ADMINISTRATOR USER GUIDE FaxFinder™ FF110 V.
FaxFinderTM Administrator User Guide Model FF110 PN S000330C, Version C Copyright This publication may not be reproduced, in whole or in part, without prior expressed written permission from Multi-Tech Systems, Inc. All rights reserved. Copyright © 2006, by Multi-Tech Systems, Inc. Multi-Tech Systems, Inc. makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose.
Table of Contents CHAPTER 1 – PRODUCT DESCRIPTION AND SPECIFICATIONS ................................................................6 PRODUCT DESCRIPTION ..............................................................................................................................................6 PRODUCT FEATURES ..................................................................................................................................................6 PREREQUISITE: ORDERING THE DID LINE ............
Phone Book Screen ..............................................................................................................................................48 Modem Configuration Screen – DID Modem ......................................................................................................50 Modem Configuration Screen – POTS Modem....................................................................................................52 Password Administration Screen.................................
Right-Click Menu for Selected FaxFinder Device.............................................................................................143 FIRMWARE UPDATING PROCESS - DETAILED ..........................................................................................................149 FaxFinder Modem Firmware Update................................................................................................................149 FaxFinder Server Firmware Update ..........................................
Chapter 1: Product Description and Specifications Chapter 1 – Product Description and Specifications Product Description The FF110 V.34 FaxFinder unit is a complete, economical, easy-to-use network fax server. With it, you can receive faxes as emails and send faxes from any application that can print. To deploy the FaxFinder server, you need a DID trunk line, an ordinary POTS phone line, and an Ethernet connection to your LAN.
Chapter 1: Product Description and Specifications Prerequisite: Ordering the DID Line To operate the FaxFinder system, you will need a DID (Direct Inward Dial) line in your office. You must order the DID line from your local telephone operating company (telco). A DID line allows one phone line to be associated with multiple directory numbers. However, only one call can occur on this line at any given time. DID lines are sold in groups.
Chapter 1: Product Description and Specifications Technical Specifications The FF110 FaxFinder meets the following specifications: Connectors RJ11-Line Jack, RJ12-DID line, RJ45 - Ethernet Jack Size 4.25”w, 1.15”h, 5.8”d 10.8 cm x 2.9 cm x 14.8 cm Weight 224 g 8oz Power Consumption Typical 5.5W (1.10A @5v DC) Maximum 6.0W (1.20A @5.
Chapter 2: System Overview Chapter 2 – System Overview Our Sample System The FaxFinder system handles faxes in a non-conventional way. A regular fax machine is a centralized resource. The FaxFinder system decentralizes fax functions throughout a network of PCs served by the FaxFinder unit and by an email server in a common Ethernet network. In this chapter, we will give you the big picture of how the FaxFinder FF110 Server unit and the FaxFinder Client software can deliver this convenient functionality.
Chapter 2: System Overview Server Setup for Sample FaxFinder System – Rocky Mountain Construction FaxFinder Server Software Setup Administration: Time Configuration Administration: IP Configuration Subnet Mask time.nist.gov Time Zone (GMT-06:00) Mountain Time (US & Canada) Request Interval 192.168.4.89 IP Address Time Server Default Gateway 192.168.4.1 255.255.255.0 Secondary Name Server Name Server 192.168.4.251 Days 0 Hours 24 Minutes 0 update time.nist.
Chapter 2: System Overview Receiving a Fax, Server Perspective – RMC Gets a Fax 1 9 County Clerk faxes tax report to head of construction contracting company. FaxFinder Server fax log ( ) indicates successful fax reception.
Chapter 2: System Overview Receiving a Fax, Client Perspective – RMC President Gets a Tax Notice Multi-Tech Systems, Inc.
Chapter 2: System Overview Sending a Fax, Server Perspective – RMC Sends a Fax FaxFinder Server fax log ( ) indicates successful fax transmission. 7 6 County Clerk receives Gus Schmidt’s FAX message requesting taxation delay.
Chapter 2: System Overview Sample Client Setup – Gus, the RMC Controller Multi-Tech Systems, Inc.
Chapter 2: System Overview Sending a Fax, Client Perspective – RMC Controller Faxes Tax Complaint Multi-Tech Systems, Inc.
Chapter 2: System Overview Fax Message Components How the FaxFinder’s outgoing fax comes together. Sender Info Recipient Info FROM FF Fax Client Software Options screen FROM FFAddress Book Contact screen OR FF Send Fax screen Cover Page From: To: Subject : Comment : Main Body of Fax Message FROM file of application program. For example, word processor or graphics program.
Chapter 3: Server Installation Chapter 3 – Server Installation This chapter shows you how to set up your Multi-Tech Model FF110 FaxFinder. The setup process includes both cabling of the FF110 unit and configuration of the FaxFinder server software. The FaxFinder server software resides on the FaxFinder unit and does not need to be installed. Prerequisite: Ordering the DID Line To operate the FaxFinder system, you will need a DID (Direct Inward Dial) line in your office.
Chapter 3: Server Installation You Supply • A nearby AC power outlet • A nearby phone line jack • A connection to your Ethernet LAN • A nearby analog DID trunk line with a block of associated DID telephone numbers • A common subscriber phone line (POTS) • A PC (using Windows NT, Windows 2000, or Windows XP as operating system) from which to configure the FaxFinder unit • Client PCs with email and printing applications. Client PCs on your network will receive faxes in their email inboxes.
