including
faxes sent and received) listed in a log report. The
number of fax transmissions described in the fax log
can differ from the number that triggers the sending
of the log report (that is, the Email Log Threshold).
Command Buttons -- Description
Save Changes If you change the values of the “Email Log
Threshold” field and/or the “Log History” field, you
must click on this button to make those changes
take effect.
Send Log Now Clicking on this button will cause a fax log to be
emailed immediately to the FaxFinder administrator
(or other designated recipient).
Delete Log Clicking on this button will remove all fax
transmission entries from the Fax Log screen.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 36
Chapter 4: FaxFinder Server Software Screens
Fax Log Screen Field Definitions
Column Values Description
Time mm/dd/yyyy Time that fax was sent or received.
Name alphanumeric Client party sending or receiving fax.
Remote ID phone number Fax number of remote party involved in fax
transmission (this could be sender or receiver).
Result pass/fail Indicates whether fax transmission passed or
failed.
Send/Receive send, receive Indicates whether the FaxFinder client is the
sender or receiver of the fax.
Pages numeric Indicates number of pages in fax transmission.
Details (button) -- Click to access the “Fax Details” screen.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 37
Chapter 4: FaxFinder Server Software Screens
Fax Details Screen
The Fax Details screen is a secondary screen accessible from the Fax Log screen. It presents detailed
technical information about a fax selected in the Fax Log screen.
Fax Details Screen Field Definitions
Field Values Description
Name alphanumeric Name of local client participating in fax
transmission (sending or receiving).
Fax Direction send or receive Indicates which side of fax transmission the client
is on (sending or receiving).
Fax Number nnnn Phone number at which client receives in fax
transmissions.
Init Time mm/dd/yyyy
hh:mm:ss
Resolution standard, fine Coarseness or fineness of the fax image.
Baud Rate 2400, 4800, 7200,
9600, 12000,
14400, 16800,
19200, 21600,
24000, 26400,
28800, 31200,
33600 bps
Scan Line Time 0, 5, 10, 20, 40
milliseconds
Remote ID numeric (fax
number) or
alphanumeric
Number of Pages alphanumeric Number of pages included in fax transmission.
Total Bytes numeric Number of bytes in fax transmission.
Time at which the FaxFinder modem was
initiated for this fax transmission (receive or
send).
Standard = 92x204 dpi. Fine = 196x204 dpi.
The data transmission speed in bits per second
at which the current fax transmission is
occurring.
The minimum duration of each line of the fax. For
non-error-corrected faxes, this prevents data loss
on the receiving fax machine by adding buffer
time at the end of lines.
0 means no extra data
Typically, this is the fax number of remote party
involved in the fax transmission (this could be fax
sender or recipient). Remote ID could also
simply be an alphanumeric string.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 38
Chapter 4: FaxFinder Server Software Screens
Fax Details Screen Field Definitions
Field Values Description
Off-Hook Time mm/dd/yyyy
hh:mm:ss
The time at which the modem went off-hook for
the fax transmission.
Width numeric (in pixels) Width of fax. This is typically 1728 pixels.
Data Compression mh, mr, mmr Data Compression reduces the fax data stream
taking advantage of the fact that most documents
have commonly-used runs of black and white
horizontally and the fact that most documents
differ very little from one scanned line to the next.
MH is a one-dimensional compression along the
horizontal axis. MR is a combination of one-
dimensional compression and compression of
differences between lines (two-dimensional
compression). Error Correction is not required if
MH or MR compression is used. MMR is two-
dimensional compression only and requires error
correction.
MH = modified Huffman, MR = modified READ,
MMR = modified modified READ
Default = MH.
Status pass/fail Indicates whether the current fax has been
transmitted successfully or not.
Elapsed time (in seconds) Indicates the duration of the current fax
transmission.
Email Attachments numeric Indicates the number of email attachments into
which an incoming fax was divided.
Connect Time mm/dd/yyyy
hh:mm:ss
Height: Letter, Legal,
Variable
Error Correction:
on, off Indicates whether the function to detect and right
Indicates the time at which the connection for the
current fax began.
Height of fax expressed in common page sizes
(Letter = 8.5” x 11”; Legal = 8.5” x 14”)
faulty data is on or off.
ini t t ime
off-hook time
connect time
elaps ed time
h a ng- up t i m e
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 39
Current Status Screen
Chapter 4: FaxFinder Server Software Screens
Current Status Screen Field Definitions
Field Name Values Description
System fields group
Current Time weekday, mo, dd
hh:mm:ss yyyy
Pending Msgs numeric Emails that have arrived in the FaxFinder Server
Email To: a@b.c Email recipient of latest fax message (either the
Subject: alphanumeric Subject line of email version of pending/last fax
The present time of day.
that have not yet been conveyed to clients.
These include faxes received from remote
senders and administrative emails of several
kinds: fax log messages, debug log messages,
send-fax error messages, mail server change
notification message (relating to the “SMTP
Server Address” field of Administration screen),
reboot message indicating that FF110 is online.
last message sent or, if a message is pending,
that pending message.
message.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 40
Chapter 4: FaxFinder Server Software Screens
Current Status Screen Field Definitions (cont’d)
Field Name Values Description
The FaxFinder synchronizes its fax time stamps
to an Internet source, usually a government
standards site. It will attempt contact with the
Time Server
Status
System fields group
Initializing,
No Errors,
SNTP Error: type
standards web site 5 times in 20 seconds. If
contact fails, it will try 5 times again 5 minutes
later. If contact succeeds, the FaxFinder will
update its stamping time periodically per an
interval set in the Administration screen.
Up Time x days yy hours: zz minutes Operation time since last reboot.
Email Status No Errors,
Bad MailServer Address,
Mail Server Connect Failed,
Indicates whether the FaxFinder’s email
transmissions, both faxes and administrative
messages, are proceeding with or without errors.
SMTP Invalid Response,
SMTP Client Timeout
DID Modem fields group
State Waiting for Ring,
Initializing Modem,
Indicates the modem’s current operating
condition.
Waiting for Connect,
Negotiating, Receiving
Page, Postpage Processing,
Processing, Busied Out
Baud Rate 2400, 4800, 7200, 9600,
12000, 14400, 16800,
19200, 21600, 24000,
The data transmission speed in bits per second
at which the current fax transmission is
occurring.
26400, 28800, 31200, 33600
bps
Connect Time mm/dd/yyyy,
hh:mm:ss
For the current fax, the date and time at which
the connection began.
Phone Number numeric For inbound faxes received through the DID
modem, this is the number that the remote fax
sender dialed when sending the fax.
Page numeric For the current fax, this indicates the page
number currently being received. “0” indicates
that no fax is currently being sent or received.
Width
numeric, in pixels
Width of received fax.
Elapsed Time numeric The duration of the current fax transmission in
seconds.
Name alphanumeric Name of person to whom the incoming fax will be
routed.
