Multi Tech Systems Fax Finder Ff120 Users Manual FaxFinder, FF120, FF220, FF420, FF820

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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 Date Description
A 05/05/06 Initial release of FF-420/820.
B 03/02/07 Initial release. Update of FF420/820 and addition of FF120/220.
C 04/04/07 Revise warranty statement and update tech support contact list.
D 11/20/07 Removed status LED references, updated tech support contact list, and
added slotted hole mounting drawing.
E 09/15/08 Update Server changes for software & firmware. Added status LED
references back in.
05/13/09 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 By Email By Phone
Europe, Middle East, Africa: support@multitech.co.uk (44) 118 959 7774
U.S., Canada, all others: support@multitech.com (800) 972-2439 or (763) 717-5863
Warranty
To read the warranty statement for your product, please visit: http://www.multitech.com.
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 3
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 4
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 2-
Port 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.
Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 5
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 multiple-
extension-to-single-port functionality and that it is activated. PBXs lacking this functionality can still be
used with the FaxFinder in Manual Routing Mode.
Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 6
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.
Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 7
Technical Specifications
The FaxFinder models meet the following specifications:
FF120/220 FF420/820
Connectors 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.
RJ11-Line Jacks (4 or 8), RJ45 -
Ethernet Jack
Size 6.4” W x 6.0” L x 1.2” H
16.3 cm x 15.2 cm x 3.0 cm
17.3” W x 1.7” H x 8.4” L
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)
Maximum: 5.31W (0.590A @9V)
100 -240 VAC, 1.2 – 0.6A,
50/60Hz
Typical 3.75W (0.750A @5v DC)
Maximum 7.7W (1.4A @5.5v DC)
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
cUL/UL60950-1, EN60950-1,
AS/NZS60950:2000
Telecom Approvals FCC Part 68, CS03 FCC Part 68, CS03
Data Modem Specs 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
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
Fax Modem Specs 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
Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 8
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.
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 9
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 factory-
installed 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 factory-
installed 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.
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 10
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.
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 11
Quick Hookup
FF120/220
FF420/820
FaxFinder FF-120/220 Hookup
Power Cable
Receptacle
Cabling to your IP network.
RJ-45 connector.
Cabling to telco POTS lines
or PBX station ports.
LINE 1 LINE 2 LAN 1 CONSOLE
RESET
Cabling to computer running
terminal software.
For debugging purposes only.
Connector at FaxFinder: RJ-45.
Connector at computer: DB-9.
Reset
Switch
Line 2 appears
on FF220 only.
COMMAND
ETHERNET
87
5
312 4 6
Power Cable
Receptacle
Grounding
Screw:
Connect to
Earth Ground
Cabling to your IP network.
RJ-45 connector.
Cabling to computer running
terminal software.
For debugging purposes only.
Connector at FaxFinder: RJ-45.
Connector at computer: DB-9.
On/Off
Switch
Ports 5-8 appear on
FF820 only.
Cabling to telco POTS lines
or PBX station ports.
Ports 1-4.
RJ-11 Connectors.
Cabling to telco POTS lines
or PBX station ports.
FaxFinder Hookup: FF-420/820
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 12
Earth Grounding for FF420/820
Product
Ground
Screw
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
Ground Wire:
Size 18AWG
or thicker
FF-420/820
Unit
GND
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 13
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.
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.
PBX
Station Ports
PSTN
PSTN
T1 Line POTS Lines
Ethernet
LAN
Ethernet
LAN
FaxFinder FaxFinder
. . . . . .
Outbound Faxing:
Users set FaxFinder
as printing destination
in application program.
Then ‘print-to-FaxFinder.’
Outbound
Faxes
Outbound
Faxes
Automated Routing Mode Manual Routing Mode
Inbound
Faxes
Inbound
Faxes
Inbound Faxing:
Email attachments
are sent directly
to recipients.
Email attachments are
sent to Attendant(s) and
forwarded to recipients.
Inbound Faxing:
Attendant(s)
FaxFinder Operating Modes
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 14
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.
B. FF420/820 Power. Connect the power cable between the unit and a power outlet.
Power
C
a
b
le
Receptacle
LINE 1 LINE 2 LAN 1 CONSOLE
RESET
Lock Nut
FF-120/220
COMMAND
ETHERNET
87
5
312 4 6
FF-420/820
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 15
2. Verify Powering.
After power is applied, the Power LED comes on immediately but there is a 4-second delay before the
Status LED comes on. In normal operation, the Status LED will be flashing.
When you apply power, the FaxFinder performs a diagnostic self-test. The Status indicator flashes when
the test is complete and the unit is ready. If this does not happen, check that the power supply is solidly
connected and that the AC outlet is live.
3. Connect FaxFinder to Ethernet Network.
Plug one end of your RJ45 Ethernet cable into the FaxFinder’s Ethernet jack and the other end into your
network Ethernet hub. This Ethernet cable is not included with your FaxFinder unit.
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.
Power Status CF LAN 1
LNK 100
Line 1
TD RD TR CD
Line 2
TD RD TR CD
FF-120/220
Power
LED
Status LED
Power Status Ethernet Modem 1
TD RD CD
Modem 2
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
LNK IOO
FF-420/820
Status LED
Power LED
R
COMMAND
ETHERNET
87
5
312 4 6
Ethernet
Receptacle
FF-120/220
LINE 1 LINE 2 LAN 1 CONSOLE
RESET
FF-420/820
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 16
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
Connection for
Manual 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.
Plug one end of the phone cable into the
FaxFinder’s LINE jack and the other end into
your standard telephone receptacle.
An RJ11-to-RJ11 cable is included with your
FaxFinder.
Automated Routing Mode
Manual
Routing
Mode
COMMAND
ETHE RNET
87
5
312 4 6
LINE 1 LINE 2 LAN 1 CONSOLE
RESET
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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.
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C. Select the location where you would like the software to install. Click Next.
D. The software is ready to be installed. Click Install.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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)
V
alues for this FaxFinde
r
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 PBX-
specific mode code)
User Parameters
(for Server Phonebook, Client Options, & Client Add Fax Server screens)
Name User ID/
Username
Email Address PBX Extension Password
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Manual Routing Mode: Mapping of FF Ports to Phone Numbers
FaxFinder Port Phone Numbe
r
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 End of Range
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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.
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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.
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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.
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E. Click the Login button. The Web Management Home screen will appear. From this screen, you can
access all of the FaxFinder Server software screens.
3. Setting FaxFinder IP Addresses
A. In the FaxFinder Administration screen, go to the IP Configuration fields.
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.
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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).
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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.
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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.
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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.
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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.
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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.
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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.
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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?”
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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 Multi-
Tech Tiff Viewer or a graphic file viewer included with or installed in your PC. (The Multi-Tech Tiff
viewer is included on the Product CD and installed with other client programs. During installation,
you can choose to associate all Tiff files with the Multi-Tech Tiff Viewer or with another program.) In
your email program, double-click on the file attached to the email message. The PDF or Tiff viewer
program will come up automatically displaying the fax file.
Chapter 2: Installation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 41
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 42
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.
Chapter 3: FaxFinder Server Software Screens
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 43
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.
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Multi-Tech Systems, Inc. FaxFinder Admin User Guide 44
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.
Fax Log Screen Field Definitions
Log Parameters Values Description
Email Log
Threshold
numeric The total number of sent and received faxes required to
cause a log report to be sent to the FaxFinder
Administrator. Log reports are sent to the administrator by
email. If you do not want fax logs emailed to the
Administrator, set this threshold to 0.
Log History numeric The total number of fax transmissions (including faxes
sent and received) listed in a log report. The number of
fax transmissions described in the fax log can differ from
the number that triggers the sending of the log report.
Command Buttons -- Description
Save Changes If you change the values of the “Email Log Threshold” field
and/or the “Log History” field, you must click on this button
to make those changes take effect.
Send Log Now Clicking on this button will cause a fax log to be emailed
immediately to the FaxFinder administrator (or other
designated recipient).
Delete Log Clicking on this button will remove all fax transmission
entries from the Fax Log screen.
Time mm/dd/yyyy Time that fax was sent or received.
Name alphanumeric Client party sending or receiving fax.
Remote ID phone number Fax number of remote party in fax transmission.
Result pass/fail Indicates whether fax transmission passed or failed.
Send/Receive send, receive Indicates if FaxFinder client is the sender or receiver.
Pages numeric Indicates number of pages in fax transmission.
Details (button) -- Click to access the “Fax Details” screen.
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Multi-Tech Systems, Inc. FaxFinder Admin User Guide 45
Fax Details Screen
The Fax Details screen is a secondary screen accessible from the Fax Log screen. It presents detailed
technical information about a fax selected in the Fax Log screen.
Fax Details Screen Field Definitions
Field Values Description
Name alphanumeric Name of local client participating in fax
transmission (sending or receiving).
Fax Direction send or receive Indicates which side of fax transmission the client
is on (sending or receiving).
Fax Number nnnn Phone number at which client receives in fax
transmissions.
Init Time mm/dd/yyyy
hh:mm:ss
Time at which the FaxFinder modem was
initiated for this fax transmission (receive or
send).
Resolution standard, fine Coarseness or fineness of the fax image.
Standard = 92x204 dpi. Fine = 196x204 dpi.
Baud Rate 2400, 4800, 7200,
9600, 12000,
14400, 16800,
19200, 21600,
24000, 26400,
28800, 31200,
33600 bps
The data transmission speed in bits per second
at which the current fax transmission is
occurring.
Scan Line Time 0, 5, 10, 20, 40
milliseconds
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
Remote ID numeric (fax
number) or
alphanumeric
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 alphanumeric Number of pages included in fax transmission.
Total Bytes numeric Number of bytes in fax transmission.
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Fax Details Screen Field Definitions
Field Values Description
Off-Hook Time mm/dd/yyyy
hh:mm:ss
The time at which the modem went off-hook for
the fax transmission.
Width numeric (in pixels) Width of fax. This is typically 1728 pixels.
Data Compression mh, mr, mmr Data Compression reduces the fax data stream
taking advantage of the fact that most documents
have commonly-used runs of black and white
horizontally and the fact that most documents
differ very little from one scanned line to the next.
MH is a one-dimensional compression along the
horizontal axis. MR is a combination of one-
dimensional compression and compression of
differences between lines (two-dimensional
compression). Error Correction is not required if
MH or MR compression is used. MMR is two-
dimensional compression only and requires error
correction.
MH = modified Huffman, MR = modified READ,
MMR = modified modified READ
Default = MH.
Modem Port 1 – 8 (FF820)
1 – 4 (FF420)
1 – 2 (FF220)
1 (FF120)
Indicates the modem on which the fax
transmission occurred.
Status pass/fail Indicates whether the current fax has been
transmitted successfully or not.
Elapsed time (in seconds) Indicates the duration of the current fax
transmission.
Email Attachments numeric Indicates the number of email attachments into
which an incoming fax was divided.
Connect Time mm/dd/yyyy
hh:mm:ss
Indicates the time at which the connection for the
current fax began.
Height: Letter, Legal,
Variable
Height of fax expressed in common page sizes
(Letter = 8.5” x 11”; Legal = 8.5” x 14”)
Error Correction:
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
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Current Status Screen
Current Status Screen Field Definitions
Field Name Values Description
System fields group
Current Time weekday, mo, dd
hh:mm:ss yyyy
The present time of day.
Pending Msgs numeric 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 To: a@b.c Email recipient of latest fax message (either the
last message sent or, if a message is pending,
that pending message.
Subject: alphanumeric Subject line of email version of pending/last fax
message.
Time Server Status Initializing,
No Errors,
SNTP Error: type
The FaxFinder synchronizes its fax time stamps
to an Internet source, usually a government
standards site. It will attempt contact with the
standards web site 5 times in 20 seconds. If
contact fails, it will try 5 times again 5 minutes
later. If contact succeeds, the FaxFinder will
update its stamping time periodically per an
interval set in the Administration screen.
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Current Status Screen Field Definitions (cont’d)
Field Name Values Description
System fields group
Up Time x days yy hours:
zz minutes
Operation time since last reboot.
Email Status No Errors,
Bad MailServer
Address,
Mail Server
Connect Failed,
SMTP Invalid
Response, SMTP
Client Timeout
Indicates whether the FaxFinder’s email
transmissions, both faxes and administrative
messages, are proceeding with or without errors.
POTS Modem n fields group
State Waiting for Ring,
Initializing Modem,
Waiting for Connect,
Negotiating, Receiving Page,
Postpage Processing,
Processing, Busied Out
Indicates the modem’s current operating
condition.
Vertical Resolution standard, fine Horizontal resolution is 204 bpi. Vertical
resolution can be either 98 bpi (standard) or 196
bpi (fine).
Width numeric, in pixels Width of received fax.
Connect Time mm/dd/yyyy,
hh:mm:ss
For the current fax, the date and time at which
the connection began.
Remote ID numeric (phone
number) or
alphanumeric
The fax number or other identifier for the off-
premises fax machine (sender or receiver)
involved with this fax transmission.
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,
12000, 14400, 16800, 19200,
21600, 24000, 26400, 28800,
31200, 33600 bps
The data transmission speed in bits per second
at which the current fax transmission is
occurring.
Length letter, legal, or
variable
Length, in paper size, of the received fax.
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.
Make Busy (button) Imposes a busied state on the modem. This can only
be done by a user with administrative rights.
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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.
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Administration Screen
Chapter 3: FaxFinder Server Software Screens
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 51
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.
Chapter 3: FaxFinder Server Software Screens
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 52
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.
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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.
Use Daylight Savings Time
(DST) Y/N Adjust clock setting to coincide with Daylight Savings.
Time Zone alphanumeric Indicates the time zone in which the FaxFinder server is
located.
Date Format
mm/dd/yyyy
-or-
dd/mm/yyyy
-or-
yyyy/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.
Time Format
12-hour or 24-hour Indicates whether time is presented in a 12-hour
scheme with an am/pm designation or in a 24-hour
scheme.
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.
Reset Unit fields
Reset button Click on this button to re-boot the server.
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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 Values Description
Name alphanumeric For each client entry, this column shows the client’s name.
User ID alphanumeric 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).
Email Address alphanumeric in
email name format
For each client entry, this column shows the client’s email address.
Ext # numeric 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 <extensionA> , <extensionF> in this field, the client-user of
extensionA will also receive all faxes sent to extensionF.
By entering <extensionA>-<extensionC> in this field, the client-users of
extensions A, B, and C will all receive faxes sent to any of them.
By entering <extensionA>, * 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.
Function Buttons for
Update, Delete,
and Add functions
For each client entry, this column presents functions that can be invoked
upon the entry.
Delete button -- Use to remove a client user from the Phone Book.
Admin row -- The party whose email address is entered here has extensive special
rights to configure the FaxFinder client and server software.
The faxes in email form received by FaxFinder client users will be shown
as coming from the party having the name and email address listed in
the Admin row. The FaxFinder administrator also receives fax logs
every n faxes (where n can be set as needed).
