IPS 308/416 Revision 4 System Guide

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Outgoing Call Records and Histories
About Outgoing Call Records
Each time an outgoing call lasting longer than 25 seconds is made (or the
first polarity reversal is detected when Polarity Reversal signaling is
enabled), the system stores a record of the call.  The outgoing call record
is also called Station Message Detail Recording or SMDR.  Keeping the
history of outgoing calls is useful for tracking and billing long distance
calls. If this is not a concern in your office, there is no need to program
this feature.
How to Output the Outgoing Call Records
The IPS can connect to a computer or printer via the RS232C port.  The
Outgoing Call Records can be output to the RS232C port in a variety of
ways.
Output the Complete Contents of the Outgoing Call Records
You can choose to output the calling history for all extensions. The
history shows a recor d for all calls ma de since the last “Clear Call
History” comma nd.
To output the complete contents of the Call History Memory:
This procedure will tie up the programming extension until all data has
been sent. No dial tone will be available on the System Manager’s phone.
A confirmation tone will be heard when the output is complete.
741

In the programming mode, lift the handset
and enter “741”.

The IPS will send all records, followed by
the confirmation tone.  Hang up or continue
with programming. 
						

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Output the Call History of a Single Extension
You can also choose to output the Call History records of a single
extension.  This comma nd will search the Call History Memory to find
only those ca lls made by the specified extension.
To output the Call History of one extension:
Clearing the Call History Memory
The Call History Memory has room for about 120 records.  Once the
memor y is full, no new records can be stor ed until the memor y is
cleared.  It is recommended that you print out call records regularly (e.g.,
at the end of each day, week, or month), then clear the memor y.
To clear the contents of Call History Memory:
742

In the programming mode, lift the handset
and enter “742”.

Enter the two-digit extension number (‘00’
to ‘15’).

The IPS will send all records, followed by
the confirmation tone.  Hang up or continue
with programming.
749

In the programming mode, lift the handset
and enter “749”.  Pause for the
confirmation tone.  Hang up or continue
with programming. 
						

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Output the Call History After Each Outgoing Call
You can choose to have the IPS output the Call History records at the
end of each outgoing call lasting more than 25 seconds.  The information
will also be stor ed into Call History Memor y if space is available.
To output the Call History record at the end of each call:
To not output the Call History record at the end of each call:
7842

In the programming mode, lift the handset
and enter “7842”.
7843

In the programming mode, lift the handset
and enter “7843”. 
						

							Page 78
Automatic Call History Retrieval Program
The IPS allows an external computer program to retrieve the call records
stored in Call History memor y by sending comma nds to the IPS via the
RS232C port.  This feature must be enabled by the following command
to allow the IPS to respond to these commands from the PC.  Also, the
RS232C port must be in the “Features Mode” (see “RS232C Port -
Choosing the Operating Mode”, page 83).
To enable the Automatic Call History Retrieval program:
To disable the Automatic Call History Retrieval program:
Ther e are two comma nds which can b e sent by the comput er to the IPS,
each command consisting of two ASCII characters.  The characters ‘%’,
then ‘d’ cause the IPS to output the complete contents of Call History
memory. The characters ‘%’, then ‘E’ cause the IPS to output the
complete contents of Call Histor y memor y after which the Call History
memory is cleared.  The second character (the ‘d’ or the ‘E’ must be sent
within 120 milliseconds of the first character (‘%’) for the command to
be recognized.
Please note that this feature is not available in the Computer Aided
Telephony (CAT) version of the IPS software.
7852

In the programming mode, lift the handset
and enter “7852”.
7853

In the programming mode, lift the handset
and enter “7853”. 
						

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Formats for the Call History Records
Records of outgoing calls can be output in either a long for mat or a short
format. The long format is an easy-to-read log.  For each call, it shows in
table for mat the line nu mb er, ext ension nu mb er, date and time, nu mb er
dialed, duration of call, and the number of metering pulses. The short
format organizes the same data in a comma delimited format, so that it
can be read by call accounting software packages.  The records will be
output in short format unless you switch to the long format.
To enable the long format for Call History record output:
To enable the short format for Call History record output:
An example of one line of the short format is shown below.  The long
for mat contains the sa me infor mation separated by spaces.
1,05,15,JUL,95,14,10,5551212,00,04,21,0
7815

In the programming mode, lift the handset
and enter “7815”.  Pause for the
confirmation tone.  Hang up or continue
with programming.
7814

In the programming mode, lift the handset
and enter “7814”.  Pause for the
confirmation tone.  Hang up or continue
with programming.
Outside Line Number
Extension Number
Date, Month, Year
Number Dialed
Time (Hours, Min utes)
Duration of Call:
  Hours, Minutes, Seconds
Number of Metering Pulses 
						

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Connection to a Computer or a Printer
To print records, the system must be connected to either a printer or a
computer.  The device used must have an RS232C port capable of
receiving data at 9600 baud.  The protocol is 8 bits, 1 stop bit, and no
parity.
An IBM® compatible PC can be connected to the IPS using a straight
(not a null modem) cable.  You can use the following procedure to
retrieve Call History records to your computer.
For Windows 3.1, 3.11, and NT 3.51
1. Enter the Program Manager window, then the Accessories
window. Select the Terminal icon.
2. Pull down the Settings menu and select “Communications”.  Verify
that the communication settings are as follows.  Change settings to
match if necessary.
Baud Rate: 9600
Data Bits: 8
Parity: None
Stop Bits: 1
Flow Control: None
Connector: Either COM1 or COM2, whichever
corresponds to the RS232 port being used.
3.Pull down the Transfer menu. Select “Receive Text” file. Create a
new text file na med “CALLS.TXT”.
4. Once t hes e st eps are successfu lly complet ed, you are ready to receive
call history data.  Enter the Call History output command on page
75. This writes the data to the text file.  It then can be printed out
directly in the long format.  Or you can import it in the short format
into an accounting or spreadsheet program. 
						

