VoiceTrak Voice Mail Auto Attendant System User Guide

							VOICE.BAT 
The VOICE.BAT file can be found within the C2C directory.  Several VoiceTrak features 
are controlled by the settings in VOICE.BAT. The file as it appears, as well as a 
description of the command line, follows. 
 
  
Note:  Lines that begin with REM are ignored.  If you wish to have Voice\
Trak recognize 
that command line, remove the REM.  
 
  
Note:  ALWAYS reset the machine after making modifications to the VOICE.BAT FILE. 
  
@echo off 
echo Copyright VoiceTrak  Atlanta, GA 
set INTLVL=5 
set NAMVERIFY=N 
set GETOUT=Y 
set DBFILES=48 
set NOTIFY=2 
REM set PAGEPORT=3 
REM mode bw80 
REM set inrings=1111 
REM set DTMFBUSY=6 
REM set PBXTYPE= 
REM set comport= 
REM set baudrate= 
REM set parity= 
REM set databits= 
REM set stopbits= 
REM set datadelay= 
REM set star=retrieve 
REM set SPOKENLENGTH=10 
REM set SCREENLENGTH=10 
set PROMPTS=c:\c2c\prompts 
set SAL=c:\c2c\sal 
set DEPT=c:\c2c\dept 
set MESG=c:\c2c\mesg 
set USER=c:\c2c\user 
set CHANNELS=4 
cd\c2c 
rhetdrv 
reorg 
cd\c2c 
c2c 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  20    
						

							Echo All lines following the echo statement are text messages that appear on 
the screen. 
 
INTLVL Software interrupt.  (If an interrupt conflict exists, try 2.) 
 
NAMVERIFY Determines if the box number will be played prior to the spoken name on \
certain transfers. 
 
GETOUT Determines if caller will return to opening salutation or exit system after 
listening to department level recordings. 
 
DBFILES Do not modify! 
 
NOTIFY Defines from which port outcall notifications will begin.  VoiceTrak will 
use the last x number of ports, where x is the notify entry.  Outcall 
notification will begin on the port defined and work to the next highest 
port.  If x=3 on an 8 port system, ports 6-8 are used. 
 
PAGEPORT Defines from which port overhead pages will begin.  Paging will begin on\
 
the port defined and work to the next lowest port. 
 
INRINGS Defines the number of rings before VoiceTrak will answer an incoming 
call. Can be defined by port.  Good for phone systems without delay ring\
 
capabilities.  However, VoiceTrak will answer both internal and external\
 
calls based on the number defined.  That means internal users wishing 
to retrieve messages will have to wait the specified number of rings 
before VoiceTrak answers.    Two hunt groups could be established with 
hunt group 1 set for ports 1-4.  This group could be defined to answer 
after the third ring.  Hunt group two could be designated for ports 5-8 \
and be programmed to answer on the first ring.  Internal users could 
then dial the second hunt group number for quicker access to VoiceTrak. \
 This would be entered as SET INRINGS=33331111. 
 
DTMFBUSY Optional feature used by phone systems which can identify busy calls in 
a different way from unanswered calls.  This includes Centrex 
installations using SMDI and the Samsung Prostar 56/120, DCS and 
other systems.  If callers encounter a busy situation at an 
extension/phone, and if this line is not REMed, callers will be told the 
extension is busy and be queried as to whether or not they wish to stay \
on hold or leave a message.  It is not recommended that this feature be 
enabled, since it will mean ports stay busier and result in increased toll 
charges. 
 
PBXTYPE Some phone systems require this line be added to activate integration 
features.  Refer to the integration notes shipped with the system. 
COMPORT RS232 integrations only.  1 or 2 for COM1 or COM2. 
 
BAUDRATE RS232 integrations only.  Typically 1200 or 2400. 
 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  21    
						

							PARITY RS232 integrations only.  0=none, 1=odd, 2=even. 
 
DATABITS RS232 integrations only.  5, 6, 7 or 8. 
 
STOPBITS RS232 integrations only.  1 or 2. 
 
Datadelay  RS232 integrations only.  Use of this feature has never been necessary. 
 Sets the time to wait between the transmission of each character in the\
 
transmit buffer.  If datadelay is set to 1, there will be tenth of a sec\
ond 
delay between each character sent, typically for MWL information.   
  