The first row is always for the “Administrator” function. No matter what
values are used for the Name, User ID and Email Address fields of this
row, it still applies to the person doing the Administrator function for the
FaxFinder system.
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Phone Book Screen Field Definitions (cont’d)
Field Name Values Description
Pots Line n rows 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.
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.
User Update button You must click this button after changing values on
Phone Book entries in order to update the Phone Book.
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Modem Configuration Screen
Modem Configuration Screen Field Definitions
Field Name Values Description
Modem POTS Modem #,
All
This field allows you to select one or all modems to change
configuration.
Country Code country names Sets modem telephony parameters as required for the listed
country.
Answer On number of rings This setting determines the number of rings after which an
incoming fax call to the POTS modem will be answered.
Default = 2.
Routing Pots Line,
DTMF Digits,
Alcatel Mode Code,
Siemens HiCom Mode Code,
Avaya Mode Code,
NEC Aspire Modem Code,
Samsung Modem Code,
User Defined
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.
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Modem Configuration Screen Field Definitions (cont’d)
Field Name Values Description
Routing Definition Key link,
Description link
-and-
Hide Key,
Hide Description
Many PBXs send a series of DTMF Tones to the Server
when a call is being established. The Routing Definition
field defines where the Extentsion number is in the series
of tones. The Extension number is used by the FaxFinder
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:
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.
Max Baud Rate 2400 – 33,600 bps The value in this field determines the maximum baud rate
used for fax calls on the POTS modem. Set at less than
33,600 bps only if there are problems with the phone line.
Tone Dial on, off Set this field to “on” if your POTS line supports tone
(DTMF) dialing. Set this field to “off” if the POTS line
supports rotary dialing only. Default = on.
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“Modem Configuration: POTS Modem” Screen Field Definitions (cont’d)
Field Name Values Description
Dial Prefix Numeric string,
5 characters, max.
Use of a comma is
optional. The comma
denotes a brief delay to
establish dial tone for an
outside line.
When the FaxFinder is used on a phone line in a
PBX or key system, this is the digit that must be
dialed to access an outside line (that is, a line on
the PSTN rather than extensions of the PBX or
key telephone system). The digit “9” is most
frequently used.
If “9” is specified in this field, clients will not need
to include the “9” in the individual entries in their
address books or when ‘Adding Recipients’ in the
FaxFinder Send Fax screen.
The FaxFinder administrator must inform clients
as to whether they must include or omit the “9”
when entering fax numbers.
Fax Debugging on, off This field allows you to turn on or off a fax
debugging feature. When Fax Debugging is on,
the FaxFinder produces detailed technical
reports on failed faxes. Generally, this feature is
for use by the user in conjunction with MultiTech
tech support personnel. This feature helps to
identify and clarify unusual or difficult problems
that may occur.
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
(button)
This button updates changes to all modems of
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;
20 characters, max.
The value in this field will be printed at the top of
each page of the transmitted fax. The value in
this field is usually the phone number of the line
to which the POTS modem is attached.
However, any alphanumeric string up to 20
characters is allowed. Sometimes company
names or abbreviations are included in this
string. Some governments may require that the
originating phone number be printed on each fax
page.
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).”
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“Modem Configuration: POTS Modem” Screen Field Definitions (cont’d)
Field Name Values Description
Error Correction on, off By setting Error Correction to "on," you are
requesting that faxes be sent in an error-free
condition, which can be achieved only if the
remote fax machine with which you are
communicating also supports Error Correction
and has this feature enabled. The Error
Correction feature slows down fax transmissions.
If you are operating at speeds below 16,800 bps,
you can set Error Correction "off" to achieve
faster transmissions of faxes, although the
quality of the fax transmissions may be
compromised. However, if you have set the fax
baud rate to 16,800 bps or higher, then error
correction is automatically enabled.
Default = on.
Smart Dial on, off If set to “on,” the POTS modem will detect dial
tones and busy signals. If ‘no dial tone’
messages appear consistently, the Smart Dial
feature may be having difficulty detecting PBX
dial tone. In such cases, set Smart Dial to “off.”
Default = on.
Fax Direction both, inbound,
outbound,
In this field, you can set the FaxFinder to allow
only incoming faxes, only outgoing faxes, or to
allow both.
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
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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 case-
sensitive. 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.
“Password Administration” Screen Field Definitions
Column Name Values Description
Name alphanumeric Name of client user. This entry must match the
“Name” entry in the Phone Book.
User ID alphanumeric Identifier for client user. This entry must match
the “User ID” entry in the Phone Book.
Password alphanumeric Security code for user. This allows the user to
send faxes using this server. It gives the user
access to the FaxFinder Server software but
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 alphanumeric After a password is entered in the Password
column, an exactly matching entry must be made
here to validate that password.
Update Update (button) When you add or change a client password, you
must click on this button to make the change
permanent.
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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 62
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).
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Associating Client with Specific FaxFinder Unit(s)
Sometimes more than one FaxFinder unit is connected to an Ethernet network. In some cases, certain
client users might be assigned to some FaxFinder units and not assigned to others. After the FaxFinder
client software is installed, you must associate it with one or more FaxFinder units. This procedure shows
you how to make this association so that faxes may be sent from a particular FaxFinder unit to the email
inbox of your PC. To do this procedure, you will need to know the IP address of the FaxFinder unit. Be
aware that an individual FaxFinder client user can be associated with more than one FaxFinder unit. This
could easily be the case in an office that is large and/or an office that has a great deal of fax traffic.
1. At the main screen of the FaxFinder Fax Client Software, click on Edit and select “Add Fax Server.”
2. At the Add Device Address screen, in the “Select Server” field, highlight “FaxFinder.”
In the “Enter Address” field, enter the IP address or domain name of the FaxFinder unit that the client
will use.
A client can be associated with more than one FaxFinder unit, but the associations must be
established one at a time.
3. Enter, in the appropriate fields, the Username and Password that the client will use when accessing
this FaxFinder unit. If the client is to be associated with multiple FaxFinder units, a different
Username and Password could be established for each. However, in most cases, it is advisable (for
the sake of simplicity and convenience) to use the same Username and Password for all FaxFinder
units.
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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.
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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.
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Disabling and Re-Enabling a Client’s FaxFinder Service
Disabling a FaxFinder’s service to a specific client is simply a temporary version of 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 re-
connected 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.
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FaxFinder Fax Client Software Menu Command
Definitions
FaxFinder Fax Client Software Menu Command Definitions
Command Name Values Description
File menu commands
Send Fax -- Brings up the FaxFinder Send Fax screen, the
first step in transmitting a fax message via the
FaxFinder system.
Pause Scheduler -- 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.
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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 Description
Recipients pane
Name (column) alphanumeric 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 (column) numeric 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.
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FaxFinder Send Fax Screen Definitions (cont’d)
Command/Field Name Values Description
Recipients pane
+ (button) 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.
- (button) -- 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.
Address Book (button) -- Brings up the Address Book screen from which a
fax recipient can be chosen.
Documents pane
Document (column) entries are
alphanumeric
with file-type
extensions
File name of document to be transmitted as a fax.
Pages (column) entries are
numeric
Length (number of pages) of the fax to be
transmitted.
+ (button) -- Click this button to add another document to the fax
transmission. Only TIFF files can be added with this.
- (button) -- 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.
Λ (button) -- 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.
V (button) -- 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.
Schedule pane
Send field “immediately”
-or-
at designated
later time
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.
Schedule (button) -- 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.
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FaxFinder Send Fax Screen Definitions (cont’d)
Command/Field Name Values Description
Cover Page pane
Use Cover Page Y/N Check this checkbox to include a cover page with
your fax.
Cover Page Style BoldComplete,
BoldComplete2,
FaxComplete,
LongComment,
PlainComplete,
PlainShort
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.
View/Edit (button) -- Brings up the cover page Template Editor
program where the chosen cover page template
can be seen and/or altered.
Subject alphanumeric 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.
Cover Page Notes alphanumeric Here you can type a lengthy comment about the
fax or related topics.
Send Fax (button) -- Click here to invoke the sending of the fax.
Preview Fax (button) -- Click here to see a preview of the fax, including
the cover page. This preview will appear in the
TIFF viewer.
Cancel (button) -- Click here to cancel the sending of the fax.
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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.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Command Name Values Description
Edit menu commands
Add Fax Server -- Brings up the Add Device Address screen so
that a FaxFinder or HylaFax server on the
network can be associated with the client. A
client can be served by more than one FaxFinder
unit. 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
Template
-- Brings up the Cover Page Generator (or
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.
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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.
Status (column) idle, negotiating,
preparing to
capture, capturing
page n, sending
fax page n,
receiving fax page
n, success,
unsuccessful- user
aborted,
unsuccessful-no
carrier,
unsuccessful- no
dial tone,
unsuccessful-error
<descriptor>
Shows the status of the FaxFinder or HylaFAX
fax server unit pertaining to its fax sending and
receiving capabilities and to its print/image
capturing capabilities.
Recipient (column) alphanumeric Shows the name and fax number of recipient to
whom fax is currently being sent.
Print Capture (row) idle,
preparing to
capture,
capturing page n
Indicates status of the FaxFinder’s Print
Capturing software module.
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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 <IP address><domain name> 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.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field Name Values Description
Fax Ports tab
Device (column) alphanumeric Shows FaxFinder units with which the client is
associated.
Port (column) ttys0 for FF120,
ttys0, ttys1
for FF220
ttys_0-3 for FF420
ttys_0-7 for FF820
The fax modem (within) the FaxFinder server
unit, the status of which is being tracked.
ttys0 denotes POTS Modem 1 of the listed
faxfinder unit;
ttys1 denotes POTS Modem 2 of the listed
faxfinder unit, etc., for all modems in the FF-
420/820 unit.
Status (column) idle, negotiating,
preparing to
capture, capturing
page n, sending
fax page n,
receiving fax page
n, success,
unsuccessful- user
aborted,
unsuccessful-no
carrier,
unsuccessful- no
dial tone,
unsuccessful-error
<descriptor>
Shows the status of the FaxFinder fax server unit
pertaining to its fax sending and receiving
capabilities and to its print/image capturing
capabilities.
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.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field/Command Name Values Description
Fax Log tab
Recipient (column) Identifies recipient of each outgoing fax.
Time/Date Sent (column) day, date, time, zone
in the form
ddd mmm nn
hh:mm:ss zzzzzz
Indicates when each outgoing fax was sent.
Pages (column) integer Shows the number of pages in each fax.
Status (column) success,
unsuccessful- user
aborted,
unsuccessful-no
carrier,
unsuccessful- no
dial tone,
unsuccessful-error
<descriptor>
Indicates whether each fax was sent successfully
or not and, if not, indicates reason for failure.
Commands accessed by right-clicking on a selected fax log entry
delete Cancels the selected fax log entry.
resend Resends the selected fax. The Fax Scheduling screen will appear to
set a time for the resending to occur.
properties Brings up the Fax Details screen for the selected fax. The Fax Details
screen presents information about the recipient, transmission status,
cover page, and original source file of the selected pending fax.
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FaxFinder Fax Client Software Menu Command Definitions (cont’d)
Field/Command Name Values Description
Address Book tab
Name (column) alphanumeric Shows the name of the the selected Address
Book entry.
Organization (column) alphanumeric Shows the organizational affiliation of the the
selected Address Book entry.
Fax Number (column) integers Shows the fax number of the selected Address
Book entry.
Commands accessed by right-clicking on a selected address book entry
delete Removes the selected entry from the Address Book. A confirmation
screen appears before the deletion is executed.
properties Brings up the Contact <name> screen screen for the selected
address book entry. The Contact screen shows user contact details
(name, company name, fax number, phone numbers, and street
address info).
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FaxFinder Fax Client Software Menu Command Definitions
Command Name Values Description
Address Book menu commands
Add Contact -- 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
A
ddress 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 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.
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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.
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Sending a Fax
To send a fax by printing from an application program on a client PC, follow the steps listed below.
1. The FaxFinder client software must be installed on the PC. (See the section “Installing FaxFinder
Client Software” earlier in this manual.)
2. The client PC and the FaxFinder server must both be connected to the same Ethernet LAN system.
(See the section “Chapter 3, Part C: Configuring the FaxFinder Server” earlier in this manual.)
3. The association must be made between the client PC and the FaxFinder Server. (See the section
“Associating Client with Specific FaxFinder Unit(s)” earlier in this manual).
4. After installation, the FaxFinder Fax Client Software program will be running whenever the PC is
on. You can view the FaxFinder program's main window by clicking on the FaxFinder icon at the
lower right of the PC’s monitor screen in its Application Tray. Then select “Show FaxFinder Client
Software.”
Note: The user can shut down the FaxFinder program by selecting "exit" either
from the tray icon or from the main FaxFinder program screen. If the
program has been shut down, it can be restarted from the Windows Start
menu.)
However, you can send faxes through the FaxFinder without bringing up the FaxFinder Client
Software screen.
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5. At the application program (for example, a word processing program or drawing program), print to the
FaxFinder.
Setting the destination of the printing job varies from program to program. For the common Notepad
text editor program, for example, you must set the destination printer in the Page Setup screen. In
most cases, however, the destination printer can be set in a Print menu that appears when each
printing job is initiated.
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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.
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6. After the printing has been initiated by the application program, the FaxFinder Send Fax screen will
appear.
Click on Address Book. When the Address Book screen appears, click “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.
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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.
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The “Cover Page Style” chosen will determine how this information will appear on the fax cover page.
You can select a standard style from the “Cover Page Style” drop-down menu or create a style of
your own in the Template Editor. To access the Template Editor software, click on the “View/Edit”
button. (For more information, see the section “Creating or Modifying Cover Page Styles” later in this
chapter.)
Click on the “Preview Fax” button to check the fax before you send it. The 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.
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Scheduling Fax Transmissions
The FaxFinder allows you to send a fax immediately or delay its transmission until a later time. Perhaps
the most common motivations for delayed faxing are to enjoy the lower phone rates that may apply at
night and on weekends or to broadcast faxes after business hours to avoid tying up fax transmission
resources during the busiest weekday hours. In any case, it is easy to schedule faxing for a later time.
1. Send the fax via FaxFinder in the normal way (see the procedure “Sending a Fax” earlier in this
chapter).
2. When the FaxFinder Send Fax screen appears, enter a recipient for the fax either from the Address
Book or by entering Name and Phone Number (fax number) in the appropriate fields and clicking Add
Recipient.
3. In the FaxFinder Send Fax screen, the recipient’s name and fax number will appear in the “Recipients”
list and the “Schedule” pane will no longer be grayed out. Click Schedule. The Fax Scheduling
screen will appear.
4. Click to uncheck the “send immediately” checkbox.
5. Enter the date and time at which you want the fax to be sent.
6. Click OK in the Fax Scheduling screen and then click Send Fax in the FaxFinder Send Fax screen.
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7. The fax will be sent at the scheduled time. You can view the event as it happens in the FaxFinder
client software Device Status screen or after the fact in the Fax Log screen.
