Multitech FaxFinder FF-120 User manual

ADMINISTRATOR USER GUIDE
FaxFinder®FF-120/220
&
FF-420/820
1/2-Port and 4/8-Port V.34 Fax Servers
R
Administrator User Guide

FaxFinder®Administrator User Guide
Models FF120, FF220, FF420, and FF820
PN S000405D, Version D
Copyright
This publication may not be reproduced, in whole or in part, without prior expressed written permission
from Multi-Tech Systems, Inc. All rights reserved.
Copyright © 2007, by Multi-Tech Systems, Inc.
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
Revision Level Date Description
A05/05/06 Initial release of FF-420/820.
B03/02/07 Initial release. Multi-faceted update of FF-420/820 and addition of
FF-120/220.
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
Patents
This device covered by the following patent:
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. 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: [phone] or 800-328-9717
Fax: [phone]
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 [phone] or [phone]
Internet Address: http://www.multitech.com

Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 3
Table of Contents
CHAPTER 1 – PRODUCT DESCRIPTION & SPECIFICATIONS .....................................................................6
PRODUCT DESCRIPTION..............................................................................................................................................6
PRODUCT FEATURES ..................................................................................................................................................8
PREREQUISITE:DETERMINING PBX COMPATIBILITY &CONFIGURATION .................................................................9
SAFETY WARNINGS TELECOM....................................................................................................................................9
LITHIUM BATTERY CAUTION......................................................................................................................................9
ETHERNET PORTS CAUTION .......................................................................................................................................9
TECHNICAL SPECIFICATIONS ....................................................................................................................................10
RELATED MANUALS.................................................................................................................................................11
DISTRIBUTING DOCUMENTS TO CLIENT USERS ........................................................................................................12
CHAPTER 2: SYSTEM OVERVIEW ...................................................................................................................13
Our Sample FaxFinder Systems ..........................................................................................................................13
Server Setup for Sample FaxFinder System – Acme99, Inc.................................................................................15
Receiving a Fax, Server Perspective – Acme99 Gets a Fax................................................................................16
Receiving a Fax, Client Perspective – Joe Gets a Product Order.......................................................................17
Sending a Fax, Server Perspective – Acme99 Sends a Fax.................................................................................18
Sample Client Setup – Joe, the Acme99 Order Processor...................................................................................19
Sending a Fax, Client Perspective – Mary Sends Spec Sheet to Client...............................................................23
Fax Message Components...................................................................................................................................24
CHAPTER 3 – SERVER INSTALLATION...........................................................................................................25
INTRODUCTION.........................................................................................................................................................25
PBX COMPATIBILITY ...............................................................................................................................................25
WE SUPPLY ..............................................................................................................................................................25
YOU SUPPLY ............................................................................................................................................................25
MECHANICAL MOUNTING (OPTIONAL) ....................................................................................................................26
QUICK HOOKUP FOR FF-120/220.............................................................................................................................27
QUICK HOOKUP FOR FF-420/820.............................................................................................................................27
EARTH GROUNDING FOR FF-420/820.......................................................................................................................28
FAXFINDER OPERATING MODES ..............................................................................................................................29
PART A: CABLING -- CONNECTING THE FAXFINDER TO POWER OUTLET,PHONE LINES,AND ETHERNET................30
1. Connect FaxFinder to AC Outlet.....................................................................................................................30
2. Connect FaxFinder to Ethernet Network.........................................................................................................31
PART B: CONNECTING TO TELEPHONY SERVICE......................................................................................................32
PART C: CONFIGURING THE FAXFINDER SERVER.....................................................................................................33
Summary of Configuration Data..........................................................................................................................33
1. Setting Admin PC to Startup IP Address .........................................................................................................36
2. Logging In (I)...................................................................................................................................................38
3. Setting FaxFinder IP Addresses......................................................................................................................39
4. Resetting Admin PC to Its Regular IP Address................................................................................................40
5. Logging In (II).................................................................................................................................................40
6. Setting Administrative Functions.....................................................................................................................40
7. Setting Up the Mail Server...............................................................................................................................45
8. Configuring the FaxFinder’s Modems.............................................................................................................45
9. Changing Admin’s Server Password...............................................................................................................49
10. Specifying Administrator’s Client Password.................................................................................................49
11. Sending Test Fax from Fax Machine to FaxFinder.......................................................................................50
12. Adding Client-Users to the Phone Book........................................................................................................52
CHAPTER 4 – FAXFINDER SERVER SOFTWARE SCREENS.......................................................................53
Home Screen........................................................................................................................................................53
Login Screen........................................................................................................................................................54
Fax Log Screen....................................................................................................................................................55

Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 4
Fax Details Screen...............................................................................................................................................57
Current Status Screen..........................................................................................................................................59
Logout Option......................................................................................................................................................61
Administration Screen .........................................................................................................................................62
Phone Book Screen..............................................................................................................................................66
Modem Configuration Screen – POTS Modems..................................................................................................69
Password Administration Screen.........................................................................................................................73
CHAPTER 5 – FAXFINDER CLIENT SOFTWARE CONFIGURATION........................................................74
INSTALLING FAXFINDER CLIENT SOFTWARE ...........................................................................................................74
ESTABLISHING CLIENT USER’S ID IN SYSTEM..........................................................................................................78
ASSOCIATING CLIENT WITH SPECIFIC FAXFINDER UNIT(S)......................................................................................79
DIS-ASSOCIATING THE CLIENT FROM A SPECIFIC FAXFINDER UNIT ........................................................................81
DISABLING AND RE-ENABLING A CLIENT’S FAXFINDER SERVICE ...........................................................................82
SENDING TEST FAX ..................................................................................................................................................82
FAXFINDER FAX CLIENT SOFTWARE MENU COMMAND DEFINITIONS .....................................................................83
The FaxFinder Send Fax Screen .........................................................................................................................84
CHAPTER 6: FAXFINDER CLIENT SOFTWARE OPERATION....................................................................97
SENDING A FAX........................................................................................................................................................98
SCHEDULING FAX TRANSMISSIONS ........................................................................................................................104
RE-SENDING A FAILED FAX ...................................................................................................................................105
PUTTING PENDING FAXES ON HOLD AND RESCINDING THE HOLD..........................................................................106
CANCELING A FAX .................................................................................................................................................109
SETTING FAX RETRY NUMBER AND INTERVAL ......................................................................................................110
SENDING ONE FAX CONTAINING MULTIPLE DOCUMENTS......................................................................................111
FORWARDING A FAX ..............................................................................................................................................113
RECEIVING A FAX...................................................................................................................................................115
Receiving Faxes in Manual Routing Mode........................................................................................................115
Receiving Faxes in Automated Routing Mode...................................................................................................117
USING THE MULTI-TECH TIFF VIEWER...................................................................................................................119
Frequently Used Commands – Toolbar Icons ...................................................................................................119
Importing Fax Images into Other Application Programs..................................................................................124
SETTING UP YOUR ADDRESS BOOK MANUALLY....................................................................................................125
SETTING UP YOUR ADDRESS BOOK BY SYNCHRONIZING WITH OUTLOOK .............................................................128
What Synchronization Means ............................................................................................................................128
Synchronization Procedure ...............................................................................................................................128
SETTING UP ADDRESS BOOKS WITH CSV FILES.....................................................................................................131
Exporting a FaxFinder Address Book to CSV File Format...............................................................................133
Importing CSV Files into FaxFinder Address Book with Fitted Template........................................................134
Importing CSV Files into FaxFinder Address Book with a Customized Template............................................137
Transferring an Established Standard FaxFinder Address Book to a New Client-User...................................143
USING STOCK COVER PAGES..................................................................................................................................145
CREATING OR MODIFYING COVER PAGE STYLES ...................................................................................................150
Creating New Cover Page Templates................................................................................................................150
Modifying Existing Cover Page Templates........................................................................................................156
COVER PAGE GENERATOR MENU/ICON COMMAND DESCRIPTIONS........................................................................162
File Menu...........................................................................................................................................................162
Edit Menu ..........................................................................................................................................................163
Insert Menu........................................................................................................................................................163
View Menu.........................................................................................................................................................165
Settings Menu ....................................................................................................................................................165
REPORTING FAILED FAXES TO THE ADMINISTRATOR .............................................................................................166
CHAPTER 7 – SERVER OPERATION ...............................................................................................................167
FAX LOG EMAIL MESSAGES...................................................................................................................................167
FRONT PANEL LEDS..............................................................................................................................................168
DEALING WITH FAILED FAX REPORTS....................................................................................................................169

Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 5
Failure Analysis: Factors to Consider .............................................................................................................169
Possible Solutions to Fax Failure Problems .....................................................................................................169
CHAPTER 8 - DEVICE MANAGER INSTALLATION & OPERATION.......................................................170
Installing Device Manager Software.................................................................................................................170
Operation: Applicability of Device Manager ...................................................................................................171
Access to Commands .........................................................................................................................................172
Device Manager Command Summary...............................................................................................................172
Opening the Device Manager Software.............................................................................................................174
Device Manager Main Screen ...........................................................................................................................175
Device Manager “File” Menu...........................................................................................................................177
Device Manager “Edit” Menu ..........................................................................................................................178
Right-Click Menu for Selected Device (FaxFinder, CallFinder, or Multi-Access) ...........................................184
FIRMWARE UPDATING PROCESS -DETAILED..........................................................................................................192
Modem Firmware Update..................................................................................................................................192
Server Firmware Update...................................................................................................................................196
Uninstalling or Reinstalling the Device Manager Software..............................................................................201
CHAPTER 9 – TROUBLESHOOTING................................................................................................................204
1. What if I can't see the web page for my FaxFinder ?....................................................................................204
2. What if I don't get an email when I set the mail server address ? .................................................................204
3. What if the FaxFinder doesn't answer a fax call? .........................................................................................207
4. What if I don't get the email to me of the test fax that I sent?........................................................................207
CHAPTER 10 – REGULATORY INFORMATION............................................................................................208
47 CFR PART 68 TELECOM ....................................................................................................................................208
47 CFR PART 15 REGULATION...............................................................................................................................209
FAX BRANDING STATEMENT..................................................................................................................................210
CANADIAN LIMITATIONS NOTICE...........................................................................................................................211
INDUSTRY CANADA................................................................................................................................................211
WEEE STATEMENT................................................................................................................................................212
C-ROHS HT/TS SUBSTANCE CONCENTRATION.....................................................................................................213
CHAPTER 11: WARRANTY, SERVICE, & REPAIR .......................................................................................214

Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 6
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 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 FF-120/220/420/820
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 PBX2, 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 FF-120/220/420/820.)
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 FF-120/220/420/820 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 FF-220/420/820 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 FF-120/220/420/820 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. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 7
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 FF-420/820.
R
Multi-Tech’s FF220 FaxFinder®2-Port V.34 Fax Server
Power Status Ethernet Modem 1
TD RD CD
Modem 2
TD RD CD
Modem 3
TD RD CD
Modem 4
TD RD C D
Modem 5
TD R D CD
Mo de m 6
TD RD CD
Modem 7
TD RD C D
Modem 8
TD RD CD
LNK IOO
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Multi-Tech’s FF820 FaxFinder®8-Port V.34 Fax Server
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).

Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 8
Product Features
•Faxes routed to email via PBX extension numbers
•Faxes converted to TIFF files or PDF files
•Uses PBX station ports
•Allows available PBX extensions to serve as incoming fax numbers for users
•Loop-start port for outbound/inbound faxing
•Super G3 V.34/33.6K fax communication
•Compression in MH, MR, and MMR modes
•Error Correction Mode (ECM) for fast and reliable faxing
•Web server interface for system configuration and management
•Email notification of failed outbound fax transmissions
•V.92/56K data mode
•Tone and pulse dialing
•Connects to 10/100BaseT Ethernet
•Flash memory for easy software updates
•Small desktop-size external chassis
•Two-year warranty

Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 9
Prerequisite: Determining PBX Compatibility &
Configuration
To operate the FF-120/220/420/820 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 FF-120/220/420/820 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.
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. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 10
Technical Specifications
The FaxFinder models meet the following specifications:
FF-420/820 FF-120/220
Connectors RJ11-Line Jacks (4 or 8), RJ45 -
Ethernet Jack RJ11 Line Jacks (1 or 2), Console Serial Port for RJ45-to-RS232
config/debug connection,
Ethernet0 RJ48 connector, and
Locking Screw on the Power Jack.
Size 17.4” W x 1.75” H x 8.5” D
44.2 cm x 4.5 cm x 21.6 cm
6.4” W x 5.6” L x 1.2” D
16.3 cm x 14.2 cm x 3.0 cm
Weight 32 oz (900 g) 20.5 oz. (750 g)
Power Consumption Typical 3.75W (0.750A @5v DC)
Maximum 7.7W (1.4A @5.5v DC)
Typical: 4.05 W (0.450A@ 9V)
Maximum: 5.31W (0.590A @9V)
100 -240 Vac, 1.2 – 0.6A, 50/60Hz
Operating
Environment 32-120degrees F(0-50degrees C)
relative humidity 20 to 90%
noncondensing
32-120degrees F(0-50degrees C)
relative humidity 20 to 90%
noncondensing
Storage Temp. -10to +85 degreesC -10to +85 degreesC
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. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 11
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 MultiTech 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.

Chapter 1: Product Description and Specifications
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 12
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 S000407_.PDF) and the Client User Guide (the file name is
S000406_.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: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 13
Chapter 2: System Overview
Our Sample FaxFinder Systems
The FaxFinder system handles faxes in a non-conventional way. A regular fax machine is a centralized
resource. The FaxFinder system decentralizes fax functions throughout a network of PCs served by the
FaxFinder unit and by an email server in a common Ethernet network. In this chapter, we will give you
the big picture of how the FaxFinder FF-120/220/420/820 Server unit and the FaxFinder Client software
can deliver this convenient functionality.
To show what you must do to implement FaxFinder functionality, we use a two fictitious companies as
examples in this manual. The first “Acme99, Inc.,” is a small manufacturing firm that we describe in this
chapter. We show, in this small sample system, the parameters that must be set in any FaxFinder
system, both for the server and for clients. The second fictitious example entity is “Rocky Mountain
Construction, Inc.,” a housing developer. References to this company will appear in later chapters of this
manual.
A regular fax machine typically operates in a common office area and is shared by multiple parties.
Usually no individual’s fax traffic is heavy enough to justify a dedicated personal fax machine.
Commonly, many parties go to the same fax machine to send and receive on a single ordinary phone
line.
Compared to the centralized and non-private nature of faxing with an ordinary fax machine, the FaxFinder
system offers fax users decentralized functionality, autonomy, and privacy. For outgoing faxes, the
conversion of documents into electronic fax files is now done by FaxFinder Client software (that resides
on the PC of each user) working with the print output of any application program. Faxes can be sent to
multiple parties with one mouse click. Outgoing faxes can consist of multiple documents and come from
different application programs (word processors, graphics programs, spreadsheets, etc.).
For incoming faxes, the FaxFinder system works differently in “Automated Routing Mode” than in “Manual
Mode.”
In Automated Routing Mode, each client on the FaxFinder network has a private phone number for
receiving faxes. Available extension numbers on the PBX allow each FaxFinder unit to serve numerous
clients from a single phone line. The FaxFinder transforms each incoming fax message into a graphics
file and routes it, as an email attachment, to the intended recipient.
In Manual Routing Mode, all incoming faxes go to one or more fax attendants who then forward the faxes
on to their intended recipients. (A separate fax attendant can be assigned to each of the FaxFinder’s fax
modems. Or, alternatively, a single attendant could handle fax traffic from all of the modems.) In Manual
Routing Mode, each of the FaxFinder’s modems has its own separate POTS line. For example, a 2-port
FaxFinder unit (an FF220) could be connected to four separate POTS lines and have a separate
attendant for each. Client users on the system could be divided into two groups. Each group would have
its own fax number for receiving incoming faxes and each group would have its own attendant.
In either mode, the fax recipients can be at any accessible email address, inside or outside of the local
network.

