Multitech FaxFinder FF200 User manual

FF200
2-Port V.34 Fax Server
Quick Start Guide

2
FaxFinder Model FF200 2-Port V.34 Fax Server
Quick Start Guide
P/N 82099261L, Revision B
Copyright © 2006 by Multi-Tech Systems, Inc.
All rights reserved. This publication may not be reproduced, in whole or in part, without prior
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
[phone]
[phone]
Fax: [phone]
www.multitech.com
U.S.,
Canada,
All Others
support@
multitech.com (800) 972- 2439; (763)
717-5863

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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

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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
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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
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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
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Getting Started Multi-Tech FaxFinder Quick Start
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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
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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
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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.