Re-Sending a Failed Fax
Locate the failed fax in the Fax Log tab of the FaxFinder Fax Client Software. Select the failed fax and
right-click on it. In the menu that appears, select Resend.
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Putting Pending Faxes on Hold and 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.
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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.
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She could view the details of the fax and, at her option, view the fax again.
She could re-schedule the fax for a later time.
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She could “delete” the fax, which means that that fax transmission would never be completed.
Pause is canceled on reboot. If she shuts down her computer for the day while leaving this fax in a
“pending” state, that fax will be sent shortly after booting up her computer again, that is shortly after the
FaxFinder client software is functioning again. So, any faxes put in the pending state by using the
‘Pause Scheduler’ command will be sent the next time the FaxFinder software is activated.
Canceling a Fax
If the fax is in progress … Open the FaxFinder Fax Client Software. On the Device Status tab, select
the FaxFinder unit that is in the process of sending your fax. In the list, right-click on that FaxFinder entry.
In the menu that appears, select Abort.
If the fax is pending … Open the FaxFinder Fax Client Software. On the Pending Faxes tab, select the
fax transmission that you want to cancel. In the list, right-click on that fax message entry (the recipient
will be shown). In the menu that appears, select Delete.
To cancel the current fax and simultaneously put a hold on sending any other faxes from your PC, select
Abort and Pause. To resume faxing, go to the File menu and cancel the pause by selecting Pause
Scheduler. Any pause applied to a pending fax is cancelled when the computer is rebooted. Any fax left
pending with the FaxFinder Scheduler paused will be sent as soon as the FaxFinder client program
opens when the PC is turned on again.
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Setting Fax Retry Number and Interval
You can set the FaxFinder client software to retry a fax transmission if it fails on the first attempt. You can
set both the number of additional attempts and the interval between each additional attempt. You can set
these parameters as follows.
1. In the FaxFinder Fax Client Software screen, open the File menu and select “Options.” When the
Options screen appears, click on the Fax Retry tab.
2. Set the number of retries and the interval between these repeated attempts and click OK.
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Sending One Fax Containing Multiple Documents
The FaxFinder allows you to include multiple documents in a single fax transmission. Those multiple
documents could come from the same or different application programs.
1. Consider the example below where a text file and a drawing file are included in the same fax with a
single cover letter. Here’s how this multiple-document fax was sent.
a. The user printed the text file to the FaxFinder from the Notepad text editor program.
b. The FaxFinder Send Fax screen appeared. However rather than completing the fax
transmission, the user opened another application program.
c. The user printed the graphic file to the FaxFinder from the Macromedia FreeHand drawing
program.
d. When the user returned to the FaxFinder Send Fax screen, both documents appeared in the
“Documents” list.
2. In the “Documents” pane of the FaxFinder Send Fax screen, you can add a cover page, re-arrange
the order of the files, or delete items from the list of files to be faxed.
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3. You can also add to the list of files to be faxed out by including items that you have stored. In the
“Documents” pane of the FaxFinder Send Fax screen, click +. 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.
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Forwarding a Fax
Suppose you receive a fax using the FaxFinder system. Suppose that fax message is something you
want to pass along to another party in fax form at a later date (for example, Rocky Mountain Construction
Company receives tax information about lots on which it intends to build houses). In this case, you
should note the name of the TIF file in question. You can then browse to that TIF file and re-send it as a
fax message.
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.
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4. In the FaxFinder Send Fax screen, specify a recipient for the fax. The recipient could either come
from your Address Book or be entered by 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.
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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.
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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.)
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5. The fax recipient (a client of the FaxFinder Server) opens the email message. The incoming fax
message takes the form of a graphic file attachment. The FaxFinder Server has assigned the file an
automatic file name.
6. The FaxFinder client can open the file or save the file.
a. Opening the fax message graphic file. Incoming fax messages are 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.
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While most of these features are common to many graphical programs, some warrant a bit of explanation.
Copy. The Copy function allows you to copy the fax file and insert it into a different application program.
See “Importing Fax Images into Other Application Programs” below.
Panning (Omni-Directional Scroll). The “hand” icon allows you to bring any desired portion of the image
into view.
Zoom to Selection. Click and drag with the mouse over the rectangular area you would like to view.
The Multi-Tech Tiff Viewer zooms in sufficiently to fill the screen with the selected area.
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Spot Magnifying Glass. In this viewing mode, a magnifying glass icon (cursor) appears.
It can be used in one of three ways to magnify any portion of the image: (a) Click over Area, (b) Click-and-
Hold Over Area, (c) Scan the Graphic.
Click over Area. A secondary window will appear that shows the ‘clicked-on’ area magnified. You can
adjust the size of the secondary window by dragging on its borders. You can re-locate the secondary
window by putting the cursor inside the window, clicking, holding, and dragging.
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Click-and-Hold over Area. Two additional windows will appear. The cursor itself becomes a small
secondary window of fixed size. The same image also appears on a third window. You can adjust the
size of the secondary window by dragging on its borders. You can re-locate the secondary window by
putting the cursor inside the window, clicking and dragging.
Scan the Graphic. If you click, hold, and drag, you can scan the image in a magnified view. Two
magnifying windows will appear as in the “Click-and-Hold Over Area” description above.
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Importing Fax Images into Other Application Programs
The Copy command in the Multi-Tech Tiff viewer 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.
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Setting up Your Address Book Manually
The Address Book in the FaxFinder Client Software adds significant convenience to the system. When
recipient contact information has been entered in the Address Book, this information will appear
automatically in the corresponding fields of the fax cover page.
1. In the FaxFinder Fax Client Software screen, click on the “Address Book” tab.
2. In the Edit menu, select “Add Contact.”
3. In the appropriate fields of the New Contact screen, enter information about the fax recipient.
4. After an entry has been made in the Address Book, you can view and revise it. In the Address Book
list, right-click on the name of the contact about whom you wish to review address information and
select Properties.
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5. A Contact – Recipient screen will appear presenting the contact info for this particular recipient.
6. When you click on “Address Book” at the FaxFinder Send Fax screen, this same contact list will
appear.
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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.
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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.”
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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.
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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
<time period> from the drop-down menu. For a large address book, five minutes should be adequate
time for the synchronization to be completed. Then click Yes.
The Outlook Contact information will be copied into the FaxFinder Address Book. Entries from the
FaxFinder Address Book (if any) will also be copied into the Outlook Contact list. A relationship will
be created between the corresponding entries for future synchronizations.
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Setting Up Address Books with CSV Files
Files in CSV format (comma separated values) consist of spread-sheet data presented in ASCII (plain
text) form. As such, the data can be transferred between different application programs. Many common
programs (like MS Excel and MS Outlook) can do both importing and exporting of CSV files.
The FaxFinder Client software can also do both importing and exporting of CSV files.
Typically, the reason a FaxFinder client-user would export his/her FaxFinder Address Book into a CSV file
format would be to share entries with another FaxFinder client-user. A FaxFinder client-user might also
import a CSV file from another application (for example, both MS Outlook and MS Excel files can be
exported into CSV format) in order to expand his/her FaxFinder Address Book.
To import a CSV file, a template file is needed to map the fields of the source file into the appropriate
corresponding fields of the destination database. For client-to-client imports, a standard template file is
included with the FaxFinder client software making such imports very easy. There is, after all, a one-to-
one correspondence of the data fields.
When importing to your FaxFinder Address Book from other sources, there generally will not be a one-to-
one correspondence between the data fields and so a customized template will be needed to map the
data fields properly.
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Suppose you had a list of potential customers exported to CSV format from an MS Excel spreadsheet
and, for each customer, there were 10 fields of data, including their names and fax numbers. To import
this information into the FaxFinder Address Book (which has 9 fields of data in an established order), you
would have to specify that each customer name and fax number from this CSV file gets transferred into
the Name and Fax Number fields of the FaxFinder Address Book. Other fields from the customer list
might fit into other FaxFinder Address Book fields, as well, but some fields may not fit.
To map the fields from the CSV file to the FaxFinder Address Book format, you create a custom template
file using the FaxFinder’s Template Mapping screen.
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Exporting a FaxFinder Address Book to CSV File Format
1. At the FaxFinder Client software, go to Address Book | Export. The Address Book Export screen
will appear.
2. Use the “Delimiter” drop-down list to choose the kind of character that will be used to separate the
fields of information in the Address Book entries.
3. Click Export.
4. The Save Delimited Address Book screen will appear. Save the CSV file with an appropriate
filename.
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Importing CSV Files into FaxFinder Address Book with Fitted Template
1. In the FaxFinder Fax Client software, go to Address Book | Import. The Address Book Import
screen will appear.
2. Under “CSV Import file,” click Browse. A list of CSV files will appear. Select the CSV file that you
want to import. (The CSV file will likely be a file outputted from MS Outlook or a file containing
contacts from another client-user of the FaxFinder system.)
3. A delimited file can be exported with or without a first row that defines the columns. Check the First
Line Headings checkbox if the import file has first line headings.
4. In the Delimiter dropdown menu, choose the delimiter used in the CSV file (comma, semicolon, colon,
or tab).
5. Under CSV import field mapping template, click Browse. Select the template file (the file extension is
.yml) that is needed to map the entries of the CSV file into the fields of the FaxFinder’s New Contact
screen. (If the CSV file is one that was exported from another FaxFinder client user, you will need the
FaxFinder Client Import_template.yml template file.)
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6. To find out whether or not the new entries are being properly placed into the Address Book format,
click Preview Import. The Template Mapping screen will appear.
Use the Next Record and Previous Record buttons to page through the entries as they would appear if
you proceed with importing. If the entries are to your liking, click OK.
If the entries are not properly organized, will may need to adjust your Delimiter and/or First Line
Heading settings. Or, you may need to modify the template (see “Importing CSV Files into FaxFinder
Address Book with a Customized Template” later in this chapter).
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For example, if the first record has a literal value of “Name” in the Name field, a literal value of
“Organization” in the Organization field, etc., then your import CSV file did indeed have First Line
Headings and you may have failed to check the “First Line Heading” check box. To clean up your file
import, you must correct this by checking the First Line Heading checkbox.
Using Preview Import to Correct Import Problems
Here the import file had included first-line headings
but the First Line Headings checkbox was not
checked. The consequence of this mistake is to have
a meaningless entry in your Address Book.
Corrected File.
After the First Line Headings checkbox has been
checked, the meaningless entry is no longer
present.
If you attempt to import with the wrong delimiters (suppose the import CSV file is delimited by commas
and you attempt to import it using semicolons as the delimiters), then an error message will appear.
7. Click Import. The importing activity will be indicated in the Device Status tab of the FaxFinder Fax
Client Software screen.
8. The new entries from the CSV file will now appear in your Address Book.
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Importing CSV Files into FaxFinder Address Book with a Customized Template
CSV contact lists can be created in many applications (MS Outlook, MS Excel, Notepad, etc.). In general,
those contact lists may contain information that does not fit directly into the format of the FaxFinder’s New
Contact screen.
Suppose a useful CSV file exists but its contents (data fields) are not in the same order as data in the
New Contact screen. Or suppose that useful CSV file contains extra information beyond the fields of the
New Contact screen. In such cases, you will have to create a template file (with file extension .yml) that
properly maps the useful information from that CSV file into the format of the New Contact screen.
1. Consider a CSV file that has been exported from MS Excel.
Compare the field structure of this file to that of the New Contact screen of the FaxFinder client Address
Book.
Because this CSV file contains extra fields (like “Position” and “Cell Phone”) that are not in the FaxFinder
Address Book New Contact screen, a new template will need to be created to map its information into
the FaxFinder Address Book.
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2. In the FaxFinder Client software, go to Address Book | Import. The Address Book Import screen will
appear. Browse to find the CSV file that you want to import.
3. Click Define Template. The Template Mapping screen will appear.
The Imported Fields drop-down box presents a list of all of the fields present in the CSV file.
4. Click on the Imported Fields drop-down box and select the field name from the CSV file that matches
(or most closely matches) the name of the New Contact screen field into which that information will be
placed.
5. Then click + to map that selected field from the CSV file to the corresponding field in the New Contact
screen.
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6. When one field name from the drop-down list has been added (with the + button), the next CSV field
name in the drop-down list will appear. Click + on the next line to associate that CSV field with the
next New Contact screen field (if the association makes sense). Sometimes the field names will differ
but it will be appropriate to map the CSV field to the New Contact screen field anyway. (For example,
the “Company” field from the CSV file can logically be mapped to the “Organization” field of the New
Contact screen.)
7. When the field names from the CSV file cannot logically be mapped from the CSV file to the New
Contact screen (for example, the “Position” field from the CSV file cannot be logically mapped to any
New Contact screen fields), skip that CSV field.
8. Search in the Imported Fields drop-down list for appropriate CSV fields and use the + button to map
such CSV fields to New Contact screen fields as needed.
9. Use the – button on any line to delete an unwanted mapping.
10. The CSV file may have more or fewer fields than the New Contact screen.
In any event, you must map a fax recipient Name and a Fax Number from the CSV file to the New
Contact screen to create valid entries in the FaxFinder Address Book.
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Finish mapping all appropriate CSV fields to New Contact screen fields.
11. When the mapping is complete, click OK. You will then be prompted to name the template file that
you have just created to accommodate this CSV file.
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12. The Address Book Import screen will return. It will list both the CSV import file and the template file
you have just created.
13. To confirm that the field mapping is appropriate, click on Preview Import. At this screen, you can
view each entry before importing. If the entries are correct, click OK to return to the Address Book
Import screen.
14. If the entries are not right, you can use the Modify Template command to revise the template as
needed.
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15. When you are satisfied that the mapping is set up correctly, click Import at the Address Book Import
screen. The importing activity will be indicated in the Device Status tab of the FaxFinder Fax Client
Software screen.
16. The new entries from the CSV file will now appear in your Address Book.
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Transferring an Established Standard FaxFinder Address Book to a New Client-
User
A FaxFinder Address Book can be created in any of several ways: new contacts can be added manually,
they can be added when faxes are being sent, they can be added by synchronizing with Outlook, and
they can be added by importing CSV files.
In many cases, it will be desirable that all members of an organization have access to a ‘starter’ Address
Book with a common/standard set of contact entries that might be useful to everyone in the organization.
Thereafter, each individual client-user can modify his/her Address Book as needed.
Therefore, it may be important to have an established ‘standard’ Address Book to furnish to a new client-
user. To provide such a ‘standard’ starter Address Book for new client-users, follow the steps below.
1. The FaxFinder Administrator (or other keeper of the standard Address Book) should export his/her
Address Book with an appropriate file name.
At the FaxFinder Client software, go to Address Book | Export. Choose the required delimiter from the
“Delimiter” drop-down list. Then, at the Address Book Export screen, click Export.
Save the CSV file with an appropriate filename.
2. The FaxFinder Administrator should then send the standard Address Book CSV file to the new client-
user by email. Include advice about whether or not First Line Headings are used in the standard Address
Book.
