Multitech FaxFinder FF240 User manual

FaxFinder® Fax Servers
FF240, FF440, FF840 and FF240-IP
User Guide

Copyright and Technical Support
2 FaxFinder Client User Guide
FaxFinder® User Guide
FF240, FF440, FF840, FF240-IP
PN S000523A, Version A
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 © 2011, 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
Date
Description
A
03/14/12
Initial Release
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.
Contacting Multi-Tech
Knowledge Base
The Knowledge Base provides immediate access to support information and resolutions for all Multi-Tech products. Visit
http://www.multitech.com/kb.go.
Installation Resources
To download manuals, firmware, and software, visit http://www.multitech.com/setup/product.go.
Support Portal
To create an account and submit a support case directly to our technical support team, visit: https://support.multitech.com
Technical Support
Business Hours: M-F, 9am to 5pm CT
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[email protected]
+(44) 118 959 7774
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Phone: [phone] or 800-328-9717
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Warranty
To read the warranty statement for your product, please visit: http://www.multitech.com/warranty.go

FaxFinder Client User Guide 3
Chapter 1 –Sending Faxes ............................................................................................................................ 5
Overview................................................................................................................................................. 5
Sending a Fax with the Fax Client Software ........................................................................................... 5
Sending a Fax by Printing ....................................................................................................................... 9
Sending a Fax from Email (T.37)........................................................................................................... 10
Sending a Fax from the Web Interface................................................................................................. 10
Send Fax by Web API............................................................................................................................ 13
Chapter 2 –Using the Fax Client Software .................................................................................................14
Starting the Fax Client .......................................................................................................................... 14
Exiting the Fax Client ............................................................................................................................ 14
Adding and Viewing Contacts...............................................................................................................14
Updating Personal Contacts with Outlook Contacts......................................................................15
Editing a Contact’s Information .....................................................................................................16
Deleting a Contact..........................................................................................................................16
Checking Fax Status ..............................................................................................................................16
Viewing a Fax........................................................................................................................................ 16
Viewing Fax Details ........................................................................................................................ 17
Viewing Print Capture Fax Information ......................................................................................... 17
Deleting a Fax .......................................................................................................................................18
Rescheduling a Fax ...............................................................................................................................18
Checking FaxFinder Status.................................................................................................................... 19
Reconnecting a FaxFinder .................................................................................................................... 19
Deleting a FaxFinder from the Fax Client .............................................................................................19
Setting a Default FaxFinder .................................................................................................................. 20
Editing User Information ...................................................................................................................... 20
User Info Fields .............................................................................................................................. 20
Setting a Default Cover Page for Your User Account.....................................................................20
Configuring Default Scheduling Options .............................................................................................. 21
Editing FaxFinder Properties ................................................................................................................22
Setting the Fax Header Date and Time Format.................................................................................... 22
Configuring the Fax Client ....................................................................................................................22

Contents
4 FaxFinder Client User Guide
Advanced Options.......................................................................................................................... 23
Configuring and Viewing Fax Logs ........................................................................................................23
Configuring Logging Options.......................................................................................................... 23
Logging Options ............................................................................................................................. 24
Viewing Fax Logs ............................................................................................................................24
Deleting Logs.................................................................................................................................. 24
Restoring Log Settings....................................................................................................................24
Checking Fax Client Software Version .................................................................................................. 24
Chapter 3 –Using the Multi-Tech TIFF Viewer ...........................................................................................25
Toolbar Icons.................................................................................................................................. 25
Thumbnail View .............................................................................................................................26
Appendix A –Installing Client Software...................................................................................................... 27
Installing the Software ......................................................................................................................... 27
Setting Usage Rights for the FaxFinder Printer ....................................................................................30
Associating the Software and a User with a FaxFinder ........................................................................ 30
Disassociating a FaxFinder Unit from the Client ..................................................................................33
Index............................................................................................................................................................34

