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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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.