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 14
PBX
Station Ports
PSTN
PSTN
T1 Line POTS Lines
Ethernet
LAN Ethernet LAN
FaxFinder FaxFinder
. . . . . .
Outbound Faxing:
Users set FaxFinder
as printing destination
in application program.
Then ‘print-to-FaxFinder.’
Outbound
Faxes Outbound Faxes
Automated Routing Mode Manual Routing Mode
Inbound
Faxes Inbound
Faxes
Inbound Faxing:
Email attachments
are sent directly
to recipients.
Email attachments are
sent to Attendant(s) and
forwarded to recipients.
Inbound Faxing:
Attendant(s)
FaxFinder Operating Modes
For outgoing faxes, the FaxFinder works the same in both Automated Routing Mode and Manual Routing
Mode. Each client must be ‘registered’ with the FaxFinder Server unit. To send a fax, the client/user
‘prints to FaxFinder’ from an application program. That is, the client/user picks the FaxFinder as the
destination printer in a particular application program and then prints the document to send the fax.
In the remainder of this chapter, we introduce our fictitious sample Faxfinder systems. First, we show the
server software parameters that must be set for this simple system. Next we show two pairs of
illustrations about fax reception and fax transmission. In the first pair, we show what happens in the
FaxFinder system when a fax is received, from both server and client perspectives. In the second pair,
we show what happens when a fax is sent. The server perspective comes first. We then show sending
from the client perspective along with a setup for that client. We briefly explain each step of the process.
Finally, we show how the FaxFinder assembles the components of the fax message for the convenience
of the user.
For simplicity, we use an FF420 unit and employ only two of its ports.
These illustrations explain how the FaxFinder system fits into your Ethernet network and what client users
will encounter when they begin to use the FaxFinder Client software.

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 15
Server Setup for Sample FaxFinder System – Acme99, Inc.
192.168.4.251
Pete
PSTN
PBX Ext 3049
Pat
Admin
Internet
Time Server
FF420
FaxFinder
Server Ethernet Port
Mail Server
PC of FaxFinder
Administrator
Email: [e-mail]
All incoming faxes are labeled
as coming from the admin.
Company in example has 30 PBX station
ports and 20 additional extension numbers
to assign to users who need incoming fax
numbers:
Telco Setup
Faxing PBX Ext: 3033
Administration: IP Configuration
IPAddress 192.168.4.89
Subnet Mask
Name Server
Default Gateway
Secondary
Name Server
update
255.255.255.0
192.168.4.251
192.168.4.1
A time server pro-
vides current time
to the FaxFinder
upon request. The
time server uses
Simple Network
Time Protocol
(SNTP).
time.nist.gov
mail.acme99.com Mail Server must support Simple
Mail Transport Protocol (SMTP),
which FaxFinder uses for output-
ting faxes in email form.
192.168.4.89
faxfinder.acme99.com
Ethernet LAN
FaxFinder Server
Software Setup
FaxFinder
Server
Software
Setup
A Domain Name Server
(DNS) resolves domain
names (www.acme99.com)
into actual IP addresses
(192.168.4.200).
Admin is typically recipient
of all faxes sent to unassigned
PBX extensions.
Admin uses FaxFinder
Phone Book to assign
PBX extension numbers
to email addresses of clients.
Admin receives fax log
report as email attachment
after every nth fax.
Faxing PBX Ext: 3032
Email: Joe
@acme99.com
Mary
Email: Pete
@acme99.com
Faxing PBX
Ext: 3031
Email: Mary
@acme99.com
Name Server
PBX
Station Ports
POTS
Modem POTS Modem POTS Modem
POTS
Modem
Administration: SMTP Configuration
SMTP Server Address mail.acme99.com
SMTP Port
SMTP Server User ID
SMTP Password
Email Size Limit
Send Fax Email Receipt
Include Fax Details
Fax Output Format
update
1000 K bytes
25
Retype PW ...
PDF
Pots Line 1
Name User ID Email Address Ext Function
Phone Book
update
update
update
add
update
update
update
update delete
delete
update delete
update
update delete
delete
Pots Line 2
Pots Line 3
Pots Line 4
Pat -Admin pat-admin p[email protected]m
Pat Murphy patm [email protected] 3049
Pete Quigley
Joe Wagner
Mary Eng
Pete
Joe
Mary
[email protected]
[email protected]
[email protected]
3033
3032
3031
[e-mail]
[e-mail]
[e-mail]
[e-mail]
Joe
update
Administration: Time Configuration
Time Server time.nist.gov
Add Time Server
(GMT-06:00) Mountain Time (US & Canada)
Time Zone
Request Interval Days Hours Minutes00
24
Use Daylight Savings Time (DST)
Date Format
Time Format mm/dd/yyyy
12 hour

