Instruction/ maintenance manual of the product FF Model Series Multi-Tech Systems
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FaxFinder ® V.34 Fax Servers FF Model Series Client User Guide Multi-Tech Systems, Inc. FaxFinder Client User Guide 1.
FaxFinder ® Client User Guide Fax Client Software for FaxFinder Ser i es PN S000406E, Version E Copyright This publication may not be reproduced, in whole or in part, without prior expressed written permission from Multi-Tech S ystems, Inc. All rights reserv ed.
T ABLE OF C ONTENT S CHAPTER 1 – IN TRODUCTION ...................................................................................................... ............ 4 A CCESSING THE F AX F INDER C LIENT S OFTWARE ......................................
Chapter 1 – Int roduct ion The FaxFinder Fax Client Software lets you deal with faxes in a new and convenient way. You can now send faxes simply by printing files from appli cat ion programs (word processo rs, graphics programs, Notepad – essentially any program that can prin t).
Chapter 1: Introduction Sending Faxes To send a fax from an application program, you must change that application program’ s target printer to “Multi-Tech FaxFinder” (thi s option becomes availabl e as so on as the FaxFinder client software is installed on your PC).
Chapter 1: Introduction Multi-Tech Systems, Inc. FaxFinder Client User Guide 6 Receiving Faxes To receive a fax from the FaxFinder system, y ou simply open the e mail message received from the FaxFinder Administrator or forwarded fro m a party who serves as a “FaxFinder A ttendant” for your network.
Chapter 2 – F axFinder Client Sof tw ar e Co nf ig uration To configure the FaxFinder Client Software, you must first install the software on a PC and then associate that installed client software with one or more specific FaxFinder hardware unit s.
Chapter 2: FaxFinder Client Software Co nfiguration B. At the Welcome screen, cl ick Next . C. At the Select Installation Folder screen, browse to the desire d file location for the FaxFinder client software. In most cases, the default file location is recommend ed.
Chapter 2: FaxFinder Client Software Co nfiguration D. At the Confirm Installation screen, click Next to beg in the installation.. E. A transient screen will appear while files are being co pied. F. You will be asked whether or not you want to associate .
Chapter 2: FaxFinder Client Software Co nfiguration G. You will be asked if you want t he Client software to automatically laun ch when the installation is complete. Select your preference. H. Then the Installation Complete screen will appear. Click Close .
Chapter 2: FaxFinder Client Software Co nfiguration The FaxFinder Fax Client Software starts automatically when the i nstallation is complete. Icons for the FaxFinder so ftware appli cations will appear in the Windows Start menu. After installation, the Client Software starts up whenever t he computer is booted.
Chapter 2: FaxFinder Client Software Co nfiguration Establishing Client User’s ID in System When the FaxFinder Fax Client Software starts, y ou will be prompted to enter your own cli ent user information in the Options | Identification screen. You will not be able to access or use the FaxFinder client until this step has been done.
Chapter 2: FaxFinder Client Software Co nfiguration Associating Client with Specific FaxFinder Unit(s) Sometimes more than one FaxFinde r unit is connected to an Ethernet network. In some cases, certain client users might be assigned to some FaxFinder u nit s and not assigned to others.
Chapter 2: FaxFinder Client Software Co nfiguration the sake of simplicity and convenience ) to use the same Username and Password for all FaxFinde r units. NOTE: The Username entered he re must match th e entry used in the “User ID” field of the Phone Book screen in the FaxFinder Serve r Software.
Chapter 2: FaxFinder Client Software Co nfiguration Disassociating the Client from a Specific FaxFinder Unit In this procedure, you will un-do the procedure “Asso cia ting Client with a Specific FaxFinder Unit.” This situation might occur when change s are being made in the network faxing system.
Chapter 2: FaxFinder Client Software Co nfiguration Disabling and Re-Enabling a Client’s FaxFinder Service Disabling a FaxFinder’s service to a spe cific client is simply a temporary version of disassociating the client from that FaxFinder.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Software Menu Command Definitions FaxFinder Fax Client Soft ware Menu Command Definitions Command Name Values Description File menu commands Send Fax -- Brings up the FaxFinder Send Fax screen, the first step in transmitting a fax message via the FaxFinder system.
