Multitech FaxFinder FF-120 User manual

CLIENT USER GUIDE
FaxFinder®V.34 Fax Servers
FF Model Series
R
Client User Guide

Multi-Tech Systems, Inc. FaxFinder Client User Guide 2
FaxFinder®Client User Guide
Fax Client Software for FaxFinder FF Model Series
PN S000406C, Version C
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
A03/15/06 Initial release for FF-420/820 models.
B03/02/07 Revised to add FF-120/220 models & generalized for all FF models.
C04/17/07 Revised tech support listing.
D11/20/07 Revised tech support listing, removed France office.
Patents
This device covered by the following patent: 5,673,268
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. FaxFinder Client User Guide 3
Table of Contents
CHAPTER 1 – INTRODUCTION.............................................................................................................................4
ACCESSING THE FAXFINDER CLIENT SOFTWARE .......................................................................................................4
SENDING FAXES .........................................................................................................................................................5
RECEIVING FAXES......................................................................................................................................................6
RELATED MANUALS...................................................................................................................................................6
CHAPTER 2 – FAXFINDER CLIENT SOFTWARE CONFIGURATION..........................................................7
INSTALLING FAXFINDER CLIENT SOFTWARE .............................................................................................................7
ESTABLISHING CLIENT USER’S ID IN SYSTEM..........................................................................................................12
ASSOCIATING CLIENT WITH SPECIFIC FAXFINDER UNIT(S)......................................................................................13
DIS-ASSOCIATING THE CLIENT FROM A SPECIFIC FAXFINDER UNIT ........................................................................15
DISABLING AND RE-ENABLING A CLIENT’S FAXFINDER SERVICE ...........................................................................16
SENDING TEST FAX ..................................................................................................................................................16
FAXFINDER FAX CLIENT SOFTWARE MENU COMMAND DEFINITIONS .....................................................................17
The FaxFinder Send Fax Screen .........................................................................................................................18
CHAPTER 3: FAXFINDER CLIENT SOFTWARE OPERATION....................................................................31
SENDING A FAX........................................................................................................................................................32
SCHEDULING FAX TRANSMISSIONS ..........................................................................................................................37
RE-SENDING A FAILED FAX .....................................................................................................................................38
PUTTING PENDING FAXES ON HOLD AND RESCINDING THE HOLD............................................................................39
CANCELING A FAX ...................................................................................................................................................42
SETTING FAX RETRY NUMBER AND INTERVAL ........................................................................................................43
SENDING ONE FAX CONTAINING MULTIPLE DOCUMENTS........................................................................................44
FORWARDING A FAX ................................................................................................................................................46
RECEIVING A FAX.....................................................................................................................................................48
Receiving Faxes in Manual Routing Mode..........................................................................................................48
Receiving Faxes in Automated Routing Mode.....................................................................................................50
USING THE MULTI-TECH TIFF VIEWER.....................................................................................................................52
Frequently Used Commands – Toolbar Icons .....................................................................................................52
Importing Fax Images into Other Application Programs....................................................................................57
SETTING UP YOUR ADDRESS BOOK MANUALLY......................................................................................................58
SETTING UP YOUR ADDRESS BOOK BY SYNCHRONIZING WITH OUTLOOK ...............................................................61
What Synchronization Means ..............................................................................................................................61
Synchronization Procedure .................................................................................................................................61
SETTING UP ADDRESS BOOKS WITH CSV FILES.......................................................................................................64
Exporting a FaxFinder Address Book to CSV File Format.................................................................................66
Importing CSV Files into FaxFinder Address Book with Fitted Template..........................................................67
Importing CSV Files into FaxFinder Address Book with a Customized Template..............................................70
Transferring an Established Standard FaxFinder Address Book to a New Client-User.....................................76
USING STOCK COVER PAGES....................................................................................................................................78
CREATING OR MODIFYING COVER PAGE STYLES .....................................................................................................83
Creating New Cover Page Templates..................................................................................................................83
Modifying Existing Cover Page Templates..........................................................................................................89
COVER PAGE GENERATOR MENU/ICON COMMAND DESCRIPTIONS..........................................................................95
File Menu.............................................................................................................................................................95
Edit Menu ............................................................................................................................................................96
Insert Menu..........................................................................................................................................................96
View Menu...........................................................................................................................................................98
Settings Menu ......................................................................................................................................................98
REPORTING FAILED FAXES TO THE ADMINISTRATOR ...............................................................................................99
CHAPTER 4: WARRANTY, SERVICE, & REPAIR .........................................................................................100

