FF200 2-Port V.
FaxFinder Model FF200 2-Port V.34 Fax Server Quick Start Guide P/N 82099261L, Revision B 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 WE SUPPLY ............................................................................ 8 YOU SUPPLY ........................................................................... 8 LED PANEL ............................................................................ 9 PREREQUISITE: DETERMINING PBX COMPATIBILITY & CONFIGURATION.....................................................................
10. Specifying Administrator’s Client Password ............. 32 11. Sending Test Fax from Fax Machine to FaxFinder... 33 12. Adding Client/Users to the Phone Book .................... 35 CLIENT SOFTWARE INSTALLATION PROCESS ....... 37 INSTALL FAXFINDER CLIENT SOFTWARE ............................. 37 ASSOCIATE CLIENT WITH SPECIFIC FAXFINDER UNIT(S) ...... 39 MAKING ADDRESS BOOK ENTRIES ....................................... 43 Making an Address Book by Direct Data Entry ..............
Multi-Tech FaxFinder Quick Start Getting Started Getting Started This guide shows you how to set up your Multi-Tech Model FF200 FaxFinder 2-port fax modem system. The FaxFinder is a fax server for networked environments. With it, you can receive faxes as emails and send faxes from any application that can print. The FaxFinder operates in two modes: PBX Routing Mode and 1 POTS Mode . PBX Routing Mode.
Getting Started Multi-Tech FaxFinder Quick Start Each fax-dedicated PBX extension number is associated with a particular email address. Fax clients on the network can send faxes directly from their PCs using any application program that can print. In response to the ‘Print’ command, the FF200 turns the ‘print file’ image into a fax. It transmits the fax to the public phone system (PSTN) or to another PBX extension. POTS Mode.
Multi-Tech FaxFinder Quick Start 7 Getting Started
Getting Started Multi-Tech FaxFinder Quick Start We Supply • An FF200 FaxFinder with factory-installed software • A set of four self-adhesive plastic feet • One universal power supply with power cord • Two common telephone cables (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 • This printed Quick Start Guide You Supply •
Multi-Tech FaxFinder Quick Start Getting Started LED Panel Prerequisite: Determining PBX Compatibility & Configuration To operate the FF200 FaxFinder system in conjunction with a PBX and in “PBX Routing Mode,” that PBX must be able to do convergent routing. That is, it must route incoming calls made to many PBX extension numbers to a single PBX station port. For example, fax calls to twenty PBX extension numbers (555-3101 through 555-3120) might be directed to a FaxFinder unit at 5553121.
Getting Started Multi-Tech FaxFinder Quick Start How PBX Routing Works The PBX routes several incoming extension numbers to one station port. When an incoming call is received by the PBX for one of these extension numbers, the PBX will ring the station port to which the FF200 is installed. The FF200 will detect the ring and go off hook . When the PBX detects that the line has been seized, it will send DTMF digits to the FF200 identifying the extension number for which the fax was intended.
Server Installation Multi-Tech FaxFinder Quick Start Server Installation Process Part A: Connecting the FaxFinder to Power Outlet and Ethernet Summary: Place the FaxFinder in a convenient location. Then connect it to your AC power outlet, POTS lines or PBX station ports, and Ethernet. 1. Connect FaxFinder to AC Outlet. Plug the DC power transformer into a power outlet or power strip. Secure the other end to the PWR jack on your FaxFinder. The DC power transformer is included with your FaxFinder.
Server Installation Multi-Tech FaxFinder Quick Start 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. Line 2 Line 1 Ethernet POWER 5Vdc 10/100 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.
Multi-Tech FaxFinder Quick Start Server Installation Part B: Connecting to Telephony Service The FF200’s fax modem can either be connected to a PBX (for use in PBX Routing Mode) or to a POTS line (for use in POTS Mode). Connection for PBX Routing Mode Connection for POTS 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.
Server Installation Multi-Tech FaxFinder Quick Start Part C: Configuring the FaxFinder Server Summary of Configuration Data The table below lists the information you will need to fill in on the various FaxFinder Server screens. Gathering this information in advance will expedite the FaxFinder configuration process.
