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: 763-785-3500 or 800-328-9717
Fax: 763-785-9874
Technical Support
Country By Email By Phone
France: support@multitech.fr (33) 1-64 61 09 81
India: support@multitechindia.com 91 (124) 2340780
Europe, Asia, Africa: support@multitech.co.uk (44) 118 959 7774
U.S., Canada, &
rest of the World: support@multitech.com (800) 972-2439
(763) 717-5863
Internet Address: http://www.multitech.com
Table of Contents
CHAPTER 1 – PRODUCT DESCRIPTION AND SPECIFICATI ON S................................................................6
PRODUCT DESCRIPTION..............................................................................................................................................6
PRODUCT FEATURES ..................................................................................................................................................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: pat@acme99.co 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 pat@acme99.com
Unassigned Number pat@acme99.com
Pat pat@acme99.com 3049
Pete pete pete@acme99.com 3033
Joe joe joe@acme99.com 3032
Mary mary mary@acme99.com 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
orders@acme99.com
926 Main St.
www.acme99.com
Timbergull, MN 55555
763-717-3000 Fax: 763-555-3 033
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:
joe@acme99.com.
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 pat@acme99.com
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 pat@acme99.com
pat@acme99.com
patm
patm@acme99.com 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
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