Vertical
Resolution
standard, fine Horizontal resolution is 204 bpi. Vertical
resolution can be either 98 bpi (standard) or 196
bpi (fine).
Length letter, legal, or variable Length, in paper size, of the received fax.
Remote ID numeric (phone number) or
alphanumeric
Initialize
Initializes the DID modem, clearing a busied-out
Modem
(button)
Make Busy
(button)
The fax number or other identifier for the offpremises fax machine that sent this fax.
state. This can only be done by a user with
administrative rights.
Imposes a busied state on the DID modem. This can
only be done by a user with administrative rights.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 41
Chapter 4: FaxFinder Server Software Screens
The “Initialize Modem” and “Make Busy” button commands can be legitimately invoked only by a user with
administrative rights. If a non-administrator clicks on either of these buttons, that party will be logged out
of the FaxFinder Server program and the following error message will appear.
Current Status Screen Field Definitions (cont’d)
Field Name Values Description
POTS Modem fields group
State Send-Mode
Values are:
Initializing Modem,
Dialing,
Negotiating,
Sending Page,
Postpage
Processing,
Processing, Wait
for Page, FHNG
Error, No dial
tone, Busy
Indicates the modem’s current operating
condition.
Receive-Mode Values are:
Waiting for Ring,
Initializing Modem,
Waiting for Connect,
Negotiating,
Receiving Page,
Postpage Processing,
Processing,
Busied Out
(involved in
sending), Modem
Busy (busied out
by admin), No
Carrier.
Baud Rate 2400, 4800, 7200,
9600, 12000,
14400, 16800,
The data transmission speed in bits per second
at which the current fax transmission is
occurring.
19200, 21600,
24000, 26400,
28800, 31200,
33600 bps
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 42
Chapter 4: FaxFinder Server Software Screens
Current Status Screen Field Definitions (cont’d)
Field Name Values Description
POTS Modem fields group
Connect Time mm/dd/yyyy,
hh:mm:ss
Phone Number numeric For outbound faxes, this is the fax number of the
Page numeric For the current fax, this indicates the page
Width numeric,
in pixels
Elapsed Time numeric The duration of the current fax transmission in
Name alphanumeric Name of person to whom the incoming fax will be
Vertical Resolution standard, fine Horizontal resolution is 204 bpi. Vertical
Length letter, legal, or
variable
Remote ID numeric (phone
number) or
alphanumeric
Initialize Modem (button) -- Initializes the POTS modem, clearing a busied-
Make Busy (button) -- Imposes a busied state on the POTS modem.
For the current fax, the date and time at which
the connection began.
remote fax recipient.
For inbound faxes, this is the number that the
remote fax sender dialed when sending the fax.
number currently being received. “0” indicates
that no fax is currently being sent or received.
Width of received fax.
seconds.
routed.
resolution can be either 98 bpi (standard) or 196
bpi (fine).
Length, in paper size, of the received fax.
The fax number or other identifier for the off-
premises fax machine (sender or receiver)
involved with this fax transmission.
out state. This can only be done by a user with
administrative rights.
This can only be done by a user with
administrative rights.
Logout Option
When you click on Logout in the FaxFinder Home screen, you will be logged out of the FaxFinder Server
software. The Login screen will appear to allow access to re-enter the program.
Help Screen
Online Help has not yet been implemented.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 43
Administration Screen
Chapter 4: FaxFinder Server Software Screens
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 44
IP Address
Chapter 4: FaxFinder Server Software Screens
Administration Screen Field Definitions
Field Name Values Description
IP Configuration Fields
n.n.n.n
The IP address of the fax server.
for n = 0-255
Subnet Mask
Name Server
Default Gateway Name
Secondary Name Server
Update (button)
n.n.n.n
for n = 0-255
This subnet mask is the subnet for the network to
which the fax server is connected. A subnet
mask is used in conjunction with the IP address
to determine if a data destination is on the same
immediate network or not (in the case of
networks made of hubs and ethernet cards). The
default value, often used, is 255.255.255.0.
The IP address of a local DNS server.
n.n.n.n
for n = 0-255
n.n.n.n
for n = 0-255
Address used to route data out of the immediate
network.
The IP address of a backup DNS server, which is
typically at a separate location.
Click on this button to make changes to IP
Configuration fields take effect.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 45
Chapter 4: FaxFinder Server Software Screens
Administration Screen Field Definitions
Field Name Values Description
SMTP Configuration Fields
SMTP Server Address
SMTP Port
SMTP Server User ID
SMTP Password
Send Fax Email Receipt
Retype Password
Update (button)
n.n.n.n
for n = 0-255
25 (default)
Range: 0 - 65535
Domain name or IP address for mail server
(SMTP must be supported on mail server).
The IP port on which the SMTP server is
listening.
alphanumeric Identifier used by FaxFinder when interfacing
with mail server. FaxFinder uses mail server to
send call reports to administrator. Some email
servers require authentication when accessed for
this purpose. To satisfy this authentication
requirement (where needed), a User ID must be
specified for the FaxFinder unit. Leave this field
blank if authentication is not needed.
alphanumeric Password used by FaxFinder unit when
accessing mail server. Leave this field blank if
authentication is not needed.
Y/N When selected, email confirmation notice is sent
attesting that the fax message sent by the
FaxFinder client user has been transmitted with
no errors to the remote fax machine.
alphanumeric Reiteration of above password.
Click on this button to make changes to SMTP
Configuration take effect. Updating triggers the
sending of an email to the administrator.
Time Configuration Fields
Time Server
URL Location of time-tracking computer that supports
SNTP. This server is the functional substitute for
a real-time clock in the FaxFinder unit. Clock
sources can be found on the Internet. In the
absence of an Internet connection, a time source
within the FaxFinder network must be
established. The clock is used for call logging.
Add Time Server
Request Interval
URL Used to add a user-supplied time server.
This value (to be set by user) indicates how often
the FaxFinder will update its clock from the Time
Server.
Time Zone
alphanumeric Indicates the time zone in which the FaxFinder
unit is located.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 46
Administration Screen Field Definitions (continued)
Field Name Values Description
Time Configuration Fields (continued)
Chapter 4: FaxFinder Server Software Screens
Update (button)
Click on this button to make changes to Time
Configuration settings take effect.
Date Format
mm/dd/yyyy,
OR
dd/mm/yyyy,
The date can be set to one of three orders, where
mm is the month, dd is the day of the month, and
yyyy is the year.
OR
yyyy/mm/dd
Time Format
12-hour or 24-hour Indicates whether time is presented in a 12-hour
scheme with an am/pm designation or in a 24-
hour scheme.
Reset Unit Fields
Reset (button)
Click on this button to re-boot the server.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 47
Chapter 4: FaxFinder Server Software Screens
Phone Book Screen
The Phone Book screen maps the DID extension phone numbers of clients to their respective email
inbox addresses at which they will receive incoming faxes as viewable drawing files.
