Multitech FaxFinder FF240-IP, Administrator'S Manual

Page 1: ...FaxFinder Fax Server FF240 IP Administrator Guide...

Page 2: ...e sold for use in connection with applications requiring fail safe performance or in applications where the failure of the products would reasonably be expected to result in personal injury or death s...

Page 3: ...5 Mounting FaxFinder Optional 15 Rack Safety 15 Mounting FaxFinder in a 19 inch Rack 15 Cabling FaxFinder 18 Basic FaxFinder Configuration 19 Configuring FaxFinder s IP Address and Network Settings 19...

Page 4: ...Password 34 Navigating the Web Management Interface 34 Checking System Printer and Share Status 34 Checking Channel and Fax Status 35 Sending Now 37 Canceling Outbound Faxes 37 Resetting a Channel 37...

Page 5: ...rver 53 Downloading an SFTP Key 53 Editing SFTP Server Settings 53 Deleting an SFTP Server 54 Setting Fax Storage Options 54 Purging Outbound Faxes 54 Configuring Fax Log Purging 54 Fax Log Purge Para...

Page 6: ...t and Return from List Actions 67 Examples 68 Creating New Dialing Rules 70 Adding a Rule 70 Applying New Dialing Rules 70 Editing Dialing Rules 70 Deleting a Dialing Rule or Dialing Rule List 71 Usin...

Page 7: ...t Support SMTP 85 Discrepancy between FaxFinder s SMTP settings and Mail Server s User ID and Password Requirements 85 What if FaxFinder doesn t answer a fax call 85 Where can I Find the SMTP Error Co...

Page 8: ...s 95 Registering Schema Snap in 97 Creating Custom Attributes 97 Custom Attribute Settings 99 Creating a Custom Class 99 Adding Custom Class to User Class 102 User Attributes Management 103 Active Dir...

Page 9: ...notice card Mounting Kit Optional purchased separately Safety Warnings Lithium Battery A lithium battery located within the product provides backup power for the timekeeping This battery has an estim...

Page 10: ...Power Requirements Input Voltage 12 Volt 5A For additional power information see Power Draw Environment Operating Environment 22 to 185 F 30 to 60 C 1 Storage Environment 40 to 185 F 40 to 85 C Relati...

Page 11: ...rements 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...

Page 12: ...able FaxFinder does not support POE Power over Ethernet You may need to disable POE features on the Ethernet port that you connect to the FaxFinder SIP and T 38 Network Requirements You need to know w...

Page 13: ...PRODUCT OVERVIEW FaxFinder Fax Server FF240 IP Administrator Guide 13...

Page 14: ...work connection FaxFinder FF240 IP LEDs LED Descriptions Label Name Description Speed Speed When lit if the color is Green Ethernet rate is 1000 Mbps Yellow Ethernet rate is 100 Mbps Unlit Ethernet ra...

Page 15: ...it is properly connected to earth ground by verifying that it is reliably grounded when mounted within a rack If a power strip is used ensure that the power strip provides adequate grounding of the at...

Page 16: ...rt B shows how to position the bracket piece Figure 2 5 Use two screws to attach the second bracket piece Figure 3 to the posts on the first bracket as shown in Figure 1 Part C The flange side of the...

Page 17: ...ls by the brackets and mount the FaxFinder in the rack enclosure per the rack manufacture s mounting procedure Because equipment racks vary screws for rack rail mounting are not provided Follow the in...

Page 18: ...d into your network Ethernet hub This Ethernet cable is not included with your FaxFinder unit Warning Before connecting to the Ethernet Network determine if the network is a 192 168 2 x subnet FaxFind...

Page 19: ...8 2 1 The Login screen appears showing that the FaxFinder is connected to the network Note FaxFinder uses a Secure WEB interface via TLS HTTPS browsing with a self signed certificate Your browser will...

Page 20: ...pient s address for T 37 emails Description Enter a description up to 64 characters This appears on the Web Management home page IP Address Required Enter a static IP address for the FaxFinder to use...

Page 21: ...ct Custom to enter a custom time server in field below If you select None enter the current time and date and click Save in the Set Current Time section Custom Time Server If you do not want to use ti...