3. The new client-user must put the Standard Address Book CSV file into a convenient directory on
his/her computer.
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4. At the FaxFinder Client software, the new client-user should go to Address Book | Import. At the
Address Book Import screen, the client-user should browse to the established CSV import file at the top
of the screen and browse to the standard client-to-client import template file in the lower part of the
screen (the file name will be FaxFinder Client Import_template.yml or something similar and this file will
be available as soon as the client software is installed).
5. The new client-user should click Import. The organization’s ‘standard’ Address Book will then be
installed and available for use by the new client-user.
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Cover Pages
Faxes are often accompanied by a cover page that specifies from whom it was sent, to whom it was sent,
the date, and other details about the sending and receiving parties.
Using Stock Cover Pages
The FaxFinder system offers several ready-made (stock) cover pages that can be used. These stock
cover pages can also be modified or customized to meet individual needs (see “Creating or Modifying
Cover Page Styles” later in this chapter).
In this section, we present an example of using a stock cover page.
1. We will send the fax from the Windows Notepad program. (In this program, one sets the printer by
going to File | Page Setup | Printer | Properties | Name and, in the drop-down list, set “Multi-Tech
FaxFinder” as the target printer, and click OK).
2. In Notepad, we select Print to send the file as a fax via the FaxFinder.
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3. When the FaxFinder Send Fax screen appears, it will list the document we want to fax in its
“Documents” pane. Next we must specify a recipient.
The recipient could either be chosen from the Address Book (by clicking on the Address Book button)
or specified directly by clicking on + in the Recipients pane and completing the Name and Fax Number
fields.
In this example, we will choose the recipient from the Address Book by highlighting the entry and
clicking Select. Note the detailed address information about the recipient that had been stored when
this party was entered into the Address Book (you can view the details on any Address Book entry by
clicking Edit from the Address Book screen). Recipient contact info from the Address Book entry will
appear later in the automated fields of the cover page. Sender contact info from the Options menu will
also appear on the cover page. Which details are included in the cover page depends on the cover
page style used. The “fax stamp” at the top of each sheet of the fax (which includes sender, recipient,
and time info) is inserted automatically based on information from the FaxFinder server software and
from the recipient fax machine.
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4. The FaxFinder Send Fax screen appears again but this time our recipient has been entered.
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5. Since we intend to use a cover page, we click “Use Cover Page” and then select a stock cover page
from the “Cover Page Style” drop-down list. We can then type a subject for the fax message and type
a cover page note, each in the appropriate fields.
Suppose we choose the style called “BoldComplete.” We can view it by clicking “View/Edit” on the
FaxFinder Send Fax screen. The requested file will appear in the Template Editor screen.
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6. To see how the cover page appears after the sender and recipient information has been automatically
inserted, click Preview Fax. This is how the fax cover page will be sent.
7. To send the fax, simply click Send Fax in the FaxFinder Send Fax screen.
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Creating or Modifying Cover Page Styles
The Multi-Tech Cover Page Generator program allows you either to produce custom cover pages or to
use existing style templates. In this section, we will describe both processes, making a new template and
customizing an existing stock cover page style template.
Creating New Cover Page Templates
1. Open the Cover Page Generator program. Go to Start | Programs | FaxFinder Client Software |
Cover Page Generator. You can also open the Cover Page Generator program from the FaxFinder
Fax Client Software program by opening the Edit menu and selecting “Edit Cover Page Template.”
2. The main Template Editor screen will appear. Open it to full-screen size.
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3. Several types of objects can be added to a cover page file. These are listed in the Insert pull down
menu.
The commands to create these objects can be invoked either here or from buttons on the Tool Bar.
We will invoke various commands from these toolbar buttons throughout this procedure.
4. Decide on the categories for which you want automated fields on the fax cover page. Generally
speaking, you will want to include information about the Sender and the Recipient. For each type of
information, you will want a label in “Static Text” and an “Edit Box” (“Field Text”) into which the
automated information will go. Information about the sender will be automatically transferred from the
FaxFinder Client Software Options screen onto the cover page; information about the recipient will
come to the cover page from the FaxFinder Address Book’s Contact screen or from the FaxFinder
Send Fax screen (if the Add Recipient button is used to specify the fax recipient); and occasional
information will come from the FaxFinder Send Fax screen (for the subject of fax and the comment)
and from the client PC (for the date of the fax).
To insert an automated field, you must double-click on the “Edit Box” button and then drag open a
box at the desired place on the screen. Typically, one would place the label of the category using
the Static Text icon first and then locate the Edit Box beside it. (The “Edit Box” button invokes the
same function as the “Field Text” command in the Insert menu.)
Static Text Icon Edit Box or
Field Text Icon
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The FaxFinder supports the automated field types listed in the table below.
Object Type in
Template Editor
Source of Info Placed in Field Description
User Name FF Client Add Device Address
screen
User Name within FaxFinder
system
From Name FF Client Options screen Sender’s Name
From Company Name FF Client Options screen Sender’s Company Name
From Phone FF Client Options screen Sender’s Voice Phone Number
From Fax Number FF Client Options screen Sender’s Fax Number
Destination Name FF Client Contact screen or Send
Fax screen
Recipient’s Name
Destination Company
Name
FF Client Contact screen Recipient’s Company
(Organization) Name
Destination Phone
Number
FF Client Contact screen Recipient’s Voice Phone Number
Destination Fax
Number
FF Client Contact screen or Send
Fax screen
Recipient’s Fax Number
Date client’s PC Date of Fax Transmission
Subject FF Client Send Fax screen Subject of Fax Message
Comment FF Client Send Fax screen Comment about Fax Message
Title not used not used
Department not used not used
Address 1 FF Client Contact screen Recipient’s Street Address
Address 2 not used not used
City FF Client Contact screen Recipient’s City
State FF Client Contact screen Recipient’s State/Province
ZIP Code FF Client Contact screen Recipient’s ZIP or postal code
5. Select the “Static Text” cursor labeled N and drag to open the desired field.
To have freedom to move the cursor in a continuous fashion leave the Grid button, , in
the unselected position (its darker shade represents its unselected state). You can also turn the Grid
on and off in the Settings pull-down menu.
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6. Enter the field label in the Static Text box. Be sure to allow enough room for the size of font you have
chosen. If the box is too small for the font size, the text will be cut off.
To select font, the font style, and font size, use the cursor.
You can also access font settings from the Settings pull down menu.
To align the text to the left edge, right edge, or center of the box, use the
cursor.
For example, you might create a static text item of the word “Date.” To move the box, click on it and
move it when the 4-direction cursor appears. To expand or contract the box, click on it and drag an
edge or a handle until the desired size/shape is achieved.
7. Select the “Edit Box” (or “Field Text”) cursor labeled ab and drag to open the desired field.
Double-click on the box you have opened. The Properties screen will appear. Scroll down the list
and highlight the field type (listed in the “Type” drop-down list) that you want on the cover page.
There is no need to use the “Title” field. Click OK.
You will not type anything in the Edit Box that appears on the screen. However, be sure to make the
Edit Box large enough for the font size you have chosen. If the box is too small for the font size, the
text will be cut off.
To follow our example, you would select “Date” to insert a date field next to the “Date” label you have
previously placed on the page.
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You might want the automated field value to be placed on a line or in a rectangle. If so, you could
use the line cursor to put a line beneath the edit box or use the rectangle cursor to place a rectangle
around the edit box. You can place lines, rectangles, and ellipses on the page for any purpose.
Rectangles and ellipses can have a solid fill or a shading (called “hilight”). These graphic functions
are described in the table below.
Shape Cursors:
A B C D E
A. Line B. Rectangle C. Ellipse D. Hilight shape E. Fill shape
Use to draw Use to draw
rectangles.
Use to draw
ellipses.
Not supported. When selected,
any rectangle or
ellipse made will
have a black fill.
To set the line width for lines, rectangles, and ellipses, use the drop-down box at the far-right of the
Template Editor’s tool bar. (You need to have the screen open widely enough to see its entirety.)
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8. To add a graphic file to the cover page template, click on the Image icon .
Then browse to the directory that contains the desired graphic file. Files of type bmp and tif can be
inserted into cover pages.
Insert graphics files into your cover page template as needed.
9. Save the file to the Cover Pages directory in your operating system. The .cpg file must be saved in
this location in order for it to be accessible to the FaxFinder client software. When saved to this
location, the file name of the customized cover page template you have created will appear in the
“Cover Page Style” drop-down list on the FaxFinder Send Fax screen.
10. We advise previewing and printing your custom cover page template using the Multi-Tech Tiff Viewer
program rather than the Template Editor program.
The illustration below shows how the fields specified in the Template Editor program will be filled out
when the template is used at the FaxFinder Client Send Fax screen. The Object Types (from the
Properties screen that appears when you double-click on an Edit Box) for common field types are
specified.
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Modifying Existing Cover Page Templates
Note: While all five stock cover page styles can be readily customized, the styles
“PlainComplete” and “PlainShort” are especially well suited to customization. In most
cases, one can start with these files and simply add one’s own company name in text or
insert one’s graphical company logo.
1. Open the Cover Page Generator program. Go to Start | Programs | FaxFinder Client Software |
Cover Page Generator. You can also open the Cover Page Generator program from the FaxFinder
Fax Client Software program by opening the Edit menu and selecting “Edit Cover Page Template.”
2. In the File menu, select “Open.” Browse to the directory into which the FaxFinder client software has
been installed. Typically, this will be C:\Program Files \ Multi-Tech Systems \ FaxFinder Client
Software \ Cover Pages. Select a cover page template from the list.
For our example, we will use the cover page template file FaxComplete.cpg.
3. In the File menu, select “Save As” and rename the file, saving it in the ‘Application Data’ directory for
the FaxFinder client software (this is a default directory). The default directory will vary for different
Windows operating systems. (For Windows 2000, this will be C:\Winnt \ Profiles \ <username> \
Application Data\ FaxFinder Client Software \ Cover Pages. For Windows XP, this will be
C:\Documents and Settings\<username>\Application Data\Fax Finder Client\Cover Pages.)
In all cases, however, the new cover page template must be saved in the default location in order for
the FaxFinder Send Fax screen to detect it and make it available for use.
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For our example, we will rename the file rmc1.cpg, for the purposes of our fictitious company, Rocky
Mountain Construction, Inc.
4. You can use the Tab key to skip from field to field in the template. Note, however, that any values
added to template fields will be overwritten by values specified in the Address Book (in “New Contact”
screens launched from Edit | Add Contact in the FaxFinder Fax Client Software program).
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5. Add company logo at top of cover page.
For our example, we will add the graphic file “ff-rocky-mtn-logo1.bmp” to the cover page.
In the Insert menu of the Template Editor, select “Image.”
Browse to the location of the graphics file to be used. Click Open.
Move the + cursor to the desired location of the graphic. Then click and drag to size the graphic.
Click and drag on the cursor dots on the periphery of the image to resize it and set its
vertical/horizontal aspect ratio.
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6. Add company slogan to bottom of template.
For the purposes of our fictitious company, Rocky Mountain Construction, Inc., we will use the slogan
“Building on New Horizons.”
Select the “Static Text” cursor labeled N and drag
to open a text box at the bottom of the template page.
Enter the slogan.
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7. In the File menu, select “Save As” and overwrite the file using the same filename used in step 3,
saving it in the ‘Application Data’ directory for the FaxFinder client software. (For Windows
NT4/2000, this will be C:\Winnt \ Profiles \ <username> \ Application Data\ FaxFinder Client Software
\ Cover Pages. For Windows XP, this will be C:\Documents and Settings\<username>\Application
Data\Fax Finder Client\Cover Pages.)
For our example, we will overwrite the file using the file name rmc1.cpg, which befits the purposes of
our fictitious company, Rocky Mountain Construction, Inc.
8. To use your customized template when sending a fax, you must click “Use Cover Page” in the
FaxFinder Send Fax screen. Then scroll through the “Cover Page Style” list to find the file name of
the custom template you have created. In our example, it is rmc1.
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9. When the fax is sent, the ‘automated’ fields on the cover page template will be filled in with
information from the Address Book (if the recipient is listed there). Click on “Preview Fax” in the
FaxFinder Send Fax screen to examine the fax with cover page.
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Cover Page Generator Menu/Icon Command
Descriptions
File Menu
FaxFinder Cover Page Generator Software Menu Command Definitions (cont’d)
Command Name Icon
Short-
cut Description
File Menu commands
New
Ctrl + N Creates new cover page template file.
Open
Ctrl + O Opens an existing cover page template file for
viewing or editing.
Save
Ctrl + S Saves cover page cpg file at current path.
Save As -- --
Saves cover page cpg file at new path that user
specifies.
Print
Ctrl + P Prints the current cover page template.
Exit
-- Closes current cover page template file and
closes program. User is prompted to save.
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Edit Menu
The Undo command (also accessible using the keyboard shortcut Ctrl + Z and the button)
reverses the effect of the last command.
Insert Menu
FaxFinder Cover Page Generator Software Menu Command Definitions (cont’d)
Command Name Icon Description
Insert menu commands
Image
Use to insert a bmp or tif image into the cover page
template.
Field Text
OR
Edit Box
Use to insert an automated field into the cover page
template. The values inserted into automated fields
come from FaxFinder Address Book, FaxFinder Send
Fax screen, from client user’s PC, and from the
remote fax sender. When you create a new Edit Box,
you must select it and double-click on it to make the
Item ID screen appear. It is in the Item ID screen that
you specify which type of information will be placed in
this position on the fax cover page. Use icons to align
text to left, center, or right. Use “Font” icon or
command in Settings menu to alter font, font size,
and font style.
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FaxFinder Cover Page Generator Software Menu Command Definitions (cont’d)
Command Name Icon Description
Insert menu commands
Static Text
Use to insert text objects needed in the cover page
template. These uses include labels for automated
fields (TO, FROM, DATE, etc.) and plain text like a
company name or slogan. Use icons to align text to
left, center, or right. Use “Font” icon or command in
Settings menu to alter font, font size, and font style.
Line
Use to insert line objects into the cover page template.
Use Line Size drop-down menu at far right of screen
to select width of lines.
Rectangle
Use to insert box objects into the cover page
template. Use Line Size drop-down menu at far right
of screen to select width of lines.
Ellipse
Use to insert circles or elliptical objects into the cover
page template. Use Line Size drop-down menu at far
right of screen to select width of lines.
Hilite
Not supported.
Filled Object
When selected, rectangles and ellipses created will
have black fill.
deleting objects -- Use the keyboard Delete key to delete a selected
object.
Line Size drop-down
menu
Use to select line widths for line objects, rectangle
objects, and ellipse objects.
This icon is located at the far right on the screen. You
may need to open the program to “Full Screen” view
to see this drop-down menu.
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View Menu
FaxFinder Cover Page Generator Software Menu Command Definitions (cont’d)
Command Name Icon Description
View Menu commands
Zoom In
Use to view a smaller area of the cover page
template file in greater magnification.