Chapter 1: Introduction
Multi-Tech Systems, Inc. FaxFinder Client User Guide 4
Chapter 1 – Introduction
The FaxFinder Fax Client Software lets you deal with faxes in a new and convenient way. You can now
send faxes simply by printing files from application programs (word processors, graphics programs,
Notepad – essentially any program that can print). You receive fax messages as graphics file
attachments to email messages from the FaxFinder Administrator or Attendant. You will view these
graphics files (PDF or TIF) using either a PDF viewer or a TIFF viewer. The PDF viewer could be any
commercial viewer (like Foxit or Adobe Acrobat) or any open source PDF viewer (like the GNU Ghostgum
viewer). The FaxFinder is shipped with the Multi-Tech Tiff Viewer as part of the suite of FaxFinder client
software. Other TIFF viewers are available from many different sources.
This arrangement lets you send and receive faxes at your own desk and deal with them entirely
electronically if you so choose.
Accessing the FaxFinder Client Software
After the FaxFinder Fax Client Software has been installed, it will be on whenever your computer is
running, unless you specifically turn it off. An icon for the FaxFinder Fax Client Software will appear in
the ‘tray’ area in the lower right corner of your computer screen.
You must click on this icon and select “show FaxFinder Client Software” to make the program’s main
screen visible. You can also start the FaxFinder client software from the Start | Programs menu.
Main Screen of FaxFinder Fax Client Software
However, you can send and receive faxes without viewing the main screen.

Chapter 1: Introduction
Multi-Tech Systems, Inc. FaxFinder Client User Guide 5
Sending Faxes
To send a fax from an application program, you must change that application program’s target printer to
“Multi-Tech FaxFinder” (this option becomes available as soon as the FaxFinder client software is
installed on your PC). Then, when you invoke the Print command from your application software, the
document will be effectively scanned or “captured” electronically in preparation for going out as a fax --
instead of being printed on paper. Shortly after you invoke the Print command, the FaxFinder Send Fax
screen will appear. That’s where you specify the recipient(s) of the fax message.
The FaxFinder Send Fax screen also lets you add common items to the fax message: a cover page, a
brief comment, etc. The FaxFinder Fax Client Software also includes an Address Book in which you can
store information about parties to whom you may regularly send faxes. The FaxFinder Send Fax screen
gives you access to the Address Book so that all of the recipient’s contact information (company name,
street address, voice phone number, etc.) can be added automatically.

Chapter 1: Introduction
Multi-Tech Systems, Inc. FaxFinder Client User Guide 6
Receiving Faxes
To receive a fax from the FaxFinder system, you simply open the email message received from the
FaxFinder Administrator or forwarded from a party who serves as a “FaxFinder Attendant” for your
network. The way you receive fax emails (either directly from the Administrator or as forwarded from the
Attendant) depends on the kind of phone service you have (whether through a PBX or not and depending
also on PBX features). The fax email you receive will open either into the PDF viewer program, the Multi-
Tech Tiff Viewer, or another TIF-viewing program that you specify. You can then view the fax message,
print it, save it, forward it , etc., as needed. (Only TIF files can be forwarded; PDF files cannot be
forwarded through the FaxFinder system.)
These are the basics about FaxFinder. The FaxFinder Fax Client Software has many capabilities. This
manual describes them and shows examples of how they work. You will find sections on most common
operations in the table of contents. We also present detailed descriptions of each software screen.
The FaxFinder is really pretty easy to use. We hope you enjoy it. If you have problems, call our Tech
Support Department at 1-800-972-2439.
Related Manuals
The FF-120/220/420/820 FaxFinder hardware unit comes with 4 manuals that serve different purposes. A
fifth reference manual is available on the MultiTech web site.
Title Format Purpose
Administrator User Guide
on CD Presents comprehensive info about FaxFinder unit, server software, & client software.
Client User Guide
(this manual) 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 print out a copy of this
document for each user.
Cabling Guide in print FaxFinder Administrator should use this
manual to make cabling connections for the
FaxFinder unit.
FaxFinder Reference Guide
(IP Office PBX Interface) on MTS web site FaxFinder Administrator should use this manual to configure the FaxFinder unit in
conjunction with the Avaya IP Office PBX.
Client users of the FaxFinder system should expect to receive electronic files of the Client User Guide
and the Client Operation Primer from the FaxFinder administrator. Print out these manuals in whole or in
part as needed.
Multi-Tech manuals and other resources are available on the Multi-Tech Web page at
http://www.multitech.com.

