Multi-Tech Systems FF200 User Manual

ADMINISTRATOR USER GUIDE

FaxFinder™ FF200

2-Port V.34 Fax Server

Administrator User Guide

FaxFinder

TM

Administrator User Guide

Model FF200

PN S000378A, Version A

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 © 2005, 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.

Revision Date Description

A

B

07/15/05 Initial release.

05/12/06 Initial Release, Rev B. 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: [phone] or 800-328-9717
Fax: [phone]

Technical Support
Country By Email By Phone

France: [e-mail] (33) 1-64 61 09 81
India: [e-mail] 91 (124) 2340780
Europe, Asia, Africa: [e-mail] (44) 118 959 7774

U.S., Canada, &
rest of the World: [e-mail] [phone]
[phone]

Internet Address: http://www.multitech.com

Table of Contents

CHAPTER 1 – PRODUCT DESCRIPTION AND SPECIFICATI ON S................................................................6

PRODUCT DESCRIPTION..............................................................................................................................................6

PRODUCT FEATURES ..................................................................................................................................................7

PREREQUISITE: DETERMINING PBX COMPATIBILITY & CONFIGURATION .................................................................8

SAFETY WARNINGS....................................................................................................................................................8

TECHNICAL SPECIFICATIONS ......................................................................................................................................9

RELATED MANUALS...................................................................................................................................................9

DISTRIBUTING DOCUMENTS TO CLIENT USERS ........................................................................................................10

CHAPTER 2 – SYSTEM OVERVIEW...................................................................................................................11

Our Sample FaxFinder Systems ..........................................................................................................................11

Server Setup for Sample FaxFinder System – Acme99, Inc.................................................................................13

Receiving a Fax, Server Perspective – Acme99 Gets a Fax................................................................................14

Receiving a Fax, Client Perspective – Joe Gets a Product Order.......................................................................15

Sending a Fax, Server Perspective – Acme99 Sends a Fax.................................................................................16

Sample Client Setup – Joe, the Acme99 Order Processor...................................................................................17

Sending a Fax, Client Perspective – Mary Sends Spec Sheet to Client...............................................................18

Fax Message Components...................................................................................................................................19

CHAPTER 3 – SERVER INSTALLATION...........................................................................................................20

PREREQUISITE: DETERMINING PBX COMPATIBILITY & CONFIGURATION ...............................................................20

WE SUPPLY ..............................................................................................................................................................20

YOU SUPPLY ............................................................................................................................................................20

PART A: CABLING -- CONNECTING THE FAXFINDER TO POWER OUTLET, PHONE LINES, AND ETHERNET................21

1. Connect FaxFinder to AC Outlet.....................................................................................................................21

2.Verify powering. ...............................................................................................................................................21

3. Connect FaxFinder to Ethernet Network.........................................................................................................21

PART B: CONNECTING TO TELEPHONY SERVICE......................................................................................................22

PART C: CONFIGURING THE FAXFINDER SERVER.....................................................................................................23

Summary of Configuration Data..........................................................................................................................23

1. Setting Admin PC to Startup IP Address...................................................................................... ...................24

2. Logging In (I)...................................................................................................................................................25

3. Setting FaxFinder IP Addresses......................................................................................................................26

4. Resetting Admin PC to Its Regular IP Address................................................................................................27

5. Logging In (II).................................................................................................................................................27

6. Setting Administrative Functions.....................................................................................................................27

7. Setting Up the Mail Server...............................................................................................................................30

8. Configuring the FaxFinder’s Modem..............................................................................................................30

9. Changing Admin’s Server Password...............................................................................................................33

10. Specifying Administrator’s Client Password.................................................................................................34

11. Sending Test Fax from Fax Machine to FaxFinder.......................................................................................34

12. Adding Client/Users to the Phone Book........................................................................................................36

CHAPTER 4 – FAXFINDER SERVER SOFTWARE SCREENS.......................................................................37

Home Screen........................................................................................................................................................37

Login Screen........................................................................................................................................................38

Fax Log Screen....................................................................................................................................................39

Fax Details Screen...............................................................................................................................................40

Current Status Screen..........................................................................................................................................42

Logout Option......................................................................................................................................................44

Help Screen..........................................................................................................................................................44

Administration Screen .........................................................................................................................................45

Phone Book Screen..............................................................................................................................................49

Modem Configuration Screen – POTS Modem....................................................................................................51

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 3

Password Administration Screen.........................................................................................................................55

CHAPTER 5 – FAXFINDER CLIENT SOFTWARE C ONFIGURATION........................................................56

INSTALLING FAXFINDER CLIENT SOFTWARE ...........................................................................................................56

ASSOCIATING CLIENT WITH SPECIFIC FAXFINDER UNIT(S)......................................................................................61

DIS-ASSOCIATING THE CLIENT FROM A SPECIFIC FAXFINDER UNIT ........................................................................63

DISABLING AND RE-ENABLING A CLIENT’S FAXFINDER SERVICE ...........................................................................64

SENDING TEST FAX ..................................................................................................................................................64

FAXFINDER FAX CLIENT SOFTWARE MENU COMMAND DEFINITIONS .....................................................................65

CHAPTER 6: FAXFINDER CLIENT SOFTWARE OPERATION....................................................................73

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

Receiving Faxes in POTS Mode..........................................................................................................................91

Receiving Faxes in PBX Routing Mode...............................................................................................................93

USING THE MULTI-TECH TIFF VIEWER.....................................................................................................................95

Frequently Used Commands – Toolbar Icons.....................................................................................................95

Importing Fax Images into Other Application Programs..................................................................................100

SETTING UP YOUR ADDRESS BOOK MANUALLY....................................................................................................101

SETTING UP YOUR ADDRESS BOOK BY SYNCHRONIZING WITH OUTLOOK .............................................................103

What Synchronization Means............................................................................................................................103

Synchronization Procedure ...............................................................................................................................103

USING STOCK COVER PAGES..................................................................................................................................106

CREATING OR MODIFYING COVER PAGE STYLES ...................................................................................................112

Creating New Cover Page Templates................................................................................................................112

