Comdial LCD Speakerphone System Reference Guide

Digital Telephone System
LCD Speakerphone
System Reference Guide
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This user guide is applicable for the Impression LCD speakerphone model 2022S-
Rev. A and
**
later using the following software cartridges on a digital telephone system:
I0408 Rev. 18A and Later I0816 Rev. 18A and Later I1632 Rev. 18A and Later S0408 Rev. 18A and Later S0816 Rev. 18A and Later S1632 Rev. 18A and Later
Attention
Comdial communications systems to be fully interactive. Under cer­tain conditions, some features may be incompatible with each other and will not work simultaneously. Comdial as­sumes no responsibility for problems caused by incompatible features. The possible combinations of accessories and features are far too numerous for us to document in this manual. Further­more, Comdial Corporation cannot guarantee that features will operate as described in this publication when they are combined with other features.
®
makes every effort todesign the features in our
Contents
Contents
1 IntroducingTheLCDSpeakerphone...........1
1.1 Using This Guide ...................................................... 1
1.2 KnowingYourTelephone’sFeatures......................... 2
1.3 UsingYourSpeakerphone........................................ 4
1.4 Understanding What The Lights Mean..................... 6
1.5 Understanding The LCD Abbreviations .................. 8
1.6 Understanding What the Rings Mean....................... 9
2 ProgrammingTheAttendantFeatures.........11
2.1 Using Chapter Two.................................................. 11
2.2 Creating The LCD Response Messages.................. 12
2.3 Naming The System Telephones............................ 16
2.4 Setting The Music On Hold Feature....................... 20
2.5 Setting The Night Transfer Of Ringing Mode........ 24
2.6 Setting The Night Transfer Button......................... 24
2.7 Setting The System Clock....................................... 22
2.8 Printing The Station Message Detail Accounting
(SMDA) Records.................................................... 23
2.9 Storing The System Speed Dial Numbers .............. 24
2.10 Reporting System Alarms ...................................... 27
2.11 Transferring Calls ToThe Voice Mail System....... 37
2.12 Transferring Calls To A Secondary
Attendant Telephone ............................................... 27
2.13 UsingDigital Voice Announce................................ 28
2.14 Understanding Direct Inward Station Dialing........ 32
3 AnsweringCalls ...........................35
3.1 Answering Outside Calls ........................................ 35
3.2 Answering Intercom Calls...................................... 35
3.3 Responding ToA Subdued Off-Hook
VoiceAnnouncement............................................... 36
3.5 Using Caller ID ....................................................... 37
3.4 Using Call Pick-Up................................................. 37
3.7 Using Station Monitoring ....................................... 38
3.6 Using Night Transfer............................................... 38
Contents–iii
Contents
4 MakingCalls..............................57
4.1 Calling Outside The System .................................. 39
4.2 Calling Intercom Numbers..................................... 40
4.3 Calling A Busy Station (Executive Override)......... 41
4.4 Camping At Another Telephone
And WaitingFor An Automatic Callback............... 42
4.5 Camping At Another Telephone
And WaitingForAn Answer ( Call Waiting)........... 42
4.6 Making An Automatic Dialing Call (Autodial)...... 43
4.7 Making A Speed Dial Call..................................... 44
4.8 Making An Automatic Redial Call (Auto-Redial).. 45
4.9 Redialing The Last Number Dialed........................ 46
4.10 Redialing A Saved Number.................................... 46
4.11 Selecting A LineGroup........................................... 47
4.12 Showing The Cost Or Time Of A Call.................... 47
4.13 Waiting For A Line (Queuing) ................................ 48
4.14 Voice Announcing To A Busy Station
(Subdued Off-Hook VoiceAnnouncement)........... 49
4.15 Using Dial By Name ............................................... 50
5 HoldingCalls..............................51
