Philips LFH 9160 User manual

AN Docking Station
or Digital Pocket Memo 9600/9620
LFH 9160
www.philips.com/dictation
EN User manual 3
DE Benutzerhandbuch 33
FR Manuel de l‘utilisateur 63
ES Manual del usuario 93

eclaration of Conformity
Tested to comply with FCC standards
FOR HOME OR OFFICE USE
Model Number: LFH 9160
Trade Name: Philips LAN Docking Station 9160
Responsible Party: Philips Speech Processing
Address: 64 Perimeter Center East, Atlanta, GA 30346, USA
Telephone number: (888) 260-662
Website: www.philips.com/dictation
This device complies with Part 5 o the FCC Rules. Operation is subject to the ollowing two conditions:
) This device may not cause harm ul inter erence.
2) This device must accept any inter erence received, including inter erence that may cause undesired operation.

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E N G L I S H
 Introduction 4
1.1 Features 4
1.2 Package contents 4
1.3 System requirements 5
1.4 Overview 5
2 Installation 6
2.1 Installation using DHCP 6
2.2 Installation using the actory de ault IP address 7
3 Configuration 9
3.1 Setting up the FTP server 10
3.2 Setting up the file upload directory on your FTP server 10
3.3 Files stored in the file upload directory 11
3.4 Setting up the file upload user account on your FTP server 11
3.5 FTP settings 12
3.6 Automatic file upload 13
3.7 Changing the IP address o the LAN Docking Station 14
3.8 Changing the LAN Docking Station administrator password 16
3.9 Assigning a comment to the LAN Docking Station 17
3.10 Upgrading the LAN Docking Station firmware 17
3.11 Resetting to actory de aults 18
4 LAN ocking Station Administration Tool 20
4.1 Obtaining the Administration Tool so tware 20
4.2 System requirements 20
4.3 Installation 21
4.4 First-time configuration 21
4.5 Overview o the LAN Docking Stations 22
4.6 Using the Initial Setup Installer to install a LAN Docking Station 24
4.7 Changing the settings o multiple LAN Docking Stations 25
4.8 Changing the settings o a single LAN Docking Station 25
4.9 Upgrading the firmware o LAN Docking Stations 26
5 Troubleshooting 28
User manual