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For Windows 95
1. Click the Start button, select Programs, Accessories, and click on
HyperTerminal folder.  Launch HyperTerminal by double-clicking
on the ex ecutable (.ex e) file.
2. Type “Calls” as the name, and choose an icon to associate with the
connection.
3. On the Phone Number Window change the connection to the
appropriate communications port (e.g., Direct to Com #).
4. The COM Port Properties will then display.  Verify that the
communication settings are as follows.  Change settings to match if
necessary.
Baud Rate: 9600
Data Bits: 8
Parity: None
Stop Bits: 1
Flow Control: None
Connector: Either COM1 or COM2, whichever
corresponds to the RS232 port being used.
3.Pull down the Transfer menu.  Select “Capture Text”. Create a
new text file na med “CALLS.TXT”.
4. Once t hes e st eps are successfu lly complet ed, you are ready to receive
call history data.  Enter the Call History output command on page
75. This writes the data to the text file.  It then can be printed out
directly in the long format.  Or you can import it in the short format
into an accounting or spreadsheet program. 
						

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Interfacing the IPS to a Computer
There are many instances where the IPS can be connected to a computer
to enha nce the overall op eration of t he syst em.  Thes e include:
¨ IPS Configuration Program: This program is designed to run under
WindowsÒ† and can guide the System Manager through ever y detail
concerning the setup of the IPS.  After the selections have been made
in the program, the entire configuration program can be written into
the IPS via the RS232C port.  There is no need to manually enter all
of the commands detailed in this manual (see “IPS Configuration
Program”, page 84).
¨ Call History Reporting: The details of outgoing calls can be sent
from the IPS to the computer.  An application on the computer can
collect the information into a database and generate useful reports.
(See “Connection to a Computer or a Printer”, page 80.)
¨ Caller ID Processing: On IPS units equipped with the optional
Caller ID detection capability, the unit will send the Caller ID
information to the computer.  An application on the computer can
collect the information into a database and generate useful reports
(see “Caller ID”, page 54).
¨ Computer Aided Telephony (CAT) Interface: On IPS units
equipped with the optional Computer Aided Telephony (CAT)
soft ware, the syst em can op erate in a comput er environment wher e it
can be controlled by an application running on the computer (see
“Computer Aided Telephony (CAT) Software”, page 86).
† Windows is a registered trademark of Microsoft, Inc. 
						

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RS232C Port - Choosing the Operating Mode
The RS232C port on the IPS mode can operate in one of two modes.
¨ System Mode: The IPS must be in this mode in order to
communicate with the IPS Configuration Progra m.  It must also be in
this mode to operate in the Computer Aided Telephony (CAT)
environment (if your unit is equipped with the CAT version of the
software).
¨ Features Mode: The IPS must be in this mode to allow it to (1)
output the Call History information, (2) output the Caller ID data at
the beginning of incoming calls (except for CAT units), or (3)
respond to the Automatic Call History Retrieval program running on
attached computer (see page 78).
To enable the System Mode of the RS232C Port:
To enable the Features Mode of the RS232C Port:
7851

In the programming mode, lift the handset
and enter “7851”.  Pause for the
confirmation tone.  Hang up or continue
programming.
7850

In the programming mode, lift the handset
and enter “7850”.  Pause for the
confirmation tone.  Hang up or continue
programming. 
						

							Page 84
IPS Configuration Program
This program is designed to run under WindowsÒ† and can minimize
the need to manually enter all of the commands detailed in this manual.
To use the program, simply insert the diskette into your computer and
enter “A:\SETUP” or “B:\SETUP” from the “FILE, RUN” menu in
Program Manager (or the “START, RUN” menu in Windows 95).  There
are still some instances wher e you will need to use the telephone at the
System Mana ger’s extension to set certain features or operating modes.
Thes e are as follows :
¨ Set the mode of the RS232C serial port.  The “System Mode” must
be set to allow the configuration program to communicate with the
IPS.  This mode must also be set for the CAT version of the IPS
software to function.  The “Features Mode” is enabled to allow it to
(1) output the Call History information, (2) output the Caller ID data
at the beginning of incoming calls (except for the CAT version of the
software), or (3) respond to the Automatic Call History Retrieval
program running on an attached computer.
¨ The message in the voice announcement module can only be
recorded from extension #15 (or extension #7 for the IPS308) when
that extension is designated as the System Manager. (See “Recor ding
a Voice Announcement”, page 33).
¨ If a person loses their Individual Call Barring Password, enter the
first part of the Configure Extension command.  Enter “75 nn” then
hang up.  “nn” is the physical extension number 00 to 15 (see
“Programming the Extensions”, page 11).
¨ Manually output the Call History Buffer contents to the RS232C port
(See “Output the Complete Contents of the Outgoing Call Records”,
page 75).
¨ Clear the contents of the Call History buffer (see “Clearing the Call
History Memory”, page 76).
¨ Reset the entire system to default values (see “Resetting The System
to Default Values”, page 8).
¨ Set the date, time, and the day of the week (see “Setting The System
Clock”, page 73).
† Windows is a registered trademark of Microsoft, Inc.