Modifying Existing Cover Page Templates........................................................................................................120

COVER PAGE GENERATOR MENU/ICON COMMAND DESCRIPTIONS........................................................................126

File Menu...........................................................................................................................................................126

Edit Menu ..........................................................................................................................................................127

Insert Menu........................................................................................................................................................127

View Menu.........................................................................................................................................................129

Settings Menu ....................................................................................................................................................130

REPORTING FAILED FAXES TO THE ADMINISTRATOR .............................................................................................131

CHAPTER 7 – SERVER OPERATION...............................................................................................................132

FAX LOG EMAIL MESSAGES...................................................................................................................................132

FRONT PANEL LEDS ..............................................................................................................................................133

DEALING WITH FAILED FAX REPORTS....................................................................................................................134

Failure Analysis: Factors to Consider.............................................................................................................134

Possible Solutions to Fax Failure Problems .....................................................................................................134

CHAPTER 8 - DEVICE MANAGER INSTALLATION & OPERATION.......................................................135

Installing Device Manager Software.................................................................................................................135

Operation: Applicability of Device Manager...................................................................................................136

Access to Commands .........................................................................................................................................136

Device Manager Command Summary...............................................................................................................136

Opening the Device Manager Software.............................................................................................................138

Device Manager Main Screen ...........................................................................................................................139

Device Manager “Edit” Menu ..........................................................................................................................141

Right-Click Menu for Selected FaxFinder Device.............................................................................................145

FIRMWARE UPDATING PROCESS - DETAILED..........................................................................................................151

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 4

FaxFinder Modem Firmware Update................................................................................................................151

FaxFinder Server Firmware Update.................................................................................................................155

Uninstalling or Reinstalling the Device Manager Software..............................................................................158

CHAPTER 9 – TROUBLESHOOTING................................................................................................................161

1. What if I can't see the web page for my FaxFinder ?....................................................................................161

2. What if I don't get an email when I set the mail server address ? .................................................................161

3. What if the FaxFinder doesn't answer a fax call?.........................................................................................163

4. What if I don't get the email to me of the test fax that I sent?........................................................................163

CHAPTER 10 – REGULATORY INFORMATION............................................................................................164

47 CFR PART 68 TELECOM ....................................................................................................................................164

47 CFR PART 15 REGULATION...............................................................................................................................165

FAX BRANDING STATEMENT..................................................................................................................................165

CANADIAN LIMITATIONS NOTICE...........................................................................................................................166

INDUSTRY CANADA................................................................................................................................................166

WEEE STATEMENT................................................................................................................................................167

CHAPTER 11: WARRANTY, SERVICE, & REPAIR .......................................................................................168

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 5

Chapter 1: Product Description and Specifications

Chapter 1 – Product Description and

Specifications

Product Description

The FF200 2-Port 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. The FF200
FaxFinder operates in two modes: PBX Routing Mode and POTS Mode.

PBX Routing Mode. When connected to a station port on a PBX

2

server with two-way fax service. Multiple PBX extension numbers are dedicated to incoming fax traffic
which is routed to the FF200. (Only one station port is needed. Faxes transmitted to any of the PBX’s
fax-dedicated extension numbers all go to the station port serving the FF200.) The FF200 converts the
incoming faxes into graphic files that are sent as email attachments to fax recipients on or beyond the
ethernet network. (Because faxes are delivered in the form of email, the fax recipient could be at any
reach-able email address. So, for example, a sales person could receive faxes while traveling by using a
regular company fax number and picking up the email messages remotely.) Each fax-dedicated PBX
extension number is associated with a particular email address.

1

, the FF200 functions as a network fax

Receiving. Fax clients receive faxes in the form of email attachments. From the remote fax sender’s
perspective, PBX extension phone numbers are functionally identical to ordinary fax phone lines.

Sending. Fax clients on the network can send faxes directly from their PCs using any application
program that can print. The application program must be set so that the FaxFinder itself is its printing
destination. In response to the ‘Print’ command, the FF200 turns the ‘print file’ image into a fax. The
FF200 transmits the fax to the public phone system (PSTN) or to another PBX extension.

POTS Mode. When connected directly to a regular POTS line (or to a PBX without ‘convergent’ routing
capability), the FF200 functions as an outgoing fax server with incoming fax service going through an
attendant. Outgoing faxes work the same as in PBX Routing Mode. That is, to send a fax, the user prints
to the FaxFinder from an application program. However, all incoming faxes go to a single email recipient,
the attendant, who then sends them on, as needed, to the intended recipient.

Being a 2-port device, the FF200 can send and receive faxes simultaneously.

1

The mode is set inthe Routing field of the Modem Configuration screen of the FaxFinder Server

software.

2

For FF200 compatibility in PBX Routing Mode, the PBX must support ‘convergent routing,’ that is,

the routing of multiple extension numbers to a single station port. PBXs lacking this functionality
can still be used with the FaxFinder in POTS Mode.

Multi-Tech’s FF200 FaxFinder

TM

2-Port V.34 Fax Server

The FaxFinder product consists of the hardware unit, server software pre-installed on the hardware unit,
server management software (the Device Manager program), and a suite of client software programs (the

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 6

Chapter 1: Product Description and Specifications

main fax-sending client program, a viewer for TIFF files, and a program for creating and modifying fax
cover pages).

Product Features

• Faxes routed to email via PBX extension numbers

• Faxes converted to TIFF files

• Uses two PBX station ports

• Allows available PBX extensions to serve as incoming fax numbers for users

• Loop-start 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

• 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. FF200 FaxFinder Fax Server Admin User Guide 7

Chapter 1: Product Description and Specifications

Prerequisite: Determining PBX Compatibility &

Configuration

To operate the FF200 FaxFinder system in conjunction with a PBX (“PBX Routing Mode”), that PBX must
be able to route incoming calls to many PBX extension numbers to a single PBX station port. This
multiple-extension-to-single-port capacity allows multiple PBX users to have their own unique directory
numbers for receiving faxes.

If you are using the FF200 in conjunction with a PBX, be sure that the PBX has this multiple-extension-to­single-port functionality and that it is activated. PBXs lacking this functionality can still be used with the
FaxFinder in POTS Mode.