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 Introduction
C Important: Read these instructions or in ormation about using the product correctly and
sa ely. You can also download the same file rom www.philips.com/dictation.
1.1 Features
Simplify the dictation workflow:
Upload the dictation files rom your Digital Pocket Memo directly to the network without a
PC or upload application
Reduce document creation time, trans er dictation files directly to your transcriptionist
Recharge the batteries o your Digital Pocket Memo while docked
Guaranteed security throughout the entire dictation workflow:
Password protection o the LAN Docking Station
Support o SFTP file trans er
Encryption o dictation (.dss) files
The t protection by Kensington lock
Reduce total cost of IT ownership and maintenance:
Save time by centralized so tware installation or multiple authors
Minimum user training required
Remote configuration and maintenance o the LAN docking station
Plat orm independent (key components unction in Windows and Linux environments)
1.2 Package contents
LAN Docking Station 9160
Power Supply
RJ45 network cable
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1.3 System requirements
10/100 Mbit/s Local Area Network with RJ45 connections
FTP server with a user account configured or the LAN Docking Station
DHCP server (recommended)
1.4 Overview
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Docking slot or the Digital Pocket Memo
Green LED indicates that the Digital Pocket Memo batteries are recharging
Yellow LED indicates that dictation files are being trans erred
Power supply socket
Socket or Kensington lock
RJ45 network socket or connection to the Local Area Network
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2 Installation
When installing one or more new LAN Docking Stations to your network, you can set it up in
one o two ways:
Use the DHCP service on your network to assign IP addresses to the LAN Docking Stations
based on the MAC address o each LAN Docking Station, or
Set the LAN docking station to a de ault IP address to access the configuration inter ace and
assign a fixed IP address
The LAN Docking has a de ault configuration setting to use the DHCP server to obtain its IP
address. This makes it easier to do a batch installation o several LAN Docking Stations in a
corporate network. See nstallation using DHCP below or more in ormation.
I your network does not support DHCP, you can set the LAN Docking Station to use a de ault
static IP address to get started. See nstallation using the factory default P address below or more
in ormation.
2.1 Installation using HCP
I your network has a DHCP server, ollow the steps below to install new LAN Docking Stations:
 Make a note o the MAC address o every LAN Docking Station that you are about to install
(The MAC address can be ound on the bottom plate o the LAN Docking Station).
2 Configure your DHCP server to assign an IP address to each LAN Docking Station based on
the MAC address o each LAN Docking Station. Re er to the documentation o your DHCP
server or more in ormation.
3 Deploy the LAN Docking Stations throughout your organization. Connect each LAN
Docking Station to the main power supply with the included Philips power supply. Connect
each LAN Docking Station to a ree network socket using the RJ45 network cable.
4 Open a Web browser on your PC and load the LAN Docking Station configuration inter ace
or each assigned IP address to configure the LAN Docking Stations individually. See
Configuration on page 9 or more in ormation.
D Note: The LAN Docking Station is configured by de ault to obtain an IP address rom your
DHCP server. I this de ault setting has been changed, you must reset the device to its actory
de ault settings be ore starting. Read Resetting to factory defaults on page 18 or in ormation
on how to reset the LAN Docking Station to actory de ault settings.
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E Tip: It is good practice to make a note o the location and network socket number o each
LAN Docking Station be ore they are deployed. You can enter this in ormation into the
comment field o the LAN Docking Station configuration inter ace, which will make it easier to
troubleshoot and maintain LAN Docking Stations in your network. See Assigning a comment to
the LAN Docking Station on page 17 or more in ormation about assigning comments.
2.2 Installation using the factory default IP address
I your network does not have a DHCP server, ollow these steps to install a new LAN Docking
Station:
For users o the Digital Pocket Memo 9600 (with international 4-position slide switch):
 Connect the LAN Docking Station to the main power supply with the included Philips power
supply.
2 Connect the LAN Docking Station to a ree network socket using the RJ45 network cable.
3 Slide a Digital pocket Memo 9600 or 9620 into the docking slot o the LAN Docking Station.
4 Press and hold the EOL, the FAST FORWARD and the MENU button on the Digital Pocket
Memo simultaneously or 3 seconds. The LAN Docking Station will be configured to use the
static IP address 192.168.109.1 (subnet mask 255.255.255.0).
5 Configure the network connetion settings o your PC to use a static IP address like
192.168.109.xxx and subnet mask 255.255.255.0 or the network socket that is used to
connect the LAN Docking Station.
6 Open a Web browser on your PC and enter http://192.168.109.1 in the address field
7 Your user name and password is required. Leave the USER NAME field empty and enter
‚administrator‘ in the PASSWORD field.
8 Change the IP address o the LAN Docking Station according to your network policy. See
Assigning a static P address on page 15 or more in ormation.
9 Make any additional configuration changes as you see fit. See Configuration on page 9 or more
in ormation.
For users o the Digital Pocket Memo 9620 (with Philips 4-position slide switch):
 Connect the LAN Docking Station to the main power supply with the included Philips power
supply.
2 Connect the LAN Docking Station to a ree network socket using the RJ45 network cable.
3 Slide a Digital pocket Memo 9600 or 9620 into the docking slot o the LAN Docking Station.

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4 Press and hold the EOL, the RECORD and the MENU button on the Digital Pocket Memo
simultaneously or 3 seconds. The LAN Docking Station will be configured to use the static IP
address 192.168.109.1 (subnet mask 255.255.255.0).
5 Configure the network connetion settings o your PC to use a static IP address like
192.168.109.xxx and subnet mask 255.255.255.0 or the network socket that is used to
connect the LAN Docking Station.
6 Open a Web browser on your PC and enter http://192.168.109.1 in the address field
7 Your user name and password is required. Leave the USER NAME field empty and enter
‚administrator‘ in the PASSWORD field.
8 Change the IP address o the LAN Docking Station according to your network policy. See
Assigning a static P address on page 15 or more in ormation.
9 Make any additional configuration changes as you see fit. See Configuration on page 9 or more
in ormation.
D Note: This procedure resets all configuration settings o the LAN Docking Station to their
actory de aults.
C Important: I installing several LAN Docking Stations, be sure to change the IP address o
the LAN Docking Station be ore connecting the next one to the network. Failure to do so
will result in IP address conflicts, making the configuration inter ace o the LAN Docking
Station inaccessible.

