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
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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.

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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
8
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.

Server Installation Multi-Tech FaxFinder Quick Start
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Server Installation Process
Part A: Connecting the FaxFinder to Power Outlet and
Ethernet
Summary: Place the FaxFinder in a convenient location. Then
connect it to your AC power outlet, POTS lines or PBX station
ports, and Ethernet.
1. Connect FaxFinder to AC Outlet.
Plug the DC power transformer into a power outlet or power
strip. Secure the other end to the PWR jack on your FaxFinder.
The DC power transformer is included with your FaxFinder.
Caution: Use only the DC power transformer supplied with
the FaxFinder. Use of any other transformer voids the
warranty and can damage the FaxFinder.
2.Verify powering.
After power is applied, there is a 4-second delay before the
Power LED comes on. In normal operation, the Power LED will
be flashing.
When you apply power, the FaxFinder performs a diagnostic
self-test. The PWR indicator flashes when the test is complete
and the unit is ready. If this does not happen, check that the
power supply is solidly connected and that the AC outlet is live.

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3. Connect FaxFinder to Ethernet Network.
Plug one end of your RJ45 ethernet cable into the FaxFinder’s
ethernet jack and the other end into your network ethernet hub.
This ethernet cable is not included with your FaxFinder unit.
Line 2 Line 1 Ethernet
10/100
POWER
5Vdc
Caution: Before connecting to the Ethernet Network, make
sure that the network to which you are connecting the
FaxFinder is not a 192.168.2.x subnet. Because the
FaxFinder’s factory default IP address is 192.168.2.1,
connecting it to a network that has a different device at
that same IP address would cause data interference.
If it is a 192.168.2.x subnet, connect from the
Administrative PC to the FaxFinder until the FaxFinder’s
IP address has been configured. Thereafter, connect the
FaxFinder into the network with an ordinary RJ45 cable.

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Part B: Connecting to Telephony Service
The FF200’s fax modem can either be connected to a PBX (for
use in PBX Routing Mode) or to a POTS line (for use in POTS
Mode).
Connection for
PBX Routing Mode Connection for POTS Mode
Plug one end of the phone
cable into the FaxFinder’s LINE
jack and the other into an
available Station Port on the
PBX.
Plug one end of the
phone cable into the
FaxFinder’s LINE jack
and the other end into
your standard telephone
receptacle.
An RJ11-to-RJ11 cable is included with your FaxFinder.
PBX Routing Mode POTS Mode
Line 2 Line1 Ethernet
10/100
POWER
5Vdc
Line2 Line 1 Ethernet
10/100
POWER
5Vdc

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Part C: Configuring the FaxFinder Server
Summary of Configuration Data
The table below lists the information you will need to fill in on
the various FaxFinder Server screens.
Gathering this information in advance will expedite the
FaxFinder configuration process.
Server Parameters
(for Server Admin screen) Values for this FaxFinder
IP Address (of FaxFinder unit)
Subnet Mask
(Domain) Name Server
Secondary Name Server (optional)
Default Gateway
Time Server (typically
time.nist.gov)
SMTP (Mail) Server Address
Routing (Choose either “Pots Line
(POTS Mode), or the setting for a
listed brand of PBX (like “Avaya
Mode Code” or “Alcatel Mode
Code”) if applicable, or the “DTMF
Digits” setting for other PBXs.

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User Parameters
(for Server Phonebook, Client Options screen, and
Client Add Device Address screen)
Name User ID/
Username Email Address PBX Ext Password

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1. Setting Admin PC to Startup IP Address
a. Connect a pc to your network.
b. Set the pc IP address to 192.168.2.x subnet (using any
address excluding 192.168.2.1).
Windows XP
a. From the Windows
desktop, right-click on “My
Network Places,” and select
“Properties.”
b. In the Network
Connection screen, right-
click on “Local Area
Connection.”
c. In the Local Area
Connection Properties
screen, on the “General” tab,
scroll to the “Internet Protocol
(TCP/IP)” entry and select it.
Click “Properties.”
d. In the Internet Protocol
(TCP/IP) Properties screen,
record the existing IP
address. Then reset the IP
address to 192.168.2.2.
Windows 2000
a. From the Windows
desktop, right-click on “My
Network Places,” and select
“Properties.”
b. In the Network and
Dialup Connections
screen, right-click on “Local
Area Connection” and select
“Properties.”
c. In the Local Area
Connection Properties
screen, select the “Internet
Protocol (TCP/IP)” entry.
Click “Properties.”
d. In the Internet Protocol
(TCP/IP) Properties screen,
record the existing IP
address. Then reset the IP
address to 192.168.2.2.

