Syspine A50 User Manual

USER’S MANUAL v2.0

Wherever Business Grows

Digital Operator System A50

E-mail: [e-mail]

For more information, please visit http://www.syspine.com

All specifications and figures are subject to change without prior notice.

Actual products may look different from the photo.

All trademarks and logos are the properties of their representative holders.

Copyright © 2008 Syspine.

Important Notices

The Syspine Digital Operator Phone System (Syspine Phone System) offers
many features, including the ability to manage individual user preferences
using Assistant. Users should understand how various issues affect privacy
and the security of the phone system.

This section describes basic information to consider before using the
Syspine Phone System. All recommendations are based on a general configu­ration of the phone system. However, every small business is unique. Evaluate
the specific configurations of the office setup when using the
Syspine Phone System. Use discretion when following the guidelines dis­cussed in these topics.

Emergency Considerations

• Power, network, or telephone service outages: If there is an outage, dis-

ruption, or other degradation of the power, network, or telephone services
at your location, Response Point will not work.

• How to dial an emergency number: Please inform all of your employees,

visitors, and Response Point users that they can either dial the emergency
number, or 9 plus the emergency number, to access emergency services:

• Maintain an alternative means of calling emergency services: You

should maintain a backup means of calling emergency services (for exam­ple, by using a phone plugged into a standard telephone line or a mobile

Region

Emergency

Numbers

Australia 000

Canada 911

New Zealand 111

Singapore 995, 999

South Africa 10111, 10177, 112

United Kingdom 112, 999

United States 911

phone) in case of a power failure, telephone service outage, or other prob­lem that may inhibit you from using Response Point.

• Calling emergency services using a VoIP service provider: Please note

that not all VoIP service providers enable users to call emergency services.
Such requirements vary by country. If you have questions about this capa­bility, please contact your VoIP service provider.

• 811 feature: By dialing 811 on the Response Point system, you can call

back the last phone that was used to dial an emergency number. This infor­mation will be stored for only 24-48 hours after an emergency number is
dialed.

N

OTE: This feature may not work if the phone has not been registered with the

Response Point base unit by your phone system administrator.

• Emergency-number location obligations that may apply to certain

owners of Response Point: Your telephone company or voice/VoIP ser-

vice provider may be required under applicable law to provide a telephone
number and address associated with that telephone number to emergency
services when a caller dials an emergency number. Further, certain coun­tries' laws may require the owner/operator of a multi-line telephone system
(MLTS), such as Response Point, to provide emergency services with the
physical location/address of the phone that was used to call an emergency
number, in addition to the caller's telephone number. In such cases, compli­ance with such MLTS laws is your responsibility. Please note that
Response Point does not provide to emergency services with the physical
location/address of a phone that is used to call an emergency number.

Privacy Considerations

The following information describes privacy issues related to the
Syspine Phone System.

Privacy of Users

The personal information entered in the User Properties dialog box is stored on
the Syspine Digital Operator System A50 (DOS-A50) and is not encrypted. Any
user who has access to the DOS-A50 password (for example, the phone sys­tem administrator) can modify this information, which includes:

• Voicemail messages configured to be retrieved by phone (Voice messages

sent exclusively as E-mail attachments are not stored on the DOS-A50).

• Names and nicknames that external callers might use when speaking to

the Automated Receptionist.

• Personal contact information uploaded from a contact store.

• E-mail addresses specified to receive voicemail attachments.

• Bypass Receptionist phone numbers that connect directly to the extension

numbers specified.

Selecting the Remember logon settings check box when logging on to Assis­tant, encrypts and stores credentials on the computer running Assistant.

The directory is available to external callers. Choose to add or remove name
and extension number details from this directory. However, the phone system
administrator can override choices without user consent—by either adding
information to the directory or removing information from it.

User name and extension number details are automatically added to the list
displayed in Assistant; there is no way to override this feature. Any user who
logs on to Assistant can view this list.

Privacy of Calls

Various components of the Syspine Phone System must exchange data so that
calls can be placed and received. Similar to many traditional phone systems,
where people with access to the office phone network may be able to listen to
phone calls, people with access to the office LAN may also be able to listen to
phone calls placed using the Syspine Phone System.

Calls—which are comprised of data packets that pass between DOS-A50,
phone line adapters, and phones—travel over the office LAN and are not
encrypted. For example, the caller ID information that is exchanged between

the phones and DOS-A50 is not encrypted. Likewise, a conversation that is
transmitted from one phone to another phone is not encrypted.

However, data that is exchanged between the DOS-A50 and Administrator or
Assistant is encrypted.

Privacy of SMTP Servers

The information that is transmitted from the DOS-A50 to the SMTP server
(such as, a Microsoft

®

Exchange® server on the LAN or an ISP’s E-mail server
on the Internet) will be encrypted or not depending on whether the SMTP
server requires encryption. Information that may not be encrypted includes the
user name and password for logging on to the SMTP server and voice mes­sages sent as E-mail attachments. For more information about the DOS-A50’s
connection to the SMTP server, contact the Syspine Phone System administra­tor.

Privacy of Backups

The Syspine Phone System administrator may choose to make a backup of the
data on the DOS-A50. Data saved in the backup file is not encrypted. There­fore, it is recommend that the Syspine Phone System administrator store back­ups on a removable hard drive that can be disconnected from the LAN and
stored in a secure location (for example, on a disk that can be stored in a
locked drawer).

Transfer of DOS-A50s

Before transferring the DOS-A50 to a third party, permanently delete all infor­mation using the Erase Data program that comes on the installation CD.
See Resetting Factory Defaults on page 168 for more information.

Security Considerations

Security and privacy are related topics. Privacy Considerations discusses the
handling of users’ personal information. This topic focuses on the issues
involved securing the Syspine Phone System.

While Voice over Internet Protocol (VoIP) brings the power of the Internet to
phone services, it also introduces some security issues. Unless the office LAN
is secure, employees or callers could change phone settings, listen to others'
voice messages, and even access the public address system, if available.

Consider the following issues in creating a secure phone system:

Change Default Passwords

The first step toward securing the Syspine Phone System is to change the
default password of the DOS-A50. The default DOS-A50 password is admin,
used from Administrator to connect to the DOS-A50.

Also, encourage users to change passwords when using Assistant. A user is
typically assigned to one extension number password, which is used to log on
to Assistant and to retrieve voicemail messages. The default extension number
password is 9999.

System Vulnerabilities

Syspine Phone System runs on the office LAN, and the organization may have
a wireless LAN. While convenient and popular, the security features in many
wireless default implementations may not be adequate. Consider whether the
LAN security configuration, especially the wireless LAN security configuration,
is correct for the business.

Firewall Issues

It’s a good idea to use firewalls to help protect an office LAN. A firewall blocks
requests or communication attempts from any unspecified programs.

If using a third-party firewall to provide security, instead of the default Windows

®

Firewall, Assistant and Administrator will not be able communicate with the
DOS-A50. To avoid this problem, create firewall exceptions in the firewall pro­gram for Administrator and Assistant. A firewall exception allows selected pro­grams to connect with a computer.

If using a third-party firewall, refer to its documentation for instructions on creat­ing firewall exceptions.

Security Certificates

In the first instance of logging on to Administrator and connecting to a DOS­A50, a security relationship between the DOS-A50 and the computer running
Administrator must be established.

After establishing that security relationship, the DOS-A50 copies a certificate (a
digital document) to the computer running Administrator. Once the two have the
same certificate information, the computer automatically trusts that the DOS­A50 is legitimate.

Security certificates are put on the DOS-A50 when manufactured and have a
15-year expiration date. Contact the manufacturer’s customer support service if
the expiration date is imminent.

Occasionally, at log on, a security error may display, denying connection to a
DOS-A50. This can occur if the certificate exchange has been corrupted, for
example. In this case, try connecting again, or restart the DOS-A50 so that the
certificate can be reinitialized. If the error reoccurs, a program or other device
on the LAN might be trying to fool or intercept DOS-A50 data. An explanatory
message is displayed when these conditions occur.

Security of Backups

Phone system data is not encrypted when a backup is created. Therefore, it is
recommended that the Syspine Phone System administrator store backups on
a removable hard drive, which can be disconnected from the LAN.

Environmental Considerations

To conserve natural resources, printing a hard copy of this manual
should only be performed if absolutely necessary. Adobe

®

Acrobat®
and most printers support printing two pages on one sheet. Refer to
the printer User Manual for more information.

This publication, including all photographs, illustrations and software, is pro­tected under international copyright laws, with all rights reserved. Neither this
publication, nor any of the material contained herein, may be reproduced with­out written consent of the manufacturer.

Microsoft, Windows XP, Windows Vista, and Response Point are trademarks of
the Microsoft group of companies.