5.1 Holding A Call ........................................................ 51
5.2 Using Exclusive Hold.............................................. 51
5.3 Using The Hold Recall Feature.............................. 52
5.4 Using Call Park ...................................................... 5.4
5.5 Using Directed Hold .............................................. 53
6 TransferringAndConferencing Calls........ 55
6.1 Transferring Calls.................................................... 55
6.2 Using Screened Transfer......................................... 56
6.3 Using Unscreened Transfer..................................... 57
6.4 Conferencing TelephonesTogether......................... 58
6.5 Making An Unsupervised Conference Call............ 59
iv–Contents
Contents
7 UsingTheOtherTelephoneFeatures..........61
7.1 Adjusting The Display Contrast.............................. 61
7.2 Blocking Voice Announce Calls............................. 61
7.3 Controlling Background Music............................... 63
7.4 Choosing Between Pluse And Tone Dialing........... 63
7.5 Choosing Your Personal Ring Tones....................... 64
7.6 Displaying The FunctionsOf Your
Station’s Buttons (Button Query) ........................... 64
7.7 Entering An Account Code ....................................65
7.8 Forwarding YourCalls............................................ 66
7.9 Listening To A Call Over
The Speaker (Group Listening) .............................. 67
7.10 Making A CallNon-Private .................................... 67
7.11 Monitoring A Conversation Between
Two Telephones (Service Observing)..................... 68
7.12 MutingYourTelephone.......................................... 69
7.13 OperatingYourLCD Speakerphone As A
Department Station ................................................. 70
7.14 RelocatingYourTelephone ..................................... 71
7.15 Sending A Paging Announcement ......................... 72
7.16 Setting The Volume Control................................... 74
7.17 Setting A Do Not Disturb Condition....................... 76
7.18 Using TollRestriction Override.............................. 77
7.19 Using The Optional Tracker Pager System............ 78
7.20 Using The Data Interface Unit................................ 80
Contents – v
Contents
8 UsingNon-VerbalMessaging................ 83
8.1 Turning On A Message Waiting Light.................... 83
8.2 Sending LCD Messages.......................................... 84
8.3 Leaving A Station-To-Station Message .................. 85
8.4 Sending An Assist Button Message ........................ 85
9 ProgrammingYourTelephone................87
9.1 Programming For Automatic Dialing ..................... 87
9.2 Storing Autodial AndSpeed Dial Numbers............ 90
9.3 Storing DSS Numbers............................................. 91
9.4 Storing The Feature Buttons ................................... 92
9.5 Storing The Special Purpose Feature Buttons....... 94
10 TroubleshootingYourTelephone............ 97
10.1 Using Your Quick Reference Guide........................ 98
Glossary................................... G–1
Index .....................................I–1
vi – Contents
Introducing The LCD Speakerphone
1
IntroducingThe LCD Speakerphone
1.1 Using ThisGuide
Chapter One provides you with a general overview of your new speakerphone and its functions. Each of the other nine chapters in this guide is clear and easy to follow.
The Chapters are numbered as follows:
Chapter One: Introducing The LCD Speakerphone
Chapter Two: Programming The Attendant Features
Chapter Three: Answering Calls
Chapter Four: Making Calls
Chapter Five: Holding Calls
Chapter Six: Transferring and Conferencing Calls
Chapter Seven: Using The Other Telephone Features
Chapter Eight: Sending And Receiving Non-Verbal Messages
Chapter Nine: Programming Your Telephone
Chapter Ten:TroubleshootingYourTelephone
For your convenience, a quick reference guide, a glossary, and an alphabetical index are included in the back of this user’s guide.
Impression LCD Speakerphone – 1
Introducing The LCD Speakerphone
1.2 KnowingYourTelephone’sFunctions
The Impression model 2022S-✳✳ LCD speakerphone provides many versatile features for your use. Refer to the following list for the features and their functions.
