GE 10-02 User Manual
PC S
Advanced Telephone Messaging
Revised 10/02
Network Client Guide
Operating Instructions and Install Guide
PhoneTree 2500 and 3500 series
Table of Contents
2
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Step One: Verify Your PC Compatibility . . . . . . . . . . . . . . . . . . . . . . . . .3
Step Two: Install the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Step Three: Configure Your Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Initial Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Call Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Daily Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Starting a Call Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Checking Call Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Importing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
The PhoneTree Call Status Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Common Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
The PhoneTree Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Contacting PCS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
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Installation:Verify Your PC Compatibility
Congratulations on your purchase of the PhoneTree Network Client! This
manual will guide you through the installation and setup of the PhoneTree
Network Client on your system. If you need assistance with the installation,
talk to the PhoneTree Network Administrator in your office or refer to the
PhoneTree 2500/3500 User’s Manual.
Step One: Verify Your PC Compatibility
1. Operating System
Your PC must have Microsoft Windows 95, 98, 2000, ME or XP as the
operating system. PhoneTree is not compatible with Windows 3.1 or NT.
2. PC Resources: PhoneTree client
• 32 MB RAM (64 MB recommended)
• CD ROM drive
• Color monitor
• sound card
• microphone
• speakers
3. Network Configuration
The PC that will be hosting PhoneTree must be configured and installed
on the office network, and the computer where you will be installing the
PhoneTree Client must be configured and installed on the same network
(but on a different computer).
Installation: Install the Software
4
Step Two: Install the Software
1. Insert the CD
Insert the CD in your drive. Choose Start -> Run -> Browse... ->
SETUPUSBCLIENT\Setup.exe (look for this file on the CD) -> click
Open -> click OK. The installation should then begin.
2. Choose the Default Settings
Click on Next several times until the installation process starts. In order
to assure reliable operation and ease of service, please DO NOT change
the default information as it is presented.
Please note
this!
5
Installation: Install the Software, continued
3. Finish Installation
When asked, click the Finish button. Do not start the PhoneTree
program at this time. Close the Client window.
4. Check for Icon on Desktop
Now you should have a PhoneTree Client icon on
your desktop (shown at right). You are now ready to
go on to Step Three: Configure Your Client.
Installation: Configure Your Client
6
Step Three: Configure Your Client
1.
Double-click on the PhoneTree Client icon on your desktop. You will be
prompted to configure your client. The screen below will come up. You need
to do three things: tell the Client where the PhoneTree Server is located on the
network, create a default local path for all your local calling data, and tell the
Client which translator to use when sending calling data to the PhoneTree Server.
2. To tell the PhoneTree Client software where the Server software resides, click
the Browse Server Path button. Navigate to the location of the PhoneTree
software over your computer network. When you’ve found it, click Open.
Look for this
filename on
your network.
7
Installation: Configure Your Client, continued
3. To create a default folder where all your calling preferences and other 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 this is where all data
that is generated by the PhoneTree Network Client software will be stored.
This is a
sample
ASCII file,
viewed in
WordPad.
4. Now you need to choose a translator
for your calling data. This translator
will be used if you generate a calling
list locally, on your own computer, and
you want to send it to PhoneTree to
use when starting a call session.
Generic CSV will translate any
comma-delimited text (ASCII) file that
follows the format at right (last
name,first name,phone)—use this
unless you commonly use a member
database program and its translator
appears in the drop-down menu.
5. Click OK. You are now ready to start
calling! Turn to the next section, Daily
Operation.
Initial Setups: Call Options
8
Call Options
Once you are finished with configuration, you will see the Call Status screen,
which is the main screen for the PhoneTree Network Client. To initiate a call
session:
❶
Click on the PhoneTree button.
❷
Choose the PhoneTree you would like to access from the menu, then click
the OK button. PhoneTrees protected by a password will be marked with
an asterisk (*).
❶
❷
9
Initial Setups: Call Options, continued
❸
❹
❹
❸
The Easy Call dialog will appear. From the 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 the day. Change the Don’t Call Before and the
Don’t Call After times by clicking on them—a Set Time box will appear,
allowing you to make changes. There is a checkbox called Allow
Different Times for Each Day. If you choose this option you can
change the Don’t Call Before and the Don’t Call After times to
something different each day. Also, you can choose to use
Pause/Resume (to pause calling when people are eating dinner, for
instance). Turning this option ON brings up the pause/resume times.
Initial Setups: Call Options, continued
10
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❺
Click on the Call Options tab.
a. Selecting the “Hangup Detect” option means that if the called party
hangs up the phone early, PhoneTree will note this in the status report.
[Recommended setting: ON]
b. “Star to Repeat” gives the listener the option to repeat the message if
they wish by pressing the Star(*) key on their phone. If you choose
this option, you will need to add “To hear this message again, press the
star key now” toward the end of your message, followed by a pause (to
give the listener time to press Star). [Recommended setting: ON]
c. “Play Message 2 Times” means that each time PhoneTree delivers a
message, it will play the same message twice. This option significantly
lengthens the time it takes to finish a call job. [Recommended: OFF]
d. “
Quick Call Mode” speeds up message delivery by calling only people
who are at home. During the first round of calling, PhoneTree will
only ring 3 times at a number before hanging up and going to the next
number. The result is that answering machines, which traditionally
pick up after the 4th ring, will be called last. During subsequent
rounds of calling, PhoneTree will revert to its normal calling setups.
[Recommended setting: OFF]
e. “Count Replies Mode” tells PhoneTree to stop calling after the
desired number of people press 9 in response to your question. For
example: “Hi, this is Steve. I’m calling to get three volunteers to help
paint the gym. If you can help, please press 9 now. --pause-- Thanks!”
If this option is selected, a Replies Needed number appears (default:
5) where you can change the number of “yes” (9) replies you want
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