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Toshiba Strata CTX28 User Manual

Voice processing system
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Digital Solutions Division

Voice Processing System

User Guide

June 2004

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Summary of Contents for Toshiba Strata CTX28

  • Page 1: Voice Processing System

    Digital Solutions Division Voice Processing System User Guide June 2004...
  • Page 2 Strata is a registered trademark of Toshiba Corporation. Stratagy and Perception are registered trademarks of Toshiba America Information Systems, Inc.
  • Page 3 TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”) Digital Solutions Division License Agreement IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, “SOFTWARE”) INSTALLED ON OR SHIPPED WITH A TAIS TELECOMMUNICATION SYSTEM PRODUCT OR OTHERWISE MADE AVAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER.

  • Page 4: Limited Warranty

    The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the malfunction with new or refurbished parts (at their option).

  • Page 5: Table Of Contents

    Reply Message ... 6 Greetings ... 7 Personal ... 7 System ... 7 Busy ... 7 Special Delivery Options ... 8 Urgent ... 8 Private ... 8 Return Receipt ... 8 Future Delivery ... 8 Strata CTX28 Voice Processing User Guide 06/04...
  • Page 6 Play Your Messages ...24 Special Functions ...27 Chapter 4 – Send Messages Recording Controls ...32 Send a Message ...33 Forward a Message ...37 Reply to the Current Message ...40 Special Delivery Options ...43 Future Delivery ...44 Strata CTX28 Voice Processing User Guide 06/04...
  • Page 7 Call Record to Voice Mail ... 73 Direct Transfer to Voice Mailbox ... 74 Voice Mail Conference ... 74 Call Monitor ... 75 Glossary ... 77 Index ... 81 Strata CTX28 Voice Processing User Guide 06/04 Contents Chapter 5 – Manage Mailbox...
  • Page 8 Contents Chapter 6 – Integration Features Strata CTX28 Voice Processing User Guide 06/04...

  • Page 9: Introduction

    Chapter 6 – Integration Features outlines Call Forward, Message Waiting, Soft Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing and Call Monitor features. • Glossary defines frequently-used voice processing system features and functions. • Index Strata CTX28 Voice Processing User Guide 06/04...

  • Page 10: Conventions

    The naming convention for DKT assignments within Note Toshiba is Directory Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN.

  • Page 11: Action/Response Table

    • Strata CTX28 Voice Processing Programming Manual • Strata CTX Library CD-ROM For authorized users, Internet site FYI (http://fyi.tsd.toshiba.com) contains all current documentation and enables you to view, print, and download current publications. Strata CTX28 Voice Processing User Guide Description The immediate response to the action performed appears in this column.
  • Page 12 Introduction Related Documents/Media viii Strata CTX28 Voice Processing User Guide 06/0...
  • Page 13 Features to personalize your mailbox • Message queues • Message types • Greetings • Special delivery options • Future delivery • Message destination selections • User options • User prompts • User tutorial (New User) Strata CTX28 Voice Processing User Guide 06/04...

  • Page 14: Chapter 1 - The Grand Tour Overview

    Callers control their own progress through the system. They no longer have to wait for a person to answer the telephone. If your extension is busy or you do not answer, callers can transfer to an operator, call another extension, or record a private, detailed message.
  • Page 15 Set the Month (1~12) Set the Year (last two digits) Return to previous menu (message delivery time plays) Figure 1 Admin Main Menu Strata CTX28 Voice Processing User Guide 06/04 Exit User Mode ESSAGES Enter one of the following: User ID plus...

  • Page 16: Features To Personalize Your Mailbox

    They remain in the New Message Queue, the Message Waiting LED is turned off, and a Return Receipt is sent, if applicable. 18). “Record Your Name” page “Change Your Greeting” Strata CTX28 Voice Processing User Guide 06/04 “Change Your Security 16). page 46). “Manage Guest User IDs”...

  • Page 17: Saved Message Queue

    Ask your System Administrator to find out if your mailbox is configured with Note one or two (New and Saved) message queue(s). Strata CTX28 Voice Processing User Guide 06/04 . Your voice mail system automatically accesses The Grand Tour Message Queues...

  • Page 18: Message Types

    When listening to a reply message, a prompt notifies the user of the name/User ID of the person who sent the reply. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 19: Greetings

    Greeting option on the Change Your User Options Menu (see Greeting” page 56). The System Administrator must configure your User ID mailbox for the custom Note busy greeting option to be available. Strata CTX28 Voice Processing User Guide 06/04 page 16). page 55 for details. The Grand Tour Greetings “Change Your User Options”...

  • Page 20: Special Delivery Options

    Your voice mail system can be configured so that your message is delivered at a future time and date specified by you. After marking the message for future delivery, you can review (play, save, delete) the message at any time before it is sent. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 21: Message Destination Selections

    For example, if you select Personal Distribution List #1 and #3 as destinations for your message and User ID 1001 is on both lists, User ID 1001 receives the same message twice. Strata CTX28 Voice Processing User Guide 06/04 page 33 for instructions on using these options.

  • Page 22: System Distribution Lists

    User Options You can set your telephone for Do Not Disturb (DND) or call screening, select or record a busy greeting (plays when your telephone is busy), and designate where or how you are notified of a message.

  • Page 23: User Prompts

    Recording his/her name (if required) • Recording a personal greeting for the mailbox • Changing the default security code Once the tutorial is completed successfully, it cannot be replayed. Strata CTX28 Voice Processing User Guide 06/04 The Grand Tour User Prompts...
  • Page 24 The Grand Tour User Tutorial (New User) Strata CTX28 Voice Processing User Guide 06/04...

  • Page 25: Chapter 2 - Getting Started

    (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the tutorial is completed successfully, it cannot be replayed. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 26: Step 1: Access Your Mailbox

    Main Menu. from most menus returns you to the Main MAIN MENU Play Messages Send Messages Manage Mailbox Exit user mode Hang Up Strata CTX28 Voice Processing User Guide 06/04...

  • Page 27: From External Telephone

    If you make a mistake while entering the code, press to re-enter. Strata CTX28 Voice Processing User Guide 06/04 The system answers with your standard company greeting. Your voice mail prompts you to enter your User ID. If your voice mail system is designed with a fixed length number for your User ID, do not press entering a User ID.

  • Page 28: Step 2: Record Your Name

    Your voice mail plays your name recording. Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting. Your voice mail system returns you to the record your name prompt. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 29: Step 3: Record Your Personal Greeting(S)

    Sample Greeting “Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox.

  • Page 30: Step 4: Change Your Security Code

    Your voice mail system prompts you to re-enter your new security code for verification. After entering the security code a second time, your voice mail system announces that your security code has been changed. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 31: Step 5: Exit Your Mailbox Or User Mode

    ...or to exit the user mode, press . Strata CTX28 Voice Processing User Guide 06/04 Step 5: Exit Your Mailbox or User Mode When you press to hang up, you hear “Thank you for calling. Good-bye.”...
  • Page 32 Getting Started Step 5: Exit Your Mailbox or User Mode Strata CTX28 Voice Processing User Guide 06/04...

  • Page 33: Chapter 3 - Play Messages

    Special functions Depending upon your telephone system and telephone, a message waiting light is lit on your telephone when a voice message has been left for you on the voice mail system. If configured, your voice mail system automatically turns off your message waiting...

  • Page 34: Playback Controls

    (from last message go to first) Pause/Resume (toggle or 30 secs.) Back Up (rewind) Press (from first message go to last) Turn Up volume Go Forward (advance) 7435 Turn Down volume Strata CTX28 Voice Processing User Guide 06/04 to play Previous Message...
  • Page 35 Go Forward (advance) The message goes forward/advances and then begins playing. The default is five seconds (set by the System Administrator). Strata CTX28 Voice Processing User Guide 06/04 Turn Down Volume or , the volume of messages adjusts one increment until the...

  • Page 36: Play Your Messages

    Return to the Main Menu to play messages.” from the Main Menu to play messages (menu shown below), your While playing a message, you can press: Strata CTX28 Voice Processing User Guide 06/04 Pause/Resume (toggle or 30 seconds) Turn Up volume Turn Down volume...
  • Page 37 Play the next message Save the current message Strata CTX28 Voice Processing User Guide 06/04 A message plays. Once you play a message, your voice mail system prompts you with the Play Messages Menu until you press to exit the menu or you activate another selection.
  • Page 38 Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Main Menu. Strata CTX28 Voice Processing User Guide 06/04 page 37 “Reply to the...

  • Page 39: Special Functions

    Save the current message Delete the current message Strata CTX28 Voice Processing User Guide 06/04 The date and time the message was received plays, followed by the entire message. If your System Administrator programmed an Note automatic date and time stamp for all messages, the stamp plays automatically at the beginning of each message.
  • Page 40 (Your System Administrator sets the length of time on a system-wide basis.) The messages played are those whose cumulative time is equal to, or less than, the designated number of minutes. Strata CTX28 Voice Processing User Guide 06/04 page 28 for continuous...
  • Page 41 Return to previous menu Strata CTX28 Voice Processing User Guide 06/04 The playback starts with the first Important! message in the queue and continues until the preset time has expired. If there are two queues—new and saved—the playback occurs only in the queue you are in when you press playback.
  • Page 42 Play Messages Special Functions Strata CTX28 Voice Processing User Guide 06/04...

  • Page 43: Send Messages

    Send Messages From any tone-dialing telephone, you can record and send a message to a user, several users, or to a personal or system distribution list. This chapter covers: • Recording controls • Send a message • Forward a message •...

  • Page 44: Chapter 4 - Send Messages Recording Controls

    Press , your voice mail system returns you to the Send Messages Menu and you can send, review or record over the message. End Recording After recording a message, press End recording 3096 to end the recording. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 45: Send A Message

    Set Return Receipt request (On/Off) Return to previous menu Set Future Delivery Cancel message and select new destination Cancel and return to Main Menu Strata CTX28 Voice Processing User Guide 06/04 Send Messages Send a Message While recording a message, you can press:...
  • Page 46 You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See page 61 to create or revise a destination (distribution) list. Strata CTX28 Voice Processing User Guide 06/04 “ page 35). A “Manage Your Lists”...
  • Page 47 Press when done. Select Additional Destinations Strata CTX28 Voice Processing User Guide 06/04 You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. Ask your System Administrator for more information about System Lists.
  • Page 48 See page 44 for instructions on using this option. Cancels the message and returns you to Cancels the message and returns you to the Main Menu. Strata CTX28 Voice Processing User Guide 06/04 page 43 “Future Delivery” Step 2 page...

  • Page 49: Forward A Message

    ...or to cancel your entry and re-enter. Strata CTX28 Voice Processing User Guide 06/04 Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List or Multiple Destinations). A forwarded message can be sent to a total of...
  • Page 50 The forwarding comment plays. The system prompts you to record the comment at the beep. Strata CTX28 Voice Processing User Guide 06/04 “Manage Your Lists” System List. to forward your message,...
  • Page 51 Cancel message and select new destination Cancel and Return to the Main Menu Strata CTX28 Voice Processing User Guide 06/04 The appended forwarding comment plays after the already recorded message comment. The system prompts you to record at the beep.

  • Page 52: Reply To The Current Message

    Main Menu. Important! The recording plays. The system prompts you to record your reply at the beep. Strata CTX28 Voice Processing User Guide 06/04 If you press to send your reply you cannot use the special recording and sending options.
  • Page 53 Personal List Enter a list number ( ~ ). Strata CTX28 Voice Processing User Guide 06/04 The appended reply plays after the already recorded portion. The system prompts you to record at the beep. Send the message to additional destinations. You may repeat this step as often as necessary.
  • Page 54 See page 44 for instructions on using this option. Cancels the reply and returns you to Cancels the message and returns you to the Main Menu. Strata CTX28 Voice Processing User Guide 06/04 page 43 “Future Delivery” Step 2 page...

  • Page 55: Special Delivery Options

    To remove the return receipt request, press then again. Return to previous menu Strata CTX28 Voice Processing User Guide 06/04 Urgent messages play first in the New Message Queue. then Private messages cannot be forwarded. then Your voice mail system notifies you when and by whom the message was received and plays the original message.

  • Page 56: Future Delivery

    You can review, continue to send (save), or delete this message using the Future Delivery Review option on the Play Messages Menu. (See Messages). Strata CTX28 Voice Processing User Guide 06/04 Chapter 3 – Play to set 2059. Chapter 3 – Play...
  • Page 57 Manage Mailbox Your voice mail system provides special options to customize and manage your mailbox features (menu shown below). Strata CTX28 Voice Processing User Guide 06/04 From the Main Menu: Manage Mailbox Change your Greeting Change your User Options Manage your Lists...

  • Page 58: Change Your Greeting

    Review selected greeting Record (new) greeting Review recording Re-record Not available Append to recording Cancel recording Save recording Return to previous menu Review current greeting Return to previous menu Strata CTX28 Voice Processing User Guide 06/04 for the for System greeting 3608...

  • Page 59: Create Or Record Over A Personal Greeting

    (speak slowly and clearly). 4. Press when done. Strata CTX28 Voice Processing User Guide 06/04 Your voice mail system prompts with a list of options from the Change your Greeting Menu. Your greeting is identified by the number chosen.
  • Page 60 9. To return to the Main Menu, press Sample Greeting “Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox.

  • Page 61: Change Your Greeting Selection

    Manage Mailbox Menu ...or to return to the Main Menu. Strata CTX28 Voice Processing User Guide 06/04 Your voice mail system plays the Manage Mailbox Menu. Your voice mail system prompts with a list of options from the Change Your Greeting Menu.

  • Page 62: Review A Greeting

    The greeting plays. Your voice mail system prompts you with the Change Your Greeting Menu options. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CTX28 Voice Processing User Guide 06/04 does not affect the current...

  • Page 63: Change Your User Options

    If you do not hear all the options for this menu, they may not be Important! configured for your telephone or system. Please ask your System Administrator to verify which user options are available to you. Strata CTX28 Voice Processing User Guide 06/04 Manage Mailbox Change Your User Options Record...

  • Page 64: Change Your Do Not Disturb (Dnd) Setting

    Pressing toggles the DND feature On and Off. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 65: Change Your Call Screening Setting

    Manage Mailbox Menu ...or to return to the Main Menu. Strata CTX28 Voice Processing User Guide 06/04 Receive the call Reject the call and let the call forward to your mailbox Transfer the call to another extension...

  • Page 66: Change Your Security Code

    Your voice mail system prompts you to re-enter your new security code for verification. After entering the security code a second time, your voice mail system announces that your security code has been changed. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 67: Create Or Record Over Your Busy Greeting

    Press when done. Cancel recording Save recording Strata CTX28 Voice Processing User Guide 06/04 to hold (if configured for your mailbox by the Your voice mail system plays the Manage Mailbox options. Your voice mail system prompts you to record your custom busy greeting.

  • Page 68: Select Your Busy Greeting

    A prompt verifies the current status of the feature. again Pressing toggles between selecting your custom busy greeting and the system busy greeting. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 69: Record Your Name

    Review recording Re-record Press when done. Strata CTX28 Voice Processing User Guide 06/04 Your voice mail system prompts with Change your User Options Menu. Your voice mail system prompts you to record your name. Your newly recorded name (and extension) plays.

  • Page 70: Change Your Message Notification

    Your voice mail system confirms that your name (and extension) has been recorded and returns to the previous menu. Your voice mail system plays the Manage Mailbox options. Strata CTX28 Voice Processing User Guide 06/04...
  • Page 71 Manage Mailbox Menu ...or to return to the Main Menu. Strata CTX28 Voice Processing User Guide 06/04 Stratagy confirms the template number, spells the template title, states whether the template is enabled or disabled, and tells you the phone number (if applicable).

  • Page 72: Review Your Option Settings

    Your voice mail system verifies the status of your DND, Call Screening options and plays your selected busy message and name recording. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 73: Manage Your Lists

    Manage Mailbox. 2. Press Manage your Lists. 3. Select the desired list number ~ . Strata CTX28 Voice Processing User Guide 06/04 From the Main Menu: Manage Mailbox From the Manage Mailbox Menu: Manage your Lists Select for a Personal List...
  • Page 74 Your voice mail system prompts you to record the comment. Your voice mail system returns to the previous menu. You can select another Manage Mailbox option. You can select another Main Menu option. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 75: Manage Guest User Ids

    User IDs. 3. Select one of the following: Create a Guest User Delete a Guest User Strata CTX28 Voice Processing User Guide 06/04 Manage Mailbox Manage Guest Mailboxes Create a Guest Mailbox Delete a Guest Mailbox Review your Guest Mailboxes...

  • Page 76: Use Guest User Ids

    The Host User ID’s greeting plays. Note Your voice mail system uses the combination of the Host User ID and the Guest User ID to identify the caller as your guest. Strata CTX28 Voice Processing User Guide 06/04 ) configured for...

  • Page 77: Chapter 6 - Integration Features

    Integration Features This chapter covers the use of your voice mail with the Strata CTX28. Call Forward, Message Waiting, CTX Integration, Direct Transfer to Voice Mail, Voice Mail Conference features, and Call Monitor are all described. Call Forward See Strata CTX DKT/IPT Telephone User Guide for additional information on Note programming and using this feature on your phone.
  • Page 78 • Timer – This is a two digit entry representing how long (8 to 160 seconds) your telephone should ring before forwarding the call. If you enter one digit, you must press à after entering the single digit. Also, in the following table, (Tone) means that a confirmation tone plays at that point in the sequence.

  • Page 79: Message Waiting

    5. To manually turn off your Msg LED, press your extension button, then press . Do this step for each message received. Strata CTX28 Voice Processing User Guide 06/04 button/LED is mentioned in the following steps. to display additional messages;...

  • Page 80: Turning On/Off Message Waiting Led On Another Extension

    CTX Integration If your company’s Toshiba Strata CTX phone system has the Proprietary Integration with your voice mail enabled, you have two additional features at your disposal—Soft Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access these features, check with your System Administrator.

  • Page 81: Urgent Messages

    Soft Keys on your phone (Play Messages menu example shown at right). See Table 3 Keys. Strata CTX28 Voice Processing User Guide 06/04 below for a list of Main page 70 for a list of Soft Integration Features...
  • Page 82 CRTN CANC CANC CHNO CHNO CDEL CDEL CPLY DATE DATE Strata CTX28 Voice Processing User Guide 06/04 Voice Mail Functions Play Messages Send Messages Manage Mailbox Exit Mailbox Disconnect from GVMU Voice Mail Functions Create a Guest Mailbox Additional Destinations...
  • Page 83 NEXT MSG NMSG PAUSE PAUS PER DST LST LIST PERSNL LIST LIST Strata CTX28 Voice Processing User Guide 06/04 DKT 2010 SD Voice Mail Functions DKT 2020 SD Delete the message/guest mailbox Delete a mailbox from the personal distribution list DMSG...
  • Page 84 SPCL SPCL SPCL SPCL STOP STOP OPTN OPTN Strata CTX28 Voice Processing User Guide 06/04 Voice Mail Functions Play the Previous message Return to previous menu Record a list Comment Record Replay current message Reply to the current message Re-record...

  • Page 85: Call Record To Voice Mail

    (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording. Strata CTX28 Voice Processing User Guide 06/04 Integration Features and a...

  • Page 86: Direct Transfer To Voice Mailbox

    An internal user on the Strata CTX can transfer a call directly to another person’s voice mailbox without waiting for the call to forward from the called party’s telephone. The voice mailbox does not even need to be associated with an active telephone in the Strata CTX.

  • Page 87: Call Monitor

    LED turns solid red. The LCD display indicates the extension or line to which you are connected. Strata CTX28 Voice Processing User Guide 06/04 button on your telephone, you can listen to the button. The button’s LED flashes red.
  • Page 88 Integration Features Call Monitor Strata CTX28 Voice Processing User Guide 06/04...

  • Page 89: Glossary

    Strata CTX28 Voice Processing User Guide Definition You can select your custom busy or the system busy greeting for callers to hear when your telephone is busy. If you do not record your custom busy greeting, the system busy greeting automatically plays.
  • Page 90 User ID. There are two message queues: new and saved. The new message queue contains unheard and partially heard messages. When playing new messages, urgent messages always play first. Strata CTX28 Voice Processing User Guide 06/04...
  • Page 91 Saved Message Queue Security Code System Administrator System Greeting Strata CTX28 Voice Processing User Guide Personal Greetings ~ System Greeting Definition You may record up to seven personal greetings that are played for callers when you are unavailable. Although only one...
  • Page 92 Each User ID can have up to 10 notification records set by the System Administrator to automatically call and notify you of messages. You can enable/disable the notify method for each of these records or change the notification telephone number. Strata CTX28 Voice Processing User Guide 06/04...

  • Page 93: Index

    Strata CTX28 Voice Processing User Guide call record, call screening, change security code, your greeting, your user options, continuous delete, play, CTX Integration,...
  • Page 94 34, 38, system distribution, 35, 38, mailbox manage menu message waiting, message waiting light messages Strata CTX28 Voice Processing User Guide access, exit, manage options, personalize, security code, guest user IDs, lists, mailbox, change your user options,...
  • Page 95 32, personal distribution list, 34, 38, greeting, change your selection , create , record over , Strata CTX28 Voice Processing User Guide play messages, 21, special functions, playback back up (rewind), continuous delete, continuous play, go forward (advance),...
  • Page 96 ID, 15, 34, 37, user options user prompts, user tutorial, 11, voice mail conference, volume control, 23, Strata CTX28 Voice Processing User Guide busy greeting, 11, busy greeting selection, call screening, 10, change, do not disturb, 10, message notification selection, 11,...

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