Sorting Function. You can sort the entries of this screen by doing a mouse-over on the name/identifier
of any column that has variable entries. After you click on the column name, the entries will be re-sorted
by that column’s parameter in ascending alphabetical or numerical order.
Phone Book Screen Field Definitions
Field Name Values Description
Name column alphanumeric For each client entry, this column shows the
User ID column alphanumeric For each client entry, this column lists an
Email Address column alphanumeric in
email name format
Ext column numeric For each client entry, this column shows the
Function column Buttons for
Update, Delete,
and Add functions
client’s name.
additional one-word identifier for each client that
is typically shorter than the client’s name. Often
this consists of initials, first name only, first initial
plus last name, etc.
For each client entry, this column shows the
client’s email address.
client’s DID extension phone number. This is the
directory number for incoming faxes only.
For each client entry, this column presents
functions that can be invoked upon the entry.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 48
Chapter 4: FaxFinder Server Software Screens
Phone Book Screen Field Definitions (cont’d)
Field Name Values Description
Delete button -- Use to remove a client user from the Phone
Book.
Admin row -- The party whose email address is entered here
has extensive special rights to configure the
FaxFinder client and server software.
The faxes in email form received by FaxFinder
client users will be shown as coming from the
party having the name and email address listed
in the Admin row. The FaxFinder administrator
also receives fax logs every n faxes (where n can
be set as needed).
POTS Line row The party whose email address is entered here
will receive, as email messages, faxes sent to
the POTS modem. (The POTS modem is
primarily used for sending faxes. Often, the
Administrator is chosen to receive any faxes
arriving on the POTS line. However, any party
could be chosen.)
Dead Letter Box row The party whose email address is entered here
will receive, as email messages, faxes sent to
unassigned DID phone (fax) numbers.
User Update button You must click this button after changing values
on Phone Book entries in order to update the
Phone Book.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 49
Modem Configuration Screen – DID Modem
Chapter 4: FaxFinder Server Software Screens
“Modem Configuration: DID Modem” Screen Field Definitions
Field Name Values Description
Max DID Digits 2-7 The number of digits that the telco supplies to the
DID line when an incoming call is received.
Default = 4.
FAX ID alphanumeric;
20 characters,
max.
Max Baud Rate 2400 – 33,600 bps The value in this field determines the maximum
Polarity A or B Orientation of DID battery voltage. DID lines are
The value in this field is usually the phone
number of the line to which the DID modem is
attached. However, any alphanumeric string up
to 20 characters is allowed. Sometimes
company names or abbreviations are included in
this string. This ID number will appear in the
sender’s fax log.
baud rate used for fax calls on the DID modem.
It is typically set at less than 33,600 bps only if
there are quality problems with the phone line.
Default = 33,600 bps
polarity sensitive. The polarity of the battery
voltage on the DID line is very important for the
DID line to work properly. Since the line comes
from the telcom as an unmarked twisted pair, the
required polarity can only be determined through
trial and error. The modem is set by default to
Polarity A. If an immediate busy signal is
received when a DID number is dialed, or if the
call is dropped shortly after connecting, then the
battery polarity is probably wrong and the
opposite battery voltage polarity should be tried.
Default = A
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 50
Chapter 4: FaxFinder Server Software Screens
“Modem Configuration: DID Modem” Screen Field Definitions (cont’d)
Field Name Values Description
Fax Debugging on, off This field allows you to turn on or off a fax
debugging feature. When Fax Debugging is on,
the FaxFinder produces detailed technical
reports on failed faxes. Generally, this feature is
for use by the user in conjunction with MultiTech
tech support personnel. This feature helps to
identify and clarify unusual or difficult problems
that may occur.
Extra Init String In this field, the administrator can enter AT
commands that the FaxFinder modem will
implement each time the modem is initialized
(between each fax call).
DID Start wink,
immediate,
delay dial
The “DID Start” value denotes the type of DID
line that the telco is providing. “Wink” is the most
common type of signaling for DID lines.
Default = wink.
Error Correction on, off By setting Error Correction to "on," you are
requesting that faxes be sent in an error-free
condition, which can be achieved only if the
remote fax machine with which you are
communicating also supports Error Correction
and has this feature enabled. The Error
Correction feature slows down fax transmissions.
If you are operating at speeds below 16,800 bps,
you can set Error Correction "off" to achieve
faster transmissions of faxes, although the
quality of the fax transmissions may be
compromised. However, if you have set the fax
baud rate to 16,800 bps or higher, then error
correction is automatically enabled.
Default = on.
Update (button) -- If you have changed the values of any fields on
this screen, you must click Update to implement
those changes.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 51
Modem Configuration Screen – POTS Modem
Chapter 4: FaxFinder Server Software Screens
“Modem Configuration: POTS Modem” Screen Field Definitions
Field Name Values Description
Answer On number of rings This setting determines the number of rings after
which an incoming fax call to the POTS modem
will be answered. Default = 2.
Max Baud Rate 2400 – 33,600 bps The value in this field determines the maximum
baud rate used for fax calls on the POTS
modem. It is typically set at less than 33,600 bps
only if there are quality problems with the phone
line.
Tone Dial on, off Set this field to “on” if your POTS line supports
tone (DTMF) dialing. Set this field to “off” if the
POTS line supports rotary dialing only.
Default = on.
Dial Prefix Numeric string,
5 characters, max.
Use of a comma is
optional. The
comma denotes a
brief delay to
establish dial tone
for an outside line.
When the FaxFinder is used on a phone line in a
PBX or key system, this is the digit that must be
dialed to access an outside line (that is, a line on
the PSTN rather than extensions of the PBX or
key telephone system). The digit “9” is most
frequently used.
If “9” is specified in this field, clients will not need
to include the “9” in the individual entries in their
address books or when ‘Adding Recipients’ in the
FaxFinder Send Fax screen.
The FaxFinder administrator must inform clients
as to whether they must include or omit the “9”
when entering fax numbers.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 52
Chapter 4: FaxFinder Server Software Screens
“Modem Configuration: POTS Modem” Screen Field Definitions (cont’d)
Field Name Values Description
Fax Debugging on, off This field allows you to turn on or off a fax
debugging feature. When Fax Debugging is on,
the FaxFinder produces detailed technical
reports on failed faxes. Generally, this feature is
for use by the user in conjunction with MultiTech
tech support personnel. This feature helps to
identify and clarify unusual or difficult problems
that may occur.
Extra Init String In this field, the administrator can enter AT
commands that the FaxFinder modem will
implement each time the modem is initialized
(between each fax call).
Fax ID alphanumeric;
20 characters,
max.
The value in this field will be printed at the top of
each page of the transmitted fax. The value in
this field is usually the phone number of the line
to which the POTS modem is attached.