Zoom Out
Use to view a larger area of the cover page
template file in a lesser magnification.
Fit to Width -- Use to get magnification of file such that its
horizontal dimension fits proportionally into the
window.
Fit in Window -- Use to get magnification of file such that the
entire cover page template fits proportionally into
the window.
Toolbar -- Use to show or hide toolbar of command icons.
Settings Menu
FaxFinder Cover Page Generator Software Menu Command Definitions (cont’d)
Command Name Icon Description
Settings Menu commands
Font
Brings up Font dialog box in which font, font size,
and font style can be set.
Grid
Use to turn grid on and off. If grid is off, objects
can be positioned in cover page in a continuous
fashion. If grid is on, objects can only be
positioned at discrete grid coordinates.
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Reporting Failed Faxes to the Administrator
Occasionally clients will receive email messages from the FaxFinder that pertain to faxes that have failed
partially or entirely. That is, some or all of the intended pages of the fax may arrive in a form that cannot
be read. Here is the sequence of events you may encounter and the proper response.
1. The client user receives an email message from the FaxFinder about a partially or wholly failed fax sent
to him/her.
2. Advise the sender of the fax to re-send all or part of the fax.
3. If the fax was only partially a failure, then TIFF/PDF files for the successful pages will be attached. If
any pages of the fax failed, then an additional file will be attached to the email message. It will have a
name like modem0modem1_date-time.txt. This is the modem log file.
4. The modem log file contains information about the “conversation” between the sending modem and the
FaxFinder’s receiving modem. This information may be valuable to the FaxFinder administrator in
protecting the fax system and preventing future errors.
5. The client user should forward the modem log file to the FaxFinder administrator in an email message.
The FaxFinder administrator’s email address should be viewable in any fax you have received via the
FaxFinder.
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Chapter 6 – Server Operation
Fax Log Email Messages
The FaxFinder administrator will receive an email after every user-specified n faxes have been handled
by the FaxFinder (n is the total of faxes sent and received). The subject of the email will be:
Subject: FaxFinder: Fax Log Text File From: 'FaxFinder ID' (a.b.c.d)
The actual log is a text file attached to the email. The fax log gives you a summary of events going on in
the system. Use it as a reference when considering modifications or expansions of your faxing system.
A sample log file is shown below.
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Front Panel LEDs
Label
Identifier
Name Description
General LEDs
Power Power Solid (constant) green if unit is on.
Status Status Approximately 30 seconds after power is on, the Status LED
will be blinking green to show normal, working state. If it is
not blinking check the power supply
CF Compact Flash (On FF-120/220 only.) For future implementation.
Line 1/2 LEDs (on FF-120/220)
or
Modem 1-4 or 1-8
(on FF-420/820)
TD Transmit Data The TD LED flashes when the modem is transmitting data to
another modem.
RD Receive Data The RD LED flashes when the modem is receiving data from
another modem.
TR Data Terminal
Ready
(On FF-120/220 only.) Indicates that server is ‘talking’ to
modem.
CD Carrier Detect Carrier of remote modem is detected.
Ethernet or LAN1 LEDs
LNK Data Link Lit when a physical link has been established with the
Ethernet network.
100 Speed 10 MHz or 100 MHz When lit, Ethernet rate is 100 MHz;
when not lit, Ethernet rate is 10 MHz.
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Dealing with Failed Fax Reports
Occasionally clients will receive email messages from the FaxFinder that pertain to faxes that have failed
partially or entirely. That is, some or all of the intended pages of the fax may arrive in a form that cannot
be read. Each FaxFinder-generated email of a fax with any failed pages will have one additional file
attached: a modem log file with a name like modem0modem1_date-time.txt.
The modem log file contains information about the “conversation” between the sending modem and the
FaxFinder’s receiving modem. This information may be valuable to the FaxFinder administrator, working
in conjunction with Multi-Tech Tech Support, in protecting the fax system and preventing future errors.
As FaxFinder administrator, you should instruct FaxFinder clients to forward the modem log file from any
failed messages directly back to you.
Failure Analysis: Factors to Consider
When analyzing the modem log files from failed faxes, you should consider these questions:
• Is this failure a one-time event or is it part of a larger pattern? If it is a one-time event, it is
probably unimportant. If it seems to be part of a larger pattern, it will be valuable to determine
what kind of a pattern is involved.
• Are many failures coming from a particular fax machine or from a particular brand or model of fax
machine? If so, then check the Multi-Tech web site for applicable modem firmware updates to
the FaxFinder.
• Have there been recent changes to the phone system or the room where the equipment is
located? (Amid such changes, a phone line might be bumped and so be disconnected or have
an intermittent connection.)
• Have phone lines recently been changed or re-routed? (Damaged or noisy phone lines can
cause fax failures.)
Possible Solutions to Fax Failure Problems
• Lower the incoming baud rate for received faxes.
• Check Multi-Tech web site for newer modem firmware for FaxFinder and, if any is available,
upgrade the FaxFinder (see the section “Modem Firmware Update” in Chapter 8: Device
Manager Installation & Operation).
• Call Multi-Tech Tech Support at 1-800-972-2439.
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Chapter 7 – Device Manager
Operation
Introduction
The process of installing the Device Manager software is explained in Chapter 2. This chapter will
describe the options available to an administrator using the Multi-Tech Device manager software.
Opening the Device Manager Software
1. To launch the Device Manager program from the Windows desktop, go to Start | Programs | Device
Manager | Device Manager.
2. The Device Manager main screen will appear.
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Device Manager Main Screen
The Device Manager’s main screen lists the devices (FaxFinders, CallFinders, or Multi-Access units) that
are working together as a system. In a FaxFinder system, for example, the system generally can consist
of one FaxFinder functioning as a master or server unit (designated as Primary) and one or more
FaxFinders functioning as client or slave units (designated as Copy). FaxFinder units functioning without
reliance on a server unit (designated as Independent) can also be part of the system. The Device
Manager is in contact with all the FaxFinder units of its system through the Ethernet network (Internet or
private IP network) to which all are connected.
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Access to Commands
The commands of the Device Manager software are accessible in the program’s pull down File and Edit
menus, and through a right-click menu that becomes available when a particular device (FaxFinder,
CallFinder, or Multi-Access unit) is selected in the program’s main screen.
Right-Click ‘Device’ Menu
These are command options that are available once you right-click on a specific FaxFinder in the Device
column of the Device Manager software.
How to Access Command Command Name Summary
Right-Click on listed device
Delete (Device) Removes a device from the system and
from the control/influence of the Device
Manager software.
Save Configuration Saves a group of telephony and IP
settings for a device (FaxFinder,
CallFinder, or Multi-Access unit).
Restore Configuration Re-installs a previously saved group of
telephony & IP settings into a device.
Export csv phonebook Exporting a FaxFinder server
phonebook allows you to take an
existing phonebook, edit it, and import it
to the same FaxFinder or a different
FaxFinder unit.
Import csv phonebook Importing a CSV phonebook will replace
all user-defined entries of the existing
FaxFinder phonebook. This is useful for
making wholesale changes to the
FaxFinder server’s user defined phone
book entries.
Update [Firmware] Updates “server” firmware and modem
firmware of a device.
Retrieve Received
Faxes
Retrieve Received Faxes provides a
way to FTP faxes off of a FaxFinder
server when there are problems with
the email server.
Set Phonebook Sharing Determines whether a device
(FaxFinder, CallFinder, or Multi-Access
unit) in a system has the main
phonebook, receives a copy of the
phonebook, or operates independently.
For Multi-Access units, this command
determines whether the unit has the
main user list, receives a copy of the
user list from another unit, or operates
independently.
Properties Shows IP address and Username of the
device.
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Main Screen Menu or Column Description
File menu Also contains the Exit command which closes the Device Manager
program.
From here, you can launch the Options screen from which the
Logging function can be configured.
Edit menu Allows you to add a device (FaxFinder, CallFinder, or Multi-Access
unit) to the system. Allows you to synchronize phonebooks from
Primary FaxFinder units to Copy FaxFinder units within the
system. Lists of other devices (the phonebooks of CallFinders and
the user lists of Multi-Access units) can undergo synchronization,
as well.
Allows automatic discovery of devices.
Help menu Online help is not currently supported.
See manuals. An About screen can be launched here. It specifies
the version of the Device Manager program.
Device column Lists the devices in the system indicating the IP address, model
number, and phonebook sharing status for each.
Status column Indicates the current operating condition of the Device Manager
software with respect to the device.
Possible states are:
not logged in: Device Mgr software is not logged into device;
logging in: Device Mgr software is in process of logging into device;
idle: status during normal device operation;
updating device [FaxFinder, CallFinder, or Multi-Access]: new
version of firmware is being loaded onto the device;
updating modem: new version of firmware is being loaded onto a
modem in the device;
login failure – device busy: appears when the Device Manager
software tries to log into the device while it is handling a call.
login failure – device not found: appears when server cannot be
contacted by Device Manager.
Version column Indicates the version of server software operating on the device.
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Device Manager “File” Menu
File Menu Command Description of Fields & Buttons
Options
Logging Options can be used to alter the
default logging options for the Device
Manager. Normally, changes to these
options are not required, unless directed by
Multi-Tech Technical Support.
Save Log on Exit: Check this to ensure the
Log file exists after the application is closed.
Trace Level: Denotes the amount of trace
output recorded by Device Manager.
Range = 1-9. Default= 5.
The higher the number, the more details are
being recorded about the activities of the
Device Manager program.
Custom Log File: Check this 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.
Defaults: Restores all Logging information
to factory defaults.
View Log: Opens the existing log file for
viewing.
Explore: Opens Windows Explorer for
finding existing Log files..
Delete Log: Deletes the current Log.
Delete All Logs: Removes any previously
existing Log files.
Click OK to save your changes and exit.
Click Cancel to discard changes and exit.
Exit Closes the Device Manager program.
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Device Manager “Edit” Menu
Edit Menu Command Description
Synchronize Phonebooks Transfers phonebook data from a Primary
FaxFinder unit to all FaxFinders designated
as Copy units. The phonebook sharing
statuses of the FaxFinders (Primary, Copy,
or Independent) involved must be set in
advance. That is, one FaxFinder must be
set as the Primary unit. One or more other
FaxFinders must be set as Copy units
designated to accept phonebook data from
that particular Primary FaxFinder.
Independent FaxFinders may be in the
system but they do not participate in
phonebook sharing. This synchronization
also applies to CallFinder phonebooks and
Multi-Access user lists.
During synchronization, administrative
phonebook parameters are not copied. In
this way, the Copy units retain their entries
for all POTS Modem Entries,
Administrator Password, and other
parameters that must remain unique to
each FaxFinder unit (or other device).
When the Synchronize Phonebooks
command is invoked, the Primary unit
copies its phonebook data into each Copy
unit, one at a time, in sequence until all
Copy units have received the data. Control
screens appear before each Copy unit
receives its download and the download
can be canceled for any particular Copy
unit.
Add Device Brings up the Add Device Address screen.
On this ‘Add’ screen, you enter the IP
address, User Name, and Password of
devices (FaxFinders, CallFinders, or Multi-
Access units) to be included in your system.
See “Adding Devices” procedure later in this
chapter.
Auto-Discover Devices This command initiates a search for relevant
devices (FaxFinders, CallFinders, or Multi-
Access units) on the network. It will only
detect FF100, FF110, and FF200 units that
have been restarted within the past 10
minutes. This limitation does not apply to
other FaxFinder units. This monitor allows
you to change username, password, and
IP-related characteristics of devices.
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Synchronizing Phonebooks
When FaxFinder phonebooks are synchronized, all non-administrative listings match. One FaxFinder unit
(the Primary unit) holds the master list that is transmitted (using the Synchronize Phonebooks
command) to other FaxFinder units in the system (Copy units). FaxFinder units can operate in same
system but have independent phonebooks, in which case they are designated Independent.
Synchronizing phonebooks entails three steps:
1. Designating one FaxFinder as the master phone book. In the main Device Manager screen, right-click
on the unit to be designated as master, scroll to Set Phone Book Sharing, and select Primary.
2. Designating all other FaxFinder units participating in phonebook sharing as Copy units. In the main
Device Manager screen, right-click on each unit to share the master phonebook, and select Copy.
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3. Using synchronization. In the main Device Manager screen, open the Edit menu and select
Synchronize Phonebooks. The Synchronize Phone Books screen will appear along with a series
of transient screens (denoting tftp data transfers) and confirmation screens (where you click OK to
proceed).
After the master phonebook has been transferred to the first Copy FaxFinder unit and that unit has
been rebooted, the Device Manager will automatically begin synchronizing the additional Copy
FaxFinder unit in the system (if any) until all have been synchronized.
To see the newly synchronized phonebook list in each Copy FaxFinder unit, you must update the
Phone Book screen by clicking on the Phone Book button (to the right of Administration) in the list at
the top of the screen.
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Adding Devices
Any FaxFinder/CallFinder/MultiAccess unit to be added to the system and come under the management
of the Device Manager software must be connected to the same IP network as the computer running the
Device Manager software.
To add a FaxFinder/CallFinder/MultiAccess unit to the system, start at the main Device Manager screen.
Open the Edit menu and select Add Device. When the Add Device screen appears, enter the IP
address, Username, and Password for the unit you are adding to the system. Then click OK.
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Using the Auto-Discovery Monitor
The Auto-Discover Devices command of Device Manager will automatically search the network for
FaxFinder, CallFinder, or Multi-Access units. The Auto-Discover Devices command is in the Edit Menu.
When invoked, the Auto Discovery Monitor screen will appear and will display FaxFinders, CallFinders,
and Multi-Access units on the system and identify each (with Host Name, IP Address, and Mac Address).
It will not discover devices outside your network. For example, if the IP address of the computer running
Device Manager is 134.146.8.90, this feature would discover such devices only in the 134.146.8.x
network, but not in 134.146.10.x or other networks.
Auto Discovery. You initiate the command from the Edit menu. A list of devices will soon appear in the
Auto Discovery Monitor window.
The polling process takes a few minutes to complete. (The Auto Discovery Monitor will only detect
FF100, FF110, and FF200 units that have been restarted within the past 10 minutes. This limitation does
not apply to other FaxFinder units.) After a device has been detected you can add it to the group of
devices that the Device Manager software is serving by entering the appropriate Username and
Password for the discovered unit in the Device Manager’s Add Device Address screen.
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Viewing Parameters of a Selected Device. If you double-click on a device in the list in the Auto-
Discovery Monitor’s main screen, another screen with details about that device will appear. That second
screen specifies the device’s Mac Address, IP-related parameters, and presents blank fields for its
Username (User ID), and password.
Changing Parameters of a Selected Device. If a device has been discovered, you can reset its
Username (User ID) and Password to their default values (admin and admin) using the Reset UID/PWD
button. You can also change the “IP Address,” “Subnet Mask,” and “Gateway IP” fields for the selected
device. You must enter a valid User ID and password to the Fax Finder server to change any of these
fields. To finalize the changes to any of these parameters, click Update. After the changes are made, the
main Auto Discovery Monitor screen will return.