Chapter 2: FaxFinder Client Software Co nfiguration The FaxFinder Send Fax Screen The FaxFinder Send Fax screen app ears (a) when you ‘print to FaxFinder’ fro m any application program, or (b) when you select the Send Fax co mmand from the File menu of the FaxFinder Fax Client Software screen.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Send Fax Screen Definitions (con t’d) Command/Field Name Values Description Recipients pane + (button) Brings up the Enter a Fax Recipien t window. At this window, you enter the name and fax n umber of the party to whom the fax will be sent.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Send Fax Screen Definitions (con t’d) Command/Field Name Values Description Cover Page pane Use Cover Page Y/N Check this checkbox to include a cover p age with your fax.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions Option tab Description Identification tab. The Fax Head er Local ID can be used to set the ID of the Sending Modem when Sendi ng a Fax using the FaxFinder Cli ent.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions (c ont’d) Command Name Values Description Edit menu commands Add Fax Server -- Brings up the Add Device Addre ss screen so that a FaxFinder or HylaFax server on the network can be associate d with the client.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions (c ont’d) Field Name Values Description Device Status tab Device (column) alpha numeric Shows stat us of FaxFinder or HylaFAX server units with which the client is associate d.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions (c ont’d) Command Name Description Device Status tab (cont’d ) Commands accessed by Righ.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions (c ont’d) Field Name Values Description Fax Ports tab Device (column) alpha numeric Shows FaxF inder units with whi ch the client is associated.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions (c ont’d) Field/Command Name Values Description Fax Log tab Recipient (column) Identifies recipient of each outgoing fax.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions (c ont’d) Field/Command Name Values Description Address Book tab Name (column) alphanumeric Shows t he name of the the selected Address Book entry.
Chapter 2: FaxFinder Client Software Co nfiguration FaxFinder Fax Client Soft ware Menu Command Definitions Command Name Values Description Address Book menu commands Add Contact -- Brings up the New Contact screen for adding entries to client-user’s personal addr ess book.
Chapter 3: F axFinder C lient Sof tw ar e Oper at ion Introduction This chapter describe s the things that a client us er can do with the FaxFinder sy stem. Three software programs are involved: the FaxFinder Cl ient Softwar e, the Multi-Tech Tiff Viewer (or designate d PDF viewer), and the Multi-Tech Cover Page Gene rator.
Chapter 3: FaxFinder Client Software Op eration Sending a Fax To send a fax by printing from an application prog ram on a client PC, follow the steps listed below. 1. The FaxFinder client software must b e installe d on the PC. (See the section “Installing FaxFinde r Client Software” earlie r in this manual.
Chapter 3: FaxFinder Client Software Op eration 5. At the application program (for example, a word processi ng program or drawing program ), print to the FaxFinder.
Chapter 3: FaxFinder Client Software Op eration 6. After the printing has been initia ted by the applicati on program, the FaxFinder Send Fax screen will appear.
Chapter 3: FaxFinder Client Software Op eration You can also access the A ddress Book di rectly to add and edit ent ries. At the FaxFinder Fax Client Software screen, go to Edit | Add Contact . 7. If you want to include a cover page with your fax, click in the “Use Cover Page” che ckbox.
Chapter 3: FaxFinder Client Software Op eration The “Cover Page Style” chosen will determine h ow this information will appear on the fax cover page. You can select a standard style from the “Cover P age Style” drop-down menu or create a style of your own in the Template Editor.
Chapter 3: FaxFinder Client Software Op eration Scheduling Fax Transmissions The FaxFinder allows you to send a fax immediately or delay its transmission until a later time.
Chapter 3: FaxFinder Client Software Op eration 7. The fax will be sent at the scheduled time. You can view the event as it happens in the FaxFinde r client software Device Status screen or after the fact in the Fax Log screen. Re-Sending a Failed Fax Locate the failed fax in the Fax Log tab of the FaxFi nder Fax Client Software.
Chapter 3: FaxFinder Client Software Op eration Putting Pending Faxes on Hold and Removing the Hold Suppose you have sent a fax to 10 recipi ents and, sh ortly after clicking on Send Fax, you realize that there is something incorrec t in the content of your fax (it may be something you want to add, delete, or change).
Chapter 3: FaxFinder Client Software Op eration 2. While the fax is being sent to the second party, the client user realize s that there is something wrong with the fax. She brings up the FaxFinder Fax Client Software screen, open s the File menu, and selects “Pause Schedule r.
Chapter 3: FaxFinder Client Software Op eration She could view the details of the fax and, at her option, view the fax again. She could re-schedule the fax for a later time.
Chapter 3: FaxFinder Client Software Op eration She could “delete” the fax, which means that that fax transmi ssion would never be com pleted. Pause is canceled on reboot .
Chapter 3: FaxFinder Client Software Op eration Sending One Fax Containing Multiple Documents The FaxFinder allows you to include mu ltiple documen ts in a single fax transmission. Those multiple documents could come from the same or different applicatio n programs.
