Vidicode Professional Telephone Answering Machine Manual

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 21
SEARCH LAST STOP
 
If the most recent message has not been erased, it can be listened to by 
pressing the softkey ‘LAST’. If you wish to listen to earlier messages, press the 
soft key  ‘SEARCH’. The messages can then be searched for by date, or date and 
search code.  
A * sign can be added at the beginning of the date, e.g. 28-09-98 becomes *–09-
98, or *-*-98. The search code does not need to be used. An explanation of the 
use of the search code in sorting messages will follow later.  
3.2 Using the PTAM as a normal recorder  
Recording   
Using the PTAM as a normal recorder is even simpler than using a cassette 
recorder. There is no need to worry  about space for the recording, or about 
playing over a previous recording, etc. Just press ‘Record’ and ‘Play’, and start to 
record.  
Pressing the ‘Play’ key will pause the recording. While recording , you can break 
off the old recording and start a new one  by pressing the 
 key. 
Pressing ‘Stop’ will end the recording.  The display will show:   
 
Searchcode = _______
STORE 60 DELETE
 
The recorder will wait 60 seconds to give you time to decide whether the 
recording is to be saved or erased. If you do not react, the recording will 
automatically be kept. A search code can be added to facilitate retrieving it 
later. The recorder will pause counting while the code is being entered. 
Playing back    
Just as with an answering machine, playing back recordings starts with a search. 
Press ‘memorecorder’ and the display will say: 
  
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 22  
Playback Mic.Records
SEARCH LAST STOP
 
You can again search by date and code. When searching by date, you do not need 
to fill in the code, but when searching by code you do have to fill in the date. All 
recordings with the code can be found by replacing the date with *-*-*.  
Searching recordings by code on the PTAM is similar to searching for files in a 
PC. An * is typed in as a “wildcard” that can represent everything. All recordings 
starting with an A, for instance, can be found by typing  the search code A*, etc. 
Settings and special details 
When recording, the PTAM automatically adjusts itself to the weakest sound 
signals. This is why, although the microphone of the headset is meant to be held 
directly in front of the mouth, every speaker in a room will be easy to 
understand when recording through the headset microphone. Nevertheless, the 
sound quality of recorded meetings can be improved by 
- Changing the recording quality mode 
-  Buying a table microphone 
When recording via the microphone it is worth changing the quality mode to high. 
The signal from the microphone is definitely better than that from the 
telephone line, and the difference in quality is noticeable.  
3.3 Use as a telephone    
With the headset, the PTAM can be used as a telephone.  
It is operated as follows:     
Dialling a number    
• To make a phonecall, press the function key ‘telephone’. The display will show: 
 
 
  
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 23
Number:
FLASH REPEAT VOLUME
 
• Press the softkey under ‘REPEAT’ to redial the last number, or select a new 
number with the help of the telephone keys. 
• The display will show something like this:   
Number: 0793617181
FLASH MUTE 00:00:30
 
• Another, better, way of making phonecalls is to use the PTAM in the same 
way as, for instance, a GSM. First key in the number, correcting any mistakes 
with the 
 key. Then press ‘telephone’ to dial the number.  
• At the end of the call the line is disconnected by pressing the ‘telephone’ key.  
There are the following options during the call:  
 
 and   Record call  
 Your call will be recorded and saved in the memorecorder.  
 
Pause the recording  
Recording can be paused by pressing the ‘play’ key once. Pressing the key again 
will re-start the recording. 
 
 
 
 
 
  
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 24  
Stop the recording 
Recording can be stopped by pressing the ‘stop’ key. Now select whether you 
want to save or delete the call. A new recording of the remainder of the 
conversation can be started by pressing the ‘record’ key, or the ‘record’ and ‘play’ 
key simultaneously. (The keys needed to start the recording can be adjusted 
with the menu)  
 
Save call and start new recording  
 
Press the >>>  key  to stop  the present recording, save the call, and start a new 
recording. N.B.  This key does not allow the addition of a search code. 
 
Playing recordings    
When the PTAM is used as a telephone, it is, within limits, possible to play 
recordings.  
You will hear the recording relatively softly, and will be able to hear your 
conversation partner, but to him the recording will sound normal, and he will be 
unable to hear you.  
 
Adjusting the sound level 
The sound level of a call can be adjusted with the right softkey, even when the 
word ‘VOLUME’ doesn’t appear on the screen. 
 
Redialling the last number  
The functionkey ‘redial’ lets the PTAM redial the last number, after the 
‘telephone’ key has been pressed.  
   
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 25 Saving numbers in the memory 
The PTAM has a 200 number memory, in which telephone numbers can be pre-
programmed. To operate it follow these steps:  
• Type in a number    
• Press the ‘STORE’ softkey 
• Type in the name by repeatedly pressing the letter keys  
• Press the ‘STORE’ softkey 
• Check the name and number on the display     
• Press the ‘STORE’ softkey 
When a telephone number is being saved, special effects can be added to it:  
Adds a ‘hookflash’ (connect key) 
   Waits for a dialling tone  
Pauses a short while during dialling    
The character typed in last can be erased with  
 and the action can be 
broken off with 
 . 
 
Dialling a number from the Memory 
Press the ‘telephone directory’ function key. Next type the first letter of the 
name you are looking for: e.g. twice 6 to search for an M. The list with numbers 
can then be scrolled up and down with the  
 and  keys. 
 
Connecting a call through 
The softkey ‘FLASH’ on the left functions as the connect key  when the phone is 
being used. This will be indicated on the display. 
 