Chapter 3: Server Installation 4. Connect FaxFinder to Ethernet Network. Plug one end of your RJ45 ethernet cable into the FaxFinder’s ethernet jack and the other end into your network ethernet hub. This ethernet cable is not included with your FaxFinder unit. Caution: Before connecting to the Ethernet Network, make sure that the network to which you are connecting the FaxFinder is not a 192.168.2.x subnet. If it is a 192.168.2.
Chapter 3: Server Installation Part B: Configuring the FaxFinder Server Summary of Configuration Data The table below lists the information you will need to fill in on the various FaxFinder Server screen. Gathering this information in advance will expedite the FaxFinder configuration process. Server Parameters (for Server Admin screen) Values for this FaxFinder IP Address (of FaxFinder unit) Subnet Mask (Domain) Name Server Secondary Name Server (optional) Default Gateway Time Server (typically time.
Chapter 3: Server Installation 1. Setting Admin PC to Startup IP Address a. Connect a pc to your network. b. Set the pc IP address to 192.168.2.x subnet (using any address excluding 192.168.2.1). Windows XP a. From the Windows desktop, right-click on “My Network Places,” and select “Properties.” b. In the Network Connection screen, right-click on “Local Area Connection.” c. In the Local Area Connection Properties screen, on the “General” tab, scroll to the “Internet Protocol (TCP/IP)” entry and select it.
Chapter 3: Server Installation 2. Logging In (I) a. Bring up a Web browser on your pc. At the browser’s address line, type the default Gateway address: http://192.168.2.1 and press Enter. b. The Login screen will appear. At this point you can be assured that the FaxFinder is connected to the network. If the Login screen does not appear, see item #1, “What if I can’t see the web page for my FaxFinder?” in Chapter 10: Troubleshooting. c.
Chapter 3: Server Installation e. Click the Login button. The Web Management Home screen will appear. From this screen, you can access all of the FaxFinder Server software screens. 3. Setting FaxFinder IP Addresses a. In the FaxFinder Administration screen, go to the IP Configuration fields. Administration: IP Configuration IP Address 192.168.4.89 Subnet Mask 255.255.255.0 Name Server 192.168.11.251 Default Gateway 192.168.4.1 Secondary Name Server update b.
Chapter 3: Server Installation 4. Resetting Admin PC to Its Regular IP Address In step #1 above, you recorded the original IP address of the administrator’s PC and then reset it to the IP address required to allow communication with the FaxFinder unit. You must now set the IP address of the administrator’s PC back to its original value. 5. Logging In (II) Having reset the IP address of the administrator’s PC, you must log into the FaxFinder Server software again.
Chapter 3: Server Installation b. Destination Email Address for POTS Line Fax i. In the “POTS Line” row of the Phone Book screen, enter the email address of the person whom you want to receive all inbound faxes received on the POTS line. (The POTS line is primarily for sending faxes but can receive faxes, as well. Typically, faxes coming in on the POTS Line are sent to the FaxFinder Administrator.) ii. Click on Update in the “POTS Line” row.
Chapter 3: Server Installation 7. Setting Up the Mail Server The FaxFinder uses a mail server to send, by email, call log reports to the administrator. An email is also sent to the administrator each time the FaxFinder is powered up. In all cases, you must specify the address of the mail server and the email address of the administrator. Some email servers require authentication before allowing the FaxFinder access. In these cases, the FaxFinder unit must be assigned a Server User Name and a password.
Chapter 3: Server Installation c. Note that the value entered in the “Fax ID” field (typically the DID phone number and, sometimes, an organizational identifier) will appear in the fax log printed by the sender’s fax machine. d. Click Update. e. Open the FaxFinder Server Home screen. Click on Current Status. Watch the Current Status: DID Modem portion of the screen. The “State” of the DID Modem (see Current Status: DID Modem screen) should be “Waiting for Ring.” f.
Chapter 3: Server Installation c. Specify a Country Code that fits your location. d. Use the Routing field to set the FaxFinder’s operating mode. For POTS Mode, set the Routing field to “POTS Line.” For PBX Routing Mode, set the Routing field to “DTMF Digits,” or, if a mode code for your PBX is listed in the drop-down box, select that mode code. The "Avaya Mode Code" setting applies to Avaya PBXs in which a centralized voice-mail system (like Merlin Messaging or Intuity Audix) has been installed.
Chapter 3: Server Installation When Smart Dial is OFF, the FaxFinder modem will seize the phone line and dial after a 3-second pause whether a dial tone is present or not. Hint: If ‘no dial tone’ messages appear consistently, set Smart Dial to OFF. h. Dial Prefix (or ‘access digit’). When the FaxFinder is attached to an extension of a PBX or key phone system, an access digit is often required to ‘get an outside line’ (that is, to make a connection to the PSTN).
Chapter 3: Server Installation 10. Changing Admin’s Server Password a. In the Password Administration screen, enter a new User ID and Password for the FaxFinder Administrator (something other than “admin” and “admin”). This User ID and password are to be used in that person’s capacity as administrator. Then re-enter the password in the “Confirm Password” field. Passwords can be as short as 4 characters, as long as 12 characters, and are casesensitive.
Chapter 3: Server Installation b. Click on Update for this row. Passw ord Administration Name User ID Password Han k Grego ry - Admin Han k Grego ry a dmin-h ank h ank *** ** Confirm Password Function * *** * update update 12. Sending Test Fax from Fax Machine to FaxFinder a. Using a conventional fax machine, send a fax to the DID fax number established for the FaxFinder Administrator. Multi-Tech Systems, Inc.
Chapter 3: Server Installation b. Verify that the fax message sent reaches the email inbox of the administrator. Allow time for the fax to arrive as an email message. Arrival time will depend on your circumstances (the page count of the message, how often email is delivered, etc.). If the email does not appear within a reasonable period of time, see item #4 “What if I don’t get the email to me of the test fax that I sent?” in in Chapter 10: Troubleshooting. c.
Chapter 3: Server Installation b. Click on Add for this row. The message “Success: [name] was updated” will appear above the Phone Book list. Phone Book Name User ID Email Address Ext H ank Gre gory -- Admi n a dmin hg g@rmc83.com POTS Li ne hg g@rmc83.com D ead L etter Box hg g@rmc83.com H ank Gre gory h ank hg g@rmc83.com 242 6 Jo hn Schli ef j ohns jsch li@rmc83.com 242 7 R oge r She rman ro ger rog er@rmc83.com 242 8 Gus Schmi dt g rs grs@rmc83 .
Chapter 4: FaxFinder Server Software Screens Chapter 4 – FaxFinder Server Software Screens In this chapter, we present the screens of the FaxFinder server software. We describe each field in each screen and some of the command buttons. (We do not describe command buttons that have functions that would be readily understood by users of Windows software. Examples of such self-evident functions include buttons like “OK,” “Cancel,” “Next,” etc.
Chapter 4: FaxFinder Server Software Screens Login Screen The FaxFinder Server Login screen is the primary security device for the Server software. The FaxFinder has a default setting that allows use of “admin” as both the User Name and the Password at initial startup. After you have begun configuring your FaxFinder fax server system, you should change the password in the Password Administration screen described later in this chapter. Multi-Tech Systems, Inc.
Chapter 4: FaxFinder Server Software Screens Fax Log Screen Sorting Function. You can sort the entries of this screen by doing a mouse-over on the name/identifier of any column that has variable entries. After you click on the column name, the entries will be re-sorted by that column’s parameter in ascending alphabetical or numerical order.
Chapter 4: FaxFinder Server Software Screens Fax Log Screen Field Definitions Column Time Name Remote ID Result Send/Receive Pages Details (button) Multi-Tech Systems, Inc. Values mm/dd/yyyy alphanumeric phone number pass/fail send, receive numeric -- Description Time that fax was sent or received. Client party sending or receiving fax. Fax number of remote party involved in fax transmission (this could be sender or receiver). Indicates whether fax transmission passed or failed.
Chapter 4: FaxFinder Server Software Screens Fax Details Screen The Fax Details screen is a secondary screen accessible from the Fax Log screen. It presents detailed technical information about a fax selected in the Fax Log screen.
Chapter 4: FaxFinder Server Software Screens Field Off-Hook Time Width Data Compression Status Elapsed time Email Attachments Connect Time Height: Error Correction: init time Fax Details Screen Field Definitions Values Description mm/dd/yyyy The time at which the modem went off-hook for hh:mm:ss the fax transmission. numeric (in pixels) Width of fax. This is typically 1728 pixels.
Chapter 4: FaxFinder Server Software Screens Current Status Screen Current Status Screen Field Definitions Field Name Values System fields group Current Time weekday, mo, dd hh:mm:ss yyyy Pending Msgs numeric Email To: Subject: Multi-Tech Systems, Inc. a@b.c alphanumeric Description The present time of day. Emails that have arrived in the FaxFinder Server that have not yet been conveyed to clients.
Chapter 4: FaxFinder Server Software Screens Current Status Screen Field Definitions (cont’d) Field Name Values Description System fields group Time Server Initializing, The FaxFinder synchronizes its fax time stamps Status No Errors, to an Internet source, usually a government SNTP Error: type 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.
Chapter 4: FaxFinder Server Software Screens The “Initialize Modem” and “Make Busy” button commands can be legitimately invoked only by a user with administrative rights. If a non-administrator clicks on either of these buttons, that party will be logged out of the FaxFinder Server program and the following error message will appear.
Chapter 4: FaxFinder Server Software Screens Current Status Screen Field Definitions (cont’d) Field Name Values Description POTS Modem fields group Connect Time mm/dd/yyyy, For the current fax, the date and time at which hh:mm:ss the connection began. Phone Number numeric For outbound faxes, this is the fax number of the remote fax recipient. For inbound faxes, this is the number that the remote fax sender dialed when sending the fax.
Chapter 4: FaxFinder Server Software Screens Administration Screen Multi-Tech Systems, Inc.
Chapter 4: FaxFinder Server Software Screens Administration Screen Field Definitions Field Name Values Description IP Configuration Fields IP Address n.n.n.n for n = 0-255 The IP address of the fax server. Subnet Mask n.n.n.n for n = 0-255 This subnet mask is the subnet for the network to which the fax server is connected.
Chapter 4: FaxFinder Server Software Screens Administration Screen Field Definitions Field Name Values Description SMTP Configuration Fields 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 25 (default) Range: 0 - 65535 The IP port on which the SMTP server is listening. SMTP Server User ID alphanumeric Identifier used by FaxFinder when interfacing with mail server.
Chapter 4: FaxFinder Server Software Screens Administration Screen Field Definitions (continued) Field Name Values Description Time Configuration Fields (continued) Click on this button to make changes to Time Configuration settings take effect. Update (button) Date Format Time Format mm/dd/yyyy, OR dd/mm/yyyy, OR yyyy/mm/dd 12-hour or 24-hour 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.
