Multi Tech Systems Fax Finder Ff120 Users Manual FaxFinder, FF120, FF220, FF420, FF820
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2015-02-09
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® FaxFinder V.34 Fax Servers Models: FF120 FF220 FF420 FF820 Administrator User Guide FaxFinder® Administrator User Guide S000405E, Version E Models: FF120, FF220, FF420, and FF820 Copyright © 2009, by Multi-Tech Systems, Inc. This publication may not be reproduced, in whole or in part, without prior expressed written permission from Multi-Tech Systems, Inc. All rights reserved. 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. Check Multi-Tech’s web site for current versions of our product documentation. Revisions Level A B C D Date 05/05/06 03/02/07 04/04/07 11/20/07 E 09/15/08 05/13/09 Description Initial release of FF-420/820. Initial release. Update of FF420/820 and addition of FF120/220. Revise warranty statement and update tech support contact list. Removed status LED references, updated tech support contact list, and added slotted hole mounting drawing. Update Server changes for software & firmware. Added status LED references back in. Added link to website for warranty information. Patents This device covered by the following patents: 6,031,867; 6,012,113; 6,009,082; 5,905,794; 5,864,560; 5,815,567; 5,815,503; 5,812,534; 5,809,068; 5,790,532; 5,764,628; 5,764,627; 5,754,589; D394,250; 5,724,356; 5,673,268; 5,673,257; 5,644,594; 5,628,030; 5,619,508; 5,617,423; 5,600,649; 5,592,586; 5,577,041; 5,574,725; D374,222; 5,559,793; 5,546,448; 5,546,395; 5,535,204; 5,500,859; 5,471,470; 5,463,616; 5,453,986; 5,452,289; 5,450,425; D361,764; D355,658; D355,653; D353,598; D353,144; 5,355,365; 5,309,562; 5,301,274, 6,219,708 Other patents pending. Trademarks Multi-Tech Registered 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 Europe, Middle East, Africa: U.S., Canada, all others: By Email support@multitech.co.uk support@multitech.com By Phone (44) 118 959 7774 (800) 972-2439 or (763) 717-5863 Warranty To read the warranty statement for your product, please visit: http://www.multitech.com. CONTENTS CHAPTER 1 – PRODUCT DESCRIPTION & SPECIFICATIONS ............................................................... 4 Product Description ................................................................................................................................... 4 Safety Warnings ........................................................................................................................................ 6 Technical Specifications ............................................................................................................................ 7 CHAPTER 2 – INSTALLATION ................................................................................................................... 9 Mechanical Mounting............................................................................................................................... 10 Quick Hookup .......................................................................................................................................... 11 Installation Overview ............................................................................................................................... 14 CHAPTER 3 – FAXFINDER SERVER SOFTWARE SCREENS ............................................................... 42 Home Screen ........................................................................................................................................... 42 Login Screen ........................................................................................................................................... 43 Fax Log Screen ....................................................................................................................................... 44 Current Status Screen ............................................................................................................................. 47 Administration Screen ............................................................................................................................. 50 Phone Book Screen................................................................................................................................. 54 Modem Configuration Screen .................................................................................................................. 56 Password Administration Screen ............................................................................................................ 60 Shared Resources Screen ...................................................................................................................... 61 CHAPTER 4 – FAXFINDER CLIENT SOFTWARE CONFIGURATION .................................................... 62 Establishing Client User’s ID in System .................................................................................................. 62 Associating Client with Specific FaxFinder Unit(s) .................................................................................. 63 Disassociating the Client from a Specific FaxFinder Unit ....................................................................... 65 Disabling and Re-Enabling a Client’s FaxFinder Service........................................................................ 66 FaxFinder Fax Client Software Menu Command Definitions .................................................................. 67 CHAPTER 5 – FAXFINDER CLIENT SOFTWARE OPERATION ............................................................. 79 Sending a Fax ......................................................................................................................................... 80 Scheduling Fax Transmissions ............................................................................................................... 86 Putting Pending Faxes on Hold and Removing the Hold ........................................................................ 88 Canceling a Fax....................................................................................................................................... 91 Setting Fax Retry Number and Interval ................................................................................................... 92 Sending One Fax Containing Multiple Documents ................................................................................. 93 Forwarding a Fax..................................................................................................................................... 95 Receiving a Fax ....................................................................................................................................... 96 Using the Multi-Tech Tiff Viewer ............................................................................................................. 99 Setting up Your Address Book Manually ............................................................................................... 105 Setting up Your Address Book by Synchronizing with Outlook ............................................................. 108 Setting Up Address Books with CSV Files ............................................................................................ 111 Cover Pages .......................................................................................................................................... 125 CHAPTER 6 – SERVER OPERATION .................................................................................................... 147 Fax Log Email Messages ...................................................................................................................... 147 Dealing with Failed Fax Reports ........................................................................................................... 149 CHAPTER 7 – DEVICE MANAGER OPERATION .................................................................................. 150 Access to Commands............................................................................................................................ 152 Firmware Updating Process .................................................................................................................. 175 APPENDIX A – TROUBLESHOOTING ................................................................................................... 183 APPENDIX B – REGULATORY INFORMATION .................................................................................... 188 APPENDIX C – EXAMPLE SYSTEMS .................................................................................................... 193 Multi-Tech Systems, Inc. FaxFinder Admin User Guide 3 Chapter 1 – Product Description & Specifications Product Description This manual describes four Multi-Tech V.34 fax servers: the FF120 1-Port FaxFinder unit, the FF220 2Port FaxFinder unit, the FF420 4-Port FaxFinder unit, and the FF820 8-Port FaxFinder unit. All four of these units are complete, economical, easy-to-use network fax servers. With any of these units, you can receive faxes as emails and send faxes from any application that can print. The FF120/220/420/820 FaxFinder operates in two modes: Automated Routing Mode and Manual Routing Mode.1 The mode is set in the Routing field of the Modem Configuration screen of the FaxFinder Server software. Automated Routing Mode. When connected to a station port on a PBX, the FaxFinder functions as a network fax server with two-way fax service. Multiple PBX extension numbers are dedicated to incoming fax traffic which is routed to the FaxFinder. (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 FF120/220/420/820.) The FaxFinder 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. 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 FaxFinder turns the ‘print file’ image into a fax. The FaxFinder transmits the fax to the public phone system (PSTN) or to another PBX extension. Manual Routing Mode. When connected directly to a regular POTS line (or to a PBX without ‘convergent’ routing capability), the FF120/220/420/820 functions as an outgoing fax server with incoming fax service going through one or more attendants. Each of the FaxFinder’s modems has a separate fax number and each modem can have a separate attendant that receives the fax messages as emails and then has the duty to direct them to their intended recipients. (Note that one attendant could serve more than one of the FaxFinder’s modems – some or all of the modems.) For example, an FF820 FaxFinder might be used in a company with several departments that regularly receive faxes but in differing volumes. Suppose the sales department and the purchasing department receive many faxes and the shipping and service departments receive much less fax traffic. In that case, three of the FF820’s modems might direct faxes to a single attendant in the sales department, and an additional three modems might direct faxes to the purchasing department; one modem might be directed to an attendant for the shipping department and another to an attendant for the service department. Outgoing faxes work the same in Manual Routing Mode as in Automated 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 devices of multiple ports, the FF220/420/820 units can send and receive faxes simultaneously. Mixed Mode. It is also possible to operate a FaxFinder unit in a mixed mode such that some of its modems are connected to PBX extensions while other of its modems are connected to POTS lines. 1 For FF120/220/420/820 compatibility in Automated 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 Manual Routing Mode. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 4 Chapter 1: Product Description and Specifications The FF420 and FF820 are both housed in chassis of the same size and shape. Similarly, the FF120 and FF220 are both housed in a chassis of the same size and shape, a chassis smaller and differently shaped than that for the FF420/820. 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 main fax-sending client program, a viewer for TIFF files, and a program for creating and modifying fax cover pages). Prerequisite: Determining PBX Compatibility & Configuration To operate the FF120/220/420/820 FaxFinder system in conjunction with a PBX (“Automated 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 FF120/220/420/820 in conjunction with a PBX, be sure that the PBX has this multipleextension-to-single-port functionality and that it is activated. PBXs lacking this functionality can still be used with the FaxFinder in Manual Routing Mode. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 5 Chapter 1: Product Description and Specifications Safety Warnings Telecom 1. Never install telephone wiring during a lightning storm. 2. This product must be disconnected from power source and telephone network interface when servicing. 3. This product is to be used with UL and cUL listed computers. 