Computeroperation CTI    
PTAM can have the selection of numbers controlled by a computer. Selecting 
telephone numbers is a fixed feature of contact database programs and 
telephone CD’s. 
 
  
						

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3.4 Recording from a telephone  
The PTAM can record calls made on another telephone (i.e. not on the PTAM 
itself), provided this telephone is connected to the telephone port of the PTAM.  
Start recording at the beginning of the conversation, in the same way you would 
start recording from a microphone.  The PTAM will sense that this is a telephone 
conversation and will record from the line rather than from the microphone. 
The recordings will be saved in the same way as normal recordings are on the 
memorecorder, and can be searched for by date, time and search code.      
3.5 General information about playing back  
Playing back messages and playing back recordings from the microphone are done 
in the same way, which is why we conclude with a general overview of playback 
operation.  
The recorder keys serve the following functions when playing back:  
 
 Before play back  Starts to play selected recording  
  During play  Pauses play 
  During pause  Resumes play 
    
 Before playback  Selects next recording from the 
selection 
  During playback  Fast forward, This will be done with 
increasing speed, so that the selected 
place is found quickly even in long 
recordings  
    
 Before playback   Starts the sequential playback of all 
calls  
  During playback  Starts playing the next call in the 
selection  
						

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 Before playback   Selects the preceding record 
  During playback  Fast rewind. This is done with 
increasing speed, so that the selected 
place is found quickly even in long 
recordings.   
    
 During playback  Stops recording  
    
 
3.6 How the disk is organized and how to erase a recording  
The PTAM stores all recordings sequentially. When the disk is full, it will start 
all over again, always erasing the oldest recordings first. The advantage of this 
approach is that the disk does not require any further management, unlike a 
computer. Only when the order ‘ERASE’ has been given straight after a 
recording, will the space be used for another recording 
Because of this, it is not possible to free space by erasing particular recordings. 
Every item remains stored, until it is its turn to be written over again.  
There may be occasions when you decide only later that a certain recording is so 
confidential that it should not be stored under any circumstance. Rest assured: 
it can be erased completely. Erasing a recording from the PTAM differs from 
erasing recordings from a computer in one important aspect: the PTAM will 
really erase the recording, so that it cannot be recovered. A PC’s erased file can 
easily be recovered, and is only gone for good when the space happens to have 
been used for another purpose.  The disadvantage of erasing a message like this 
on the PTAM is that it takes time to clear the disk; the advantage is that you can 
be certain that the information has disappeared.  
To erase a recording, do the following: 
• Locate  the conversation in the usual way 
• Press the ‘ CODE’ softkey    
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 28 • You will see:     
 
Searchcode = 7936171
ERASE BACK ERASE
 
• Press on both ‘ERASE’ keys simultaneously.   
• The display will show: 
 
16-04-98 12:50 7936171
BACK ERASE BACK
 
• Press  ‘ERASE’ again to confirm  
• You will see: 
 
16-04-98 12:50 7936171
One moment please!
 
• As has been said before, it takes time for the PTAM to erase the recording    
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 29
4 The timetable and voice response   
The timetable is an important feature of the PTAM, offering the user a choice 
of several options. 
The timetable makes sure that the PTAM works correctly at any moment of the 
day. It only works when the PTAM has been switched to ‘AWAY’. 
Voice response enables callers to ask for information or switch to a different 
language. The choices they make are stored in searchcodes, enabling you to sort 
the recorded messages according to the preferences of the callers.  
The connection between the timetable and the voice response options is that the 
timetable determines with which welcome message the PTAM answers the phone. 
The caller can then choose which referral options mentioned in the welcome 
message are applicable to him. In this way the timetable and the associated 
scenario ensure that your callers are always answered in the way you want.    
4.1 The timetable   
The timetable consists of two parts: a week timetable, and a date timetable.  
The PTAM works according to the week timetable, unless the special date 
timetable is applicable. Please be aware of this when using the date timetable: 
make sure all the desired variations have been entered  
This is how the timetable is adjusted:   
Choosing the week or date timetable 
Press ‘configuration’.  Next press the ‘TABLE’ softkey. Next select ‘WEEK’ or 
‘DATE’. Use the ‘DAY’ softkey to move to the right day of the week. Fill in the 
date with the date timetable. When you have got this far the display will say:     
 
25-12 00:00=?
DATE EMPTY BACK
 
 
  
						

							Handleiding PTAM  ©-1998 Vidicode Datacommunicatie BV 30 or: 
 
Monday 00:00=?
DAY EMPTY BACK
 
Filling in the timetable   
Always indicate the starting time in the timetable, and with it the number of the 
message that should be spoken from that time onwards.  
The message is either a welcome message (from 351 to 379), or a personal 
system message (from 400 upwards).  
If you do not want the PTAM to answer, fill in *. The display will show XXX  and 
the PTAM will not answer until the next starting time.  
The entire day is described in the timetable, which is why it always starts with 
the compulsory filling in of 00:00. When that has been done, you are free to 
complete the other starting times, e.g. 
 
25-12 12:30=353
DATE EMPTY BACK
 
When completing the timetable the  
 and    keys are used to scroll 
between the starting times already filled in and the empty ones. 
When completing the date timetable, the ‘DATE’ softkey is used to scroll 
between the various dates filled in and the empty ones, allowing you to make 
changes in each of them. 
When completing the week timetable, the ‘DAY’ softkey is used to scroll through 
the weekdays. 
When ‘BACK’ is chosen, the PTAM wants to know if the changes are to be saved.