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3 Configuration
Once the LAN Docking Station is connected to the network, it can be configured using a simple
HTML inter ace rom any HTML4-compliant Web browser.
There is also an Administration Tool that can be used to manage and update the configuration
settings o several LAN Docking Stations (batch update). See LAN Docking Station Administration
Tool on page 20 or more in ormation.
To open the LAN Docking Station configuration inter ace, ollow these steps:
 Open a Web browser on your PC.
2 Enter the IP address o the LAN Docking Station that you want to configure into the address
field o the Web browser.
3 The Web browser prompts you or a user name and password. Leave the user name field
empty and enter the administrator password. I you are accessing the configuration inter ace
or the first time, the de ault password is ‚administrator‘.
4 The configuration inter ace appears with the ollowing panels: Status, IP settings, FTP
settings, Automatic file upload, Comments, Firmware upgrade and Administrator password.

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3.1 Setting up the FTP server
The LAN Docking Station can automatically upload dictation files to an FTP server when a Digital
Pocket Memo is connected.
The LAN Docking Station has been tested with a number o FTP servers or the Windows
and Linux plat orms. It should also unction with any other FTP server con orming to the FTP
protocol specifications standard. The ollowing FTP servers have been tested with the LAN
Docking Station:
Microso t Internet In ormation Server
WS FTP Server
WinSSHD
FileZilla Server
ree tpd
OpenSSHD
D Note: The LAN Docking Station opens FTP data connections in passive mode. I there is
a firewall between the LAN Docking Station and your FTP server, make sure that the LAN
Docking Station can connect to port numbers used or passive data trans er. Re er to the
User Manual o your FTP server or more in ormation.
3.2 Setting up the file upload directory on your FTP server
Create a directory on the FTP server to store uploaded dictation files. This dictory will be
re erred to as the ‚file upload directory‘ in this user guide.
I you have multiple LAN Docking Stations on your network, there is no need to create a
dierent file upload directory or each installation. The LAN Docking Station was designed to
work more eciently with a single shared file upload directory.
E Tip: It is a good practice to make the file upload directory available to employees at
your organization as a shared network older that they can map to a drive letter on their
computers. This makes it quick and easy or them to pick up dictation jobs, and allows you to
control access to the uploaded dictation files using the existing user and group configuration
in your network domain.
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3.3 Files stored in the file upload directory
When dictation files are uploaded rom a Digital Pocket Memo, the LAN Docking Station creates
a subdirectory with the serial number o the Digital Pocket Memo under the file upload directory
and places all uploaded files there. The file names o the uploaded files are composed o the name
o the author, the sequential number o the file, and the .DSS file extension.
The LAN Docking Station also creates a “configuration” subdirectory in the file upload directory
and creates a file named MAC_config.txt, where MAC is the MAC address o the LAN Docking
Station. These files contain configuration in ormation or the LAN Docking Station and are used
by the Administration Tool. See LAN Docking Station Administration Tool on page 20 or more
in ormation.
3.4 Setting up the file upload user account on your FTP server
Create a user account on your FTP server that the LAN Docking Station will use to upload
dictation files. This user account needs the ollowing access rights to the file upload directory:
Create subdirectories
Create and write files
List directory contents
The user name and password or this user account must be entered at the LAN Docking Station
configuration inter ace. See the next chapter or details.
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3.5 FTP settings
Once you have your FTP server set up, you must configure the LAN Docking Station to use it. To
configure the FTP settings, ollow these steps:
 Open the LAN Docking Station
configuration inter ace by entering its IP
address in your Web browser or using the
LAN Docking Station Administration Tool.
2 I your FTP server can accept secure (SFTP)
connections, check the SFTP radio button
on the FTP settings panel. Otherwise, check
the FTP radio button on the FTP settings
panel.
3 Enter the domain name or IP address o
your FTP server into the FTP SERVER field.
The FTP server does not have to be on the
the local area network. I you re erence the
FTP server using its domain name, make
sure that at least one DNS server is configured (see Assigning a static P address on page 15) or
that you are using DHCP (see Assigning an P address from DHCP on page 14).
4 Enter the port number o your FTP server into the FTP PORT field. The port number should
be 21 or FTP or 22 or SFTP, unless your FTP server is configured with a nonstandard port
number.
5 Enter the name o the FTP user account into the USERNAME field. This should be the user
account you have set up to receive dictation file uploads rom the LAN Docking Station. See
Setting up the FTP server on page 10 or more in ormation.
6 Enter the password o the FTP user account into the PASSWORD field and confirm the
password by typing it again into the CONFIRM PASSWORD field.
7 Enter the path to the directory to receive dictation files into the PATH ON SERVER field. I
you want to use the de ault directory o the user account, leave the field empty.
8 Press the SUBMIT button at the bottom o the FTP settings panel in order to save your
changes.

