Page 2
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. Support Portal To create an account and submit a support case directly to our technical support team, visit: https://support.multitech.com.
Page 4
CONTENTS Adding a Network Share (Optional)..........................23 Network Share Fields ..............................23 Generating Server Certificate ............................. 24 Server Certificate Fields ............................24 Adding Individual Users .............................. 25 User Fields................................. 25 Adding Global Contacts Individually ........................... 26 Routing Inbound Faxes..............................27 General Setup Fields ..............................
Page 5
CONTENTS Using Groups to Organize Contacts .......................... 41 Adding a Global or Personal Group ......................... 41 Deleting Global or Personal Group .......................... 42 Editing Groups................................42 Recipients..................................42 Using the Recipients Table............................42 Creating a CSV File ..............................42 Importing Recipient Lists ............................43 Importing a Recipient List ............................
Page 6
CONTENTS FaxFinder Fax Client Software..........................56 Installing FaxFinder Fax Client Software ........................56 Using FaxFinder Client Mass Uninstall ........................56 Pushing Software to Client Computers........................56 Installing the Software on a Single Computer ......................57 FaxFinder Printer Usage Rights ........................... 58 Associating the Software and a User with a FaxFinder .....................
PRODUCT OVERVIEW Product Overview About FaxFinder FaxFinder IP provides distributed faxing capabilities through an IP telephone system, allowing companies to provide fax services to remote offices and field sales people. FaxFinder converts inbound faxes to PDF or TIFF files and delivers them to a recipient's inbox, a network folder, or a network printer. Users can send outbound faxes through a fax client, web browser, or the print function of other applications.
PRODUCT OVERVIEW Technical Specifications Category Description Physical Description Dimensions W 9.1 in x H 1.9 in x D 6.1 in (W 23.2 cm x H 4.7 cm x D 15.5 cm) Note that adding the plastic feet increases the height to 1.877 in Weight 2.6 lbs (1.2 kg) Connectors...
PRODUCT OVERVIEW The difference in maximum size allowed is due to the data encoding for T.37, the client software, and API attachments. Fax File Types Users can fax the following document types: ■ ■ ■ TIF or TIFF ■ Note: When printing from another application, FaxFinder sends the file as TIF images.
PRODUCT OVERVIEW Requirements The FaxFinder IP Fax Server works with other devices and services on your communication network to send and receive faxes and to perform administrative functions. FaxFinder requires: ■ SMTP server access Used to distribute FaxFinder emails that contain faxes, administrative notices, and log files. ■...
PRODUCT OVERVIEW Fax Routing Overview Inbound Routing Depending on your network configuration, FaxFinder can route incoming faxes to a network printer, network share, and through your mail server to any individual user. FaxFinder can deliver incoming faxes as email attachments to any user on your mail system, whether local, remote, or mobile. Outbound Routing You can configure FaxFinder so that users can send faxes through a T.37 email, the FaxFinder Fax Client, a web browser, or a Web API.
HARDWARE AND INSTALLATION Hardware and Installation Connectors and LEDs by Model FaxFinder FF240-IP Connectors Connector Descriptions Label Description +12V Power receptacle for provided power cord. CONSOLE DE-9 connection for serial access and control of the FaxFinder. Not used at this time.
HARDWARE AND INSTALLATION Before Installing FaxFinder Disable Caller ID and Call Waiting on lines or PBX ports to be used with FaxFinder. FaxFinder does not support the use of either Caller ID or Call Waiting. Caller ID delivers information between rings before the call is answered. The Call Waiting beep causes fax communication errors.
Page 14
HARDWARE AND INSTALLATION Figure 1 Position the bracket piece shown in Figure 2 on FaxFinder's right side as shown in Figure 3. Figure 2 Figure 3 ® FaxFinder FF240-IP Administrator Guide...
HARDWARE AND INSTALLATION Figure 4 Secure the bracket to the bottom of FaxFinder's right side using two provided screws as shown in Figures 3 and 4. Figure 5 Use two screws to attach the second bracket part (Figure 5) to the posts on the first bracket as shown in Figure 6.
