Multitech FaxFinder FF-120 User manual

FaxFinder®

V.34 Fax Servers

Models: FF120

FF220

FF420

FF820

Administrator User Guide

FaxFinder®Administrator User Guide

S000405E, Version E

Models: FF120, FF220, FF420, and FF820

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

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

A05/05/06 Initial release of FF-420/820.

B03/02/07 Initial release. Update of FF420/820 and addition of FF120/220.

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

D11/20/07 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: [email protected] (44) 118 959 7774

U.S., Canada, all others: [email protected]m (800) 972-2439 or (763) 717-5863

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

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 3

CONTENTS

CHAPTER 1 – PRODUCT DESCRIPTION & SPECIFICATIONS...............................................................4

Product Description...................................................................................................................................4

Safety Warnings........................................................................................................................................6

Technical Specifications............................................................................................................................7

CHAPTER 2 – INSTALLATION ...................................................................................................................9

Mechanical Mounting...............................................................................................................................10

Quick Hookup..........................................................................................................................................11

Installation Overview ...............................................................................................................................14

CHAPTER 3 – FAXFINDER SERVER SOFTWARE SCREENS...............................................................42

Home Screen...........................................................................................................................................42

Login Screen ...........................................................................................................................................43

Fax Log Screen.......................................................................................................................................44

Current Status Screen.............................................................................................................................47

Administration Screen .............................................................................................................................50

Phone Book Screen.................................................................................................................................54

Modem Configuration Screen..................................................................................................................56

Password Administration Screen ............................................................................................................60

Shared Resources Screen ......................................................................................................................61

CHAPTER 4 – FAXFINDER CLIENT SOFTWARE CONFIGURATION....................................................62

Establishing Client User’s ID in System..................................................................................................62

Associating Client with Specific FaxFinder Unit(s)..................................................................................63

Disassociating the Client from a Specific FaxFinder Unit .......................................................................65

Disabling and Re-Enabling a Client’s FaxFinder Service........................................................................66

FaxFinder Fax Client Software Menu Command Definitions..................................................................67

CHAPTER 5 – FAXFINDER CLIENT SOFTWARE OPERATION.............................................................79

Sending a Fax .........................................................................................................................................80

Scheduling Fax Transmissions ...............................................................................................................86

Putting Pending Faxes on Hold and Removing the Hold........................................................................88

Canceling a Fax.......................................................................................................................................91

Setting Fax Retry Number and Interval...................................................................................................92

Sending One Fax Containing Multiple Documents .................................................................................93

Forwarding a Fax.....................................................................................................................................95

Receiving a Fax.......................................................................................................................................96

Using the Multi-Tech Tiff Viewer .............................................................................................................99

Setting up Your Address Book Manually...............................................................................................105

Setting up Your Address Book by Synchronizing with Outlook.............................................................108

Setting Up Address Books with CSV Files............................................................................................111

Cover Pages..........................................................................................................................................125

CHAPTER 6 – SERVER OPERATION ....................................................................................................147

Fax Log Email Messages......................................................................................................................147

Dealing with Failed Fax Reports ...........................................................................................................149

CHAPTER 7 – DEVICE MANAGER OPERATION..................................................................................150

Access to Commands............................................................................................................................152

Firmware Updating Process..................................................................................................................175

APPENDIX A – TROUBLESHOOTING ...................................................................................................183

APPENDIX B – REGULATORY INFORMATION ....................................................................................188

APPENDIX C – WARRANTY, SERVICE, & REPAIR..............................................................................193

APPENDIX D – EXAMPLE SYSTEMS ....................................................................................................195

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 4

Chapter 1 – Product Description &

Specifications

Product Description

This manual describes four Multi-Tech V.34 fax servers: the FF120 1-Port FaxFinder unit, the FF220 2-

Port FaxFinder unit, the FF420 4-Port FaxFinder unit, and the FF820 8-Port FaxFinder unit. All four of

these units are complete, economical, easy-to-use network fax servers. With any of these units, you can

receive faxes as emails and send faxes from any application that can print. The FF120/220/420/820

FaxFinder operates in two modes: Automated Routing Mode and Manual Routing Mode.1 The mode is

set in the Routing field of the Modem Configuration screen of the FaxFinder Server software.