However, any alphanumeric string up to 20
characters is allowed. Sometimes company
names or abbreviations are included in this
string. Some governments may require that the
originating phone number be printed on each fax
page.
Error Correction on, off By setting Error Correction to "on," you are
requesting that faxes be sent in an error-free
condition, which can be achieved only if the
remote fax machine with which you are
communicating also supports Error Correction
and has this feature enabled. The Error
Correction feature slows down fax transmissions.
If you are operating at speeds below 16,800 bps,
you can set Error Correction "off" to achieve
faster transmissions of faxes, although the
quality of the fax transmissions may be
compromised. However, if you have set the fax
baud rate to 16,800 bps or higher, then error
correction is automatically enabled.
Default = on.
Smart Dial on, off If set to “on,” the POTS modem will detect dial
tones and busy signals. If ‘no dial tone’
messages appear consistently, the Smart Dial
feature may be having difficulty detecting PBX
dial tone. In such cases, set Smart Dial to “off.”
Default = on.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 53
Chapter 4: FaxFinder Server Software Screens
Password Administration Screen
Use the Password Administration screen to assign password to client users in the FaxFinder system.
In this screen, you specify each client’s name, user ID, and password. You must click “Update” to make
changes for any client permanent. The User ID, Password, and Confirm Password fields are casesensitive.
Sorting Function. You can sort the entries of this screen by doing a mouse-over on the name/identifier
of any column that has variable entries. After you click on the column name, the entries will be re-sorted
by that column’s parameter in ascending alphabetical or numerical order.
“Password Administration” Screen Field Definitions
Column Name Values Description
Name alphanumeric Name of client user. This entry must match the
“Name” entry in the Phone Book.
User ID alphanumeric Identifier for client user. This entry must match
the “User ID” entry in the Phone Book.
Password alphanumeric Security code for user. This allows the user to
send faxes using this server. It gives the user
access to the FaxFinder Server software but
Passwords must be
Confirm Password alphanumeric
without administrative rights.
at least 4 characters in length, can be as long as 12
characters, and are case-sensitive.
After a password is entered in the Password
column, an exactly matching entry must be made
here to validate that password.
Function Update (button) When you add or change a client password, you
must click on this button to make the change
permanent.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 54
Chapter 5: FaxFinder Client Software Configuration
Chapter 5 – FaxFinder Client Software
Configuration
To configure the FaxFinder Client Software, you must first install the software on a PC and then associate
that installed client software with one or more specific FaxFinder hardware units.
Installing FaxFinder Client Software
1. Insert the FaxFinder Product CD into the CD-ROM drive of the client PC. Launch the installation
program by clicking on the setup.exe file on the CD. Transient screens will appear.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 55
2. At the Welcome screen, click Next.
Chapter 5: FaxFinder Client Software Configuration
3. At the Choose Destination Location screen, designate the desired file location for the FaxFinder
client software. In most cases, the default file location is recommended.
Specify the desired file location and click Next.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 56
Chapter 5: FaxFinder Client Software Configuration
4. At the Select Program Folder screen, you can designate a program folder for the FaxFinder software.
Again, in most cases, the default is recommended unless you have other plans.
Designate a folder and click Next.
5. A transient screen will appear while files are being copied.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 57
Chapter 5: FaxFinder Client Software Configuration
6. You will be asked whether or not you want to associate TIF and CPG files with the Multi-Tech Tiff
Viewer. Click Yes (unless you prefer to use a different viewer program).
7. If a Question screen appears asking "Warning - the extension TIF is already registered, Overwrite?,”
you must respond. Click Yes if you wish to use the TIFF viewer installed with the FaxFinder Client
Software. Click No if you prefer to use a different software package for viewing TIF files.
8. Then the ‘completion’ screen will appear.
Click Finish.
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 58
Chapter 5: FaxFinder Client Software Configuration
The FaxFinder Fax Client Software starts automatically when the installation is complete.
Icons for the FaxFinder software applications will appear in the Windows Start menu. After installation,
the Client Software starts up whenever the computer is booted. A FaxFinder icon appears in the tray area
at the lower-right corner of the screen. The FaxFinder Fax Client Software screen can be opened from
either the Start menu icon or the tray icon. (If the Client Software is shut down, it can be re-opened from
the Start menu or by double-clicking on the FF110.EXE file, which, following a typical, default installation,
would be located at C:\Program Files \ Multi-Tech Systems\FaxFinder Client Software\.)
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 59
Chapter 5: FaxFinder Client Software Configuration
Associating Client with Specific FaxFinder Unit(s)
Sometimes more than one FaxFinder unit is connected to an Ethernet network. In some cases, certain
client users might be assigned to some FaxFinder units and not assigned to others. After the FaxFinder
client software is installed, you must associate it with one or more FaxFinder units. This procedure shows
you how to make this association so that faxes may be sent from a particular FaxFinder unit to the email
inbox of your PC. To do this procedure, you will need to know the IP address of the FaxFinder unit. Be
aware that an individual FaxFinder client user can be associated with more than one FaxFinder unit. This
could easily be the case in an office that is large and/or an office that has a great deal of fax traffic.
1. At the main screen of the FaxFinder Fax Client Software, click on Edit and select “Add Fax Server.”
2. At the Add Device Address screen, in the “Select Server” field, highlight “FaxFinder.”
In the “Enter Address” field, enter the IP address or domain name of the FaxFinder unit that the client
will use.
A client can be associated with more than one FaxFinder unit, but the associations must be
established one at a time.
3. Enter, in the appropriate fields, the Username and Password that the client will use when accessing
this FaxFinder unit. If the client is to be associated with multiple FaxFinder units, a different
Username and Password could be established for each. However, in most cases, it is advisable (for
Multi-Tech Systems, Inc. FF110 FaxFinder Fax Server Admin User Guide 60
Chapter 5: FaxFinder Client Software Configuration
the sake of simplicity and convenience) to use the same Username and Password for all FaxFinder
units.
NOTE: The Username entered here must match the entry used in the “User ID” field of the Phone
Book screen in the FaxFinder Server Software. The password entered here must match
the password entered for this client in the Password Administration screen in the
FaxFinder Server software.
Click OK.
4. A new FaxFinder entry should appear on the “Device Status” tab of the FaxFinder Fax Client
Software screen.
The status of the newly registered FaxFinder unit should momentarily go from “Logging in” to “Idle.”
If it goes to Login Failure, then one of two things is wrong:
a. The IP address or domain name is wrong. If that is the case, delete that entry (by right-click
DELETE), and enter a new one; otherwise,
b. The Username/Password combination may be wrong. Verify that the Username/Password
combination in the client software screen matches the UserID/Password combination established
in the FaxFinder Server software screen.
