Vidicode PTAM User manual

PTAM
Manual
©Vidicode 2002
International
Headquarters VIDICODE Datacommunicatie BV
Blauwroodlaan 140, 2718 SK Zoetermeer
The Netherlands
Tel. [phone] Fax [phone]
[email protected] www.vidicode.nl
USA VIDICODE Datacommunications
P.O. Box 3288
Wilmington, N.C. 28406
Tel. [phone] Fax [phone]
[email protected] www.vidicode.com

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PTAM Manual ©Vidicode 2002 3
Contents
1Introduction................................................................. 7
1.1 Configuration...............................................................8
2The PTAM .................................................................. 9
2.1 What's in the box.......................................................10
2.2 Connecting the PTAM ...............................................10
2.3 Operating the PTAM .................................................11
3General Configuration............................................... 13
3.1.1 Set the Clock...................................................................13
3.1.2 Protect the PTAM with a Password ................................14
3.1.3 Remove Password protection .........................................14
3.1.4 Set the Language............................................................15
3.1.5 Reset all values...............................................................15
4Using the PTAM........................................................ 17
4.1 Making a phone call ..................................................17
4.2 Turn the answering machine on................................18
4.3 Record a welcome message.....................................18
4.4 Selecting a welcome message..................................19
4.5 Delete a welcome message ......................................20
4.6 Listen to new messages............................................21
4.7 Listen to stored messages ........................................22
4.8 Telephone book ........................................................ 23
4.8.1 Save a number in the telephone book ............................24
4.8.2 dial from the telephone book...........................................24
4.8.3 Coupling extension numbers to system messages ........25
4.8.4 E-mail function of the Telephone book ...........................25
5Setting up the PTAM................................................. 27
5.1 Setting up the voice response system ......................27
5.2 System message vs. welcome message ..................27
5.2.1 The system message menu............................................28
5.2.2 Example of a simple voice response system ..................28

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5.3 More voice response options ....................................29
5.3.1 Example ..........................................................................30
5.4 Delete the selected response options .......................31
5.5 Extension system messages.....................................32
5.6 E-mail system messages .......................................... 32
5.6.1 Example ..........................................................................32
5.7 Test the programmed voice response menu.............32
5.8 Suggestions ..............................................................33
5.9 Program the Timetable..............................................33
5.9.1 Example of a weekly timetable .......................................34
5.9.2 Example of a timetable according to date.......................35
6The Network configuration........................................ 37
6.1 Network configuration ............................................... 37
6.1.1 Network active.................................................................37
6.1.2 FTP active .......................................................................38
6.1.3 FTP user..........................................................................38
6.1.4 FTP password .................................................................38
6.1.5 FTP server port ...............................................................39
6.1.6 DHCP server ...................................................................40
6.1.7 IP address .......................................................................40
6.1.8 IP subnet mask ...............................................................41
6.1.9 Gateway ..........................................................................41
6.1.10 IP name........................................................................42
6.2 Setting up the E-mail function ...................................42
6.2.1 E-mail address ................................................................42
6.2.2 Reply address .................................................................43
6.2.3 SMTP server IP address .................................................43
6.2.4 SMTP server port ............................................................44
6.2.5 Domain name..................................................................45
6.2.6 DNS server......................................................................45
6.2.7 Monitor active..................................................................46
7Telephone and Recorder settings............................. 47
7.1 Telephone settings.................................................... 47
7.1.1 Put on hold ......................................................................47
7.1.2 Flash time........................................................................48
7.1.3 Caller ID ..........................................................................48
7.1.4 Hang-up detection...........................................................48
7.1.5 Rings to answer on .........................................................49