Page 22: ...Sender Envelope will be ffmailer noreply theFaxFinder shostname Depending on whether the FaxFinder email is administrative or fax delivery the From address displayed with the email will be either the...

Page 23: ...ings for SIP and T 38 click Defaults Note that factory defaults may not work with your network SIP and T 38 Parameters Field Description SIP Transport Protocol SIP call setup messages are transmitted...

Page 24: ...l for the FaxFinder Default is 3 Max Buffer Enter the maximum buffer for FaxFinder to use Default is 4000 Channel Reservation To reserve channels for specific use enter the number of channels reserved...

Page 25: ...viewer or a graphic file viewer to view the fax Adding a Printer Optional To route faxes directly to a printer add a network printer to FaxFinder Using a printer is not required 1 Click System Configu...

Page 26: ...updated appears at the top of the page Network Share Fields FaxFinder s factory default IP address is 192 168 2 1 and 24 bit network mask is 255 255 255 0 Field Description UNC Location Enter the Uni...

Page 27: ...elds Field Description Common Name Enter the hostname or IP address depending on which you use to connect to FaxFinder The web browser uses this field to check for a valid certificate Days Enter up to...

Page 28: ...this user sends a fax Default Cover Page Select a cover page template from the drop down list For information on setting up default cover pages refer to Adding Cover Pages to FaxFinder Phone Number E...

Page 29: ...e Inbound Routing page for the fax extension entered below The fax destination will be this user s email address You could use this to route incoming sales faxes to this specific user Fax Extension En...

Page 30: ...es that don t provide a valid extension By default this is set to Email Fax to User admin a Click Edit b Click Add in the Destinations section c Select Destination Type from the drop down list and ent...

Page 31: ...ter 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 ea...

Page 32: ...owing mask Caller C N To configure Subject of Fax received on 5 25 2014 at 19 30 45 total pages 5 enter the following mask Fax received on D at T total pages P Inbound Routing Destinations Destination...

Page 33: ...ults or if you make a change you want to undo To create a restore point 1 Click System Configuration Save Restore 2 Click Save Config A file download window opens Note Some browsers automatically save...

Page 34: ...ing the Web Management Interface To navigate the Web Management Interface Click a category on the left to open a submenu The highlight indicates the current selection To open a hidden section of a pag...

Page 35: ...view the current state for each channel It includes the status of any inbound or outbound faxes Users can immediately send or abort outbound faxes Administrators can also reset channels To view a stat...

Page 36: ...llowing factors determine the time shown here pre processing work load documents submitted for faxing are converted one at a time the setting for Allow Simultaneous Dialing to the Same Number and user...

Page 37: ...outbound faxes click the check box in the header row and click Abort Resetting a Channel Administrators can reset a busy channel To do this 1 Click Status Logs Fax Status 2 Click Reset for the channe...

Page 38: ...ends Faxes are listed in chronological order with the most recent at the top Outbound Fax Log Lists all submitted faxes that have completed Outbound faxes in progress or scheduled to be sent later do...

Page 39: ...th this fax Caller ID Name Name provided with sender s fax number Caller ID Number Sender s fax number Details Click to display Inbound Fax Log Details in a new window Outbound Fax Log Check box To re...

Page 40: ...ation Reboot 2 Click Reboot to log off the current user and restart the FaxFinder Restoring Factory Defaults To restore the factory default settings 1 Click System Configuration Save Restore 2 Click R...

Page 41: ...nal A header row is any row that starts with Type If you export data from a FaxFinder the CSV file will include header information in the first row Note Only Administrators can import through the User...

Page 42: ...er listed in the User Record Fields Type Userna Passwor Full Email Phone Fax Organizati Include Default me d Name on Cover Cover Page Page User Sean A1b2C3 Sean K sean example 555 555 555 555 Example...

Page 43: ...ng a Contact CSV File Type Username Contact Name Fax Number Organization Phone Number Contact Josh Tony Rogers 555 123 4567 A company 555 123 4560 Contact Ritchie Steve Stark 555 547 3652 Company 2 55...

Page 44: ...t of the PasswordHash column View Fax Log View Fax Log Print Fax Receipt Printer Print First Page Inbound Outbound FALSE FALSE always ptest TRUE FALSE FALSE never TRUE FALSE FALSE never TRUE Creating...

Page 45: ...ompted Editing Users You can edit user account as well as a user s contacts or groups To edit a user account Note User details and fax options for Active Directory users are read only in FaxFinder To...

Page 46: ...axFinder to ensure FaxFinder has all current Active Directory users To do this 1 Go to Users Active Directory Users 2 Click Sync FaxFinder indicates when synchronization is complete Deleting Active Di...

Page 47: ...eating a CSV File To create a CSV file 1 Open a spreadsheet program such as Microsoft Excel 2 Create a table as shown in the example for the type of data you are importing Your fields should be identi...

Page 48: ...ersonal contact page appears To delete global contacts click Global 2 Click Delete All to permanently delete all entries in the contacts list Click Delete for an individual contact to permanently dele...

Page 49: ...3 Click Delete All to permanently delete all listed groups Click Delete for an individual group to permanently delete just that group 4 Confirm the deletion when prompted Editing Groups To edit a gro...

Page 50: ...through the Export function include header information in the first row Recipient CSV Format Example The following example shows an optional header row Data in your CSV file must be in the same order...

Page 51: ...stem Configuration Printer 2001 Engineering Department Printer Eng_HPLJ4000 Network shares must already be configured under System Configuration Shares 2000 Sales Department Share sales_server_name sh...

Page 52: ...pe set to csv Document 4 Click Save or OK depending on your browser Deleting Recipients To delete recipients 1 Click Recipients 2 Click Delete All to permanently delete all recipients Click Delete for...

Page 53: ...hat SFTP server It can be a general account or one specific to the folder to be shared 5 Enter the SFTP server directory where the FaxFinder writes the fax 6 Click Save to save settings or Cancel to c...

Page 54: ...d 2 Click Purge Faxes 3 Select a purge option Purge All Purge Sent Purge Failed and Aborted 4 Click OK Configuring Fax Log Purging Set the interval when the fax log files are deleted By default the lo...

Page 55: ...Select Every Day of Week or select specific days Example Settings Run report every Sunday at 7 00 pm Run report at 11 15 pm on the first every month Minutes is set to 00 Minutes is set to 15 Hours is...

Page 56: ...Click Yes to upgrade and reboot automatically Click Cancel if you do not want to update at this time The update process takes several minutes Click README to view information about the new version War...

Page 57: ...ize only use Debug if requested by Multi Tech Support 3 Click Save Note After troubleshooting reset the level to Error Continuously collecting detailed logs may affect FaxFinder performance Downloadin...

Page 58: ...utbound 2 Check Enable Outbound Archive 3 Select PDF or TIFF as the format for the fax archive file Default is PDF Because TIFF is an image file if you select this you will not be able to search for a...

Page 59: ...proval By default the Admin account is selected a Click Add b Select a user from the drop down list 6 Schedule Reminders to send email reminders to all approvers when faxes are waiting approval By def...

Page 60: ...nced Usage Note Click Defaults to restore the factory default settings 1 Click Fax Configuration Store Forward Fax T 37 2 Check Enable T 37 3 Set parameters and click Save Store Forward T 37 Parameter...

Page 61: ...ith the email fax receipt Use this drop down list to Receipt select the attachment format Options are PDF TIFF or None Default is PDF Include Cover Page Check this to include a cover page with Store F...

Page 62: ...ust be between 5 32 characters long ay contain a z A Z 0 9 and _ Password Enter authentication password required for SNMP V3 Must be between 8 32 characters long Confirm Password Re enter the authenti...

Page 63: ...Trap Settings Field Description Community Name Enter read only community name May contain a z A Z 0 9 and _ Max length is 32 characters Required for SNMP V1 V2C Default is public Username Enter the u...

Page 64: ...here is no space left on device faxes the archive log is full The SFTP server access failed Issued when FaxFinder cannot access SFTP server while archiving the faxes Cannot access the SNTP Issued when...

Page 65: ...or Go to or Return from List actions All outbound fax numbers are compared to rule patterns according to the list order The rule actions is applied when the fax number matches the pattern Dialing Rule...

Page 66: ...mpares with the patterns from another list You need to select the list from the Argument drop down when applying this action Return from list Returns fax number to the previous list if there are no ma...

Page 67: ...ple we call it Black_List Below is an example of using Go to list Return from list actions and black list List Main_Rules Order Pattern Action Argument 1 Go to list Black_List 2 913 XXXXXXX Go to list...

Page 68: ...he next rule on the Main_Rules list Rule 2 Main_Rules 3 modifies number 001111 and 001112 to 9137771111 and 9137771112 and sends them to Black_List Number 9137771111 is in the Black_List and the rejec...

Page 69: ...ers except those that match previous patterns with order 3 and 4 16 digits number that 6 00 111 5555 1866 Accept Number 00 1866 918 00 111 5555 1866 starts with 00 should be 918 744 13 11 99 744 13 11...

Page 70: ...n argument from the list 4 Click Save The Edit Dialing Rules page appears On the Editing Dialing Rules page set the rule order and click Done For more refer to Editing Dialing Rules or Create a New Di...

Page 71: ...r Dialing Rule List 1 Click Fax Configuration Dialing Rules 2 To delete an entire list click Delete Click OK to confirm 3 To delete a rule click Edit for the rule Then click Delete for the rule you wa...

Page 72: ...ing Auto synchronize with Check to allow FaxFinder to automatically synchronize with the Active Directory database AD FF Users group When enabled use Sync at and Sync on to schedule automatic synchron...

Page 73: ...Name field Folder name must match the Active Directory group name This field is case sensitive 4 Click Save Wait until FaxFinder adds Active Directory Users to the users list When FaxFinder completes...

Page 74: ...be truncated Choose a standard font and keep the font size in the 10 12 pt range Text Field Names and Descriptions FaxFinder recognizes the following field names Your document should match the field...

Page 75: ...d New Field to map each field and configure field properties Note the following The Field Name you entered in Acrobat must match the Text Field Name that FaxFinder uses so the form works with FaxFinde...

Page 76: ...he cover page depends on which cover page template you use 1 Click Fax Configuration Cover Pages 2 Enter a phone number that recipients can call to opt out of faxes 3 Enter a fax number that will acce...

Page 77: ...ields and Descriptions Verify Check Spelling is disabled for each field If the received fax has empty form fields try different font If the received fax has some empty form fields verify that FaxFinde...

Page 78: ...The FaxFinder Client installer is available as an MSI package This allows remote installation using Microsoft Group Policy SMS and other third party tools Use the Windows Installer command msiexec to...

Page 79: ...a message about the file not being commonly downloaded click Actions Run Anyway Some browsers may require you to save the file before running it 4 Click Next 5 Check to accept the license agreement a...

Page 80: ...er Client for Mac To install the client on a Mac 1 Mount the disk image dmg by double clicking the FaxFinder Client dmg file When the disk image mounts a FaxFinder window opens showing the disk image...

Page 81: ...ning right click or control click on InstallFaxFinderClient pkg and select Open from the pop up menu 4 If you get another warning that InstallFaxFinderClient pkg is from an unidentified developer Clic...

Page 82: ...ers with the Client After installing the FaxFinder Client software associate it with one or more FaxFinder servers so users can send faxes through the server You need the following information for eac...

Page 83: ...OR The username and password combination is wrong Click the Edit Server icon and enter the correct username and password Disassociating a FaxFinder Unit from the Client Use this procedure if you need...

Page 84: ...email when I click Send Test Email This pertains to the SMTP settings System Configuration SMTP and may be caused by any of the following Name server address could not be resolved FaxFinder could not...

Page 85: ...D and Password Requirements Some mail servers reject authentication if a user ID and password are not provided Other mail servers reject authentication if a User ID and password are provided 1 Confirm...

Page 86: ...HOOTING 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 86 FaxFinder Fax Server FF240 IP Administrato...

Page 87: ...example test COVER PAGE ENABLED true false Example FAX 5551234 COVER PAGE ENABLED false example test COVER PAGE NAME name Name is the FaxFinder cover page filename Example FAX 5551234 COVER PAGE NAME...

Page 88: ...T pdf Multiple Options Example The following example shows the format to use when combining multiple variants for sending a fax Using these commands overrides the settings on the T 37 configuration pa...

Page 89: ...oes cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of...

Page 90: ...try Canada technical specifications were met It does not imply that Industry Canada approved the equipment Notice The REN assigned to each terminal equipment provides an indication of the maximum numb...