Chapter 4: FaxFinder Server Software Screens Phone Book Screen The Phone Book screen maps the DID extension phone numbers of clients to their respective email inbox addresses at which they will receive incoming faxes as viewable drawing files. Sorting Function. You can sort the entries of this screen by doing a mouse-over on the name/identifier of any column that has variable entries.
Chapter 4: FaxFinder Server Software Screens Phone Book Screen Field Definitions (cont’d) Field Name Values Delete button -- Admin row -- POTS Line row Dead Letter Box row User Update button Multi-Tech Systems, Inc. Description Use to remove a client user from the Phone Book. The party whose email address is entered here has extensive special rights to configure the FaxFinder client and server software.
Chapter 4: FaxFinder Server Software Screens Modem Configuration Screen – DID Modem “Modem Configuration: DID Modem” Screen Field Definitions Field Name Max DID Digits FAX ID Max Baud Rate Polarity Multi-Tech Systems, Inc. Values 2-7 alphanumeric; 20 characters, max. 2400 – 33,600 bps A or B Description The number of digits that the telco supplies to the DID line when an incoming call is received. Default = 4.
Chapter 4: FaxFinder Server Software Screens “Modem Configuration: DID Modem” Screen Field Definitions (cont’d) Field Name Fax Debugging Values Description 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.
Chapter 4: FaxFinder Server Software Screens Modem Configuration Screen – POTS Modem “Modem Configuration: POTS Modem” Screen Field Definitions Field Name Answer On Max Baud Rate Values number of rings 2400 – 33,600 bps Tone Dial on, off 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. Multi-Tech Systems, Inc.
Chapter 4: FaxFinder Server Software Screens “Modem Configuration: POTS Modem” Screen Field Definitions (cont’d) Field Name Values Description Fax Debugging on, off This field allows you to turn on or off a fax debugging feature. When Fax Debugging is on, the FaxFinder produces detailed technical reports on failed faxes. Generally, this feature is for use by the user in conjunction with MultiTech tech support personnel.
Chapter 4: FaxFinder Server Software Screens Password Administration Screen Use the Password Administration screen to assign password to client users in the FaxFinder system. In this screen, you specify each client’s name, user ID, and password. You must click “Update” to make changes for any client permanent. The User ID, Password, and Confirm Password fields are casesensitive. Sorting Function.
Chapter 5: FaxFinder Client Software Configuration Chapter 5 – FaxFinder Client Software Configuration To configure the FaxFinder Client Software, you must first install the software on a PC and then associate that installed client software with one or more specific FaxFinder hardware units. Installing FaxFinder Client Software 1. Insert the FaxFinder Product CD into the CD-ROM drive of the client PC. Launch the installation program by clicking on the setup.exe file on the CD.
Chapter 5: FaxFinder Client Software Configuration 2. At the Welcome screen, click Next. 3. At the Choose Destination Location screen, designate the desired file location for the FaxFinder client software. In most cases, the default file location is recommended. Specify the desired file location and click Next. Multi-Tech Systems, Inc.
Chapter 5: FaxFinder Client Software Configuration 4. At the Select Program Folder screen, you can designate a program folder for the FaxFinder software. Again, in most cases, the default is recommended unless you have other plans. Designate a folder and click Next. 5. A transient screen will appear while files are being copied. Multi-Tech Systems, Inc.
Chapter 5: FaxFinder Client Software Configuration 6. You will be asked whether or not you want to associate TIF and CPG files with the Multi-Tech Tiff Viewer. Click Yes (unless you prefer to use a different viewer program). 7. If a Question screen appears asking "Warning - the extension TIF is already registered, Overwrite?,” you must respond. Click Yes if you wish to use the TIFF viewer installed with the FaxFinder Client Software.
Chapter 5: FaxFinder Client Software Configuration The FaxFinder Fax Client Software starts automatically when the installation is complete. Icons for the FaxFinder software applications will appear in the Windows Start menu. After installation, the Client Software starts up whenever the computer is booted. A FaxFinder icon appears in the tray area at the lower-right corner of the screen. The FaxFinder Fax Client Software screen can be opened from either the Start menu icon or the tray icon.
Chapter 5: FaxFinder Client Software Configuration Associating Client with Specific FaxFinder Unit(s) Sometimes more than one FaxFinder unit is connected to an Ethernet network. In some cases, certain client users might be assigned to some FaxFinder units and not assigned to others. After the FaxFinder client software is installed, you must associate it with one or more FaxFinder units.
Chapter 5: FaxFinder Client Software Configuration the sake of simplicity and convenience) to use the same Username and Password for all FaxFinder units. NOTE: The Username entered here must match the entry used in the “User ID” field of the Phone Book screen in the FaxFinder Server Software. The password entered here must match the password entered for this client in the Password Administration screen in the FaxFinder Server software. Click OK. 4.
Chapter 5: FaxFinder Client Software Configuration Dis-Associating the Client from a Specific FaxFinder Unit In this procedure, you will un-do the procedure “Associating Client with a Specific FaxFinder Unit.” This situation might occur when changes are being made in the network faxing system. In any event, this procedure severs the tie between your PC and a specific FaxFinder unit so that you will no longer be connected to it for sending fax messages.