© Copyright July 2008 http://www.syspine.com

i

Table of Contents

Introduction ................................................................................................... 1

Product Info and Advantages ..................................................................... 2

Key Advantages of Response Point Software ............................................. 2

Additional Advantages .............................................................................. 2

Unpacking the Syspine Phone System ...................................................... 3

Package Contents.................................................................................... 3

Optional Contents .................................................................................... 4

Tour of the Syspine Phone System ............................................................ 5

Syspine DOS-A50.................................................................................... 5

Front View............................................................................................... 5

Rear View ............................................................................................... 6

Bottom View ............................................................................................ 7

LCD Panel .............................................................................................. 8

LED Behavior .......................................................................................... 9

Syspine IP Phone 310 .............................................................................. 10

Front View............................................................................................. 10

IP Phone 310 Operation ......................................................................... 11

Rear View ............................................................................................. 13

Installation ................................................................................................... 15

Hardware Installation ............................................................................... 16

Typical LAN Setup ................................................................................. 16

Typical WAN Setup ................................................................................ 17

Recommended Installation Process ......................................................... 18

Locating the DOS-A50............................................................................ 19

ii

Connecting the DOS-A50 to the LAN

....................................................... 22

Connecting the DOS-A50 to the PSTN ..................................................... 24

Locating IP Phone 310s.......................................................................... 25

IP Phone 310 Cable Connections ............................................................ 26

Connecting IP Phone 310s to the LAN ..................................................... 27

Response Point Software Installation ...................................................... 28

System Requirements ............................................................................ 28

Installing Response Point on the

Administration Computer .......................................................................... 29

Installing with Windows XP ..................................................................... 29

Installing with Windows Vista................................................................... 31

Logging on to Response Point Administrator ........................................... 33

Changing the DOS-A50 Password ........................................................... 36

Setting the DOS-A50 Date and Time........................................................ 37

Configuring the IP Phone 310s ................................................................ 38

Adding a Phone and New User................................................................ 38

Installing Response Point Assistant on a

User’s Computer ...................................................................................... 44

Installing with Windows XP ..................................................................... 44

Installing with Windows Vista................................................................... 45

Logging on to Response Point Assistant................................................... 47

Powering Down the DOS-A50 .................................................................. 49

Basic Features............................................................................................. 51

Making Calls to Extensions ...................................................................... 52

Using the Response Point Button ............................................................ 52

Using the Keypad................................................................................... 52

Making External Calls .............................................................................. 53

Using the Response Point Button ............................................................ 53

Using the Keypad................................................................................... 54

Receiving Incoming Calls ......................................................................... 55

Using Call Park and Retrieve ................................................................... 56

Parking a Call ........................................................................................ 56

Retrieving a Parked Call ......................................................................... 57

Transferring Calls ..................................................................................... 58

iii

Using the Response Point Button

............................................................ 58

Using the Keypad................................................................................... 59

Using a Public Address System ............................................................... 60

Using Voicemail ....................................................................................... 61

Leaving Voicemail.................................................................................. 61

Retrieving Voicemail............................................................................... 61

Configuring Voicemail Options................................................................. 62

Voicemail to E-mail Forwarding ............................................................... 64

Configuring E-mail Server Information ...................................................... 64

Configuring User Information................................................................... 66

Microsoft Response Point Administrator .................................................. 69

The Phone System Tab ........................................................................... 71

Using the Phones Menu.......................................................................... 71

Using the Users Menu ............................................................................ 79

Using the Voice Services Menu ............................................................... 87

Using the Other Menu .......................................................................... 102

The Base Unit Tab ................................................................................. 108

Using the Status Menu ......................................................................... 109

Using the Properties Menu.................................................................... 112

Using the Backup Menu........................................................................ 116

The Call Routing Tab ............................................................................. 121

Choosing How to Answer Calls.............................................................. 121

Using the Automated Receptionist Plan.................................................. 123

Tips for Recording Greetings and Prompts ............................................. 127

Using the Receptionist Plan .................................................................. 128

Using the Bypass Receptionist Feature .................................................. 132

Configuring External Access ................................................................. 134

Microsoft Response Point Assistant Features ....................................... 137

Using the Connect Menu ...................................................................... 139

Using the Parked Calls Menu ................................................................ 140

Using the Settings Menu....................................................................... 141

Using the Help Menu ............................................................................ 155

Advanced Features ................................................................................... 157

Syspine DOS-A50 Module Configuration ............................................... 158

Restarting the System or Modules ......................................................... 160

iv

Changing the Syspine Module Page Password

....................................... 162

Troubleshooting........................................................................................ 163

Common Issues ..................................................................................... 163

Resetting Factory Defaults ..................................................................... 168

Resetting DOS-A50 Defaults ................................................................. 168

Resetting the Administrator Password .................................................... 169

Quick Reference Guides........................................................................... 171

Phone Calls Quick Guide ....................................................................... 172

Voicemail Quick Guide ........................................................................... 174

DOS-A50 Wall Mounting Template .......................................................... 175

Index........................................................................................................... 176

1

Introduction

Designed for ease of use and manageability, the
Syspine Digital Operator Phone System (Syspine Phone System) combines
the Syspine Digital Operator System A50 (DOS-A50) and Syspine IP Phone
310s in one easy to install, end-to-end, communication solution.

The user friendly, PC based Microsoft

®

Response Point™ phone system soft-

ware provides the management and user interface tools for the DOS-A50.

• Response Point Administrator—used by the Syspine Phone System

administrator providing effective management of hardware and user
access.

• Response Point Assistant—designed for end users to efficiently manage

user preferences and featuring Click to Call dialing. Configure voicemail
greetings, determine how to retrieve user voicemail messages, and man­age incoming call notifications.

The DOS-A50 provides public switched telephone network (PSTN), and
optional Internet and virtual private network (VPN) interconnection specifically
designed to empower small business customers to manage customer call traf­fic and employee use.

The IP Phone 310 combines ease of use with advanced functionality and ergo­nomic design.

Combined with a low Total Cost of Ownership (TCO), the Syspine Phone System
becomes the ideal communication tool.

Introduction

2 Product Info and Advantages

1.1 Product Info and Advantages

• End-to-end solution—complete communication solution for small busi-

nesses, including SIP Trunking support for VoIP connectivity.

• Easy to install—plug and play setup without the need for specialized

IT/Telecommunications knowledge.

• Easy to manage—Microsoft Response Point Administrator provides a sim-

ple and effective web page tool for managing DOS-A50.

• Easy to use—voice activated commands eliminate complex key strokes

and the powerful Click to Call feature provides one-click dialing through
Assistant and the fifty entry Call History page.

• Integration with Microsoft

®

Office Outlook®—voice activated dialing to

existing Outlook contacts through Assistant.

1.1.1 Key Advantages of Response Point Software

• One-button access to voice dialing. Press the Response Point button, and

use voice commands to dial, transfer, or retrieve a call.

• Voice dialing of personal contacts.

• Integration with Office Outlook, Windows Address Book (for Microsoft

®

Windows

®

XP), and Windows Contacts (for Microsoft® Windows Vista®) for

importing contacts.

• Automated Receptionist can answer and direct calls all of the time, when

the office is closed, or when the receptionist can't take calls.

• Built-in voicemail services—retrieve messages by phone or as e-mail

attachments, or both.

• Incoming call notifications can display on your computer screen when calls

come into the office.

1.1.2 Additional Advantages

• Phone, user, and service configuration wizards help make Response Point

easy to manage.

• Easy back up and restore of phone system data.

• Automatic phone discovery when new phones are added to the office LAN.

• Bypass Receptionist can directly connect callers to specified extension

numbers in the office.

• External Access gives specified remote numbers (such as your mobile

phone number) access to Response Point features.

Introduction

Unpacking the Syspine Phone System 3

1.2 Unpacking the Syspine Phone System

1.2.1 Package Contents

Verify all contents are present and in good condition. If any items are missing or dam­aged, contact the dealer immediately.

DOS-A50 DC Adapter Power Cable

1 x 3M RJ-45 Male

Ethernet Cable (yellow)

4 x 3M RJ-11 Male

Phone Line Cables

2 x Power Cable Clips

Installation and Help CD

including User’s Manual

Quick Start Guide Wall Mounting Kit

N

OTE: To conserve natural resources, printing a hard copy of the

User Manual supplied on the Installation and Help CD
should only be performed if absolutely necessary. Adobe

®

Acrobat

®

and most printers support printing two pages on
one sheet. Refer to the printer User Manual for more infor­mation.

