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GE 10/02 Network manual

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Table of contents for the manual

  • Page 1

    PC S A dvanced T elephone Messaging Revised 10/02 Network Client Guide Operating Instructions and Install Guide PhoneTree 2500 and 3500 series[...]

  • Page 2

    T ab le of Contents 2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Step One: V erify Y our PC Com patibility . . . . . . . . . . . . . . . . . . . . . . . . .3 Step Tw o: Install t he Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Step Three: Configure Y our Cli[...]

  • Page 3

    3 Installation: V erify Y our PC Compatibility Congratulations on your purchase of the PhoneTree Network Client! This manual will guide you through the inst allation and setup of the PhoneTree Network Client on your system. If y ou need assist ance with the inst allation, talk to t he PhoneT ree Network Administrator in your off ice or refer to the[...]

  • Page 4

    Installation: Install the Software 4 Step T wo: Install the Software 1. Insert the CD Insert t he CD in your drive. Choose Start -> Run -> Browse... -> SETUPUSBCLIENTSetup.exe (look for this file on t he CD) -> click Open -> click OK . The installation should t hen begin. 2. Choose the Default Settings Click on Next several times un[...]

  • Page 5

    5 Installation: Install the Software, continued 3. Finish Installation When asked, click the Finish button. Do not start t he PhoneT ree program at t his time. Close the Client window . 4. Check for Icon on Desktop Now you should ha ve a PhoneTree Client icon on your desktop (shown at right). Y ou are now ready to go on to Step Three: Configure Y o[...]

  • Page 6

    Installation: Configure Y our Client 6 Step Three: Configure Y our Client 1. Double-click on the PhoneTree Client icon on your desktop. Y ou will be prompted to configure your client. The screen below will come up. Y ou need to do three t hings: tell the Client where the PhoneTree Server is located on t he network, create a default local path for a[...]

  • Page 7

    7 Installation: Configure Y our Client, continued 3. To create a default f older where all your calling preferences and ot her data will be kept, click the Make Default Local Path button. A folder will be created on your hard drive in the location shown, and t his is where all data that is generated by the PhoneTree Network Client software will be [...]

  • Page 8

    Initial Setups: Call Options 8 Call Options Once you are finished with conf iguration, you will see the Call Status screen, which is the main screen for the PhoneTree Network Client. T o initiate a call session: ❶ Click on the PhoneTree button. ❷ Choose the PhoneTree you would lik e to access from t he menu, then click the OK button. PhoneTrees[...]

  • Page 9

    9 Initial Setups: Call Options, continued ❸ ❹ ❹ ❸ The Easy Call dialog will appear . From t he Setup menu, choose Call Options . ❹ The Call Times tab will be active. Choose days to call on by clicking on the box(es) next to t he day . Change the Don’t Call Before and t he Don ’ t Call After times by clicking on t hem — a Set Time bo[...]

  • Page 10

    Initial Setups: Call Options, continued 10 a i c b j h g f d e ❺ Click on the Call Options t ab. a. Selecting t he “ Hangup Detect ” option means that if the called par ty hangs up the phone early, PhoneT ree will note t his in the status repor t. [Recommended setting: ON ] b. “ Star to Repeat ” gives the listener t he option to repeat th[...]

  • Page 11

    11 Initial Setups: Call Options, continued from 1 to 1000. This mode only recognizes 9 when dialed on touch- tone phones. This feature is especially good for seeking a limited number of volunteers, because PhoneTree will stop calling after the number of desired 9 replies are received. [Recommended setting: OFF ] f. “ Job Priority ” enables you [...]

  • Page 12

    Initial Setups: Call Options, continued 12 ❻ Click on the Transfer Options t ab. There are four options in the drop- down menu, Off, a) Mailbox, b) Phone System and c) 3-W ay Call. Unless this is set to Of f, any time your members press 0 during a PhoneTree message they will be transfer red to the location you specify here. a. Mailbox: Choosing t[...]

  • Page 13

    13 Initial Setups: Call Options, continued a. These dialing settings are included here if you need to make adjustments on a per -PhoneTree basis. For example, suppose y ou want this PhoneTree only to only talk to people who are at home (i.e., to never leave a message on an answ er ing machine). Y ou would put an “ A ” in the Suffix box (which t[...]

  • Page 14

    Initial Setups: Call Options, continued 14 e. Create Results File (Jobxx.out) for another application: If you would like to save a call status file that anot her application (like y our member management program) can use later, check this option. Default : OFF f . Call Logging: If you would like the calls made with this PhoneT ree to be included in[...]

  • Page 15

    15 Daily Operation: Star ting a Call Job Starting a Call Job T o st art calling, click the Call List button on t he Easy Call screen: The light on the Ser ver Status will turn from green (Calling) to orange (Pausing!), to yellow (Paused) and finally back to green again, when you will see your new call job appear in the list of PhoneTrees. Y ou can [...]

  • Page 16

    Daily Operation: Checking Call Status 16 Checking Call Status Once your call job is complete, you will probably want to check the Call Status, which will give you a com plete repor t on the call job. Here ’ s how: ❶ First, you must contact your PhoneTree Administrator or visit the Host computer . Go to t he Edit screen of the PhoneTree for whic[...]