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. FF200 FaxFinder Fax Server Admin User Guide 8

Technical Specifications

The FF200 FaxFinder meets the following specifications:

Connectors

RJ11-Line Jack, RJ45 - Ethernet Jack

Chapter 1: Product Description and Specifications

Size

Weight

Power Consumption

Operating
Environment

EMC Approvals

Safety Approvals

Telecom Approvals

6”w, 1.5”h, 9”d

15.2 cm x 3.8 cm x 22.9 cm

32 oz (900 g)

Typical 3.75W (0.750A @5v DC)

Maximum 7.7W (1.4A @5.5v DC)

32-104 degrees F (0-40 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 FF200 FaxFinder unit comes with 5 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

FaxFinder Reference Guide
(IP Office PBX Interface)

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.

on MTS
web site

FaxFinder Administrator should use this
manual to configure the FaxFinder unit in
conjunction with the Avaya IP Office PBX.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 9

Chapter 1: Product Description and Specifications

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. FF200 FaxFinder Fax Server Admin User Guide 10

Chapter 2: System Overview

Chapter 2 – System Overview

Our Sample FaxFinder Systems

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 FF200 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 two fictitious companies as
examples in this manual. The first “Acme99, Inc.,” is a small manufacturing firm that we describe in this
chapter. We show, in this small sample system, the parameters that must be set in any FaxFinder
system, both for the server and for clients. The second fictitious example entity is “Rocky Mountain
Construction, Inc.,” a housing developer. References to this company will appear in later chapters of this
manual.

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, the FaxFinder system works differently in “PBX Routing Mode” than in “POTS Mode.”
In PBX Routing Mode, each client on the FaxFinder network has a private phone number for receiving
faxes. Available extension numbers on the PBX allow each FaxFinder unit to serve numerous clients
from a single phone line. The FaxFinder transforms each incoming fax message into a graphics file and
routes it, as an email attachment, to the intended recipient.
In POTS Mode, all incoming faxes go to a fax attendant who then forwards them to their intended
recipients. All clients on the FaxFinder system use the same incoming fax number.
In either mode, the fax recipients can be at any accessible email address, inside or outside of the local
network.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 11

Chapter 2: System Overview

FF200 FaxFinder Modes

PBX Routing Mode POTS Mode

FaxFinder

Faxes

PSTN

POTS Lines

FF200

Inbound

Faxes

Attendant

Inbound Faxing:

Email attachments are
sent to Attendant and
forwarded to recipients.

. . .

PSTN

T1 Line

Inbound Faxing:

Email attachments
are sent direc t ly
to recipients.

PBX

Station Ports

FF200

Outbound Faxing:

Users set FaxFinder
as printing destination
in application program.
Then ‘print-to-FaxFinder.’

FaxFinder

Outbound

Faxes

. . .

Inbound

Faxes

Ethernet

LAN

For outgoing faxes, the FaxFinder works the same in both PBX Routing Mode and POTS Mode. Each
client must be ‘registered’ with the FaxFinder Server unit. To send a fax, the client/user ‘prints to
FaxFinder’ from an application program. That is, the client/user picks the FaxFinder as the destination
printer in a particular application program and then prints the document to send the fax.

In the remainder of this chapter, we introduce our fictitious sample Faxfinder systems. 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.

Outbound

Ethernet

LAN

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 12

Server Setup for Sample FaxFinder System – Acme99, Inc.

FaxFinder Server
Software Setup

Administration: Time Configuration

time.nist.gov

(GMT-06:00) Mountain Time (US & Canada)

Days Hours Minutes

0

time.nist.gov

IP Address
Subnet Mask
Name Server

update

Administration: IP Configuration

192.168.4.89

255.255.255.0

192.168.4.251

Default Gateway
Secondary

Name Server

192.168.4.1

Time Server
Time Zone

Request Interval

update

Time Server

A time server pro-

Telco Setup

Company in example has 30 PBX station
ports and 20 additional extension numbers
to assign to users who need incoming fax
numbers:

PSTN

vides current time
to the FaxFinder
upon request. The
time server uses
Simple Network
Time Prot ocol
(SNTP).

PBX

Station Ports

Chapter 2: System Overview

24

0

Internet

Email: pete
@acme99.com

PBX Ext 3049

Pat
Admin

PC of FaxFinder

Administrator

Email: [e-mail] m

All incoming faxes are labeled
as coming from the admin.

Admin is typically recipient
of all faxes sent to unassigned
PBX extensions (faxes to
“Unassigned Number”).

Admin uses FaxFinder
Phone Book to assign
PBX extension numbers
to email addresses of clients.

Admin receives fax log
report as email attachment
after every nth fax.

Faxing PBX Ext: 3033

Ethernet LAN

Mary

POTS

Modem

Modem

FF200

Pete

Faxing PBX Ext: 3031
Email: mary
@acme99.com

FaxFinder
Server

192.168.4.89
faxfinder.acme99.com

Joe

Ethernet Port

Faxing PBX Ext: 3032
Email: joe
@acme99.com

Phone Book

Name

Pat -- Admin admin [e-mail]

Unassigned Number [e-mail]
Pat [e-mail] 3049
Pete pete [e-mail] 3033
Joe joe [e-mail] 3032
Mary mary [e-mail] 3031

User ID Email Address

POTS

mail.acme99.com

A Domain Name Server
(DNS) resolves domain
names (www.acme99.com)
into actual IP addresses
(192.168.4.200).

Name Server

192.168.4.251

Mail Server must support
Simple Mail Transport

Mail Server

Administration: SMTP Configuration

SMTP Server Address mail.acme99.com

Function

Ext

update
update
update
update
update
update
update

add

Protocol (SMTP), which
FaxFinder uses for
outputting faxes in
email form.

delete
delete
delete
delete

FaxFinder

Software

update

Server

Setup

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 13

Receiving a Fax, Server Perspective – Acme99 Gets a Fax

FaxFinder Server fax log ( )

Customer faxes order

1

to Joe at Acme99.

Uses Joe’s PBX
fax number:
7635553032

9

indicates successful fax reception.

Time

07/27/2004 12:47:31 PM
07/27/2004 10:48:46 A M
07/27/2004 10:32:06 A M
07/27/2004 09:49:39 A M
07/27/2004 09:39:31 A M
07/27/2004 09:20:02 AM
07/27/2004 08:07:26 AM

07/27/2004 07:33:19 AM

Chapter 2: System Overview

Fax Log

Name

Joe

Pat

Pete

Pat

Joe

Pete
Pete
Mary

Remote ID

7747354686

7175782

3033258763

9857979

2123670278

8017920194

Result

pass
pass
pass
pass
pass
pass
pass
pass

Receive

Send

receive

send
send

send

receive

send

receive

send

Acme99 Office

Fax message reaches

3

PBX. Calls to all fax ex­tensions are directed to
FF200 FaxFinder Server.

Quontaazy Scientific

Fax message traverses

2

public phone network.

Pete

Email:pete
@acme99
.com

PBX Ext 3049

Pat -­Admin

PBX Ext 3033

Email:pat
@acme99
.com

Office

PSTN

PBX

Station Ports

POTS

Modem

FF200
FaxFinder
Server

PBX Ext 3031

Mary

Email:mary
@acme99
.com

POTS

Modem

Ethernet Port

PBX Ext 3032

Joe

Acme99 Hyperbolic Gadulators

– Order Form

Acme99 Gadulator Orders

[e-mail]

926 Main St.

www.acme99.com

Timbergull, MN 55555
763-717-3000 Fax: [phone]

Date _27 July 2004__________________________
Name: _

__________________________________

Quontaazy Scientific, Inc.

Contact __

____________________________________________

Kim Phon

Street __ 9140 Cryo Pkwy E.________________________________________
City/State/Zip__

_____________________________________

Carrollford, MA 01555

Phone __

___________________________________________

774-735-4685

Payment

Pur. Order

Confirmation

Routing

Terms

Number

Number

Number

QP180023

Ship Date Carrier Back Order RMA Voucher

F

Fax message from customer

7

(Quontaazy’s order)
arrives as attachment

Credit/
Refund

(TIF file) in Joe’s email inbox:
[e-mail].

Joe opens TIF file

8

of customer order
message using
Multi-Tech Tiff
Viewer program.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 14

Chapter 2: System Overview

Receiving a Fax, Client Perspective – Joe Gets a Product Order

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 15

Sending a Fax, Server Perspective – Acme99 Sends a Fax

FaxFinder Server fax log ( )

7

indicates successful fax transmission.

6

Customer receives
Mary’s FAX message
about product
specifications.

Customer’s

Time

07/27/2004 10:23:36 AM
07/27/2004 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

Fax message traverses

5

public phone network.

Joe

Office

PSTN

T1

Acme99 Office

PBX

Station Ports

Chapter 2: System Overview

Fax Log

Send

Name

Mary

Pete
Pat
Pat

Mary
Mary
Pete

Remote ID

7747354686

9857979

3039187171

8017920194

7175854

Result

pass
pass
pass
pass
pass
pass
pass
pass

Receive

send

receive

send

send
receive
receive
receive

send

POTS modem

4

sends Mary’s

POTS

Modem

FF200
FaxFinder

POTS

Modem

Ethernet Port

fax message
to the public
phone network
through the
PBX.

Server

Mary’s FaxFinder

3

Pete

Email:pete
@acme99
.com

Pat
Admin

Client SW communicates
with the FF200 over
Acme99’s Ethernet
network.

PBX Ext 3033

PBX Ext 3049

Email:pat
@acme99
.com

PBX Ext 3031

Mary

1

-- Product Speci fic a t i on s

Acme99 Hyperbolic Gadulators

Welcome to the world of hyperbolic gadulators. This product will gadulate under the most severe
conditions and still meet the required demands of hyperbolic performance. Acme99 is a trusted leader in
the gadulator industry. Your firm may get along fine with our basic, time-tested Bluebird 100 model, the
industry standard for basic gadulation functionality.If you’re a larger firm, you may need our Urgel 500,
especially designed for high-volume gadulating in the enterprise context. And there is a family of

Email:grs

gadulators with an assortment of features in between to meet virtually any commercial requirements.

Gadulation Functions by Model

(inches)

Model Power O utput MTBF Dimensio ns

Approvals

32W x 24L x 9D

Bluebird 100 10 amps @

100

1000 days

Amer. Gad.

120VAC

gadnerks/min

NerkCraft Ag y

36W x 24L x 12D

Crow 200 12 amps @

200 gn./min2000 day s

AGNA

120VAC

Pigeon 300 14 amps @

300 gn/min 3000days39W x 27L x 17D AGNA

120VAC

42W x 29L x 19D

Cockatoo 400 16 amps @

400 gn/min.4000 day s

AGNA

120VAC

@rmc83

56W x 32L x 21D

Urgel 500 18 amps @

500 gn/min 5000 days

AGNA

120VAC

Notes:

1. All specs subject to change without notice.

2. All measurements taken under standardized field conditions.

3. AGNA accepts no liabilityfor gadulations attempted in excessivenerk fields as shown on state and
federal maps. For access to maps, seewww.agna-nerk.org/nerkmap.htm.

4. Misuse of nerking privileges or gadulation without a license may be subject to fines and penalties under
various state laws.

5. All models exhibit –90 dB of splodgenocking attenuation.

Coming Soon … Acme99 MiniNerk Home and Auto Gadulateers

.com

To enjoy simulation of the full nerking characteristics of hyperbolic gadulators at home, consider our line
of MiniNerk Gadulateers. These models come in asuper-compact chassis that will add flair to your home
décor. Home models work on ordinary 1.5V batteries. Our car gadulators work on 12V AC, can be
installed in your trunk for extra security and cross over into full-fledged gadulation operations for
significant periods of time, up to 25 minutes under some field conditions. –75 dB of splodgenocking
attenuation guaranteed. All Mini-Nerks support the MegablarkTM protocol. Watch for ads this fall.

