Vidicode Call Recorder Pico User manual

Call Recorder Pico
Manual
V2.5
VC2000
vidicode
Vidicode
Blauw-roodlaan 140
2718 SK Zoetermeer
The Netherlands
Phone
[phone]
Fax
[phone]
Sales
[phone]
Support
[phone]
Email
[email protected]
Internet
www.vidicode.com

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1. Green LED *
2. Red LED **
3. Record button
4. Handset out / Line out
5. I II Switch
6. Handset in / Line in
7. USB
8. Speaker / microphone ***
*) The green LED indicates that the software on the computer has
detected the Pico and its driver is running.
**) The red LED indicates a recording is being made.
***) Connect a microphone to record a conversation in the room, or
connect speakers to play back a previously made recording.

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Care and Maintenance
Keep the Call Recorder Pico dry. If it gets wet,
wipe it dry immediately with a soft, clean cloth.
Liquids might contain minerals that corrode the
electronic circuits.
Use and store the Call Recorder Pico only in
temperature conditions between 0 and 40 degrees
Celsius. Temperature extremes can shorten the life
of electronic devices and distort or melt plastic
parts.
Keep the Call Recorder Pico away from excessive
dust and dirt.
Do not use aggressive chemicals, cleaning solvents
or strong detergents to clean the Call Recorder
Pico.

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Contents
1Introduction ................................................................ 7
2Getting started............................................................ 8
2.1 Hardware installation.......................................................8
2.2 Notification........................................................................8
2.3 Connecting the Call Recorder Pico...................................8
2.3.1 Record from telephone line................................................... 9
2.3.2 Record from handset ............................................................. 9
2.3.3 Record from microphone ..................................................... 10
2.4 Connect the Pico to the PC.............................................11
2.4.1 Connecting the first Call Recorder Pico............................... 11
2.5 Software installation ......................................................11
2.5.1 Software configuration ....................................................... 12
2.5.2 Connecting more Call Recorders Pico ................................. 14
3Options ......................................................................15
3.1 Language .........................................................................15
3.2 Device settings ................................................................15
3.2.1 Basic ...................................................................................... 15
3.2.2 Start / Stop ........................................................................... 17
3.2.3 Volume.................................................................................. 18
3.2.4 Extra...................................................................................... 20
3.3 Setup................................................................................21
3.3.1 Playback ................................................................................ 21
3.3.2 Recording.............................................................................. 21
3.3.3 Notification message ........................................................... 23
3.3.4 Screen.................................................................................... 26

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3.3.5 License................................................................................... 27
3.3.6 Data storage ......................................................................... 28
3.3.7 Start / Exit............................................................................. 29
3.3.8 Security ................................................................................. 31
3.3.9 Display .................................................................................. 31
4Playback and recording..............................................33
4.1 Normal playback .............................................................33
4.2 Playback in a call .............................................................33
4.2.1 Playback and recording control display.............................. 34
4.2.2 Hotkeys ................................................................................. 35
4.2.3 Using the Pico device as speaker output............................ 35
4.3 Automatic recording.......................................................35
4.4 Manual recording ...........................................................35
4.4.1 Adding notes to a recording ............................................... 35
5Layout of the software ..............................................37
5.1 Main Menu ......................................................................37
5.1.1 File......................................................................................... 37
5.1.2 View ...................................................................................... 38
5.1.3 List......................................................................................... 39
5.1.4 The Recycle Bin..................................................................... 40
5.1.5 Action.................................................................................... 41
5.2 List, Search and Audio buttons......................................45
5.2.1 The List button ..................................................................... 45
5.2.2 The Search button................................................................ 45
5.2.3 The Audio button................................................................. 46
6Problem solving .........................................................48
6.1 Restoring your soundcard..............................................48