Page 91: ...i Tech products do not contain the following banned chemicals1 Lead Pb 1000 PPM Mercury Hg 1000 PPM Hexavalent Chromium Cr 6 1000 PPM Cadmium Cd 100 PPM Polybrominated Biphenyl PBB 1000 PPM Polybromin...

Page 92: ...formal quality system and will be made available upon request Waste Electrical and Electronic Equipment Statement WEEE Directive The WEEE Directive places an obligation on EU based manufacturers dist...

Page 93: ...PBB Printed Circuit Boards O O O O O O Resistors X O O O O O Capacitors X O O O O O Ferrite Beads O O O O O O Relays Opticals O O O O O O ICs O O O O O O Diodes Transistors O O O O O O Oscillators and...

Page 94: ...HS PB Hg CD CR6 PBB PBDE O O O O O O X O O O O O X O O O O O O O O O O O O O O O O O O ICs O O O O O O O O O O O O X O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O LEDs O O O O...

Page 95: ...es 3 Create custom class and add custom attributes to custom class 4 Add custom class to user class 5 Restart the active directory domain services FaxFinder Server Settings FaxFinder user details and...

Page 96: ...og mtff User View All Inbound Fax Log Custom mtff ViewOutboundFaxLog mtff User View All Outbound Fax Log Custom mtff PrintFaxReceipt mtff User Print Fax Receipt Custom mtff SelectPrinter mtff User Sel...

Page 97: ...r regsvr32 schmmgmt dll If registration is successful DllRegisterServer in schmmgmt dll succeeded appears Creating Custom Attributes To create customer attributes 1 Open the console by running mmc exe...

Page 98: ...d select Create Attribute 6 When the Schema Object Creation warning appears click Continue 7 Enter custom attribute settings and click OK For details refer to Custom Attribute Settings 8 Repeat Steps...

Page 99: ...mentWithReceipt 1 3 6 1 4 1 995 13 1 1 7 User Information Fax Unicode String Attachment with Receipt mtff 1 3 6 1 4 1 995 13 1 1 8 Enable Routing by Extension Boolean InboundRouteByFaxExtension mtff F...

Page 100: ...ludeCoverPage mtff DefaultCoverPage mtff MaxAttempts mtff FaxPriority mtff RetryInterval mtff EmailFaxReceipt mtff FaxAttachmentWithReceipt mtff InboundRouteByFaxExtension mtff FaxExtension sAMAccount...

Page 101: ...CONFIGURING ACTIVE DIRECTORY FOR USE WITH FAXFINDER 6 Click Finish 7 Verify that mtff User class appears in the Classes list FaxFinder Fax Server FF240 IP Administrator Guide 101...

Page 102: ...irectory user class 1 Right click on the User class and select Properties 2 Click Relationship and then click Add Class Click OK 3 Select mtff User from the Select Schema Object list and click OK 4 Ve...

Page 103: ...es Use the following to configure FaxFinder specific user attributes If an attribute value is not set FaxFinder will use the default value Attribute Name Valid Values Description mtff IncludeCoverPage...

Page 104: ...FaxAttachmentWithReceipt pdf Default is none Note Attribute value must be tiff lower case none mtff InboundRouteByFaxExtension TRUE Default is FALSE FALSE mtff FaxExtension 0123456789 Max length is 50...

Page 105: ...users 45 73 groups 48 admin account 21 individual 47 approvals 59 personal 46 authenication T 37 60 recipient list 51 authentication 72 cover page auto synchronize 72 date and time 76 cover pages 74 a...

Page 106: ...ations 10 DNS 20 status 35 documentation 9 storing outbound 54 58 download system logs 57 FCC Notice Class A 89 file E types 11 upload size 10 edit firewall address 23 contacts 48 format 21 groups 49...

Page 107: ...password 27 28 LDAP 72 forgot 34 license upgrade 56 patterns for dialing rules 65 lithium battery 9 PDF 11 log personal purge 54 contacts 46 login 34 group 48 logs 39 Ports Ethernet 10 email 55 power...

Page 108: ...cover pages 76 download key 53 truncating numbers on cover page 76 editing server 53 TXT 11 share 32 status 34 simultaneous faxing 58 U SIP 23 uninstall client software 78 restore factory defaults 23...