Mary prints to FaxFinder
to fax product specifications

PBX Ext 3032

Joe

Email:joe
@acme99
.com

to a customer.
FaxFinder client SW captures

2

word processor output and
assembles outgoing message
from FF Client screens and
cover page.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 16

Sample Client Setup – Joe, the Acme99 Order Processor

Chapter 2: System Overview

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 17

Chapter 2: System Overview

Sending a Fax, Client Perspective – Mary Sends Spec Sheet to Client

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 18

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 Clie nt

Software

screen

Options

FROM

FFAddress Book

screen

Contact

OR

FF

Send Fax

screen

Cover Page

From:
To:

S ub ject :
Comment :

file of application program.

FROM

For example,

word processor

or

graphics program.

Dear Mr Jones:
We wer e pleas e d 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 within 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 you to get in
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 Fa x

Th e tim e has co m e for all good
persons to come to the aid of their
respective countries.

We wer e pleased at your inq uiry
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 within 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 in
.

screen

FF

FROM

Server

screens

Software

Outgoing Fax Tran smission

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 19

Chapter 3: Server Installation

Chapter 3 – Server Installation

This chapter shows you how to set up your Multi-Tech Model FF200 FaxFinder.

The setup process includes both cabling of the FF200 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: Determining PBX Compatibility &

Configuration

To operate the FF200 FaxFinder system in conjunction with a PBX and in “PBX Routing Mode,” that PBX
must be able to do convergent routing. That is, it must route incoming calls made to many PBX
extension numbers to a single PBX station port. For example, fax calls to twenty PBX extension numbers
(555-3101 through 555-3120) might be directed to a FaxFinder unit at 555-3121.This multiple-extension­to-single-port capacity allows multiple PBX users to have their own unique directory numbers for receiving
faxes.

If you are using the FF200 in conjunction with a PBX and in “PBX Routing Mode,” be sure that the PBX
has this multiple-extension-to-single-port capacity and that this capacity is activated.

We Supply

• An FF200 FaxFinder with factory-installed software

• One universal power supply with power cord

• Two common telephone cables (RJ-11 at both ends)

• A product CD with software for client PCs and additional documentation for both administrators

and client/users

• A printed Quick Start Guide

You Supply

• A nearby AC power outlet

• A connection to your Ethernet LAN

• A telephony connection

either - a PBX station port

or - a common subscriber (POTS) phone line jack

• An admin PC (with web browser) to configure the FaxFinder

• Client PCs (Windows NT/2000/XP) with email and printing applications. Network clients receive

faxes in their email inboxes. They will send faxes by printing to the FaxFinder server from application
programs.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 20

Chapter 3: Server Installation

Part A: Cabling -- Connecting the FaxFinder to Power Outlet,
Phone Lines, and Ethernet

Summary: Place the FaxFinder in a convenient location, and then connect it to your AC power outlet and

Ethernet.

1. Connect FaxFinder to AC Outlet

Plug the DC power transformer into a power outlet or power strip. Secure the other end to 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.

POWER

Line 2

Line 1

Ethernet

10/100

5Vdc

2.Verify powering.

After power is applied, the Power LED comes on immediately but there is a 4-second delay before the
Status LED comes on. In normal operation, the Status LED will be flashing.

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 supply is solidly
connected and that the AC outlet is live.

3. 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.

PO W ER

Line 2 Line 1

Ethernet

10/ 100

5V dc

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. Because the FaxFinder’s factory
default IP address is 192.168.2.1, connecting it to a network that has a different device at
that same IP address would cause data interference.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 21

Chapter 3: Server Installation

If it is a 192.168.2.x subnet, connect from the Administrative PC to the FaxFinder until the
FaxFinder’s IP address has been configured. Thereafter, connect the FaxFinder into the
network.

Part B: Connecting to Telephony Service

The FF200’s fax modems can either be connected to a PBX (for use in PBX Routing Mode) or to a
POTS line (for use in POTS Mode).

Connection for

PBX Routing Mode

Plug one end of the phone
cable into the FaxFinder’s
LINE jack and the other into
an available Station Port on
the PBX.

An RJ11-to-RJ11 cable is included with your FaxFinder.

PBX Routing Mode

POWER

Line 2

Ethernet

Line 1

5Vdc

10/100

Connection for

POTS Mode

Plug one end of the
phone cable into the
FaxFinder’s LINE jack
and the other end into
your standard
telephone receptacle.

POTS Mode

POWER

Line 2

Ethernet

Line 1

10/100

5Vdc

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 22

Chapter 3: Server Installation

Part C: 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
Routing (“None” = POTS Mode;

“PBX Routing” = PBX Routing Mode)

User Parameters

(for Server Phonebook, Client Options, & Client Add FaxFinder screens)

Name User ID/

Email Address PBX Extension Password

Username

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 23

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. FF200 FaxFinder Fax Server Admin User Guide 24

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 9: Troubleshooting.
c. At the Login screen, enter admin (all lower case) in the Username field.
d. Enter admin (all lower case) in the Password field.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 25

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: I P Configurat ion

IP Address
Subnet Mask

Name Server

update

b. Fill in the IP information that applies to your FF200 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. After the Update button has been clicked, it takes 5 seconds for the FF200 to update

the addresses.

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. FF200 FaxFinder Fax Server Admin User Guide 26

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 may now set the IP address of the
administrator’s PC back to its original value or to any other value that will allow you to communicate with
the FaxFinder at its new IP address.

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.

Note: The first two rows of the Phone Book list are for special purposes.

The first row is for the “Administrator” function. No matter what values are used for the
Name, User ID and Email Address fields, the first row will still apply to the person doing
the Administrator function for the FaxFinder system. The Administrator is the party
privileged to configure the FaxFinder Server.

The second row is for the “Unassigned Number” function. Again, no matter what values
are used for the Name, User ID and Email Address fields, the second row will still apply
to the person doing the Unassigned Number function for the FaxFinder system. If the
FaxFinder is operating in POTS Mode, this Unassigned Number ‘attendant’ will receive
all emails and will have to distribute them to their final recipients. If the FaxFinder is
operating in PBX Routing Mode, this Unassigned Number attendant will instead receive
all emails that are undeliverable to any end-user on the FaxFinder system.