FaxFinder Client User Guide 5
Overview
FaxFinderis an all-in-one fax server that provides distributed faxing capabilities. Multi-Tech provides two
manuals for use with FaxFinder, this User Guide and the Administrator Guide.
●User Guide includes details on sending faxes and using the client software.
●Administrator Guide provides details on installing, configuring, and managing FaxFinder.
This chapter describes several ways to send faxes through a FaxFinder. How your administrator
configures FaxFinder determines which fax methods are available to you.
Sending a Fax with the Fax Client Software
To use the FaxFinder Fax Client software to send your fax:
1. Start the fax client, if it is not running.
●If the software is set to launch when the computer boots up, the FaxFinder icon, , appears in
the system tray in lower right corner.
System Tray Icon
●If the FaxFinder icon is not in the system tray, click Start | All Programs | FaxFinder Client
Software | FaxFinder Client.
Note: If the FaxFinder Fax Client is not installed on your computer, refer to Appendix A –Client
Software Installation or contact your administrator. To install the software, you need
administrator rights for your computer. After installing the software, associate one or more
FaxFinder units with the software on your computer. Refer to Associating the Software and
a User with a FaxFinder in Appendix A.
Click the FaxFinder Client icon, , and select Show FaxFinder Fax Client.
2. Click File and select New Fax to open the Schedule Fax window.

Chapter 1: Sending Faxes
6 FaxFinder Client User Guide
3. Select a FaxFinder from the Device drop-down list. If the FaxFinder unit is unavailable, click
Reconnect to try to re-establish the connection.
4. Click Options to set the fax schedule, maximum number of attempts, priority, retry, and receipt
options. (To change the default settings, refer to Configuring Default Scheduling Options.)
a. Select when you want FaxFinder to send the fax. Send Immediately is the default. To
change this, uncheck Send Immediately and enter the specific Date and Time that you want
to send the fax.
b. In the Max Attempts field, enter the maximum number of times you want FaxFinder to try
to send the fax to a recipient.

Chapter 1: Sending Faxes
FaxFinder Client User Guide 7
c. Select a Fax Priority. When multiple faxes are scheduled for the same time, FaxFinder
sends those with a high priority before those with a low priority. Options, from highest to
lowest priority, are:
1st Priority
High
Medium/High
Medium
Medium/Low
Low
d. Select when you want a Fax Receipt, which will be emailed to the email address in your
user account. Options are:
Always, which sends a receipt with every fax attempt
Failure, which sends a receipt only when a fax is not successful
Never
e. If you want your fax receipt to include an attachment of the original fax, use Fax
Attachment with Receipt to select the attachment file format. Options are:
None
PDF
TIFF
f. Enter the Retry Interval between retry attempts when the fax does not complete. The
default retry time is 5 minutes and 0 seconds.
5. Add fax recipients.
To add recipients from available contacts:
a. Click Contacts.
b. Select a contact list from the drop-down list. Options are:
Personal
Global
Personal Groups
Global Groups
Outlook Contacts (If this has been enabled)
c. Highlight the name(s) that you want and click Add. To select multiple contacts, press and
hold the Ctrl key (to select contacts individually) or Shift key (to select a range of contacts)
while clicking.
d. Click OK.
To create a new contact as a recipient:
a. Select the contact or group list that you want from the drop-down list.
b. Click Create.

Chapter 1: Sending Faxes
8 FaxFinder Client User Guide
c. Enter the contact’s Name, Fax Number, Phone Number, and Organization and click OK.
d. Highlight the contact and click Add.
Click OK.
To add new recipients (not saved as a contact):
a. Click + to display the Enter a Fax Recipient window.
b. Enter the recipient’s name, fax and phone number, and organization.
c. Click OK.
To remove a recipient
●Highlight the recipient you want to remove and click –.
6. Attach the document that you want to fax.
To add a new document:
a. Click + to add a document to the fax transmission.
b. Select a TIF, PDF, PS, or TXT file and click Open.
Note: If the file you want is not listed, verify that it is a .PDF, .PS, .TXT, or .TIF file.
Attach the documents you want to fax. Note that the 36MB is the maximum file size for sending
a fax through client software.
To attach a document that was recently faxed:
a. Click Recent Documents to display a list of the most recent attachments.
b. Select document and click Add to attach the file to the current fax.
To remove a document

Chapter 1: Sending Faxes
FaxFinder Client User Guide 9
●Highlight the document you want to remove and click –. The software prompts you to confirm
removal.
7. Check Use Cover Page to include a cover page. When this box is checked, the Cover Page drop down
list is available. This list includes cover page options for the FaxFinder unit.
a. Select a cover page and click View to display it.
b. Type a brief description in the Subject field.
c. Type a message in the Comments field.
8. Click Schedule to send the fax at the date and time specified. To exit the Fax Schedule window and
discard all changes, click Close.
Sending a Fax by Printing
Once the FaxFinder Fax Client software is installed on your computer and associated with a FaxFinder,
you can use the Print function in other programs to send a fax.
To send a fax through another program:
1. Create the document that you want to fax and save it.
2. Select Print.
3. Select Multi-Tech FaxFinder as your printer and click OK (or Print depending on your program). The
FaxFinder Schedule Fax window opens.
4. Follow Steps 4-9 under Sending a Fax with the Client Software to finish sending the fax.

Chapter 1: Sending Faxes
10 FaxFinder Client User Guide
Sending a Fax from Email (T.37)
You can send an email as a fax using the T.37 format in the To field in Microsoft Outlook. You will need
the domain name of the FaxFinder unit and the recipient’s fax number.
To send a fax by email:
1. Enter the recipient’s fax number in the To field in the following format:
FAX=##########@FaxFinder domain name. For example the image below shows
FAX=763555123[email protected]om.
2. Add your message and any attachments. Attachments must be in TIF, PDF, PS, or TXT format. The
36MB is the maximum file size for sending a fax through email. Text entered in the email message
area appears in the comments section of the fax cover page.
3. Click Send.
Sending a Fax from the Web Interface
To send a fax through a web browser using the FaxFinder Web Management Interface:
1. Type the FaxFinder’s hostname or IP address in the browser’s address bar and press Enter.
Note: Your browser may display security warnings. Click Yes to process in Internet Explorer.
Firefox may require you to add an exception for the FaxFinder’s IP address.
2. Enter your Username and Password and click Login.
3. Click Send Fax to open the Send Fax page. Sender information fields are filled with your user
information automatically.
Note: If you have a large number of contacts, the recipient information may take a several minutes
to load.

Chapter 1: Sending Faxes
FaxFinder Client User Guide 11

Chapter 1: Sending Faxes
12 FaxFinder Client User Guide
4. Select a contact list from the Find Recipient list. Options are:
●Personal
●Global
●Personal Groups
●Global Groups
●Enter Recipient Info
●Enter Recipient Info and save as Personal Contact
5. Enter the recipient information or select a contact from the Contact/Group list and click Add
Recipient.
6. Repeat Steps 4-5 for each recipient you want to add.
7. Select a cover page, if desired. To add a cover page:
a. Select Yes to Include a cover page with this fax.
b. Select a Cover Page from the drop-down list.
c. Enter a Subject and Comments.
8. Browse to the file that contains the fax. The file must be a TIF, PDF, PS, or TXT file. Use Add Another
Attachment to add other documents. Note that 48MB is the maximum file size for sending a fax
through the web interface.
9. Select any options for this fax.
a. In the Max Attempts field, enter the maximum number of times you want FaxFinder to try
to send the fax to a recipient. The default value is 3.
b. Select a Fax Priority. When multiple faxes are scheduled for the same time, FaxFinder
sends those with a high priority before those with a low priority. Options, from highest to
lowest priority, are:
1st Priority
High
Medium/High
Medium (default)
Medium/Low
Low
c. Enter the Retry Interval between retry attempts when the fax does not complete. The
default retry time is 5 minutes and 0 seconds.
d. Select when you want a Fax Receipt, which will be emailed to the email address in your
user account. Options are:
Always, which sends a receipt with every fax attempt
Failure, which sends a receipt only when a fax is not successful
Never

Chapter 1: Sending Faxes
FaxFinder Client User Guide 13
e. If you want your fax receipt to include an attachment of the original fax, use Fax
Attachment with Receipt to select the attachment file format. Options are:
None
PDF
TIFF
10. Click Send Fax.Leaving this screen before clicking Send Fax will clear all the data without sending
the fax.
Send Fax by Web API
FaxFinder also allows users to create custom APIs to use for faxing. This option would be unique to your
organization. Check with your administrator for help with this option.
Note that the 36MB is the maximum file size for sending a fax through an API.

14 FaxFinder Client User Guide
This chapter describes how to configure and use the FaxFinder Fax Client Software.
Starting the Fax Client
1. Check the system tray to determine if the fax client is already running. The FaxFinder icon appears in
the system tray if the client is running.
If the FaxFinder icon is not in the system tray, click Start | All Programs | FaxFinder | FaxFinder
Client.
Note: If the FaxFinder Fax Client is not installed on your computer, refer to Appendix A –Client
Software Installation or contact your administrator. To install the software, you need
administrator rights for your computer. After installing the software, associate one or more
FaxFinder units with the software on your computer. Refer to Associating the Software and
a User with a FaxFinder in Appendix A.
2. Click the FaxFinder icon and select Show FaxFinder Fax Client.
Exiting the Fax Client
You can minimize the fax client and leave it running the background. If you exit the fax client, you cannot
send faxes from other applications by printing.
To exit the fax client:
●Click File | Exit or click the icon in the system try and click Exit. FaxFinder prompts you to confirm
the exit.
Adding and Viewing Contacts
The following steps explain how to add individual contacts through the Fax Client. You can also import
contacts through the Contacts page in FaxFinder’s Web Management Interface. Contact your
administrator for information about using the Web Management Interface to import contacts.
1. On the Devices tab, right-click on the FaxFinder you want and click Open.

Chapter 2: Using the Fax Client Software
FaxFinder Client User Guide 15
2. Click User Info.
3. Click View Contacts.
4. Select the contact or group list that you want from the drop-down list.
5. Click Create or right-click on the table and click New.
6. Enter the contact’s Name, Fax Number, Phone Number, and Organization and click OK.
Updating Personal Contacts with Outlook Contacts
Update your FaxFinder personal contacts with your Outlook contacts:
Note: Outlook contacts must be enabled on your account. Refer to Configuring the Fax Client.
1. Right-click on the FaxFinder unit you want and click Open.
2. Click User Info.
3. Click Update Contacts to synchronize your contact list with your Outlook contact list.
4. Click Save.

Chapter 2: Using the Fax Client Software
16 FaxFinder Client User Guide
Editing a Contact’s Information
To update a contact’s information:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Click User Info.
3. Click View Contacts.
4. Select the contact or group list that you want from the drop-down list.
5. Right-click on the contact you want to edit and click Properties.
6. Make changes and click OK.
Deleting a Contact
To delete a contact’s information:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Click User Info.
3. Click View Contacts.
4. Select the contact or group list that you want from the drop-down list.
5. Right-click on the contact you want to delete and click Delete.
Checking Fax Status
To check information for any scheduled or sent faxes:
●On the Devices tab, right-click on the FaxFinder you want and click Open.
This window shows the recipient name and fax number, the time the fax was or is scheduled to be sent,
the number of pages, state, and subject.
Viewing a Fax
To view a scheduled or sent fax:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Right-click on the fax you want and select View.