Chapter 2: FaxFinder Client Software Configuration
Multi-Tech Systems, Inc. FaxFinder Client User Guide 7
Chapter 2 – FaxFinder Client Software
Configuration
To configure the FaxFinder Client Software, you must first install the software on a PC and then associate
that installed client software with one or more specific FaxFinder hardware units.
Installing FaxFinder Client Software
1. Insert the FaxFinder Product CD into the CD-ROM drive of the client PC. Launch the installation
program by clicking on the setup.exe file on the CD. Transient screens will appear.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 8
2. At the Welcome screen, click Next.
3. At the Choose Destination Location screen, designate the desired file location for the FaxFinder
client software. In most cases, the default file location is recommended.
Specify the desired file location and click Next.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 9
4. At the Select Program Folder screen, you can designate a program folder for the FaxFinder software.
Again, in most cases, the default is recommended unless you have other plans.
Designate a folder and click Next.
5. A transient screen will appear while files are being copied.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 10
6. You will be asked whether or not you want to associate TIF and CPG files with the Multi-Tech Tiff
Viewer. Click Yes (unless you prefer to use a different viewer program).
7. If a Question screen appears asking "Warning - the extension TIF is already registered, Overwrite?,”
you must respond. Click Yes if you wish to use the TIFF viewer installed with the FaxFinder Client
Software. Click No if you prefer to use a different software package for viewing TIF files.
8. Then the ‘completion’ screen will appear.
Click Finish.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 11
The FaxFinder Fax Client Software starts automatically when the installation is complete.
Icons for the FaxFinder software applications will appear in the Windows Start menu. After installation,
the Client Software starts up whenever the computer is booted. A FaxFinder icon appears in the tray area
at the lower-right corner of the screen. The FaxFinder Fax Client Software screen can be opened from
either the Start menu icon or the tray icon. (If the Client Software is shut down, it can be re-opened from
the Start menu or by double-clicking on the FF110.EXE file, which, following a typical, default installation,
would be located at C:\Program Files \ Multi-Tech Systems\FaxFinder Client Software\.)
The FaxFinder Fax Client Software starts automatically when the installation is complete.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 12
Establishing Client User’s ID in System
When the FaxFinder Fax Client Software starts, you will be prompted to enter your own client user
information in the Options | Identification screen. You will not be able to access or use the FaxFinder
client until this step has been done.
The default value for the Options | Identification “Fax Header Local ID” field is the value taken from the
“Fax ID” field (from the FaxFinder Server Modem Configuration screen) for the modem used in the fax
transmission.
Icons for the FaxFinder software applications will appear in the Windows Start menu. After installation,
the Client Software starts up whenever the computer is booted. A FaxFinder icon appears in the tray area
at the lower-right corner of the screen. The FaxFinder Fax Client Software screen can be opened from
either the Start menu icon or the tray icon. (If the Client Software is shut down, it can be re-opened from
the Start menu or by double-clicking on a file named FF110.EXE (or something very similar), which,
following a typical, default installation, would be located at C:\Program Files \ Multi-Tech
Systems\FaxFinder Client Software\.)

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Associating Client with Specific FaxFinder Unit(s)
Sometimes more than one FaxFinder unit is connected to an Ethernet network. In some cases, certain
client users might be assigned to some FaxFinder units and not assigned to others. After the FaxFinder
client software is installed, you must associate it with one or more FaxFinder units. This procedure shows
you how to make this association so that faxes may be sent from a particular FaxFinder unit to the email
inbox of your PC. To do this procedure, you will need to know the IP address of the FaxFinder unit. Be
aware that an individual FaxFinder client user can be associated with more than one FaxFinder unit. This
could easily be the case in an office that is large and/or an office that has a great deal of fax traffic.
1. At the main screen of the FaxFinder Fax Client Software, click on Edit and select “Add Fax Server.”
2. At the Add Device Address screen, in the “Select Server” field, highlight “FaxFinder.”
In the “Enter Address” field, enter the IP address or domain name of the FaxFinder unit that the client
will use.
A client can be associated with more than one FaxFinder unit, but the associations must be
established one at a time.
3. Enter, in the appropriate fields, the Username and Password that the client will use when accessing
this FaxFinder unit. If the client is to be associated with multiple FaxFinder units, a different
Username and Password could be established for each. However, in most cases, it is advisable (for