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Windows NT
a. From the Windows desktop, right-click on “Network
Neighborhood,” and select “Properties.”
b. In the Network screen, on the “Protocols” tab, select “TCP/IP
Protocol” in the list of Network Protocols. Click “Properties.”
c. In the Microsoft Internet Protocol (TCP/IP) Properties
screen, record the existing IP address. Then reset the IP
address to 192.168.2.2.
2. Logging In (I)
a. Bring up a Web browser on your pc. At the browser’s
address line, type the default IP address: http://192.168.2.1
and press Enter.
b. The Login screen will appear.
At this point you can be assured that the FaxFinder is
connected to the network.
If the Login screen does not appear, see the
“Troubleshooting” chapter of the Administrator User Guide,
specifically item #1, “What if I can’t see the web page for my
FaxFinder?”
c. At the Login screen, enter admin (all lower case) in the
User Name field.
d. Enter admin (all lower case) in the Password field.
e. Click the Login button. The Web Management Home
screen will appear. From this screen, you can access all of
the FaxFinder Server software screens.

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3. Setting FaxFinder IP Addresses
a. In the FaxFinder Administration screen, go to the IP
Configuration fields.
Administration: IP Configuration
IPAddress 192.168.4.89
Subnet Mask
Name Server
Default Gateway
Secondary
Name Server
update
255.255.255.0
192.168.11.251
192.168.4.1
b. Fill in the IP information that applies to your FF200
FaxFinder Server unit. The fields for “IP Address,” “Subnet
Mask,” “Default Gateway” and “Name Server” are required.
A “Secondary Name Server” may be considered optional.
c. Click Update. After the Update button has been clicked, it
takes 5 seconds for the FF200 to update the addresses.
4. Resetting Admin PC to Its Regular IP Address
In step #1 above, you recorded the original IP address of the
administrator’s PC and then reset it to the IP address required to
allow communication with the FaxFinder unit. You may now set
the IP address of the administrator’s PC back to its original value
or to any other value that will allow you to communicate with the
FaxFinder at its new IP address.
5. Logging In (II)
Having reset the IP address of the administrator’s PC, you must
log into the FaxFinder Server software again. Enter the
FaxFinder’s new IP address into your browser. The Login

Multi-Tech FaxFinder Quick Start Server Installation
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screen should appear. (If the Login screen does not appear, see
the Troubleshooting chapter of the Administrator User Guide.)
6. Setting Administrative Functions
Go to the FaxFinder Phone Book screen.
Note: The first two rows of the Phone Book list are for
special purposes.
The first row is for the “Administrator” function. No matter
what values are used for the Name, User ID and Email
Address fields, the first row will still apply to the person
doing the Administrator function for the FaxFinder
system. The Administrator is the party privileged to
configure the FaxFinder Server.
The second row is for the “Unassigned Number” function.
Again, no matter what values are used for the Name,
User ID and Email Address fields, the second row will
still apply to the person doing the Unassigned Number
function for the FaxFinder system. If the FaxFinder is
operating in POTS Mode, this Unassigned Number
‘attendant’ will receive all emails and will have to distribute
them to their final recipients. If the FaxFinder is operating
in PBX Routing Mode, this Unassigned Number attendant
will instead receive all emails that are undeliverable to any
end-user on the FaxFinder system.

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Administrator admin
Unassigned Number
Name
User ID Email Address
Ext Function
Phone Book
add
update delete
update
update
update
delete
delete
delete
update
update
update
a. Administator Row: Email Address
i. In the “Administrator” row of the Phone Book
screen, enter the name and user ID to be used for
the FaxFinder administrator (it need not be literally
“Administrator”). All incoming faxes will be marked
as coming from this administrator. Then enter the
email address of the party who will act as the
FaxFinder administrator.
ii. Click on Update in the “Administrator” row. At this
point, a Login screen will appear and you will be
asked to log in again. Log in using the
administrator’s User ID (as listed in the “User ID”
column) and the administrator’s current password (at
this point, it should be admin).