Syspine DOS-A50

POWER

SYSTEM

LINE1

LINE2

GATEWAY

RESET

IP

Quick Start Guide

Introduction

4 Unpacking the Syspine Phone System

1.2.2 Optional Contents

Optional Cradle (for upright installation)

1 x 3M RJ-45 Male Ethernet

Cable (blue)

Included with the Optional

Security Gateway Module

4 x 3M RJ-11 Male Phone

Line Cable

Included with Optional ATA

Module

Introduction

Tour of the Syspine Phone System 5

1.3 Tour of the Syspine Phone System

1.3.1 Syspine DOS-A50

1.3.1.1 FEATURES OVERVIEW

• Simplified administration featuring phone and service configuration wizards

• Voice commands and Click to Call functionality

• Detailed Call History and Speed Dialing

• Microsoft Outlook integration

• Integrated security gateway (optional)

• Voice-enabled auto attendant

• Built-in voicemail featuring voice to E-mail forwarding

• Traditional PSTN and SIP Trunking supporting VoIP

• Call park, retrieve, and transfer

1.3.2 Front View

No. Item Description

1. Top Ventilation Cooling vent—do not obstruct

2. Panel Release Press to remove LCD panel

3. LCD Panel See LCD Panel on page 8

4. Ventilation Cooling vents—do not obstruct

Syspine DOS-A50

POWER

SYSTEM

LINE1

LINE2

GATEWAY

RESET

IP

2

3

4

1

4

Introduction

6 Tour of the Syspine Phone System

1.3.3 Rear View

No. Item Description

1. Telephone Lines Module 1 telephone lines P1 to P4

2. DC IN Jack Connect the DC power adapter to this jack

3. Phone Line LCDs Indicates phone line activity on the corre-

sponding line

4. Status LED Indicates module 1 connection status

5. Optional

Telephone Lines

Module 2 telephone lines P5 to P8
(optional)

6. LINE OUT Connect an output device, such as a Public

Address system or speaker. See Using a
Public Address System on page 60

7. LINE IN Standard Line-in jack. See Service Manual

for updated functions

8. USB Ports Connect USB devices to these ports

9. LAN Port Connect an Ethernet RJ-45 to the LAN

10. Optional WAN

Port

Connect an Ethernet RJ-45 to the wide area
network (WAN) if the optional Security
Gateway module is installed

P4 P3 P2 P1

DC IN

1234 678 9105

Introduction

Tour of the Syspine Phone System 7

1.3.4 Bottom View

No. Item Description

1. Module Feet Desktop non-skid feet

2. Wall Fixing Slots Attach to wall using wall mounting template

(see DOS-A50 Wall Mounting Template on
page 175)

1

2

Introduction

8 Tour of the Syspine Phone System

1.3.5 LCD Panel

No. Item Description

1. LCD panel 2 x 16 characters 5 x 7 dot display

2. Power LED LED lights orange in power-on state

3. System LED LED lights blue when system is in ready

state

4. Line Module1

LED

Tri-color Line 1 Module LED

5. Line Module2

LED

Tri-color Line 2 Module LED

6. Gateway Module

LED

Tri-color Gateway Module LED

7. Left Button Up one level in Admin Mode

8. Enter Button Press to Apply settings / Down one level in

Admin mode
Hold for 5 seconds to enter Admin Mode

9. Down Button Scroll down through options in Admin Mode

10. Up Button Scroll up through options in Admin Mode

11. Right Button View lower line message

Select option in Admin Mode

R

ES

E

T

IP

QUANTA COMPUTER

POWERSYSTEM LINE1

LINE2GATEWAY

Syspine DOS-A50

POWER SYSTEM LINE1 LINE2 GATEWAY

RESET

IP

12 3 4 5 6 789101112 13

Introduction

Tour of the Syspine Phone System 9

NOTE: The DOS-A50 is set to DHCP client enabled as default and cannot be

changed.

1.3.6 LED Behavior

12. IP Button Push to view: IP address, subnet mask,

default gateway, DNS server, and DHCP
Mode (enabled or disabled)

13. Reset Button Hold for 5 seconds to reset the system (see

Powering Down the DOS-A50 on page 49)

LED Behavior/Color Description

Power Solid Orange Power on

Off Power off

System Status Solid Blue System in ready state

Blinking Blue System booting or system failure

detected

Line Module 1 Solid Red Module 1 failure detected

Solid Orange Module 1 booting
Solid Green Module 1 in service (registered)

Line Module 2 Solid Red Module 2 failure detected

Solid Orange Module 2 booting
Solid Green Module 2 in service (registered)

Gateway
Module

Solid Red Gateway Module failure detected
Solid Orange Gateway Module active, but WAN

is inactive

Solid Green Gateway Module active, and WAN

is connected

No. Item Description

Introduction

10 Syspine IP Phone 310

1.4 Syspine IP Phone 310

1.4.1 Front View

No. Item Description

1. Handset High quality telephone handset

2. Transfer Transfers the current call

3. Conference Start Conference call

4. Call History Display call history menu

5. Redial Dial last number entered

6. Hold Place caller on hold

7. Call Indicator Flashes to indicates incoming calls

8. LCD Screen 2 x 16 character LCD display

9. Response Point Response Point button for voice dialing or

voice activated commands

10. Voicemail Retrieve Voicemail

11. Mute Turn Mute on or off during Handsfree or

Handset calling

1

0#

2

ABC3DEF

5

JKL6MNO

8

TUV

4

GHI

7

PQRS

9

WXYZ

IP Phone 310

HOLD

1

2

3

4

5

6

7

8

9
10

11

12

13

14

Introduction

Syspine IP Phone 310 11

NOTE: For ease of use, place the labels as shown in the preceding image.

1.4.2 IP Phone 310 Operation

The following table describes the IP Phone 310 basic functions.

IMPORTANT!

IP Phone 310 Hook functionality may differ depending on the selected

service provider. Contact the provider for more information.

12. Handsfree Place or answer a call without the use of the

handset

13. Volume and Menu

Navigation

Move up and down through menu options
and adjust ringer volume. Increase or
decrease volume while phone is in use

14. Dial / Enter Press to dial manually entered phone num-

bers / select items in the LCD menu

Label Description

Answer Call

Pick up the handset to answer or press to use
Handsfree mode.

Reject Call

Press to reject call.

Number
Dial

Enter the desired number on the keypad and press

to confirm (press to correct mistakes).

Voice Dial

Press and say the name of the contact to
call.

Call Park

During a call, press to park the call. The
system assigns the call a number and says Call

<parked call number> parked.

Call
Retrieve

Press and say Retrieve call <parked call
number>.

No. Item Description

Introduction

12 Syspine IP Phone 310

Call
Transfer

Press to park the call, then say Transfer
call <parked call number> to, and the name of the

contact to call (for example: Transfer call 1 to John

Smith), or press + ext. number + .

Call Hold

During a call, press to hold the call. Press
again to retrieve the call.

3 Way
Conference

During a call with the1st party, press to hold the
1st party and get the dial tone, dial the 2nd party and

press again to start the conference.

Redial

Press to redial the last number.

Mute

Press to turn Mute on or off during Handsfree or
Handset calling

Call
History

Press to access the following call history options:

1. Missed Calls

2. Received Calls

3. Dialed Numbers

4. Erase Records

5. Press to access next item

6. Press # to confirm the item

7. Press to go back one level

Voicemail

Press .The Automated Receptionist says Welcome
to voice mail, please enter your password.The

default password is 9999. Press 1 to listen to the new
message or follow the prompts for more options.

Check IP
address

Press # *47 (# *IP) to display the phone IP address.

Label Description

Introduction

Syspine IP Phone 310 13

1.4.3 Rear View

NOTE: See Locating IP Phone 310s on page 25 for installation instructions.

No. Item Description

1. Desk Stand Slots Attach the desk stand to these slots

2. Wall Mount Slot Attach to wall using this slot

3. LAN Port Connect RJ-45 Ethernet cable

4. Handset

Connection Jack

Connect the handset cord

5. PC Port Connect RJ-45 Ethernet cable to PC, or

daisy chain a PC, hub, or other Ethernet
device

6. AC Power

Connection Jack

Connect AC power adapter

7. Wall Mount Stand

Slots

Attach the wall mount stand to these slots

LAN PC

DC 12V

3

4

5

6

1

7

2

This page left blank intentionally.

2

Installation

This section contains details on how to install the
Syspine Digital Operator Phone System (Syspine Phone System) and connect
and configure the supplied Syspine IP Phone 310s.

Terms used in this chapter:

• DHCP—Dynamic Host Configuration Protocol (DHCP) is used by net-

worked devices (clients) to obtain IP addresses and other parameters from
a DHCP server.

•IP—Internet Protocol (IP) is used for communicating data across a net-

work. IP provides the service of communicable unique global addressing
amongst devices.

•LAN—Local Area Network (LAN) is a computer network covering a small

geographic area, like an office, or group of buildings.

•PoE—Power over Ethernet (PoE) is an alternate method of powering

devices without using a standard power outlet. The IP Phone 310 supports
PoE, although the required adapter is not supplied.

• PSTN—Public Switched Telephone Network (PSTN) is the network of the

world's public telephone networks, in much the same way that the Internet
is the network of the world's public IP-based networks.

•WAN—Wide Area Network (WAN) is a computer network that covers a

broad area. WANs are used to connect LANs and other types of networks
together, so that users and computers in one location can communicate
with users and computers in other locations.

Installation

16 Hardware Installation

2.1 Hardware Installation

2.1.1 Typical LAN Setup

The diagram describes typical LAN architecture without the Security Gateway
using the Syspine Phone System.

N

OTE: The standard unit does not contain the Security Gateway (WAN).

PSTN INTERNET

Typical LAN Set Up

LAN Switch

Router

Response Point Administrator

DOS-A50

IP Phone

IP Phone

Installation

Hardware Installation 17

2.1.2 Typical WAN Setup

The diagram describes typical WAN architecture with the optional Security
Gateway using the Syspine Phone System.

N

OTE: The Security Gateway module (WAN) is optional and must be purchased

before the Syspine Phone System can be setup as follows.

For more information see the Security Gateway User’s Manual. Download the
latest information and updates from http://www.syspine.com.