Alphanumeric Display
(Liquid Crystal Display—LCD)
– Displays time, day, and date – Keeps you apprised of the status of your telephone – Provides programming prompts
Hold Button
– Places a line on hold – Stores pauses in number sequences during programming
Interactive Buttons
– Provide quick and easy access to system features – Provide straightforward button programming without dialing
codes (the interactive buttons themselves, however, are not programmable)
Intercom Button (ITCM)
– Selects an intercom line – Initiates many of the telephone’s features
Message Waiting Light (located beside the Hold button)
– Indicates that a message awaits pick up
Microphone Opening
– Allows handsfree operation of speakerphone (speak clearly
toward microphone opening)
Mute Button
– Allows you to respond to a SOHVA call – Keeps the person on the line from hearing your conversation
Programmable Buttons
– Allow you to store numbers for automatic dialing functions – Allow you to store telephone extension numbers for Direct
Station Selection (DSS)
– Indicate which lines are either in use or on hold
2 – Impression LCD Speakerphone
Introducing The LCD Speakerphone
Speaker
– Sounds distant party’s voice – Sounds ringing and call progress tones
Speaker Button (SPKR)
– Disconnects a call when you are on a handsfree call – Ends or c ancels programming – Activates group listen feature
TAP Button (will be preprogrammed for only
one of the following functions)
– Recalls dial tone, or – Activates host system features
Transfer/Conference Button (T/C)
– Transfers calls – Sets up conference calls
Volume Control (Rocker Switch Control)
– Regulates the volume of the ringer, the speaker, the handset,
the headset, and of the group listen feature
Speaker
Mute Button
T/C Button
SPKR Button
Message Waiting Light
Hold Button
TAPButton
ITCM Button
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LCD Display
Interactive Buttons
Programmable Buttons
Volume Control
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ITCM
TAP
Microphone Opening
Impression LCD Speakerphone – 3
Introducing The LCD Speakerphone
1.3 Using Your Speakerphone
Your Impression speakerphone is handsfree allowing you to dial a call or answer a call-announce while on hook. Your speakerphonegivesyou the freedom to speak to the distant party without ever lifting the handset. After you make the initial contact, you can carry on a telephone conversation and still be free to do other things.
During the course of a conversation, you can always switch from the speakerphone to the handset for privacy. To do this, just lift the handset and t alk. To return to speakerphone use, press the SPKR button and hang up the handset.
To manually place a call using your speakerphone,
– press the line button or the ITCM button, – dial the number, – when party answers, talk.
To autodial using your speakerphone, just press the programmed buttonand talk when your party answers.
To answer a call with your speakerphone,
– press the line button with flashing red or orange light, – speak toward the telephone to answer the call.
To end a call with your speakerphone,
– press SPKR.
Understanding Speakerphone Operation
Your speakerphone is activated by the sound of your voice; therefore, the operation of a speakerphone is slightly different from the use of a standard telephone handset. Consider all of the following guidelines before you use your speakerphone.
4 – Impression LCD Speakerphone
Introducing The LCD Speakerphone
Locating Your Speakerphone
– Place your speakerphone at least eight inches away from your
desk edge (the desktop helps to reverberate your voice into the microphone).
– Do not place your speakerphone in a high-traffic area.
Background noise from voices and machines can inhibit the speakerphone’s performance.
– Do not place anything directly beside or beneath your
speakerphone; objects in the speakerphone’s path may inhibit the microphone’s operation.
Using Your Speakerphone
– Speak directly into the microphone (don’t shout, but speak in a
loud and clear voice for best results).
– Remain within a three-foot radius while speaking (the
microphone may pick up your voice from a greater distance, but within three feet provides optimal results).
– Make sure you and your distant party don’t speak at the same
time (because the voice-activated microphone overrides the speaker, both parties speaking simultaneously may garble the transmission).
Speaker
SPKR Button
Handset
ITCM Button
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T/C
MUTE
ITCM
TAP
Volume Control
Microphone Opening
Impression LCD Speakerphone – 5
Introducing The LCD Speakerphone
1.4 Understanding What the Lights Mean
The lights on your telephone indicate the status of lines, features, and intercom.
Next to a Direct Station Select (DSS)/
Busy Lamp Field (BLF) button:
– Steady red = station is in use, or in Do Not Disturb. – Flashing red = station is receiving a call or station is
calling you.
– Fluttering red = station-to-station messaging has been set.
Next to a line button:
– Steady green = line is in use at your station. – Steady red = line is in use at another station. – Flashing red = a call is coming in on this line. – Flashing orange = your line is ringing and will be answered
when you take the telephone off hook. – Winking green = line is on hold at your station. – Winking red = line is on hold at another station. – Fluttering green = line has recalled from hold at your station. – Fluttering red = line has recalled from hold at another station.