Automated Routing Mode. When connected to a station port on a PBX, the FaxFinder functions as a

network fax server with two-way fax service. Multiple PBX extension numbers are dedicated to incoming

fax traffic which is routed to the FaxFinder. (Only one station port is needed. Faxes transmitted to any of

the PBX’s fax-dedicated extension numbers all go to the station port serving the FF120/220/420/820.)

The FaxFinder converts the incoming faxes into graphic files that are sent as email attachments to fax

recipients on or beyond the Ethernet network. (Because faxes are delivered in the form of email, the fax

recipient could be at any reach-able email address. So, for example, a sales person could receive faxes

while traveling by using a regular company fax number and picking up the email messages remotely.)

Each fax-dedicated PBX extension number is associated with a particular email address.

Receiving. Fax clients receive faxes in the form of email attachments. From the remote fax sender’s

perspective, PBX extension phone numbers are functionally identical to ordinary fax phone lines.

Sending. Fax clients on the network can send faxes directly from their PCs using any application

program that can print. The application program must be set so that the FaxFinder itself is its printing

destination. In response to the ‘Print’ command, the FaxFinder turns the ‘print file’ image into a fax. The

FaxFinder transmits the fax to the public phone system (PSTN) or to another PBX extension.

Manual Routing Mode. When connected directly to a regular POTS line (or to a PBX without

‘convergent’ routing capability), the FF120/220/420/820 functions as an outgoing fax server with incoming

fax service going through one or more attendants. Each of the FaxFinder’s modems has a separate fax

number and each modem can have a separate attendant that receives the fax messages as emails and

then has the duty to direct them to their intended recipients. (Note that one attendant could serve more

than one of the FaxFinder’s modems – some or all of the modems.) For example, an FF820 FaxFinder

might be used in a company with several departments that regularly receive faxes but in differing

volumes. Suppose the sales department and the purchasing department receive many faxes and the

shipping and service departments receive much less fax traffic. In that case, three of the FF820’s

modems might direct faxes to a single attendant in the sales department, and an additional three modems

might direct faxes to the purchasing department; one modem might be directed to an attendant for the

shipping department and another to an attendant for the service department.

Outgoing faxes work the same in Manual Routing Mode as in Automated Routing Mode. That is, to send

a fax, the user prints to the FaxFinder from an application program. However, all incoming faxes go to a

single email recipient, the attendant, who then sends them on, as needed, to the intended recipient.

Being devices of multiple ports, the FF220/420/820 units can send and receive faxes simultaneously.

Mixed Mode. It is also possible to operate a FaxFinder unit in a mixed mode such that some of its

modems are connected to PBX extensions while other of its modems are connected to POTS lines.

1For FF120/220/420/820 compatibility in Automated Routing Mode, the PBX must support ‘convergent routing,’

that is, the routing of multiple extension numbers to a single station port. PBXs lacking this functionality can still

be used with the FaxFinder in Manual Routing Mode.

Chapter 1: Product Description and Specifications

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 5

The FF420 and FF820 are both housed in chassis of the same size and shape. Similarly, the FF120 and

FF220 are both housed in a chassis of the same size and shape, a chassis smaller and differently shaped

than that for the FF420/820.

The FaxFinder product consists of the hardware unit, server software pre-installed on the hardware unit,

server management software (the Device Manager program), and a suite of client software programs (the

main fax-sending client program, a viewer for TIFF files, and a program for creating and modifying fax

cover pages).

Prerequisite: Determining PBX Compatibility &

Configuration

To operate the FF120/220/420/820 FaxFinder system in conjunction with a PBX (“Automated Routing

Mode”), that PBX must be able to route incoming calls to many PBX extension numbers to a single PBX

station port. This multiple-extension-to-single-port capacity allows multiple PBX users to have their own

unique directory numbers for receiving faxes.

If you are using the FF120/220/420/820 in conjunction with a PBX, be sure that the PBX has this multiple-

extension-to-single-port functionality and that it is activated. PBXs lacking this functionality can still be

used with the FaxFinder in Manual Routing Mode.

Chapter 1: Product Description and Specifications

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 6

Safety Warnings

Telecom

1. Never install telephone wiring during a lightning storm.

2. This product must be disconnected from power source and telephone network interface when

servicing.

3. This product is to be used with UL and cUL listed computers.

4. Never touch uninsulated telephone wires or terminals unless the telephone line has been

disconnected at the network interface.

