Multitech FaxFinder FF200 User manual

FF200

2-Port V.34 Fax Server

Quick Start Guide

FaxFinder Model FF200 2-Port V.34 Fax Server

Quick Start Guide

P/N 82099261L, Revision B

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. 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.

Record of Revisions

Revision Date Description

A 06/15/05 Initial Release, Rev A.

B 04/28/06 Revise descriptions of Device Mgr

SW and of client SW.

Trademarks

FaxFinder, Multi-Tech, and the Multi-Tech logo are trademarks of Multi-Tech Systems, Inc. All

other brand and product names mentioned in this publication are trademarks or registered

trademarks of their respective companies.

GENERAL CONTACT TECHNICAL SUPPORT

Country By E-mail By Phone

France support@

multitech.fr (33) 1-64

61 09 81

India support@

multitechindia.

com

(91) 124-

2340780

Europe,

Asia,

Africa

support@

multitech.co.uk (44) 118

959 7774

Multi-Tech

Systems, Inc.

2205 Woodale Drive

Mounds View,

Minnesota

55112, USA

(763) 785-3500

(800) 328-9717

Fax: 763-785-9874

www.multitech.com

U.S.,

Canada,

All Others

support@

multitech.com (800) 972-

2439; (763)

717-5863

Contents

GETTING STARTED.............................................................5

WE SUPPLY ............................................................................8

YOU SUPPLY...........................................................................8

LED PANEL............................................................................9

PREREQUISITE:DETERMINING PBX COMPATIBILITY &

CONFIGURATION.....................................................................9

SERVER INSTALLATION PROCESS..............................11

PART A: CONNECTING THE FAXFINDER TO POWER OUTLET

AND ETHERNET.....................................................................11

1. Connect FaxFinder to AC Outlet.................................11

2.Verify powering. ...........................................................11

3. Connect FaxFinder to Ethernet Network.....................12

PART B: CONNECTING TO TELEPHONY SERVICE..................13

PART C: CONFIGURING THE FAXFINDER SERVER .................14

Summary of Configuration Data .....................................14

1. Setting Admin PC to Startup IP Address.....................16

2. Logging In (I)...............................................................17

3. Setting FaxFinder IP Addresses..................................18

4. Resetting Admin PC to Its Regular IP Address ...........18

5. Logging In (II).............................................................18

6. Setting Administrative Functions.................................19

7. Setting Up the Mail Server ..........................................24

8. Configuring the FaxFinder’s Modems ........................26

9. Changing Admin’s Server Password...........................31

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..............44

Making Address Book Entries by Synchronization with

Microsoft Outlook............................................................45

SEND TEST FAX....................................................................47

DEVICE MANAGER SOFTWARE FUNCTIONS ...........48

INSTALLING DEVICE MANAGER SOFTWARE .........................49

ADDING FAXFINDERS...........................................................51

SYNCHRONIZING PHONEBOOKS ............................................52

CLIENT OPERATION.........................................................57

SENDING A FAX ....................................................................57

RECEIVING A FAX.................................................................63

Receiving Faxes in POTS Mode ......................................63

Receiving Faxes in PBX Routing Mode...........................64

TECH SUPPORT..................................................................66

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

POTS Mode1.

PBX Routing Mode. When connected to station ports (2) on a

PBX2, the FF200 functions as a network fax server with full two-

way fax service. Multiple PBX extension numbers are dedicated

to incoming fax traffic which is routed to the FF200. (Two station

ports are needed. Faxes transmitted to any of the PBX’s fax-

dedicated extension numbers all go to the station ports serving

the FF200.) The FF200 converts the incoming faxes into

graphic files that are sent as email attachments to fax recipients

on the ethernet network.

1. The mode is set in the Modem Configuration screen of the

FaxFinder Server software.

2. For FF200 compatibility in PBX 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 POTS

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. When connected directly to a regular POTS line

(or to a PBX without convergent routing capability), the FF200

functions as an outgoing fax server with incoming fax service to

an attendant. Outgoing faxes work the same as in PBX Routing

Mode. That is, to send a fax into the public phone system

(PSTN), the client software executes a print-to-file command

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.

In both configurations, the FF200, having two fax ports, can

send and receive faxes simultaneously.

Multi-Tech FaxFinder Quick Start 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

•A nearby AC power outlet

•A connection to your Ethernet LAN

•Two telephony connections

either - PBX station port(s)

or - common subscriber (POTS) phone line jack(s)

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

•Client PCs (Windows NT/2000/XP) 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.

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 555-

3121.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 FF200 in conjunction with a PBX and in

“PBX Routing Mode,” be sure that the PBX has this multiple-

extension-to-single-port capacity and that this capacity is

activated.

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.

The FF200 will receive the fax and then check these DTMF

digits against the numbers in the FaxFinder Phone Book.

The FaxFinder Phone Book is an “inbound phonebook,” that is,

it’s a list of individuals who may receive faxes on the FaxFinder

system.

If a match is exists, the FaxFinder will direct the fax to the

matched recipient. The FaxFinder exports the fax as a TIFF file

and sends it to the matched recipient as an email attachment.

If no match exists, the FaxFinder will direct the fax to the

“Unassigned Number” email address in the FaxFinder Phone

Book.

If you are operating the FF200 in conjunction with an Avaya

Magix PBX or with an Avaya Definity PBX, then select “PBX

Mode Code” as the routing option. “PBX Mode Code” is a

special, proprietary type of PBX routing that works only with

those PBXs.

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