Chapter 3: FaxFinder Client Software Op eration 3. You can also add to the list of files to be faxed out by including items that you have stored. In the “Documents” pane of the FaxFinder Send Fax screen, click + .
Chapter 3: FaxFinder Client Software Op eration Forwarding a Fax Suppose you receive a fax using the FaxFinder sy ste m. Suppose that fax message is something you want to pass along to another party i.
Chapter 3: FaxFinder Client Software Op eration 4. In the FaxFinder Send Fax screen, specify a recipient for the fa x. The recipient could eith er come from your Address Book or be entered by clicking “+” in the “Recipients” pane and then typing the Name and Fax Number in the Enter a Fax Recipient dialog box.
Chapter 3: FaxFinder Client Software Op eration Receiving a Fax The FaxFinder Server delivers incomi ng faxes to client PCs in their email inboxes. Since faxes received through the FaxFinder a re transf ormed into email attachm ents, they can be directed anywhere email goe s.
Chapter 3: FaxFinder Client Software Op eration 4. The incoming fax arrives in the client’s email inbox as a messag e with an attachment. The email message is marked as being from the Fax Finder Administrator. The sender’s “Re mote ID” and the client’s name a ppear in the “Subject” line of the email message.
Chapter 3: FaxFinder Client Software Op eration 5. The FaxFinder client opens the em ail message. The incoming fax message t akes the form of a graphic file attachment. The FaxFinder Server ha s assigned the file an automatic file name. 6. The FaxFinder client can open the file or save the file.
Chapter 3: FaxFinder Client Software Op eration 4. The incoming fax arrives in the recipie nt’s email inbox as a message with an attachment. The email message is marked as being from the Fax Finder Administrator. The sender’s “Re mote ID” and the recipient’s nam e appear in the “Subject” line of the email message.
Chapter 3: FaxFinder Client Software Op eration Using the Multi-Tech Tiff Viewer The Multi-Tech Tiff Viewer program has a variety of f eatures that enhance the viewing of fax messages in graphic file form (thumbnails, zooming, spot magnifica ti on, scrolling, rotating, etc.
Chapter 3: FaxFinder Client Software Op eration Multi-Tech Systems, Inc. FaxFinder Client User Guide 50.
Chapter 3: FaxFinder Client Software Op eration While most of these features are com mon to many gr aphical programs, some warra nt a bit of explanation. Copy . The Copy function allows you to copy the fax file and insert it into a different appli cation program.
Chapter 3: FaxFinder Client Software Op eration Spot Magnifying Glass . In this viewing mode, a magnifying glass icon (cu rsor) appears. It can be used in one of three ways to magnify any port ion of the image: (a) Click over Area, (b) Click-an d- Hold Over Area, (c) Scan the Graphic.
Chapter 3: FaxFinder Client Software Op eration Click-and-Hold over Area . Two additional windows will appear. The cursor it self becomes a small secondary windo w of fixed size. The same image al so appears on a third windo w. You can adjust the size of the secondary wind ow by dragging on its bo rders.
Chapter 3: FaxFinder Client Software Op eration Importing Fax Images into Ot her Application Programs The Copy command in the Multi-Tech Tiff viewer pro gram allows you to import the fax image into other application programs.
Chapter 3: FaxFinder Client Software Op eration Setting up Your Address Book Manually The Address Book in the FaxFinder Client Software a dds significant convenience to the syste m. When recipient contact informatio n has been entered in the Address Book, this inform ation will appear automatically in the corresponding fields of the fax cover page.
Chapter 3: FaxFinder Client Software Op eration 5. A Contact – Recipient screen will appear presentin g the contact info for this particular recipient. 6. When you click on “A ddress Book” at the FaxFind e r Send Fax screen, this same contact list will appear.
Chapter 3: FaxFinder Client Software Op eration 7. When you select an item from this list and sele ct Use Cover Page , contact info will be added automatically to the appropriate fields of the cover page. 8. To delete an entry from your Address Book, sele ct the entry and right-cli ck on it.
Chapter 3: FaxFinder Client Software Op eration Setting Up Your Address Book by Synchroni zing with Outlook What Synchronization Means During synchronization, en tries from the FaxFinder Cli ent Address Book and fro m the specified folder of MS Outlook are merged into one list saved in both applications.
Chapter 3: FaxFinder Client Software Op eration 4. In the FaxFinder Fax Client Software, go to the Device Status ta b and select Outlook Synchronizer in the “Device” list. 5. Right-click on Outlook Synchronize r and select Sy nchronize with Outlook .
Chapter 3: FaxFinder Client Software Op eration Setting Up Address Books with CSV Files Files in CSV format (comma separated values) co nsist of spre ad-sheet data presented in ASCII (plain text) form. As such, the data can be transferred between different appli cation programs.
Chapter 3: FaxFinder Client Software Op eration To map the fields from the CSV file to the FaxFinde r Address Book format, you create a c ustom template file using the FaxFinder’s Template Map ping screen.
Chapter 3: FaxFinder Client Software Op eration Exporting a FaxFinder Address Book to CSV File Format 1. At the FaxFinder Client software, go to Address Book | Expor t .
Chapter 3: FaxFinder Client Software Op eration Importing CSV Files into FaxFinder A ddress Book with Fitted Template 1. In the FaxFinder Fax Client software, go to Address Boo k | Import . The Address Book Import screen will appear. 2. Under “CSV Import file,” click Browse .
Chapter 3: FaxFinder Client Software Op eration 6. To find out whether or not the new entries are bei ng properly placed into the Addres s Book format, click Preview Import . The Template Mapping screen will appear. Use the Next Record and Previous Record button s to page through the entries as they woul d appear if you proceed with importing.
Chapter 3: FaxFinder Client Software Op eration For example, if the first record ha s a literal value of “Name” in the Name field, a literal value of “Organization” in the Organization field, etc., then your import CS V file did indeed have First Line Headings and you may have failed to check the “First Line Hea ding” check box.
Chapter 3: FaxFinder Client Software Op eration Importing CSV Files into FaxFinder Addr ess Book with a Customized Template CSV contact lists can be created in many applications (M S Outlook, MS Excel, Notepad, etc.
Chapter 3: FaxFinder Client Software Op eration 2. In the FaxFinder Client software, go to Address Book | Import . The Address Book Import screen will appear. Browse to find the CSV file that you want to import. 3. Click Define Template . The Template Mapping screen will appear.
Chapter 3: FaxFinder Client Software Op eration 6. When one field name from the drop -down list has been added (with the + button), the next CSV field name in the drop-down list will appear. Click + on the next line to associate that CSV field with the next New Contact screen field (if t he association ma kes sense).
Chapter 3: FaxFinder Client Software Op eration Finish mapping all appropr iate CSV fields to New Contact screen fields. 11. When the mapping is complete, click OK . You will then be prompted to name the template file that you have just created to accommodate this CSV file.
Chapter 3: FaxFinder Client Software Op eration 12. The Address Book Import scree n will return. It will list both the C SV import file and the template file you have just created. 13. To confirm that the field m apping is appropriate, click on Prev iew Import .
Chapter 3: FaxFinder Client Software Op eration 16. The new entries from the C SV file will now appear in your Address Book . Multi-Tech Systems, Inc. FaxFinder Client User Guide 71.
Chapter 3: FaxFinder Client Software Op eration Transferring an Established Standard FaxFinder Address Book to a New Client- User A FaxFinder Address Book can be crea ted in any of several ways: new c.
Chapter 3: FaxFinder Client Software Op eration 4. At the FaxFinder Client software, the new client-user should go to Address Book | Import . At the Address Book Import screen, the client-user sh ould.
Chapter 3: FaxFinder Client Software Op eration Using Stock Cover Pages Faxes are often accompanied by a cover page that specif ies from whom it was sent, to whom it was sent, the date, and other details about the sending an d receiving parties. The FaxFinder system offers several ready-made (stock) cover page s that can be used for this purpose.
Chapter 3: FaxFinder Client Software Op eration 3. When the FaxFinder Send Fax screen appears, it w ill list the document we want to fax in its “Documents” pane.
Chapter 3: FaxFinder Client Software Op eration 4. The FaxFinder Send Fax screen app ears again but this time our recipient has been entere d. Multi-Tech Systems, Inc.
Chapter 3: FaxFinder Client Software Op eration 5. Since we intend to use a cover page, we cli ck “Use Cover Pa ge” and then select a stock cover page from the “Cover Page Style” drop-down list. We can then type a subject for the fa x message and type a cover page note, each in the appropriate fields.
Chapter 3: FaxFinder Client Software Op eration 6. To see how the cover page ap pears after the send er and re cipient information has been automatically inserted, click Preview Fax. This is how the fax cover page will be sent. 7. To send the fax, simply click Send Fax in the FaxFinder Send Fax screen.
Chapter 3: FaxFinder Client Software Op eration Creating or Modifying Cover Page Styles The Multi-Tech Cover Page Generator progra m allows you either to produce custom cover pag es or to use existing style templates.
Chapter 3: FaxFinder Client Software Op eration 3. Several types of objects can be added to a cover page file. These are listed in the Insert dropdown menu. The commands to create these obje cts can be invoked either here or from buttons on the Tool Bar.
Chapter 3: FaxFinder Client Software Op eration The FaxFinder supports the automated f ield types listed in the table belo w. Object Type in Template Editor Source of Info Placed in Field Description .
Chapter 3: FaxFinder Client Software Op eration 6. Enter the field label in the Static Text box. Be sure to allow enough room for the size of font you have chosen. If the box is too small for t he font size, the text will be cut off. To select font, the font st yle, and font size, use the cursor.
Chapter 3: FaxFinder Client Software Op eration You might want the automated field value to be placed on a line or in a re ctangle. If so, you could use the line cursor to put a line beneath the edit box or use the rectangle cursor to place a rectangle around the edit box.
Chapter 3: FaxFinder Client Software Op eration 8. To add a graphic file to the cover page template, cl ick on the Image icon. Then browse to the directory that contains the desired graphic file. Files of type bmp and tif can be inserted into cover pages.
Chapter 3: FaxFinder Client Software Op eration Modifying Existing Cover Page Templates Note : While all five stock cover page styles can be readily customized, the styles “PlainComplete” and “Plai nShort” are especially well suited to custo mization.
Chapter 3: FaxFinder Client Software Op eration For our example, we will rename the file rmc1.cpg, for the purposes of our fictitiou s company, Rocky Mountain Construction, Inc.
Chapter 3: FaxFinder Client Software Op eration 5. Add com pany logo at top of cover page. For our example, we will add the gra phic file “ff-rocky-mtn-logo1.bmp” to the co ver page. In the Insert menu of the Template Editor, select “Im age.” Browse to the location of the gr aphics file to be used.
Chapter 3: FaxFinder Client Software Op eration 6. Add company slogan to bottom of template. For the purposes of our fictitious company, Rocky Mountain Construc tion, Inc., we will use the slogan “Building on New Horizon s.” Select the “Static Text” cursor labeled N and drag to open a text box at the bottom of the template page.
Chapter 3: FaxFinder Client Software Op eration 7. In the File menu, select “Save As” and overwrite the f ile using the same filen ame used in step 3, saving it in the ‘Application Data’ directory for the FaxFinder client software.
Chapter 3: FaxFinder Client Software Op eration 9. When the fax is sent, the ‘automated’ fields on the cover page template will be filled in with information from the Address Book (if the recipient is listed there). Click on “P review Fax” in the FaxFinder Send Fax screen to examine the fax with cover pa ge.
Chapter 3: FaxFinder Client Software Op eration Cover Page Generator Menu/Icon Command Descriptions File Menu FaxFinder Cover Page Generator Soft ware Menu Command Definitions (cont’d) Command Name Icon Shortcut Description File Menu commands New Ctrl + N Creates new cover page te mplate file.
Chapter 3: FaxFinder Client Software Op eration Edit Menu The Undo command (also accessible using the ke yboard shortcut Ctrl + Z). The undo button. Undo reverses the effect of the last command.
Chapter 3: FaxFinder Client Software Op eration FaxFinder Cover Page Generator Soft ware Menu Command Definitions (cont’d) Command Name Icon Description Insert menu commands Static Text Use to insert text objects needed in the cover page te mplate. These uses include labels for auto mated fi elds (TO, FROM, DATE, etc.
Chapter 3: FaxFinder Client Software Op eration Settings Menu FaxFinder Cover Page Generator Soft ware Menu Command Definitions (cont’d) Command Name Icon Description Settings Menu commands Font Brings up Font dialog box in which font, font size, and font style can be set.
Cha p t er 4 – W arr anty , S e rv ic e, & Re p a i r Multi-Tech Warranty Statement Multi-Tech Systems, Inc., (hereafter “MTS”) warrants t hat its products will be free from defects in mater.
Chapter 4: Warranty, Service, & Repair Multi-Tech Systems, Inc. FaxFinder Client User Guide 96 Repair Procedures for International Cu stomers (Outside U. S.A. and Canada) Your original point-of-purchase Re seller may offer the quickest and most economical repair option for your Multi-Tech product.
An important point after buying a device Multi-Tech Systems FF Model Series (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Multi-Tech Systems FF Model Series yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Multi-Tech Systems FF Model Series - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Multi-Tech Systems FF Model Series you will learn all the available features of the product, as well as information on its operation. The information that you get Multi-Tech Systems FF Model Series will certainly help you make a decision on the purchase.
If you already are a holder of Multi-Tech Systems FF Model Series, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Multi-Tech Systems FF Model Series.
However, one of the most important roles played by the user manual is to help in solving problems with Multi-Tech Systems FF Model Series. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Multi-Tech Systems FF Model Series along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