Name

Administrat or admin
Unass ign ed N um ber

a. Administator Row: Email Address

i. In the “Administrator” row of the Phone Book screen, enter the name and user ID to be used

for the FaxFinder administrator (it need not be literally “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 “Administrator” 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).

Phone Book

U ser ID Em ail Ad dr es s

Ext

Function

update
update

update
update

update
update

update

add

delete
delete

delete
delete
delete

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 27

Chapter 3: Server Installation

At this point, the FaxFinder ‘home’ page is displayed. Click on Phone Book to see the updated

values.

Ph on e Boo k

Name

Pat -Admin pat-admin [e-mail]
Unassi gned N umber

b1. Unassigned Number Row: PBX Routing

Mode only

In the “Unassigned Number” row of the Phone Book screen, enter the email address of the
person whom you want to receive all inbound faxes sent to unassigned PBX phone numbers.
(For example, suppose extra PBX extensions were allocated to incoming faxes but were not
specifically assigned to any individual employee. Faxes sent to those PBX extensions would
go to the Unassigned Number email address.)

U ser ID E mai l Ad dr es s

Ext Function

update
update

update
update

update
update

update

add

delete
delete

delete
delete
delete

b1. Unassigned Number Row: POTS Mode only

In the “Unassigned Number” row of the Phone Book screen, enter the email address of the
person whom you want to receive all faxes sent to the FaxFinder system. This party becomes
essentially the ‘fax attendant’ for the FaxFinder system. This is the person who forwards
received faxes to their intended recipients, typically by forwarding the email to which the fax is
attached.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 28

b3. Unassigned Number Row: Finishing

Click on Update in the “Unassigned Number” row. The message “Success: Unassigned
Number was updated” will appear above the Phone Book list.

Chapter 3: Server Installation

Ph on e Bo o k

Name

Pa t-Ad min pat-admin pat @acm e99.com
Una s s ign ed Number

c. Personal Email Address for Administrator (optional)

i. Just below the “Unassigned Number” row of the Phone Book screen, enter the name and user

ID that the FaxFinder Administrator can use to send and receive (PBX Routing Mode only)
personal faxes. In PBX Routing Mode, enter, in the Ext field, the Administrator’s PBX fax
extension. In POTS Mode, leave the Ext field blank. (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.

U ser ID Em ail Ad dr es s

pa t@a cme99 .com

Ext Function

update
update

update
update

update
update

update

add

delete
delete

delete
delete
delete

Phone Book

Name

Pat-Admin
Unass ign ed Nu m ber

Pat Murp hy

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 29

User ID Email Address

pat-admin [e-mail]

[e-mail]

patm

[e-mail] 3048

Ext Function

update
update

update
update

update
update

update

add

delete
delete

delete
delete
delete

Chapter 3: Server Installation

7. Setting Up the Mail Server

The FaxFinder uses a mail server to send fax log reports, by email, 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 ID and a password. If the mail server does not require authentication, the

related SMTP Configuration fields (“SMTP Server User ID,” “SMTP Password,” and “Retype SMTP

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. Click Update.
c. Enter the email address of the administrator (the party that you want to receive fax log reports).
d. At this point the Administrator should receive an email from your FaxFinder saying that the mail server

address has been updated.
e. Email Server Authentication Parameters. If your email server requires authentication in order to

give the FaxFinder access, fill in the three related SMTP fields (SMTP Server User ID, SMTP

Password, Retype SMTP Password). If you can enter the network email program and send

messages without entering a User ID and Password, then you must leave these fields blank.

However, if your network email program does require a User ID and Password in order to send email

messages, you must fill in these three fields. If authentication is required and these fields are left

blank, then the error “SMTP Authentication Error” will appear on the Current Status screen in the

“Email Status” field. If authentication is not required and these fields are filled in, then an error will

also occur. You must know how your email server works in this regard a nd complete the

Administration: SMTP Configuration screen accordingly.
f. If you do not receive an email saying that the mail server address has been updated, see item #2

“What if I don’t get an email when I set the mail server address?” in the Troubleshooting section of

the Administrator User Guide.

8. Configuring the FaxFinder’s Modem

The FaxFinder’s Modem directs inbound faxes to client email addresses.

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. FF200 FaxFinder Fax Server Admin User Guide 30

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. FF200 FaxFinder Fax Server Admin User Guide 31

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 the Routing field is set either to “DTMF Digits” or to the

mode code of a specified brand 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 FF200 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.”
n. Repeat steps 8b through 8m for the FaxFinder’s second modem.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 32

Chapter 3: Server Installation

9. Changing Admin’s Server Password

a. In the Password Administration screen, enter a new Password for the FaxFinder Administrator

(something other than “admin”). This password is 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 1 character, as long as 40 characters, and are case-sensitive.

Notes: 1. Changes to any “User ID” must be done in the Phone Book screen.

2. As a default, the FaxFinder software automatically assigns as a password a string that is
identical to the ‘User ID’ string.

b. Click on Update for this row. The Login screen will appear.

Password A dministration

Confirm

Name

Pat-Admin
Pa t Murph y patm

U ser ID Pas sw ord

pat-admin

*****

Password

*****

Funct ion

update
update

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 33

Chapter 3: Server Installation

10. Specifying Administrator’s Client Password

a. In the Password Administration screen, enter a new Password for the FaxFinder Administrator to

be used for sending in that person’s capacity as client/user of the FaxFinder system. Then re-enter
the password in the “Confirm Password” field. Passwords must be at least 1 character in length, can
be as long as 40 characters, and are case-sensitive.

Notes: 1. Changes to any “User ID” must be done in the Phone Book screen.

2. As a default, the FaxFinder software automatically assigns as a password a string that is
identical to the ‘User ID’ string.

b. Click on Update for this row.

Password Admini stration

Confirm

Name

Pat-Admin
Pat Murphy patm ***** *****

U ser ID P asswo rd

pat-admin

Password

11. Sending Test Fax from Fax Machine to FaxFinder

a. Using a conventional fax machine, send a fax to the fax number established for the FaxFinder

Administrator.