Chapter 2: Using the Fax Client Software
FaxFinder Client User Guide 17
To view a print capture fax:
1. Click Print Capture.
2. Right-click on a fax and select View to open a TIF file of the document. If you associated TIF files with
the Multi-Tech TIFF Viewer during installation, that program that will open the file.
Viewing Fax Details
To view summary details about a scheduled or sent fax:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Right-click on the fax you want and select Details.
3. This screen includes information on the fax size, status, schedule, options, cover page, sender, and
recipient.
Viewing Print Capture Fax Information
Faxes sent through another application’s print function appear on the Print Capture tab.
To view the document file name, number of pages, and date and time the print capture was sent to
FaxFinder:
●Click Print Capture.
Clearing Listed Print Captures
To clear the list in the Print Capture tab:
●Right-click and select Clear All.

Chapter 2: Using the Fax Client Software
18 FaxFinder Client User Guide
Deleting a Fax
To cancel a scheduled fax through the Fax Status tab:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Right-click on the fax you want and select Abort.
To cancel a fax through the Print Capture tab:
Documents on the Print Capture tab remain listed until they are either manually deleted with this
command or you have configured the client to delete them after sending.
To delete a print capture:
1. Click Print Capture.
2. Right-click a fax and click Delete. You will be prompted to confirm the delete.
Administrators can also delete outbound faxes through the Web Management Interface. Consult the
Administrator’s Guide for more information.
Rescheduling a Fax
To reschedule fax through the Fax Status tab:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Right-click on the fax you want and select Reschedule.
Note: By default when you select Reschedule, Reschedule Immediately is selected.
3. Make desired changes and click OK.
To reschedule fax through the Print Capture tab:
1. Click Print Capture.
2. Right-click on the fax you want to reschedule and click Fax. The Send Fax window opens.
Note: By default, Send Immediately is selected when you reopen the Send Fax window.
3. Click Options to open the scheduling window. Refer to Sending a Fax with the Client Software for
information on using the Send Fax window.

Chapter 2: Using the Fax Client Software
FaxFinder Client User Guide 19
Checking FaxFinder Status
When you start the fax client, the Devices tab lists all FaxFinders that are associated with your fax client
software. For each unit, it shows:
●Host, which is the name or IP address of a FaxFinder unit
●Model, which is the model number of the FaxFinder unit
●Status, which indicates the current connection state and identifies the default unit
To add another FaxFinder unit to your fax client, see Associating the Software and a User with a
FaxFinder.
Reconnecting a FaxFinder
If the FaxFinder status is disconnected, attempt to reconnect. To do this:
●Right-click on the disconnected FaxFinder and select Reconnect.
●You can also click Reconnect through the Send Fax window. The Reconnect button will be available
if the FaxFinder is not connected.
Deleting a FaxFinder from the Fax Client
To delete a FaxFinder from your fax client software:
●On the Devices tab, right-click on the FaxFinder you want and select Delete. You will be prompted to
confirm the deletion.

Chapter 2: Using the Fax Client Software
20 FaxFinder Client User Guide
Setting a Default FaxFinder
To make a FaxFinder the default unit for sending faxes from this fax client:
●On the Devices tab, right-click on the FaxFinder you want and select Set as Default.
Editing User Information
To update your user information from the FaxFinder unit:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Click User Info.
3. Click Retrieve.
To enter your user information:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Click User Info.
3. Enter user information.
4. Click Save. This will save changes on the FaxFinder unit.
User Info Fields
Field
Description
Name
Enter your full name. FaxFinder uses this name as the fax sender’s name.
Email
Enter your email address.
Organization
Enter your organization
Phone Number
Enter your voice number.
Fax Number
Enter your fax number.
Setting a Default Cover Page for Your User Account
To include a cover page with every fax by default:
1. On the Devices tab, right-click on the FaxFinder you want and click Open.
2. Click User Info.
3. Check Include Cover Page.