5. Use caution when installing or modifying telephone lines.

6. Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a

remote risk of electrical shock from lightning.

7. Do not use a telephone in the vicinity of a gas leak – not even to report a gas leak.

8. To reduce the risk of fire, use only 26 AWG or larger telecommunication line cord.

9. Never install a telephone jack in wet locations unless the jack is specifically designed for wet

locations.

Lithium Battery Caution

• A lithium battery located within product provides backup power for the timekeeping capability.

The battery has an estimated life expectancy of ten years.

• When the battery starts to weaken, the date and time may be incorrect. If the battery fails, the

board must be sent back to Multi-Tech Systems for battery replacement.

Warning! There is danger of explosion if the battery is incorrectly replaced!

Ethernet Ports Caution

Caution: The Ethernet ports and command ports are not designed to be connected to a Public

Telecommunication Network.

Chapter 1: Product Description and Specifications

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 7

Technical Specifications

The FaxFinder models meet the following specifications:

FF120/220 FF420/820

Connectors RJ11 Line Jacks (1 or 2), Console

Serial Port for RJ45-to-RS232

configuration/debug connection,

Ethernet RJ48 connector, and

Locking Screw on the Power Jack.

RJ11-Line Jacks (4 or 8), RJ45 -

Ethernet Jack

Size 6.4” W x 6.0” L x 1.2” H

16.3 cm x 15.2 cm x 3.0 cm

17.3” W x 1.7” H x 8.4” L

43.9 cm x 4.3 cm x 21.3 cm

Weight 20.5 oz. (750 g) 7.4 lbs. (3.4 kg)

Power Consumption Typical: 4.05 W (0.450A@ 9V)

Maximum: 5.31W (0.590A @9V)

100 -240 VAC, 1.2 – 0.6A,

50/60Hz

Typical 3.75W (0.750A @5v DC)

Maximum 7.7W (1.4A @5.5v DC)

Operating

Environment 32°-120° F (0°-50° C)

relative humidity 20 to 90%

noncondensing

32°-120° F (0°-50° C)

relative humidity 20 to 90%

noncondensing

Storage Temp. -10° to +85° C -10° to +85° C

EMC Approvals FCC Part 15 Class A, Canada

Class A, EN 55022:1998 Class A,

EN55024: 1998

FCC Part 15 Class A, Canada

Class A, EN 55022:1998 Class A,

EN55024: 1998

Safety Approvals cUL/UL60950-1, EN60950-1,

AS/NZS60950:2000 cUL/UL60950-1, EN60950-1,

AS/NZS60950:2000

Telecom Approvals FCC Part 68, CS03 FCC Part 68, CS03

Data Modem Specs ITU-T V.92/V.90/56K (-92 build

option), V.34/

33.6K V.32bis/14.4K V.22bis/2400

baud

V.22, V.23, & V.21; Bell 212A & Bell

103

V.44 Error Correction

V.42 LAPM, MNP 2-4 Error Correction

V.42bis & MNP Class 5 data

compression

ITU-T V.92/V.90/56K (-92 build

option), V.34/

33.6K V.32bis/14.4K V.22bis/2400

baud

V.22, V.23, & V.21; Bell 212A & Bell

103

V.44 Error Correction

V.42 LAPM, MNP 2-4 Error Correction

V.42bis & MNP Class 5 data

compression

Fax Modem Specs ITU-T V.34 (MT5634SMI)

ITU-T V.17, V.29, V.27 & V.21 Ch. 2

Telephony/TAM

V.253 commands

2-bit & 4-bit ADPCM, 8-bit linear PCM

& 4-bit IMA coding

8kHz sample rate

Concurrent DTMF, ring, & U.S. Caller

ID detection

ITU-T V.34 (MT5634SMI)

ITU-T V.17, V.29, V.27 & V.21 Ch. 2

Telephony/TAM

V.253 commands

2-bit & 4-bit ADPCM, 8-bit linear PCM

& 4-bit IMA coding

8kHz sample rate

Concurrent DTMF, ring, & U.S. Caller

ID detection

Chapter 1: Product Description and Specifications

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 8

Related Manuals

Each FF-120/220/420/820 FaxFinder unit comes with 4 manuals that serve different purposes (see table

below). In addition, several FaxFinder Reference Guides are available on the Multi-Tech web site and

they describe use of a FaxFinder in conjunction with PBXs of various brands and models.