Chapter 5: FaxFinder Client Software Configuration Disabling and Re-Enabling a Client’s FaxFinder Service Disabling a FaxFinder’s service to a specific client is simply a temporary version of dis-associating the client from that FaxFinder. When a client has disabled the FaxFinder’s service to that client, the client/user cannot send faxes through the FaxFinder.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions FaxFinder Fax Client Software Menu Command Definitions Command Name Values Description File menu commands Send Fax -- Pause Scheduler -- Options Exit Multi-Tech Systems, Inc. Brings up the FaxFinder Send Fax screen, the first step in transmitting a fax message via the FaxFinder system.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Command Name Values Description Edit menu commands Add Fax Server -Brings up the Add Device Address screen so that a FaxFinder or HylaFax server on the network can be associated with the client. A client can be served by more than one FaxFinder unit. Add Contact -Brings up the New Contact screen so that an recipient can be added to the Address Book.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Field Name Values Description Device Status tab Device (column) alphanumeric Status (column) Recipient (column) Print Capture (row) Multi-Tech Systems, Inc.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Command Name Values Description Device Status tab (cont’d) Commands accessed by Right-Clicking on a selected FaxFinder Delete Dis-associates the client from the selected 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.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Field/Command Name Values Description Pending Faxes tab Recipient (column) -- Scheduled Time/Date -- Pages (column) Commands accessed by right-clicking on a selected pending fax message Delete -- -- Reschedule -- Properties -- Multi-Tech Systems, Inc. Identifies recipient of each fax for which transmission is incomplete.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Field Name Values Description Device (column) Fax Ports tab alphanumeric Port (column) ttys0, ttys1 ttys_0-3 for FF420 ttys_0-7 for FF820 Status (column) Recipient (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
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Field/Command Name Values Description Fax Log tab Recipient (column) Identifies recipient of each outgoing fax. Time/Date Sent (column) day, date, time, zone Indicates when each outgoing fax was sent.
Chapter 5: FaxFinder Client Software Configuration FaxFinder Fax Client Software Menu Command Definitions (cont’d) Field/Command Name Values Description Address Book tab Name (column) alphanumeric Shows the name of the the selected Address Book entry. alphanumeric Organization (column) Shows the organizational affiliation of the the selected Address Book entry. Fax Number (column) integers Shows the fax number of the selected Address Book entry.
Chapter 6: FaxFinder Client Software Operation Chapter 6: FaxFinder Client Software Operation This chapter describes the things that a client user can do with the FaxFinder system. Three software programs are involved: the FaxFinder Client Software, the Multi-Tech Tiff Viewer, and the Multi-Tech Cover Page Generator. The programs work together with the FaxFinder Client Software acting as the hub of activity.
Chapter 6: FaxFinder Client Software Operation 2. At the FaxFinder Send Fax screen: A. Enter the recipient’s name and faxing phone number in the “Name” and “Phone Number” fields. (Add prefix 9 if needed.) B. Click Add Recipient. C. Click No when asked “Would you like to add the recipient to the address book?” No forestalls the screens needed to make an Address Book entry. (Clicking Yes, however, will be useful if you expect to send more faxes to that party later.
Chapter 6: FaxFinder Client Software Operation Sending a Fax To send a fax by printing from an application program on a client PC, follow the steps listed below. 1. The FaxFinder client software must be installed on the PC. (See the section “Installing FaxFinder Client Software” earlier in this manual.) 2. The client PC and the FaxFinder server must both be connected to the same Ethernet LAN system. (See the section “Chapter 3, Part C: Configuring the FaxFinder Server” earlier in this manual.) 3.
Chapter 6: FaxFinder Client Software Operation However, you can send faxes through the FaxFinder without bringing up the FaxFinder Client Software screen. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 5. At the application program (for example, a word processing program or drawing program), print to the FaxFinder. Setting the destination of the printing job varies from program to program. For the common Notepad text editor program, for example, you must set the destination printer in the Page Setup screen. In most cases, however, the destination printer can be set in a Print menu that appears when each printing job is initiated.
Chapter 6: FaxFinder Client Software Operation To assign the FaxFinder as the default printer simultaneously for all application programs that print, use the Windows Printers dialog box. To adjust fax-specific parameters (like resolution and paper size), right-click on the Print dialog box within the application and select “Properties.” The MULTI-TECH FAXFINDER Properties screen will appear. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 6. After the printing has been initiated by the application program, the FaxFinder Send Fax screen will appear. Click on Address Book. When the Address Book screen appears, click “Add.” At the New Contact screen, enter the recipient’s name, fax number, and any other contact information you want to retain. The recipient’s fax number should be entered as you would dial it from a phone on the public phone network (as from a residential phone). Click OK.
Chapter 6: FaxFinder Client Software Operation The “Cover Page Style” chosen will determine how this information will appear on the fax cover page. You can select a standard style from the “Cover Page Style” drop-down menu or create a style of your own in the Template Editor. To access the Template Editor software, click on the “View/Edit” button. (For more information, see the section “Creating or Modifying Cover Page Styles” later in this chapter.
Chapter 6: FaxFinder Client Software Operation Scheduling Fax Transmissions The FaxFinder allows you to send a fax immediately or delay its transmission until a later time. Perhaps the most common motivations for delayed faxing are to enjoy the lower phone rates that may apply at night and on weekends or to broadcast faxes after business hours to avoid tying up fax transmission resources during the busiest weekday hours. In any case, it is easy to schedule faxing for a later time. 1.