PSTN INTERNET

Typical WAN Set Up

LAN Switch

Response Point Administrator

DOS-A50

IP Phone

IP Phone

Installation

18 Hardware Installation

2.1.3 Recommended Installation Process

To save time, it is recommended that all the IP Phone 310s are installed and
connected to a suitable power outlet at the same time. For example, if ten IP
Phone 310s are required for an office setup, perform the installation in the fol­lowing order.

1. Locate the DOS-A50 (desktop, upright, or wall mount). See Locating the

DOS-A50 on page 19.

2. Connect the DOS-A50 to the LAN and power outlet. See Connecting the

DOS-A50 to the LAN on page 22.

3. Connect the DOS-A50 to the PSTN. See Connecting the DOS-A50 to the

PSTN on page 24.

4. Locate all ten IP Phone 310s (desktop or wall mount). See Locating IP

Phone 310s on page 25.

5. Connect all ten IP Phone 310s to the LAN and suitable outlet. See Con-

necting IP Phone 310s to the LAN on page 27.

N

OTE: Take note of each IP Phone 310's settings (IP address, location, and

proposed user) as the information is required during Adding a Phone and
New User.

6. Install the Microsoft

®

Response Point™ phone system software. See

Response Point Software Installation on page 28.

7. Change the DOS-A50 password and set the date and time. See Changing

the DOS-A50 Password on page 36 and Setting the DOS-A50 Date and
Time on page 37.

8. Add Users and Phones to the DOS-A50 using Administrator. See Adding a

Phone and New User on page 38.

9. Configure user’s available options using Administrator. See Microsoft

Response Point Administrator on page 69.

10. Assist users to configure their personal settings using Assistant. See

Microsoft Response Point Assistant Features on page 137.

Installation

Hardware Installation 19

2.1.4 Locating the DOS-A50

The DOS-A50 provides three distinct setup options—desktop, upright, and wall
mounted. The LCD panel and top ventilation panel can be inverted for upright
and wall mounted installation.

N

OTE: The DOS-A50 is setup in the upright position by using the upright cradle

(optional). See Optional Contents on page 4.

2.1.4.1

DESKTOP INSTALLATION

Place the DOS-A50 on a flat, stable surface in a well ventilated area.

N

OTE: Do not obstruct the cooling vents (see Front View on page 5 for vent

locations).

2.1.4.2

UPRIGHT INSTALLATION

1. Attach the upright cradle (optional) as described in the Quick Setup Guide

supplied with the cradle.

2. Place the DOS-A50 in the upright position on a flat, stable surface. Ensure

that there is ample ventilation and space for the required connections.

IMPORTANT!

Do not obstruct the cooling vents (see Front View on page 5 for vent

locations).

3. Press the LCD panel release button (see Front View on page 5) and lift the

panel clear.

4. Invert the panel and insert it, right-hand side first into the panel bay.

QUANTA COMPUTER

POWER SYSTEM LINE1 LINE2 GATEWAY

RESET

IP

QUANTA COMPUTER

POWER SYSTEM LINE1 LINE2 GATEWAY

RESET

IP

RESET

IP

QUANTA COMPUTER

POWERSYSTEMLINE1

LINE2GATEWAY

Wall Mount Installation

Upright Installation

Desktop Installation

Installation

20 Hardware Installation

5. Press the panel inward until a click is heard. Apply steady pressure until a

further click is heard.

N

OTE: When located correctly, the LCD panel does not move within the bay.

6. Grip the top ventilation panel (see Front View on page 5) and twist counter-

clockwise to remove it.

7. Invert the ventilation panel so that the Syspine name is readable and

replace the panel.

8. Twist clockwise to secure the panel in place.

2.1.4.3

WALL MOUNTED INSTALLATION

The DOS-A50 wall mounting solution is designed to reduce clutter by locating
the DOS-A50 in an otherwise unused area.
There are two wall mounting slots on the underside of the DOS-A50 (see Bot-
tom View on page 7) for mounting purposes.
At the back of this user’s manual is a wall mounting template to assist in the
positioning of the DOS-A50. To wall mount the DOS-A50, perform the following
steps:

1. Press the LCD panel release button (see Front View on page 5) and lift the

panel clear.

2. Invert the panel and insert it, right-hand side first into the panel bay.

3. Press the panel inward until a click is heard. Apply steady pressure until a

further click is heard.

N

OTE: When located correctly, the panel does not move in the bay.

4. Grip the top ventilation panel (see Front View on page 5) and twist counter-

clockwise to remove it.

5. Invert the ventilation panel so that the Syspine name is readable and

replace the panel.

6. Twist clockwise to secure the panel in place.

7. Locate a clean, even wall space with adequate room for cabling.

8. Print out the template at the back of this manual and place it on the wall

(see DOS-A50 Wall Mounting Template on page 175).

IMPORTANT!

Ensure that the template is printed on A4 paper (or larger) and that the

distance between the drill guides is 100 mm.

Installation

Hardware Installation 21

9. Use the guide line on the wall mounting template and a level to ensure the

DOS-A50 is in horizontal position.

10. Mark the locations for the two positioning screws using the template.

11. Drill two holes and insert the supplied wall fixing plugs.

12. Insert the supplied screws and tighten fully, until non of the thread is show-

ing.

N

OTE: The screws are designed to project out from the wall for mounting pur-

poses.

13. Align the wall mounting slots on the underside of the DOS-A50 with the

screws. Place the DOS-A50 on the wall and pull down to locate the screws
securely.

Installation

22 Hardware Installation

2.1.5 Connecting the DOS-A50 to the LAN

After locating the DOS-A50, connect to the LAN by performing the following
steps:

1. Insert the cable pin into the left-hand side of the DOS-A50 case as shown.

2. Connect the AC adapter to the DOS-A50 and secure it in place as shown.

P4 P3 P2 P1

P8 P7 P6 P5

DC IN

P4 P3 P2 P1

P8 P7 P6 P5

DC IN

Installation

Hardware Installation 23

3. Use one of the supplied Ethernet cables (yellow) to connect the LAN port of

the DOS-A50 to the LAN switch and plug in the AC adapter into a standard
electrical outlet.

Before continuing, make sure the display shows SERVICE READY.

N

OTE: Ensure that all cables are properly inserted and the LAN switch is work-

ing properly before continuing.

Power Cable

P4 P3 P2 P1

DC IN

Local Area Networ

k

(LAN Switch)

Ethernet

Cable

DOS-A50

Installation

24 Hardware Installation

2.1.6 Connecting the DOS-A50 to the PSTN

After locating the DOS-A50, connect the PSTN by performing the following
steps:

1. Connect the phone cable to the PSTN as shown.

2. Check that the telephone line module LED on the back of the DOS-A50

lights green (see Rear View on page 6 for location).

N

OTE: If the telephone line status LED does not light for any active phone line,

check the public telephone line and Voice Services. See Using the Voice
Services Menu on page 87 for more information.

P4 P3

P2 P1

DC IN

Connect to Public
Telephone Network

Installation

Hardware Installation 25

2.1.7 Locating IP Phone 310s

The IP Phone 310 provides two distinct setup options—desktop and wall
mounted.

2.1.7.1

DESKTOP INSTALLATION

1. Insert the two locating tabs (1) into the slots

as shown.

2. Push the stand (2) toward the top of the IP

Phone 310 until it clicks into place.

2.1.7.2

WALL MOUNTED INSTALLATION

The IP Phone 310 wall mounting solution is designed to reduce clutter by locat­ing the IP Phone 310 in an otherwise unused area.
The wall mounting slot is located on the underside of the IP Phone 310 (see
Rear View on page 13) for mounting purposes.

N

OTE: The handset hook is supplied in the upright position, suitable for desktop

or wall mounting. If the phone is installed on a desktop without the stand,
remove the hook and install it point down.

Perform the following steps to wall mount an IP Phone 310:

1. Insert the two stand locating tabs in to the

slots on the phone.

2. Push the stand toward the bottom of the IP

Phone 310 to until it clicks into place.

3. Locate a clean, even wall space with ade-

quate room for cabling.

4. Drill a hole and insert a suitable wall-fixing

plug.

5. Insert a suitable screw and tighten, leaving a

5 mm (0.2 inches) gap.

2

1

Installation

26 Hardware Installation

6. Align the wall-mounting slot on the underside of the IP Phone 310 with the

screw.

7. Place the IP Phone 310 on the wall and pull down to locate the screw

securely.

2.1.8 IP Phone 310 Cable Connections

Connect the IP Phone 310 cables as shown in the diagram:

1. Connect the white Ethernet cable to the LAN port.

2. Connect the power cable to the DC power jack.

N

OTE: If the IP Phone 310 is connected through a Power over Ethernet (PoE)

device, it is not necessary to connect the power adapter.

3. Connect the handset cable to the handset jack.

N

OTE: The handset cable has a long straight connection and a short straight

connection. Use the long section to connect to the IP Phone 310. Secure
the cable in place by pressing down as shown in the preceding image.

1

2

4

Installation

Hardware Installation 27

2.1.9 Connecting IP Phone 310s to the LAN

After connecting the DOS-A50 to the LAN and a suitable power outlet, connect
all the required IP Phone 310s at once to the LAN.

The IP Phone 310 supports daisy-chain connection for limited port access
using the supplied Ethernet cable.

IMPORTANT!

PoE operation is not possible when wiring in daisy chain sequence—

power adapters must be used on series phones.