Clicking Finished will simply close the Auto Discovery Monitor screen.
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Deleting a Device
Invoking the Delete command removes the selected device (FaxFinder, CallFinder, or Multi-Access unit)
from the system. Once deleted, the device will no longer be under the management of the Device
Manager software. Click Yes at the ‘confirmation’ screen to complete the deletion command.
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Saving a Configuration
Each type of device in the FaxFinder/CallFinder/MultiAccess family saves all of its settings (IP address,
password, modem parameters, DID channel parameters, phone book settings, etc.) internally. This group
of settings is its configuration. This same group of settings can be saved on the computer running the
Device Manager software. Once saved, the configuration can be retrieved from the computer and re-
installed onto the device using the Restore Configuration command.
To save the configuration for a particular device, select the unit in the main Device Manager screen, right-
click on it, and select Save Configuration. Choose the location at which the configuration file will be
stored and click OK. Then, at the ‘confirmation’ screen, click OK again.
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Restoring a Configuration
To re-install on the device (FaxFinder, CallFinder, or MultiAccess unit) a group of settings (configuration)
previously saved on the computer running the Device Manager software, use the Restore
Configuration command. Device Manager will browse, by default, to an automatically determined
directory that contains a saved configuration.
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Exporting a CSV Phonebook
By using the export CSV phonebook command, you will create a comma separated file that is easily
imported into other FaxFinder units.
Right click on the server that you want to export from and select export CSV phonebook. This will export
the user defined portion of the phone book as a delimited (CSV) file.
The CSV Export window will appear. Select the type of delimiter you would like to use and click Export.
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You will be prompted for a location to save the CSV file. The default directory location is the IP address of
the FaxFinder.
The phone book in ‘FaxFinderComma.csv’ can be edited and then imported into another FaxFinder
server.
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Importing a CSV Phonebook
The companion to exporting a CSV phone book, importing a CSV phone book takes a file created by the
export command and replaces the current phone book with that of the unit the file was exported from.
This is useful to make wholesale changes to the FaxFinder server’s user defined phone book entries. The
following procedure and screens will illustrate this feature.
Right-click on the FaxFinder that you want the phone book to be replaced with a new phone book, and
click import csv phonebook.
You will be prompted to save the Configuration file before updating. It’s a good idea to save the
configuration periodically, especially when you are making changes.
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You will be asked to select the folder where you want the configuration file to be saved to. The default
folder location is the IP address of the FaxFinder.
A window will show that the file was saved successfully.
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After the Configuration file is saved, the Server Import Dialog appears. You can select the file to import,
select a file-mapping template or define a new template. Then you can preview the Import to check for
accuracy. Click Import when you are ready to copy the Phone book to the FaxFinder Server.
The next few steps will complete the process.
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1. Click Browse after the File name field and select the file you wish to import. In most cases this
would be a CSV file exported previously from a FaxFinder server. Check the First Line
Headings check box if the CSV import file has headings. Files exported with CSV Export contain
first line headings to make editing of the phone book easier.
2. Browse to an import template. FaxFinder Server Import_template.yml was created to import a
phone book exported from one FaxFinder into a second one. Or you can click Define Template
to create a mapping of the CSV file to the FaxFinder Server Phone book fields.
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3. Click the Preview button to view the Mapping of the Import Phone book to compare it to the
Contact Field Names.
4. Select the
Import button to begin copying the Phone Book to the FaxFinder Server and verify by
clicking OK.
5. Click
Modify Template to make changes to an existing template. You can select fields from the
Imported Fields drop down and map them to existing Contact Fields listed in the Field
Assignment column. Use the - button to remove a mapping, and the + button to create a
mapping.
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6. Once the Import is finished you will be asked to reboot the FaxFinder Server. The updated phone
book will not be used until a reboot occurs.
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The importation is complete, and the FaxFinder Server Phone Book has been replaced.
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Retrieving Received Faxes
Retrieve Received Faxes provides a way to FTP faxes off a FaxFinder Server when there are problems
with the email server. If problems occur with the delivery of faxes via email you may retrieve them from
the FaxFinder Server. Normally, this option would not be required, unless directed by Tech-Support.
Right Click the FaxFinder Server and select Retrieve Received Faxes.
Clicking OK will begin the process of retrieving faxes.
The faxes are copied to the default File Folder for the Device Manager by IP Address.
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Setting Phone Book Sharing
The phonebook of a Primary FaxFinder unit is a source or central phonebook. Phone numbers should
be entered into this phonebook. The central phonebook list is downloaded (by use of Synchronize
Phonebooks command) from the Primary FaxFinder unit into the phonebook of each Copy FaxFinder
unit. If phone numbers are added to the phonebook of a Copy FaxFinder phonebook, they will be
overwritten and lost at the next Synchronize Phonebooks command.
Phonebooks of Independent FaxFinder units do not participate in phonebook sharing.
Viewing Properties
The Properties command brings up the Multi-Tech Device Manager – N.N.N.N screen on which you
can view the IP Address and Username of the Device (FaxFinder, CallFinder, or MultiAccess) and
determine the number of characters in its Password.
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Firmware Updating Process
Over time, new versions of firmware will be issued. When these newer versions become available, you
will want to secure the firmware files (typically by downloading them from the Multi-Tech web site) and
install them.
There are two parts to a full firmware update:
(a) updating modem firmware for all modems
For POTS modems, the form of the file name is dwqgXy.hex; where X is a version number
and y is a version letter.
For the DID channel modem of the FF110, the form of the file name is ecqgXy.hex
where X is version number and y is version letter
Modem firmware can be updated on modems one by one or all in one command.
(b) updating server firmware for the FaxFinder/CallFinder/MultiAccess unit
The File name format is <model>_X_Y.bin
where X is the primary version number and Y is the extension.
NOTE: You must have the update files on your computer before beginning this procedure. The
latest version of these files will be available on the Multi-Tech web site. Put them in a
directory on a computer connected to the network on which the
FaxFinder/CallFinder/MultiAccess unit is running.
NOTE: Updating the FaxFinder/CallFinder/MultiAccess unit will take it out of operation for a few
minutes (allow 10 minutes for each update if you already have the new firmware in a
directory on the host computer). Do the update at a time that is not critical to your
organization’s usage of the unit.
NOTE: Under rare circumstances, boot code may need to be updated. For this, contact Multi-
Tech Technical Support.
To update firmware, follow the steps shown below.
Modem Firmware Update
1. Bring up the Device Manager software main screen. In the Device column, identify the
FaxFinder/MultiAccess unit on which the update is to be done. Be sure that the Status of that
FaxFinder/MultiAccess unit is idle before continuing. (You cannot update the FaxFinder/MultiAccess
while it is handling a call.) Select that FaxFinder/MultiAccess unit and right-click on it. In the menu
that appears, select Update. Before the Update can be invoked, you will be prompted to save your
current configuration.
Click Yes and the software will lead you through the steps shown in the procedure “Saving a
Configuration” presented earlier in this chapter.
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For the remainder of this procedure, we will illustrate modem updating with an 8-port FaxFinder (8
POTS modems). The procedure will be essentially the same for Multi-Access units. For current
CallFinder models, DID channel modem updating is not necessary. For the FF110 FaxFinder, both a
POTS modem and a DID channel modem would need to be updated separately.
2. The Update FaxFinder N.N.N.N screen will appear. The current versions for the FaxFinder server
firmware and firmware for the FaxFinder’s modems will be listed in the main window.
In the bottom (and largest) pane of the Update FaxFinder N.N.N.N window, read the list and write
down the version of firmware currently in use for the modems. Compare these versions with the
update file that you plan to use. Make sure that the file to be installed really does supersede the one
currently installed.
In the FaxFinder Update Select field, click on the Modem Firmware radio button and select the
modem (1, 2, 3, etc.) that you want to update from the drop-down list.
You can also choose to update all modems with a single command. This is highly recommended.
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3. Browse to the location of the most recent firmware file. Again, confirm that the update file has a
higher version level than the firmware file that it will replace.
4. Click Start Update.
5. The FaxFinder – Confirm Update screen will appear. Click OK.
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6. The updating process will take as long as a minute. During this time, several messages will
appear in the Update FaxFinder N.N.N.N window. A transient TFTP screen may appear briefly. If
the updating process has been successful, the final message line will say “Finished – The
FaxFinder is ready.” If you chose to update all modems with a single command, it will take about
the same length of time for each modem to be updated.
7. If you are updating the modems one-by-one, repeat steps 1-6 for each modem of the unit.
For consistency of operation, update all POTS modems of all FaxFinder units in the system.
8. The updating process is now complete. Click the “X” in the upper-right corner to close the update
window and return to the main Device Manager screen.
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Server Firmware Update
1. Bring up the Device Manager software main screen. In the Device column, identify the FaxFinder
unit on which the update is to be done. Be sure that the Status of that unit is idle before continuing.
(You cannot update the FaxFinder/CallFinder/MultiAccess unit while it is handling a call.) Select that
FaxFinder unit and right-click on it. In the menu that appears, select Update. Before the Update can
be invoked, you will be prompted to save your current configuration.
Click Yes and the software will lead you through the steps shown in the procedure “Saving a
Configuration” presented earlier in this chapter.
For the remainder of this procedure, we will illustrate server updating with an 8-port FaxFinder
(FF820). The procedure will be essentially the same for other FaxFinders, for CallFinders, and for
Multi-Access units.
2. The Update FaxFinder N.N.N.N screen will appear. The current firmware versions for the FaxFinder
server and for all of its modems will be listed in the main window.
In the bottom (and largest) pane of the Update FaxFinder N.N.N.N window, read the list and write
down the version of firmware currently in use for the FaxFinder server. Compare this version with the
update file that you plan to use. Make sure that the server firmware file to be installed really does
supersede the one currently installed on the unit.
In the FaxFinder Update Select field, select “FaxFinder firmware.”
Chapter 7: Device Manager Operation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 180
3. Browse to the location of the most recent firmware file. Again, confirm that the update file has a
higher version level than the firmware file that it will replace. Click on the name of the correct file and
then click on the open button.
4. Click Start Update.
5. The FaxFinder – Confirm Update screen will appear. Click OK.
Chapter 7: Device Manager Operation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 181
6. The updating process will take as long as a minute. During this time, several messages will appear in
the Update FaxFinder N.N.N.N window. A transient TFTP screen may appear briefly. If the
updating process has been successful, the final message line will say “Finished – The FaxFinder is
ready.” The network connection to the FaxFinder may be reset several times.
Chapter 7: Device Manager Operation
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 182
7. Close the Update FaxFinder N.N.N.N window. In the main Device Manager window, the updated
version will be listed.
8. Repeat steps 1-7 for each FaxFinder unit in the system.
NOTE: For proper operation of the FaxFinder system, including the sharing of Phone Book data, the
server firmware version for all FaxFinder units must be the same.
9. The updating process is now complete.
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 183
Appendix A – Troubleshooting
1. What if I can't see the web page for my FaxFinder?
REMEDY: Verify that the Admin PC is actually on the same subnet as the FaxFinder and that it can be
“pinged.”
Launch a Command Prompt.
(In WinXP, go to Start | All Programs | Accessories | Command Prompt.
In Win2000, go to Start | Programs | Accessories | Command Prompt.)
Type ipconfig to verify that the Admin PC’s IP address is in the same network as the
FaxFinder’s IP address.
Then type ping 192.168.2.1 (or server’s current IP address) and press Return.
If the Fax Finder doesn’t respond to the ping, try to ‘discover’ the Fax Finder using the Device
Manager software. If the Device Manager cannot discover the Fax Finder, make sure that the
Ethernet cable is plugged in and the Link light is lit.
If the FaxFinder unit does reply to the ping and you are still unable to view the FaxFinder web
page, then call Multi-Tech Tech Support for more assistance (1-800-972-2439).
2. What if I don't get an email when I set the mail server address?
This pertains to the procedure “Setting up the Mail Server.”
The email may have failed due to one of three causes:
(A) the name server cannot be resolved,
(B) the mail server cannot be contacted; or
(C) the client PC running the mail software cannot connect to the mail server; or
(D) the administrator’s email address may be missing or incorrect;
(E) the email server does not support SMTP; or
(F) a discrepancy exists between settings established in the FaxFinder Administration: SMTP
Configuration screen and the email server’s requirements for User ID and/or Password in
establishing authentication with the FaxFinder.
A list of the SMTP error codes and brief explanations of what they are is found below in item 6.
Appendix A: Troubleshooting
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 184
CAUSE A: During transmission, the name server’s address could not be resolved (that is, the FaxFinder
unit could not contact your name server).
RESPONSE A: Contact the FaxFinder unit using telnet and try to ping the name server.
telnet 192.168.x.x
user: admin
password: admin
# ping 192.168.y.y (where this is the address of the name server)
If the name server ping fails, you must determine why it failed.
The name server may not be reachable because it is on a different subnet. The name
server ping could also fail because the default gateway has been set incorrectly.
If the name server ping succeeds, then try to ping the mail server using its domain
name.
# ping mail.ourcompany.com
If you succeed in pinging the mail server by its IP address but yet it cannot be pinged
via its domain name, then the name server is not functioning correctly.
If the mail server can be pinged neither by its domain name nor by its IP address, then
consider item B below.
CAUSE B: The mail server is not running or cannot be contacted from the FaxFinder unit.
RESPONSE B: Verify that the mail server is running by sending an email to yourself using your
email software.
If you cannot send an email to yourself using your email software, then the mail server is
not running and you should find out why.
If you can send an email to yourself using the email software, then there is a problem
between your mail server and the FaxFinder unit. Call Multi-Tech Tech Support (1-800-
972-2439).
CAUSE C: The client PC running the mail software cannot connect to the mail server.
RESPONSE C: If you, as a client, cannot send yourself an email, then contact your
administrator; there may be a problem with your mail server.
CAUSE D: The administrator’s email address may be missing or incorrect.
RESPONSE D: Check and add/correct the administrator’s email address, as needed.
Appendix A: Troubleshooting
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 185
No email message after mail server setup (cont’d)
CAUSE E: The email server does not support SMTP.
RESPONSE E: Contact the FaxFinder unit using telnet either at its IP address or name (if a
name server is present) and specify the SMTP Port Number (25 is the
common/standard port number, but this number is configurable in the FaxFinder
Administration: SMTP Configuration screen).
telnet 192.168.x.x 25
OR
... telnet mailserver.somecompany.com 25
The email server should then return a “Welcome” message.
Type EHLO
The email server should then return a listing of supported protocols and other
information.
If the email server does not respond with a ‘Welcome’ message, or, if it does not
respond to EHLO, then, either the email server does not support SMTP or the port
number is wrong (that is, the port number used in the telnet command does not match
what was already specified in the Administration: SMTP Configuration screen).
If the email server does not support SMTP, it will not inter-operate with any FaxFinder
unit.