Chapter 6: FaxFinder Client Software Operation 7. The fax will be sent at the scheduled time. You can view the event as it happens in the FaxFinder client software Device Status screen or after the fact in the Fax Log screen. Re-Sending a Failed Fax Locate the failed fax in the Fax Log tab of the FaxFinder Fax Client Software. Select the failed fax and right-click on it. In the menu that appears, select Resend. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation Putting Pending Faxes on Hold and Rescinding the Hold Suppose you have sent a fax to 10 recipients and, shortly after clicking on Send Fax, you realize that there is something incorrect in the content of your fax (it may be something you want to add, delete, or change). You can prevent any pending faxes from being sent by selecting “Pause Scheduler” in the File menu of the FaxFinder Fax Client screen.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation She could view the details of the fax and, at her option, view the fax again. She could re-schedule the fax for a later time. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation She could “delete” the fax, which means that that fax transmission would never be completed. Pause is canceled on reboot. If she shuts down her computer for the day while leaving this fax in a “pending” state, that fax will be sent shortly after booting up her computer again, that is shortly after the FaxFinder client software is functioning again.
Chapter 6: FaxFinder Client Software Operation Setting Fax Retry Number and Interval You can set the FaxFinder client software to retry a fax transmission if it fails on the first attempt. You can set both the number of additional attempts and the interval between each additional attempt. You can set these parameters as follows. 1. In the FaxFinder Fax Client Software screen, open the File menu and select “Options.” When the Options screen appears, click on the Fax Retry tab. 2.
Chapter 6: FaxFinder Client Software Operation Sending One Fax Containing Multiple Documents The FaxFinder allows you to include multiple documents in a single fax transmission. Those multiple documents could come from the same or different application programs. 1. Consider the example below where a text file and a drawing file are included in the same fax with a single cover letter. Here’s how this multiple-document fax was sent. a.
Chapter 6: FaxFinder Client Software Operation 3. You can also add to the list of files to be faxed out by including items that you have stored. In the “Documents” pane of the FaxFinder Send Fax screen, click Add. You could then browse to find, for example, a fax that you had received earlier, had stored as a TIF file, and now want to forward to another party. 4. When all documents to be transmitted have been listed in the Documents list, click Send Fax. The documents will be sent in the order listed.
Chapter 6: FaxFinder Client Software Operation Forwarding a Fax Suppose you receive a fax using the FaxFinder system. Suppose that fax message is something you want to pass along to another party in fax form at a later date (for example, Rocky Mountain Construction Company receives tax information about lots on which it intends to build houses). In this case, you should note the name of the TIF file in question. You can then browse to that TIF file and re-send it as a fax message.
Chapter 6: FaxFinder Client Software Operation 4. In the FaxFinder Send Fax screen, specify a recipient for the fax. The recipient could either come from your Address Book or be entered by typing the Name and Phone Number in the appropriate fields and clicking “Add Recipient.” Then click Send Fax. The TIF file will be reconverted into a fax message that can be received by a fax machine. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation Receiving a Fax The FaxFinder Server delivers incoming faxes to client PCs in their email inboxes. 1. A DID phone directory number must be assigned to the client PC at the FaxFinder Server. 2. The client PC and the FaxFinder server must both be connected to the same Ethernet LAN system. (See the section “Part B: Configuring the FaxFinder Server” in Chapter 3.) 3. Some sender faxes a document to a FaxFinder client using that client’s DID phone number. 4.
Chapter 6: FaxFinder Client Software Operation 5. The FaxFinder client opens the email message. The incoming fax message takes the form of a graphic file attachment. The FaxFinder Server has assigned the file an automatic file name. 6. The FaxFinder client can open the file or save the file. a. Opening the fax message graphic file. Incoming fax messages are TIFF files. These TIFF files are automatically associated with the chosen TIFF viewer program.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation While most of these features are common to many graphical programs, some warrant a bit of explanation. Copy. The Copy function allows you to copy the fax file and insert it into a different application program. See “Importing Fax Images into Other Application Programs” below. Panning (Omni-Directional Scroll). The “hand” icon allows you to bring any desired portion of the image into view. Zoom to Selection.
Chapter 6: FaxFinder Client Software Operation Spot Magnifying Glass. In this viewing mode, a magnifying glass icon (cursor) appears. It can be used in one of three ways to magnify any portion of the image: (a) Click over Area, (b) Click-andHold Over Area, (c) Scan the Graphic. Click over Area. A secondary window will appear that shows the ‘clicked-on’ area magnified. You can adjust the size of the secondary window by dragging on its borders.
Chapter 6: FaxFinder Client Software Operation Click-and-Hold over Area. Two additional windows will appear. The cursor itself becomes a small secondary window of fixed size. The same image also appears on a third window. You can adjust the size of the secondary window by dragging on its borders. You can re-locate the secondary window by putting the cursor inside the window, clicking and dragging. Scan the Graphic. If you click, hold, and drag, you can scan the image in a magnified view.
Chapter 6: FaxFinder Client Software Operation Importing Fax Images into Other Application Programs The Copy command in the Multi-Tech Tiff Viewer allows you to import the fax image into other application programs. In the illustration below, a fax has been Copied from the Multi-Tech Tiff Viewer and Pasted into a Microsoft Word document. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation Setting Up Your Address Book Manually The Address Book in the FaxFinder Client Software adds significant convenience to the system. When recipient contact information has been entered in the Address Book, this information will appear automatically in the corresponding fields of the fax cover page. 1. In the FaxFinder Fax Client Software screen, click on the “Address Book” tab. 2. In the Edit menu, select “Add Contact.” 3.
Chapter 6: FaxFinder Client Software Operation 5. A Contact – Recipient screen will appear presenting the contact info for this particular recipient. 6. When you click on “Address Book” at the FaxFinder Send Fax screen, this same contact list will appear. 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.
Chapter 6: FaxFinder Client Software Operation Setting Up Your Address Book by Synchronizing with Outlook What Synchronization Means During synchronization, entries from the FaxFinder Client Address Book and from the specified folder of MS Outlook are merged into one list saved in both applications. When “Synchronize With Outlook” command is invoked in the FaxFinder Client software, each list is updated with changes from the other. Synchronization Procedure 1.
Chapter 6: FaxFinder Client Software Operation 3. Click on Browse. Select the desired folder from the Select Contact Folder (Outlook:) screen. Click OK. If a confirmation screen appears, click OK. At the Options screen, click OK. 4. In the FaxFinder Fax Client Software, go to the Device Status tab and select Outlook Synchronizer in the “Device” list. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 5. Right-click on Outlook Synchronizer and select Synchronize with Outlook. 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. The Outlook Synchronizer feature has many options. For further details, see the Administrator User Guide.
Chapter 6: FaxFinder Client Software Operation Using Stock 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. The FaxFinder system offers several ready-made (stock) cover pages that can be used for this purpose. 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).
Chapter 6: FaxFinder Client Software Operation 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 or specified directly in the Name and Phone Number fields using the Add Recipient command in the FaxFinder Send Fax screen. In this example, we will choose the recipient from the Address Book by highlighting the entry and clicking Select.
Chapter 6: FaxFinder Client Software Operation 4. The FaxFinder Send Fax screen appears again but this time our recipient has been entered. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 2. The main Template Editor screen will appear. Open it to full-screen size. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 3. Several types of objects can be added to a cover page file. These are listed in the Insert pulldown 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.
Chapter 6: FaxFinder Client Software Operation To insert an automated field, you must 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.
Chapter 6: FaxFinder Client Software Operation 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 pulldown menu. To align the text to the left edge, right edge, or center of the box, use the cursor.
Chapter 6: FaxFinder Client Software Operation 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 Item ID 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.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 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). Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 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 and drag N to open a text box at the bottom of the template page. Enter the slogan. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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 \ \ Application Data\ FaxFinder Client Software \ Cover Pages. For Windows XP, this will be C:\Documents And Settings\\Application Data\Fax Finder Client\Cover Pages.
Chapter 6: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation Cover Page Generator Menu/Icon Command Descriptions File Menu FaxFinder Cover Page Generator Software Menu Command Definitions (cont’d) ShortCommand Name Icon Description cut File Menu commands New Ctrl + N Creates new cover page template file. Open Ctrl + O Save Ctrl + S Opens an existing cover page template file for viewing or editing. Saves cover page cpg file at current path. Save As -- -- Print Ctrl + P Exit -- Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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 Use to insert an automated field into the cover page OR template.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 6: FaxFinder Client Software Operation 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. Multi-Tech Systems, Inc.
Chapter 6: FaxFinder Client Software Operation 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.
Chapter 7: Server Operation Chapter 7 – 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.
Chapter 7: Server Operation Front Panel LEDs Label Name Identifier General LEDs Power Status TD RD TR DID Description On if unit is on. Flashing Green = unit is functioning properly Solid Red = unit is having its software updated. DO NOT TURN OFF if Status LED is solid red.
Chapter 7: Server Operation 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.
Chapter 8: Device Manager Chapter 8 - Device Manager Installation & Operation Installing Device Manager Software The process of installing the Device Manager software is explained in the illustration below. Multi-Tech Systems, Inc.
Chapter 8: Device Manager Operation: Applicability of Device Manager To what devices does Device Manager pertain? The Device Manager software applies to FaxFinders, CallFinders, and to the MA100 Multi-Access Dial-Up Ethernet Link unit. One of Device Manager’s main functions, phonebook synchronization, does not apply fully to the MA100 Multi-Access device because it has no phonebook as such, but rather has a “Users List” instead.
Chapter 8: Device Manager How to Access Command Command Name Summary Update [Firmware] Updates “server” firmware and channel firmware of a device (FaxFinder, CallFinder, or MultiAccess unit). Determines whether a device (FaxFinder, CallFinder, or MultiAccess unit) in a system has the main phonebook, receives a copy of the phonebook, or operates independently.
Chapter 8: Device Manager 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. Multi-Tech Systems, Inc.
Chapter 8: Device Manager 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).
Chapter 8: Device Manager Main Screen Menu or Column Description File menu Contains the Exit command which closes the Device Manager program. 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 MA100 Multi-Access units) can undergo synchronization, as well.
Chapter 8: Device Manager 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.
Chapter 8: Device Manager Synchronizing Phonebooks As noted earlier, this command applies to FaxFinders, CallFinders, and to MA100 Multi-Access units. The steps of the procedure are described below using a FaxFinder as an example device. 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).
Chapter 8: Device Manager 3. Invoking 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).
Chapter 8: Device Manager 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.
Chapter 8: Device Manager Right-Click Menu for Selected FaxFinder Device Right-Click Menu Command Description Delete Dis-associates the selected device (FaxFinder, CallFinder, or Multi-Access unit) from the system of devices listed in the Device Manager software Device column. Save Configuration Saves the settings of the device’s built-in software, including the phonebook, on the PC on which the Device Manager software is running.
Chapter 8: Device Manager 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. Multi-Tech Systems, Inc.
Chapter 8: Device Manager 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.