Next to a fixed or programmable feature button:
– Steady red = the feature is on. – Steady off = the feature is off.
Next to the ITCM button:
– Steady red with a quick flash = you are using your intercom. – Flutteringred=autoredialisinuse,orsystemisinnight
mode (station 10).
– Winking red = an LCD message is set on your telephone for
others to receive when calling.
– Flashing red = another station is calling you.
Next to the HOLD button:
– Flashing red = message awaits pick up. – Fluttering red = automatic station relocation has been set.
6 – Impression LCD Speakerphone
Introducing The LCD Speakerphone
Next to the SPKR button:
– On steady (with telephone on hook and busy)
= speakerphone mode active.
– On steady (with telephone on hook and idle)
= background music turned on.
– On steady (with telephone off hook and busy)
= group listen is active.
Next to the MUTE button:
– On steady = called party cannot hear your conversation.
Mute Light
Speaker Light
Message
Waiting Light
Hold Light
Intercom Light
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SPKR
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Interactive Buttons
Line Lights,
3
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2
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WXY
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T/C
MUTE
ITCM
TAP
DSS/BLF Lights (one for each button)
Impression LCD Speakerphone – 7
Introducing The LCD Speakerphone
1.5 Understanding TheLCD Abbreviations
The following chart identifies the abbreviations that appear above your interactive buttons on the LCD screen.
LCD Screen Feature
ADIAL Automatic Dial ALL All ANS Answer ARDL Automatic Redial BKSP Back Space BLOCK Block CAMP Camp CFWD Call Forward CLBK Call Back CLEAR Clear CWAIT Call Waiting DARK Da rk (Contrast) DIAL Dial DISP Display (Contrast) DND Do Not Disturb DSS Direct Station Select EXIT Exit EXT External FEAT Feature FWD Forward G (followed by last number) Group HOLD Hold HVHLD HaveHold INT Internal L (followed by last number) Line Last No Saved Last Number Saved LIGHT Light (Contrast) MUSIC B ackground Music MSG Message NEXT Next Display
8 – Impression LCD Speakerphone
Introducing The LCD Speakerphone
LCD Screen Feature
OVER Override P (followed by last number) Port PERS Personal PREV PreviousDisplay RECALL Recall RECON Reconnect RING Ring Tone S (followed by last number) Station SAVE Save Number SDIAL SpeedDial SEND Send Transfer SET Set SOHVA Subdued Off Hook
TIMER Timer TKMSG Take Message VAB VoiceAnnounceBlock
Voice Announce
1.6 Understanding What the Rings Mean
Two short rings = intercom call. Single longer ring = outside call. One short ring burst = voice announce. Three short ring bursts = ring back from a held call, callback from a
queued call. You can vary the ringing tone of your telephone, choosing from one of
six different rings. This way, you can identify your ring even though you may not be close to your telephone.
Additionally, so you won’t be disturbed when you’re busy on a call and another call rings at your station, the ring volume is subdued automatically.
Impression LCD Speakerphone – 9
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10 – Impression LCD Speakerphone
Programming The Attendant Features
ProgrammingThe Attendant Features
2
2.1 Using ChapterTwo
The main system operator, or attendant, should be familiar with all of the information contained in this system user’s manual. The manual is user-friendly and designed with both the attendant and the station user’s needs in mind.
All of the chapters will prove useful to you, but if you are the system attendant, you should closely study Chapter Two, Programming the Attendant Features, before you begin operating the system.
Within Chapter Two you will find helpful information on programming all of the special features on your telephone that are unique to attendant station operation.
NOTE: If possible, read all of this manual before you attempt to
operate your telephone system.
Impression LCD Speakerphone – 11
Programming The Attendant Features
2.2 Creating The LCD Response Messages
When you are busy or are away from your desk, you can set a message at your telephone that will be received by any LCD speakerphone within your system. Your system provides two default messages:
Backat...and Call.... I n addition, you can add eight customized
messages, or you can create up to ten messages if you choose not to use the two default messages.
NOTE: If you intend to create a responsemessage to a voice announce,
remember that this is also a message, and that it uses one of your message locations.
To store the LCD messages, proceed as follows:
— write your messages on the chart on page 15 (each message
can have up to 16 characters),
— use the letter code table (on page 14) to assign a number to
each letter,
— write these numbers on the chart line beside the
message letters,
— press ITCM, —dial#05, — dial a message location number (0–9), — dial # to clear current message, — compose your messages by dialing the two-digit codes that
relate to the letters,
—dial✳to save message, — dial next location number, # to clear it, two-digit codes for the
message, and to save,
— repeat previous step until all messages are stored, — press SPKR to end.
12 – Impression LCD Speakerphone
Programming The Attendant Features
Example: Create a message that will read as TAKE MESSAGE and
program it into message location number 3.
— press ITCM,dial —dial 3
dial 81, 21, 52, 32 12 61, 32,73, 73, 21, 41, 32 —dial ,and press SPKR to end.
— When you are finished creating and programming messages,
fill in the list on page 15 of this guide. Make a list of the stored messages and their location numbers, and give each station user a copy.
#,
TAKE space MESSAGE
#05,
Impression LCD Speakerphone – 13
Programming The Attendant Features
Letter Code Table
Character Code Character Code Character Code
A21a24SPACE12 B22b25;17 C23c26/18 D31d34“19 E32e35.27 F33f36,28 G41g44:29 H42h45101
I 43i46202
J51 j54303 K52k55404 L53l56505
M61m64606
N62n65707 O63o66808 P71p74909 Q11q14000 R72r75 +
S73s76 ^ T81t84 ^ U82u85 ^ V83v86 ^
W91w94 ^
X92x95 ^ Y93y96 ^ Z13z16 ^
14 – Impression LCD Speakerphone
Programming The Attendant Features
LCD Message List
Location Code Message Letter Codes
1 Back at System Message 2 Call System Message 3 4 5 6 7 8 9 0
Impression LCD Speakerphone – 15
Programming The Attendant Features
2.3 Naming The SystemTelephones
If you have an LCD speakerphone, this feature lets you know who is calling you. You can assign either a personal name or a group name to each system telephone. This name can contain up to seven letters and will show up in the user’s display and/or in the called party’s display. Typical names could be SRVC, MKTG 1, K SMITH.
Name the system telephones as follows:
— use letter code table on facing page to c ompose names for all
telephones requiring them (the system accepts up to seven letters per name),
— press ITCM, —dial — dial the station number of the telephone to be named (10–57), —dial#to clear current entry, — dial two-digit codes that correspond to letters in name, —dial✴to continue entering station names (repeat above steps
beginning with station selection 10–57),
— press SPKR to end, — record names on pages 18 and 19.
#06,
16 – Impression LCD Speakerphone
Programming The Attendant Features
Letter Code Table
Character Code Character Code Character Code
A21a24SPACE12 B22b25;17 C23c26/18 D31d34“19 E32e35.27 F33f36,28 G41g44:29 H42h45101
I 43i46202
J51 j54303 K52k55404 L53l56505
M61m64606
N62n65707 O63o66808 P71p74909 Q11q14000 R72r75 +
S73s76 ^ T81t84 ^ U82u85 ^ V83v86 ^
W91w94 ^
X92x95 ^ Y93y96 ^ Z13z16 ^
Impression LCD Speakerphone – 17
Programming The Attendant Features
Station Names
Record telephone names here. Copy this sheet formore record space.
Ext Name Ext Name Ext Name
18 – Impression LCD Speakerphone
Programming The Attendant Features
Station Names
Ext Name Ext Name Ext Name
Impression LCD Speakerphone – 19
Programming The Attendant Features
2.4 Setting The Music On Hold Feature
Music that is provided to outside lines while those lines are on hold can be enabled and disabled through the attendant’s station:
To set the music on hold feature,
— press ITCM, —dial#04, — press programmable button A1 (top location in left button
column) to alternate the feature on and off,
—OR—
dial 1 to enable, dial 2 to disable,
NOTE: Light associated with A1 button will turn on when music on
hold is provided and turn off when the feature is disabled,
— press SPKR to end.