CAUSE F: A discrepancy exists between settings established in the FaxFinder Administration: SMTP
Configuration screen and the email server’s requirements for User ID and/or Password in
establishing authentication with the FaxFinder.
After you have set the FaxFinder Administrator’s email address (the first line in the Phone
Book), go to the Administration: SMTP Configuration screen and click “Update.” In
response to this, an email will be sent to the FaxFinder Administrator to test authentication
between the email server and the FaxFinder.
Email servers have different requirements about User ID and Password with respect to
authentication to another server. In order to authenticate, some email servers will require a
User ID and Password and will reject authentication if a User ID and a Password have not
been provided. For other email servers, a User ID and Password are not required and not
allowed and these email servers will reject authentication if a User ID and Password are
included.
RESPONSE F: Consult with the administrator of your email server about its User ID/Password
requirements for authentication. Then configure the FaxFinder’s Administration:
SMTP Configuration screen fields accordingly. The specific fields are “SMTP Server
User ID” and “SMTP Password.” Leave these fields blank or fill in these fields according
to the requirements of your email server.
3. My FaxFinder 120 or 220 is no longer responding to my inputs.
REMEDY: The FF120 and 220 models 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.
Appendix A: Troubleshooting
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 186
4. What if the FaxFinder doesn't answer a fax call?
REMEDY for Manual Routing Mode
Use this procedure if during a test call to the FaxFinder, you fail to see the "Waiting for
Connect" State in the Current Status: POTS Modem n screen and if you fail to hear modem
dialup/negotiation tones. -- both the state and the sound must be observable).
A. Situate yourself in a place where you can see the FaxFinder unit and, simultaneously,
use a phone on a regular POTS line.
B. From that ordinary POTS phone, dial the phone number of the FaxFinder.
C. As the call is completed, watch the FaxFinder’s TD and RD LEDs.
If these LEDs remain off, then the FaxFinder’s phone connection may be faulty.
If the LEDs flicker on and off in response to the call, then there is something wrong with
the FaxFinder software. Call Multi-Tech Tech Support (1-800-972-2439).
REMEDY for Automated Routing Mode
Use this procedure, if, during a test call to one of the FaxFinder numbers, you fail to see the
"Waiting for Connect" State in the Current Status: POTS Modem n screen and if you fail
to hear modem dialup/negotiation tones. -- both the state and the sound must be
observable).
A. Situate yourself in a place where you can see the FaxFinder unit and, simultaneously,
use a phone on a regular POTS line.
B. From that ordinary POTS phone, dial one of the phone numbers associated with the
FaxFinder.
C. As the call is completed, watch the FaxFinder’s TD and RD LEDs.
If these LEDs remain off, then the FaxFinder’s phone connection may be faulty.
If the LEDs flicker on and off in response to the call, then there is something wrong with
the FaxFinder software. Call Multi-Tech Tech Support (1-800-972-2439).
5. What if I don't get the email to me of the test fax that I sent?
REMEDY. Check the Current Status: POTS Modem n screen while the fax is in progress to see if it
goes through the following states: Waiting for Connect, Negotiating, Receive Page n, Post
Page Processing. If it does, then check the Fax Log screen to see what the FaxFinder
thought had happened. Also check the Pending Msgs status on the Current Status screen
and Email Status to see if it has No Errors. Based on these indications perhaps a solution
can be found. If not, call Multi-Tech Tech Support (1-800-972-2439).
Appendix A: Troubleshooting
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 187
6. SMTP Error Code List
Many messages now contain the last response from the email server. These error codes may be looked
up to give more details of exactly what occurred.
Error Message Explanation
Bad Mail Server Address The FaxFinder could not open a socket to the
email server, or could not resolve the name of the
email server.
Mail Server Connect Failed Authentication Error • The FaxFinder could not connect to the email
server.
• The FaxFinder could not authenticate to the
email server.
• The User ID or password is incorrect or not
required.
No reply from Email Server No reply was received from the email server when
trying to connect to it.
EHLO Error An error occurred during the EHLO request to the
email server - check the Hostname field.
Some email servers require a fully qualified
domain name to be provided upon connection.
MAILFROM Error An error occurred during the MAILFROM request
to the email server. Check the ‘From’ email
address.
Send To Error An error occurred during the RECPTTO request to
the email server. Check the email address you are
sending to.
Some email servers do not allow redirecting email
messages.
CC Error An error occurred during the CC request to the
email server. Check the email addresses of any
‘carbon copied’ or secondary users.
Message Data Error An error occurred during the DATA or ENDDATA
request to the email server. This occurs while
sending the email message to the email server.
Error ending email An error occurred sending the QUIT request to the
email server. This is the last command sent.
Error opening attachment An error occurred opening the received fax or
other file to copy to the email server.
Error resolving email host name The FaxFinder could not resolve the hostname of
the email server.
Client Timeout A timeout occurred during communication with the
email server.
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 188
Appendix B – Regulatory
Information
47 CFR Part 68 Telecom
1. This equipment complies with Part 68 of the 47 CFR rules and the requirements adopted by the
ACTA. Located on this equipment is a label that contains, among other information, the registration
number and ringer equivalence number (REN) for this equipment or a product identifier in the format:
For current products is US:AAAEQ##Txxxx.
For legacy products is AU7USA-xxxxx-xx-x.
If requested, this number must be provided to the telephone company.
2. A plug and jack used to connect this equipment to the premises wiring and telephone network must
comply with the applicable 47 CFR Part 68 rules and requirements adopted by the ACTA. It’s
designed to be connected to a compatible modular jack that is also compliant.
3. The ringer equivalence number (REN) is used to determine the number of devices that may be
connected to a telephone line. Excessive RENs on a telephone line may result in the devices not
ringing in response to an incoming call. In most but not all areas, the sum of RENs should not exceed
five (5.0). To be certain of the number of devices that may be connected to a line, as determined by
the total RENs, contact the local telephone company. For products approved after July 23, 2001, the
REN for this product is part of the product identifier that has the format US:AAAEQ##Txxxx. The
digits represented by ## are the REN without a decimal point (e.g., 03 is a REN of 0.3). For earlier
products, the REN is separately shown on the label.
4. If this equipment causes harm to the telephone network, the telephone company will notify you in
advance that temporary discontinuance of service may be required. But if advance notice isn't
practical, the telephone company will notify the customer as soon as possible. Also, you will be
advised of your right to file a complaint with the FCC if you believe it is necessary.
5. The telephone company may make changes in its facilities, equipment, operations or procedures that
could affect the operation of the equipment. If this happens, the telephone company will provide
advance notice in order for you to make necessary modifications to maintain uninterrupted service.
6. If trouble is experienced with this equipment, please contact Multi-Tech Systems, Inc. at the address
shown below for details of how to have the repairs made. If the equipment is causing harm to the
telephone network, the telephone company may request that you disconnect the equipment until the
problem is resolved.
7. Connection to party line service is subject to state tariffs. Contact the state public utility commission,
public service commission or corporation commission for information.
8. No repairs are to be made by you. Repairs are to be made only by Multi-Tech Systems or its
licensees. Unauthorized repairs void registration and warranty.
9. If your home has specially wired alarm equipment connected to the telephone line, ensure the
installation of this equipment does not disable your alarm equipment.
If you have questions about what will disable alarm equipment, consult your telephone company or a
qualified installer.
10. Connection to party line service is subject to state tariffs. Contact the state public utility commission,
public service commission or corporation commission for information.
11. This equipment is hearing aid compatible.
Appendix B: Regulatory Information
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 189
12. Manufacturing Information on telecommunications device (modem) embedded in
FF-120/220/420/820 units :
Manufacturer: Multi-Tech Systems, Inc.
Trade Name: Socket Modem
Model Number: MT5634SMI
Registration No: AU7USA-25814-M5-E
Ringer Equivalence: 0.3B
Modular Jack (USOC): RJ11C or RJ11W (single line)
Service Center in USA: Multi-Tech Systems, Inc.
2205 Woodale Drive
Mounds View, MN 55112 U.S.A.
(763) 785-3500
(763) 785-9874 Fax
47 CFR Part 15 Regulation
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant
to 47 CFR Part 15 regulations. The stated limits in this regulation are designed to provide reasonable
protection against harmful interference in a residential installation. This equipment generates, uses, and
can radiate radio frequency energy, and if not installed and used in accordance with the instructions, may
cause harmful interference to radio communications. However, there is no guarantee that interference will
not occur in a particular installation. If this equipment does cause harmful interference to radio or
television reception, which can be determined by turning the equipment off and on, the user is
encouraged to try to correct the interference by one or more of the following measures:
Reorient or relocate the receiving antenna.
Increase the separation between the equipment and receiver.
Plug the equipment into an outlet on a circuit different from that to which the receiver is connected.
Consult the dealer or an experienced radio/TV technician for help.
This device complies with Part 15 of the CFR 47 rules. Operation of this device is subject to the following
conditions: (1) This device may not cause harmful interference, and (2) this device must accept any
interference that may cause undesired operation.
Warning: Changes or modifications to this unit not expressly approved by the party responsible
for compliance could void the user’s authority to operate the equipment.
Appendix B: Regulatory Information
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 190
Fax Branding Statement
The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or
other electronic device, including fax machines, to send any message unless such message clearly
contains the following information:
• Date and time the message is sent
• Identification of the business or other entity, or other individual sending the message
• Telephone number of the sending machine or such business, other entity, or individual
This information is to appear in a margin at the top or bottom of each transmitted page or on the first page
of the transmission. (Adding this information in the margin is referred to as fax branding).
Any number of fax software packages can be used with this product. Refer to the fax software manual for
setup details. Typically, the fax branding information must be entered via the configuration menu of the
software.
Canadian Limitations Notice
Notice: The ringer equivalence number (REN) assigned to each terminal device provides an indication of
the maximum number of terminals allowed to be connected to a telephone interface. The termination on
an interface may consist of any combination of devices subject only to the requirement that the sum of the
ringer equivalence numbers of all the devices does not exceed 5.
Notice: The Industry Canada label identifies certified equipment. This certification means that the
equipment meets certain telecommunications network protective, operational, and safety requirements.
The Industry Canada label does not guarantee the equipment will operate to the user’s satisfaction.
Before installing this equipment, users should ensure that it is permissible to be connected to the facilities
of the local telecommunications company. The equipment must also be installed using an acceptable
method of connection. The customer should be aware that compliance with the above conditions may not
prevent degradation of service in some situations. Repairs to certified equipment should be made by an
authorized Canadian maintenance facility designated by the supplier. Any repairs or alterations made by
the user to this equipment or equipment malfunctions may give the telecommunications company cause
to request the user to disconnect the equipment.
Users should ensure for their own protection that the electrical ground connections of the power utility,
telephone lines and internal metallic water pipe system, if present, are connected together. This
precaution may be particularly important in rural areas.
Caution: Users should not attempt to make such connections themselves, but should contact the
appropriate electric inspection authority, or electrician, as appropriate.
Industry Canada
This Class A digital apparatus meets all requirements of the Canadian Interference-Causing Equipment
Regulations.
Cet appareil numérique de la classe B respecte toutes les exigences du Reglement Canadien sur le
matériel brouilleur.
Appendix B: Regulatory Information
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 191
WEEE Statement
(Waste Electrical and Electronic Equipment)
July, 2005
The WEEE directive places an obligation on EU-based manufacturers, distributors, retailers and importers
to take back electronics products at the end of their useful life. A sister Directive, ROHS (Restriction of
Hazardous Substances) complements the WEEE Directive by banning the presence of specific
hazardous substances in the products at the design phase. The WEEE Directive covers all Multi-Tech
products imported into the EU as of August 13, 2005. EU-based manufacturers, distributors, retailers and
importers are obliged to finance the costs of recovery from municipal collection points, reuse, and
recycling of specified percentages per the WEEE requirements.
Instructions for Disposal of WEEE by Users in the European Union
The symbol shown below is on the product or on its packaging, which indicates that this product must not
be disposed of with other waste. Instead, it is the user’s responsibility to dispose of their waste equipment
by handing it over to a designated collection point for the recycling of waste electrical and electronic
equipment. The separate collection and recycling of your waste equipment at the time of disposal will help
to conserve natural resources and ensure that it is recycled in a manner that protects human health and
the environment. For more information about where you can drop off your waste equipment for recycling,
please contact your local city office, your household waste disposal service or the vendor from whom you
purchased the product.
Appendix B: Regulatory Information
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 192
C-ROHS HT/TS Substance Concentration
依照中国标准的有毒有害物质信息
根据中华人民共和国信息产业部 (MII) 制定的电子信息产品 (EIP)
标准－中华人民共和国《电子信息产品污染控制管理办法》（第 39 号），也称作中国
RoHS，下表列出了 Multi-Tech Systems Inc. 产品中可能含有的有毒物质 (TS) 或有害物质 (HS)
的名称及含量水平方面的信息。
成分名称
有害/有毒物质/元素
铅
(PB)
汞
(Hg)
镉
(CD)
六价铬
(CR6+)
多溴联苯
(PBB)
多溴二苯醚
(PBDE)
印刷电路板 O O O O O O
电阻器 X O O O O O
电容器 X O O O O O
铁氧体磁环 O O O O O O
继电器/光学部件 O O O O O O
IC O O O O O O
二极管/晶体管 O O O O O O
振荡器和晶振 X O O O O O
调节器 O O O O O O
电压传感器 O O O O O O
变压器 O O O O O O
扬声器 O O O O O O
连接器 O O O O O O
LED O O O O O O
螺丝、螺母以及
其它五金件 X O O O O O
交流-直流电源 O O O O O O
软件/文档 CD O O O O O O
手册和纸页 O O O O O O
底盘 O O O O O O
X 表示所有使用类似材料的设备中有害/有毒物质的含量水平高于
SJ/Txxx-2006 限量要求。
O 表示不含该物质或者该物质的含量水平在上述限量要求之内。
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 193
Appendix C – Example Systems
Sample FaxFinder Systems
The FaxFinder system handles faxes in a non-conventional way. A regular fax machine is a centralized
resource. The FaxFinder system decentralizes fax functions throughout a network of PCs served by the
FaxFinder unit and by an email server in a common Ethernet network. Here we will give you the big
picture of how the FaxFinder Server unit and the FaxFinder Client software can deliver this convenient
functionality.
To show what you must do to implement FaxFinder functionality, we use a two fictitious companies as
examples in this manual. The first “Acme99, Inc.,” is a small manufacturing firm that we describe in this
chapter. We show, in this small sample system, the parameters that must be set in any FaxFinder
system, both for the server and for clients. The second fictitious example entity is “Rocky Mountain
Construction, Inc.,” a housing developer. References to this company will appear in later chapters of this
manual.
A regular fax machine typically operates in a common office area and is shared by multiple parties.
Usually no individual’s fax traffic is heavy enough to justify a dedicated personal fax machine.
Commonly, many parties go to the same fax machine to send and receive on a single ordinary phone
line.