Function

update
update

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 34

Chapter 3: Server Installation

b. Verify that the fax message sent reaches the email inbox of the administrator.

If the email does not appear within 5 minutes, see “Chapter 9: Troubleshooting,” specifically item #4
“What if I don’t get the email to me of the test fax that I sent?”

c. Verify also that you can open the fax in a Tiff viewer program on your computer. The viewer program

you use could be either the Multi-Tech Tiff Viewer or a graphic file viewer included with or installed in
your PC. (The Multi-Tech Tiff viewer is included on the Product CD and installed with other client
programs. During installation, you can choose to associate all Tiff files with the Multi-Tech Tiff Viewer
or with another program.) In your email program, double-click on the file attached to the email
message. The Tiff viewer program will come up automatically displaying the tiff file of the fax.

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 35

Chapter 3: Server Installation

12. Adding Client/Users to the Phone Book

a. In the Phone Book screen just below the entries for the FaxFinder administrator, make entries for

the other persons in your office who will send and receive faxes through the FaxFinder. For each
such FaxFinder client/user, enter the name, user ID, and email address in the a ppropriate fields.

In PBX Routing Mode, enter, in the Ext column, the PBX extension assigned to each client user.
In POTS Mode, leave the Ext field blank; all incoming faxes will go to the ‘Attendant’ (the user

specified in the Phone Book’s Unassigned Number field) who will distribute them by email.

In POTS mode, even though received faxes are routed to client users by an attendant, those client

users must still be entered in the Phone Book in order to use the FaxFinder to send faxes.

b. Click on Add for each row. The message “Success: [name] was updated” will appear abo ve the

Phone Book list.

Ph on e Bo ok

Name

Pa t-Adm in pat-admin pat@a cme99.com
Unassigned Numbe r pat@acm e99.com
Pa t Mur phy patm patm@ ac m e99.com 3049

Pete pete [e-mail] 3033
Jo e joe [e-mail] 3032

Mary mary [e-mail] 3031

U ser ID E m ail Add res s

Ext Function

update
update
update

update
update

update

add

delete
delete
delete
delete

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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. FF200 FaxFinder Fax Server Admin User Guide 37

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. FF200 FaxFinder Fax Server Admin User Guide 38

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

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.

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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.

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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. FF200 FaxFinder Fax Server Admin User Guide 41

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

Time Server Status Initializing,

No Errors,

SNTP Error: type

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 FF200 is online.

last message sent or, if a message is pending,

that pending message.

message.

The FaxFinder synchronizes its fax time stamps

to an Internet source, usually a government

standards site. It will attempt contact with the

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.

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Chapter 4: FaxFinder Server Software Screens

Current Status Screen Field Definitions (cont’d)

Field Name Values Description

System fields group

Up Time x days yy hours:

Operation time since last reboot.

zz minutes

Email Status No Errors,

Bad MailServer

Address,

Indicates whether the FaxFinder’s email

transmissions, both faxes and administrative

messages, are proceeding with or without errors.

Mail Server

Connect Failed,

SMTP Invalid

Response, SMTP

Client Timeout

POTS Modem1/2 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,

The data transmission speed in bits per second

at which the current fax transmission is

occurring.

19200, 21600,
24000, 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.
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 Seconds numeric The duration of the current fax transmission in

seconds.
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

Length, in paper size, of the received fax.

variable

Remote ID numeric (phone

number) or
alphanumeric

The fax number or other identifier for the off-

premises fax machine (sender or receiver)

involved with this fax transmission.
Initialize Modem (button) Initializes the modem, clearing a busied-out

state. This can only be done by a user with

administrative rights.
Make Busy (button)

Imposes a busied state on the modem. This can only

be done by a user with administrative rights.

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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.

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. FF200 FaxFinder Fax Server Admin User Guide 44

Administration Screen

Chapter 4: FaxFinder Server Software Screens

Multi-Tech Systems, Inc. FF200 FaxFinder Fax Server Admin User Guide 45

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. FF200 FaxFinder Fax Server Admin User Guide 46

Chapter 4: FaxFinder Server Software Screens

Administration Screen Field Definitions

Field Name Values Description

SMTP Configuration Fields

SMTP Server Address

SMTP Port

Server User ID

Password

Retype Password

Send Fax Email Receipt

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.

alphanumeric Reiteration of above password.

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.

Click on this button to make changes to SMTP

Configuration take effect.

Time Server

Add Time Server

Request Interval

Time Zone

Date Format

Time Configuration Fields

URL Location of time-tracking computer that supports

SMTP. This server is the functional substitute for

a real-time clock in the FaxFinder server.

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.

alphanumeric Indicates the time zone in which the FaxFinder

server is located.

mm/dd/yyyy
OR
dd/mm/yyyy

The date can be set to one fo three orders, where

mm is the month, dd is the day of the month,

and yyyy is the year.

OR
yyyy/mm/dd

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Chapter 4: FaxFinder Server Software Screens

Administration Screen Field Definitions

Field Name Values Description

SMTP Configuration Fields

Time Format

Update (button)

Reset button

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.

Click on this button to make changes to Time

Configuration settings take effect.

Reset Unit fields

Click on this button to re-boot the server.

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Chapter 4: FaxFinder Server Software Screens

Phone Book Screen

The Phone Book screen maps the PBX extension phone numbers of clients to their respective email
inbox addresses at which they will receive incoming faxes as viewable drawing files.

Ph on e Bo o k

Name

Pa t-Adm in pat-admin [e-mail]

Unassigned Numbe r [e-mail]
P a t M u rp h y p a tm pa tm@acme 9 9 .c o m 3 0 4 9

Pe te pete pete@acme99 .co m 303 3
Jo e j oe joe@acme 99.com 3032

Mary mary [e-mail] 3031

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.

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

Ext # column numeric For each client entry, this column shows the

Function column Buttons for

U ser I D Em ail Ad dr es s Ext #

Phone Book Screen Field Definitions

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. The “User ID” field of the

FaxFinder Server Phone Book corresponds to

the “Username” field of the FaxFinder Fax Client

Software (see “Add FaxFinder Address” screen).