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Dis-Associating the Client from a Specific FaxFinder Unit
In this procedure, you will un-do the procedure “Associating Client with a Specific FaxFinder Unit.” This
situation might occur when changes are being made in the network faxing system. In any event, this
procedure severs the tie between your PC and a specific FaxFinder unit so that you will no longer be
connected to it for sending fax messages. (Faxes can be received in email form from the FaxFinder
server, despite dis-associating from the FaxFinder server, as long as the receiving party is entered in the
FaxFinder Phone Book.) In cases where the client is currently associated with more than one FaxFinder
unit, you will need to know the IP address of the specific FaxFinder unit from which you want to
disconnect.
1. Open the FaxFinder Client Software program and go to the Device Status tab. Select the
FaxFinder unit from which you want to disconnect (you can identify the FaxFinder unit by its IP
address or domain name). Right-click on it and select delete.
2. Your FaxFinder Client Software will no longer be able to send faxes through this particular
FaxFinder unit.
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Disabling and Re-Enabling a Client’s FaxFinder Service
Disabling a FaxFinder’s service to a specific client is simply a temporary version of dis-associating
the client from that FaxFinder. When a client has disabled the FaxFinder’s service to that client, the
client/user cannot send faxes through the FaxFinder. (Faxes can be received in email form from the
FaxFinder server, despite this disabling, as long as the receiving party is entered in the FaxFinder
Phone Book.) The client can easily re-establish FaxFinder service by toggling the Disable command
(now shown with a “Ê” beside it), thus enabling service once again.
1. Open the FaxFinder Client Software program and go to the Device Status tab. Select the
FaxFinder unit from which you want to disconnect temporarily (you can identify the FaxFinder unit by
its IP address or domain name). Right-click on it and select disable.
2. When disabled, a check mark will appear beside the disable command.
3. To re-enable the FaxFinder unit for your use, that is to avail your PC of its service once again,
open the FaxFinder Client Software program and go to the Device Status tab. Select the FaxFinder
unit to which you want to re-connect. Right-click on it and select Ê disable. You will now be reconnected to service by this FaxFinder unit.
Sending Test Fax
To verify that the software installation has succeeded, you should use the FaxFinder client software to
send a fax to a regular fax machine (preferably a local fax machine). To do so, follow the instructions for
the “Sending a Fax” procedure in Chapter 6.
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FaxFinder Fax Client Software Menu Command Definitions
FaxFinder Fax Client Software Menu Command Definitions
Command Name Values Description
File menu commands
Send Fax --
Pause Scheduler -- When you invoke the Pause Scheduler
Options
Exit Closes the FaxFinder Fax Client Software
Brings up the FaxFinder Send Fax screen, the
first step in transmitting a fax message via the
FaxFinder system.
command, any faxes currently pending will not
be sent and any fax transmissions attempted
while this command is in force will not be sent.
When the scheduler has been paused, you must
select Ê Pause Scheduler to rescind the
command. That is to say, this command toggles
on and off when selected repeatedly.
If the computer is rebooted, the FaxFinder Fax
Client Software will cancel the Pause Scheduler
command at startup. Any faxes that had been
paused and left unsent when the computer was
turned off will be sent immediately when the
computer is turned on again.
Brings up the Options screen. The Options
screen consists of the Identification tab where
info about the client user should be entered and
the Fax Retry tab where the client user can
specify, for faxes that were not successfully on
the first attempt, the number of subsequent
attempts to be made and the interval between
these attempts.
program.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Command Name Values Description
Edit menu commands
Add Fax Server --
Brings up the Add Device Address screen so
that a FaxFinder or HylaFax server on the
network can be associated with the client. A
client can be served by more than one FaxFinder
unit.
Add Contact -- Brings up the New Contact screen so that an
recipient can be added to the Address Book.
Once a recipient’s contact info has been entered
into the Address Book, faxes sent to that party
will have the destination fax number
automatically conveyed to the FaxFinder unit.
Info from recipient’s Address Book entry will also
be included in automated fields on fax cover
pages where applicable (for example, the voice
phone number, company name, and city of the
recipient might be two fields included on the
cover page).
Edit Cover Page
Template
Help menu commands
-- Brings up the Cover Page Generator program so
that fax cover pages can be created or modified.
Not currently supported. See User Guides.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field Name Values Description
Device Status tab
Device (column) alphanumeric Shows FaxFinder or HylaFAX server units with
which the client is associated. Also shows Print
Capture function.
Status (column) idle, negotiating,
preparing to
capture, capturing
page n, sending
Shows the status of the FaxFinder or HylaFAX
fax server unit pertaining to its fax sending and
receiving capabilities and to its print/image
capturing capabilities.
fax page n,
receiving fax page
n, success,
unsuccessful- user
aborted,
unsuccessful-no
carrier,
unsuccessful- no
dial tone,
unsuccessful-error
<descriptor>
Recipient (column) alphanumeric Shows the name and fax number of recipient to
whom fax is currently being sent.
Print Capture (row) idle,
preparing to
Indicates status of the FaxFinder’s Print
Capturing software module.
capture,
capturing page n
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Command Name Values Description
Device Status tab (cont’d)
Commands accessed by
Right-Clicking on a
selected FaxFinder
Delete Dis-associates the client from the selected
Disable -- Temporarily dis-associates the client from the
Abort -- Discontinues a fax transmission in progress.
Abort and Pause -- Discontinues a fax transmission in progress and
Properties -- Brings up the FaxFinder <IP address><domain
Chapter 5: FaxFinder Client Software Configuration
FaxFinder or HylaFAX unit so that the client can
no longer send faxes through that FaxFinder unit.
(The FaxFinder Server’s IP address is removed
from the Device Status list of the FaxFinder
Client Software.)
selected FaxFinder or HylaFAX unit so that the
client can no longer send faxes through that unit.
To restore the connection to the
FaxFinder/HylaFAX unit, select Ê Disable.
(Because the FaxFinder Server’s IP address
remains in Device Status list of the FaxFinder
Client Software, service can be restored by
toggling the
Disable command, thus enabling the
association once again.)
puts all pending faxes on hold. After this
command has been invoked, no more faxes will
be sent from this client until
(a) the client PC is turned off and on again, or
(b) the command has been turned off by
selecting Ê Pause Scheduler in the File menu
of the FaxFinder Fax Client Software.
name> screen. This screen simply shows the IP
address or domain name of the selected
FaxFinder unit.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field/Command Name Values Description
Pending Faxes tab
Recipient (column) -- Identifies recipient of each fax for which
transmission is incomplete.
Scheduled Time/Date -- Identifies time at which a pending fax is set to be
transmitted.
Pages (column) -- Shows the number of pages of each fax.
Commands accessed by
right-clicking on a
selected pending fax
message
Delete -- Cancels the transmission of the selected pending
fax message.
Reschedule -- Brings up the Fax Scheduling screen so that
transmission of a pending fax can be scheduled
for a different time.