Title Format Purpose

Administrator User Guide

(this manual) on CD Presents comprehensive info about FaxFinder

unit, server software, & client software.

Includes Quick Start Instructions chapter.

FaxFinder Administrator should use this

chapter to configure the FaxFinder unit, the

server software, and software for each client.

Client User Guide on CD Comprehensive user info for FaxFinder clients.

Client Operation Primer on CD Brief instructions for sending and receiving

faxes via the FaxFinder system. Multi-Tech

recommends that you give a copy of this

document to each client user.

Cabling Guide in print FaxFinder Administrator should use this

manual to make cabling connections for the

FaxFinder unit.

FaxFinder Reference Guides on MTS

web site FaxFinder Administrator should use these

manuals to configure the FaxFinder unit in

conjunction with the PBX specified in each

guide.

Multi-Tech manuals and other resources are available on the Multi-Tech Web site at

http://www.multitech.com.

Distributing Documents to Client Users

The person acting as FaxFinder Administrator should see to it that client users get copies of the Client

Operation Primer (the file name is S000407E.PDF) and the Client User Guide (the file name is

S000406E.PDF). You could distribute this information either by printing out and/or photocopying hard

copies of these manuals for client users or else by supplying them with the electronic PDF files for these

documents either as email attachments or via some memory storage medium (CD, diskette, etc.). Client

users will need this information to take advantage of the capabilities of the FaxFinder system.

Chapter 2: Installation

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 9

Chapter 2 – Installation

Introduction

This chapter showsyouhow to set up your Multi-Tech Model FF120/220/420/820 FaxFinder.

The setup process includes both cabling of the FaxFinder unit and configuration of the FaxFinder server

software. The FaxFinder server software resides on the FaxFinder unit and does not need to be installed.

PBX Compatibility

Before proceeding with cabling or software installation, you should confirm that the telephony equipment

with which you intend to use the FaxFinder is compatible with it. Although the FaxFinder can simply be

connected to an ordinary phone subscriber line (a POTS line), it is often connected to a PBX. One of the

convenient features of the FaxFinder is its ability to deliver incoming faxes as email messages directly to

users on an Ethernet network. This direct service depends on the PBX’s ability to route multiple phone

extension numbers to a single station port. If the PBX lacks that ability, incoming faxes must be sent to

users through an attendant. If you will be connecting the FaxFinder to a PBX, it is important to

understand the PBX’s capabilities in this regard beforehand. The following section explains why the

capabilities of your PBX will determine how you set up the FaxFinder unit to work with it.

We Supply

FF120/220 FF420/820

• A FaxFinder (FF120 or FF220) with factory-

installed software

• One universal power supply with power

cord

• Common telephone cables (one for each

port; RJ-11 at both ends)

• A product CD that contains: (a) a software

package for client PCs, (b) a system

management software package for the

administrator’s PC, and (c) additional

documentation for both administrators and

client/users

• A printed Cabling Guide

• A FaxFinder (FF420 or FF820) with factory-

installed software

• One universal power supply with power

cord

• Common telephone cables (one for each

port;

RJ-11 at both ends)

• A product CD that contains: (a) a software

package for client PCs, (b) a system

management software package for the

administrator’s PC, and (c) additional

documentation for both administrators and

client/users

• A set of four self-adhesive plastic feet

• Rack-mounting fasteners

• A printed Cabling Guide

You Supply

•A nearby AC power outlet and a connection to your Ethernet LAN

•A telephony connection:

either - a PBX station port

or - a common subscriber (POTS) phone line jack

•An admin PC (with web browser) to configure the FaxFinder

•Client PCs (Windows 2000/XP/2003/Vista) with email and printing applications. Network clients

receive faxes in their email inboxes. They will send faxes by printing to the FaxFinder server from

application programs.

Chapter 2: Installation

Multi-Tech Systems, Inc. FaxFinder Admin User Guide 10

Mechanical Mounting

The FF120/220 FaxFinder comes with chassis screw holes to facilitate attaching it to a flat surface.

The FF420/820 are table-top units that can also be rack-mounted. Rack-mounting hardware is included.

Other manuals for FaxFinder FF-120

This manual suits for next models

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