Multi-Tech FaxFinder Quick Start Server Installation User Parameters (for Server Phonebook, Client Options screen, and Client Add Device Address screen) Name User ID/ Username Email Address 15 PBX Ext Password
Server Installation Multi-Tech FaxFinder Quick Start 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, rightclick on “Local Area Connection.” c.
Multi-Tech FaxFinder Quick Start Server Installation Windows NT a. From the Windows desktop, right-click on “Network Neighborhood,” and select “Properties.” b. In the Network screen, on the “Protocols” tab, select “TCP/IP Protocol” in the list of Network Protocols. Click “Properties.” c. In the Microsoft Internet Protocol (TCP/IP) Properties screen, record the existing IP address. Then reset the IP address to 192.168.2.2. 2. Logging In (I) a. Bring up a Web browser on your pc.
Server Installation Multi-Tech FaxFinder Quick Start 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. Fill in the IP information that applies to your FF200 FaxFinder Server unit.
Multi-Tech FaxFinder Quick Start Server Installation screen should appear. (If the Login screen does not appear, see the Troubleshooting chapter of the Administrator User Guide.) 6. Setting Administrative Functions Go to the FaxFinder Phone Book screen. Note: The first two rows of the Phone Book list are for special purposes. The first row is for the “Administrator” function.
Server Installation Multi-Tech FaxFinder Quick Start Phone Book Name User ID E mail Address Ext Ad mini strator a dmin Function update update update update update update update Un assign ed Nu mber delete delete delete delete add a. Administator Row: Email Address i. In the “Administrator” row of the Phone Book screen, enter the name and user ID to be used for the FaxFinder administrator (it need not be literally “Administrator”).
Multi-Tech FaxFinder Quick Start Server Installation At this point, the FaxFinder ‘home’ page is displayed. Click on Phone Book to see the updated values. Phone Book Name User ID E mail Address Ext Pa t -Admin p at-a dmin pa t@a cme 99.com U nassi gned N umbe r Function update update update update update update update delete delete delete delete delete add b1.
Server Installation Multi-Tech FaxFinder Quick Start b1. Unassigned Number Row: POTS Mode only In the “Unassigned Number” row of the Phone Book screen, enter the email address of the person whom you want to receive all faxes sent to the FaxFinder system. This party becomes essentially the ‘fax attendant’ for the FaxFinder system. This is the person who forwards received faxes to their intended recipients, typically by forwarding the email to which the fax is attached. b3.
Multi-Tech FaxFinder Quick Start Server Installation c. Personal Email Address for Administrator (optional) i. Just below the “Unassigned Number” row of the Phone Book screen, enter the name and user ID that the FaxFinder Administrator can use to send and receive (PBX Routing Mode only) personal faxes. In PBX Routing Mode, enter, in the Ext field, the Administrator’s PBX fax extension. In POTS Mode, leave the Ext field blank.
Server Installation Multi-Tech FaxFinder Quick Start 7. Setting Up the Mail Server The FaxFinder uses a mail server to send fax log reports, by email, to the administrator. An email is also sent to the administrator each time the FaxFinder is powered up. In all cases, you must specify the address of the mail server and the email address of the administrator. Some email servers require authentication before allowing the FaxFinder access.
Multi-Tech FaxFinder Quick Start Server Installation d. At this point the Administrator should receive an email from your FaxFinder saying that the mail server address has been updated. e. Email Server Authentication Parameters. If your email server requires authentication in order to give the FaxFinder access, fill in the lower three fields (Server User ID, Password, Retype Password).
Server Installation Multi-Tech FaxFinder Quick Start 8. Configuring the FaxFinder’s Modems Each of the FaxFinder’s Modems directs inbound faxes to client email addresses. a. In the FaxFinder Server software, go to the Modem Configuration screen. b. In the Modem Configuration: POTS Modem 1, screen, enter the modem characteristics needed in your FaxFinder system. The default values have been designed to work well in many situations. c. Specify a Country Code that fits your location. d.
Multi-Tech FaxFinder Quick Start Server Installation e. Set the Max DTMF Digits field per the requirements of the PBX with which the FaxFinder will interface (if applicable).
Server Installation Multi-Tech FaxFinder Quick Start f. 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.