4. Never touch uninsulated telephone wires or terminals unless the telephone line has been disconnected at the network interface. 5. Use caution when installing or modifying telephone lines. 6. Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of electrical shock from lightning. 7. Do not use a telephone in the vicinity of a gas leak – not even to report a gas leak. 8. To reduce the risk of fire, use only 26 AWG or larger telecommunication line cord. 9. Never install a telephone jack in wet locations unless the jack is specifically designed for wet locations. Lithium Battery Caution • A lithium battery located within product provides backup power for the timekeeping capability. The battery has an estimated life expectancy of ten years. • When the battery starts to weaken, the date and time may be incorrect. If the battery fails, the board must be sent back to Multi-Tech Systems for battery replacement. Warning! There is danger of explosion if the battery is incorrectly replaced! Ethernet Ports Caution Caution: The Ethernet ports and command ports are not designed to be connected to a Public Telecommunication Network. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 6 Chapter 1: Product Description and Specifications Technical Specifications The FaxFinder models meet the following specifications: FF120/220 RJ11 Line Jacks (1 or 2), Console Serial Port for RJ45-to-RS232 configuration/debug connection, Ethernet RJ48 connector, and Locking Screw on the Power Jack. FF420/820 RJ11-Line Jacks (4 or 8), RJ45 Ethernet Jack 6.4” W x 6.0” L x 1.2” H 17.3” W x 1.7” H x 8.4” L 16.3 cm x 15.2 cm x 3.0 cm 43.9 cm x 4.3 cm x 21.3 cm Weight 20.5 oz. (750 g) 7.4 lbs. (3.4 kg) Power Consumption Typical: 4.05 W (0.450A@ 9V) Typical 3.75W (0.750A @5v DC) Maximum: 5.31W (0.590A @9V) Maximum 7.7W (1.4A @5.5v DC) Connectors Size 100 -240 VAC, 1.2 – 0.6A, 50/60Hz Operating Environment 32°-120° F (0°-50° C) relative humidity 20 to 90% noncondensing 32°-120° F (0°-50° C) relative humidity 20 to 90% noncondensing Storage Temp. -10° to +85° C -10° to +85° C EMC Approvals FCC Part 15 Class A, Canada Class A, EN 55022:1998 Class A, EN55024: 1998 FCC Part 15 Class A, Canada Class A, EN 55022:1998 Class A, EN55024: 1998 Safety Approvals cUL/UL60950-1, EN60950-1, AS/NZS60950:2000 FCC Part 68, CS03 cUL/UL60950-1, EN60950-1, AS/NZS60950:2000 FCC Part 68, CS03 ITU-T V.92/V.90/56K (-92 build option), V.34/ 33.6K V.32bis/14.4K V.22bis/2400 baud V.22, V.23, & V.21; Bell 212A & Bell 103 V.44 Error Correction V.42 LAPM, MNP 2-4 Error Correction ITU-T V.92/V.90/56K (-92 build option), V.34/ 33.6K V.32bis/14.4K V.22bis/2400 baud V.22, V.23, & V.21; Bell 212A & Bell 103 V.44 Error Correction V.42 LAPM, MNP 2-4 Error Correction V.42bis & MNP Class 5 data compression V.42bis & MNP Class 5 data compression ITU-T V.34 (MT5634SMI) ITU-T V.17, V.29, V.27 & V.21 Ch. 2 Telephony/TAM V.253 commands 2-bit & 4-bit ADPCM, 8-bit linear PCM & 4-bit IMA coding 8kHz sample rate Concurrent DTMF, ring, & U.S. Caller ID detection ITU-T V.34 (MT5634SMI) ITU-T V.17, V.29, V.27 & V.21 Ch. 2 Telephony/TAM V.253 commands 2-bit & 4-bit ADPCM, 8-bit linear PCM & 4-bit IMA coding 8kHz sample rate Concurrent DTMF, ring, & U.S. Caller ID detection Telecom Approvals Data Modem Specs Fax Modem Specs Multi-Tech Systems, Inc. FaxFinder Admin User Guide 7 Chapter 1: Product Description and Specifications Related Manuals Each FF-120/220/420/820 FaxFinder unit comes with 4 manuals that serve different purposes (see table below). In addition, several FaxFinder Reference Guides are available on the Multi-Tech web site and they describe use of a FaxFinder in conjunction with PBXs of various brands and models. Title Format Purpose Administrator User Guide (this manual) on CD Presents comprehensive info about FaxFinder unit, server software, & client software. Includes Quick Start Instructions chapter. FaxFinder Administrator should use this chapter to configure the FaxFinder unit, the server software, and software for each client. Client User Guide on CD Comprehensive user info for FaxFinder clients. Client Operation Primer on CD Brief instructions for sending and receiving faxes via the FaxFinder system. Multi-Tech recommends that you give a copy of this document to each client user. Cabling Guide in print FaxFinder Administrator should use this manual to make cabling connections for the FaxFinder unit. FaxFinder Reference Guides on MTS web site FaxFinder Administrator should use these manuals to configure the FaxFinder unit in conjunction with the PBX specified in each guide. Multi-Tech manuals and other resources are available on the Multi-Tech Web site at http://www.multitech.com. 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 S000407E.PDF) and the Client User Guide (the file name is S000406E.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. FaxFinder Admin User Guide 8 Chapter 2: Installation Chapter 2 – Installation Introduction This chapter shows you how to set up your Multi-Tech Model FF120/220/420/820 FaxFinder. The setup process includes both cabling of the FaxFinder unit and configuration of the FaxFinder server software. The FaxFinder server software resides on the FaxFinder unit and does not need to be installed. PBX Compatibility Before proceeding with cabling or software installation, you should confirm that the telephony equipment with which you intend to use the FaxFinder is compatible with it. Although the FaxFinder can simply be connected to an ordinary phone subscriber line (a POTS line), it is often connected to a PBX. One of the convenient features of the FaxFinder is its ability to deliver incoming faxes as email messages directly to users on an Ethernet network. This direct service depends on the PBX’s ability to route multiple phone extension numbers to a single station port. If the PBX lacks that ability, incoming faxes must be sent to users through an attendant. If you will be connecting the FaxFinder to a PBX, it is important to understand the PBX’s capabilities in this regard beforehand. The following section explains why the capabilities of your PBX will determine how you set up the FaxFinder unit to work with it. We Supply FF120/220 • • • • • FF420/820 A FaxFinder (FF120 or FF220) with factoryinstalled software One universal power supply with power cord Common telephone cables (one for each port; RJ-11 at both ends) A product CD that contains: (a) a software package for client PCs, (b) a system management software package for the administrator’s PC, and (c) additional documentation for both administrators and client/users A printed Cabling Guide • • • • • • • A FaxFinder (FF420 or FF820) with factoryinstalled software One universal power supply with power cord Common telephone cables (one for each port; RJ-11 at both ends) A product CD that contains: (a) a software package for client PCs, (b) a system management software package for the administrator’s PC, and (c) additional documentation for both administrators and client/users A set of four self-adhesive plastic feet Rack-mounting fasteners A printed Cabling Guide You Supply • • • • A nearby AC power outlet and 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 2000/XP/2003/Vista) 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. FaxFinder Admin User Guide 9 Chapter 2: Installation Mechanical Mounting The FF120/220 FaxFinder comes with chassis screw holes to facilitate attaching it to a flat surface. The FF420/820 are table-top units that can also be rack-mounted. Rack-mounting hardware is included. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 10 Chapter 2: Installation Quick Hookup FF120/220 FaxFinder FF-120/220 Hookup Cabling to computer running terminal software. Cabling to telco POTS lines For debugging purposes only. or PBX station ports. Connector at FaxFinder: RJ-45. Connector at computer: DB-9. LINE 2 LINE 1 Power Cable Receptacle CONSOLE LAN 1 RESET Reset Switch Cabling to your IP network. RJ-45 connector. Line 2 appears on FF220 only. FF420/820 FaxFinder Hookup: FF-420/820 Cabling to computer running Grounding Cabling to telco POTS lines terminal software. Screw: or PBX station ports. For debugging purposes only. Connect to Ports 5-8 appear on Connector at FaxFinder: RJ-45. Earth Ground FF820 only. Connector at computer: DB-9. 1 2 3 4 5 6 Cabling to telco POTS lines or PBX station ports. Ports 1-4. RJ-11 Connectors. Multi-Tech Systems, Inc. 7 8 ETHERNET COMMAND Cabling to your IP network. RJ-45 connector. FaxFinder Admin User Guide On/Off Switch Power Cable Receptacle 11 Chapter 2: Installation Earth Grounding for FF420/820 Product Ground Screw Ground Wire: Size 18AWG or thicker FF-420/820 Unit Grounding connectors must be secured permanently to product ground screw and earth ground screw. Earth Ground Screw: Connected to Permanent Earth Ground of Building’s Electrical System GND Multi-Tech Systems, Inc. FaxFinder Admin User Guide 12 Chapter 2: Installation FaxFinder Operating Modes The FaxFinder Fax Server provides two-way fax service to PC client users on an Ethernet network. For outgoing service, users send faxes by using the Print command of any application program and selecting the FaxFinder as the target Printer. For incoming fax service, the FaxFinder converts the incoming faxes into graphic files that are sent as email attachments to fax recipients on the Ethernet network. FaxFinder Operating Modes Automated Routing Mode Manual Routing Mode PSTN PSTN T1 Line PBX Inbound Faxing: Station Ports Email attachments are sent directly to recipients. ... FaxFinder Inbound Faxes POTS Lines Outbound Faxing: Users set FaxFinder as printing destination in application program. Then ‘print-to-FaxFinder.’ Outbound Faxes Ethernet LAN Inbound Faxing: FaxFinder Outbound Faxes Email attachments are sent to Attendant(s) and forwarded to recipients. Inbound Faxes Ethernet LAN ... Attendant(s) If the FaxFinder is connected to a PBX station port and that PBX can route multiple phone extension numbers to the FaxFinder, then each user can have his/her own incoming fax number and faxes will go directly to each user’s email address. This is the FaxFinder’s Automated Routing Mode of operation. Because there are several ways of implementing Automated Routing Mode (some generic and some specific to certain PBXs) there are several different “Routing” settings in the FaxFinder software’s “Modem Configuration” screen that will implement the Automated Routing Mode for these different situations. If the FaxFinder is connected directly to a POTS line or to the station port of a PBX that cannot route multiple extension numbers to a single station port, then all incoming faxes must go to the email address of a single recipient who acts as an attendant and forwards the faxes to the intended recipients. This is the FaxFinder’s Manual Routing Mode of operation. In the FaxFinder software’s “Modem Configuration” screen, you simply choose the “POTS Line” option to implement the Manual Routing Mode of operation. In order for each user to receive incoming faxes directly, the FaxFinder must be connected to a PBX that can route multiple extensions to a single port (convergent routing). If your PBX does not support this convergent routing, then incoming faxes must be sent to recipients through an attendant. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 13 Chapter 2: Installation Installation Overview Part A: Cabling – Connecting the FaxFinder to Power, 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. A. FF120/220 Power. Plug the DC power transformer into a power outlet or power strip. Secure the other end to the Power Receptacle on your FF120/220 FaxFinder. Secure the power cord to the connector with the lock nut. (Builds of FF120/220 for outside of North America have a 2-piece power connection.) Note: The FF120 & 220 have a reset switch in lieu of a power toggle switch. Using a straightened paper clip to push the recessed button will perform a hardware reset. This is only necessary if the unit becomes unresponsive. 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 Cable Receptacle LINE 1 LINE 2 CONSOLE LAN 1 RESET FF-120/220 Lock Nut B. FF420/820 Power. Connect the power cable between the unit and a power outlet. 1 2 3 4 5 6 7 8 ETHERNET COMMAND FF-420/820 Multi-Tech Systems, Inc. FaxFinder Admin User Guide 14 Chapter 2: Installation 2. Verify Powering. FF-120/220 Status LED Status Power Line 1 TD RD TR CD LAN 1 LNK 100 CF Line 2 TD RD TR CD Power LED Status LED R Power Status Ethernet LNK IOO Modem 1 TD Modem 2 RD CD TD RD CD Modem 3 TD RD CD Modem 4 TD RD CD Modem 5 TD RD CD Modem 6 TD RD CD Modem 7 TD RD CD Modem 8 TD RD CD FF-420/820 Power LED 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. Ethernet Receptacle LINE 2 LINE 1 LAN 1 FF-120/220 1 2 3 4 5 6 CONSOLE RESET 7 8 ETHERNET COMMAND FF-420/820 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. If it is a 192.168.2.x subnet, connect from the Administrative PC to the FaxFinder using an RJ45 crossover cable until the FaxFinder’s IP address has been configured. Thereafter, connect the FaxFinder into the network with an ordinary RJ45 cable. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 15 Chapter 2: Installation Part B: Connecting to Telephony Service The FaxFinder can either be connected to a PBX (for use in Automated Routing Mode) or to POTS lines (for use in Manual Routing Mode). Connection for Automated 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. Connection for Manual Routing Mode Plug one end of the phone cable into the FaxFinder’s LINE jack and the other end into your standard telephone receptacle. Automated Routing Mode 1 2 3 4 5 6 7 8 ETHERNET COMMAND Manual Routing Mode LINE 1 LINE 2 LAN 1 CONSOLE RESET Multi-Tech Systems, Inc. FaxFinder Admin User Guide 16 Chapter 2: Installation Part C: Installing the Software There are two programs to install for configuring and using the FaxFinder unit. The Device Manager software is for the Administrator and primarily deals with the setup and logging functionality. The second is the Client software that is for general use of the FaxFinder, but it needs to be associated with a FaxFinder unit for proper operation. Installing the Device Manager software A. Insert the FaxFinder Product CD into the CD-ROM drive of the client PC. If the CD does not auto start, use Windows Explorer to navigate to your CD drive and launch the installation program by double-clicking on cd_start.exe file on the CD. From the menu presented, click the Software button. From the new screen presented, select the Manager Software button to install the Multi-Tech Device Manager software used to configure the FaxFinder unit. B. The Welcome wizard appears. Click Next. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 17 Chapter 2: Installation C. Select the location where you would like the software to install. Click Next. D. The software is ready to be installed. Click Install. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 18 Chapter 2: Installation E. When the installation is completed, click Finish. Installation of the Device Manger software is complete. You may now move ahead and set up your FaxFinder unit using the Device Manager software, or continue with the Client software installation below. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 19 Chapter 2: Installation Installing the Client software A. Insert the FaxFinder Product CD into the CD-ROM drive of the client PC. If the CD does not auto start, use Windows Explorer to navigate to your CD drive and launch the installation program by double-clicking on cd_start.exe file on the CD. From the menu presented, click the Software button. From the new screen presented, select the Client Software button to install the Multi-Tech FaxFinder Client software for using the FaxFinder unit. Important: If you have any old versions of the FaxFinder client software installed, please uninstall that prior to installing the new version. For your convenience, there is a mass uninstaller available for push uninstalls on the product CD. It is in the Software folder and is called ‘Remove_InstallShield_FFClient.msi’. Vista Only: Should you install the client in Windows Vista, you may see a pop-up window informing you of a printer spooling in use. Please select ‘Continue’ to finish the installation. This message has no impact on the installation or functionality of the FaxFinder Client Software. Continue the installation. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 20 Chapter 2: Installation B. At the Welcome screen, click Next. C. At the Select Installation Folder screen, browse to the desired file location for the FaxFinder client software. In most cases, the default file location is recommended. Clicking on the Disk Cost button will show you the size of the software being installed as well as the available disk space of the target drive. When the destination location is correct, click Next. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 21 Chapter 2: Installation D. At the Confirm Installation screen, click Next to begin the installation.. E. A transient screen will appear while files are being copied. F. The FaxFinder Client software can place a shortcut in the Startup directory so that the client software will start automatically when the PC is booted. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 22 Chapter 2: Installation G. You will be asked if you want the Client software to automatically launch when the installation is complete. Select your preference H. 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). If a Question screen appears asking "Warning - the extension .tif is already registered, Overwrite?”; 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. I. Then the Installation Complete screen will appear. Click the Close button. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 23 Chapter 2: Installation Client Install on Terminal Service The process for installing the FaxFinder Client software in Terminal Services is as follows: • • • • Run the FaxFinder Client for Terminal Services installer as an administrator on the terminal server. Once the installation is complete, a shortcut to the FaxFinder Client is created in the Startup section of the start menu for All Users (C:\Documents and Settings\All Users\Start Menu\Programs\Startup). This causes the FaxFinder Client to start up automatically when any user logs into the terminal server. If this is not desired, the shortcut in the All Users start menu may be deleted and placed in user-specific Startup folders as needed. Users running the FaxFinder Client must be granted full permissions to the "Multi-Tech FaxFinder" printer or the client will error on start up. The users may be added to the Power Users group, which has full access by default, or can be given permission individually by selecting Properties on the printer and navigating to the Security tab. Push Installs of the Client Software The FaxFinder Client installer is now available as an MSI package. This provides the ability to perform remote installation using Microsoft Group Policy, SMS, as well as other third party tools. The installer can be run like any other Windows software installer and it can also be invoked from the command line using the Windows Installer command ‘msiexec’. Previous versions of the FaxFinder Client (1.08.06 and older) must be uninstalled before upgrading. The installer supports the following options when being used from the command line or remote installation: • • • • • • Set a different install directory: o TARGETDIR=PATH (default is Program Files/Multi-Tech Systems/FaxFinder Client Software) Add file associations for Multi-Tech TIFF Viewer and Cover Page Editor: o ADDFILEEXT=1 (default is 0) Start the FaxFinder client after installation: o LAUNCHPRODUCT=1 (default is 0) Automatically Start the FaxFinder Client o LAUNCHPRODUCTONBOOT=1 (default is 0) Example command to install in silent mode with options: o msiexec /i FFClient-x_x_x.msi /q TARGETDIR=”C:\FaxFinder Client” ADDFILEEXT=1 LAUNCHPRODUCT=1 LAUNCHPRODUCTONBOOT=1 Example command to uninstall in silent mode: o msiexec /x FFClient-x_x_x.msi /q An example of how to perform a remote software installation using Microsoft Group Policy is available from Microsoft’s website. • Search for Knowledge Base article number 816102 at microsoft.com. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 24 Chapter 2: Installation FaxFinder Client Terminal Services MSI Installer The FaxFinder Client Terminal Services Installer is also available as an MSI package. • Run the FaxFinder Client for Terminal Services installer as an administrator on the terminal server. Once the installation is complete, a shortcut to the FaxFinder Client is created in the Startup section of the start menu for All Users (C:\Documents and Settings\All Users\Start Menu\Programs\Startup). This causes the FaxFinder Client to start up automatically when any user logs into the terminal server. If this is not desired, the shortcut in the All Users start menu may be deleted and placed in user-specific Startup folders as needed. FaxFinder Client Install Shield Mass Uninstall An MSI package is available on the web site, and the Installation CD, that can be used to mass un-install the previous version of FaxFinder Client (versions before 1.08.08). • Example command to uninstall the Install Shield FaxFinder Client in silent mode: o msiexec /i remove_installshield_faxclient.msi /q Multi-Tech Systems, Inc. FaxFinder Admin User Guide 25 Chapter 2: Installation Part D: 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 (for Server Admin screen) Values for this FaxFinder IP Address (of FaxFinder unit) Subnet Mask (Domain) Name Server Secondary Name Server (optional) Default Gateway Time Server SMTP (Mail) Server Address SMTP Port SMTP Server User ID SMTP Password Routing: Manual Routing Mode= “None”; Automated Routing Mode = either “DTMF Digits” or a PBXspecific mode code) User Parameters (for Server Phonebook, Client Options, & Client Add Fax Server screens) Name User ID/ Username Multi-Tech Systems, Inc. Email Address PBX Extension FaxFinder Admin User Guide Password 26 Chapter 2: Installation Manual Routing Mode: Mapping of FF Ports to Phone Numbers FaxFinder Port Phone Number Port 1 Port 2 Port 3 Port 4 Port 5 Port 6 Port 7 Port 8 Automated Routing Mode: PBX Phone Number Ranges Start of Range Multi-Tech Systems, Inc. End of Range FaxFinder Admin User Guide 27 Chapter 2: Installation 1. Setting Admin PC to Startup IP Address There are two ways that you can set the startup IP parameters. You can either • do steps 1A and 1B, then do the steps for your operating system from the table, and then skip to 2A, -or• do the “Alternative Method ...” using the Device Manager software and then go on to step 2A. A. Connect a pc to your network. B. Set the pc IP address to 192.168.2.x subnet (using any address except 192.168.2.1). Windows XP/2003 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 2000 a. From the Windows desktop, right-click 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. Windows Vista a. Click on Start and go to Network. b. In the left-hand ‘Folders’ pane, Right-click on Network and select Properties. c. For the Local Area Connection, click on the View Status link. d. In the Status window, click on Properties. Click Continue when the permission window pops-up. e. In the Properties window, click once to highlight “Internet Protocol Version 4 (TCP/IPv4) and then click Properties below. f. Here you can select the “Use the following IP address:” radio button, and then set the “IP Address” to 192.168.2.2. g. Click OK, then click Close and Close again. Alternative Method for Setting Desired IP Parameters on FaxFinder Server If the FaxFinder Server is on the same subnet as the Administration PC, you can set its IP parameters using the Multi-Tech Device Manager’s Auto-Discovery function (see Chapter 8 concerning installation of the Device Manager software). In Device Manager, go to Edit | Auto-Discover Devices. The Auto Discovery Monitor dialog box will appear. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 28 Chapter 2: Installation Double-click on the FaxFinder in the Auto Discovery Monitor dialog box and change the IP Addresses. If you know the correct User ID and Password, you can change the IP Address, Subnet Mask or Gateway IP. Select the field you wish to change, enter the User ID and Password then click Update. If you click the Reset UID/PWD button, the telnet User ID and Password of the FaxFinder Server will be reset to factory defaults (admin/admin). The Auto Discovery Monitor dialog box will be updated with the IP parameter information from the Server. This can take up to 30 seconds. The Host Name column will change to Waiting for update, and then back to FaxFinder once the update is completed. The FaxFinder server may need to be turned off and back on again for the IP address change to take effect. If the IP address is being changed from a previously “discovered” FaxFinder, the old IP version will need to be deleted from the Device Manager by right-clicking on the old IP and selecting Delete. You may now Add Device or run the Auto-Discovery again. Continue to step 2A. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 29 Chapter 2: Installation 2. Logging In A. Bring up a Web browser on your pc. At the browser’s address line, type the IP address of the FaxFinder: either type http://192.168.2.1 and press Enter, or type the IP address you set using the Auto Discovery dialog box (the “Alternative Method...” above) 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 “What if I can’t see the web page for my FaxFinder?” in the Troubleshooting appendix. 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. FaxFinder Admin User Guide 30 Chapter 2: 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. B. Fill in the IP information that applies to your FF120/220/420/820 FaxFinder Server unit. The fields for “IP Address,” “Subnet Mask,” “Default Gateway” and “Name Server” are required. The Hostname field is used to supply a fully qualified domain name (fqdn) for the FaxFinder Server when it accesses an email server to send email. A “Secondary Name Server” may be considered optional, but, in any case, do not leave any invalid value in this field. C. Click Update. After the Update button has been clicked, it takes 5 seconds for the FaxFinder to update the addresses. 