For each client entry, this column shows the

email name format

Update, Delete,

and Add functions

client’s email address.

client’s PBX 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.

Function

update
update

update
update

update
update

update

add

delete
delete
delete
delete

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Chapter 4: FaxFinder Server Software Screens

If the FaxFinder is operating in POTS Mode, this Unassigned Number ‘attendant’ will receive all emails
and will have to distribute them to their final recipients. If the FaxFinder is operating in PBX Routing
Mode, this Unassigned Number attendant will instead receive all emails that are undeliverable to any end­user on the FaxFinder system.

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).

The first row is always for the “Administrator”

function. No matter what values are used for the

Name, User ID and Email Address fields of this

row, it still applies to the person doing the

Administrator function for the FaxFinder system.
Unassigned Number row The second row is for the “Unassigned Number”

function. No matter what values are used for the

Name, User ID and Email Address fields of this

row, it still applies to the person (attendant) doing

the Unassigned Number function for the

FaxFinder system.

The Unassigned Number row functions

differently in POTS Mode than in PBX Routing

Mode.

PBX Routing Mode (or operating with PBX

Mode Codes).

‘attendant’ will receive all emails that are

undeliverable to any end-user on the FaxFinder

system.

The Unassigned Number

POTS Mode. The Unassigned Number

‘attendant’ will receive all emails and will have to

distribute them to their final recipients.

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. FF200 FaxFinder Fax Server Admin User Guide 50

Modem Configuration Screen – POTS Modem

Chapter 4: FaxFinder Server Software Screens

“Modem Configuration: POTS Modem” Screen Field Definitions

Field Name Values Description

Country Code country names Sets modem telephony parameters as required

for the listed country.
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.

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Chapter 4: FaxFinder Server Software Screens

“Modem Configuration: POTS Modem” Screen Field Definitions (cont’d)

Field Name Values Description

Routing Pots Line,

DTMF Digits,

Alcatel Mode Code,

Siemens HiCom

Mode Code,

Avaya Mode Code

The value chosen for this field determines

whether the FaxFinder is in POTS Mode (the

“Pots Line” option) or PBX Routing Mode. And if

the FaxFinder is in PBX Routing Mode, this field

also determines whether it is in generic PBX

Routing Mode (the “DTMF Digits” option) or if a

specific mode-code is used (mode codes are

available for certain specific PBX models).

The model-specific mode codes are as follows:

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 Siemens PBXs in
which a centralized voice-mail system has been
installed.

The "Alcatel Mode Code" setting applies to the
Alcatel model Omni-PCX4400 PBX equipped with
an inband DTMF protocol for connecting to voice­mail.

Additional mode codes may be added from time to
time.

If the FaxFinder is working in conjunction with

any other PBX that supports convergent routing

(that is, if the PBX allows calls to multiple

extensions to be directed to a single Station

Port), then select “DTMF Digits” for this field.

When the value of the Routing field is anything

other than “PBX Routing,” then the FaxFinder is

said to be in “PBX Routing Mode.”

If the FaxFinder is either connected directly to a

POTS phone line or is working in conjunction

with a PBX that does not support convergent

routing, then select “Pots Line” for this field.

When the value of the Routing field is “Pots

Line,” the FaxFinder is said to be in “POTS

Mode.
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.

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Chapter 4: FaxFinder Server Software Screens

“Modem Configuration: POTS Modem” Screen Field Definitions (cont’d)

Field Name Values Description

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.
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).
Update (button) Click on this button to implement configuration

changes on the FaxFinder modem. That is, after

changing any fields in the Modem

Configuration screen, you must click the

Update button for those changes to be activated.

Update All Modems
(button)
Max DTMF Digits 1-15

This button updates changes to both modems of

the FaxFinder.

Indicates the maximum number of dual-tone

multiple frequency phone-dialing digits that can

be received by the FaxFinder in this system.

Default = 4.
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.

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Chapter 4: FaxFinder Server Software Screens

“Modem Configuration: POTS Modem” Screen Field Definitions (cont’d)

Field Name Values Description

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.
Fax Direction both, inbound,

outbound,

In this field, you can set the faxfinder to allow

only incoming faxes, only outgoing faxes, or to

allow both.

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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 1 character in length, can be as long as 40

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.

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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. FF200 FaxFinder Fax Server Admin User Guide 56

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. FF200 FaxFinder Fax Server Admin User Guide 57

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.

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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.

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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\.)

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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

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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 PC’s operating system calls
up the TIFF Viewer to display TIFF 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).

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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.

Since faxes received through the FaxFinder are transformed into email attachments, they can be directed
anywhere email goes. The final recipient can be inside the office or across the ocean.

Fax reception works differently when the FaxFinder is operating in PBX Routing Mode than in POTS
Mode. In PBX Routing Mode, faxes come directly to client/users; in POTS Mode, all faxes come to an
attendant who forwards them to the intended recipient.

Receiving Faxes in POTS Mode

In POTS Mode, all faxes are emailed to an attendant using a single fax number.

1. The incoming fax arrives in the attendant’s email inbox as a message with an attachment.

2. The attendant uses email to forward the message to the appropriate recipient. Recipients could be on
the local Ethernet network or outside of it.

3. The recipient 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.

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 TIFF viewer program.

Receiving Faxes in PBX Routing Mode

In PBX Routing Mode, the FaxFinder Server delivers incoming faxes to client PCs in their email inboxes.

1. A PBX extension number must be assigned to the client PC at the FaxFinder Server.

2. For fax reception, the client PC and the FaxFinder server need not both be connected to the same
Ethernet LAN system. (A sales representative, for example, could receive faxes sent to her home
office fax number even though she is traveling overseas, if she uses an Internet email account.)

3. A fax document is sent to the PBX extension number of a client/recipient on the FaxFinder system.
The fax call is routed to the FaxFinder server and there converted to a TIFF file. The TIFF file is
attached to an email message that is sent to the intended recipient’s email address (as specified in
the FaxFinder Phone Book).

4. The incoming fax arrives in the recipient’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 recipient’s name appear in the “Subject” 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 fax recipient (a client of the FaxFinder Server) 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 TIFF viewer program.

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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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