Perform the following steps to connect the IP Phone 310 as part of a daisy­chain:

1. Disconnect the existing LAN cable from the PC.

2. Plug the LAN cable into the LAN port on the IP Phone 310.

3. Using the supplied Ethernet cable, connect the PC port on the IP Phone

310 to the LAN port on the PC.

4. Using the supplied power cables for each phone, connect the IP Phones to

a power source.

N

OTE: If the IP Phone 310 is connected through a PoE device, it is not neces-

sary to connect the power adapter.

5. Record the IP address for each phone as displayed on the LCD screen.

N

OTE: If the IP address is not displayed, enter # * 47 (# * IP) on the keypad to

display the IP address.

If port access is not a consideration and a daisy chain connection is not required,
attach the IP Phone 310 directly to the LAN switch with the supplied cable.

PCLAN

Installation

28 Response Point Software Installation

2.2 Response Point Software Installation

This section contains details on how to install the Microsoft® Response Point™
phone system software supported by Microsoft

®

Windows® XP and Microsoft®

Windows Vista

®

, and how to configure the IP Phone 310s.

Two types of installation are provided by Response Point software—Adminis­trator and Assistant.

• The Administrator is a Windows front end application to configure and uti-

lize the DOS-A50’s many features from the administrator’s computer.

• The Assistant provides access to personal settings from users computers.

2.2.1 System Requirements

Microsoft Response Point Administrator requires:

• Microsoft Windows XP Professional or Home Edition, with Service Pack 2

(SP2, 32-bit or 64-bit) and with the latest security updates

• Microsoft Windows Vista (32-bit or 64-bit) with the latest security updates

• Windows Server 2003 R2 SP2 (32-bit or 64-bit)

• Small Business Server 2003 R2 (32-bit or 64-bit)

Installation

Installing Response Point on the Administration Computer 29

2.3 Installing Response Point on the
Administration Computer

Perform the following steps to install Microsoft Response Point Administrator
and Assistant on Windows XP and Windows Vista operating systems.
Microsoft

®

English Text-to-Speech software is also included for Windows XP.

N

OTE: Administrator should only be installed on an administrator’s computer.

Administrator privilege is required to configure the DOS-A50 settings.

2.3.1 Installing with Windows XP

1. Insert the Installation CD provided. The Auto-run Interface starts automati-

cally and the following screen displays.

N

OTE: If the Auto-run Interface does not start automatically, access the CD

using Windows Explorer and manually execute CDRun.exe in the root
directory to begin installation.

2. Click Install Syspine Tools.

Installation

30 Installing Response Point on the Administration Computer

The Select the Microsoft Response Point 1.0 SP1 Components to
install screen displays.

N

OTE: The Administrator software does not install by default.

3. Ensure that all the check boxes are selected, including Install Microsoft

Response Point Administrator 1.0 SP1.

4. Click Next.

5. Follow the on-screen prompts to install the software. The Assistant is

installed first, followed by the Administrator and Text-to-Speech software.

N

OTE: For both the Assistant and Administrator installation, a license screen

must be accepted before installation can continue.

6. Once installation is complete, go to Start´ All Programs´ Microsoft

Response Point Administrator to launch Microsoft Response Point

Administrator.

Installation

Installing Response Point on the Administration Computer 31

2.3.2 Installing with Windows Vista

1. Insert the Installation CD provided. The Auto-run Interface starts automati-

cally and the following screen displays.

N

OTE: If the Auto-run Interface does not start automatically, access the CD

using Windows Explorer and manually execute CDRun.exe in the root
directory to begin installation.

2. Click Install Syspine Tools.

N

OTE: If a security screen displays, click the appropriate response to allow the

installation to continue.

The Select the Microsoft Response Point 1.0 SP1 Components to

install screen displays.

N

OTE: The Administrator software does not install by default.

3. Ensure that all the check boxes are selected, including Install Microsoft

Response Point Administrator 1.0 SP1.

4. Click Next.

Installation

32 Installing Response Point on the Administration Computer

5. Follow the on-screen prompts to install the software. The Assistant is

installed first, followed by the Administrator.

N

OTE: For both the Assistant and Administrator installation, a license screen

must be accepted before installation can continue.

6. Once installation is complete, go to Start´ All Programs´ Microsoft

Response Point Administrator to launch Microsoft Response Point

Administrator.

Installation

Logging on to Response Point Administrator 33

2.4 Logging on to Response Point Administrator

After the initial hardware and software installation, the DOS-A50 is automati­cally detected through the LAN connection. Perform the following steps to log in
to Response Point Administrator:

1. To launch Microsoft Response Point Administrator, go to Start´ All Pro-

grams´ Microsoft Response Point Administrator.

The IMPORTANT NOTICE screen displays.

2. Take a moment to read the information, then click OK.

The Select the base unit screen displays.

3. Select the desired DOS-A50 (only one entry is present in the previous

image), and click Connect.

N

OTE: The connection process can take a few seconds. If the required DOS-

A50 is not present, see Troubleshooting on page 163.

Installation

34 Logging on to Response Point Administrator

In the first instance of logging on to the Administrator, a security certificate
must be installed to create a secure connection. The following screen dis­plays.

4. Compare the media access control (MAC) address on screen with the MAC

address attached to the DOS-A50. Ensure the MAC addresses are identi­cal and click Yes to continue.

N

OTE: View the certificate by clicking View Certificate if required.

A Security Warning screen displays.

5. Click Yes to complete the certificate installation procedure.

N

OTE: The security certificate is only installed once. Subsequent Administrator

sessions skip straight to the password prompt.

Installation

Logging on to Response Point Administrator 35

Once connection is established, a password prompt displays.

6. Enter the default password admin (all lower case) and click Connect.

The main Administrator - Microsoft Response Point screen displays.

Installation

36 Logging on to Response Point Administrator

2.4.1 Changing the DOS-A50 Password

After logging in, change the password to prevent any security issues.

N

OTE: The default password for the DOS-A50 is admin.

To change the DOS-A50 password, perform the following steps:

1. On the Base Unit tab, click Change Password in the Properties panel.

The Change Password screen displays.

2. Enter the current password (admin), a new password, and confirm the new

password.

3. Click OK.

The following message is displayed when the password is changed suc­cessfully.

N

OTE: If an error message is displayed, follow the on-screen prompts to correct

the problem and try again.

2.4.1.1

STRONG PASSWORD TIPS

A maximum of 256 characters can be entered for Response Point Administrator
passwords. Due to the way passwords are encrypted, the most secure pass­words are 7 or 14 characters long.

For a password to be strong, it should:

• Contain at least seven characters, including letters, numbers, and symbols.

• Be significantly different from prior passwords.

Installation

Logging on to Response Point Administrator 37

• Not contain a name or user name.

• Not be a common word or name.

2.4.2 Setting the DOS-A50 Date and Time

To set the DOS-A50 date and time values, perform the following steps:

1. On the Base Unit tab, click Change Date/Time in the Properties panel.

The Change Date and Time on Base Unit screen displays.

2. Select the required date and time information from the drop-down menus,

specify the time zone, and select automatic daylight saving adjustments if
required. Click OK.

The following warning displays.

3. Click Yes to save the changes.

N

OTE: The DOS-A50 only reboots if the time zone is changed. All other

changes are updated immediately.

4. Verify the new date and time in the summary screen.

Installation

38 Configuring the IP Phone 310s

2.5 Configuring the IP Phone 310s

After logging on to the Administrator, the installed IP Phone 310s must be
detected and new users added. Perform the following steps to detect the
phones and add new user information.

2.5.1 Adding a Phone and New User

1. Go to Start´ All Programs´ Microsoft Response Point Administrator

to launch Microsoft Response Point Administrator, if it is not already run­ning.

2. Click the Phone System tab. In the Tasks pane, click Add Phone.

Installation

Configuring the IP Phone 310s 39

The Have you connected your phone screen displays.

3. Confirm that the phones are properly connected and the power cord is

plugged in.

4. Click Next.

The What phone do you want to add screen displays.

5. Highlight the required phone and click Next.

Installation

40 Configuring the IP Phone 310s

The Who will receive calls on this phone screen displays.

6. Click the Assign User button. A warning message displays.

N

OTE: This message is only displayed if there are no users currently on the

system.

7. Click OK to proceed.

Installation

Configuring the IP Phone 310s 41

The New User screen displays. The default tab is the Identification tab.

8. From the User type drop down menu, select Person if it is not already

selected.

9. Fill in the Name fields. Ensure information easily identifies the user.

N

OTE: Enter the user information as a caller would say it.

10. Change the Extension number and password field if desired. The exten-

sion range available is 100 through 799.

11. Select the desired Directory listing option from the list.

12. Click OK.

Installation

42 Configuring the IP Phone 310s

The Who will receive calls on this phone screen re-displays.

Notice that the new user is assigned to the Primary User with the specified
extension number. See Using the Phones Menu on page 71 for more infor­mation.

13. Click Next.

The What do you want to name this phone screen displays.

The Owner of the phone and Phone Name fields are automatically
inserted.

14. Check When placing calls... to restrict the phone to calling emergency

services and internal extension numbers only,

OR

Use the default setting to allow outgoing calls to all numbers.

Installation

Configuring the IP Phone 310s 43

15. Click Finish.

The DOS-A50 automatically configures the phone and displays a confirma­tion message screen.

16. Click Close to complete the installation.

Repeat steps 2 through 16 to configure the second and subsequent phones.

Installation

44 Installing Response Point Assistant on a User’s Computer

2.6 Installing Response Point Assistant on a

User’s Computer

Assistant provides user access to Response Point features including voice­mail, call forwarding, and notification settings.

IMPORTANT!

Assistant must be installed separately on each intended user’s PC.

Perform the following steps to install Microsoft Response Point Assistant on
Windows XP and Windows Vista operating systems.

2.6.1 Installing with Windows XP

1. Insert the Installation CD provided. The Auto-run Interface starts automati-

cally and the following screen displays.

N

OTE: If the Auto-run Interface does not start automatically, access the CD

using Windows Explorer and manually execute CDRun.exe in the root
directory to begin installation.

2. Click Install Syspine Tools.

Installation

Installing Response Point Assistant on a User’s Computer 45

The Select the Microsoft Response Point 1.0 SP1 Components to
install screen displays.

N

OTE: • By default, the Install Microsoft Response Point Administrator 1.0

SP1 check box is clear. For security reasons, Response Point Adminis-

trator must only be installed on an administrator's computer.

• For Windows XP users, the Microsoft English Text-to-Speech Engine

software package must be installed.

3. Click Next.

4. Follow the on-screen prompts to install the software.

5. Once installation is complete, go to Start´ All Programs´ Microsoft

Response Point Assistant to launch Microsoft Response Point Assistant.

2.6.2 Installing with Windows Vista

1. Insert the Installation CD provided. The Auto-run Interface starts automati-

cally and the following screen displays.

Installation

46 Installing Response Point Assistant on a User’s Computer

NOTE: If the Auto-run Interface does not start automatically, access the CD

using Windows Explorer and manually execute CDRun.exe in the root
directory to begin installation.

2. Click Install Syspine Tools.

N

OTE: If a security screen displays, click the appropriate response to allow the

installation to continue.

The Select the Microsoft Response Point 1.0 SP1 Components to

install screen displays.

N

OTE: By default, the Install Microsoft Response Point Administrator 1.0

SP1 check box is clear. The Administrator should only be installed on

the administrator’s computer.

3. Click Next.

4. Follow the on-screen prompts to install the software.

5. Once installation is complete, go to Start´ All Programs´ Microsoft

Response Point Assistant to launch Microsoft Response Point Assistant.

Installation

Installing Response Point Assistant on a User’s Computer 47

2.6.3 Logging on to Response Point Assistant

After the installing the software, perform the following steps to log in to the
Assistant:

1. To launch Microsoft Response Point Assistant, go to Start´ All Pro-

grams´ Microsoft Response Point Assistant.

The log in screen displays.

2. Enter the user extension number and the default password 9999.

N

OTE: The DOS-A50 is automatically detected.

3. Click Log On.

In the first instance of logging on to the Assistant, a security certificate
must be installed to create a secure connection. The following screen dis­plays.

4. Compare the MAC address on screen with the MAC address attached to

the DOS-A50. Ensure the MAC addresses are identical and click Yes to
continue.

N

OTE: View the certificate by clicking View Certificate if required.

Installation

48 Installing Response Point Assistant on a User’s Computer

The following password reminder screen displays.

5. Click OK to complete login.

For more information on Response Point Assistant, refer to Microsoft Response
Point Assistant Features on page 137.

Installation

Powering Down the DOS-A50 49

2.7 Powering Down the DOS-A50

The DOS-A50 does not provide an on/off power switch like other electrical
appliances, the Reset button is used to shutdown the DOS-A50 cleanly.

To power off the DOS-A50, perform the following steps:

1. Exit any active Administrator and Assistant sessions.

2. Press and hold the Reset button on the DOS-A50 front panel for 5 seconds

and release.

3. The DOS-A50 enters a Standby state and the LCD panel displays

UNPLUG POWER CORD for 15 seconds.

4. During this time, unplug the power cord from the back of the DOS-A50.

Otherwise wait for the system to reboot.

IMPORTANT!

Do not unplug the DOS-A50 unless the LCD displays UNPLUG

POWER CORD. Incorrect power down can damage the DOS-A50.

This page left blank intentionally.

3

Basic Features

This chapter contains information on basic
Syspine Digital Operator Phone System (Syspine Phone System) operation
using Microsoft

®

Response Point™ phone system software. Topics include
making and receiving internal and external calls, parking and retrieving calls,
transferring calls, using a Public Address (PA) system, and voicemail functions.

Terms used in this chapter:

•IP—Internet Protocol (IP) is used for communicating data across a net-

work. IP provides the service of communicable unique global addressing
amongst devices.

•LAN—Local Area Network (LAN) is a computer network covering a small

geographic area, like an office, or group of buildings.

•MAC—Media Access Control (MAC) addresses are numbers that repre-

sent a unique name for particular network adapters, so, for example, the
network adapters in two different computers will have different names.

•PBX—A Private Branch eXchange (PBX) is a telephone exchange that

serves a particular business or office.

• URL—Uniform Resource Locator (URL) is a global identifier of network-

retrievable documents and in the scope of this User’s Manual represents a
World Wide Web address.

•WAV—Waveform audio format (WAV), is a Microsoft and IBM audio file for-

mat standard for storing audio on PCs.

Basic Features

52 Making Calls to Extensions

3.1 Making Calls to Extensions

Extension calls are calls placed to other Syspine IP Phones. Using Response
Point, calls can be made even if a user's number is unknown.

3.1.1 Using the Response Point Button

To make an Extension call using Response Point, perform the following steps:

1. Press the Response Point button on the IP Phone and say the name of

the contact person.

2. The system connects the call to the extension associated with the name

supplied.

3. The contact receives the call.

3.1.2 Using the Keypad

Alternatively, to make an Extension call using conventional methods, perform
the following steps:

1. Lift the handset of the IP Phone.

2. Dial the required extension using the keypad and press Dial/Enter ( ).

3. The system connects the phone to the supplied extension.

EXTENSION CALLS

EXT.101 JANE MONROE

EXT.100 JOHN SMITH

LAN Switch

1

2

3

Response
Point

Response
Point

DOS-A50

IP Phone

IP Phone

Basic Features

Making External Calls 53

3.2 Making External Calls

External calls are calls placed to contacts outside the internal network.

3.2.1 Using the Response Point Button

To make an external call using Response Point, perform the following steps:

N

OTE: To use voice dialing to external numbers, the contact must be added to

the user’s contact list using the Assistant. See Using the Contacts Tab on
page 146 for more information.

1. Press the Response Point button on the IP Phone and say the name of

the person to call followed by at work, at mobile, or at home to specify the
appropriate contact number.

N

OTE: The information in the Contact screen must include designated work,

mobile, or home numbers.

For example, say Jane Munroe at home.

2. The system connects the call to the external number associated with the

name and location supplied.

N

OTE: If VoIP calls result in an error, logon to Administrator and go to

Base Unit´ View Event Log and look for information on any failures

that occurred.

EXTERNAL CALLS

EXT.101 JANE MONROE

EXT.100 JOHN SMITH

External Call

e.g. 425 555 2000

LAN Switch

PSTN

PSTN No.

425 555 1000

1

2

DOS-A50

IP Phone

IP Phone

Basic Features

54 Making External Calls

3.2.2 Using the Keypad

To make an outgoing call using the keypad, perform the following steps:

1. Lift the handset of the IP Phone.

• Press 9 (or 8 if both PSTN and VoIP voice services are configured) to spec-

ify an outbound call.

• Dial the required number using the keypad and press Dial/Enter ( ).

2. The system connects the phone to the supplied external number.

N

OTE: If VoIP calls result in an error, logon to Administrator and go to

Base Unit´ View Event Log and look for information on any failures

that occurred.

Basic Features

Receiving Incoming Calls 55

3.3 Receiving Incoming Calls

The Syspine Phone System functions as a traditional phone system when
receiving incoming calls. Simply pick up the IP Phone handset or press the
Speaker button to accept the call.

Incoming calls using Response Point are processed as follows:

• The external caller dials the PSTN number assigned to the DOS-A50.

• The Automated Receptionist (default) asks the caller to say the name of the

required contact.

N

OTE: The DOS-A50 handles the call as defined in the Call Routing Plan (see

Choosing How to Answer Calls on page 121).

1. The external caller says the name of the contact person,

OR
Dials the extension number using the keypad.

2. The system connects the call to the extension associated with the name

supplied.

N

OTE: To bypass the Automated Receptionist, add the contact’s details to the

Bypass Receptionist screen. See Using the Bypass Receptionist Feature
on page 132.

INCOMING CALLS

EXT.101 JANE MONROE

EXT.100 JOHN SMITH

External Call

e.g. 425 555 2000

LAN Switch

22

PSTN

PSTN No.

425 555 1000

1

CALL

DOS-A50

IP Phone

IP Phone

Basic Features

56 Using Call Park and Retrieve

3.4 Using Call Park and Retrieve

Call Park is used to hold a call in the system until another system extension or
user is free to respond. While Parked, a caller hears the default DOS-A50
music or a custom audio file played through the Line In jack on the rear of DOS­A50. See Customizing Parked Call Music on page 115 for more information.

There are a total of nine slots available for call parking. Any IP Phone can
retrieve a Parked call by using the Call Retrieve function.

3.4.1 Parking a Call

To Park an incoming call, perform the following steps:

1. After answering the incoming call, press the Response Point button to

Park the call.

The Automated Receptionist announces the call as parked and assigns the
call a number.

2. Replace the handset on the phone.

The incoming call is now Parked. The system holds the call until it is
retrieved or the caller hangs up.

Parking a Call

IP Phone

EXT.101 JANE MONROE

LAN Switch

1

2

Call is
PARKED

Response
Point

DOS-A50

Basic Features

Using Call Park and Retrieve 57

3.4.2 Retrieving a Parked Call

To retrieve a Parked call, perform the following steps:

1. Press the Response Point button.

2. Say Retrieve Call 1.

The call is retrieved from the parked status.

N

OTE: If more than one call is parked, retrieve the call in the order it was saved,

for example: say Retrieve Call 2 or Retrieve Call 3.

Retrieving a Parked Call

EXT.100 JOHN SMITH

LAN Switch

1

Call is
RETRIEVED

Response
Point

DOS-A50

IP Phone

2

Basic Features

58 Transferring Calls

3.5 Transferring Calls

Call transfer is used to manually extend a call to another extension or user with
ringing.

N

OTE: Only phones and users added to Response Point Administrator are

accessible for transfer.

3.5.1 Using the Response Point Button

To Transfer an incoming call using Response Point, perform the following
steps:

1. Ask the calling party to wait while you transfer the call.

2. Press the Response Point button. The call is parked.

3. Say Transfer to and the name of the party to receive the call, for example:

Transfer to John Smith.

The Automated Receptionist announces the call is transferred and instructs
to hang up the phone.

4. Hang up the phone.

The system connects the call to the extension associated with the supplied
name. The incoming call is transferred.

LAN Switch

Transferring a Call

EXT.101 JANE MONROE

EXT.100 JOHN SMITH

External Call

e.g. 425 555 2000

PSTN

PSTN No.

425 555 1000

2

1

4

Response
Point

CALL

DOS-A50

IP Phone

IP Phone

3

Basic Features

Transferring Calls 59

3.5.2 Using the Keypad

To Transfer a call using the keypad, perform the following steps:

1. Ask the calling party to wait while you transfer the call.

2. Press the Transfer button on the IP Phone.

3. Dial the required extension, press Dial / Enter ( ) and hang up the

phone.

The system connects the call to the extension associated with the supplied
name. The incoming call is transferred.

Basic Features

60 Using a Public Address System

3.6 Using a Public Address System

The DOS-A50 supports connection to a Public Address system (PA) or to
speakers directly attached to the DOS-A50. To connect the PA to the DOS-A50,
refer to the following diagram:

N

OTE: See Rear View on page 6 for the location of the Line-Out jack.

Once the PA (or speaker) is connected to the Line-Out jack, perform the follow­ing steps to make announcements over the PA:

1. Lift the IP Phone handset and dial 872#.

2. Wait for the ready tone, then speak as normal.

3. DOS-A50 routes the voice page to the Line-Out jack and over external,

amplified paging equipment.

4. Hang up when finished.

P4 P3

P2 P1

DC IN

DOS-A50

Public Address System

Line-Out Line-In

Basic Features

Using Voicemail 61

3.7 Using Voicemail

The term voicemail is used for mobile, cellular, and desktop computerized tele­phone answering systems that digitize incoming voice messages and stores
them on disk or flash memory. Incoming calls are diverted to voicemail when
the user is unavailable or the phone is powered off. The voicemail button
flashes red to indicate the receipt of a message.

Response Point allows users to review voice messages while in the office or
from outside.

N

OTE: The same password is used to access voicemail and Assistant. The

default password is 9999.

3.7.1 Leaving Voicemail

If a call is not answered within four rings (default), the voicemail function is acti­vated.

1. The Automated Receptionist informs the caller that the user is not avail-

able.

2. After the tone, record a short message (less than 120 seconds).

3. When finished, hang up the phone.

3.7.2 Retrieving Voicemail

Voicemail can be reviewed while in the office or from an external number.

3.7.2.1

RETRIEVING VOICEMAIL IN THE OFFICE

If the voicemail button on the IP Phone is lit, a voicemail message is saved and
ready for retrieval.

To retrieve voicemail, perform the following steps:

1. Press the Response Point button and say Voicemail, press the voicemail

button on the IP Phone, or dial 886.

2. You are prompted to enter the password by using the keypad or press * to

check voicemail for a different extension.

3. Enter the password to enter the main menu.

N

OTE: The default password is 9999.

4. Press 1 to listen to voicemail messages.

Basic Features

62 Using Voicemail

The Automated Receptionist supplies the number of new messages and
saved messages available then plays the first new message recorded.

5. After listening to the message, the following options are available:

• Repeat—press 1 to replay the previous message.

• Continue—press 3 to proceed to the next message or return to the main

voicemail menu if there are no further messages.

N

OTE: If no new messages remain, the first saved message is played.

• Delete—press 7 to delete the current message.

• Save—press 9 to save the message.

3.7.2.2

RETRIEVING VOICEMAIL FROM AN EXTERNAL NUMBER

To access voicemail from an external number, perform the following steps:

1. Dial the PSTN number to call.

2. After the Automated Receptionist answers, say Voicemail or use the key-

pad to dial 886.

3. Follow steps 2 through 5 in Retrieving Voicemail in the Office on page 61.

3.7.3 Configuring Voicemail Options

To configure voicemail options, perform the following steps:

1. Lift the handset and press the voicemail button,

OR
Press the voicemail button for hands-free operation.

2. A standard voicemail greeting is supplied prompting the user to enter their

password or press the * key to check voicemail for a different extension.

3. Enter the password (default: 9999) to enter the main menu.

4. Press 2 to enter the Change Your Settings menu.

There are six options within the Personal Options menu:

• Listen to Personal Greeting—press 1 to review the personal greeting

message for the current user.

N

OTE: If no custom message is recorded, the Automated Receptionist Greeting

is used.

Basic Features

Using Voicemail 63

• Record Personal Greeting—press 2 to record the personal greeting mes-

sage for the current user.

• Change Greeting Type—press 3 to change the type of voicemail greeting

for the current user.
Select from System Greeting (default) and Personal Greeting (custom).

• Record Name for the Directory—press 4 to record the name of the cur-

rent user.

• If no name is recorded, the Automated Receptionist voice is used.

• Change Password—press 5 to enter a new 4~8 digit password followed

by the # key. Confirm the new password by re-entering the new password
followed by the # key.

• Go Back to Main Menu—press * to return to the main voicemail menu.

Basic Features

64 Voicemail to E-mail Forwarding

3.8 Voicemail to E-mail Forwarding

Voicemail to e-mail is an extension of the voicemail service providing another
point of access for messages. When enabled, voicemail to e-mail sends an
alert e-mail to the target user including a WAV file attachment containing the
recorded voicemail message.

This function is especially useful for mobile users with no access to Response
Point’s regular voicemail service.

3.8.1 Configuring E-mail Server Information

To configure the E-mail server and user account, perform the following steps:

1. From the Base Unit tab, click Configure E-mail Server in the Properties

panel or Summary panel.

Basic Features

Voicemail to E-mail Forwarding 65

The Configure E-mail Server screen displays.

2. Select Allow sending voicemail in e-mail to access the options on the

screen.

3. Enter the Outgoing e-mail server (SMTP) address and the user E-mail

address.

Basic Features

66 Voicemail to E-mail Forwarding

4. Enter the user name and password used for access to the e-mail server

OR
Select Connect to the server anonymously if no log on information is

required to access the E-mail server.

5. Click OK.

The following warning screen displays.

6. Click OK to complete the E-mail server configuration.

3.8.2 Configuring User Information

NOTE: At least one user must be added before configuring E-mail user informa-

tion. See Adding a User on page 79.

1. Configure the user account by clicking the Phone System tab (in the main

administrator screen) and Edit User in the Users panel.

Basic Features

Voicemail to E-mail Forwarding 67

The User Properties screen displays.

2. Select the Voicemail tab as shown.

3. Ensure that Enable voicemail and Receive messages as attachments

to e-mail are selected.

4. Enter the recipient’s e-mail address as shown and click OK to complete the

process.

3.8.2.1

TESTING THE VOICEMAIL TO E-MAIL SERVICE

Once the configuration is complete, perform this simple test to confirm voice­mail to e-mail connection:

N

OTE: The test user does not need to be assigned to a phone.

1. Leave a test voicemail for the created user (see Leaving Voicemail on

page 61).

2. From the Base Unit tab of the Administrator, click View Event Log.

• If an event similar to the examples below is logged, the test failed and

voicemail to e-mail is incorrectly setup.

See Troubleshooting on page 163.

Basic Features

68 Voicemail to E-mail Forwarding

• If no event is logged, the test is successful and voicemail to E-mail is cor-

rectly setup.

3. Wait an appropriate amount of time for the E-mail to be delivered to the

destination E-mail address.

N

OTE: Timeline to receive E-mail varies depending on the performance of the

mail system in use.

4. Launch the test user's Microsoft

®

Office Outlook® program. Check that the

E-mail was received and that it has an attachment (WAV file).

5. Double click the attachment (WAV file) to listen to the voicemail.

Basic Features

Microsoft Response Point Administrator 69

3.9 Microsoft Response Point Administrator

This section contains information on the basic functionality available when
using Response Point Administrator. Microsoft Response Point provides the
management tools for the DOS-A50 including many features available in stan­dard PBX systems. The DOS-A50 also provides effective management of hard­ware and user access.

IMPORTANT!

Access to the Administrator should be restricted to the system admin-

istrators only. User’s personal settings are configured through the Assistant.

To begin using Response Point Administrator, perform the following steps:

1. Go to Start´ All Programs´ Microsoft Response Point Administrator

to launch Microsoft Response Point Administrator.

The Select the base unit screen displays.

2. Select the desired DOS-A50 (only one entry is present in the previous

image).

3. Click Connect.

N

OTE: The detection process can take a few seconds. If the required DOS-A50

is not present, see Troubleshooting on page 163.

Basic Features

70 Microsoft Response Point Administrator

Once connection is established, a password prompt displays.

4. Enter the default password admin and click Connect.

The main Administrator - Microsoft Response Point screen displays.

The Administrator screen is composed of the following areas:

1. The Navigation tabs—select the required tab for viewing.

2. The Task panel—select the required option to configure.

3. Help—displays the Microsoft Response Point

Administrator Help screen.

Navigate the help screen by using the Contents,
Index, and Search tabs on the top of the left-hand

panel.

4. About—displays the version of Administrator installed and the version of

the DOS-A50 to which Administrator is connected.

5. The Summary panel—shows a brief summary of configured items.

1

2

3
4

5

Basic Features

The Phone System Tab 71

3.10 The Phone System Tab

The Phone System tab provides access to various tasks such as adding
phones and users to the system, and configuring voice services. There is also a
brief summary panel showing added phones, users, and services.

3.10.1 Using the Phones Menu

The Phones menu in the task panel is used to add phones, edit existing
phones, and delete phones no longer required.

Basic Features

72 The Phone System Tab

3.10.1.1 ADDING PHONES

NOTE: If no users exist, the Add Phone procedure directs the administrator to

add a new user first. New phones cannot be added until at least one user
is added to the DOS-A50.

To add a new phone, perform the following steps:

1. In Phone System´ Phones, click Add Phone.

The Have you connected your phone screen displays.

2. Confirm that the phones are properly connected and the power cord is

plugged in.

Basic Features

The Phone System Tab 73

3. Click Next.

The What phone do you want to add screen displays.

The available phones display.

4. Highlight the phone entry and click Next.

The Who will receive calls on this phone screen displays.

Basic Features

74 The Phone System Tab

5. Click the Assign User button, and select the appropriate user from those

available.

6. Click OK to proceed.

The selected name is assigned to the added phone.
Up to 4 users can share an extension number (phone). The order of the

users is determined by moving a user up or down the displayed list by
using the Move User Up or Move User Down buttons.

N

OTE: The user assigned to the Primary User position is the primary user of the

phone. The primary user determines the caller ID for calls placed from
the phone, when the voicemail notification light is lit, and other behavior.

7. Click Next.

Basic Features

The Phone System Tab 75

The What do you want to name this phone screen displays.

8. Click Finish to add the phone.

The Configuring the phone screen displays.

9. Click Close to complete the process.

Basic Features

76 The Phone System Tab

3.10.1.2 EDITING PHONE DESCRIPTIONS

To edit an existing phone, perform the following steps:

1. In Phone System´ Phones, click Edit Phone.

The Select the phone you want to edit screen displays.

2. Select the required phone and click OK.

Basic Features

The Phone System Tab 77

The Confirm the identity of the phone screen displays.

3. Check the information displayed to confirm the identity of the selected

phone, then click Next to continue.

N

OTE: The Advanced button at the bottom left-hand side of the screen is used

for IP Phone troubleshooting and requires a user id and password to
access. See the Service Manual for more information.

4. Make any required changes and click Finish to confirm the changes.

Basic Features

78 The Phone System Tab

3.10.1.3 REMOVING A PHONE

To remove an existing phone, perform the following steps:

N

OTE: Removing a phone deletes it permanently from the DOS-A50. The

phone must be added again to reconnect it.

1. In Phone System´ Phones click Remove Phone.

The Select the phone you want to remove screen displays.

2. Select the phone to remove from the list and click OK.

A warning screen displays.

3. Click Yes to remove the selected phone.

Basic Features

The Phone System Tab 79

3.10.2 Using the Users Menu

The Users menu in the task panel is used to add users, edit existing users, and
delete users no longer required.

3.10.2.1

ADDING A USER

To add a new user, perform the following steps:

1. In Phone System´ Users, click Add User.

Basic Features

80 The Phone System Tab

The New User screen displays.

2. Select User type from the drop down menu. The following options for user

type are available:

• Person—a person with his or her own extension number, for example,

Jane Munroe.

• Group—people in a group who share the same extension, for example,

shipping or marketing.

Basic Features

The Phone System Tab 81

• Job Role—an extension number belonging to a job title shared by different

people, for example, receptionist.

• Location—an extension belonging to a specific location, for example, can-

teen or lobby.

3. Fill in the Name fields. Ensure information easily identifies the user.

N

OTE: Enter the user information as a caller would say it.

4. Click Record Name to specify how the Automated Receptionist identifies

the user.

Three Automated Response patterns are available:

• Use computer-generated speech—the default response is computer gener-

ated speech. Click Play to listen to a generated sample of the Words to
say field.

Basic Features

82 The Phone System Tab

• Use audio recorded on a phone—record a custom message using the IP

Phone handset or headset. Click Record New and follow the onscreen
prompts.

• Use a prerecorded sound file uploaded to the base unit—click Choose

New File... and follow the onscreen prompts to upload a prerecorded WAV

file.

IMPORTANT!

The file format uploaded must be 8kHz, 16bit, mono WAV. All other file

types are not supported.

NOTE: See Tips for Recording Greetings and Prompts on page 127 for more

information on recording automated responses.

5. Change the Extension number and password field if desired. The exten-

sion range available is 100 through 799.

6. Select the desired Directory listing option from the list.

7. Click the Voicemail tab to display following screen.

8. Enable or disable voicemail and Specify Voicemail Greeting if required.

Basic Features

The Phone System Tab 83

9. Click the Call Forwarding tab to display the following screen.

10. Set Call Forwarding behavior as desired.

• Within—set the ring time before call forwarding takes over.

• Do the following—specify how the call is forwarded and to whom using

the Forward to: fields.

11. Click OK to add the new user to the Users list.

Basic Features

84 The Phone System Tab

3.10.2.2 EDITING USER DESCRIPTIONS

To edit an existing user, perform the following steps:

N

OTE: Users can edit these details themselves using the Assistant once their

profile has been created. See Using the Settings Menu on page 141 for
more details.

1. In Phone System´ Users click Edit User.

The Select a user to edit screen displays.

2. Select the user, group, job role, or location to edit from the list and click OK.

N

OTE: The User type cannot be edited in this way, only user, group, job role, or

location information can be edited.

3. Make any changes as required and click OK to finish.

Basic Features

The Phone System Tab 85

3.10.2.3 REMOVING A USER

To remove an existing user, perform the following steps:

1. In Phone System´ Users click Remove User.

The Select a user to remove screen displays.

2. Select the user, group, job role, or location to remove from the list and click

OK.

Basic Features

86 The Phone System Tab

If the user is assigned to a phone on the system, the following warning
screen displays.

The user must be removed from the associated phone before continuing.
See Editing Phone Descriptions on page 76 for more information.

• If the user is not assigned to a phone on the system, the following warning

screen displays.

3. Click Yes to remove the selected user from the DOS-A50.

Basic Features

The Phone System Tab 87

3.10.3 Using the Voice Services Menu

The Voice Services menu in the task panel is used to add voice services, edit
existing voice services, delete voice services no longer required, and check
phone line status.

The Voice Services drop-down menu tree in the summary panel shows all
available modules and ports associated with them. The administrator can
check module and line status using this panel.

N

OTE: In the example above, only Port1 on Module 1 is connected to an active

phone line.

DOS-A50 supports Plug and Play connection to traditional analog voice ser­vices through the built in ATA modules or VoIP connected through the Internet,
each requiring no extra hardware.

N

OTE: DOS-A50 provides support for a single VoIP voice service. Attempting to

add a second VoIP voice service displays the Edit Voice Service
screen.

Basic Features

88 The Phone System Tab

3.10.3.1 ADDING VOIP VOICE SERVICES

IMPORTANT! Not all VoIP service providers provide access to 911 emergency ser-

vices. Check the service provider documentation to determine whether 911 dialing is
supported.

NOTE: DOS-A50 provides support for a single VoIP voice service. Attempting to

add a second VoIP voice service displays the Edit Voice Service
screen.

To add a new VoIP voice service, perform the following steps:

1. In Phone System´ Voice Services, click Add Voice Service.

2. The What type of voice service do you want to add screen displays.

3. Select VoIP and click OK.