Properties -- Brings up the Fax Details screen for the selected
pending fax . The Fax Details screen presents
information about the recipient, transmission
status, cover page, and original source file of the
selected pending fax.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field Name Values Description
Fax Ports tab
Device (column) alphanumeric Shows FaxFinder units with which the client is
associated.
Port (column) ttys0, ttys1
ttys_0-3 for FF420
ttys_0-7 for FF820
The fax modem (within) the FaxFinder server
unit, the status of which is being tracked.
ttys0 denotes POTS Modem 1 of the listed
faxfinder unit;
ttys1 denotes POTS Modem 2 of the listed
faxfinder unit, etc., for all modems in the FF420/820 unit.
Status (column) idle, negotiating,
preparing to
capture, capturing
page n, sending
Shows the status of the FaxFinder fax server unit
pertaining to its fax sending and receiving
capabilities and to its print/image capturing
capabilities.
fax page n,
receiving fax page
n, success,
unsuccessful- user
aborted,
unsuccessful-no
carrier,
unsuccessful- no
dial tone,
unsuccessful-error
<descriptor>
Recipient (column) alphanumeric Shows the name and fax number of recipient to
whom fax is currently being sent.
List All Fax Ports Y/N When selected, all fax ports are listed; when not
selected, only the current active fax port is listed.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field/Command Name Values Description
Fax Log tab
Recipient (column) Identifies recipient of each outgoing fax.
Time/Date Sent (column)
day, date, time, zone
in the form
ddd mmm nn
hh:mm:ss zzzzzz
Indicates when each outgoing fax was sent.
Pages (column) integer Shows the number of pages in each fax.
Status (column) success,
unsuccessful- user
Indicates whether each fax was sent successfully
or not and, if not, indicates reason for failure.
aborted,
unsuccessful-no
carrier,
unsuccessful- no
dial tone,
unsuccessful-error
<descriptor>
Commands accessed by
right-clicking on a
selected fax log entry
delete -- Cancels the selected fax log entry.
resend -- Resends the selected fax. The Fax Scheduling
screen will appear to set a time for the resending
to occur.
properties -- Brings up the Fax Details screen for the selected
fax. The Fax Details screen presents information
about the recipient, transmission status, cover
page, and original source file of the selected
pending fax.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field/Command Name Values Description
Address Book tab
Name (column) alphanumeric Shows the name of the the selected Address
Book entry.
Organization (column)
alphanumeric
Shows the organizational affiliation of the the
selected Address Book entry.
Fax Number (column) integers Shows the fax number of the selected Address
Book entry.
Commands accessed by
right-clicking on a
selected address book
entry
delete -- Removes the selected entry from the Address
Book. A confirmation screen appears before the
deletion is executed.
properties --
Brings up the Contact <name> screen screen
for the selected address book entry. The
Contact screen shows user contact details
(name, company name, fax number, phone
numbers, and street address info).
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Chapter 6: FaxFinder Client Software
Operation
This chapter describes the things that a client user can do with the FaxFinder system. Three software
programs are involved: the FaxFinder Client Software, the Multi-Tech Tiff Viewer, and the Multi-Tech
Cover Page Generator. The programs work together with the FaxFinder Client Software acting as the
hub of activity. The FaxFinder Client Software interfaces with the FaxFinder Server, has a user interface,
and calls upon the Cover Page Generator and Tiff Viewer for their special functions. When sending
faxes, the FaxFinder Client Software calls up the Multi-Tech Cover Page generator if cover pages are
requested. When previewing outgoing faxes or viewing received faxes, the FaxFinder Client Software
calls up the Multi-Tech Tiff Viewer to display TIF files. Note that client users can choose to display TIF
files on a different TIF viewing program (see Step 7 of “Installing FaxFinder Client Software” in Chapter
5).
Sending a Fax (Quick Version)
1. At the application program on which your source message has been written or drawn (typically in a
word processor or graphics program), print to FaxFinder.
Wait a few seconds for the FaxFinder Send Fax screen to appear.
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2. At the FaxFinder Send Fax screen:
A. Enter the recipient’s name and faxing phone number in the “Name” and “Phone Number” fields.
(Add prefix 9 if needed.)
B. Click Add Recipient.
C. Click No when asked “Would you like to add the recipient to the address book?” No forestalls the
screens needed to make an Address Book entry. (Clicking
Yes, however, will be useful if you
expect to send more faxes to that party later.)
NOTE: If you want to add a cover page and/or preview the fax, skip to Options before sending.
D. Click Send Fax.
Options.
Use Cover Page. Enter subject and cover page notes.
Cover Page Style. Choose style from drop-down menu.
View/Edit cover-page style.
Preview Fax to see entire message before sending.
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Sending a Fax
To send a fax by printing from an application program on a client PC, follow the steps listed below.
1. The FaxFinder client software must be installed on the PC. (See the section “Installing FaxFinder
Client Software” earlier in this manual.)
2. The client PC and the FaxFinder server must both be connected to the same Ethernet LAN system.
(See the section “Chapter 3, Part C: Configuring the FaxFinder Server” earlier in this manual.)
3. The association must be made between the client PC and the FaxFinder Server. (See the section
“Associating Client with Specific FaxFinder Unit(s)” earlier in this manual).
4. After installation, the FaxFinder Fax Client Software program will be running whenever the PC is
on. You can view the FaxFinder program's main window by clicking on the FaxFinder icon at the
lower right of the PC’s monitor screen in its Application Tray. Then select “Show FaxFinder Client
Software.”
Note: The user can shut down the FaxFinder program by selecting "exit" either
from the tray icon or from the main FaxFinder program screen. If the
program has been shut down, it can be restarted from the Windows Start
menu.)
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However, you can send faxes through the FaxFinder without bringing up the FaxFinder Client
Software screen.
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5. At the application program (for example, a word processing program or drawing program), print to the
FaxFinder.
Setting the destination of the printing job varies from program to program. For the common Notepad
text editor program, for example, you must set the destination printer in the Page Setup screen. In
most cases, however, the destination printer can be set in a Print menu that appears when each
printing job is initiated.
Application programs may sometimes ‘complain’ about the image size not fitting on the fax page.
Although such messages can sometimes safely be ignored (in the illustration below, simply by
clicking “Yes” to proceed), you must confirm this with your own application programs.
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To assign the FaxFinder as the default printer simultaneously for all application programs that print,
use the Windows Printers dialog box.
To adjust fax-specific parameters (like resolution and paper size), right-click on the Print dialog box
within the application and select “Properties.” The MULTI-TECH FAXFINDER Properties screen will
appear.
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6. After the printing has been initiated by the application program, the FaxFinder Send Fax screen will
appear.
Click on Address Book. When the Address Book screen appears, click “Add.” At the New
Contact screen, enter the recipient’s name, fax number, and any other contact information you want
to retain.
