Vodavi call sort pro User Guide

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USER’S GUIDE

70

Part No. CSPMAN3

Issue 2 - May 1999

Copyright © 1999 Vodavi Communications Systems, Inc.

All Rights Reserved

This material is copyrighted by VODAVI Communications Systems, Inc. Any unauthorized
reproductions, use or disclosure of this material, or any part thereof, is strictly prohibited and is a
violation of the Copyright Laws of the United States (17 U.S.C. Section 101 et. seq.).

VODAVI Communications Systems In c. reserves the right t o make chan ges in speci fications at any
time and without notice. The information furnished by VODAVI Communications Systems, Inc. in this
material is believed to be accurate and reliable, but is not warranted to be true in all cases.

CallSort Pro™ is a registered trademark of VODAVI Commuinications, Inc.

Warranty

Important Notice:

The CallSort Pro Program in this package contains software that is proprietary to
Vodav i C om m uni ca tio ns Syst em s an d is lic ensed to the end-user by VODAVI Communication s Sy ste ms .
By using the CallSort Pro Program, you are agreeing to be bound by the terms and conditions of the
Software License printed on the re verse . You should read the Software L icens e carefull y and d iscu ss this
with the end user. If you do not agree to be bound by it, please notify us in writing within ten (10) days of
receipt of your CallSort Pro Program.

Limited Warranty and Disclaimer:

Vodavi Communications Systems warrants that the CallSort Pro
Program, including the Software licensed on the reverse, shall conform to VODAVI's written
specifications the refo re and will be warran ted ag ainst defect s in m aterial and wor kmans hip fo r a peri od of
twelve (12) months from date of shipment from its U.S. warehouse to Customer (warranty is determined
based on the date the Bar Coded, serialized product ships from the warehouse) provided that the
CallSort Pr o Program r eceives nor mal servic e and mainten ance durin g the warrant y period. VODAVI's
obligation under this w arran ty shal l be limit ed to the repair or repl acement o f any Cal lSort Pro Prog ram or
Software, or part or component therof, which may prove defective under normal and proper use and
servicing during the warranty period. This warranty shall not apply to any CallSort Pro Program or
Software, or part or component thereof, which has been subject to improper handling, lightning damage,
power surge, accident, negligence, alteration, abuse, or misuse.

NOT BE LIABLE FOR THE BREACH OF ANY WARRANTY, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE
WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR FOR ANY DAMAGES OR OTHER
OBLIGATION OR LIABILITY ARISING OUT OF OR ON CONNECTION WITH THE SALE, INSTALLATION, USE OR
SERVICING OF THE CALLSORT PRO PROGRAM OR SOFTWARE. IN NO EVENT SHALL VODAVI BE LIABLE FOR
INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES, OR ANY OTHER DAMAGES WHETHER ARISING FROM
CONTRACT LAW, TORT OR OTHERWISE, NOR SHALL ANY RECOVERY OF ANY KIND AGAINST VODAVI
COMMUNICATIONS SYSTEMS BE GREATER IN AMOUNT THAN THE PURCHASE PRICE OF THE CALLSORT PRO
PROGRAM

Warranty Claims:

PLEASE NOTE

.

To receive warranty service, contact VODAVI Customer Service.

that the installing company (qualified interconnect) is responsible for any transaction

EXCEPT AS STATED ABOVE, VODAVI SHALL

involving material return for repair. The distributor (supply house) should never become involved in any
such procedure. The installing company will always deal directly with VODAVI for repairs.

Post-Warranty Repairs:

After the Warranty Period has expired, Vodavi Communications Systems shall
provide repair and replacement service for your Call Sort Pro Program in accordance with the pro ced ure s
and charges set forth i n th e VO DAVI Customer Serv ic e Po lic y, a copy of w hi ch is av ail abl e u pon request.

Software License

By opening this package and placing this system into service, you indicate your acceptance, and the
acceptance of the p urc has er/ use r o f the software included i n t he sy s tem (t he "Software"), of the following
terms and condi tions. Therefore
operating the Software.