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 16
Receiving a Fax, Server Perspective – Acme99 Gets a Fax
Customer faxes order
to Joe at Acme99.
Uses Joe’s PBX
fax number:
7635553032
1
2Fax message traverses
public phone network.
Fax message reaches
PBX. Calls to all fax ex-
tensions are directed to
FF420 FaxFinder Server.
3
Acme99 Office
Quontaazy Scientific
Office
PBX Ext 3032
Joe
PBX Ext 3049
Pat --
Admin Email:pat
@acme99
.com
7Fax message from customer
(Quontaazy’s order) arrives
as attachment (PDF file)
in Joe’s email inbox:
[e-mail].
Joe opens PDF file
of customer order
message using
self-chosen PDF
Viewer program.
PBX Ext 3033
Pete
Email:pete
@acme99
.com
PBX Ext 3031
Mary Email:mary
@acme99
.com
8
9FaxFinder Server fax log ( )
indicates successful fax reception.
pass
Name
Remote ID Result
Fax Log
Time
Pat
Pete
07/27/2004 12:47:31 PM 7747354686
Send
Receive
07/27/2004 10:48:46 AM
07/27/2004 10:32:06 AM
07/27/2004 09:49:39 AM
07/27/2004 09:39:31 AM
07/27/2004 09:20:02 AM
07/27/2004 08:07:26 AM
07/27/2004 07:33:19 AM
Pat
Mary
PeteQ
Joe
9857979
2123670278
8017920194
7175782 pass
pass
pass
pass
pass
pass
pass
send
send
send
send
receive
receive
receive
Joe
Pete
3033258763
send
PSTN
PBX
Station Ports
FF420
FaxFinder
Server Ethernet Port
Acme99 Hyperbolic Gadulators– OrderForm
Acme99GadulatorOrders [e-mail]
926 Main St. www.acme99.com
Timbergu ll, MN 55 555
763-717- 3000 Fax: [phone]
Date _ 27 July 20 04_________ _____________ ____
Name: _ Quontaazy Scientific, In c._________ __________ _____________ __
Conta ct __ Kim Phon__ __________ _____________ _____________ ______
Street __ 9140C ryo Pkwy E .____________ _________________ ___________
City/State/Zip __ Ca rrollford,MA 01555__ _____________ __________ ____________
Phone _ _ 77 4-735-4685_________________ _____________ _____________
Payment
Terms Pur. Or der Numbe r Confirmation Number Routing Number Cred it / Refun d
QP180023
ShipD ate Carrier Ba ck Order RM A Voucher
F
POTS
Modem POTS Modem POTS Modem POTS Modem

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 17
Receiving a Fax, Client Perspective – Joe Gets a Product Order