The recipient’s fax number should be entered as you would dial it from a phone on the public phone
network (as from a residential phone). Click OK. At the Address Book screen, highlight the
recipient in the list and click “Select.” The party will appear in the “Recipients” list in the FaxFinder
Send Fax screen.
Additional recipients can be added. The same fax message will be sent to all recipients.
A recipient can also be specified directly in the FaxFinder SendFax screen by typing his/her name in
the “Name” field, typing his/her fax number in the “Phone Number” field, and then clicking on “Add
Recipient.” If the recipient is specified in this way, the user will be prompted about entering the
recipient in the Address Book but such recipients will not be added to the Address Book
automatically.
You can also access the Address Book directly to add and edit entries. At the FaxFinder Fax Client
Software screen, go to Edit | Add Contact.
7. If you want to include a cover page with your fax, click in the “Use Cover Page” checkbox. Enter
information as needed in the “Subject” and “Cover Page Notes” fields.
Automated fields, like sender information (individual name, company name, street address, phone
number, fax number, etc.) should be entered in the Address Book. The Address Book is accessible
in the “Options” menu of the FaxFinder Fax Client Software screen. For more information about
addresses and the automated fields used in cover pages, see the section “Setting Up Your Addres s
Book” later in this chapter.
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The “Cover Page Style” chosen will determine how this information will appear on the fax cover page.
You can select a standard style from the “Cover Page Style” drop-down menu or create a style of
your own in the Template Editor. To access the Template Editor software, click on the “View/Edit”
button. (For more information, see the section “Creating or Modifying Cover Page Styles” later in this
chapter.)
Click on the “Preview Fax” button to check the fax before you send it. The Mult-Tech Tiff Viewer
program will appear.
In it, you can view both the cover page and the main fax page(s). (For more information on this, see
the section “Using the Multi-Tech Tiff Viewer” later in this chapter.) When satisfied with your fax,
close the Multi-Tech Tiff Viewer program and return to the FaxFinder Send Fax screen.
8. At the FaxFinder Send Fax screen, click on the “Send Fax Now” button to send the fax.
9. Confirmation of having sent the fax(es) successfully will appear in the “Fax Log” tab of the FaxFinder
Fax Client Software screen.
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Scheduling Fax Transmissions
The FaxFinder allows you to send a fax immediately or delay its transmission until a later time. Perhaps
the most common motivations for delayed faxing are to enjoy the lower phone rates that may apply at
night and on weekends or to broadcast faxes after business hours to avoid tying up fax transmission
resources during the busiest weekday hours. In any case, it is easy to schedule faxing for a later time.
1. Send the fax via FaxFinder in the normal way (see the procedure “Sending a Fax” earlier in this
chapter).
2. When the FaxFinder Send Fax screen appears, enter a recipient for the fax either from the Address
Book or by entering Name and Phone Number (fax number) in the appropriate fields and clicking Add
Recipient.
3. In the FaxFinder Send Fax screen, the recipient’s name and fax number will appear in the “Recipients”
list and the “Schedule” pane will no longer be grayed out. Click Schedule. The Fax Scheduling screen
will appear.
4. Click to uncheck the “send immediately” checkbox.
5. Enter the date and time at which you want the fax to be sent.
6. Click OK in the Fax Scheduling screen and then click Send Fax in the FaxFinder Send Fax screen.
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7. The fax will be sent at the scheduled time. You can view the event as it happens in the FaxFinder
client software Device Status screen or after the fact in the Fax Log screen.
Re-Sending a Failed Fax
Locate the failed fax in the Fax Log tab of the FaxFinder Fax Client Software. Select the failed fax and
right-click on it. In the menu that appears, select Resend.
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Putting Pending Faxes on Hold and Rescinding the Hold
Suppose you have sent a fax to 10 recipients and, shortly after clicking on Send Fax, you realize that
there is something incorrect in the content of your fax (it may be something you want to add, delete, or
change). You can prevent any pending faxes from being sent by selecting “Pause Scheduler” in the File
menu of the FaxFinder Fax Client screen. Suppose that 2 faxes have already been transmitted
completely and a third fax is in progress when you click “Pause Scheduler.” The FaxFinder will finish the
third fax but will not fax to recipients 4-10. The pausing function allows you to see details about the fax,
to view the fax again, and to delete the fax if you so desire.
As long as “Pause Scheduler” is selected, no fax message will advance beyond “Pending” status and, so,
none will be sent.
To rescind or call off the hold on pending faxes, open the FaxFinder Fax Client Software. From the File
menu, select Ê Pause Scheduler. The scheduler will resume normal operation and faxes will be sent.
Consider this example.
1. A fax is sent by FaxFinder to three recipients.
2. While the fax is being sent to the second party, the client user realizes that there is something wrong
with the fax. She brings up the FaxFinder Fax Client Software screen, opens the File menu, and selects
“Pause Scheduler.”
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At that point, the FaxFinder will complete the fax in progress that is being sent to the second recipient.
However, the fax to the third recipient is still listed as “Pending” in the Pending Faxes tab of the
FaxFinder Fax Client Software.
The client user can take one of several actions.
She could click on “Pause Scheduler” again to cancel that command. In that case, the pending fax would
become active and could not be stopped.
She could select the fax in the Pending Faxes screen and right-click on it to bring up a menu.
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She could view the details of the fax and, at her option, view the fax again.
She could re-schedule the fax for a later time.
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She could “delete” the fax, which means that that fax transmission would never be completed.
Pause is canceled on reboot. If she shuts down her computer for the day while leaving this fax in a
“pending” state, that fax will be sent shortly after booting up her computer again, that is shortly after the
FaxFinder client software is functioning again. So, any faxes put in the pending state by using the
‘Pause Scheduler’ command will be sent the next time the FaxFinder software is activated.
Canceling a Fax
If the fax is in progress … Open the FaxFinder Fax Client Software. On the Device Status tab, select
the FaxFinder unit that is in the process of sending your fax. In the list, right-click on that FaxFinder entry.
In the menu that appears, select Abort.
If the fax is pending … Open the FaxFinder Fax Client Software. On the Pending Faxes tab, select the
fax transmission that you want to cancel. In the list, right-click on that fax message entry (the recipient
will be shown). In the menu that appears, select Delete.
To cancel the current fax and simultaneously put a hold on sending any other faxes from your PC, select
Abort and Pause. To resume faxing, go to the File menu and cancel the pause by selecting
Ê Pause Scheduler. Any pause applied to a pending fax is cancelled when the computer is rebooted.
Any fax left pending with the FaxFinder Scheduler paused will be sent as soon as the FaxFinder client
program opens when the PC is turned on again.
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Setting Fax Retry Number and Interval
You can set the FaxFinder client software to retry a fax transmission if it fails on the first attempt. You can
set both the number of additional attempts and the interval between each additional attempt. You can set
these parameters as follows.