Grant of License:

Vodavi Communications Systems (of Scottsdale, Arizona) is licensed to sell, use and
sublicense the Software, and hereby grants Customer a non-transferable, non-exclusive sublicense to
use the Software for its ow n purpo ses on a singl e compute r sy stem o nly. T itle and ownersh ip rights to the
Software and Technical manual shall remain at all times in Vodavi Technology, Inc. No other rights to use
the Software are implied.

Proprietary Materials:

The Software is proprietary to and constitutes trade secrets of Vodavi
Technology, Inc. and the Technical Manual is proprietary to and constitutes trade secrets of Vodavi
Technology, Inc. All applicable rights to patents, copyrights, trademarks, and trade secrets in the
Software and Technical Manual are and shall remain in Vodavi Communications Systems. Customer
shall use utmost diligence to protect the trade secrets and other proprietary rights of Vodavi
Communications Systems in the Software and Technical Manual from disclosure to third parties.
Customer shall also promote compliance by agreement or instruction with the terms and conditions of
this License by employees or others with access to the Software and Technical manual.

Modification and Copies:

However, Customer may not make copies of any portion of the Software to give, sell, sublicense, or
otherwise transfer to any third party, unless (i) such third party acquires all or substantially all of
Customer's assets, (ii) Customer obtains the approval of Vodavi Communications Systems, in writing,
and (iii) Customer retains no copies of the Software. Customer may not copy the Technical Manual. The
transferee must agree in writing to terms and conditions specified by Vodavi Communications Systems,
including execution of a software license and payment to Vodavi Communications Systems of a
customary inspection fee, to be granted the right by Vodavi Communications Systems to use the
Software.

Indemnification:

Vodavi Communications Systems agrees that, if notified promptly and given sole
control of the defense and all related settlement negotiations, it will defend customer against any claim
based on the allegation the Software infringes a valid patent, copyright or trademark, and will pay any
resulting cost, damages and attorneys' fees awarded by a court with respect to any such claim against
Customer. Vodavi Communications Systems shall have no obligations hereunder where Customer has
modified t he Softwa re or us ed the So ftware in combin ation w ith softw are or e quipmen t not pro vided by
Vodavi Communications Systems. If any Software becomes, or in Vodavi Communications Systems'
opinion is likely to become, subject of such claim of infringement, Vodavi Communications Systems will,
at its option and ex pense , eithe r procu re rights for Cus tomer to cont inue usi ng the Softwar e, or rep lace or
modify the Software to provide non-infringing software that performs substantially similar functions to the
original Software. Upon failure of the foregoing provisions, Vodavi Communications Systems will refund
the purchase price of the CallSort Pro Program less a reasonable allowance for use.

STATES THE ENTIRE LIABILITY OF VODAVI COMMUNICATIONS SYSTEMS FOR INFRINGEMENT BY ANY SOFTWARE
PROVIDED WITH THE CALLSORT PRO PROGRAM

Termination of License:

Use of the Software on any equipment other than for which it was obtained or
authorized, or any breach of the provisions of this License shall automatically terminate this License.
Upon termination of this License, Customer shall immediately discontinue all use of the Software and
shall destroy all copies of the Software.

Termination of License:

Use of the Software on any equipment other than for which it was obtained or
authorized, or any breach of the provisions of this License shall automatically terminate this License.
Upon termination of this License, Customer shall immediately discontinue all use of the Software and
shall destroy all copies of the Software.

Termination of License:

Use of the Software on any equipment other than for which it was obtained or
authorized, or any breach of the provisions of this License shall automatically terminate this License.
Upon termination of this License, Customer shall immediately discontinue all use of the Software and
shall destroy all copies of the Software.

READ THIS CAREFULLY

and discus s with the us er of the syste m before

Customer may copy the Software for back-up and archive purposes only.

THE FOREGOING

.

Table of Contents

1 Installation

Software Program Functions....................................................................................1-1

Installation Requirements.........................................................................................1-2

Data Collection PC............................................................................................1-2

Client Workstation.............................................................................................1-2

Cable Connections....................................................................................................1-2

RS-232 Communication Standard.................... .................................................1-4

New Cable Installation.......................................................................................1-4

Existing Cable Installation.................................................................................1-4

Installing CallSort Pro..............................................................................................1-5

Communications/Collection Setup...........................................................................1-6

Changing Communication Settings...................................................................1-7

Collecting Sample Data.....................................................................................1-8

Collection/Pricing Menu Options......................................................................1-9

2 Configuring Collection

Setting Up Call Record Types/Layout .....................................................................2-1

Defining Layout Information.............................................................................2-3

Setting Up Number Filters .......................................................................................2-5

Filter Variables ..................................................................................................2-7

Configuring Call Pricing..........................................................................................2-10

Defining Call Model..........................................................................................2-10

Pricing Method Setup........................................................................................2-11

Specifying Markups/Minimums........................................................................2-17

3 Running Collection

Ongoing Operation...................................................................................................3-1

Database Overview............................................................................................3-2

Controlling the Display Screen..........................................................................3-2

Pricer Configuration Options...................................................................................3-3

Output Options...................................................................................................3-3

Input Options .....................................................................................................3-4

Archive Options.................................................................................................3-6

CallSort Pro v3.0 User’s Guide May 1999

ii Table of Contents

CallSort Pro v3.0 User’s Guide May 1999

4 System Administration

Administration Setup................................................................................................4 -1

Setting Up Company Information ............................................................................4-3

Defining Organization Levels...................................................................................4-4

Entering Administration Information.......................................................................4-5

User Information................................................................................................4-6

Extension Information........................................................................................4-7

Contact Information...........................................................................................4-8

Account Codes...................................................................................................4-9

Trunk Line Information...................... ......... .......................................................4-10

5 Generating Reports

Administration Setup................................................................................................5 -1

Report Options..........................................................................................................5-2

Running a Report......................................................................................................5-4

Scheduling Reports to Run Automatically.........................................................5-5

Reports Available...............................................................................................5-5

6 FAQs and Troubleshooting

Frequently Asked Questions.....................................................................................6-1

Hints and Tips....................................................................................................6-1

Installation.......................................................................................................... 6 -4

Collection Module.............................................................................................. 6 -5

Reports Module..................................................................................................6-6

Troubleshooting ........................................................................................................6-7

Existing Cable Connection.................................................................................6-7

Configuration and Data Input Source ............................................................... .6-8

Call Collection ...................................................................................................6-9

Garbage in the Data............................................................................................ 6 -10

Call Recording and Reporting............................................................................6-10

Out of Memory...................................................................................................6 -10

Generating Reports...................................... .......................................................6-11

7 Customer Support

Customer Registration..............................................................................................7-1

Product Support...................... ......... .........................................................................7-1

Technical Support.....................................................................................................7-2

Product Replacement Program.................................................................................7-2

List of Tables

RS-232 Cable Pin-Outs ..................................................................................................... 1-3

Layout Field Descriptions .................................................................................................2-4

Filter Fields and Descriptions ...........................................................................................2-6

Filters - Special Characters Used ......................................................................................2-7

Filter Examples - Pricing Calls by Department ................................................................2-8

Filter Templates - Record Configuration Examples .........................................................2-9

Fixed Cost Field Descriptions ........................................................................................... 2-13

Pricing Band Field Descriptions .......................................................................................2-15

Markup/Minimum Field Descriptions ...............................................................................2-17

Administrative Icons Described ........................................................................................4-2

Report Options/Descriptions .............................................................................................5-2

Traffic Summary Reports ..................................................................................................5-6

CallSort Pro v3.0 User’s Guide May 1999

iv List of Ta bles

CallSort Pro v3.0 User’s Guide May 1999

List of Figures

PBX Select Tab (PBX Properties Screen).............................................................2-2

Layout Tab (PBX Properties Screen) .....................................................................2-3

Filter Tab (PBX Properties Screen)........................................................................2-5

Selection Tab - Call Pricing Screen........................................................................2-10

Method Tab - Fixed Cost........................................................................................2-12

Method Tab - Price Band........................................................................................2-14

Markups Tab...........................................................................................................2-17

System Administration Screen................................................................................4-1

CallSort Pro v3.0 User’s Guide May 1999

vi List Of Figures

CallSort Pro v3.0 User’s Guide May 1999

1 Installation

This document supports Vodavi’s CallSort Pro v3.0. In the following chapters this phone
system will be referred to as CallSort Pro.

This chapter provides instructions to assist you with performing the following tasks:

Prepare th e CallSort Pro operating environment.



Install and configure CallSort Pro, both on the machine that will collect phone system



data and on individual client machines.
Connect the collection PC to the phone system with a proper cable.



Collect sample call records.



Perform any necessary troubleshooting related to configuring CallSort Pro for your



phone system.

Software Program Functions

CallSort Pro comes on high-density (1.44 MB) 3.5" diskettes that include the following set of

software programs:

BDE Configuration -- This program allows you to configure the location of your databases.
Call Collection -- This module records telephone call data, including outgoing telephone

number, extension, and duration of the call. This program is also responsible for real-time
processing and formatting of the call data for report generation.

CallSort Pro -- This module allows you to configure and run reports on the data collected by

this program. It is also used by the system administrator to setup extensions, create system
users, and configure account codes.

For information on limitations regarding installation and copying
of this software, refer to the Warranty section of the License

Agreement.

CallSort Pro v3.0 User’s Guide May 1999

1-2 Installation Requirements

Installation May 1999

Installation Requirements

Both Data Colle ction and Client Workstation PCs must meet specific minimum requirements
for CallSort Pro to operate efficiently. Refer to the next two sections to make sure your PC
equipment is compatible.

Data Collection PC

The PC to be used to collect data from the phone system must meet the following minimum
requirements:

An IBM PC or compatible with a 486 processor or higher

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8 MB RAM

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A hard drive with at least 100 MB free disk space (CallSort Pro requires 19 MB disk of



space for itself; the remainder is the recommen ded capacity for data storage.)
Microsoft Windows 95 or 98, or Windows NT v.4.0 or higher



One available COM/serial port

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Client Workstation

If you are installing the Administration and Reports program on a shared network drive,
installation must meet the following minimum requirements:

An IBM PC or compatible with a 486 processor or greater



4 MB RAM



A hard drive with at least 10 MB of free disk space



Microsoft Windows 95 or 98, or Windows NT v.4.0 or higher



Cable Connections

This section guides you t hrough the install ation and testin g of the cable connecti on between the
phone system and a PC. The cab le required for this connecti on depends on whether your phone
system was set up to work with a PC, modem, or printer and is currently using a null-modem
or straight-through cable.

A null-modem cable is typically used to connect to PCs back to back.



A straight-through cable is typically used to connect a PC to a modem or a printer.



Cable Connections 1-3

May 1999 Installation

PCs can have two types of RS-232 ports: 25 -pin or 9-pin. They bot h provide the sa me functions
but use differe nt pins to do so. The following t able lis ts the pins use d for both th e 9-pin and t he
25-pin connectors and describes how they are used.

Table 1-1: RS-232 Cable Pin-Outs

9-Pin 25-Pin Type of Signal PC Provides Signal Description

-- 1 Protective
Ground

32Transmit Data

(TD)

2 3 Receive Data

(RD)

7 4 Request To

Send (R TS)

8 5 Clear To Send

(CTS)

6 6 Data Set Ready

(DSR)

5 7 Signal Ground Yes Pin provides a ground wit h reference to pi ns

1 8 Carrier Detect

(CD)

4 20 Data Terminal

Ready (DTR)

-- A connection to the metal chassis of
CallSort Pro.

Yes CallSort Pro considers this signal to be the

outgoing data path.

-- CallSort Pro considers this signal to be the
incoming data path.

Yes Signal is turned on by CallSort Pro to tell

the phone system that CallSort Pro is ready
to receive data.

-- Signal is turned on by the other device to
receive data.

-- Signal is turned on by telephone system to
tell CallSort Pro to send data .

2 and 3.

-- When modems are used between the two
devices instead of a hardwire cable, this pin
indicates to CallSort Pro that its local
modem has contact with the remote modem.

Yes Activated by CallSort Pro to indicat e that it

is ready and operational.

CallSort Pro only requires that data be sent on the Recei ve Data pin and the Signa l Ground pin.

All other input pins are ignored.
The phone system may be conf igured as a PC or a modem. Regardl ess, data sent from the pho ne

system should be sent to the CallSort Pro machine’s Receive Data pi n.
When the CallSort Pro data colle ction starts, the Request To Send (RTS) and Data Terminal

Ready (DTR) pins are “high” indicati ng to the pho ne system that the PC is rea dy to collect data.

1-4 Cable Connections

Installation May 1999

RS-232 Communication Standard

RS-232-C is a communicatio n standar d establi shed by th e Electro nic Indus tries Ass ociation . It
defines three things with respect to establishing a communications link between two devices:

Compatible signal and voltage levels.



The design of the connector.



Control information (such as handshaking protocols).



Connector

function. (Refer to

CallSort Pro onl y requ ires that the ph one sy stem send data o n the Receive d Data pin. Al l ot her

input pins are ignored, while output pins for RTS and DTR are always activate.

-- The connector is designed with either 9 or 25 pins, each pin having its own

Table 1-1

in this chapter.) Typically only 2 to 5 pins are used.

Handshaking Protocols

-- Most printers req uire some sort of handshaking protocol due to their
slowness. The handshaking is used to keep the sending device (usually a computer) from
sending data too fast. This handshaking protocol can be implemented in either software (as
control characters in the data stream) or in hardware (using the appropriate RS-232-C pins).

CallSort Pro’s data collection program is a printer emulator. However, due to its internal

buffering scheme, it can keep up with the sending device and does not need to support any
handshaking protocol.

New Cable Installation

Most equipment, including a phone system, can be interfaced to the PC via the null modem
cable. The purpose of this cable is to reroute the incoming and outgoing data signals, and to
hardwire the handshaking control signals so the transmitting device continually transmits.

In the internal cable wir ing, pins for TD and RD (pins 2 and 3 for both 9-pin and 25-pin



cables) are switched between the PC and the phone system; this routes the transmitted
data pin from one device to the received data pin on the other device.

The RTS and CTS pins on each end of the cable are shorted together when the



transmitting device activates the RTS pin, it immediately gets the CTS signal.
The DTR pin is connected to the DSR and CD pins; this always activates the Data Set



Ready and Carrier Detect signals.

Existing Cable Installation

If you previously had a pr inter connected to yo ur transmitting devi ce (e.g., your phone sy stem),
the cable used to connect the printer to the phone system may or may not work with the PC.
Obviously, the first thing to do is try the cable. If it doesn't work, the easiest solution may be
buying a gender changer from a computer supply dealer.

The gender changer needed con sists of two female 25-pin connectors joi ned together by a sho rt
piece of cable. It i s connec ted to your or iginal cabl e and th e PC. (R efer t o chapt er 6,

Troubleshooting

for more suggestions.)

FAQs and

Installing CallSort Pro 1-5

May 1999 Installation

Installing CallSort Pro

To install CallSort Pro on the PC designated to collect call data, perform the following steps.

1. Make backup copies of your CallSort Pro master diskettes. Use the copies to install

CallSort Pro. If somethi ng happens to the c opies, you can make ano ther back up from the

master dis kettes. Store y our master diskettes in a saf e place.

2. Start Microsoft Wi ndows.

3. Place CallSort Pro Disk 1 in the diskette drive.

4. Select <Start>, <Run>.

X

5. In the dialog box that displays, type the following command: (
<Enter>. (The letter X represents the

A: OR B

: floppy disk drive on your PC.)

6. Enter your name and the name of your company in the nex t scr een th en cli ck on < Next>.

7. The next screen gives you the option of installing all of CallSort Pro or selected
modules. Select both options for a full installation, and click on <Continue>.

8. The next set of screens are used to determine where to install the program files.

If you want to choose locations other than the defaults, enter them. Click on



<Continue> to proceed with the installation.
The setup program then begins copying files from the CallSort Pro diskettes.



When prompted, replace Disk 1 in your diskette drive with Disk 2, and click on



<OK>. Continue this process for the thir d diskette.

9. Restart the PC so the changes made to system files will take effect. When the PC has
been restarted, the CallSort Pro group is displayed and the program is ready for use.

SETUP

):\

and press

Communications/Collection Setup

Before you can access the Call Collection module, the RS-232 cable must be connected from
the phone system to a serial communications port on your PC (either COM1 or COM2).

You should then collect sample data from your phone system for the following reasons:

To verify that the cable is connected correctly.



To collect sample call records for further use in configuring the Collection module.



1-6 Communications/Collection Setup

Installation May 1999

Collection module configuration is covered completely in Chapter 2,

Configuring Collection

The remainder of this chapter shows you how to complete the communications setup for data
collection and to collect sample call records.

To begin, double-click the Call Collection icon in the CallSort Pro program group. The
following screen is displayed. From here you execute collection and pricing operations.

Changing Communication Settings

.

Next, you must make sure CallSor t Pro is properly configured for communications with your
telephone system.

1. From the Configure menu, select Communications. (The dialog box displays a list of
previously configured communication setups.)

Communications/Collection Setup 1-7

May 1999 Installation

2. Change the Communication Properties to match your phone system settings using the
following descriptions:

Communications Port -- Serial port that you want the PC to use for collecting



SMDR records (typically COM1 or COM2).
Baud Rate -- Transmission rate for which your phone system is configured.



Parity, Data Bits, and Stop Bits -- These settings must match the phone system



configuration for transmission of SMDR records.
Handshake -- These options determine the handshaking to be used between the PC



and the phone system. If no option is selected: flow control is turned off; hardware
flow selects Request to Send/Clear to Send handshaking; Xon/Xoff selects ^Q/^S
start/stop flow control. (Use RTS Disable and DTR Disable only if you know they
are required by your phone system.)

3. When you have finished with the communications parameters, click <OK> to save the
new settings as the defaults.

Collecting Sample Data

Now that you have installed the cable and properly set the commun ication par ameters, you are
ready to collect sample call records. T o collect sampl e data, select and define your phone system
as follows :

1. Choose Configure/PBX Define. (The PBX Select tab displays a drop-down list of PBX
Names.)

2. Select the appropriate phone system for your installation and click on <Done>.

If you are already hooked to a phone system, follow these steps to collect data.

1. Select Options/Collection ON. (CallSort Pro is now ready to collect data.)

2. Generate several telephone calls from a phone connected to the phone system.

3. Once you are receiving data (call records appear on the screen as they are being
collected into a raw data file), allow the PC to run for about an hour to collect sample
call records.

If you cannot see any r aw data, re fer to

Source

in Chapter 6,

FAQs and Troubleshooting

Configuration and Data In put

.

4. T o e nd the d ata c ollec tion, sele ct Conn ectio n OFF from t he Opt ions menu. Keep the call
records displayed on the screen to use for the remaining configuration process.

If you already have phone system data stored on floppy or hard disks, follow these steps
to process data.

1. Make sure you have at least 100 records of sample data to work with.

2. Start the Collection module.

1-8 Communications/Collection Setup

Installation May 1999

3. Select Configure/Options from the Configure menu.

4. Click on the Input tab. Select Input from File, then click on <OK >.

5. Select the drive and directory that contains the raw data. Select the data file, then click
on <OK>.

6. Click on <Options/Display Processed>.

At this time you should see pric ed data records (properly form atted and in the cor rect columns)
appear on the bottom part of the screen. You can generate all standard reports based on the
priced data. Once you have successfully collected call records, proceed to the next chapter to
finish configuring the Collection module.

Collection/Pricing Menu Options

In the Collection modu le, you can perform a variety of collecti on and pricing functi ons by using
the menu options located on the Call Collection and Pricer screen.

File Menu



provides access to the following functions:

View Error Log -- Allows you to view any errors by CallSort Pro. These errors are
related to area code mismatch es and pricing errors.

Verify Table Structure -- Allows you to correc t errors in data. The Collec tion, Reporting ,



and Other table options scan each table for errors or flaws in the structure of the table,
then corrects the problem. When scanning Other Tables, CallSort Pro scans tables
related to: Account Codes, Extensions, Users, and Trunks. You are prompted for a
password, enter

Update Archives -- Causes CallSort Pro to perform an archive based on your archive



MASTER.

settings under the Configure/Options/Archive Tab.

Edit Menu

contains the Password option which requires that you enter a password before

closing the Collection module. When creating the password, the following screen displays:

The Password option requires that you enter a Password, New Password, and Confirm
Password option.

If this is your first time accessing this option, you can enter anything in the Password



entry and the password will be changed.
Type the password you desire in both the New Password and Confirm Password fields.



Options Menu

is defined in Chapter 3,

Running Collection

.

Configure Menu
Help Menu

contains Help-About whi ch provi des version and co pyright inf ormation regarding

is defined in Chapter 2 ,

Configuring Collection

.

the Collection module and Help-Contents which is reserved for future use.

2 Configuring Collection

The Collection module in CallSort Pro interfaces with your phone system and collects,
processes, and places SMDR data in the database for reporting. This chapter defines the
Collection module and its two main features: SMDR layout definition and Pricing.

SMDR Layout or PBX Define Features -- Allows you to customize the CallSort Pro



Collection module to recognize the different record types from you phone system, to
allow you to define what information is placed in your master or reporting database.

Pricing Customize Feat ure -- All ows you to def ine how cal ls are pr iced. The c alls can be



priced on per minute charges based on time of day and where the call is being placed.
Additionally, you can define taxes and markups for calls.

When you are finis hed with this ch apter, you’ll be ready t o begin running the Collection module
to collect data for future reporting.

This chapter assumes you have followed all of the instructions in the
Installation chapter. If not, return to

Chapter 1

leaving the SMDR records displayed on the screen for later use.

Setting Up Call Record Types/Layout

The PBX Define function configures the Collection module for your phone system. This is
necessary because different phone systems record data in different ways. For example: one
manufacturer’s phone system might define Date fields as MM/DD/YY, where another might
define them as YY/MM/DD. PBX Define makes sure that CallSort Pro accommodates your
record types and layout.

before proceeding,

To specify SMDR record types and their layout, select Configure/PBX Define and the
following tab options are displayed on the PBX Properties screen:

PBX Select -- Defines what phone system CallSort Pro is interfacing with.



Layout -- Defines the exact layout of each call record. It also defines what fields in the



SMDR data should be placed in the Master table.
Filter -- Allows you to filter unwanted information from call records before placing the



information into the master table.
Call Types -- Defines incoming and out going ca lls ba sed on th e da ta set up in the Layout



section.

CallSort Pro v3.0 User’s Guide May 1999

2-2 Setting Up Call Record Types/Layout

Configuring Collection May 1999

Click on the PBX Select tab and choose your phone system from the PBX drop-down list. (If
your phone system is not listed, contact technical support for assistance.)

Figure 2-1: PBX Select Tab (PBX Properties Screen)

Use the follo wing guideline s to adjust the PB X Select parameters:

Name -- Enter a name for this configuration that helps you identify it in the future (when



you return to the original PBX D efine screen).
Date and Duration Options -- Check the date and time formats. Adjus t them if necessary



to support the date and time formats of your phone system.
Call Record Options -- If you want to eliminate brief calls or incoming calls from



collection, cli ck on t he appropriate option. Short Calls are defined by the parameter you
set for Grace Period, as defined in Specifying Markups/Minimums later in this chapter.

Then proceed with Layout, Number Filters, and Call Record Types as described in the
following sections.

Setting Up Call Record Types/Layout 2-3

May 1999 Configuring Collection

Defining Layout Information

To define your phone system’s layout information:

1. Select PBX Define from the Configuration menu and click on the Layout Tab. The
following screen is displayed.

Figure 2-2: Layout Tab (PBX Properties Screen)

2. Click on either <New Test File> or <New Test Line> on the right-hand side of the
screen. This brings up a screen with several lines of raw data. Select a l ine , and cl i ck on
<OK>. This brings you back to the Layout screen shown above.

3. Click on any of the buttons at the bottom of the screen to verify the data for that
particular field.

4. If the data f or a selec te d fie ld is inco rrect , h ighli ght t he in for mation in the sample line of
SMDR data, then click on the corresponding button at the bottom of the screen.
(Incorrect information is displayed in the box to the right of the Layout Name field.)

The SMDR information from your telephone system may not
contain all desired fields. Contact your phone system
manufacturer for more information on SMDR output.

2-4 Setting Up Call Record Types/Layout

Configuring Collection May 1999

The fields in the Layout screen are explained in the following table:

Table 2-1: Layout Field Descriptions

Field Name Description

Name Specifies the name of the call type (changing this field also changes the

Layout Name field).
Order Indicates how the information is looked up.
Start Time CallSort Pro automatically calculates the Duration when the SMDR

information has a Start Time, and End Time has an entry in the call record. (If

the SMDR data only provides the Duration, DO NOT select Start Time.)
End Time CallSort Pro automatically calculates the Start Time when the SMDR

information has an End Time, and End T ime has an entry in the call record . (If

the SMDR data only provides the Duration, DO NOT select Start Time.)
Duration Duration is provided in two ways: If a Start Time and End Time are defined in

the call record, CallSort Pro automatically calculates the Duration . If the

Duration of the call is contained in the SMDR record, highlight the Duration in

the sample record and click on Duration.
Phone Number In Incoming phone number provided by ANI/CLID information. (This feature

may not be supported by all pho ne syst ems or may require addi tional sof tware.

Consult your phone system manufacturer for more information.)
Phone Number Out The number that was dialed (should only be used on outgoing call records).
Trunk Indicates the incoming or outgoing trunk the call used.
Carrier Select Defines which carrier was selected for a particular phone call. Special digits

can be dialed before a phone number to define a particular long distance

company, the Carrier Select field is for storing this information.
Extension Represents the extension that either made or received the call.
Group Specifies a particular department’s information.
Account Indicates account code information.
Answer Time Time it takes to answer the call.
In Out Flag W orks in conjunction with Selected By field. These are unique characters on a

line of data that tell whether a call is incoming or outgoing.
Reference Indicates a number that references an account code.
Extra 1, 2, 3 Additional fields that you may want to filter call reports on.
Switch Price How much the switch says a call will cost.

On the right-hand side of the screen, the Add Layout field provides blank fields in which to
enter new information; the Delete Layout field allows you to delete field information.

Setting Up Number Filters 2-5

May 1999 Configuring Collection

Setting Up Number Filters

CallSort Pro allows you to se t filters on the data in the phone number field. The Phon e Number

In and Phone Number Out fields are used to filter this information. Filters apply to the
information in the phone number fields, Phone Number in and Phone Number Out defined by
the Layout tab. (Refer to

The Filters func ti on us es special characters non- al phanumeric characters or Fil t er Variables to
help define f ilters for CallSort Pro. These Filter V ariables provi de you with the means to process
the maximum number of call re cords with min imal n umber of call filte rs or rule s. Thes e fil ters
allow CallSort Pro to define long distance, local, international, or operator assisted calls with a
small number of call filters.

To perform any necessary filtering, perform the following steps:

1. In the PBX Properties dialog box, click on the Filter tab. The following screen is
displayed.

Defining Layout Information

in this chapter for more details.)

Figure 2-3: Filter Tab (PBX Properties Screen)

2. Highlight the filter to modify, or click on <Add Filter> to create a new filter, or on
Delete Filte r to delete a filte r.

2-6 Setting Up Number Filters

Configuring Collection May 1999

3. Make your changes based on the following options:

Table 2-2: Filter Fields and Descriptions

Field Description

Call Direction Select Incoming or Outgoing depe nding on whether this filter should apply to

incoming or outgoing tele phone calls. The SMDR Layout determines i ncoming
or outgoing calls, refer to

Defining Layout Information

details regarding call layout. The default is Outgoing.

Order This number defines when the filter will be applied. Number filters are applied

in descending order.

Pattern Tells CallSor t Pr o what information to loo k f or i n a p hon e number field (Phone

In or Phone Out from SMDR Lay out). This option uses Filter Variables. (Refer
to next section for more information.)

Match CallSort Pro replaces th e Pattern it f inds in the phone n umber f ield and replaces

it with what is in the Match field. This option uses Filter Variables. (Refer to
next section for more information.)

Destination CallSort Pro takes the resulting information from the Pattern and Match and

places it in the field defined.

in this cha pter for more

Options The Options field defines what to do with non-numeric characters in the phone

number field. CallSort interprets the options as follows :

None



Strip spaces



Do NOT strip non-numeric characters from the phone number fi eld.

--

Strips any spaces from the phone number field, but leaves all

--

other characters.
Strip after * or #



Strips any characters from the phone number field after

--

an * or # symbo l.
Strip * and Spaces -- Strips any characters from the phone number field



after an * to include all spaces.

Filter Variables

Filters allow CallSort Pro to process a large number of call records as follows:

A filter allows CallSort Pro to match a specific telephone number, or remove



information from that telephone number, then place the information into a field in the
master tab le.

The filter Variables allow the smallest number of filters to process the largest number of



call records.