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7.1.6 Rings always answer ......................................................49
7.1.7 Ring Variation..................................................................49
7.1.8 Ring Volume....................................................................50
7.1.9 Ring frequency ................................................................50
7.1.10 Speaker after answer...................................................51
7.2 Recorder Settings ..................................................... 51
7.2.1 Minimum message time ..................................................51
7.2.2 Maximum message time .................................................52
7.2.3 Silence threshold.............................................................52
7.2.4 Silence period .................................................................53
7.2.5 REC vs. REC + PLAY .....................................................53
7.2.6 Recording quality ............................................................53
7.2.7 Microphone amplification ................................................54
7.2.8 Use start switch...............................................................54
7.2.9 Playback volume .............................................................55
7.2.10 Use foot switch.............................................................55
8Remote operation of the PTAM ................................ 57
8.1 Enter the Remote Control menu ...............................57
9Use the PTAM as a recorder .................................... 59
9.1 PTAM as call recorder...............................................59
9.2 PTAM as microphone/memo recorder ......................59
10 Acknowledgements.............................................. 61
10.1 Guarantee .................................................................61
10.2 Liability ......................................................................61
11 Index .................................................................... 63

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1 Introduction
The word PTAM is an abbreviation for Professional Telephone Answering
Machine. The PTAM has some exceptional characteristics that separate it
from other answering machines in more than one respect. The PTAM has:
•An internal hard drive. The storage of recordings is done on an internal
hard drive. The advantage of this system is that the recordings are
randomly accessible and the capacity is enormous. Compared with a
tape recorder you don't need to wind or rewind to find a recording and
there is no need for changing tapes. Nor is there the risk of recording
over a previous recording.
•An Ethernet interface: The Ethernet interface allows you to connect the
PTAM to your PC or computer network. The PTAM can be accessed
from each workstation on the network and recordings can be
downloaded to your PC and listened to. The PTAM has full E-mail
functionality incorporated. Through the network interface the PTAM can
E-mail recorded messages to any local or external E-mail address. The
PTAM has a standard E-mail address to mail , but the PTAM can also
be programmed with different E-mail addresses for different extension
numbers. See the phone book functions for this option.
•A programmable voice response system with timetable. The
programmable voice response system allows for the programming of
different voice response scenarios. The programming of the timetable
allows for the engagement of different voice response scenario's at
different times. It is also possible to have the PTAM E-mail messages
according to the followed voice response sequence. This way you can
have messages for John mailed to John and messages for Nancy
mailed to Nancy. See the voice response options for this function.
The PTAM can be operated in different ways all with their own merits:
As large capacity answering machine:
•Selection of thirty welcome messages.
•A maximum of 300.000 messages.
•Versatile message search function.
•Automatic recording level adjustment.
•Remote access with password protection.
•Date and time stamping of messages with remote playback.
•Remote programming features.
•General password protection against unauthorized use.

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As voice response system:
•Programmable voice response system.
•E-mailing of messages according to followed response scenario.
•Programmable timetable operation.
As general voice recorder:
•Recording from microphone.
•Recording of telephone calls.
•RTR Call monitoring over the network.
As Headset telephone
•Last number repeat.
•200-entry telephone book.
•Speaker function.
1.1 Configuration
The PTAM can be set to different languages. The user of the PTAM can
choose between: English, Spanish, Portuguese, Dutch, French, German and
Italian. The compression c.q. recording quality can be set as well. A higher
compression reflects a reduced audio quality. The standard Digitalk
compression resembles general audio quality of mobile telephones.
The PTAM has full network and E-mail capabilities. It is possible to program
the PTAM to E-mail messages to particular E-mail addresses according to
extension number (Your PBX needs to support this function) or according to
the system message. See for a more detailed description § 5.1.
The configuration is divided over several items.
•For general configuration see Chapter 3.
•For Network settings see Chapter 6.
•For Telephone settings see § 7.1.
•and for Recorder settings see §7.2.

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2 The PTAM
1. The display.
2. The Softkeys. The softkeys function is determined by text right above
the key in the display.
3. The numerical keys.
4. The 8 function keys. See table below.
5.The recorder keys.
The eight function keys:
telephone On and Off Hook key
speaker Speaker On/Off key
answ. machine Message search function key
memo recorder Microphone recordings search function key
announcements Welcome messages key
home / away Network settings menu key
telephone book Disk info key
configuration System settings menu key

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2.1 What's in the box
The PTAM comes supplied with the following parts:
•headset
•mains supply adapter
•telephone cable with 2 jack RJ11 plugs
•adapter plug for the local telephone network (UK only)
•metal rest for the headset, including a small plastic bag with two screws
and rings for mounting it
•CD with the CRF-player software to play messages on the PC
•this manual
Mounting the Headset Rest
The headset rest has two square corners on one side. These should be
pressed firmly into the L-shaped groove at the bottom of the PTAM, and then
tightly screwed in with the two screws and rings supplied.
2.2 Connecting the PTAM
The back plate of the PTAM has the following connections.
The PTAM back plate
B. Power socket.
C. Headset / microphone/external speaker sockets.
D. Serial connection socket for a serial PC connection or connection of a
start- or footswitch.