1. In the FaxFinder Fax Client Software screen, open the File menu and select “Options.” When the
Options screen appears, click on the Fax Retry tab.
2. Set the number of retries and the interval between these repeated attempts and click OK.
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Sending One Fax Containing Multiple Documents
The FaxFinder allows you to include multiple documents in a single fax transmission. Those multiple
documents could come from the same or different application programs.
1. Consider the example below where a text file and a drawing file are included in the same fax with a
single cover letter. Here’s how this multiple-document fax was sent.
a. The user printed the text file to the FaxFinder from the Notepad text editor program.
b. The FaxFinder Send Fax screen appeared. However rather than completing the fax
transmission, the user opened another application program.
c. The user printed the graphic file to the FaxFinder from the MacroMedia FreeHand drawing
program.
d. When the user returned to the FaxFinder Send Fax screen, both documents appeared in the
“Documents” list.
2. In the “Documents” pane of the FaxFinder Send Fax screen, you can add a cover page, re-arrange
the order of the files, or delete items from the list of files to be faxed.
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3. You can also add to the list of files to be faxed out by including items that you have stored. In the
“Documents” pane of the FaxFinder Send Fax screen, click Add. You could then browse to find, for
example, a fax that you had received earlier, had stored as a TIF file, and now want to forward to another
party.
4. When all documents to be transmitted have been listed in the Documents list, click Send Fax. The
documents will be sent in the order listed.
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Forwarding a Fax
Suppose you receive a fax using the FaxFinder system. Suppose that fax message is something you
want to pass along to another party in fax form at a later date (for example, Rocky Mountain Construction
Company receives tax information about lots on which it intends to build houses). In this case, you
should note the name of the TIF file in question. You can then browse to that TIF file and re-send it as a
fax message.
To forward a fax, follow these steps.
1. At the FaxFinder Fax Client Software screen, go to the File menu and select “Send Fax.” The
FaxFinder Send Fax screen will appear.
2. In the Documents pane, click “Add.” Then browse to the TIF file to be sent as a fax.
Click Open.
3. The selected file will appear in the “Documents” list in the FaxFinder Send Fax screen.
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4. In the FaxFinder Send Fax screen, specify a recipient for the fax. The recipient could either come
from your Address Book or be entered by typing the Name and Phone Number in the appropriate
fields and clicking “Add Recipient.”
Then click Send Fax. The TIF file will be reconverted into a fax message that can be received by a fax
machine.
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Receiving a Fax
The FaxFinder Server delivers incoming faxes to client PCs in their email inboxes.
1. A DID phone directory number must be assigned to the client PC at the FaxFinder Server.
2. The client PC and the FaxFinder server must both be connected to the same Ethernet LAN system.
(See the section “Part B: Configuring the FaxFinder Server” in Chapter 3.)
3. Some sender faxes a document to a FaxFinder client using that client’s DID phone number.
4. The incoming fax arrives in the client’s email inbox as a message with an attachment.
The email message is marked as being from the FaxFinder Administrator.
The sender’s “Remote ID” and the client’s name appear in the “Sub ject” line of the email message.
(The Remote ID comes from the sending fax machine and is typically the sender’s fax number or
name.)
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5. The FaxFinder client opens the email message. The incoming fax message takes the form of a
graphic file attachment. The FaxFinder Server has assigned the file an automatic file name.
6. The FaxFinder client can open the file or save the file.
a. Opening the fax message graphic file. Incoming fax messages are TIFF files. These TIFF files
are automatically associated with the chosen TIFF viewer program. The client can open the fax email
attachment directly in the TIFF viewer program.
b. Saving the fax message graphic file. In some TIFF viewer programs, the client can do a ‘Save
As,’ renaming the TIFF file attachment with a meaningful name for subsequent viewing or forwarding.
7. The client views the fax message in the viewer program and/or prints a paper copy.
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Using the Multi-Tech Tiff Viewer
The Multi-Tech Tiff Viewer program has a variety of features that enhance the viewing of fax messages in
graphic file form (thumbnails, zooming, spot magnification, scrolling, rotating, etc.). The program can also
manipulate and permanently alter the graphic files.
Frequently Used Commands – Toolbar Icons
The most commonly used functions are available as icons on the toolbar. In the next three diagrams, we
label and describe the functions of these icons.
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While most of these features are common to many graphical programs, some warrant a bit of explanation.
Copy. The Copy function allows you to copy the fax file and insert it into a different application program.
See “Importing Fax Images into Other Application Programs” below.
Panning (Omni-Directional Scroll). The “hand” icon allows you to bring any desired portion of the image
into view.
Zoom to Selection. Click and drag with the mouse over the rectangular area you would like to view.
The Multi-Tech Tiff Viewer zooms in sufficiently to fill the screen with the selected area.
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Spot Magnifying Glass. In this viewing mode, a magnifying glass icon (cursor) appears.
It can be used in one of three ways to magnify any portion of the image: (a) Click over Area, (b) Click-andHold Over Area, (c) Scan the Graphic.
Click over Area. A secondary window will appear that shows the ‘clicked-on’ area magnified. You can
adjust the size of the secondary window by dragging on its borders. You can re-locate the secondary
window by putting the cursor inside the window, clicking, holding, and dragging.
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Click-and-Hold over Area. Two additional windows will appear. The cursor itself becomes a small
secondary window of fixed size. The same image also appears on a third window. You can adjust the
size of the secondary window by dragging on its borders. You can re-locate the secondary window by
putting the cursor inside the window, clicking and dragging.
Scan the Graphic. If you click, hold, and drag, you can scan the image in a magnified view. Two
magnifying windows will appear as in the “Click-and-Hold Over Area” description above.
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Importing Fax Images into Other Application Programs
The Copy command in the Multi-Tech Tiff Viewer allows you to import the fax image into other application
programs. In the illustration below, a fax has been Copied from the Multi-Tech Tiff Viewer and Pasted
into a Microsoft Word document.
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Setting Up Your Address Book Manually
The Address Book in the FaxFinder Client Software adds significant convenience to the system. When
recipient contact information has been entered in the Address Book, this information will appear
automatically in the corresponding fields of the fax cover page.
1. In the FaxFinder Fax Client Software screen, click on the “Address Book” tab.
2. In the Edit menu, select “Add Contact.”
3. In the appropriate fields of the New Contact screen, enter information about the fax recipient.
4. After an entry has been made in the Address Book, you can view and revise it. In the Address Book
list, right-click on the name of the contact about whom you wish to review address information and
select Properties.
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5. A Contact – Recipient screen will appear presenting the contact info for this particular recipient.
6. When you click on “Address Book” at the FaxFinder Send Fax screen, this same contact list will
appear.
7. When you select an item from this list and select Use Cover Page, contact info will be added
automatically to the appropriate fields of the cover page.
8. To delete an entry from your Address Book, select the entry and right-click on it. In the menu that
appears, select delete.
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