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3.6 Automatic file upload
The automatic file upload settings let you configure which dictation files are automatically
uploaded to the FTP server when a Digital Pocket Memo is connected to the LAN Docking
station.
 Open the LAN Docking Station
configuration inter ace by entering its IP
address in your Web browser or using the
Administration tool.
2 Choose how the automatic file upload
settings should be determined:
I you want the configuration settings
o the connected Digital Pocket Memo
to determine which dictation files
are uploaded, then check the DPM
CONFIGURATION DEFINES FILES TO
UPLOAD radio button and skip to step
5. Re er to the Digital Pocket Memo User Manual on configuring automatic file upload
settings.
I you want to configure automatic file upload settings here, check the LAN DOCKING
STATION DEFINES UPLOAD SETTINGS radio button. In this case, configuration settings
o the connected Digital Pocket Memo will be ignored.
3 Choose which files should be uploaded when a Digital Pocket Memo is connected to the LAN
Docking Station:
Check the UPLOAD ALL DICTATION FILES radio button i you want all dictation files to
be uploaded when a Digital Pocket Memo is connected.
Check the EOL DICTATION FILES ONLY radio button i you only want to upload
dictation files that have been marked finished with the EOL (End-o -Letter) button.
4 Check the DELETE UPLOADED check box i you want to delete dictation files rom the
Digital Pocket Memo that have been success ully uploaded to the FTP server. Clear the check
box i you want to leave the uploaded files on the Digital Pocket Memo.
5 Press the SUBMIT button at the bottom o the panel to save your changes.
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3.7 Changing the IP address of the LAN ocking Station
You can assign a static IP address to the LAN Docking Station or have the LAN Docking station
use the DHCP service on your network to obtain an IP address automatically.
3.7.1 Assigning an IP address from HCP
D Note: I you are installing the LAN Docking Station or the first time, please ollow the
instructions in the nstallation chapter on page 6.
To have the LAN Docking Station obtain an IP address automatically rom the DHCP server on
your network, ollow these steps:
1 Make a note o the MAC address o the
LAN Docking Station. The MAC address can
be ound on the bottom plate o the LAN
Docking Station.
2 Configure your DHCP server to assign an IP
address to the LAN Docking Station based
on the MAC address o the LAN Docking
Station. Re er to the documentation o your
DHCP server or more in ormation.
3 Open the LAN Docking Station
configuration inter ace by entering its IP
address in your Web browser or using the
LAN Docking Station Administration Tool.
4 Check the OBTAIN IP ADDRESS
AUTOMATICALLY (DHCP) check box on the IP Settings panel.
5 Click the SUBMIT button at the bottom o the IP settings panel in order to save your
changes. The LAN Docking Station will obtain an IP address rom the DHCP server
immediately and every time it is powered on.
D Note: The IP address o the LAN Docking Station is updated immediately, so its
configuration inter ace will no longer be accessible rom the old IP address.

