Multitech FaxFinder, User Manual

Page 1: ...FaxFinder User Guide ...

Page 2: ...property damage or serious physical or environmental damage Examples of such use include life support machines or other life preserving medical devices or systems air traffic control or aircraft navigation or communications systems control equipment for nuclear facilities or missile nuclear biological or chemical weapons or other military applications Restricted Applications Use of the products in...

Page 3: ... Fax Status Different Server 13 Fax Status 13 Rescheduling a Fax 14 Canceling a Fax 14 Deleting Print Captures 14 Viewing a Fax 14 Viewing Fax Details 15 Viewing Print Capture Fax Information 15 Managing Contacts 16 Managing Contacts 16 Contact and Group Icons 16 Adding Contacts 16 Editing a Contact s Information 16 Deleting a Contact 17 Configuring Default Scheduling Options 17 Synchronizing Cont...

Page 4: ...ult Cover Page for Your User Account 23 Configuring the Client 24 Configuring Fax Client 24 General Configuration 24 Configuring Contacts 25 Checking Client Software Version 25 Configuring and Viewing Logs 26 Configuring Log Options 26 Logging Options 26 Viewing Fax Logs 27 Deleting Logs 27 Multi Tech TIFF Viewer 28 Toolbar Icons 28 Thumbnail View 29 Installing FaxFinder Client on Windows or Mac 3...

Page 5: ...the Client To start the client 1 Check the system tray to determine if the client is already running The FaxFinder Client icon appears in the system tray if the client is running 2 If the FaxFinder icon is not in the system tray go to Start and select FaxFinder Client Note If the FaxFinder Client is not installed on your computer refer to Installing Client Software or contact your administrator To...

Page 6: ...the Remove icon to remove a recipient from the distribution list This does not delete a contact from the system 5 Select a Cover Page from the drop down list To see the selected cover page template click View a Type a brief description in the Subject field This appears as the cover page subject b Type a message in the Comments field This appears as the cover page comments 6 Attach the document tha...

Page 7: ...not complete Fax Receipt Select when you want a receipt sent to the email address in your user account Options are Never Always which sends a receipt with every fax attempt Failure which sends a receipt only when a fax is not successful Fax Attachment with If you want the fax receipt to include an attachment of the original fax select the Receipt attachment file format Options are None PDF TIFF Pr...

Page 8: ...tion included a print plugin workflow that use OS X s built in PDF support This plugin allows you to send documents to FaxFinder from applications that support printing such as Preview Pages MS Word TextEdit and LibreOffice To send a document to FaxFinder from an application 1 In the application go to File Print 2 Configure print options as though you are sending the document to a printer Use the ...

Page 9: ...der The document is converted to a PDF and sent to the FaxFinder Client 4 In the FaxFinder Client the document appears under Selected Attachments on the lower right You can add other attachments if desired 5 Select recipient s in the To field add an optional Cover Page and click Send FaxFinder User Guide 9 ...

Page 10: ...m 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 10 FaxFinder User Guide ...

Page 11: ... image shows FAX 7635551234 faxfinder example com 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 FaxFinder User Guide 11 ...

Page 12: ...ient Info and save a Select this option to fax to a recipient who isn t in the contact list Personal Contact and save recipient information as a personal contact Note If you have a large number of contacts the recipient information may take a several minutes to load 6 Enter recipient information or select the contact or group from the Contact Group list 7 Click Add Recipient 8 Repeat Steps 5 7 for...

Page 13: ... shown for one server at a time To view faxes for a different server 1 Click View Servers 2 Click a server from the pop up list Note View Servers only appears if you have two or more FaxFinders associated with the Fax Client Fax Status For outgoing faxes Fax Status Description Fax sent or received successfully Fax pending scheduled but not yet sent Fax failed or was aborted Preparing to send the f...

Page 14: ...OK To reschedule a Print Capture fax 1 Click Print Captures 2 Click the fax s New Fax icon 3 Make the desired changes and click Send For more information see Sending a Fax with the Client Canceling a Fax To cancel a scheduled fax Click the fax s Abort icon and click Yes to confirm Administrators can also delete outbound faxes through the Web Management Interface Consult the Administrator s Guide f...

Page 15: ...ewing Print Capture Fax Information Use the Print Capture page to view information on faxes sent through another application s print function Viewing Print Captures Click Print Captures Reschedule view or delete print captures as you would other faxes Note Print capture faxes also appear on the fax status pages where additional fax details are available Clearing Listed Print Captures To clear the ...

Page 16: ...up Adding Contacts This process explains how to add individual contacts through the Fax Clients To add multiple contacts contact your administrator for information on importing contacts through the Web Management Interface 1 Click Contacts 2 To switch fax servers for this contact select Fax Server from the drop down list 3 Select an Address Book Personal Contacts Global Contacts Note Your account ...

Page 17: ...an update contacts through both the FaxFinder Fax Client and the Fax Finder Fax Server interface To ensure the contact list on your fax client is current synchronize your contacts To synchronize your contacts 1 Click Contacts 2 Select a Fax Server from the drop down list 3 Click Sync Contacts 4 Click Close Filtering Contact and Group Lists When looking for a specific contact or group use filtering...

Page 18: ...roup or Edit Group page 1 Click Select Contacts 2 Select the Address Book you want Group contacts can be a mix of global and personal contacts 3 Check the contacts you want to add to the group and click OK Editing Groups To edit a group 1 Click Contacts 2 Select the group s Fax Server 3 Select group type from the Address Book Personal Group Global Group 4 Click the group s Edit icon 5 Make desired...