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 14
the sake of simplicity and convenience) to use the same Username and Password for all FaxFinder
units.
NOTE: The Username entered here must match the entry used in the “User ID” field of the Phone
Book screen in the FaxFinder Server Software. The password entered here must match
the password entered for this client in the Password Administration screen in the
FaxFinder Server software.
Click OK.
4. A new FaxFinder entry should appear on the “Device Status” tab of the FaxFinder Fax Client
Software screen.
The status of the newly registered FaxFinder unit should momentarily go from “Logging in” to “Idle.”
If it goes to Login Failure, then one of two things is wrong:
a. The IP address or domain name is wrong. If that is the case, delete that entry (by right-clicking
DELETE), and enter a new one; otherwise,
b. The Username/Password combination may be wrong. Verify that the client Username/Password
combination (accessible by right-clicking and selecting Properties on the FaxFinder listed in the
Device Status tab of the client software) matches the UserID/Password combination assigned to
the client-user by the FaxFinder Administrator.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 15
Dis-Associating the Client from a Specific FaxFinder Unit
In this procedure, you will un-do the procedure “Associating Client with a Specific FaxFinder Unit.” This
situation might occur when changes are being made in the network faxing system. In any event, this
procedure severs the tie between your PC and a specific FaxFinder unit so that you will no longer be
connected to it for sending fax messages. (Faxes can be received in email form from the FaxFinder
server, despite dis-associating from the FaxFinder server, as long as the receiving party is entered in the
FaxFinder Phone Book.) In cases where the client is currently associated with more than one FaxFinder
unit, you will need to know the IP address of the specific FaxFinder unit from which you want to
disconnect.
1. Open the FaxFinder Client Software program and go to the Device Status tab. Select the
FaxFinder unit from which you want to disconnect (you can identify the FaxFinder unit by its IP
address or domain name). Right-click on it and select delete.
2. Your FaxFinder Client Software will no longer be able to send faxes through this particular
FaxFinder unit.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 16
Disabling and Re-Enabling a Client’s FaxFinder Service
Disabling a FaxFinder’s service to a specific client is simply a temporary version of dis-associating
the client from that FaxFinder. When a client has disabled the FaxFinder’s service to that client, the
client/user cannot send faxes through the FaxFinder. (Faxes can be received in email form from the
FaxFinder server, despite this disabling, as long as the receiving party is entered in the FaxFinder
Phone Book.) The client can easily re-establish FaxFinder service by toggling the Disable command
(now shown with a “9” beside it), thus enabling service once again.
1. Open the FaxFinder Client Software program and go to the Device Status tab. Select the
FaxFinder unit from which you want to disconnect temporarily (you can identify the FaxFinder unit by
its IP address or domain name). Right-click on it and select disable.
2. When disabled, a check mark will appear beside the disable command.
3. To re-enable the FaxFinder unit for your use, that is to avail your PC of its service once again,
open the FaxFinder Client Software program and go to the Device Status tab. Select the FaxFinder
unit to which you want to re-connect. Right-click on it and select 9disable. You will now be re-
connected to service by this FaxFinder unit.
Sending Test Fax
To verify that the software installation has succeeded, you should use the FaxFinder client software to
send a fax to a regular fax machine (preferably a local fax machine). To do so, follow the instructions for
the “Sending a Fax” procedure in Chapter 6.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 17
FaxFinder Fax Client Software Menu Command Definitions
FaxFinder Fax Client Software Menu Command Definitions
Command Name Values Description
File menu commands
Send Fax -- Brings up the FaxFinder Send Fax screen, the
first step in transmitting a fax message via the
FaxFinder system.
Pause Scheduler -- When you invoke the Pause Scheduler
command, any faxes currently pending will not
be sent and any fax transmissions attempted
while this command is in force will not be sent.
When the scheduler has been paused, you must
select 9Pause Scheduler to rescind the
command. That is to say, this command toggles
on and off when selected repeatedly.
If the computer is rebooted, the FaxFinder Fax
Client Software will cancel the Pause Scheduler