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3.7.2 Assigning a static IP address
D Note: I you are installing the LAN Docking Station or the first time, ollow the instructions
in the nstallation chapter on page 6.
E Tip: To display the current IP address assigned to a LAN Docking Station and its MAC
address, slide a Digital pocket Memo 9600 or 9620 into the docking slot and press the MENU
button and RIGHT SMART BUTTON on the Digital Pocket Memo simultaneously.
To assign a static IP address to the LAN Docking Station, ollow these steps:
1 Open the LAN Docking Station
configuration inter ace by entering its IP
address in your Web browser or using the
LAN Docking Station Administration Tool.
2 Check the USE THE FOLLOWING IP
SETTINGS check box on the IP settings
panel.
3 Enter the IP address you want to assign
to the LAN Docking Station into the IP
ADDRESS field.
4 Enter the subnet mask or this IP address
into the SUBNET MASK field.
5 Enter the IP address o your network
gateway into the DEFAULT GATEWAY field.
6 Enter the IP address o a DNS server on your network into the PREFERRED DNS SERVER
field. A DNS server is only required i you re erence your FTP server using a domain name on
the FTP settings panel (see FTP settings on page 12). Leave the field empty i you do not want
to speci y a DNS server.
7 You can enter the IP address o another DNS server into the ALTERNATE DNS SERVER
field. This alternate DNS server will only be used i the pre erred DNS server is not available.
Leave the field empty i you don‘t want to speci y an alternate DNS server.
8 Press the SUBMIT button at the bottom o the IP settings panel in order to save your
changes. The LAN Docking Station will change its IP address immediately and will attempt to
use this static IP address every time it is powered on.

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D Note: The IP address o the LAN Docking Station is updated immediately, so its
configuration inter ace will no longer be accessible rom the old IP address.
C Important: When assigning a static IP address to the LAN Docking Station, make sure that
the address you assign is available on your network. I the IP address is already in use on your
network, the configuration inter ace o the LAN Docking Station will not be accessible. You
can resolve this situation by reeing up the IP address on the network and powering the LAN
Docking Station o then back on, or by resetting the LAN Docking Station to actory de ault
settings. See Resetting to factory defaults on page 18 or more in ormation.
3.8 Changing the LAN ocking Station administrator password
To access the configuration inter ace o the LAN Docking Station, you must enter a password.
The actory de ault password is ‚administrator‘. The administration password protects the
settings o the LAN Docking Station against unauthorized access. It is highly recommended that
you change the de ault password when you first log on to the configuration inter ace.
1 Type the new password into the
ADMINISTRATOR PASSWORD field on the
password settings panel.
2 Confirm the password by typing it again into
the CONFIRM PASSWORD field.
3 Press the SUBMIT button at the bottom o
the password settings panel.
D Note: I the password and the confirmation do not match, you will get an error pop-up
message a ter pressing the SUBMIT button. I this happens, start over rom step 1.
C Important: When you access the configuration inter ace o the LAN Docking Station,
your password is sent over the network in clear text ormat. Do not use your domain
administrator password or any existing network password or the LAN Docking Station.
E Tip: I you have several LAN Docking Stations in your network, it is advisable to use the
same administrator password or each. This makes it easier to access them rom the LAN
Docking Station Administration Tool (see page 20).

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3.9 Assigning a comment to the LAN ocking Station
You can assign comments to each LAN Docking Station. Assigning comments is not required, but
it can help you identi y individual LAN Docking Stations within your organization.
1 Enter the name o the oce (where the
LAN Docking Station is installed) along with
a comment in the the comments panel. This
will help you identi y this LAN Docking
Station.
2 Press the SUBMIT button at the bottom o
the comments panel to save your changes.
D Note: The ROOM field is limited to 128
characters; the COMMENT field is limited
to 255 characters.
3.10 Upgrading the LAN ocking Station firmware
Occasionally Philips may release new versions o the firmware with bug fixes and eature
improvements. Visit the support center at www.philips.com/dictation to check i a new firmware
version is available or the LAN Docking Station. The current version o the firmware is displayed
at the top o the configuration inter ace on the STATUS panel.
1 Download the latest firmware (.bcd file) rom www.philips.com/dictation.
2 Save the .bcd file to to a network location that the LAN Docking Station can access. This can
be either an FTP server or an HTTP Web server.
3 Open the LAN Docking Station configuration inter ace by entering its IP address in your
Web browser or using the LAN Docking Station Administration Tool.
4 Select the type o server (FTP, SFTP, HTTP) where you have saved the .bcd file.
5 Enter the domain name or IP address o the server hosting the firmware file into the SERVER
field (the server does not have to be on your Local Area Network). I you re erence the
server using its domain name, make sure that at least one DNS server is configured (see
Assigning a static P address on page 15) or that you are using DHCP (see Assigning an P address
from DHCP on page 14).