  • Page 17

    17 Daily Operation: Checking Call Status, continued ❸ Choose the PhoneTree for which you would lik e to vie w the Call Status and click OK. ❹ Now you are back on the Easy Call screen for that PhoneTree. Choose Update Call Results from the File menu. ❺ Click the Ye s button on t he dialog bo x t hat follows: ❸[...]

  • Page 18

    Daily Operation: Checking Call Status, continued 18 ❻ Now you should g e t a notification that looks like the following. Click the OK button. ❼ Y ou will be taken back to t he PhoneT ree Call Status screen (t he main Client screen) and you can watch as calls are temporarily paused while an up-to-date call list is generated on the Host machine. [...]

  • Page 19

    19 Daily Operation: Checking Call Status, continued Call St atus is in this column. Use Windows Explorer to locate and move a copy of W ordpad to the director y shown in the dialog above (the PhoneTree Client software needs to know where W ordpad is, since it uses Wordpad to display your Call Status). If instead of the Job.txt , you get an error me[...]

  • Page 20

    Daily Operation: Checking Call Status, continued 20 Standard Call Statuses Not Called Y et — Person has not been called yet Ans by Person — Message was delivered to a person Phone W as Busy — Phone was busy on last call to person Did Not Answer — Person did not answer last call Ans By Machine — Message was delivered to member ’ s answ e[...]

  • Page 21

    21 Reference: Impor ting Data ❷ PhoneTree can use data generated in any member management software package as well as any common office sof tware product (Microsoft Word, Excel, etc.). If your database application can produce an ASCII (.dat or .txt), or a Comma Delimited (.txt), CSV f ile, then you will be able to import the dat a into a list tha[...]

  • Page 22

    Reference: Impor ting Data, continued 22 ❸ Click her e fir st, then… …do this! ❸ Choose the PhoneTree for which you would lik e to import a f ile and click OK. ❹ Choose the “ Call the new list I have selected ” radio button, t hen choose Select Call List from the File menu.[...]

  • Page 23

    23 Reference: Impor ting Data, continued ❺ Choose the list you would like to use from the following dialog, then click the Open button. Note: this assumes you were able to expor t your file from the application that created it as a comma-delimited te xt file (.txt, .dat or .csv) and that you placed the expor ted file in the PhoneTree Client folde[...]

  • Page 24

    Reference: Impor ting Data, continued 24 Now the name of y our import ed file show s up here. ❼ Y ou will be taken back to t he Easy Call screen. Record a messag e if you haven ’ t already (follow step 9 on page 1 4) and click the Call List button. Notice that now the name of your list shows up on the screen. ❽ The light on the Ser ver Status[...]

  • Page 25

    25 Reference: The PhoneT ree Call Status Screen ❶ ❷ ❸ ❹ ❶ The File Menu: Allows you to Configure your Client settings (page 6) or to Exit the prog ram. ❷ The PhoneTree List : Displays a list of all PhoneT rees cur rently calling. Check the entr ies in the Status , Pri (ority), Placed and Completed columns for information about what is h[...]

  • Page 26

    Reference: The PhoneT ree Call Status Screen, continued 26 Call Status Headers Status: Will show Calling (calls are currently in prog ress), Done (call job is complete) or Idle (no current call job scheduled). Priority : Either Low , Mid (the default) or Hi. Turn to page 1 1 for instructions on how to change the pr iority for a call job. Placed: Wi[...]

  • Page 27

    27 Reference: The PhoneT ree Call Status Screen, continued Pause At: Displays t he Pause Call At time you specified on the Call Times tab of t he Call Options dialog (pag e 9). Resume At: Displays t he Resume Call At time you specified on the Call Times tab of t he Call Options dialog (pag e 9). Night : Displays the Start Night Messages At time you[...]

  • Page 28

    Common Questions 28 Common Questions As a PhoneTree user , you have 2 4-hour technical suppor t available via e-mail, at support@phone tree.com, or on our website (www .phonetree.com). Following is a list of common questions and their answers: Q. I have chosen a PhoneT ree, selected my calling prefer ences in Call Options, recor ded a message and c[...]

  • Page 29

    29 The PhoneT ree W ebsite Visit us at www.phonetree.com , where y ou have access to free sof tware updates, many answers to frequently ask ed questions, and answers to your specific questions via our free online tech suppor t, or call T ech Support directly at 866.234.2943 (toll-free).[...]

  • Page 30

    Notes 30[...]

  • Page 31

    31 Contacting PCS By Phone Our technical support st aff is available from 8:30 AM to 5:00 PM Eastern Time, Monday through Fr iday at 866.23 4.2943 . To expedite resolution of your problem, please be near your PhoneT ree and your computer, if applicable. If possible, use a different telephone line t han PhoneT ree. Y ou may also fax your question or[...]

  • Page 32

    T elephone Messaging Systems Regulatory Information Personal Communication Systems, Inc. 2400 Reynolda Road, Winston-Salem, NC 2 7106 Sales: (800) 95 1-8733 • Support: (336) 722 – 0087 www.phonetree.com • sales@phonetree.com • support@phonetree.com ©2002 by PCS. Specifications subject to change without notice. This equipment has been teste[...]