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6.2 Software does not detect the Pico hardware ..............48
6.3 Kaspersky blocks access to the audio device ...............50
6.4 Windows does not detect the Pico hardware ..............50
6.5 Problems setting the Start/Stop level ...........................51
6.6 Problems setting the Stop time .....................................51
6.7 Problem with playback volume slider...........................51
6.8 Problems with distorted audio ......................................52
6.9 Problems with high Start level ......................................52
6.10 Problems with automatic start / stop ...........................52
6.11 Problems with PC start up after connecting Pico .........55
6.12 Detection of Telephone Numbers .................................55
7Software Update Online ............................................57
8Acknowledgements ...................................................58
8.1 Privacy..............................................................................58
8.2 Liability ............................................................................58
Appendix A –Automation interface .................................59

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1Introduction
The Call Recorder Pico is a system to record and archive telephone calls
on a PC. It consists of a PC application and one or more Call Recorders
connecting the telephones to your PC. Depending on the number of USB
ports and the capabilities of the PC, it is possible to record from up to
any number of Call Recorders simultaneously (4 Call Recorders per
1Ghz).
Every gigabyte of free disk space allows you to record up to 180 hours of
conversation on your hard disk.
The Call Recorder Pico can record from analogue and corded digital
telephones, and from a microphone.
Recordings are stored in a comprehensive archive. The archive is
displayed on your computer screen as a list of recordings. In the list the
recording properties like date and time of the recording are stored with
the actual recording and can be viewed in the archive. Queries can be
made to get a clear picture of the amount of recordings or to find a
specific recording quickly.
NOTE The Pico stores all recordings on your PC. For it to make a
recording it is necessary that the PC is on and the software is
running.
Call Centre use
This call recorder can be used in small businesses where one telephone
line is connected to one call recorder, but it is also possible to connect a
Pico to every line in a Call centre.
For the use of Pico’s in a Call centre an API can be installed through
which the Pico and the Call Centre’s software can work together.
Read Appendix A to find out more about this API.

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2Getting started
The Call recorder Pico is set up in a sequence of steps. The following
paragraphs will describe the steps involved. They are:
•Connecting the Pico to the telephone
•Connecting the Pico to the PC
•Software installation
•Set up of the software
2.1 Hardware installation
Depending on the kind of telephone you want to record from, the Pico
is connected to the telephone line or the telephone handset.
You will find instructions for recording from an analogue telephone line
or recording from the handset of a digital telephone.
The Call Recorder Pico works best with a properly installed sound card
or sound device in your PC. However, the Pico can also be connected to
external speakers. The signal on the speakers is a mono signal.
Important note: The hardware installation of a Pico will make this device
the preferred sound device of your computer because it is the last device
added. If you have a soundcard in your system and you use it for other
applications it is advised to restore the original sound device as
preferred device again. See Restoring your soundcard for details.
2.2 Notification
When recording a conversation with the Pico it is possible to notify your
conversation partner of the recording through a regularly returning
beep or through a spoken message. See § Setup3.3.3 about recording
and play back of the notification message.
2.3 Connecting the Call Recorder Pico
Determine the kind of telephone you want to connect the Pico to. This
will either be a normal (analogue) or digital (e.g. Key System, PBX, ISDN)
device. If you have an analogue telephone, use the “Record from
telephone line” method. If you have digital telephone, use the “Record
from handset” method.

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2.3.1 Record from telephone line
Record from telephone line can only be used if you have an analogue
telephone. When "record from telephone line" is used the Pico can
detect "on/off hook" straight from the telephone line.
The switch between the telephone sockets must be in position I.
If you have a cordless analogue telephone set, connect the Pico to the
base unit.
If you have ADSL, connect the Pico between the ADSL modem and the
telephone. See the diagram below.
Record from telephone line
2.3.2 Record from handset
When "record from handset" is used the Pico needs to detect "on/off
hook" by “listening” to the handset. The handset must be corded. The
switch between the telephone sockets should be in position I.
Depending on the wiring of your handset you may need to put it in
position II if position I interferes with the normal working order of your
telephone or the recordings are of poor quality. See also Problems with
distorted audio § 6.8. See the connection diagram below.

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Record from handset
2.3.3 Record from microphone
A third possibility is connecting the Pico to a microphone. Conversations
in a conference room or office could be recorded with the Pico
connected like this.