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6 Enter the port number o your server
into the PORT field. Unless your server
is configured to use nonstandard port
numbers, you should use 21 or an FTP
server, 22 or an SFTP connection and 80 or
an HTTP Web server.
7 I your server requires authentication to
download the firmware file, enter the name
o the user account, the password, and
confirm the password. Otherwise leave the
USERNAME, PASSWORD and CONFIRM
PASSWORD text fields empty.
8 Enter the ull path and file name to the .bin
file o the new firmware into the PATH ON
SERVER text field.
9 Press the UPGRADE NOW button to start the upgrade process.
D Note: Once the firmware upgrade is complete, the LAN Docking Station will restart. You
may get disconnected rom the configuration inter ace.
3.11 Resetting to factory defaults
Follow these steps to reset the LAN Docking Station to its actory de ault configuration settings:
B Warning: When you reset the LAN Docking Station, all your configuration settings will be
lost.
For users o the Digital Pocket Memo 9600 (with international 4-position slide switch):
1 Make sure that the LAN Docking Station is connected to the main power supply using the
Philips power supply.
2 Slide a Digital pocket Memo 9600 or 9620 into the docking slot o the LAN Docking Station.
3 Press and hold the EOL, the FAST FORWARD and the MENU button on the Digital Pocket
Memo simultaneously or 3 seconds.
4 The configuration settings o the LAN Docking Station will reset to their actory de aults,
and the LAN Docking Station will restart. The IP address o the LAN Docking Station will be
set to 192.168.109.1 (subnet mask 255.255.255.0).

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5 Open the LAN Docking Station configuration inter ace by entering its IP address in your
Web browser.
6 You will be prompted to enter a user name and a password. Leave the user name field empty
and enter ‚administrator‘ in the PASSWORD field.
7 Change the IP address o the LAN Docking Station according to your network policy. See
Changing the P address of the LAN Docking Station on page 14 or more in ormation.
For users o the Digital Pocket Memo 9620 (with Philips 4-position slide switch):
1 Make sure that the LAN Docking Station is connected to the main power supply using the
Philips power supply.
2 Slide a Digital pocket Memo 9600 or 9620 into the docking slot o the LAN Docking Station.
3 Press and hold the EOL, the RECORD and the MENU button on the Digital Pocket Memo
simultaneously or 3 seconds.
4 The configuration settings o the LAN Docking Station will reset to their actory de aults,
and the LAN Docking Station will restart. The IP address o the LAN Docking Station will be
set to 192.168.109.1 (subnet mask 255.255.255.0).
5 Open the LAN Docking Station configuration inter ace by entering its IP address in your
Web browser.
6 You will be prompted to enter a user name and a password. Leave the user name field empty
and enter ‚administrator‘ in the PASSWORD field.
7 Change the IP address o the LAN Docking Station according to your network policy. See
Changing the P address of the LAN Docking Station on page 14 or more in ormation.

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4 AN Docking Station Administration Tool
The Administration Tool allows the network administrator to quickly overview the status o up
to 100 LAN Docking Stations connected to a network and make configuration changes to them
rom a centralized user inter ace.
4.1 Obtaining the Administration Tool software
The Administration Tool is sold separately. Contact your local reseller or more in ormation.
4.2 System requirements
Hardware
IBM PC or compatible computer
Pentium III, 1 GHz, 512 MB RAM
10 MB hard disk space (350 MB i .NET and additional third party so tware installation is
required)
CD-ROM drive
LAN connection
Operating System
Windows 2000 (with service pack 4)
Windows XP (with service pack 2)
Windows Server 2003
Software
Microso t .NET Framework 2.0
Microso t Windows Installer 3.1
Microso t Core XML Services (MSXML) 6.0
I a required so tware cannot not be ound on the target computer, the installer will attempt to
install it.
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