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E. Ethernet connection socket.
F. Handset sockets for handset connection to a telephone.
G. Telephone line sockets for the telephone line connection and connection
of a telephone to the PTAM.
Connect the PTAM as follows.
•Place the mains supply adapter in the wall socket and connect the
power supply to the power socket Bat the back of the PTAM.
•Use the supplied telephone cable with 2 jack RJ11 plugs to connect the
telephone line to the Line socket Gat the back of the PTAM.
•If applicable connect the PTAM to your LAN using a UTP cable and
connect it to the Ethernet port E.
The PTAM can be used as headset telephone or in combination with a
standard telephone.
•For use as headset telephone connect the supplied headset to the
microphone and speaker sockets C at the back of the PTAM.
•For use in combination with a standard telephone connect the telephone
to the Phone socket Gat the back of the PTAM.
By connecting the PTAM to the power supply it is turned on, the PTAM does
not have an On/Off switch. Once the PTAM is turned on it has to be
configured for operation. Follow the instructions in the next chapter to
configure the PTAM to your personal requirements.
2.3 Operating the PTAM
The top line of the display always reflects the operation or state of the PTAM.
The second line of the display will always indicate the function of the three
soft-keys right below the display. See example below.
Telephone settings
NEXT MENU STOP
Example
•Press the button below NEXT to move on to the next item.
•Press the button below MENU to enter the menu.
•Press the button below STOP to exit the menu.

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3 General Configuration
The PTAM has some system settings that need to be made to ensure
comfortable use. Enter the configurations by pressing the configuration
function-key. The following will appear in the display.
Configure
NEXT TABLE STOP
Entering the configuration menu
•Press NEXT repeatedly to scroll through the menu items.
3.1.1 Set the Clock
•Press the configuration button.
•Press NEXT four times.
The display will show:
Clock: Mo 22-04-02 11:03
NEXT CHANGE STOP
The Clock.
•Press CHANGE to change the setting of the clock.
Clock: ▓o 22-04-02 11:03
STORE CANCEL
Setting the clock.
•Press key's 1-7 to set the day of the week.
The default date and time format is DD-MM-YY andMM: HH (when American
has been set as language the format is changed to MM-DD-YY). Use the
arrowed keys to move the blinking character left and right. Press softkey
STORE to store the changes or press softkey CANCEL to return to previous
values.

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3.1.2 Protect the PTAM with a Password
The PTAM can be protected with a password against unautherized use. When
password protection has been enabled all actions that change the operation of
the PTAM are blocked before the correct password has been entered.
•Press the configuration button.
•Press NEXT five times.
The display will show:
Password active: No
NEXT CHANGE STOP
Setting the Password.
•Press CHANGE to enter a password.
Password: ▓000
STORE CANCEL
Enter a password.
•Press STORE to enable the entered password.
•Press STOP to exit the menu.
From this point on you will be prompted for the password before entering the
menus.
3.1.3 Remove Password protection
•Press the configuration button.
•Press NEXT once.
•Enter the password and press CONTINUE.
•Press NEXT four times.
Password active: Yes
NEXT CHANGE STOP
Disable the Password.
•Press CHANGE to disable the password.
•Press STOP to save and exit the menu.

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The password protection has now been disabled.
3.1.4 Set the Language
•Press the configuration button.
•Press NEXT six times.
The display will show:
Language: English
NEXT CHANGE STOP
Setting the Language.
•Press CHANGE multiple times to select the preferred language.
•Press STOP to save and exit the menu.
3.1.5 Reset all values
Use Reset all values to reset all system values. LAN settings are not affected
by the Reset all values operation.
•Press the configuration button.
•Press NEXT seven times.
The display will show:
Reset all values: No
CHANGE STOP
Reset all values.
•Press CHANGE to enable the Reset all values operation.
Reset all values: Yes
CHANGE STOP
Reset all values enabled.
•Press STOP to execute the Reset all values operation.
Attention: Reset all values operation will disable the password protection.