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 18
Sending a Fax, Server Perspective – Acme99 Sends a Fax
Customer receives
Mary’s FAX message
about product
specifications.
1
Acme99 Office
Customer’s
Office
PBX Ext 3032
Joe
PBX Ext 3049
Pat
Admin Email:pat
@acme99
.com Mary prints to FaxFinder
to fax product specifications
to a customer.
PBX Ext 3033
Pete
Email:pete
@acme99
.com
PBX Ext 3031
Mary Email:grs
@rmc83
.com
6
Email:joe
@acme99
.com
7FaxFinder Server fax log ( )
indicates successful fax transmission.
2FaxFinder client SW captures
word processor output and
assembles outgoing message
from FF Client screens and
cover page.
pass
Name
Remote ID Result
Fax Log
Time
Pat
Mary
Pete
07/27/2004 10:23:36 AM 7747354686
Send
Receive
07/27/2004 09:56:46 AM
08/20/2003 09:53:23 AM
08/20/2003 09:48:37 AM
08/20/2003 09:40:57 AM
08/20/2003 09:25:14 AM
08/20/2003 09:08:20 AM
08/20/2003 08:53:11 AM
Pat
Mary
Mary
Pete
Joe
9857979
3039187171
8017920194
7175854
pass
pass
pass
pass
pass
pass
pass
send
send
send
send
receive
receive
receive
receive
Acme99 Hyperb ol i c Gadulat o r s -- P r oduct Speci f i catio ns
Welcometo the world of hy perbolic gadu lators. This product will gadulate under t he mosts evere
conditionsa nd still meet therequi red demandso f hyperbolicperf ormance. Acme99 isa t rusted leader in
thegadulat or i ndustry. Your firmmay get along fine wi th our basic, ti me-test edBl uebird 100 model, t he
industryst andard for bas ic gadulation f unctionali ty.Ifyou’realargerfirm , you may n eed our U rgel 500,
especially designe d for h igh -volume gadul ati ng i nth ee nterpr ise cont ext. Andthereisafamilyof
gadulators with an assortment of feat ures i n between to meet virtua llyany commerc ial requir ements.
GadulationFunctionsbyM odel
Model Power Output MTB F Dimensions(inches) Approvals
Bluebird100 10amps@
120VAC 100 gadnerks/min 1000days 32Wx24Lx9D Amer.Gad. NerkCraftAgy
Crow200 12amps@
120VAC 200gn./min 2000days 36Wx 24Lx 12D AGNA
Pigeon300 14 amps @
120VAC 300gn/min 3000days 39Wx27Lx 17D AGNA
Cockatoo400 16 amps @
120VAC 400gn/min. 4000days 42Wx 29Lx 19D AGNA
Urgel500 18amps @
120VAC 500gn/min 5000days 56Wx 32Lx21D AGNA
Notes:
1.All specs s ubject to ch ange without no tice.
2.All measur ementst aken under st andardized fi eld condition s.
3.AGNAac c eptsno liabilityforg adulat ion s att emptedin ex cessivene r kfieldsasshownonstateand
federalmap s. F oraccess to maps,seewww.agna-nerk.org /nerkmap.htm.
4.Misuse of nerki ng privileg es or gadulation w ithouta l ice nsemay be sub ject to fines andpenalti es under
variousstat e la ws.
5.All models exhibit –90 dB of splodgenocking attenuation.
ComingSoon… Acme99MiniNerk Homeand AutoGadulateers
Toenjoys imulat ionof t he full n erking charact eristics ofhyperbolicgadul ators athome,c onside r our li ne
ofMini NerkGadulateers . Thesem odels c ome in asuper-compact c hassis thatwill add flair to y our ho me
décor.Homemodels work on ordinary 1.5V bat teri es. Ourcar g adul ators workon12VAC,canb e
installed in your trunk for extrasec urity a ndcr ossov er into fu ll-fledged gadul ation operat ion s for
significant p eriods of t ime, u p t o 25 m inutes under s om ef i eldc ondi tion s.– 75 dB of splodge nocking
attenuation guarant eed. Al lMi ni-Ner kss upport the Megabl arkTM protocol. Watch for ads thi sfal l.
FF420
FaxFinder
Server Ethernet Port
Mary’s FaxFinder
Client SW communicates
with the FF420 over
Acme99’s Ethernet
network.
3
POTS modem
sends Mary’s
fax message
to the public
phone network
through the
PBX.
4
PSTN
PBX
Station Ports
Fax message traverses
public phone network.
5
T1
POTS
Modem
POTS
Modem POTS Modem POTS Modem

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 19
Sample Client Setup – Joe, the Acme99 Order Processor
Associating with Servers and Self Identification
Address Book: Methods of Management

Chapter 2: System Overview
Multi-Tech Systems, Inc. FF-120/220/420/820 FaxFinder Fax Server Admin User Guide 20