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PhoneTree 10/02 Network Operating Instructions Manual

Network client guide
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PCS
PhoneTree 2500 and 3500 series
Network Client Guide
Operating Instructions and Install Guide
Revised 10/02

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Summary of Contents for PhoneTree 10/02 Network

  • Page 1 PhoneTree 2500 and 3500 series Network Client Guide Operating Instructions and Install Guide Revised 10/02...

  • Page 2: Table Of Contents

    Table of Contents Installation ..........3 Step One: Verify Your PC Compatibility .

  • Page 3: Installation

    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.

  • Page 4: Step Two: Install The Software

    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.
  • Page 5 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).

  • Page 6: Step Three: Configure Your Client

    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.
  • Page 7 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.

  • Page 8: Initial Setups

    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. Choose the PhoneTree you would like to access from the menu, then click the OK button.
  • Page 9 Initial Setups: Call Options, continued The Easy Call dialog will appear. From the Setup menu, choose Call Options. The Call Times tab will be active. Choose days to call on by clicking on 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.
  • Page 10 Initial Setups: Call Options, continued Click on the Call Options tab. 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.
  • Page 11 PhoneTree automatically spreads these attempts out over the day. [Recommended setting: 15] i. “Max Length of Answering Machine Message (secs)” can be set between 25 and 80 seconds. Change this only if you see “Ans Mach OGM too long” in the Status report. [Recommended setting: 25] j.
  • Page 12 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 OGM (outgoing message) that will be played after a member presses 0.
  • Page 13 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).
  • Page 14 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.

  • Page 15: Daily Operation

    Daily Operation: Starting a Call Job Starting a Call Job To start calling, click the Call List button on the Easy Call screen: 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.

  • Page 16: Checking Call Status

    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 computer.
  • Page 17 Daily Operation: Checking Call Status, continued Choose the PhoneTree for which you would like to view the Call Status and click OK. Now you are back on the Easy Call screen for that PhoneTree. Choose Update Call Results from the File menu. Click the Yes button on the dialog box that follows:...
  • Page 18 Daily Operation: Checking Call Status, continued Now you should get a notification that looks like the following. Click the OK button. You will be taken back to the PhoneTree Call Status screen (the 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.
  • Page 19 Daily Operation: Checking Call Status, continued 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).
  • Page 20 Phone Was Busy Did Not Answer Ans By Machine Learned Machine — Person’s answering machine is ‘unique’ and was 9 Was Not Dialed — Delivery unconfirmed when asked to dial 9 (will call back) Never Dialed 9! Max No Answers — Line was busy or not answered for 15 call attempts...

  • Page 21: Reference

    Reference: Importing Data PhoneTree can use data generated in any member management software package as well as any common office software product (Microsoft Word, Excel, etc.). If your database application can produce an ASCII (.dat or .txt), or a Comma Delimited (.txt), CSV file, then you will be able to import the data into a list that your PhoneTree can use.
  • Page 22 Reference: Importing Data, continued Choose the PhoneTree for which you would like to import a file and click Choose the “Call the new list I have selected” radio button, then choose Select Call List from the File menu. Click here first, then…...
  • Page 23 Reference: Importing Data, continued Choose the list you would like to use from the following dialog, then click the Open button. Note: this assumes you were able to export your file from the application that created it as a comma-delimited text file (.txt, .dat or .csv) and that you placed the exported file in the PhoneTree Client folder.
  • Page 24 Reference: Importing Data, continued You will be taken back to the Easy Call screen. Record a message if you haven’t already (follow step 9 on page 14) and click the Call List button. Notice that now the name of your list shows up on the screen. 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.

  • Page 25: The Phonetree Call Status Screen

    Reference:The PhoneTree Call Status Screen The File Menu: Allows you to Configure your Client settings (page 6) or to Exit the program. The PhoneTree List: Displays a list of all PhoneTrees currently calling. Check the entries in the Status, Pri(ority), Placed and Completed columns for information about what is happening with each PhoneTree.
  • Page 26 Reference:The PhoneTree Call Status Screen, continued Call Status Headers Status: Will show Calling (calls are currently in progress), Done (call job is complete) or Idle (no current call job scheduled). Priority: Either Low, Mid (the default) or Hi. Turn to page 11 for instructions on how to change the priority for a call job.
  • Page 27 Reference:The PhoneTree Call Status Screen, continued Pause At: Displays the Pause Call At time you specified on the Call Times tab of the Call Options dialog (page 9). Resume At: Displays the Resume Call At time you specified on the Call Times tab of the Call Options dialog (page 9).

  • Page 28: Common Questions

    Deliver the message if a person answers; b. Wait for the beep of an answering machine when one is detected; or c. Mark a call attempt as a “No Answer” and call back later if no one picks up the phone or if it detects a busy signal.

  • Page 29: The Phonetree Website

    The PhoneTree Website Visit us at www.phonetree.com, where you have access to free software updates, many answers to frequently asked questions, and answers to your specific questions via our free online tech support, or call Tech Support directly at 866.234.2943 (toll-free).
  • Page 30 Notes...

  • Page 31: Contacting Pcs

    Contacting PCS By Phone Our technical support staff is available from 8:30 AM to 5:00 PM Eastern Time, Monday through Friday at 866.234.2943. To expedite resolution of your problem, please be near your PhoneTree and your computer, if applicable. If possible, use a different telephone line than PhoneTree. You may also fax your question or comment to 336.722.6877.

  • Page 32: Regulatory Information

    Regulatory Information This equipment has been tested and found to comply with the limits for a class B digital device, pursuant to Part 15 of the FCC rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications.

This manual is also suitable for:

2500 series3500 series

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