Page 19: ...MANAGING CONTACTS Personal Group Global Group 4 Click the group s Delete icon and click Yes to confirm FaxFinder User Guide 19 ...

Page 20: ...lick the Add Server icon for the server you want to add 4 Enter Device information If using Auto Discover Device skip to Step 4c a Enter the IP address in the Server Address field b If a secure login is required check Use SSL c Enter the Username and Password required by the device Check Show Password to display the password instead Note Username and password are case sensitive 5 Click OK Close th...

Page 21: ...ssword and secure login status for a FaxFinder 1 Click Fax Servers 2 Click the Edit Server icon for the server you want to edit 3 Make desired changes and click OK to save Note Check Use SSL to require a secure login for faxing Deleting a FaxFinder from the Fax Client To delete a FaxFinder Fax Server from your fax client software 1 Click Fax Servers 2 Click the Delete icon for the server you want ...

Page 22: ...er Information Fields Set the following options for the current server Field Description User Info 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 Include Cover Page Select Yes to include a cover page by default Default Cover Page If ...

Page 23: ...u want a receipt sent to the email address in your user account Options are Never Always which sends a receipt with every fax attempt Failure which sends a receipt only when a fax is not successful Fax Attachment with If you want the fax receipt to include an attachment of the original fax select the Receipt attachment file format Options are None PDF TIFF Setting a Default Cover Page for Your Use...

Page 24: ...lient after scheduling Check to automatically minimize the fax client window when you schedule a fax Windows only Use local client Check to use the client to convert documents to TXT or PDF If this is not conversion for TXT and PDF selected the server handles conversions Date Format Select a date format Time Format Select 12 or 24 hours Print captures Select a number of print captures to keep afte...

Page 25: ...ups Outlook Contacts Windows only 3 Windows only To include Microsoft Outlook contacts check Include Outlook Contacts Mac only To include Address Book contacts check Include Address Book Contacts 4 Click OK Checking Client Software Version To determine which version of the client software you have Windows only Click Help About Mac only ClickFaxFinder Client About FaxFinder Client FaxFinder User Gu...

Page 26: ...ons for details 3 Select a folder for Log Location a Click Browse b Highlight the folder you want and click Select Folder 4 To close Manage Logs click OK Logging Options Field Description None No log data captured Errors Collects the least information Warning Collects errors and warning information Information Collects detailed information Debugging Collects most detailed information 26 FaxFinder ...

Page 27: ...Logs and then click View Application Data 2 Double click a log file in the Logs folder to open it Deleting Logs To erase the current log 1 Click Logs 2 Click Delete Log and confirm the deletion 3 To close Manage Logs click OK To delete all log files 1 Click Logs 2 Click Delete All Logs and confirm the deletion 3 To close Manage Logs click OK FaxFinder User Guide 27 ...

Page 28: ...ld the mouse button down the mouse pointer will become a rectangle that shows a magnified view of the area If you drag the mouse the area in the magnifier will update to magnify the content currently under the mouse pointer This function opens a secondary window that shows the magnified area You can adjust the size of this window by dragging on its borders Relocate this window by putting the click...

Page 29: ...including file name and path compression dimensions colors and resolution Quit Exits the viewer About Viewer software information Thumbnail View The thumbnail image on the left of the viewer window shows a small version of the current image as well as the dimensions Left click on the thumbnail image to reset the current image to the original view This does not undo any changes that were saved FaxF...

Page 30: ...he Windows Control Panel to uninstall To download the FaxFinder client software 1 Go to www multitech com setup product go and select your FaxFinder model 2 Click Software 3 Double click the link for the version you want to install and select Run or Open depending on your system If you get a message about the publisher not being verified click Run If you get a message about the file not being comm...

Page 31: ...der 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 contents the InstallFaxFinderClient pkg and this Readme file 2 Double click on InstallFaxFinderClient pkg If you get a warning that InstallFaxFinderClient pkg can t be opened because it is from an un...

Page 32: ...rride the warning 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 Click Open to continue 32 FaxFinder User Guide ...

Page 33: ...lect the Installer app in the Dock or use Command Tab to scroll through active applications to select the Installer so that Installer window displays in the foreground 5 Follow on screen instructions to install the FaxFinder Client Close the Installer when complete 6 Unmount the disk image after closing the Installer FaxFinder User Guide 33 ...

Page 34: ...t capture 15 filter list 17 priority 7 17 21 remove from group 18 receipt 7 17 21 synchronize list 17 reschedule 14 contacts send 6 7 10 12 add 16 send Mac 8 default list 25 status 13 delete 17 view details 15 edit 16 view scheduled 14 groups 17 FaxFinder cover page delete unit from software 21 attach to fax 6 reconnect 21 set default 22 23 status 13 create fax server group 18 icons 20 management ...

Page 35: ... viewer 28 M manage fax server 20 U max attempts 7 17 21 minimize user after scheduling 24 associate with FaxFinder unit 20 on close 24 information 22 edit 22 set default cover page 22 23 O Outlook contacts 25 V version 25 P view print contacts 16 capture 14 15 fax 14 capture delete 14 24 fax details 15 send fax via 7 log 27 send fax via Mac Print Plug in 8 print capture 14 printer print capture i...