Page 16
HARDWARE AND INSTALLATION CAUTION: Use only the power supply provided with the FaxFinder. Using any other power supply voids the warranty and can damage the FaxFinder. Verify power. ■ The Power LED comes on immediately after power is applied. ■ FaxFinder takes a short time to boot up when you apply power.
BASIC FAXFINDER CONFIGURATION Basic FaxFinder Configuration Configuring FaxFinder's IP Address and Network Settings To configure the FaxFinder's IP address: Set the admin computer to startup IP address. If FaxFinder is already connected to a network, the client software can auto-discover the IP address. You can also use the console port and a terminal program to learn its IP address;...
BASIC FAXFINDER CONFIGURATION Log in after reset. After resetting admin computer's IP address, you must log into the FaxFinder Server software again. Enter the new IP address of the FaxFinder into your browser. Enter admin (all lower case) in both the Username and Password fields. Again, your browser may show a warning about the certificate.
BASIC FAXFINDER CONFIGURATION Setting Time Correct time settings are important for fax verification and logging purposes. Use Time Configuration to select a time server, time zone, and date and time formats. Click System Configuration > Time. Enter time parameters. See Time Fields. Click Save.
BASIC FAXFINDER CONFIGURATION SMTP Parameters Fields Description SMTP Server Address Enter the IP address or hostname of the SMTP server where FaxFinder will send emails. If you enter a hostname, configure FaxFinder with an appropriate DNS server address. SMTP Port Enter the SMTP port to be used.
BASIC FAXFINDER CONFIGURATION Configuring SIP and T.38 Configure SIP and T.38 with the parameters required by your IP network. Click Fax Configuration. SIP/T.38 is the default page. Enter SIP and T.38 parameters as required by your network. Click Save. Restoring SIP and T.38 Factory Defaults To restore the factory settings for SIP and T.38, click Defaults.
BASIC FAXFINDER CONFIGURATION Field Description Fax Method Select the outbound fax method. Options are T.38 Re-invite, T.38 Direct, and T.30 Pass Through. Default is T.38 Re-invite. Inbound faxes can use either option automatically. Error Correction Check on to enable automatic fax error correction. Off turns off automatic error correction.
BASIC FAXFINDER CONFIGURATION Adding a Printer (Optional) To route faxes directly to a printer, add a network printer to FaxFinder. Using a printer is not required. Click System Configuration > Printer. Click Add and enter your printer information. Refer to Printer Fields for details. Click Save.
BASIC FAXFINDER CONFIGURATION Field Description Username Enter a username that has write access to the shared location. This can be a general account or one specific to the shared folder. Password Enter the password associated with the above username. Confirm Password Re-enter the password in order to avoid possible errors.
BASIC FAXFINDER CONFIGURATION Adding Individual Users Users are those who will send faxes through FaxFinder. Multi-Tech recommends adding users into FaxFinder before installing the FaxFinder Fax Client software on a user's workstation. If you have several users to add, you can import a Comma Separated Value (CSV) file with user information. Refer to Importing Users for details.
BASIC FAXFINDER CONFIGURATION Field Description Fax Priority Select a default Fax Priority for this user account. 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: ■...
BASIC FAXFINDER CONFIGURATION Routing Inbound Faxes Select how you want inbound faxes routed: ■ Global Routing sends a copy of every incoming fax to the defined fax destination as well as to destinations in the Lines or Recipients table. ■ Default Routing is used when the incoming fax does not include a recipient's extension.
BASIC FAXFINDER CONFIGURATION Repeat Steps a-g for each recipient. Click Save to save the entry. General Setup Fields Field Description Email Size Limit Enter the maximum email size in kilobytes that your SMTP server can accept from FaxFinder. FaxFinder automatically splits larger incoming faxes into multiple faxes that are below this limit and emails each separately.
BASIC FAXFINDER CONFIGURATION Creating a Restore File After you configure FaxFinder to work in your environment, create a restore point to save your settings. A restore file allows you to restore your configuration settings if the FaxFinder is reset to factory defaults or if you make a change you want to undo.