Multi-Tech FaxFinder Quick Start Server Installation 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). 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 k2.Test Call - for POTS 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 FF-200 FaxFinder is attached. l. In the Current Status: POTS Modem 1 screen, the "State" field should change to "Waiting for Connect." On the phone, you should hear modem dialup/negotiation tones. m.
Multi-Tech FaxFinder Quick Start Server Installation 9. Changing Admin’s 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 casesensitive. Notes: 1.
Server Installation Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Server Installation 11. Sending Test Fax from Fax Machine to FaxFinder a. Using a conventional fax machine, send a fax to the fax number established for the FaxFinder Administrator. b. Verify that the fax message sent reaches the email inbox of the administrator.
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 12. Adding Client/Users to the Phone Book You can add entries to the FaxFinder Phone Book by direct data entry (typing in the names, user IDs, email addresses, and phone extension numbers) in the FaxFinder server software. If you use the “Device Manager” program, you can transfer all Phone Book entries from one FaxFinder unit to another FaxFinder unit if both are connected to the same Ethernet network.
Server Installation Multi-Tech FaxFinder Quick Start ii. Click on Add for each row. The message “Success: [name] was updated” will appear above the Phone Book list. Phone Book Name User ID E mail Address Ext Pa t-Ad mi n p at-a dmin U nassi gned N umbe r pa t@a cme 99.com pa t@a cme 99.com Pa t Murp hy Pe te p atm p ete pa tm@acme 99.com pe te @acme99 .co m 304 9 303 3 Jo e j oe jo e@acme 99.com 303 2 Ma ry ma ry mary@a cme 99.
Client Installation Multi-Tech FaxFinder Quick Start Client Software Installation Process Install FaxFinder Client Software 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. 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.
Client Installation Multi-Tech FaxFinder Quick Start 8. 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. Click No if you prefer to use a different software package for viewing TIF files. 9. Then the ‘completion’ screen will appear. Click Finish. 10. Icons for the FaxFinder software applications will appear in the Windows Start menu.
Multi-Tech FaxFinder Quick Start Device Manager 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 Device Manager 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 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 click-DELETE), and enter a new one; otherwise, b.
Multi-Tech FaxFinder Quick Start Device Manager 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.
Client Installation Multi-Tech FaxFinder Quick Start Making an Address Book by Direct Data Entry 1. In the FaxFinder Fax Client Software, go to Edit | Add Contact. 2. Fill in a Name and Fax Number for the recipient and specify other fields as needed. Click OK.
Multi-Tech FaxFinder Quick Start Device Manager 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 Device Manager 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 Installing Device Manager Software 49 Device Manager
Device Manager Multi-Tech FaxFinder Quick Start Device Manager Installation (continued) The Device Manager installation is complete.
Multi-Tech FaxFinder Quick Start Device Manager 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.
Device Manager Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Device Manager 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.
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, right-click 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 55 Device Manager
Device Manager Multi-Tech FaxFinder Quick Start 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 Client 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 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.) 3.
Client Operation Multi-Tech FaxFinder Quick Start However, you can send faxes through the FaxFinder without bringing up the FaxFinder Fax Client Software screen.
Multi-Tech FaxFinder Quick Start Client Operation 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.
Client Operation Multi-Tech FaxFinder Quick Start 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.
Multi-Tech FaxFinder Quick Start Client Operation 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.
Client Operation Multi-Tech FaxFinder Quick Start 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” dropdown 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.
Multi-Tech FaxFinder Quick Start Client Operation 7. At the FaxFinder Send Fax screen, click on the “Send Fax Now” button to send the fax. 8. Confirmation of having sent the fax(es) successfully will appear in the “Fax Log” tab of the FaxFinder Fax Client Software screen. Receiving a Fax 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.
Client Operation Multi-Tech FaxFinder Quick Start 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. Receiving Faxes in PBX Routing Mode In PBX 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.
Multi-Tech FaxFinder Quick Start Client Operation 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.) 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.
Multi-Tech FaxFinder Quick Start Tech Support Tech Support Please direct your questions regarding technical matters, product configuration, verification that the product is defective, etc., to our Technical Support department at the phone number or email address for your geographic location as listed on page 2. Product support resources are available at the Multi-Tech web site: www.multitech.com.
Multi-Tech FaxFinder Quick Start 67 Client Operation
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