Compared to the centralized and non-private nature of faxing with an ordinary fax machine, the FaxFinder
system offers fax users decentralized functionality, autonomy, and privacy. For outgoing faxes, the
conversion of documents into electronic fax files is now done by FaxFinder Client software (that resides
on the PC of each user) working with the print output of any application program. Faxes can be sent to
multiple parties with one mouse click. Outgoing faxes can consist of multiple documents and come from
different application programs (word processors, graphics programs, spreadsheets, etc.).
For incoming faxes, the FaxFinder system works differently in “Automated Routing Mode” than in “Manual
Mode.”
In Automated Routing Mode, each client on the FaxFinder network has a private phone number for
receiving faxes. Available extension numbers on the PBX allow each FaxFinder unit to serve numerous
clients from a single phone line. The FaxFinder transforms each incoming fax message into a graphics
file and routes it, as an email attachment, to the intended recipient.
In Manual Routing Mode, all incoming faxes go to one or more fax attendants who then forward the faxes
on to their intended recipients. (A separate fax attendant can be assigned to each of the FaxFinder’s fax
modems. Or, alternatively, a single attendant could handle fax traffic from all of the modems.) In Manual
Routing Mode, each of the FaxFinder’s modems has its own separate POTS line. For example, a 2-port
FaxFinder unit (an FF220) could be connected to four separate POTS lines and have a separate
attendant for each. Client users on the system could be divided into two groups. Each group would have
its own fax number for receiving incoming faxes and each group would have its own attendant. In either
mode, the fax recipients can be at any accessible email address, inside or outside of the local network.
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 194
For outgoing faxes, the FaxFinder works the same in both Automated Routing Mode and Manual Routing
Mode. Each client must be ‘registered’ with the FaxFinder Server unit. To send a fax, the client/user
‘prints to FaxFinder’ from an application program. That is, the client/user picks the FaxFinder as the
destination printer in a particular application program and then prints the document to send the fax.
In the remainder of this chapter, we introduce our fictitious sample FaxFinder systems. First, we show the
server software parameters that must be set for this simple system. Next we show two pairs of
illustrations about fax reception and fax transmission. In the first pair, we show what happens in the
FaxFinder system when a fax is received, from both server and client perspectives. In the second pair,
we show what happens when a fax is sent. The server perspective comes first. We then show sending
from the client perspective along with a setup for that client. We briefly explain each step of the process.
Finally, we show how the FaxFinder assembles the components of the fax message for the convenience
of the user.
For simplicity, we use an FF420 unit and employ only two of its ports.
These illustrations explain how the FaxFinder system fits into your Ethernet network and what client users
will encounter when they begin to use the FaxFinder Client software.
PBX
Station Ports
PSTN
PSTN
T1 Line POTS Lines
Ethernet
LAN
Ethernet
LAN
FaxFinder FaxFinder
. . . . . .
Outbound Faxing:
Users set FaxFinder
as printing destination
in application program.
Then ‘print-to-FaxFinder.’
Outbound
Faxes
Outbound
Faxes
Automated Routing Mode Manual Routing Mode
Inbound
Faxes
Inbound
Faxes
Inbound Faxing:
Email attachments
are sent directly
to recipients.
Email attachments are
sent to Attendant(s) and
forwarded to recipients.
Inbound Faxing:
Attendant(s)
FaxFinder Operating Modes
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 195
Server Setup for Sample FaxFinder System
192.168.4.251
Pete
PSTN
PBX Ext 3049
Pat
Admin
Internet
Time Server
FF420
FaxFinder
Server
Ethernet Port
Mail Server
PC of FaxFinder
Administrator
Email: pat@acme99.com
All incoming faxes are labeled
as coming from the admin.
Company in example has 30 PBX station
ports and 20 additional extension numbers
to assign to users who need incoming fax
numbers:
Telco Setup
Faxing PBX Ext: 3033
Administration: IP Configuration
IP Address 192.168.4.89
Subnet Mask
Name Server
Default Gateway
Secondary
Name Server
update
255.255.255.0
192.168.4.251
192.168.4.1
A time server pro-
vides current time
to the FaxFinder
upon request. The
time server uses
Simple Network
Time Protocol
(SNTP).
time.nist.gov
mail.acme99.com Mail Server must support Simple
Mail Transport Protocol (SMTP),
which FaxFinder uses for output-
ting faxes in email form.
192.168.4.89
faxfinder.acme99.com
Ethernet LAN
FaxFinder Server
Software Setup
FaxFinder
Server
Software
Setup
A Domain Name Server
(DNS) resolves domain
names (www.acme99.com)
into actual IP addresses
(192.168.4.200).
Admin is typically recipient
of all faxes sent to unassigned
PBX extensions.
Admin uses FaxFinder
Phone Book to assign
PBX extension numbers
to email addresses of clients.
Admin receives fax log
report as email attachment
after every nth fax.
Faxing PBX Ext: 3032
Email: Joe
@acme99.com
Mary
Email: Pete
@acme99.com
Faxing PBX
Ext: 3031
Email: Mary
@acme99.com
Name Server
PBX
Station Ports
POTS
Modem
POTS
Modem
POTS
Modem
POTS
Modem
Administration: SMTP Configuration
SMTP Server Address mail.acme99.com
SMTP Port
SMTP Server User ID
SMTP Password
Email Size Limit
Send Fax Email Receipt
Include Fax Details
Fax Output Format
update
1000 K bytes
25
Retype PW ...
PDF
Pots Line 1
Name User ID Email Address Ext Function
Phone Book
update
update
update
add
update
update
update
update
delete
delete
update delete
update
update
delete
delete
Pots Line 2
Pots Line 3
Pots Line 4
Pat -Admin pat-admin pat@acme99.com
Pat Murphy patm patm@acme99.com 3049
Pete Quigley
Joe Wagner
Mary Eng
Pete
Joe
Mary
Pete@acme99.com
Joe@acme99.com
Mary@acme99.com
3033
3032
3031
pat@acme99.com
pat@acme99.com
pat@acme99.com
pat@acme99.com
Joe
update
Administration: Time Configuration
Time Server time.nist.gov
Add Time Server
(GMT-06:00) Mountain Time (US & Canada)
Time Zone
Request Interval Days Hours Minutes00
24
Use Daylight Savings Time (DST)
Date Format
Time Format
mm/dd/yyyy
12 hour
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 196
Receiving a Fax, Server Perspective
Customer faxes order
to Joe at Acme99.
Uses Joe’s PBX
fax number:
7635553032
1
2Fax message traverses
public phone network.
Fax message reaches
PBX. Calls to all fax ex-
tensions are directed to
FF420 FaxFinder Server.
3
Acme99 Office
Quontaazy Scientific
Office
PBX Ext 3032
Joe
PBX Ext 3049
Pat --
Admin Email:pat
@acme99
.com
7Fax message from customer
(Quontaazy’s order) arrives
as attachment (PDF file)
in Joe’s email inbox:
Joe@acme99.com.
Joe opens PDF file
of customer order
message using
self-chosen PDF
Viewer program.
PBX Ext 3033
Pete
Email:pete
@acme99
.com
PBX Ext 3031
Mary
Email:mary
@acme99
.com
8
9FaxFinder Server fax log ( )
indicates successful fax reception.
pass
Name
Remote ID Result
Fax Log
Time
Pat
Pete
07/27/2004 12:47:31 PM 7747354686
Send
Receive
07/27/2004 10:48:46 AM
07/27/2004 10:32:06 AM
07/27/2004 09:49:39 AM
07/27/2004 09:39:31 AM
07/27/2004 09:20:02 AM
07/27/2004 08:07:26 AM
07/27/2004 07:33:19 AM
Pat
Mary
PeteQ
Joe
9857979
2123670278
8017920194
7175782 pass
pass
pass
pass
pass
pass
pass
send
send
send
send
receive
receive
receive
Joe
Pete
3033258763
send
PSTN
PBX
Station Ports
FF420
FaxFinder
Server
Ethernet Port
Acme99 Hyperbolic Gadulators– Order Form
Acme99 Gadulator Orders orders@acme99.com
926 Main St. www.acme99.com
Timbergull, MN 55555
763-7 17-3000 Fax: 763-555- 3033
Date _ 27 J uly 2004__ ___ _______ ___ _______ ____
Name: _ Quon taazy Scien tific , In c.______ _______ ___ ______ _______ ___ __
Contact __ Kim Phon ___________________ _________ _______ _________
Street __ 9140 Cryo Pkwy E.
____________ _______ ___ _______ ______ ____ _
City/State/Zip __ Carrollford, MA 01555_______________ _______ ___ ______ ______
Phone __ 774-735-4685_______________________ _______ ___ _______ ___
Payment
Terms
Pur. Order
Number
Confirmation
Number
Rout in g
Number
Credit/
Refund
QP180023
Ship Date Carrier Back Order RMA Voucher
F
POTS
Modem
POTS
Modem
POTS
Modem
POTS
Modem
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 197
Receiving a Fax, Client Perspective
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 198
Sending a Fax, Server Perspective
Customer receives
Mary’s FAX message
about product
specifications.
1
Acme99 Office
Customer’s
Office
PBX Ext 3032
Joe
PBX Ext 3049
Pat
Admin Email:pat
@acme99
.com
Mary prints to FaxFinder
to fax product specifications
to a customer.
PBX Ext 3033
Pete
Email:pete
@acme99
.com
PBX Ext 3031
Mary
Email:grs
@rmc83
.com
6
Email:joe
@acme99
.com
7FaxFinder Server fax log ( )
indicates successful fax transmission.
2FaxFinder client SW captures
word processor output and
assembles outgoing message
from FF Client screens and
cover page.
pass
Name
Remote ID Result
Fax Log
Time
Pat
Mary
Pete
07/27/2004 10:23:36 AM 7747354686
Send
Receive
07/27/2004 09:56:46 AM
08/20/2003 09:53:23 AM
08/20/2003 09:48:37 AM
08/20/2003 09:40:57 AM
08/20/2003 09:25:14 AM
08/20/2003 09:08:20 AM
08/20/2003 08:53:11 AM
Pat
Mary
Mary
Pete
Joe
9857979
3039187171
8017920194
7175854
pass
pass
pass
pass
pass
pass
pass
send
send
send
send
receive
receive
receive
receive
Acme99 Hy perb olic G adu lat ors -- P ro d uct S p ecif i cat io ns
Welcome to the worl d of hy perbolic gadulato rs. This p roduc t w ill gadul at e under the most severe
conditions and still meet the required deman ds of hyperbolic performanc e. Acme99 i s a t r usted lea der i n
the gadulator i ndustry. Your firm may get along fine wit h our ba sic, t ime- te sted B lue bird 10 0 mod el, the
industry standard for basi c gadulation fun ctionalit y.If you’re a larger firm, you may need our Urge l 500,
especially designed for hi gh-vol ume gadulating in the enterpr ise contex t. And t here i s a f amil y of
gadulators with an assortment of featu res in bet ween to meet virtually any commercial requirements.
Gadulation Functions by Model
Model Power Output MTBF Dimensions(i nches ) Appr oval s
Bluebird 100 10 amps @
120VAC
100
gadnerks/min
1000 days 32W x 24L x 9D Amer. Gad.
NerkCraft Agy
Crow 200 12 amps @
120VAC
200 gn./min 2000 days 36W x 24L x 12D AG NA
Pigeon 300 14 amps @
120VAC
300 gn/min 3000d ays 39W x 27L x 17D AGNA
Cockatoo 400 16 amps @
120VAC
400 gn/min. 4000 days 42W x 29L x 19D AG NA
Urgel 500 18 amps @
120VAC
500 gn/min 5000 day s 56W x 32L x 21D AGNA
Notes:
1. All specs subject to change without notice.
2. All measure ments taken under standardized fi eld conditi ons.
3. AGNA accepts no liabilityf or gadulati ons at tempted in excessivenerk fields as shown on state and
federal maps. For access to maps, seewww.agna-n erk .org/ ner kmap.htm.
4. Misuse of nerking privileges or gadulation wi thout a license may be subject to fines and penalties under
various state laws.
5. All models ex hi bit –90 dB of splodgenoc king attenuat ion.
Coming Soon … Acme99 MiniNerk Home and Auto Gadulateers
To enjoy simulation of the full nerking characteristics of hyperbolic gadulato rs at h om e, consider our line
of MiniNerk Gadu lateers . T hese m odel s come in asuper-compact chassis that will add flair to your home
décor. Home models work on ordinary 1.5V batteri es. Our car gadulators work on 12V AC, can be
installed in your trunk for extra security and cross over into full-fl edged gadula tion opera ti ons f or
significant peri ods of time, up to 25 minutes under some f ield conditi ons. –75 dB of splodgeno cking
attenuation gu arante ed. All Mini-Nerks support the MegablarkTM protocol. Watch for a ds thi s fal l.
FF420
FaxFinder
Server
Ethernet Port
Mary’s FaxFinder
Client SW communicates
with the FF420 over
Acme99’s Ethernet
network.
3
POTS modem
sends Mary’s
fax message
to the public
phone network
through the
PBX.
4
PSTN
PBX
Station Ports
Fax message traverses
public phone network.
5
T1
POTS
Modem
POTS
Modem
POTS
Modem
POTS
Modem
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 199
Sample Client Setup
Associating with Servers and Self Identification
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 200
Address Book: Methods of Management
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 201
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 202
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 203
Printing to FaxFinder
What Administrators Must Tell Users
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 204
Sending a Fax, Client Perspective
Appendix C: Example Systems
Multi-Tech Systems, Inc. FaxFinder Admin User Guide 205
Fax Message Components
Cover Page
From:
To:
Su bje ct :
Comment :
The time has c ome for all good
persons to come to the aid of their
respective countries .
Dear Mr Jo nes:
We were pleased at y our inquiry
about our housing to be offered
a t th e Mu r ki e Po nd ho us in g
development. We expect the
project to take off within the next
se ve ral months . Our fo rec asts
fo r h o usi ng ne ed s sh ow a hi gh
demand in the coming years.
This is a chance for you to get in
o n t he gro u nd f l oo r of wh a t co ul d
b eco me a g rea t o p po rt un it y.
Bl ah , bl ah , b la h, bl ah , bl ah .
We were pleased at your inquiry
about our housing to be offered
a t t h e Mu rki e Po nd ho us in g
development. We expect the
project to take off within the next
seve ral mon ths . Our fo rec asts
fo r h o usi ng ne ed s sh ow a hi gh
demand in the coming years.
Th is is a ch an ce f o r y ou to ge t i n
.
...
Outgoing Fax Transmission
How the FaxFinder’s outgoing fax
comes together.
Recipient
Info
FROM
FFAddress Book
Contact screen
OR
FF Send Fax screen
Sender
Info
FROM
FF Fax Client
Software
Options scre en
Subject,
Comment
FROM
FF Send Fax screen
FROM
file of application program.
For example,
word processor
or
graphics program.
Main Body
of
Fax Message
FROM
FF Serv er Software
screen s
Fax Stamp
Info

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