FAX MANAGEMENT Fax Management Logging into the Web Management Interface To login to the Web Management Interface: Enter the FaxFinder IP address or hostname in your browser and press Enter. If you see the certificate warning, bypass the warning to display the Login page. Type your Username and Password and click Login.
FAX MANAGEMENT Field Description Time Server Status This is the status of the time server currently in use. It also shows error messages. Status Description Disabled Time server likely set to None. Synchronizing FaxFinder is currently synchronizing with the time server. Synchronized at FaxFinder last synchronized with the time server at the specified [date/time], offset ±nn...
FAX MANAGEMENT Field Description Start Time The time that the inbound fax was initiated. Channel The channel number receiving the inbound fax. Extension The DID routing number, when applicable. Recipient Either the recipient Username associated with the DID extension number or the channel Remote ID Fax ID information sent from the fax originator.
FAX MANAGEMENT Resetting a Channel Resetting a Channel Administrators can reset a busy channel. To do this: Click Status & Logs > Fax Status. Click Reset for the channel you want to reset. If you click reset while a fax is in progress, it will interrupt the fax and cause it to fail. Checking the Mail Queue To view information about emails waiting to be sent, click Status &...
FAX MANAGEMENT Log Fields Field Description Mail Log Date Date and time this mail entry was attempted. Sender User who sent the email. Recipient Email address of the recipient. Delivery Message Result of the mail delivery attempt. If the message was not sent successfully, error messages appear here.
FAX MANAGEMENT Field Description Direction Indicates if the fax was inbound or outbound. Fax Number The destination fax number. Time The date and time the log entry was created. Size The size of the entire fax transmission. Pages Number of pages faxed for this log entry. Resolution The resolution used to send the fax.
MANAGING USERS, CONTACTS, AND RECIPIENTS Managing Users, Contacts, and Recipients Basic Configuration provides steps for adding users, recipients, and global contacts individually. This section details importing and managing multiple users, recipients, and both global and personal contacts. It includes using global and personal contact groups.
Page 37
MANAGING USERS, CONTACTS, AND RECIPIENTS Field Notes Email User's email address. Phone User's phone number, any format accepted, for example, (###) ###-#### or ###-###-####. User's fax number, any format accepted, for example, (###) ###-#### or ###-###-####. Organization User's company name, if not available, use "" to skip. Include Cover Page Indicates whether this user wants a default cover page for sending faxes, t for true or f for false.
MANAGING USERS, CONTACTS, AND RECIPIENTS User Josh fG32tR Josh D josh@exampl 555-555- 555-555- Example Co ob_mc1.pdf e.com 1235 1532 Type Username Name Organization Phone Cont Josh Tony 555- "A company" 555-123- Rogers 123- 4567 Cont Ritchie Steve 555- Company 2 555-547- Stark 547-...
MANAGING USERS, CONTACTS, AND RECIPIENTS Browse to a destination and enter a file name. Leave the default Save as file type set to .csv Document. Click Save. Deleting Users To delete users: Click Users. Click Delete All to permanently delete all entries in the users list, except the admin. Click Delete for an individual user to permanently delete that entry.
Page 40
MANAGING USERS, CONTACTS, AND RECIPIENTS Example Contact Records The following example shows an optional header row. Data in your CSV file must be in the same order. Name Organization Phone Tony Rogers 555-123-4567 "A company" 555-123-4560 Steve Stark 555-547-3652 Company 2 555-547-3601 Anna Fury 555-540-3960...
MANAGING USERS, CONTACTS, AND RECIPIENTS Enter the contact's name, fax number, phone number, and organization. Click Update. Exporting a Contact List If you are moving from one FaxFinder to another, you can export the contact list in the correct format from the old unit and import it into the new one.
MANAGING USERS, CONTACTS, AND RECIPIENTS Click Update. Click Edit for the new group. Click Add under Contacts in Personal or Global Group. For Personal Groups only, select Personal or Global to select contacts from your personal contact list or the global contact list. Check the boxes for each contact you want to add.
MANAGING USERS, CONTACTS, AND RECIPIENTS Save the file as a .CSV Comma Separated Value file. If using Microsoft Excel, select Save As and select the CSV (MS-DOS) format. Importing Recipient Lists Recipient CSV Import Format Notes You can import recipient records a from a CSV file, if the file is formatted correctly. To enter recipients individually, refer to Routing Inbound Faxes.
MANAGING USERS, CONTACTS, AND RECIPIENTS Field Notes Destination Type Must be one of the following: Use this in the CSV file To correspond with this in FaxFinder User Email Fax to User Notify User Email Notification to User Email Email Fax Notify Email Notification Share...
MANAGING USERS, CONTACTS, AND RECIPIENTS Exporting a Recipient List To export a recipient list: Click Fax Configuration > Inbound Routing. Click Export. Browse to a destination and enter a file name. Leave the default Save as file type set to .csv Document . Click Save.
ADVANCED CONFIGURATION Advanced Configuration Using SFTP SFTP (Secure File Transfer Protocol) allows you to access, transfer, and manage files securely. SFTP connects to a host, logs in using a key, uses the cd command to change directories, and transfers the fax to the host. Once you configure an SFTP server, you can select it as an Inbound Routing Destination.
ADVANCED CONFIGURATION Editing SFTP Server Settings To edit the SFTP server settings: Go to System Configuration > SFTP. Click Edit. Make desired changes and click Save. Deleting an SFTP Server To delete an SFTP server: Go to System Configuration > SFTP. Click Delete.
ADVANCED CONFIGURATION Example Settings Purge logs every Sunday at 7:00 pm: Purge logs at 11:00 pm on the first every month: Minutes is set to 0 Minutes is set to 0 Hours is set to 19 Hours is set to 23 Day of Month is set to Every day of month Day of Month is set to 1 Month is set to Every month...
ADVANCED CONFIGURATION Current Version - Displays the software version currently installed. Upgrading FaxFinder License If you purchase additional T.38 ports to upgrade FaxFinder 240-IP, enter the license keys through the Software Update page. Instructions for this process and the upgrade code are included with the License Upgrade Kit. Field Description Current Channels...
ADVANCED CONFIGURATION Packet Capture Packet Capture can help troubleshoot FaxFinder. To capture and download packet data: Click Start to begin the packet capture process. When you are finished, click Stop. Click the provided link to download the capture. Send the download to Multi-Tech Support as directed by the support representative. Archiving Outbound Faxes To enable outbound fax archiving: Click Fax Configuration >...
ADVANCED CONFIGURATION Click Add and enter a time in minutes. Click Remove to delete a time. Click Save. Enabling the Outbound Approval Report To generate and schedule fax approval reports that are sent to the Approvers. Click Fax Configuration > Outbound Approval. Check Enabled under Outbound Approval Report.
ADVANCED CONFIGURATION Field Description Set User from Envelope Check to link faxes sent via T.37 emails with user accounts found in the FaxFinder Sender Users menu. When FaxFinder matches a sender's email address with a FaxFinder user, it logs the fax as sent by that user. Also, if you enable Include Cover Page, FaxFinder populates the cover page's sender information with the user's information.
COVER PAGES Cover Pages Custom Cover Pages FaxFinder uses PDF forms for cover pages. You can create PDF forms with Microsoft Word and Adobe Acrobat Pro. FaxFinder completes the form with information specific to the fax and inserts cover page as the first fax page. To do this, cover page field names must match the field names FaxFinder uses.
COVER PAGES Creating Cover Pages To create custom cover pages: Design a fax cover page in Microsoft Word, save the document as Word file as .DOC file. Do not use the .DOCX format. This example is a modified a Microsoft Word fax template. In Adobe Acrobat Pro, use the Form Wizard to open the Word file you created.
COVER PAGES Preview the form. To test field lengths, type typical data in each field. If your fields are too small, make the field larger or use a smaller font size. When you are satisfied with the form design, save the file as Adobe PDF files, Optimized. If you are using an older version of Acrobat Pro, verify that the file is saved as compatible for Acrobat 5.0 or higher.
FAXFINDER FAX CLIENT SOFTWARE FaxFinder Fax Client Software Installing FaxFinder Fax Client Software FaxFinder Fax Client software allows users to send faxes through the Fax Client or any application with a print option. Install the FaxFinder client software on each user's computer and then associate it with a FaxFinder unit. You can push the client software out to user computers or install it on one computer at a time.