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 31 Chapter 2: Installation 5. Log In After Reset 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. The first several 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 next group of phonebook rows are for attendants (one attendant row for the FF120, two for the FF220, four for the FF420, and eight rows for the FF820). These rows stand out as exceptional because they have no values in the User ID column. No matter what values are used in the Name and Email Address fields the attendant rows will still do this special function. So, you will want to avoid putting regular fax users in these rows. In Manual Routing Mode, each ‘attendant’ row is related to a separate POTS Line. The assigned ‘attendant’ will receive all emails that enter the FaxFinder system through that modem and the attendant will have to distribute them to their final recipients. You can assign attendants for your convenience. You could assign a separate attendant for each POTS line; or one attendant might be assigned to handle incoming fax traffic from multiple POTS lines. For example, suppose an 4-port FaxFinder (FF420) is used by a company that has four separate departments. In that case, it might be convenient to have one person in each of those departments serve as the attendant for that department. In Automated Routing Mode, the email address for each of these ‘attendant’ rows will receive all emails that are undeliverable to any end-user on the FaxFinder system. You could assign a separate email recipient for such undeliverable faxes as they are received through each of the FaxFinder’s modems. However, it’s more likely that you will want to have a single recipient to handle all undeliverable faxes regardless of the modem through which they entered the FaxFinder system. So, for Automated Routing Mode, we recommend that you enter the same email address for all of the ‘attendant’ rows, unless you have a specific reason to do otherwise. A. Administrator 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). Multi-Tech Systems, Inc. FaxFinder Admin User Guide 32 Chapter 2: Installation At this point, the FaxFinder ‘home’ page is displayed. Click on Phone Book to see the updated values. The next step (B1) will depend on the routing mode (automated or manual) used. B1. “Pots Line n” Rows: Automated Routing Mode only In the “Pots Line n” rows of the Phone Book screen (where n is 1 for the FF120, 1-2 for the FF220, 1-4 for the FF420, and 1-8 for the FF820), 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 email address of the FaxFinder modem on which it was received, which would correspond to one of the “Pots Line n” rows of the Phone Book.) In general, it would also be possible to direct unassigned faxes to a different email address for each FaxFinder modem. This is a matter of convenience or preference. B1. “Pots Line n” Rows: Manual Routing Mode only In the “Pots Line n” rows of the Phone Book screen, enter the email address of the person(s) whom you want to receive all faxes sent to each FaxFinder modem. This party becomes essentially the ‘fax attendant’ for that particular FaxFinder modem. This is the person who forwards received faxes to their intended recipients, typically by forwarding the email to which the fax message is attached. A natural approach to fax attendant assignments would be to have one attendant for each department of a company. For example, Art Jones might be the fax attendant for the accounting department, Sue Thompson the attendant for the sales department, Dee Brooks for the customer service department, and Ray Dodd for the repair department. If an FF420 FaxFinder were used, each of these fax attendants could be assigned one of its modems. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 33 Chapter 2: Installation B2. “Pots Line n” Rows: Finishing Click on Update in each of the “Pots Line n” rows after editing. The message “Success: POTS Line n was updated” will appear above the Phone Book list. C. Personal Email Address for Administrator (optional) i. Just below the last “Pots Line n” rows of the Phone Book screen, enter the name and user ID that the FaxFinder Administrator can use to send and receive (Automated Routing Mode only) personal faxes. In Automated Routing Mode, enter, in the Ext field, the Administrator’s PBX fax extension. In Manual Routing 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 34 Chapter 2: Installation 7. Setting up the Mail Server A. In the FaxFinder Administration screen, go to the SMTP Configuration fields. B. Fill in the network IP address of your mail server. C. If needed, fill in SMTP Port values if different than 25 (which is the default value). D. If needed by the SMTP Server, fill in the SMTP Server User ID and SMTP Password (which you will need to retype to confirm). E. Unless you have compelling reasons for changing them, we suggest that you accept default values for the fields labeled “Email Size Limit,” “Send Fax Email Receipt,” “Include Fax Details,” and “Fax Output Format” (set to PDF). F. Click Update. G. At this point the FaxFinder will send the Administrator an email saying that the mail server address has been updated. If your Administrator does not receive such an email, see the Troubleshooting appendix, specifically item #2 “What if I don’t get an email when I set the mail server address?” 8. Configuring the FaxFinder’s Modems Each of the FaxFinder’s modems can direct inbound faxes to client email addresses. A. In the FaxFinder Server software, go to the Modem Configuration screen and enter the modem characteristics that your FaxFinder system needs this modem to have. The default values have been designed to work well in many situations. B. Click on the Modem down arrow to choose the modem you want to configure. You can choose one or all the modems to configure. C. Specify a Country Code that fits your location. The Country Code configures the modem to meet telecom requirements in the specified country. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 35 Chapter 2: Installation D. Use the Routing field to set the FaxFinder’s operating mode. For Manual Routing Mode, set the Routing field to “Pots Line.” For Automated 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. E. 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. F. Fax Debugging. Leave this feature OFF. It is intended for use only by Multi-Tech Tech Support. G. Init String. Set only if modem is in situation that requires an AT command to be inserted after each use. H. Set the Max DTMF Digits field per the requirements of the PBX with which the FaxFinder will interface (if applicable). I. 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 Automated 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 Manual Routing 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 36 Chapter 2: Installation J. 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. 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. K. Fax Direction. Set the direction of fax traffic flow for this modem (outbound, inbound, or both). L. Other parameters. For the parameters Answer On, Max Baud Rate, and Tone Dial, use default values unless characteristics of your system warrant otherwise. M. Implement the Configuration Changes. Click Update. to apply the changes to Modem 1 only. Click Update All Modems to apply this same configuration to all of the FaxFinder’s modems. N. 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.” O. Test Call - for Automated Routing Mode (where Routing field is set either to “DTMF Digits” or to the mode code of a specified brand/model of PBX). From an ordinary POTS phone, dial one of the PBX phone numbers used for incoming faxes in the FaxFinder system. Dial the PBX phone number as you would from an outside line (it will not work to dial the number as if it were an ordinary 3- or 4-digit extension). P. Test Call - for Manual Routing Mode (where the Routing field is set to “Pots Line”). From a different POTS phone, dial the number of the phone line to which the FaxFinder is attached. Q. In the Current Status: POTS Modem 1 screen, the "State" field should change to "Waiting For Ring." On the phone, you should hear modem dialup/negotiation tones. R. If you both observe the "Waiting For Ring" state and hear the tones, then the FaxFinder's Modem has been configured properly. If either of these is absent, see “What if the FaxFinder doesn’t answer a fax call?” in the Troubleshooting section S. Repeat steps 8B through 8R for each of the FaxFinder’s modems (twice for the FF220; four times for the FF420; and eight times for the FF820). Shortcut: If you want to configure all of the modems in you FaxFinder identically, you can select the Update All Modems option from the drop down menu. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 37 Chapter 2: Installation 9. Changing Administrator 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. 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 38 Chapter 2: Installation 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. B. Verify that the fax message sent reaches the email inbox of the administrator. Watch the Current Status: System portion of the FaxFinder Server Administration screen to see when or if the FaxFinder sends the email. If the email was sent successfully, the “Pending” field will be “0” (zero) and the “Email Status” field will indicate “No Errors.” If the email does not appear within 5 minutes, see “Chapter 9: Troubleshooting,” specifically “What if I don’t get the email to me of the test fax that I sent?” Multi-Tech Systems, Inc. FaxFinder Admin User Guide 39 Chapter 2: Installation C. Verify also that you can open the fax in a PDF viewer program on your computer. The PDF viewer could be any commercial viewer or any open source PDF viewer. You can also choose to have your fax messages delivered as TIF files. The TIFF viewer program you use could be either the MultiTech 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 PDF or Tiff viewer program will come up automatically displaying the fax file. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 40 Chapter 2: 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 appropriate fields. In Automated Routing Mode, enter, in the Ext column, the PBX extension assigned to each client user. In Manual Routing Mode, leave the Ext field blank; all incoming faxes will go to the ‘Attendant’ (the user specified in the Phone Book’s “Pots Mode n” field) who will distribute them by email. In Manual Routing 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 to create a new row and enter each client user. Ensure that you click on the Update button after each row before editing the next one. The message “Success: [name] was updated” will appear above the Phone Book list. Alternative (and quicker) methods for populating the Phone Book are: • CVS importation using the Device Manager software • Synchronization of the Phone Book with another FaxFinder using the Device Manager software • Restoration of an entire saved configuration file from the same model of FaxFinder • Restoration of a user phone book from a different model of FaxFinder Multi-Tech Systems, Inc. FaxFinder Admin User Guide 41 Chapter 3 – FaxFinder Server Software Screens Introduction 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. FaxFinder Admin User Guide 42 Chapter 3: 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. FaxFinder Admin User Guide 43 Chapter 3: FaxFinder Server Software Screens Fax Log Screen 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. Log Parameters Email Log Threshold Log History Command Buttons Save Changes Send Log Now Delete Log Time Name Remote ID Result Send/Receive Pages Details (button) Fax Log Screen Field Definitions Values Description numeric The total number of sent and received faxes required to cause a log report to be sent to the FaxFinder Administrator. Log reports are sent to the administrator by email. If you do not want fax logs emailed to the Administrator, set this threshold to 0. numeric The total number of fax transmissions (including faxes sent and received) listed in a log report. The number of fax transmissions described in the fax log can differ from the number that triggers the sending of the log report. -Description If you change the values of the “Email Log Threshold” field and/or the “Log History” field, you must click on this button to make those changes take effect. Clicking on this button will cause a fax log to be emailed immediately to the FaxFinder administrator (or other designated recipient). Clicking on this button will remove all fax transmission entries from the Fax Log screen. mm/dd/yyyy Time that fax was sent or received. alphanumeric Client party sending or receiving fax. phone number Fax number of remote party in fax transmission. pass/fail Indicates whether fax transmission passed or failed. send, receive Indicates if FaxFinder client is the sender or receiver. numeric Indicates number of pages in fax transmission. -Click to access the “Fax Details” screen. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 44 Chapter 3: 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 Name Values alphanumeric Fax Direction send or receive Fax Number nnnn Init Time mm/dd/yyyy hh:mm:ss Resolution standard, fine Baud Rate 2400, 4800, 7200, 9600, 12000, 14400, 16800, 19200, 21600, 24000, 26400, 28800, 31200, 33600 bps 0, 5, 10, 20, 40 milliseconds Scan Line Time Remote ID numeric (fax number) or alphanumeric Number of Pages Total Bytes alphanumeric numeric Multi-Tech Systems, Inc. Description Name of local client participating in fax transmission (sending or receiving). Indicates which side of fax transmission the client is on (sending or receiving). Phone number at which client receives in fax transmissions. Time at which the FaxFinder modem was initiated for this fax transmission (receive or send). Coarseness or fineness of the fax image. 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. Number of pages included in fax transmission. Number of bytes in fax transmission. FaxFinder Admin User Guide 45 Chapter 3: FaxFinder Server Software Screens Field Off-Hook Time Width Data Compression Modem Port Status Elapsed time Email Attachments Connect Time Height: Error Correction: Fax Details Screen Field Definitions Values Description mm/dd/yyyy The time at which the modem went off-hook for hh:mm:ss the fax transmission. numeric (in pixels) Width of fax. This is typically 1728 pixels. 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 onedimensional compression and compression of differences between lines (two-dimensional compression). Error Correction is not required if MH or MR compression is used. MMR is twodimensional compression only and requires error correction. MH = modified Huffman, MR = modified READ, MMR = modified modified READ Default = MH. 1 – 8 (FF820) Indicates the modem on which the fax 1 – 4 (FF420) transmission occurred. 1 – 2 (FF220) 1 (FF120) pass/fail Indicates whether the current fax has been transmitted successfully or not. (in seconds) Indicates the duration of the current fax transmission. numeric Indicates the number of email attachments into which an incoming fax was divided. mm/dd/yyyy Indicates the time at which the connection for the hh:mm:ss current fax began. Letter, Legal, Height of fax expressed in common page sizes Variable (Letter = 8.5” x 11”; Legal = 8.5” x 14”) on, off Indicates whether the function to detect and right faulty data is on or off. FaxFinder timeline with “Elapsed Time” marked. init time off-hook time connect time hang-up time elapsed time Multi-Tech Systems, Inc. FaxFinder Admin User Guide 46 Chapter 3: FaxFinder Server Software Screens Current Status Screen Current Status Screen Field Definitions Field Name Values System fields group Current Time weekday, mo, dd hh:mm:ss yyyy Pending Msgs numeric Email To: Subject: Time Server Status Multi-Tech Systems, Inc. a@b.c alphanumeric Initializing, No Errors, SNTP Error: type Description The present time of day. Emails that have arrived in the FaxFinder Server 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 the FaxFinder is online. Email recipient of latest fax message (either the last message sent or, if a message is pending, that pending message. Subject line of email version of pending/last fax 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. FaxFinder Admin User Guide 47 Chapter 3: FaxFinder Server Software Screens Current Status Screen Field Definitions (cont’d) Field Name Values Description System fields group Operation time since last reboot. Up Time x days yy hours: zz minutes Email Status No Errors, Indicates whether the FaxFinder’s email Bad MailServer transmissions, both faxes and administrative Address, messages, are proceeding with or without errors. Mail Server Connect Failed, SMTP Invalid Response, SMTP Client Timeout POTS Modem n fields group State Waiting for Ring, Indicates the modem’s current operating Initializing Modem, condition. Waiting for Connect, Negotiating, Receiving Page, Postpage Processing, Processing, Busied Out Vertical Resolution standard, fine Horizontal resolution is 204 bpi. Vertical resolution can be either 98 bpi (standard) or 196 bpi (fine). numeric, in pixels Width Width of received fax. Connect Time mm/dd/yyyy, For the current fax, the date and time at which hh:mm:ss the connection began. Remote ID numeric (phone The fax number or other identifier for the offnumber) or premises fax machine (sender or receiver) alphanumeric involved with this fax transmission. Name alphanumeric Identifier or description for the off-premises fax machine (sender or receiver) involved with this fax transmission. Version alphanumeric FaxFinder modem version in use. 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. Baud Rate 2400, 4800, 7200, 9600, The data transmission speed in bits per second 12000, 14400, 16800, 19200, at which the current fax transmission is 21600, 24000, 26400, 28800, occurring. 31200, 33600 bps Length letter, legal, or Length, in paper size, of the received fax. variable Elapsed Time numeric The duration of the current fax transmission in seconds. Phone Number numeric The fax number of 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. Imposes a busied state on the modem. This can only Make Busy (button) be done by a user with administrative rights. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 48 Chapter 3: 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 49 Chapter 3: FaxFinder Server Software Screens Administration Screen Multi-Tech Systems, Inc. FaxFinder Admin User Guide 50 Chapter 3: FaxFinder Server Software Screens Administration Screen Field Definitions Field Name Values Description IP Configuration Fields IP Address n.n.n.n for n = 0-255 The IP address of the fax server. Subnet Mask 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. Name Server n.n.n.n for n = 0-255 The IP address of a local DNS server. Host name alphanumeric Supplies a fully qualified domain name (fqdn) for the FaxFinder Server when it accesses an email server to send email. Some email servers require an fqdn on the EHLO command at the beginning of the SMTP email communication. The model name of the FaxFinder is the default. Also see the SMTP Configuration section on setting an email address for the FaxFInder. Default Gateway Name n.n.n.n for n = 0-255 Address used to route data out of the immediate network. Secondary Name Server n.n.n.n for n = 0-255 The IP address of a backup DNS server, which is typically at a separate location. A “Secondary Name Server” may be considered optional, but, in any case, do not leave any invalid value in this field. Update (button) Click on this button to make changes to IP Configuration fields take effect. SMTP Configuration Fields Active Email Server Primary -or- Backup SMTP Server The active server will be automatically switched to the backup email server if an error occurs when an attempt is made to send an email. The active server will toggle between primary and backup servers depending on errors during email transmissions. FaxFinder Email Address n.n.n.n for n = 0-255 This field is used to set the ‘From’ email address on emails sent by the FaxFinder. If the field is left blank, the email address of the administrator is used. This field can also be set to a no_reply@yoursite.com email address to prevent recipients of an email from replying directly to the administrator. This field along with the hostname field in IP Configuration can be used to identify emails as coming from the FaxFinder, instead of the Administrator email account. See the IP Configuration Hostname section for setting the hostname along with this field for sending email from the FaxFinder. SMTP Server Address n.n.n.n for n = 0-255 Domain name or IP address for mail server (SMTP must be supported on mail server). SMTP Port 0 – 65535 (default: 25) The IP port on which the SMTP server is listening. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 51 Chapter 3: FaxFinder Server Software Screens Administration Screen Field Definitions (continued) Field Name Values Description SMTP Configuration Fields SMTP Server User ID 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. SMTP Password alphanumeric Password used by FaxFinder unit when accessing mail server. Leave this field blank if authentication is not needed. Retype SMTP Password alphanumeric Reiteration of above password. Backup SMTP Server n.n.n.n The Backup SMTP Server can be set up to send received faxes to users, if the primary email server is interrupted. The Active Email Server drop down shows the email server which will be used to send email. If an email attempt fails, the FaxFinder re-queues the message and automatically switches to the server that is not currently active. This provides a way to ensure received faxes are sent when the primary email service is interrupted. Backup User ID alphanumeric Log in ID for the backup server. Backup SMTP Port 0 – 65535 (default: 24) IP port on which the backup SMTP server is listening. Backup SMTP Password alphanumeric Password for access to the backup server. Retype Backup Password alphanumeric Reiteration of above password. Email Size Limit 100 - 192000 in kilobytes This is the maximum size limit that the FaxFinder will accept for incoming fax messages.Set this to match any limits that your email server may have on attachments. Email Admin on Failed Fax Y/N Sends an email to Admin address for each failed fax. Send Fax Email Receipt 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. Include Fax Details Y/N Determines whether, for received faxes, the technical characteristics of that particular fax are included in the email message. (These details are those listed in the Fax Details screen that is accessible as a secondary screen from the Fax Log screen). Fax Output Format PDF (default) or TIF Determines whether the fax message becomes a PDF attachment or TIF attachment. TIF attachments can be forwarded or added to a list of multiple documents to be faxed whereas PDF attachments cannot. Update (button) Click on this button to have changes to SMTP Configuration take effect. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 52 Chapter 3: FaxFinder Server Software Screens Administration Screen Field Definitions (continued) Field Name Values Description Time Configuration Fields Time Server URL A real time clock has been enabled on the FaxFinder Server which can eliminate the need to use an external time server to get the Time of Day. To set the real time clock: Set the current time in 24-hour format in the Time (24 hr) hh:mm:ss field. Set the current date in the Date mm/dd/yy field. Select none for the Time Server. Click update and the real time clock will be set using this information. The time of day is preserved across power cycles of the Server. If you use an external time server, the real time clock will be set in response to time retrieved from the external time server. Add Time Server URL Used to add a user-supplied time server. Request Interval This value (to be set by user) indicates how often the FaxFinder will update its clock from the Time Server. Y/N Adjust clock setting to coincide with Daylight Savings. alphanumeric Indicates the time zone in which the FaxFinder server is located. mm/dd/yyyy -ordd/mm/yyyy -oryyyy/mm/dd The date can be set to one of three orders, where mm is the month, dd is the day of the month, and yyyy is the year. 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. Time (24hr) hh:mm:ss Display current time in 24-hour format. This can be used to set the time for the real time clock. Update (button) Click on this button to make changes to Time Configuration settings take effect. Use Daylight Savings Time (DST) Time Zone Date Format Time Format Reset Unit fields Reset button Multi-Tech Systems, Inc. Click on this button to re-boot the server. FaxFinder Admin User Guide 53 Chapter 3: 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. Sorting Function. You can sort the entries of this screen by clicking on the column name; the entries will be re-sorted by that column’s parameter in ascending alphabetical or numerical order. Phone Book Screen Field Definitions Field Name Name User ID Email Address Ext # Function Delete button Admin row Values alphanumeric alphanumeric alphanumeric in email name format numeric Buttons for Update, Delete, and Add functions --- Multi-Tech Systems, Inc. Description For each client entry, this column shows the client’s name. For each client entry, this column lists an 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 client’s email address. For each client entry, this column shows the client’s PBX extension phone number. This is the directory number for incoming faxes only. You can use this field to direct faxes to multiple client-users even though the fax itself was originally directed to only one client-user. By entering, in this field, the client-user of extensionA will also receive all faxes sent to extensionF. By entering - in this field, the client-users of extensions A, B, and C will all receive faxes sent to any of them. By entering , * in this field, the client-user of extensionA will receive all faxes sent to all extensions in the Phone Book. Also, you can assign the same extension number to two client-users. Both will receive faxes sent to that extension number. For each client entry, this column presents functions that can be invoked upon the entry. Use to remove a client user from the Phone Book. 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. FaxFinder Admin User Guide 54 Chapter 3: FaxFinder Server Software Screens Phone Book Screen Field Definitions (cont’d) Field Name Pots Line n rows Values Description Each row in a group of rows immediately following the Administrator row corresponds to one of the FaxFinder’s modems. There is one such row for the FF120. There are two such rows for the FF220, four for the FF420, and eight for the FF820. These rows function differently in Manual Routing Mode than in Automated Routing Mode. Automated Routing Mode (where the Routing field of the Modem Configuration screen is set to “DTMF Digits” or set to a PBX-specific mode code). The POTS Line n ‘attendant’ will receive all emails that are undeliverable to any end-user on the FaxFinder system. In such cases, it is probably adviseable to have the same attendant for all n of the POTS modems. Manual Routing Mode. Each row allows faxes to one of the modems to be directed to an assigned email address. The owner of that email address can then act as an attendant for the faxes received through that modem. This arrangement allows each of the FaxFinder’s individual modems to serve a separate department of a company (or any convenient grouping of client users) through the assigned attendant. User Update button Multi-Tech Systems, Inc. These rows can be renamed and need not always literally have Name field values of “POTS Line1,” “POTS Line2,” etc. Still, no matter what values are used for the Name and Email Address fields of these rows, they still serve the purpose of receiving faxes to unassigned numbers (for Automated Routing Mode) or they facilitate the ‘fax attendant’ function (for Manual Routing Mode). That is, you cannot enter the name and email address of ordinary fax users in these rows. These rows always serve a special purpose. You must click this button after changing values on Phone Book entries in order to update the Phone Book. FaxFinder Admin User Guide 55 Chapter 3: FaxFinder Server Software Screens Modem Configuration Screen Modem Configuration Screen Field Definitions Values Description Field Name Modem Country Code POTS Modem #, All country names Answer On number of rings Routing Pots Line, DTMF Digits, Alcatel Mode Code, Siemens HiCom Mode Code, Avaya Mode Code, NEC Aspire Modem Code, Samsung Modem Code, User Defined Multi-Tech Systems, Inc. This field allows you to select one or all modems to change configuration. Sets modem telephony parameters as required for the listed country. This setting determines the number of rings after which an incoming fax call to the POTS modem will be answered. Default = 2. The value chosen for this field determines whether the FaxFinder is in Manual Routing Mode (the “Pots Line” option) or Automated Routing Mode. If the FaxFinder is in Automated Routing Mode, this field also determines whether it is in generic Automated Routing Mode (the “DTMF Digits” option) or if a specific mode-code is used (mode codes are available for certain specific PBX models). 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 “Pots Line,” then the FaxFinder is said to be in “Automated 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 “Manual Routing Mode.” 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 voice-mail. Additional mode codes are available as listed. User Defined mode codes (Custom) are defined in the Key URL that displays the definitions of the special character sequence that can be used to create a custom mode code definition. The Key URL is displayed after the Routing Definition field when Routing is set to User Defined. FaxFinder Admin User Guide 56 Chapter 3: FaxFinder Server Software Screens Field Name Routing Definition Modem Configuration Screen Field Definitions (cont’d) Values Description Key link, Many PBXs send a series of DTMF Tones to the Server Description link when a call is being established. The Routing Definition -andfield defines where the Extentsion number is in the series Hide Key, of tones. The Extension number is used by the FaxFinder Hide Description Server to route the received fax to the appropriate email address. Routing Definition allows a User Defined setting for PBXs using DTMF routing that is not currently in the Routing field. The Key URL will display the definition of the special character sequence that can be used to create a custom mode code definition. The definition is used by the FaxFinder Server to extract the extension number from the DTFM tones sent to the PBX. The Description URL will display how the FaxServer will interpret the custom definition. In an example of the Routing set for Avaya Mode Code, the Description in the Routing Definition is displayed as follows: Max Baud Rate 2400 – 33,600 bps Tone Dial Multi-Tech Systems, Inc. on, off In the Description above, the # is used as a delimiter between sections of the custom routing definition. There are two calling type characters, followed by 4 calling number characters, followed by 4 DTMF extension digits. The ? tells the Server to use the definition of Max DTMF Digits for the number of extension digits. All fields are separated by a # tone field separator. The value in this field determines the maximum baud rate used for fax calls on the POTS modem. Set at less than 33,600 bps only if there are problems with the phone line. 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. FaxFinder Admin User Guide 57 Chapter 3: FaxFinder Server Software Screens “Modem Configuration: POTS Modem” Screen Field Definitions (cont’d) Field Name Values Description Dial Prefix Numeric string, When the FaxFinder is used on a phone line in a 5 characters, max. PBX or key system, this is the digit that must be Use of a comma is dialed to access an outside line (that is, a line on optional. The comma the PSTN rather than extensions of the PBX or denotes a brief delay to key telephone system). The digit “9” is most establish dial tone for an frequently used. outside line. 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. Init String in AT command format 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 This button updates changes to all modems of (button) the FaxFinder. Max DTMF Digits 1-15 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; The value in this field will be printed at the top of 20 characters, max. 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. This field can be linked to the client software. The client-user can choose the value of this field for his/her Fax ID by going to File | Options | Identification | Fax Header Local ID and selecting the value “Default (modem Fax ID).” Multi-Tech Systems, Inc. FaxFinder Admin User Guide 58 Chapter 3: 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, In this field, you can set the FaxFinder to allow outbound, only incoming faxes, only outgoing faxes, or to allow both. Modem Configuration Table The Modem Configuration Table will display the settings for each modem as they were set. This is an area that will let you know how each modem is set at a glance. Columns displayed (in order, from left to right): • • • • • • • • • • • • • • • Modem Country Code Answer On Max DTMF Digits Routing Routing Definition Fax ID Max Baud Rate Error Correction Tone Dial Smart Dial Dial Prefix Fax Direction Fax Debugging Init String Multi-Tech Systems, Inc. FaxFinder Admin User Guide 59 Chapter 3: 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. After making changes to a single line, make sure to click the update button as further changes will be discarded. 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. Column Name Name User ID Password “Password Administration” Screen Field Definitions Values Description alphanumeric Name of client user. This entry must match the “Name” entry in the Phone Book. alphanumeric Identifier for client user. This entry must match the “User ID” entry in the Phone Book. 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 without administrative rights. Passwords must be at least 1 character in length, can be as long as 40 characters, and are case-sensitive. Confirm Password Update Multi-Tech Systems, Inc. alphanumeric Update (button) After a password is entered in the Password column, an exactly matching entry must be made here to validate that password. When you add or change a client password, you must click on this button to make the change permanent. FaxFinder Admin User Guide 60 Chapter 3: FaxFinder Server Software Screens Shared Resources Screen Inbound Fax Backup gives you the ability to add a Share location to copy received faxes. This feature allows all incoming faxes to be copied to a share location before they are emailed. The Domain field is set to the domain of the user, if the user ID and password are a domain user account. Select Shared Resources from the Main Menu, to show the Inbound Fax Backup screen. Put the location of the Share Server in the Share Location edit field. Username, Password and Confirm Password are used if a user id and password are required to copy files to the share folder. Click Update to save the share information – an attempt to write a test file to the share directory is made to ensure the FaxFinder has write privileges to the share drive. A message will indicate success (Inbound Fax Backup updated successfully) or failure (Share Access Error). Multi-Tech Systems, Inc. FaxFinder Admin User Guide 61 Chapter 4 – FaxFinder Client Software Configuration Establishing Client User’s ID in System When the FaxFinder Fax Client Software starts, you will be prompted to enter your own client user information in the Options | Identification screen. You will not be able to access or use the FaxFinder client until this step has been done. The default value for the Options | Identification “Fax Header Local ID” field is the value taken from the “Fax ID” field (from the FaxFinder Server Modem Configuration screen) for the modem used in the fax transmission. 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 a file named FF110.EXE (or something very similar), which, following a typical, default installation, the Client is located at C:\Program Files\Multi-Tech Systems\FaxFinder Client Software\FFxxxClient.exe (the x’s represent the version number). Multi-Tech Systems, Inc. FaxFinder Admin User Guide 62 Chapter 4: FaxFinder Client Software Configuration Associating Client with Specific FaxFinder Unit(s) Sometimes more than one FaxFinder unit is connected to an Ethernet network. In some cases, certain client users might be assigned to some FaxFinder units and not assigned to others. After the FaxFinder client software is installed, you must associate it with one or more FaxFinder units. This procedure shows you how to make this association so that faxes may be sent from a particular FaxFinder unit to the email inbox of your PC. To do this procedure, you will need to know the IP address of the FaxFinder unit. Be aware that an individual FaxFinder client user can be associated with more than one FaxFinder unit. This could easily be the case in an office that is large and/or an office that has a great deal of fax traffic. 1. At the main screen of the FaxFinder Fax Client Software, click on Edit and select “Add Fax Server.” 2. At the Add Device Address screen, in the “Select Server” field, highlight “FaxFinder.” In the “Enter Address” field, enter the IP address or domain name of the FaxFinder unit that the client will use. A client can be associated with more than one FaxFinder unit, but the associations must be established one at a time. 3. Enter, in the appropriate fields, the Username and Password that the client will use when accessing this FaxFinder unit. If the client is to be associated with multiple FaxFinder units, a different Username and Password could be established for each. However, in most cases, it is advisable (for the sake of simplicity and convenience) to use the same Username and Password for all FaxFinder units. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 63 Chapter 4: FaxFinder Client Software Configuration 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-clicking DELETE), and enter a new one; otherwise, b. The Username/Password combination may be wrong. Verify that the client Username/Password combination (accessible by right-clicking and selecting Properties on the FaxFinder listed in the Device Status tab of the client software) matches the User ID/Password combination assigned to the client-user by the FaxFinder Administrator. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 64 Chapter 4: FaxFinder Client Software Configuration Disassociating 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 disassociating 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 65 Chapter 4: FaxFinder Client Software Configuration Disabling and Re-Enabling a Client’s FaxFinder Service Disabling a FaxFinder’s service to a specific client is simply a temporary version of disassociating 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 “ ” 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 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 5. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 66 Chapter 4: FaxFinder Client Software Configuration 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 -- Multi-Tech Systems, Inc. Brings up the FaxFinder Send Fax screen, the first step in transmitting a fax message via the FaxFinder system. When you invoke the Pause Scheduler 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 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. FaxFinder Admin User Guide 67 Chapter 4: FaxFinder Client Software Configuration The FaxFinder Send Fax Screen The FaxFinder Send Fax screen appears (a) when you ‘print to FaxFinder’ from any application program, or (b) when you select the Send Fax command from the File menu of the FaxFinder Fax Client Software screen. FaxFinder Send Fax Screen Definitions Command/Field Name Values Recipients pane Name (column) alphanumeric Fax Number (column) Multi-Tech Systems, Inc. numeric Description Party to whom the fax will be sent. You cannot type in this window. When a recipient is specified either from the Address Book or from the Enter a Fax Recipient window, that recipient’s name will appear in this field. Fax number to which the fax will be sent. You cannot type in this window. When a fax number is specified either from the Address Book or from the Enter a Fax Recipient window, that fax number will appear in this field. FaxFinder Admin User Guide 68 Chapter 4: FaxFinder Client Software Configuration FaxFinder Send Fax Screen Definitions (cont’d) Command/Field Name Values Description Recipients pane Brings up the Enter a Fax Recipient window. At this window, you enter the name and fax number of the party to whom the fax will be sent. After you click OK in this window, the FaxFinder-Add Recipient window will appear and prompt you as to whether or not you want to add this recipient to the Address Book. If you check the Remember this response box, the response you select will be remembered. In other words, if you check Remember this response, and click the No button, recipients added using the + button on the Send Fax Form will never be automatically added to the Address book. If you check Remember this response, and click the Yes button, recipients added using the + button on the Send Fax Form will always be automatically added to the Address book. Removes a selected entry from the Recipients list. You will be prompted (by the FaxFinder – Delete? screen) to confirm removal of the recipient from the list of recipients. Brings up the Address Book screen from which a fax recipient can be chosen. + (button) - (button) -- Address Book (button) -- Documents pane entries are Document (column) Pages (column) alphanumeric with file-type extensions entries are numeric + (button) -- - (button) -- Λ (button) -- V (button) -- Send field Schedule pane “immediately” -orat designated later time Schedule (button) Multi-Tech Systems, Inc. -- File name of document to be transmitted as a fax. Length (number of pages) of the fax to be transmitted. Click this button to add another document to the fax transmission. Only TIFF files can be added with this. Click this button to remove a document from the list of items to be faxed. You will be prompted (by the FaxFinder – Delete? screen) to confirm removal of the item from the fax queue. Clicking this button moves a selected document upward in the queue. For example, if the file jonesbill.tif is third in the Document list, clicking will cause it to be the second item faxed. Clicking this button moves a selected document downward in the queue. For example, if the file jonesbill.tif is fourth in the Document list, clicking will cause it to be the fifth item faxed. This field specifies when a fax will be sent. By default, the fax will be sent immediately. If you click the Schedule button and re-schedule the transmission, the time and date of the forthcoming transmission will be listed. Click here to schedule a fax for transmission at a later time. This button brings up the Fax Scheduling screen. See the procedure “Scheduling Fax Transmissions” in Chapter 6. FaxFinder Admin User Guide 69 Chapter 4: FaxFinder Client Software Configuration FaxFinder Send Fax Screen Definitions (cont’d) Command/Field Name Values Cover Page pane Use Cover Page Cover Page Style View/Edit (button) Y/N BoldComplete, BoldComplete2, FaxComplete, LongComment, PlainComplete, PlainShort -- Subject alphanumeric Cover Page Notes alphanumeric Send Fax (button) Preview Fax (button) --- Cancel (button) -- Multi-Tech Systems, Inc. Description Check this checkbox to include a cover page with your fax. If you have checked Use Cover Page, you can select a cover page style for your fax from this drop-down menu. Six standard cover page styles are standard. You can revise any one of these or create a new cover page style using the Template Editor program. Brings up the cover page Template Editor program where the chosen cover page template can be seen and/or altered. Here you can type a brief description of the contents of the fax. The placement of this “Subject” description will depend on the cover page style that you use. Here you can type a lengthy comment about the fax or related topics. Click here to invoke the sending of the fax. Click here to see a preview of the fax, including the cover page. This preview will appear in the TIFF viewer. Click here to cancel the sending of the fax. FaxFinder Admin User Guide 70 Chapter 4: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions Option tab Description Identification tab. The Fax Header Local ID can be used to set the ID of the Sending Modem when Sending a Fax using the FaxFinder Client. The Modem ID string is displayed in the header information of a sent fax. For many Fax machines, it is the phone number of the sending fax machine. The default is the Modem Fax ID which is set via Modem Configuration in the FaxFinder Server web interface. Phone Number will use the Identification Tab's Phone number field as the Modem ID string. Fax Number will use the Identification Tab's Fax number field as the Modem ID string. Fax Retry tab. Here the client user can specify, for faxes that were not sent successfully on the first attempt, the number of subsequent attempts to be made, the interval between these attempts, when attempts should expire. Date/Time tab. Here you enter the date and time formats for the fax header. Server Priority tab. Here you choose to which fax server a sent fax would first be directed: to a FaxFinder, to a Hylafax, or to the first available. This applies only to special multiple-modem server systems that use both FaxFinder and Hylafax. Advanced tab. Here you designate the circumstances that will make the Send Fax window become minimized and allow the enabling of the synchronization of the FaxFinder Address Book with a Microsoft Outlook address book. Trace Outlook Sync should only be selected when directed by Multi-Tech Support as it generates a large amount of logging information and should not be left on for extended periods of time. It will generate a debug log that can be be used to debug problems syncing address book entries with Outlook. Logging tab. Select Save Log on Exit to ensure the Log file exists after the application is closed. A Trace Level of 9 is the highest trace setting. A Trace Level of 1 is the lowest (least amount of trace) setting. Select Custom Log File to create a log file other than the default. You may Browse to an existing File Folder and type in the name of the custom log file in the edit field. Click Defaults to restore the Logging information to factory defaults. Click View Log to view the existing log file. Click Explore to start an explorer window to find existing log files. Click Delete Log to erase the current log. Click Delete All Logs to remove any previously existing Log Files. Click OK to save your changes. Click Cancel to Cancel any changes made. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 71 Chapter 4: FaxFinder Client Software Configuration 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. See the procedure “Associating Client with Specific FaxFinder Unit(s)” earlier in this chapter. 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). See the procedure “Setting Up Your Address Book Manually” in Chapter 6. Edit Cover Page -Brings up the Cover Page Generator (or Template Template Editor) program so that fax cover pages can be created or modified. See the procedure “Creating or Modifying Cover Page Styles” in Chapter 6. Help menu commands Online Help is not currently supported. See User Guides for detailed instructions. An “About” command brings up the FaxFinder Fax Client About screen, which identifies the software’s version. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 72 Chapter 4: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Field Name Values Description Device Status tab Device (column) alphanumeric Shows status of FaxFinder or HylaFAX server units with which the client is associated. Also shows status of the “Print Capture” function and the “Outlook Synchronizer” function. Shows the status of the FaxFinder or HylaFAX Status (column) idle, negotiating, fax server unit pertaining to its fax sending and preparing to capture, capturing receiving capabilities and to its print/image capturing capabilities. page n, sending fax page n, receiving fax page n, success, unsuccessful- user aborted, unsuccessful-no carrier, unsuccessful- no dial tone, unsuccessful-error Recipient (column) alphanumeric Shows the name and fax number of recipient to whom fax is currently being sent. Indicates status of the FaxFinder’s Print Print Capture (row) idle, Capturing software module. preparing to capture, capturing page n Multi-Tech Systems, Inc. FaxFinder Admin User Guide 73 Chapter 4: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Command Name Description Device Status tab (cont’d) Commands accessed by Right-Clicking on a selected FaxFinder delete Dis-associates the client from the selected 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.) disable Temporarily dis-associates the client from the 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 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.) abort Discontinues a fax transmission in progress. abort and Pause Discontinues a fax transmission in progress and 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 Pause Scheduler in the File menu of the FaxFinder Fax Client Software. properties Brings up the FaxFinder screen. This screen simply shows the IP address or domain name of the selected FaxFinder unit. 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 74 Chapter 4: FaxFinder Client Software Configuration 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 for FF120, The fax modem (within) the FaxFinder server ttys0, ttys1 unit, the status of which is being tracked. for FF220 ttys0 denotes POTS Modem 1 of the listed faxfinder unit; ttys_0-3 for FF420 ttys1 denotes POTS Modem 2 of the listed faxfinder unit, etc., for all modems in the FFttys_0-7 for FF820 420/820 unit. Shows the status of the FaxFinder fax server unit Status (column) idle, negotiating, pertaining to its fax sending and receiving preparing to capture, capturing capabilities and to its print/image capturing capabilities. page n, sending fax page n, receiving fax page n, success, unsuccessful- user aborted, unsuccessful-no carrier, unsuccessful- no dial tone, unsuccessful-error 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 active fax ports are listed. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 75 Chapter 4: FaxFinder Client Software Configuration 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 Indicates when each outgoing fax was sent. in the form ddd mmm nn hh:mm:ss zzzzzz Pages (column) Status (column) integer Shows the number of pages in each fax. Indicates whether each fax was sent successfully success, unsuccessful- user or not and, if not, indicates reason for failure. aborted, unsuccessful-no carrier, unsuccessful- no dial tone, unsuccessful-error 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 76 Chapter 4: FaxFinder Client Software Configuration 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. alphanumeric Organization (column) 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 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). Multi-Tech Systems, Inc. FaxFinder Admin User Guide 77 Chapter 4: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions Command Name Values Address Book menu commands -Add Contact Description Brings up the New Contact screen for adding entries to client-user’s personal address book. These entries are for parties to whom the client-user may want to send faxes. The contact info includes the party’s name, their organizational affiliation, phone numbers, fax numbers, and land address information. The contact information goes into these specific fields: Name, Organization, Home Number, Work Number, Fax Number, Address, City, State/Province, and Postal Code. The New Contact screen allows for manual entry of contacts into the Address Book. It can also be accessed from the FaxFinder Send Fax screen and from Edit | Add Contact. Import -- Brings up the Address Book Import screen. The Import command allows you to import entries into your address book from a delimited file (e.g., a MS Outlook address book exported as a delimited file; the delimiter could be a comma, semicolon, colon, or a tab). In most cases, a template file is required to map the information from the import file into the appropriate fields of the FaxFinder Address Book (i.e., into the fields of the New Contact screen) The FaxFinder Client software includes a template that allows entries from one FaxFinder client-user’s Address Book to be imported into the Address Book of another client user, and a template to import entries from an Outlook CSV file. You may also create a custom template to map a CSV file to address book entries. Template files are accessible by clicking on the “Browse” button in the “CSV import field mapping template” area . Export Multi-Tech Systems, Inc. Allows you to create a delimited file from the FaxFinder Address Book for use in applications that can import delimited files. The delimiters could be comma, semicolon, colon, or tab. The primary use of the Export command is to allow an established FaxFinder Address Book to be shared with other client users. Export files have a .csv extension. FaxFinder Admin User Guide 78 Chapter 5 – FaxFinder Client Software Operation Introduction 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 (or designated PDF 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 viewer program 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, the PC’s operating system calls up the designated TIFF viewer to display the outgoing fax. When viewing received faxes, the PC’s operating system calls up the appropriate viewer (PDF or TIFF). The choice of file types (PDF or TIFF) is made in the FaxFinder Server software. Note that client users can choose to display either on the Multi-Tech TIFF viewer or on a different (non-Multi-Tech) TIFF viewing program. Likewise, if the FaxFinder system distributes incoming faxes as PDF files, the client can designate which PDF viewer to use. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 79 Chapter 5: FaxFinder Client Software Operation 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.) However, you can send faxes through the FaxFinder without bringing up the FaxFinder Client Software screen. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 80 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 81 Chapter 5: FaxFinder Client Software Operation After the FaxFinder has been chosen as the target printer, a ‘Properties/Preferences’ screen can be accessed by clicking on either “Properties” or “Preferences” on the Print dialog box (for most application programs, it’s a “Properties” button; for a few, it’s a “Preferences” button). Then a screen labeled either MULTI-TECH FAXFINDER Properties or Printing Preferences screen will appear and its “Device Settings” tab will be shown. We strongly advise you not to change any parameters on the Device Settings tab. If you have changed any parameters, click on the “Restore defaults” button to reset the parameters. Also, none of the parameters on the Profile Manager tab should be altered. DO NOT CHANGE ANY “Device Settings” or “Profile Manager” parameters. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 82 Chapter 5: FaxFinder Client Software Operation 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 “New.” 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. Streamlined Approach. You can also add a recipient in the FaxFinder Send Fax screen by clicking + to launch the Enter a Fax Recipient screen where you can enter Name and Fax Number only. You can then choose to send the fax with or without adding the recipient to your Address Book. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 83 Chapter 5: FaxFinder Client Software Operation 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 Address Book” later in this chapter. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 84 Chapter 5: FaxFinder Client Software Operation 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 Multi-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 viewer program and return to the FaxFinder Send Fax screen. 8. At the FaxFinder Send Fax screen, click on the “Send Fax” 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 85 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 86 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 87 Chapter 5: FaxFinder Client Software Operation Putting Pending Faxes on Hold and Removing 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 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 88 Chapter 5: FaxFinder Client Software Operation 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.” 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 89 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 90 Chapter 5: FaxFinder Client Software Operation 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 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 91 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 92 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 93 Chapter 5: FaxFinder Client Software Operation 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 +. 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. (Faxes received as PDF files cannot be added to the list.) 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 94 Chapter 5: FaxFinder Client Software Operation 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. Note: Forwarding of faxes applies only to TIF files; PDF files cannot be forwarded. 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 “+.” 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 95 Chapter 5: FaxFinder Client Software Operation 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 clicking “+” in the “Recipients” pane and then typing the Name and Fax Number in the Enter a Fax Recipient dialog box. Then click OK. Finally, you would click Send Fax. The TIF file will be reconverted into a fax message that can be received by a fax machine. 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 Automated Routing Mode than in Manual Routing Mode. In Automated Routing Mode, faxes come directly to client/users; in Manual Routing Mode, all faxes come to an attendant who forwards them to the intended recipient. Receiving Faxes in Manual Routing Mode In Manual Routing 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 96 Chapter 5: FaxFinder Client Software Operation 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 “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.) 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 PDF or TIFF files. These graphics files are automatically associated with a PDF or TIFF viewer program that has already been chosen. The client can open the fax email attachment directly in the viewer program. b. Saving the fax message graphic file. In some viewer programs, the client can do a ‘Save As,’ renaming the graphic file attachment with a meaningful name for subsequent viewing or for forwarding (applicable to TIFF files only). 7. The client views the fax message in the (PDF or TIFF) viewer program. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 97 Chapter 5: FaxFinder Client Software Operation Receiving Faxes in Automated Routing Mode In Automated 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 PDF or TIFF graphic file. The graphic 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.) Multi-Tech Systems, Inc. FaxFinder Admin User Guide 98 Chapter 5: FaxFinder Client Software Operation 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 PDF or TIFF files. These graphics files are automatically associated with a PDF or TIFF viewer program that has already been chosen. The client can open the fax email attachment directly in the viewer program. b. Saving the fax message graphic file. In some viewer programs, the client can do a ‘Save As,’ renaming the graphic file attachment with a meaningful name for subsequent viewing or forwarding. 7. The client views the fax message in the (PDF or TIFF) viewer program. 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 99 Chapter 5: FaxFinder Client Software Operation Multi-Tech Systems, Inc. FaxFinder Admin User Guide 100 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 101 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 102 Chapter 5: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 103 Chapter 5: FaxFinder Client Software Operation Importing Fax Images into Other Application Programs The Copy command in the Multi-Tech Tiff viewer program 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 program and Pasted into a Microsoft Word document. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 104 Chapter 5: FaxFinder Client Software Operation Setting up Your Address Book Manually The Address Book in the FaxFinder Client Software adds significant convenience to the system. When recipient contact information has been entered in the Address Book, this information will appear automatically in the corresponding fields of the fax cover page. 1. In the FaxFinder Fax Client Software screen, click on the “Address Book” tab. 2. In the Edit menu, select “Add Contact.” 3. In the appropriate fields of the New Contact screen, enter information about the fax recipient. 4. After an entry has been made in the Address Book, you can view and revise it. In the Address Book list, right-click on the name of the contact about whom you wish to review address information and select Properties. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 105 Chapter 5: FaxFinder Client Software Operation 5. A Contact – Recipient screen will appear presenting the contact info for this particular recipient. 6. When you click on “Address Book” at the FaxFinder Send Fax screen, this same contact list will appear. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 106 Chapter 5: FaxFinder Client Software Operation 7. When you select an item from this list and select Use Cover Page, contact info will be added automatically to the appropriate fields of the cover page. 8. To delete an entry from your Address Book, select the entry and right-click on it. In the menu that appears, select delete. In order to complete the deletion command, you must click “Yes” in the confirmation screen. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 107 Chapter 5: FaxFinder Client Software Operation Setting up Your Address Book by Synchronizing with Outlook What Synchronization Means During synchronization, entries from the FaxFinder Client Address Book and from the specified folder of MS Outlook are merged into one list saved in both applications. When “Synchronize With Outlook” command is invoked in the FaxFinder Client software, each list is updated with changes from the other. Synchronization Procedure 1. In Microsoft Outlook, view the folder from which you want to be able to transfer fax numbers to the FaxFinder Client Address Book. Confirm that you want those entries in your FaxFinder Client Address Book. If so, proceed. (For example, you might select the “Contacts” folder in Outlook as your source of existing fax numbers). 2. In the FaxFinder Fax Client Software, go to File | Options | Advanced and click on “Enable Outlook Sync.” Multi-Tech Systems, Inc. FaxFinder Admin User Guide 108 Chapter 5: FaxFinder Client Software Operation 3. Click on Browse. Select the desired folder from the Select Contact Folder (Outlook:) screen. Click OK. If a confirmation screen appears, click OK. At the Options screen, click OK. 4. In the FaxFinder Fax Client Software, go to the Device Status tab and select Outlook Synchronizer in the “Device” list. Multi-Tech Systems, Inc. FaxFinder Admin User Guide 109 Chapter 5: FaxFinder Client Software Operation 5. Right-click on Outlook Synchronizer and select Synchronize with Outlook. The attempt to synchronize the FaxFinder Address Book with MS Outlook will cause Outlook to present a security screen at which you must click the “Allow access for” checkbox and choose a
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