VidiCode ptam User Guide

PTAM

manual

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

Contents

1 Introduction 7

1.1 Connecting to the telephone network 8

1.2 Hard disk capacity 9

1.3 Some terminology 9

1.4 Switching the hard disk on and off 11

1.5 Accessories 11

1.6 Guarantee conditions 12

1.7 Additional information about your PTAM 13

1.8 Millennium compatibility 13

2 Installation 15

2.1 Unpacking 15

2.2 Connecting 15

2.3 Powering on 16

2.4 Configuring your PTAM for use 17

3 Using the PTAM 19

3.1 Use as a telephone answering machine 19

3.2 Using the PTAM as a normal recorder 21

3.3 Use as a telephone 22

3.4 Recording from a telephone 26

3.5 General information about playing back 26

3.6 How the disk is organized and how to erase a recording 27

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

4 The timetable and voice response 29

4.1 The timetable 29

4.2 System messages and options, voice response. 31

4.3 Connecting through calls 34

4.4 Working with the information obtained via Voice Response 34

5 Configuration 37

5.1 Introduction 37

5.2 Use of the password 38

5.3 The clock 39

5.4 Number of rings before answering 39

5.5 “Always answer” mode 39

5.6 Ringing settings 40

5.7 Use of speaker when answering machine is on 40

5.8 Minimum and maximum length of message 40

5.9 Duration of the hook-flash 41

5.10 Connecting through 41

5.11 Number Identification 41

5.12 K-break detection 41

5.13 Sound characteristics and quality 42

5.14 Recording Amplification 42

5.15 Playback Volume 42

5.16 Microphone type selection 42

5.17 How to start microphone recording 42

5.18 The start switch for automatic recording 43

5.19 Starting and stopping by sound 43

5.20 Use of footpedal 43

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

5.21 Language 43

5.22 Reset all values 43

5.23 The VU meter 44

6 Remote access 47

6.1 Typing in the password 47

6.2 Listening to new messages remotely 47

6.3 Selecting a welcome message 48

6.4 Changing the password remotely 48

6.5 Changing the welcome message remotely 48

6.6 Switching on the answer machine remotely 49

6.7 Changing system messages 49

7 Index 53

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

1 Introduction

Congratulations on the purchase of your Professional Telephone Answering Machine (PTAM). The PTAM is a quality product of Vidicode Datacommunicatie BV.

The PTAM user interface is easy to understand, so you will rarely have to use this manual.

The PTAM can be used in the following ways:

• Answering Machine

◊ Choice of several welcome messages, which can easily be changed.

◊ Automatic programming with the help of a daily, weekly, and yearly

timetable

◊ Message Search function

◊ Automatic recording level adjustment

◊ Remote listening to messages, secured by password

◊ Date and time reported when calling in from outside

◊ Remote changing of welcome message possible

◊ Listening and recording secured by password code, if required.

◊ Fast manual operation with on/off switch

• Voice response system

◊ Provides information based on the keys pressed by the user

◊ Has space for practically unlimited number of messages

◊ Change of language possible

◊ Recorded messages sorted in accordance with user’s choice of keys

• Universal high capacity recorder

◊ Records from microphone input

◊ High sensitivity due to advanced automatic gain control system

◊ Easy to use

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

◊ Unlimited recording time

◊ Recordings Search function

◊ Choice of recording quality

◊ ‘Room monitor function: Starts recording automatically when people

speak

◊ Recordings secured by

password code

• Call Recorder

◊ Calls made with PTAM or

telephone connected to PTAM can be recorded

• Headset telephone

◊ Hands free use with

headset

◊ Last number repeat

◊ 200 number register,

accessible by name

◊ Overhear function via

internal speaker

◊ Transfer function

• Remote maintenance

◊ PTAM software and settings adjustable by supplier via data

connection

used as headset telephone

1.1 Connecting to the telephone network

There are two ways to connect your PTAM to the telephone network:

1. As a stand-alone telephone. The PTAM functions as a telephone

with a built-in answerphone.

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

2. In series with a normal telephone. The PTAM is connected to the

telephone line and the telephone to the PTAM.

1.2 Hard disk capacity

The total duration of the recordings the hard disk can store is determined by the recording quality set by the user. This is approximately:

Standard High 1 High 2

900 hours 185 hours 140 hours

The maximum number of recordings on all PTAM models is 65.000.

The capacity has been calculated for the three audiocompression techniques available. The standard quality mode is meant for the storage of messages spoken into the telephone and is comparable in quality to, for instance, a GSM telephone. It is more than adequate for a telephone answering machine. A lower compression factor can be set when the recording quality is of specific importance. It will result in a significant improvement of the quality at the cost of a much lower capacity. The quality improvement will not be noticeable in recorded telephone messages, however, because in that application the telephone line is the determining factor. The high quality modes may come in useful if a meeting is being recorded.

High and low compression modes can be used together; a few high quality recordings will not significantly reduce the total capacity.

When the disk capacity is about to be exceeded, space is automatically created by erasing the oldest recordings.

1.3 Some terminology

For clarity the following terms will always be used for the controls:

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

1: LCD or display

2: Softkeys

3: Telephone keys

4: Function keys

The information display

The keys under the display that perform the function indicated on the display

The keys 0 and 1 to 9, * en #

The keys with the function printed above them , e.g. ‘telephone’, ‘call recorder’ or ‘menu’

5: Recorder keys

The keys

, , , , and , similar to

those found on a cassette or video recorder

The recording keys use either the symbols, or the usual English terms:

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

Record

Rewind

Stop

Play

Fast forward

special PTAM key for selecting the next recording

1.4 Switching the hard disk on and off

The PTAM contains a hard disk, just like a Personal Computer. When using your PTAM you will notice that the hard disk switches itself on and off. This is mentioned because you may not be used to your PC switching itself on and off. Contrary to a PC, however, the PTAM has to be on permanent standby, and should never be switched off, but left to switch itself on and off as necessary.

The maximum temperature the PTAM can work at is 50 degrees Celsius. If positioned in front of a window in the full summer sun, the PTAM will display a warning and the hard disk will temporarily not work.

1.5 Accessories

The following accessories are available for your PTAM:

Foot pedal, article number 1195

The foot pedal is useful when typing out recordings, in particular when one is making minutes of a meeting. It offers foot operation of the ‘play’, ‘stop’, ‘fast forward‘, and ‘rewind’ functions. The connection for the foot pedal is on the back of the recorder.

Archive Software for Windows (versions ‘95/’98 and NT 4.0), article number 1186

This software will read the contents of your PTAM into your PC, forming them into a database. This database is then used to search for important recordings that need to be saved permanently (they can be played by the PC straight away).

Handleiding PTAM ©-1998 Vidicode Datacommunicatie BV

After the recordings have been marked, they can be stored in your PC, and played at any time, using the PTAM as your output device.

Table top microphone for recording meetings, article 1196

When the PTAM is regularly used for recording meetings, a table microphone may be preferred to the headset microphone. Various models can be used; the article number above refers to a model that has been found to be highly satisfactory.

Multi-media loudspeakers, article number 1197

If the internal loudspeaker of the PTAM does not provide a sufficiently high quality of sound reproduction, multi-media loudspeakers with a built-in amplifier can be connected to the headset.

PC connector cable

Dialling via your computer and using archive software both require a cable to connect the serial port of your PC to your PTAM. The article numbers are:

For connection to a 25 pin PC serial port: article number 4085

For connection to a 9 pin PC serial port: article number 4086

1.6 Guarantee conditions

This section contains a general overview of the guarantee conditions. On request we will send you a copy of the complete text.

Your PTAM has a 12-month factory guarantee. The guarantee is effective for normal use only. The guarantee is not valid under exceptional environmental conditions such as extreme temperatures or humidity levels, nor in the unlikely event of a lightning strike. The guarantee is also invalid if the machine has not been handled properly, e.g. in the case of dropping it, or knocking it against something else. Hard disks are fragile, and not built for such treatment.

To claim under guarantee, you need to contact your supplier, submitting your receipt. If your supplier proves to be unable to help, the manufacturer can be contacted. The manufacturer reserves the right to determine the expiry date of the guarantee based on the production date. Transport costs from and to the supplier and/or manufacturer are for the customer’s account.

The guarantee is for parts only. We would like to emphasize that neither the manufacturer nor the supplier can be held responsible for any costs resulting from the breakdown of the PTAM.

1.7 Additional information about your PTAM

The PTAM has various features not described in this manual. Additional information can be ordered, or downloaded from the Vidicode websites (Europe WWW.VIDICODE.NL – USA WWW.VIDICODE.COM). The following section gives an overview. A considerable number of configuration options have not been described here because they are not of interest to the average user, and very technical to explain.

Some of the configuration options have been provided in response to special requirements from our customers. If you have any special wishes you should first ask advice from your supplier. Your dealer or other experienced programmers can assist you in further developing your PTAM’s options. For this purpose the PTAM comes equipped with its own programming language, Argus Basic. The Argus Basic manual can be ordered or downloaded from the Vidicode Internet websites.

With additional software the PTAM can also be used as a ‘Call Recorder’, which has been specifically designed to record telephone conversations. Technically the two systems are identical, but the software and keyboard differ. The PTAM can be changed into a ‘Call Recorder’ for a fee, if so required.

Your supplier can assist you with the installation of your PTAM via a dataconnection. You will be asked to press the keys of the recorder in a special way, enabling him to make a connection with the built-in modem of your PTAM via the telephone. Needless to say it is only possible to make this connection with your co-operation.

1.8 Millennium compatibility

The year 2000 will not affect the PTAM. At the start of the year 2000 the display will jump to 00. Recordings made in the year 2000 will be recognized as being more recent than those of previous years.

If you decide to apply data from the PTAM in other installations, the millennium compatibility of these applications will be held to be your responsibility.

Guarantee claims as result of a millennium problem will be treated as normal guarantee cases and treated under our registered delivery conditions. A copy of these can be sent to you on request.

2 Installation

2.1 Unpacking

The PTAM comes supplied with the following:

 Headset

 Mains supply adapter

 Telephone cable with 2 jack plugs with 6 contacts (RJ12)

 Adapter plug for local telephone network

 A mounting hook for the headset and a small plastic bag containing the

necessary screws and rings

 Manual

The hook for the headset can be fixed to the recorder with the screws supplied.

2.2 Connecting

The way the PTAM is connected depends on the intended use.

The mains supply power adapter should always be used to connect the mains wall outlet to the PTAM input labelled ‘POWER’.

The headset should be used as well, unless another microphone or external loudspeakers are present. The headset connection is marked ‘HEADSET’.

Use as a telephone

The PTAM is used as your only telephone.

Use the telephone cable supplied, which has RJ12 jacks, to connect the PTAM as a telephone. This is an American type of cable enjoying a growing popularity all over the world. The supplied adapter plug may need to be used to connect the end of this cable to the telephone extension outlet. If your firm uses the socalled RJ 45 telephone outlets, the wiring will differ, and we would recommend you to contact your supplier for advice.

Use together with a telephone

The PTAM and your telephone stand next to one another. Either can be used for telephoning. The phone is connected to the port ‘PHONE’ at the back of the recorder, which is connected to the line via the port ‘LINE’

If your telephone has a different type of plug, it should be inserted into the adapter plug supplied. This doesn’t affect the telephone.

Use as normal audio recorder

When the PTAM

the connetions on the back panel

is used in this way, only the normal microphone port is used.

2.3 Powering on

Connect your mains supply adapter to the ‘Power’ connector at the back of your PTAM.

Put the plug in the socket. The text:

RESET

followed by:

INIT

with finally, for example:

AWAY MO 19-08-98 10:53

Answering Machine

will appear on the display. Instead of AWAY it could also say HOME. There is a chance the screen will display:

AWAY SU 01-01-96 00:00

*** Clock is wrong ***

with a wrong date and time, i.e. 01-01-96. In that case the clock has not been set yet, and should be set with the correct date and time first. See 5.3 for this.

2.4 Configuring your PTAM for use

Your PTAM is now ready for the following applications

 Use as an answering machine

 Use as a telephone

 Use as an audio recorder

The PTAM may not yet be set quite the way you want it. The answer message will have to be changed, and the timetable set. The audio recorder is ready for manual use, but if it is to record automatically it will need to be configured.

+ 37 hidden pages

VidiCode ptam User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual