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PCS
PhoneTree 2500 and 3500 series
Network Client Guide
Operating Instructions and Install Guide
Revised 10/02
A dvanced T elephone Messaging
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Table of Contents Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Step One: Verify Your PC Compatibility . . . . . . . . . . . . . . . . . . . . . . . . .3 Step Two: Install the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Step Three: Configure Your Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Initial Setups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Installation:Verify Your PC Compatibility Congratulations on your purchase of the PhoneTree Network Client! This manual will guide you through the installation and setup of the PhoneTree Network Client on your system. If you need assistance with the installation, talk to the PhoneTree Network Administrator in your office or refer to the PhoneTree 2500/3500 User’s Manual. Step One: Verify Your PC Compatibility 1. Operating System Your PC must have Microsoft Windows 95, 98, 2000, ME or XP as the o
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Installation: Install the Software Step Two: Install the Software 1. Insert the CD Insert the CD in your drive. Choose Start -> Run -> Browse... -> SETUPUSBCLIENT\Setup.exe (look for this file on the CD) -> click Open -> click OK. The installation should then begin. 2. Choose the Default Settings Click on Next several times until the installation process starts. In order to assure reliable operation and ease of service, please DO NOT change the default information as it is presented. Please note
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Installation: Install the Software, continued 3. Finish Installation When asked, click the Finish button. Do not start the PhoneTree program at this time. Close the Client window. 4. Check for Icon on Desktop Now you should have a PhoneTree Client icon on your desktop (shown at right). You are now ready to go on to Step Three: Configure Your Client. 5
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Installation: Configure Your Client Step Three: Configure Your Client 1. Double-click on the PhoneTree Client icon on your desktop. You will be prompted to configure your client. The screen below will come up. You need to do three things: tell the Client where the PhoneTree Server is located on the network, create a default local path for all your local calling data, and tell the Client which translator to use when sending calling data to the PhoneTree Server. 2. To tell the PhoneTree Client sof
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Installation: Configure Your Client, continued 3. To create a default folder where all your calling preferences and other data will be kept, click the Make Default Local Path button. A folder will be created on your hard drive in the location shown, and this is where all data that is generated by the PhoneTree Network Client software will be stored. 4. Now you need to choose a translator for your calling data. This translator will be used if you generate a calling list locally, on your own compu
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Initial Setups: Call Options Call Options Once you are finished with configuration, you will see the Call Status screen, which is the main screen for the PhoneTree Network Client. To initiate a call session: Click on the PhoneTree button. ❶ ❶ Choose the PhoneTree you would like to access from the menu, then click ❷ the OK button. PhoneTrees protected by a password will be marked with an asterisk (*). ❷ 8
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Initial Setups: Call Options, continued The Easy Call dialog will appear. From the Setup menu, choose Call Options. ❸ ❹ ❸ The Call Times tab will be active. Choose days to call on by clicking on ❹ the box(es) next to the day. Change the Don’t Call Before and the Don’t Call After times by clicking on them—a Set Time box will appear, allowing you to make changes. There is a checkbox called Allow Different Times for Each Day. If you choose this option you can change the Don’t Call Before and the Do
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Initial Setups: Call Options, continued Click on the Call Options tab. ❺ a. Selecting the “Hangup Detect” option means that if the called party hangs up the phone early, PhoneTree will note this in the status report. [Recommended setting: ON] b. “Star to Repeat” gives the listener the option to repeat the message if they wish by pressing the Star(*) key on their phone. If you choose this option, you will need to add “To hear this message again, press the star key now” toward the end of your mess
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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. [Recommended setting: OFF] f. “Job Priority” enables you to specify whether your job is Low, Medium (Mid), or High priority. Use Medium (Mid) for most call jobs, High for when a job is urgent and needs to be completed
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Initial Setups: Call Options, continued Click on the Transfer Options tab. There are four options in the drop- ❻ down menu, Off, a) Mailbox, b) Phone System and c) 3-Way Call. Unless this is set to Off, any time your members press 0 during a PhoneTree message they will be transferred to the location you specify here. a. Mailbox: Choosing this option allows your members to leave you a voice mail message, just as if you had an answering machine hooked up to PhoneTree. You will need to record an OG
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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 you want this PhoneTree only to only talk to people who are at home (i.e., to never leave a message on an answering machine). You would put an “A” in the Suffix box (which tells PhoneTree to hang up when it detects an answering machine). Remember, any Prefixes, Suffixes and Library numbers you type here will be in addition to any other
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Initial Setups: Call Options, continued e. Create Results File (Jobxx.out) for another application: If you would like to save a call status file that another application (like your member management program) can use later, check this option. Default: OFF f. Call Logging: If you would like the calls made with this PhoneTree to be included in the system-wide call log, choose either Log Completed Calls or Log All Calls from the drop-down menu. Read more about call logging on pages 27 and 28 of the
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Daily Operation: Starting a Call Job Starting a Call Job To start calling, click the Call List button on the Easy Call screen: Click here to start calls. The light on the Server 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. Calls will be paused as your new job is added. You can monitor calls for the currently active PhoneTrees right here from your own computer.
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Daily Operation: Checking Call Status Checking Call Status Once your call job is complete, you will probably want to check the Call Status, which will give you a complete report on the call job. Here’s how: First, you must contact your PhoneTree Administrator or visit the Host ❶ computer. Go to the Edit screen of the PhoneTree for which you want to view the Call Status, and choose Call Options from the Setup menu. Click on the Advanced Options tab and make sure that the Allow Client to View Call
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Daily Operation: Checking Call Status, continued Choose the PhoneTree for which you would like to view the Call Status ❸ and click OK. ❸ Now you are back on the Easy Call screen for that PhoneTree. Choose ❹ Update Call Results from the File menu. Click the Yes button on the dialog box that follows: ❺ 17
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Daily Operation: Checking Call Status, continued Now you should get a notification that looks like the following. Click the ❻ OK button. You will be taken back to the PhoneTree Call Status screen (the main ❼ Client screen) and you can watch as calls are temporarily paused while an up-to-date call list is generated on the Host machine. Once calls have resumed and the green light is back on, click on the ❽ PhoneTree button again, and choose your PhoneTree from the Choose a PhoneTree screen again (
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Daily Operation: Checking Call Status, continued Call Status is in this column. If instead of the Job.txt, you get an error message like the one below: Use Windows Explorer to locate and move a copy of Wordpad to the directory shown in the dialog above (the PhoneTree Client software needs to know where Wordpad is, since it uses Wordpad to display your Call Status). 19
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Daily Operation: Checking Call Status, continued Standard Call Statuses Not Called Yet — Person has not been called yet Ans by Person — Message was delivered to a person Phone Was Busy — Phone was busy on last call to person Did Not Answer — Person did not answer last call Ans By Machine — Message was delivered to member’s answering machine Learned Machine — Person’s answering machine is ‘unique’ and was learned (will call back) 9 Was Not Dialed — Delivery unconfirmed when asked to dial 9 (will