Use the Add or Remove Programs utility in the Windows Control Panel to uninstall. To download the FaxFinder client software: Go to www.multitech.com/setup/product.go and select your FaxFinder model. Click Software. Double-click the link for the version you want to install and select Run or Open, depending on your system.
FAXFINDER FAX CLIENT SOFTWARE FaxFinder Printer Usage Rights If your users have a problem printing faxes, verify usage rights for the printer. In Windows, open the printer's Properties. On the Security tab, verify the following checked under Allow: ■ Print ■...
FAXFINDER FAX CLIENT SOFTWARE Select the FaxFinder model family from the Type list. Enter the IP address in the Server Address field. If a secure login is required, check Use SSL. Enter the Username and Password required by the device. Note: Username and password are case-sensitive.
Troubleshooting Additional troubleshooting information is available through the Multi-Tech Knowledge Base at www.multitech.com/kb.go. If you need help troubleshooting, you can create an account and submit a support case directly to our technical support team. Go to support.multitech.com. What if I can't see my FaxFinder's web page? Verify that the admin computer is on the same subnet as the FaxFinder and that it can be pinged.
TROUBLESHOOTING ■ If you can send an email to yourself, the problem is between your mail server and the FaxFinder unit. Contact Multi-Tech Technical Support. Client PC can't Connect to Mail Server If the client PC running the mail software cannot connect to the mail server, troubleshoot the mail server. Incorrect Administrator Address The administrator's email address may be missing or incorrect.
TROUBLESHOOTING Where can I Find the SMTP Error Code List? You can look up these SMTP error codes on the Internet Engineering Task Force RFC repository at ietf.org. ® FaxFinder FF240-IP Administrator Guide...
ORG=name Name is the organization the fax is being sent to; it appears on the cover page. Example: FAX=5551234/ORG=Multitech Systems@example.test INLINE-COMMENTS=true|false If inline comments are true, the first part of the message body is used as cover page comments. If false, it is not.
FAX=111-555-1234/COVER-PAGE-ENABLED=true/ATTN=John Smith/ORG=Multi-Tech@example.test Relaying To send faxes through an MTA such as mail.multitech.com, then mail.multitech.com needs to be configured to forward mail to the FaxFinder for a domain that FaxFinder will accept mail for. For most mail servers, if the email's domain can be successfully resolved, the mail server will forward mail to that destination without any extra configuration.
REGULATORY INFORMATION Regulatory Information 47 CFR Part 15 Regulation Class A Devices This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.
REGULATORY INFORMATION Fax Branding Statement The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other electronic device, including fax machines, to send any message unless such message clearly contains the following information: ■...
REGULATORY INFORMATION EMC, Safety, and R&TTE Directive Compliance The CE mark is affixed to this product to confirm compliance with the following European Community Directives: Council Directive 2004/108/EC of 15 December 2004 on the approximation of the laws of Member States relating to electromagnetic compatibility;...
REGULATORY INFORMATION Restriction of the Use of Hazardous Substances (RoHS) Multi-Tech Systems, Inc Certificate of Compliance 2011/65/EU Multi-Tech Systems confirms that its embedded products comply with the chemical concentration limitations set forth in the directive 2011/65/EU of the European Parliament (Restriction of the use of certain Hazardous Substances in electrical and electronic equipment - RoHS).
REGULATORY INFORMATION REACH Statement Registration of Substances After careful review of the legislation and specifically the definition of an “article” as defined in EC Regulation 1907/2006, Title II, Chapter 1, Article 7.1(a)(b), it is our current view Multi-Tech Systems, Inc. products would be considered as “articles”.
REGULATORY INFORMATION Information on HS/TS Substances According to Chinese Standards In accordance with China's Administrative Measures on the Control of Pollution Caused by Electronic Information Products (EIP) # 39, also known as China RoHS, the following information is provided regarding the names and concentration levels of Toxic Substances (TS) or Hazardous Substances (HS) which may be contained in Multi-Tech Systems Inc.