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4 Using the PTAM
In this chapter you will find information on how to use the PTAM as telephone
and answering machine. Operation of the voice response system and the
programming of the timetable are described in chapter § 5.9.
4.1 Making a phone call
The PTAM can be used as headset telephone. Connect the supplied headset
as described in chapter 2.2. Enter the number that you want to call.
The display will show:
Number: 01234
STORE CLEAR STOP
Start a telephone call
•Press the telephone function key to start the call.
While dialing the display will show:
Dial: 01234
Dialing the entered number
After dialing has been completed the display will show:
01234 00:00:06
Flash
During the call
During the call the softkey below the text Flash is the flash key. On the right
the duration of the call is displayed.
When you have a normal phone connected to the PTAM the making of a
phone call is done the same way you are used to making a phone call as if the
phone was connected to the wall socket. The PTAM can be configured to
accept a handset instead of the headset. Please contact your supplier for
details.

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4.2 Turn the answering machine on
When the answering machine is turned off the display will show:
Monday 22-04-02 11:03
Audio Recorder
Answering machine Off
Use the home/away function key to turn the answering machine On. When
the answering machine is On the display will show:
Monday 22-04-02 11:03
Answering Machine
Answering machine On
Use the home/away function key to turn the answering machine Off again.
4.3 Record a welcome message
•Press the announcements function key.
The display will show:
Announcements
WELCOME TEST STOP
The announcements menu
•Press WELCOME to enter the welcome message menu.
In the PTAM you can record 30 welcome messages that you can set as
default welcome message.
•Enter the number of the welcome message that you want to record.
Use the numerical keys to enter the welcome message number. Press 0-9 for
welcome messages 0-9. Press À0-À9 for welcome messages 10-19. Press
#0-#9 for welcome messages 20-29. For the example we will record welcome
message 15 (À5).
The display will show:

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Welcome message 15
SYSTEM DELETE STOP
The welcome message menu
•Press to start the recording of the selected welcome message.
•Press to stop the recording.
•Press to listen to the recording before saving. It is possible to
record the message again as described above.
The display will show:
Welcome message 15
STORE CANCEL
Save the recorded welcome message
•Press STORE to save the recorded welcome message.
Continue with the example of the voice response system of § 5.2.2, or:
•Press STOP to exit the announcements menu.
ATTENTION: The recorded welcome message will automatically be set as
default welcome message.
Repeat the above-described sequence to record different welcome messages.
4.4 Selecting a welcome message
•Press the announcements function key.
The display will show:
Announcements
WELCOME TEST STOP
The announcements menu
•Press WELCOME to enter the welcome message menu.
In the PTAM you can record 30 welcome messages that you can set as
default welcome message.

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•Enter the number of the welcome message that you want to select.
Use the numerical keys to enter the welcome message number. Press 0-9 for
welcome messages 0-9. Press À0-À9 for welcome messages 10-19. Press
#0-#9 for welcome messages 20-29. The display will show:
Welcome message 15
SYSTEM DELETE STOP
The welcome message menu
•Press STOP to set the selected welcome message as default welcome
message and exit the announcements menu.
Enter the announcements menu again and press TEST to check the
selected welcome message.
If no prior voice response menu has been used the PTAM will default record a
message after each welcome message. Once a voice response menu has
been used the default recording of a message can be restored by deleting all
selections for that specific welcome message. For further explanation see
chapter 5.1.
4.5 Delete a welcome message
•Press the announcements function key.
The display will show:
Announcements
WELCOME TEST STOP
The announcements menu
•Press WELCOME to enter the welcome message menu.
•Enter the number of the welcome message that you want to select.
Use the numerical keys to enter the welcome message number. Press 0-9 for
welcome messages 0-9. Press À0-À9 for welcome messages 10-19. Press
#0-#9 for welcome messages 20-29. The display will show: