Instruction/ maintenance manual of the product 10/02 Network GE
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PC S A dvanced T elephone Messaging Revised 10/02 Network Client Guide Operating Instructions and Install Guide PhoneTree 2500 and 3500 series.
T ab le of Contents 2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Step One: V erify Y our PC Com patibility . . . . . . . . . . . . . . . . . . . . . . . . .3 Step Tw o: Install t he Software .
3 Installation: V erify Y our PC Compatibility Congratulations on your purchase of the PhoneTree Network Client! This manual will guide you through the inst allation and setup of the PhoneTree Network Client on your system.
Installation: Install the Software 4 Step T wo: Install the Software 1. Insert the CD Insert t he CD in your drive. Choose Start -> Run -> Browse... -> SETUPUSBCLIENTSetup.exe (look for this file on t he CD) -> click Open -> click OK . The installation should t hen begin.
5 Installation: Install the Software, continued 3. Finish Installation When asked, click the Finish button. Do not start t he PhoneT ree program at t his time. Close the Client window . 4. Check for Icon on Desktop Now you should ha ve a PhoneTree Client icon on your desktop (shown at right).
Installation: Configure Y our Client 6 Step Three: Configure Y our Client 1. Double-click on the PhoneTree Client icon on your desktop. Y ou will be prompted to configure your client.
7 Installation: Configure Y our Client, continued 3. To create a default f older where all your calling preferences and ot her data will be kept, click the Make Default Local Path button.
Initial Setups: Call Options 8 Call Options Once you are finished with conf iguration, you will see the Call Status screen, which is the main screen for the PhoneTree Network Client. T o initiate a call session: ❶ Click on the PhoneTree button. ❷ Choose the PhoneTree you would lik e to access from t he menu, then click the OK button.
9 Initial Setups: Call Options, continued ❸ ❹ ❹ ❸ The Easy Call dialog will appear . From t he Setup menu, choose Call Options . ❹ The Call Times tab will be active.
Initial Setups: Call Options, continued 10 a i c b j h g f d e ❺ Click on the Call Options t ab. a. Selecting t he “ Hangup Detect ” option means that if the called par ty hangs up the phone early, PhoneT ree will note t his in the status repor t.
11 Initial Setups: Call Options, continued from 1 to 1000. This mode only recognizes 9 when dialed on touch- tone phones. This feature is especially good for seeking a limited number of volunteers, because PhoneTree will stop calling after the number of desired 9 replies are received.
Initial Setups: Call Options, continued 12 ❻ Click on the Transfer Options t ab. There are four options in the drop- down menu, Off, a) Mailbox, b) Phone System and c) 3-W ay Call. Unless this is set to Of f, any time your members press 0 during a PhoneTree message they will be transfer red to the location you specify here.
13 Initial Setups: Call Options, continued a. These dialing settings are included here if you need to make adjustments on a per -PhoneTree basis. For example, suppose y ou want this PhoneTree only to only talk to people who are at home (i.e., to never leave a message on an answ er ing machine).
Initial Setups: Call Options, continued 14 e. Create Results File (Jobxx.out) for another application: If you would like to save a call status file that anot her application (like y our member management program) can use later, check this option. Default : OFF f .
15 Daily Operation: Star ting a Call Job Starting a Call Job T o st art calling, click the Call List button on t he Easy Call screen: The light on the Ser ver Status will turn from green (Calling) to orange (Pausing!), to yellow (Paused) and finally back to green again, when you will see your new call job appear in the list of PhoneTrees.
Daily Operation: Checking Call Status 16 Checking Call Status Once your call job is complete, you will probably want to check the Call Status, which will give you a com plete repor t on the call job. Here ’ s how: ❶ First, you must contact your PhoneTree Administrator or visit the Host computer .
17 Daily Operation: Checking Call Status, continued ❸ Choose the PhoneTree for which you would lik e to vie w the Call Status and click OK. ❹ Now you are back on the Easy Call screen for that PhoneTree. Choose Update Call Results from the File menu.
Daily Operation: Checking Call Status, continued 18 ❻ Now you should g e t a notification that looks like the following. Click the OK button. ❼ Y ou will be taken back to t he PhoneT ree Call Status screen (t he main Client screen) and you can watch as calls are temporarily paused while an up-to-date call list is generated on the Host machine.
19 Daily Operation: Checking Call Status, continued Call St atus is in this column. Use Windows Explorer to locate and move a copy of W ordpad to the director y shown in the dialog above (the PhoneTree Client software needs to know where W ordpad is, since it uses Wordpad to display your Call Status).
Daily Operation: Checking Call Status, continued 20 Standard Call Statuses Not Called Y et — Person has not been called yet Ans by Person — Message was delivered to a person Phone W as Busy — Ph.
21 Reference: Impor ting Data ❷ PhoneTree can use data generated in any member management software package as well as any common office sof tware product (Microsoft Word, Excel, etc.). If your database application can produce an ASCII (.dat or .txt), or a Comma Delimited (.
Reference: Impor ting Data, continued 22 ❸ Click her e fir st, then… …do this! ❸ Choose the PhoneTree for which you would lik e to import a f ile and click OK. ❹ Choose the “ Call the new list I have selected ” radio button, t hen choose Select Call List from the File menu.
23 Reference: Impor ting Data, continued ❺ Choose the list you would like to use from the following dialog, then click the Open button. Note: this assumes you were able to expor t your file from the application that created it as a comma-delimited te xt file (.
Reference: Impor ting Data, continued 24 Now the name of y our import ed file show s up here. ❼ Y ou will be taken back to t he Easy Call screen. Record a messag e if you haven ’ t already (follow step 9 on page 1 4) and click the Call List button.
25 Reference: The PhoneT ree Call Status Screen ❶ ❷ ❸ ❹ ❶ The File Menu: Allows you to Configure your Client settings (page 6) or to Exit the prog ram.
Reference: The PhoneT ree Call Status Screen, continued 26 Call Status Headers Status: Will show Calling (calls are currently in prog ress), Done (call job is complete) or Idle (no current call job scheduled). Priority : Either Low , Mid (the default) or Hi.
27 Reference: The PhoneT ree Call Status Screen, continued Pause At: Displays t he Pause Call At time you specified on the Call Times tab of t he Call Options dialog (pag e 9). Resume At: Displays t he Resume Call At time you specified on the Call Times tab of t he Call Options dialog (pag e 9).
Common Questions 28 Common Questions As a PhoneTree user , you have 2 4-hour technical suppor t available via e-mail, at support@phone tree.com, or on our website (www .
29 The PhoneT ree W ebsite Visit us at www.phonetree.com , where y ou have access to free sof tware updates, many answers to frequently ask ed questions, and answers to your specific questions via our free online tech suppor t, or call T ech Support directly at 866.
Notes 30.
31 Contacting PCS By Phone Our technical support st aff is available from 8:30 AM to 5:00 PM Eastern Time, Monday through Fr iday at 866.23 4.2943 . To expedite resolution of your problem, please be near your PhoneT ree and your computer, if applicable.
T elephone Messaging Systems Regulatory Information Personal Communication Systems, Inc. 2400 Reynolda Road, Winston-Salem, NC 2 7106 Sales: (800) 95 1-8733 • Support: (336) 722 – 0087 www.phonetree.com • sales@phonetree.com • support@phonetree.
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