FaxFinder® Model FF110 V.
FaxFinder Model FF110 V.34 Fax Server Quick Start Guide P/N 82010272L, Revision C Copyright © 2006 by Multi-Tech Systems, Inc. All rights reserved. This publication may not be reproduced, in whole or in part, without prior expressed written permission from Multi-Tech Systems, Inc. Multi-Tech Systems, Inc. makes no representation or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose.
Contents GETTING STARTED............................................................................... 5 FRONT PANEL LEDS ................................................................................. 5 WE SUPPLY............................................................................................... 5 YOU SUPPLY ............................................................................................. 6 PREREQUISITE: ORDERING THE DID LINE ................................................
Making Address Book Entries by Synchronization with Microsoft Outlook ...............................................................................................31 SEND TEST FAX .......................................................................................33 DEVICE MANAGER SOFTWARE FUNCTIONS ..............................34 INSTALLING DEVICE MANAGER SOFTWARE ............................................34 ADDING FAXFINDERS .........................................................................
Multi-Tech FaxFinder Quick Start Getting Started Getting Started This guide shows you how to set up your Multi-Tech Model FF110 FaxFinder. Your FaxFinder is a complete, economical, easy-to-use network fax server. It allows you to receive faxes as emails and send faxes from any application that can print. Simply hook up a DID trunk and a regular POTS phone line, make an Ethernet connection to your LAN, and assign client email addresses to the DID numbers.
Getting Started Multi-Tech FaxFinder Quick Start 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) • An administrative PC (with Windows NT, Windows 2000, or Windows XP as an operating system and with a web browser) to configure the FaxFinder unit and run the FaxFinder/CallFinder Manager software • Client PCs with email and printing app
Multi-Tech FaxFinder Quick Start Getting Started 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.
Server Installation Multi-Tech FaxFinder Quick Start Server Installation Process Part A: Connecting the FaxFinder to Power Outlet, Phone Lines, and Ethernet Summary: Turn off your computer. Place the FaxFinder in a convenient location, and then connect it to your AC power outlet, DID line, POTS line, and Ethernet. 1. Connect FaxFinder to AC Outlet Make sure the FaxFinder’s power switch is OFF. Plug the DC power transformer into a power outlet or power strip.
Multi-Tech FaxFinder Quick Start Server Installation 3. Connect FaxFinder to POTS Line Plug one end of the phone cable into the FaxFinder’s POTS jack and the other end into your standard telephone line jack. The POTS Line cable is included with your FaxFinder. 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.
Server Installation Multi-Tech FaxFinder Quick Start Part B: Configuring the FaxFinder Server 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.
Multi-Tech FaxFinder Quick Start 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 the Troubleshooting section of the Administrator User Guide. c.
Server Installation Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Server Installation 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 D ead Le tter Box Function update update update update update update update delete delete delete delete add b. Destination Email Address for POTS Line Fax i. ii.
Server Installation Multi-Tech FaxFinder Quick Start c. Destination Email Address for Unassigned DID Numbers i. ii. In the “Dead Letter Box” row of the Phone Book screen, enter the email address of the person whom you want to receive all inbound faxes sent to unassigned DID phone numbers. (For example, a company might obtain a group of 20 DID phone numbers but only use 17, retaining 3 for future use. Any faxes sent to the three unused DID numbers would go to the Dead Letter Box.
Multi-Tech FaxFinder Quick Start ii. Server Installation Click on Update for this row. The message “Success: [name] was updated” will appear above the Phone Book list. 7. Setting Up the Mail Server The FaxFinder uses a mail server to send fax log reports, by email, to the administrator. An email is also sent to the administrator each time the FaxFinder is powered up. In all cases, you must specify the address of the mail server and the email address of the administrator.
Server Installation Multi-Tech FaxFinder Quick Start e. Email Server Authentication Parameters. If your email server requires authentication in order to give the FaxFinder access, fill in the three related SMTP fields (SMTP Server User ID, SMTP Password, Retype SMTP Password). If you can enter the network email program and send messages without entering a User ID and Password, then you must leave these fields blank.
Multi-Tech FaxFinder Quick Start Server Installation b. Under Modem Configuration: Modem 1 (DID Modem), enter the values that match the characteristics of your DID phone line in the fields provided. (See the section “Prerequisite: Ordering the DID Line” on page 7.) 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. Polarity.
Server Installation Multi-Tech FaxFinder Quick Start g. From an ordinary POTS phone, dial one of the DID phone numbers that is active in the system. Dial the DID 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). h. In the Current Status: DID Modem screen, the "State" field should change to "Waiting for Connect." On the phone, you should hear modem dialup/negotiation tones. i.
Multi-Tech FaxFinder Quick Start Server Installation c. 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.
Server Installation Multi-Tech FaxFinder Quick Start U.S.A.) require that the originating phone number be printed on each fax page. 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. e. Smart Dial. When Smart Dial mode is ON, the FaxFinder will look for a dial tone before dialing.
Multi-Tech FaxFinder Quick Start Server Installation j. If you both observe the "Waiting for Connect" state and hear the tones, then the FaxFinder's Modem has been configured properly. If either of these is absent, see item #3 “What if the FaxFinder doesn’t answer a fax call?” in the “Troubleshooting” chapter of the Administrator User Guide. 10. Changing Admin’s Server Password a.
Server Installation Multi-Tech FaxFinder Quick Start b. Click on Update for this row. The Login screen will appear. Passw ord Administration Name Han k Grego ry - Admin Han k Grego ry User ID Password a dmin-h ank h ank *** ** Confirm Password Function * *** * update update 11. Specifying Admin’s Client Password a. In the Password Administration screen, enter a new User ID and Password for the FaxFinder Administrator to be used in that person’s capacity as client/user of the FaxFinder system.
Multi-Tech FaxFinder Quick Start Server Installation 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. 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.).
Server Installation Multi-Tech FaxFinder Quick Start c. Verify also that you can open the fax in a Tiff viewer program on your computer. The viewer program you use could be either the Multi-Tech Tiff Viewer or a graphic file viewer included with or installed in your PC. (The Multi-Tech Tiff viewer is included on the Product CD and installed with other client programs. During installation, you can choose to associate all Tiff files with the Multi-Tech Tiff Viewer or with another program.
Multi-Tech FaxFinder Quick Start Server Installation 13. Assigning DID Numbers to Network Clients a. In the Phone Book screen just below the entries for the FaxFinder administrator, make phonebook entries for the other persons in your office to whom DID fax numbers have been assigned. For each such FaxFinder client/user, enter the name, user ID, email address, and DID extension in the appropriate fields. b. Click on Add for this row.
Client Installation Multi-Tech FaxFinder Quick Start Client Software Installation Process Install FaxFinder Client Software NOTE: The FaxFinder client software must be installed on each computer by a user with administrative rights on that computer. 1. At the client PC, launch the installation program by clicking on the setup.exe file on the FaxFinder Product CD. Transient screens will appear. 2. At the Welcome screen, click Next. 3.
Multi-Tech FaxFinder Quick Start Client Installation 10. Icons for the FaxFinder software applications will appear in the Windows Start menu. A FaxFinder icon will also appear in the tray area at the lower-right corner of the screen. Associate Client with Specific FaxFinder Unit(s) 1. At the main screen of the FaxFinder Fax Client Software, click on Edit and select “Add Fax Server.
Client Installation Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Client Installation 3. Enter, in the appropriate fields, the Username and Password that the client will use when accessing this FaxFinder unit. (The Username in the FaxFinder client software is the same as the User ID in the FaxFinder server software.) If the client is to be associated with multiple FaxFinder units, a different Username and Password could be established for each.
Client Installation Multi-Tech FaxFinder Quick Start Making Address Book Entries The Address Book in the FaxFinder Fax Client software is a list of persons to whom you expect to send faxes frequently. It is a kind of “outbound list” or recipient list for faxing.