command at startup. Any faxes that had been
paused and left unsent when the computer was
turned off will be sent immediately when the
computer is turned on again.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 18
The FaxFinder Send Fax Screen
The FaxFinder Send Fax screen appears (a) when you ‘print to FaxFinder’ from any application program,
or (b) when you select the Send Fax command from the File menu of the FaxFinder Fax Client Software
screen.
FaxFinder Send Fax Screen Definitions
Command/Field Name Values Description
Recipients pane
Name (column) alphanumeric Party to whom the fax will be sent. You cannot
type in this window. When a recipient is
specified either from the Address Book or from
the Enter a Fax Recipient window, that
recipient’s name will appear in this field.
Fax Number (column) numeric Fax number to which the fax will be sent. You
cannot type in this window. When a fax number
is specified either from the Address Book or
from the Enter a Fax Recipient window, that fax
number will appear in this field.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 19
FaxFinder Send Fax Screen Definitions (cont’d)
Command/Field Name Values Description
Recipients pane
+(button)
Brings up the Enter a Fax Recipient window. At
this window, you enter the name and fax number
of the party to whom the fax will be sent. After
you click OK in this window, the FaxFinder-Add
Recipient window will appear and prompt you as
to whether or not you want to add this recipient to
the Address Book. If you select “Yes,” the New
Contact screen will appear. There you can
choose to add more information about this fax
recipient or simply leave it as a minimal entry
(that is, an entry consisting only of Name and
Fax Number fields).
-(button) -- Removes a selected entry from the Recipients
list. You will be prompted (by the FaxFinder –
Delete? screen) to confirm removal of the
recipient from the list of recipients.
Address Book (button) -- Brings up the Address Book screen from which
a fax recipient can be chosen.
Documents pane
Document (column) entries are
alphanumeric with
file-type extensions
File name of document to be transmitted as a
fax.
Pages (column) entries are numeric Length (number of pages) of the fax to be
transmitted.
+(button) -- Click this button to add another document to the
fax transmission. Only TIFF files can be added
with this button.
-(button) -- Click this button to remove a document from the
list of items to be faxed. You will be prompted
(by the FaxFinder – Delete? screen) to confirm
removal of the item from the fax queue.
Λ(button) -- Clicking this button moves a selected document
upward in the queue. For example, if the file
jonesbill.tif is third in the Document list, clicking
will cause it to be the second item faxed.
V (button) -- Clicking this button moves a selected document
downward in the queue. For example, if the file
jonesbill.tif is fourth in the Document list, clicking
will cause it to be the fifth item faxed.
Schedule pane
Send field “immediately”
or
at designated later
time
This field specifies when a fax will be sent. By
default, the fax will be sent immediately. If you
click the Schedule button and re-schedule the
transmission, the time and date of the
forthcoming transmission will be listed.
Schedule (button) -- Click here to schedule a fax for transmission at a
later time. This button brings up the Fax
Scheduling screen. See the procedure
“Scheduling Fax Transmissions” in Chapter 6.

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Multi-Tech Systems, Inc. FaxFinder Client User Guide 20
FaxFinder Send Fax Screen Definitions (cont’d)
Command/Field Name Values Description
Cover Page pane
Use Cover Page Y/N Check this checkbox to include a cover page with
your fax.
Cover Page Style BoldComplete,
BoldComplete2,
FaxComplete,
LongComment,
PlainComplete,
PlainShort
If you have checked Use Cover Page, you can
select a cover page style for your fax from this
drop-down menu. Six standard cover page
styles are standard. You can revise any one of
these or create a new cover page style using the
Template Editor program.
View/Edit (button) -- Brings up the cover page Template Editor
program where the chosen cover page template
can be seen and/or altered.
Subject alphanumeric Here you can type a brief description of the
contents of the fax. The placement of this
“Subject” description will depend on the cover
page style that you use.
Cover Page Notes alphanumeric Here you can type a lengthy comment about the
fax or related topics.
Send Fax (button) -- Click here to invoke the sending of the fax.
Preview Fax (button) -- Click here to see a preview of the fax, including
the cover page. This preview will appear in the
TIFF viewer.
Cancel (button) -- Click here to cancel the sending of the fax.