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TAP
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HOLD
20 – Impression LCD Speakerphone
Programable
Button
A1
Programming The Attendant Features
2.5 Setting The NightTransfer Of Ringing Mode
The day (or normal) ringing assignments of incoming lines can be transferred to a particular station or stations for off-hour or special purpose answering (such line/station ringing assignments are made through class of service programming). Additionally, stations can be arranged through class of service programming to answer any ringing outside line. The ability to answer a line from any station is also enabled through the night transfer of ringing mode.
To set the night transfer mode from the attendant’s station,
— press ITCM, —dial# 03, — press programmable button A1 (top location in left button
column) to alternate the feature between on and off,
—OR—
dial 1 to enable, dial 2 to disable,
NOTE: Light associated with A1 button will turn on when night
transfer is active and will turn off when the feature is disabled. Also, when system is in night transfer of ringing mode, the intercom light of stations 10 and 12 flutter with repetitive off periods.
— press SPKR to end.
2.6 Setting A NightTransfer Button
Because Night Transfer is a commonly used feature, you may wish to program a button to serve as the Night Transfer button.
To program a Night-Transfer Button,
— press ITCM, —dial✳✳1, — press one of the programmable buttons, — press ITCM, —dial# 03, — press SPKR to end.
To set the Night Transfer Of Ringing mode, simply press the Night­Transfer button you have programmed. To return ringing to the attendant’s station, press the Night-Transfer button again.
Impression LCD Speakerphone – 21
Programming The Attendant Features
2.7 Setting The System Clock
You can program the system clock to maintain current date and time information. The time and date appear on the LCD speakerphone for display.
To set the system clock from the attendant’s station,
— press ITCM, —dial#01, — dial two digits (00–99) for year, — dial two digits (01–12) for month, — dial two digits (01–31) for day, — dial two digits (00–23) for hour, — dial two digits (00–59) for minutes, — press SPKR to end.
22 – Impression LCD Speakerphone
Programming The Attendant Features
2.8 Printing The Station Message Detail Accounting (SMDA) Records
If your system is connected to a printer, you can command the system to print several different types of reports and to delete all stored SMDA records.
To print an SMDA report,
— press ITCM, —dial# 07, — choose report to be printed:
§ dial 1#for station report,
§ dial 1, port number, # for single station report,
§ dial 2#for line report,
§ dial 3#for SMDA department report,
§ dial 4#for account code report,
§ dial 5#for automatic reports,
§ dial 6#to print all records,
§ dial 7#to delete SMDA records,
§ dial 0#for Departmental Call Distribution (DCD) report,
§ dial 8 to obtain the number of free records remaining in the
system (appears in LCD display),
§ dial 9 to abort printing.
press SPKR to end.
Impression LCD Speakerphone – 23
Programming The Attendant Features
2.9 Storing The System Speed Dial Numbers
You can store up to 99 system speed dial numbers at your attendant telephone that every system user can access from his or her telephone. Typically, these are numbers that are frequently called by many different users and emergency numbers that you want readily available to everyone. Distribute a list of these stored numbers to the system users for their reference.
To program system speed dial numbers from the
attendant’s station,
— press ITCM, —dial#02, —dial01– 99 to choose storage location, —dial#to clear current entry, — choose line that is to be used:
dial 90 for no line assignment (system will choose last line used at calling station or prime line if one is assigned to calling station),
dial 01–24 for lines 1 through 24, dial 91–94 for line groups 1–4, press ITCMfor intercom line,
— dial the number to be stored (32 digits maximum),
press HOLD to store pause (if required), press TAP to store flash (if required),
— press T/C, — to program a name, enter digits from a letter code chart (find a
chart on either page 14 or 17) to spell name —up to 16 characters allowed; otherwise, press T/C to leave name blank,
— press T/C to save number and name, — repeat above steps (beginning with choice of storage location)
to store next number,
— press SPKR to end.
24 – Impression LCD Speakerphone
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