Chapter 8: Device Manager 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. Multi-Tech Systems, Inc.
Chapter 8: Device Manager Updating Firmware When Update command is invoked, the Update [Device] N.N.N.N screen appears. From this screen you specify which type of code (server, POTS modem, or, for FF110 or CF220, DID channel modems) to update with which firmware file. From this screen, you can also identify the firmware versions currently installed and initiate the update process. Update FaxFinder/CallFinder/MultiAccess N.N.N.
Chapter 8: Device Manager 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.
Chapter 8: Device Manager Firmware Updating Process - Detailed Over time, new versions of FaxFinder firmware will be issued. When these newer versions become available, you will want to secure the firmware files (typically by downloading them from the MultiTech web site) and install them in the FaxFinder. There are three parts to a full firmware update: (a) updating POTS Modem 1 firmware (with file name of the form dwqg.
Chapter 8: Device Manager 2. The Update FaxFinder N.N.N.N screen will appear. The current firmware versions for the FaxFinder’s POTS Modems (1 modem for FF100 and FF110; 2 modems for FF200; 4 modems for FF420; 8 modems for FF820) 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 two POTS modems. Compare these versions with the update file that you plan to use.
Chapter 8: Device Manager 3. Browse to the location of the most recent firmware file. 4. Click Start Update. 5. The FaxFinder – Confirm Update screen will appear. Click OK. Multi-Tech Systems, Inc.
Chapter 8: Device Manager 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/CallFinder is ready.” 7. Repeat steps 1-6 for the second modem of this FaxFinder unit. For consistency of operation, update all POTS modems of all FaxFinder units in the system. 8.
Chapter 8: Device Manager FaxFinder 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 FaxFinder unit is idle before continuing. (You cannot update the FaxFinder while it is handling a call.) Select that FaxFinder unit and right-click on it. In the menu that appears, select Update. 2. The Update FaxFinder N.N.N.N screen will appear.
Chapter 8: Device Manager 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 and its POTS modems. Compare these versions with the update files that you plan to use. Make sure that the files to be installed really do supersede the ones currently installed on the FaxFinder. In the FaxFinder Update Select field, select “FaxFinder firmware.” 3.
Chapter 8: Device Manager 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/CallFinder is ready.” 7. Close the Update FaxFinder N.N.N.N window. In the main FFCF Manager window, the updated version will be listed. Multi-Tech Systems, Inc.
Chapter 8: Device Manager 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. Uninstalling or Reinstalling the Device Manager Software 1. Go to Start | Settings | Control Panel | Add or Remove Programs.
Chapter 8: Device Manager 3. A transient screen will appear while the ‘wizard’ program prepares to un-install the software. 4. At the ‘Welcome’ screen, select “Remove” to uninstall the FFCF Manager software or select “Repair” (or “Modify”) as needed to re-install or alter the existing installation of the software. Then click Next. Multi-Tech Systems, Inc.
Chapter 8: Device Manager 5. At the next screen, confirm your decision to uninstall the Device Manager software by clicking Yes. 6. A transient screen appears while files are being removed. 7. At the ‘completion’ screen, click Finish. Multi-Tech Systems, Inc.
Chapter 9: Troubleshooting Chapter 9 – Troubleshooting 1. What if I can't see the web page for my FaxFinder ? REMEDY: Is the status LED on the FaxFinder unit blinking? If not, then the unit is either malfunctioning or not turned on. If the Status LED is blinking, then 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 WinNT, go to Start | Programs | Command Prompt.
Chapter 9: Troubleshooting No email message after mail server setup (cont’d) If pinging the mail server by its domain name fails, then try pinging it by using its IP address (if this can be determined). 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 C below.
Chapter 9: Troubleshooting 3. What if the modem doesn't answer a call on the DID line? REMEDY. Use this procedure if DID Modem Configuration cannot be confirmed (that is, if during a test call to one of the system's DID phone numbers, you fail to see the "Waiting for Connect" State in the Current Status: DID Modem screen and if you fail to hear modem dialup/negotiation tones -- both the state and the sound must be observable). A.
Chapter 10: Regulatory Information Chapter 10 – 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.
Chapter 10: Regulatory Information 12. Manufacturing Information: Manufacturer: Multi-Tech Systems, Inc. Trade Name: FaxFinder Model Number: FF110 Registration No: AU7USA-46014-MD-E Ringer Equivalence: 0.4B Modular Jack (USOC): RJ11C or RJ11W (single line), RJ12 Service Center in USA: Multi-Tech Systems, Inc. 2205 Woodale Drive Mounds View, MN 55112 U.S.A.
Chapter 10: Regulatory Information 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.
Chapter 10: Regulatory Information 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.
Chapter 11: Warranty, Service, & Repair Chapter 11: Warranty, Service, & Repair Multi-Tech Warranty Statement Multi-Tech Systems, Inc., (hereafter “MTS”) warrants that its products will be free from defects in material or workmanship for a period of two, five, or ten years (depending on model) from date of purchase, or if proof of purchase is not provided, two, five, or ten years (depending on model) from date of shipment.
Chapter 11: Warranty, Service, & Repair DHL courier services, or by airmail parcel post; shipments made by any other method will be refused. A Returned Materials Authorization (RMA) is required for products shipped from outside the U.S.A. and Canada. Please contact us for return authorization and shipping instructions on any International shipments to the U.S.A. Please include, inside the shipping box, a description of the problem, a return shipping address (must have street address, not P.O.