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After connecting the Pico to the telephone line or microphone, it can be
connected to the PC.
2.4 Connect the Pico to the PC
Once the Pico is connected to the telephone it can be connected to the
computer using the USB cable.
2.4.1 Connecting the first Call Recorder Pico
The Pico can be connected to any free USB port or to a USB hub. If
connected to a hub, this hub should have an external power supply.
For Windows XP, Vista, 7, 8 and 10, the Pico will show up in the device
list after a couple of seconds.
Warning: Installing the Pico will make it the preferred sound device of
your computer. If you have a soundcard in your system and you use it for
other applications it is advised to restore your original sound device as
preferred device. To restore your original sound device (your soundcard)
as preferred, please follow these instructions:
•Click "Start" and select the Control Panel.
•Select "Multimedia" or "Sound and Multimedia"
•Select the Audio tab-page.
•Now select your preferred device for playback.
2.5 Software installation
Download the Call Recorder Pico software from
https://www.vidicode.com/service-and-support/software/
The file is called ‘CRPicoInstall.exe‘.
You can also use the installer from the CD-ROM, if you received one.
Place the CD-ROM in your computer and the software installation starts
automatically. If the installation is not started automatically, locate the
file ‘CRPicoInstaller.exe’ on the CD.
Start the installer by double-clicking. Follow the instructions on the
screen.
•Select your preferred language for the installation.
•You are prompted to accept the software license agreement.
•Now enter the user details and the installation key provided with
your product

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Only then you can proceed with the next steps of the installation:
You will be asked:
•to confirm the location on your hard drive where the software
will be installed
•specify a location for the data files
•whether you want a desktop icon for the application
When the installation is finished you will be asked to register your Pico
on line.
When the software starts for the first time you will be prompted to
check for online updates. Please execute this check to get the latest
version. Then close the software and start the software again.
2.5.1 Software configuration
When you start the software for the first time, with the new Pico
connected, the Device list will open.
Make the connection and recording settings there. See Device settings
§3.2.
Windows 10 introduced new “Microphone privacy settings”, which can
be found in the Settings app of Windows. In this screen, it is needed that

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“Allow apps to access your microphone” is enabled, to allow CR Pico to
record audio. See the picture below.
In some cases the CR Pico Line device is not available. To correct this, set
it as default recording device. See the picture below.

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2.5.2 Connecting more Call Recorders Pico
Once the first Pico has been connected, recognised by the PC and it
shows up in your device list, the second Pico can be connected. Wait
until this device has been recognised and installed before connecting
consecutive devices. If you connect a number of Pico’s, make sure to give
them a ‘device name’ , to make identification easier.

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3Options
3.1 Language
The Pico software is translated into a number of languages. It is possible
to change the display language at any time. Go to Language of the
Options menu. Select your preferred language and click.
3.2 Device settings
Following the description in the previous paragraph, start the software
and open from the Options menu the Devices screen.
To the left you will see a list in a drop box of the available audio devices.
All connected Pico’s should show up in the list.
Make the device settings for all Call Recorders separately.
Select one of the audio devices, and then change its settings.
Icon
By default, the Serial number is used as the device name. An enabled
Pico shows up as a button in the List tab.
3.2.1 Basic

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Device name
Each Pico is identified by its serial number. For the individual user it is
easier to address a name to the Pico to identify it. The name is referred
to as the ‘Device name'.
•Enter a name for the device in the ‘Device name’field.
Input channel
The Call Recorder Pico can record from a telephone or a microphone. To
record from a microphone, connect it to the Pico.
•Select ‘microphone’ as Input Channel.
It is not possible to record from a telephone and a microphone at the
same time.
Device is connected to the:
•Select either the telephone Line or to the telephone Handset
according to the way the Pico is connected.
Enable recording by this device
If you want the Pico to record, this checkbox should be checked (it is
checked by default). At some point however, it could be necessary to
disconnect one or more Pico’s. Use this checkbox to disable recording
from the device, without having to physically disconnect it.
•Check the “Enable recording by this device”checkbox
Once the device is enabled, other options can be set.

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3.2.2 Start / Stop
Start / Stop a recording
There are four possibilities:
Automatic: The software automatically starts recording when it
detects that the telephone is off-hook, based on the audio level
and on / off hook signals when available. It is necessary to adjust
all settings in this dialogue.
Semi-automatic: The software detects when the telephone is off-
hook or on-hook, but it does not start a recording automatically.
You can choose to start a recording when the telephone is off-
hook, by clicking the Record button in the Pico application or
press the Record button on the Pico itself. Only adjust the Pre-
recording period in this dialogue
Manual: You choose to start and stop a recording manually.
Recording can be started and stopped from the Audio screen.
Recording can also be started from the Active dialog or by using
the Record button on the Pico itself. Only adjust the Pre-
recording period in this dialogue.
Automatic (on / off hook only): The software automatically starts
recording when it detects that the telephone is off-hook, based
on on-hook signals only, not on audio level. This option is not
possible when the Pico is connected to the handset (digital
telephone).

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About Voice activated recording
Voice activated recording is used when recording from the Handset. This
option is used when recording from a digital telephone.
The principle of voice activated recording is quite simple. The Pico
software constantly monitors the connected devices for their audio level.
When the telephone is not used the audio level is close to zero. When a
telephone conversation is started the software will detect an elevated
audio level on the Pico. The Start/Stop level setting is used to determine
the audio level above which recording should be started. The recording
will be stopped again when the audio level drops below the Start/Stop
level.
However, the recording should not stop instantly. During telephone calls
it is possible that the audio level drops below the Start/Stop level for a
certain amount of time, for instance when the caller is put on hold or
when the caller mutes the phone. Therefore, the recording needs to be
stopped only after the audio level has dropped below the Start/Stop
level for a certain amount of time. This amount of time is set by the Stop
time. The settings of the Start/Stop level and the Stop time are crucial to
the performance of reliable voice activated recording.
Note Voice activated recording is active simultaneously with the
On and Off Hook detection when connected to the telephone
line.
Automatic recording start/stop audio level
If the audio level is above the level specified here, a recording will be
started.
Stop recording after audio is below stop level for ... seconds
Specify the number of seconds you want the Pico to go on recording
after the audio level is below the automatic recording start/stop level.
Pre-recording period
When you manually start a recording it is possible to have the software
start the recording a little earlier then you actually press the button by
setting the ‘Pre recording period’ which defines the amount of time.
3.2.3 Volume

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Recording Volume
Here is where you set the recording volume. It is dependent on the
make of the telephone whether it should be high or low.
Automatic Gain Control (AGC)
AGC amplifies all audio signals to one specific level.
•Set the minimum level using the second (lower) slider.
The slider sets the Minimum level to boost, i.e. audio (background noise)
that stays below this level will remain unaffected (not amplified) by the
AGC. Audio that rises above this level will be amplified to the Maximum
level.
Try to find a setting where both the local and remote voices are
amplified without the background noise being amplified.
If during playback the sound seems intermitted or contains gaps the
Minimum level is probably set too high. If there is a lot of background
noise during playback the Minimum level is probably set too low.
Add microphone channel
By default this option is not enabled. This option is only relevant when
the device is connected to the telephone handset. The Pico software, by
default, only records the headset speaker channel. Most telephone
handset speakers contain both the local and the remote voice signal.

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Enable this option to add the local voice signal from the microphone to
the recording. Enable this option only when the recording does not
contain the local voice or when the audio level is too low.
3.2.4 Extra
Sound on speaker while recording
This is a Monitoring option.
When this option is enabled, the recorded sound is put on the PC
speakers automatically when a recording starts, and is stopped
automatically when the recording stops. This option allows for
supervisors in an other room to listen in on the conversation that is
taking place. As the sound is not real time it is not advised to enable this
option when the telephone and the PC are in the same room. This
option can also be activated on the ‘Audio’ tab and the Actions menu.
Record left channel
Background information:
When recording from the telephone Handset, the Pico receives two
signals:
1) The signal of the microphone of the handset, this
contains your own voice.