Multi-Tech Systems FF120, FF220, FF420, FF820 - page 2

FaxFinder® Administrator User Guide

S000405E, Version E

Models: FF120, FF220, FF420, and FF820

Copyright © 2008, by Multi-Tech Systems, Inc.

This publication may not be reproduced, in whole or in part, without prior expressed written permission

from Multi-Tech Systems, Inc. All rights reserved.

Multi-Tech Systems, Inc. makes no representations or warranties with respect to the contents hereof and

specifically disclaims any implied warranties of merchantability or fitness for any particular purpose.

Furthermore, Multi-Tech Systems, Inc. reserves the right to revise this publication and to make changes

from time to time in the content hereof without obligation of Multi-Tech Systems, Inc. to notify any person

or organization of such revisions or changes. Check Multi-Tech’s web site for current versions of our

product documentation.

Revisions

Level Date Description

A 05/05/06 Initial release of FF-420/820.

B 03/02/07 Initial release. Update of FF420/820 and addition of FF120/220.

C 04/04/07 Revise warranty statement and update tech support contact list.

D 11/20/07 Removed status LED references, updated tech support contact list, and

added slotted hole mounting drawing.

E 09/15/08 Update Server changes for software & firmware. Added status LED

references back in.

Patents

This device covered by the following patents:

6,031,867; 6,012,113; 6,009,082; 5,905,794; 5,864,560; 5,815,567; 5,815,503; 5,812,534; 5,809,068;

5,790,532; 5,764,628; 5,764,627; 5,754,589; D394,250; 5,724,356; 5,673,268; 5,673,257; 5,644,594;

5,628,030; 5,619,508; 5,617,423; 5,600,649; 5,592,586; 5,577,041; 5,574,725; D374,222; 5,559,793;

5,546,448; 5,546,395; 5,535,204; 5,500,859; 5,471,470; 5,463,616; 5,453,986; 5,452,289; 5,450,425;

D361,764; D355,658; D355,653; D353,598; D353,144; 5,355,365; 5,309,562; 5,301,274, 6,219,708 Other

patents pending.

Trademarks

Multi-Tech Registered Trademarks: FaxFinder, Multi-Tech, and the Multi-Tech logo.

All other products and technologies are the trademarks or registered trademarks of their respective

holders.

World Headquarters

Multi-Tech Systems, Inc.

2205 Woodale Drive

Mounds View, Minnesota 55112

Phone: 763-785-3500 or 800-328-9717

Fax: 763-785-9874

Technical Support

Country By Email By Phone

Europe, Middle East, Africa: support@multitech.co.uk (44) 118 959 7774

U.S., Canada, all others: support@multitech.com (800) 972-2439 or (763) 717-5863

Internet Address: http://www.multitech.com

Contents

Main FaxFinder Models: FF120 FF220 FF420 FF820 Page CONTENTS Chapter 1 Product Description & Specifications Product Description Prerequisite: Determining PBX Compatibility & Configuration Safety Warnings Telecom Lithium Battery Caution Ethernet Ports Caution Technical Specifications Related Manuals Distributing Documents to Client Users Chapter 2 Installation PBX Compatibility We Supply You Supply Page Quick Hookup FaxFinder Hookup: FF-420/820 FaxFinder FF-120/220 Hookup Earth Grounding for FF420/820 FF-420/820 Unit GND FaxFinder Operating Modes FaxFinder Operating Modes PBX . . . . . . LAN FF-420/820 1. Connect FaxFinder to AC Outlet. Power C a FF-420/820 FF-420/820 FF-120/220 3. Connect FaxFinder to Ethernet Network. FF-120/220 Part B: Connecting to Telephony Service Automated Routing Mode Manual Routing Mode Part C: Installing the Software Installing the Device Manager software Page Page Installing the Client software Page Page Page Client Install on Terminal Service Push Installs of the Client Software FaxFinder Client Terminal Services MSI Installer FaxFinder Client Install Shield Mass Uninstall Part D: Configuring the FaxFinder Server Summary of Configuration Data Server Parameters V alues for this FaxFinde Manual Routing Mode: Mapping of FF Ports to Phone Numbers FaxFinder Port Phone Numbe r Automated Routing Mode: PBX Phone Number Ranges Start of Range End of Range 1. Setting Admin PC to Startup IP Address Alternative Method for Setting Desired IP Parameters on FaxFinder Server Page 2. Logging In 3. Setting FaxFinder IP Addresses 4. Resetting Admin PC to Its Regular IP Address 5. Log In After Reset 6. Setting Administrative Functions A. Administrator Row: Email Address B1. Pots Line n Rows: Manual Routing Mode only Page 7. Setting up the Mail Server 8. Configuring the FaxFinders Modems Page Page 9. Changing Administrator Server Password 10. Specifying Administrators Client Password 11. Sending Test Fax from Fax Machine to FaxFinder Page 12. Adding Client-Users to the Phone Book Page Login Screen Fax Log Screen Fax Details Screen Page Current Status Screen Page Logout Option Page Administration Screen Field Definitions Field Name Values Description IP Configuration Fields SMTP Configuration Fields Administration Screen Field Definitions (continued) Field Name Values Description Page Chapter 3: FaxFinder Server Software Screens Multi-Tech Systems, Inc. FaxFinder Admin User Guide 54 Phone Book Screen be re-sorted by that columns parameter in ascending alphabetical or numerical order. Phone Book Screen Field Definitions Field Name Values Description Automated Routing Mode Manual Routing Mode. Each row allows faxes to one Modem Configuration Screen Modem Configuration Screen Field Definitions Field Name Values Description Page Page Modem Configuration Table Password Administration Screen Shared Resources Screen Chapter 4 FaxFinder Client Software Configuration Establishing Client Users ID in System Associating Client with Specific FaxFinder Unit(s) Page Disassociating the Client from a Specific FaxFinder Unit Disabling and Re-Enabling a Clients FaxFinder Service Sending Test Fax FaxFinder Fax Client Software Menu Command Definitions The FaxFinder Send Fax Screen + - Page Chapter 4: FaxFinder Client Software Configuration Multi-Tech Systems, Inc. FaxFinder Admin User Guide 71 FaxFinder Fax Client Software Menu Command Definitions Option tab Description Page Page Page Page Page Page Page Chapter 5 FaxFinder Client Software Operation Sending a Fax Page Page Page Page Page Scheduling Fax Transmissions Re-Sending a Failed Fax Putting Pending Faxes on Hold and Removing the Hold Page Page Canceling a Fax Setting Fax Retry Number and Interval Sending One Fax Containing Multiple Documents Page Forwarding a Fax Receiving a Fax Receiving Faxes in Manual Routing Mode Page Receiving Faxes in Automated Routing Mode Using the Multi-Tech Tiff Viewer Frequently Used Commands Toolbar Icons Page Page Page Page Importing Fax Images into Other Application Programs Setting up Your Address Book Manually Page Page Setting up Your Address Book by Synchronizing with Outlook What Synchronization Means Synchronization Procedure Page Page Setting Up Address Books with CSV Files Page Exporting a FaxFinder Address Book to CSV File Format Importing CSV Files into FaxFinder Address Book with Fitted Template Page Page Importing CSV Files into FaxFinder Address Book with a Customized Template Page Page Page Page Page Transferring an Established Standard FaxFinder Address Book to a New Client- User Page Cover Pages Using Stock Cover Pages Page Page Page Page Creating or Modifying Cover Page Styles Creating New Cover Page Templates Page Page Page Page Page Modifying Existing Cover Page Templates Page Page Page Page Page Cover Page Generator Menu/Icon Command Descriptions File Menu Edit Menu Insert Menu Page View Menu Settings Menu Reporting Failed Faxes to the Administrator Chapter 6 Server Operation Fax Log Email Messages Page Dealing with Failed Fax Reports Failure Analysis: Factors to Consider Possible Solutions to Fax Failure Problems Chapter 7 Device Manager Operation Opening the Device Manager Software Device Manager Main Screen Access to Commands Right-Click Device Menu Page Device Manager File Menu Device Manager Edit Menu Synchronizing Phonebooks Page Adding Devices Using the Auto-Discovery Monitor Page Deleting a Device Saving a Configuration Page Exporting a CSV Phonebook Page Importing a CSV Phonebook Page Page Page Page Page Page Retrieving Received Faxes Setting Phone Book Sharing Viewing Properties Firmware Updating Process Modem Firmware Update Page Page Page Server Firmware Update Page Page Page Appendix A Troubleshooting 1. What if I can't see the web page for my FaxFinder? 2. What if I don't get an email when I set the mail server address? Page 3. My FaxFinder 120 or 220 is no longer responding to my inputs. 4. What if the FaxFinder doesn't answer a fax call? 5. What if I don't get the email to me of the test fax that I sent? 6. SMTP Error Code List Appendix B Regulatory Information 47 CFR Part 68 Telecom 47 CFR Part 15 Regulation Fax Branding Statement Canadian Limitations Notice Industry Canada WEEE Statement (Waste Electrical and Electronic Equipment) C-ROHS HT/TS Substance Concentration Appendix C Warranty, Service, & Repair Multi-Tech Warranty Statement Repair Procedures for U.S. and Canadian Customers Repair Procedures for International Customers (Outside U.S.A. and Canada) Repair Procedures for International Distributors Appendix D Example Systems Sample FaxFinder Systems FaxFinder Operating Modes PBX . . . . . . PSTN PSTN LAN Server Setup for Sample FaxFinder System PSTN Name User ID Email Address Ext Function Name Server Ethernet LAN PSTN PBX Station Ports Page Sending a Fax, Server Perspective 1 Customer receives Marys FAX message about product specifications. Modem Modem POTS Station Ports Page Page Page Page Page Page Fax Message Components Cover Page From: To: Subje ct : Comme nt : ... Outgoing Fax Transmission How the FaxFinders outgoing fax comes together. Recipient Sender