Multi-Tech FaxFinder Quick Start Client Installation Making Address Book Entries by Synchronization with Microsoft Outlook 1. In Microsoft Outlook, view the folder from which you want to be able to transfer fax numbers to the 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.
Client Installation Multi-Tech FaxFinder Quick Start 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 FaxFinder Quick Start Client Installation 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.
Device Manager Multi-Tech FaxFinder Quick Start Device Manager Software Functions The Device Manager software lets you control multiple CallFinder units as a system. It is typical to install the Device Manager program on the administrator’s computer (Windows operating system required). When deploying a new system, two commands will be particularly useful: Add Device and Synchronize Phonebooks. These Device Manager commands are described after the installation process.
Multi-Tech FaxFinder Quick Start Device Manager Installation (continued) The Device Manager installation is complete.
Device Manager Multi-Tech FaxFinder Quick Start Adding FaxFinders Any FaxFinder 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 to the system, start at the main Device Manager screen. Open the Edit menu and select Add Device.
Multi-Tech FaxFinder Quick Start Device Manager Synchronizing Phonebooks To synchronize phonebooks is to cause the list of allowable inbound fax recipients on one FaxFinder server to be the same as that on another FaxFinder server. Both FaxFinder servers must be connected to the same Ethernet network. When FaxFinder phonebooks are synchronized, all non-administrative listings match.
Device Manager Multi-Tech FaxFinder Quick Start 2. Designating all other FaxFinder units participating in phonebook sharing as Copy units. In the main Device Manager screen, rightclick on each unit to share the master phonebook, and select Copy. 3. Invoking synchronization. In the main Device Manager screen, open the Edit menu and select Synchronize Phonebooks.
Multi-Tech FaxFinder Quick Start Device Manager After the master phonebook has been transferred to the first Copy FaxFinder (or CallFinder) unit and that unit has been rebooted, the Device Manager will automatically begin synchronizing the additional Copy FaxFinder (or CallFinder) unit in the system (if any) until all have been synchronized.
Multi-Tech FaxFinder Quick Start Client Operation 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. Client Operation Sending a Fax (Quick Version) 1. At the application program on which your source message has been written or drawn (typically in a word processor or graphics program), print to FaxFinder.
Multi-Tech FaxFinder Quick Start Client 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.
Client Operation Multi-Tech FaxFinder Quick Start Sending a Fax (Detailed Version) To send a fax by printing from an application program on a client PC, follow the steps listed below. 1. 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” earlier in this manual.) 2. The FaxFinder client software must be installed on the PC. (See the section “Installing FaxFinder Client Software” earlier in this manual.
Multi-Tech FaxFinder Quick Start Client Operation However, you can send faxes through the FaxFinder without bringing up the FaxFinder Fax Client Software screen.
Client Operation Multi-Tech FaxFinder Quick Start 4. At the application program (for example, a word processing program or drawing program), print to the FaxFinder. Setting the destination of the printing job varies from program to program. For the common Notepad text editor program, for example, you must set the destination printer in the Page Setup screen. In most cases, however, the destination printer can be set in a Print menu that appears when each printing job is initiated.
Multi-Tech FaxFinder Quick Start Client Operation 5. 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.
Client Operation Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Client 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” in the Client User Guide.
Client Operation Multi-Tech FaxFinder Quick Start 8. Confirmation of having sent the fax(es) successfully will appear in the “Fax Log” tab of the FaxFinder Fax Client Software screen. Sending a Test Fax from FF Client to Fax Machine To confirm that the FaxFinder client software is working properly, identify a fax machine to which you can send a test fax. Ideally, the fax machine should be in or near your own office.
Multi-Tech FaxFinder Quick Start Client 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 connnected to the same Ethernet LAN system. (See the section “Part B: Connecting the FaxFinder to your Network” earlier in this manual.) 3.
Client Operation Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Client Operation 6. The FaxFinder client can open 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 Multi-Tech Tiff Viewer program or with another chosen viewer. The client can open the fax email attachment directly in the viewer program. b. Saving the fax message graphic file. The client can save the fax file.
Patents This device is covered by one or more of 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; D353,1