Star/Retrieve From the opening salutation it is possible to dial the mailbox number + *. 
This provides a slight pause, then starts the personal greeting.  This is 
the preferred technique for sending a caller directly to voice mail 
because it eliminates the problem of the caller not hearing the first few 
words of the personal greeting.  If the telephone system lacks the 
capability of transferring a caller to a specific voice mail box without\
 first 
ringing the telephone, the attendant can initiate a transfer, dial the voice 
mail system, dial the mailbox number, press ‘*’ and hang up.  The \
calling 
party will hear the entire personal greeting and can leave a message.  
(This is the default configuration). 
 
The ‘STAR=RETRIEVE’ feature allows the technician to change the use 
of this feature for customers with DID numbers.  Some customers with 
DID want the ability to call their personal DID number, and while their 
personal greeting is playing dial the star key, their mailbox number and 
their password to retrieve messages.  This disables use of the feature 
described in the previous paragraph.  (This is the optional operation if 
‘SET STAR=RETRIEVE’ is added to the VOICE.BAT file). 
 
SPOKENLENGTH  Some customers want their spoken name fields longer 
than the default of 3 seconds so they can include the extension number, 
such as, “David Smith, extension 203”.  You can set this by adding\
 the 
line: 
SET SPOKENLENGTH=X 
Where X is the number of seconds desired. 
 
SCREENLENGTH  If call screening is activated, the calling party is prompted 
to speak his/her name, and by default this is limited to three seconds. \
 
One customer combined this with the Zone Page feature to create a 
unique feature, and requested the ability to increase this recording time 
to a higher number.  The customer has a satellite building with a 
separate phone system and VoiceTrak, but no switchboard operator.  
The customer wants the ability to execute pages in the satellite building 
without using DISA.  The dealer established a VoiceTrak mailbox 
configured for call screening and zone paging, but with no extension 
field.  The result: the customer can call this mailbox and whatever is 
spoken at the tone is broadcast via the system paging.  This timer allows 
the paging limit to be increased. 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  22   
SET SCREENLENGTH=X  
						

							Where X is the number of seconds desired. 
 
Mode bw80 Necessary for some monochrome monitors 
 
PROMPTS Subdirectory where voice prompts are located. 
SAL  Subdirectory where salutation information/recordings  are located. 
DEPT  Subdirectory where department information/recordings are located. 
MESG  Subdirectory where messages are located. 
USER  Subdirectory where mailbox information/recordings are located. 
  
Note: The syntax to define directories must be: SET XXX=C:\C2C\YYY 
W here XXX is SAL, DEPT, PROMPTS, USER, MESG and YYY is the directory. 
 
CHANNELS Defines the number of ports on the VoiceTrak system.   
RHETDRV Tells VoiceTrak to load the Rhetorex driver. 
REORG Tells VoiceTrak to reorganize the system. 
 
 
Other VoiceTrak Files 
 
C2C.EXE  Main VoiceTrak program. 
 
C2CINIT.EXE   Creates .DBF files (erases old files). 
 
REORG.EXE   Database reorganization program. 
 
C2CSTATS.EXE  Creates report files from .LOG files. 
 
REPORT.EXE   Creates report files from .LOG files. 
 
C2C.SLB  Menu and help screen images. 
 
*.SCR   System default data associated with C2C.SLB. 
 
*.DAT   Contains parameter information from Global, Custom, Internal, 
 Notify and Busy menus. 
 
*.DBF   Contains user information, including salutations, mailbox 
 information,  department mapping, etc. 
 
*.NAM   Spoken name files. 
 
*.GR1   Personal greeting 1. 
 
*.GR2   Personal greeting 2. 
 
*.VOX   System messages.  May be modified via the telephone through 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  23    
						

							 system administration area and by referring to FAXTrak 
 document 463. 
 
*.MSG   Messages left by callers. 
 
*.LOG   System use logs. 
 
REPORT.*  System reports. 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  24    
						

							Rhetorex Files  
 
RHETDRV.EXE Loads Rhetorex driver 
 
VOICECNF.EXE Part of RHETDRV.EXE (loads firmware) 
 
CONFIGUR.EXE Edits CONFIG file. 
 
CONFIG  Defines driver parameters. 
 
SHOWJUMP.EXE Shows how to set jumpers for various addresses. 
 
RDSPTEST.EXE Used to test for hardware errors on Rhetorex board. 
 
ACCUCALL.EXE Utility program used to define ringback & busy tones on your 
switch. 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  25    
						

							System Backup 
 
 
The following files change often and should be part of a regular backup procedure to 
disk, tape drive or hard drive: 
*.DAT 
*.DBF 
*.MSG 
*.NAM 
*.GR1 
*.GR2 
*.NDX 
 
Utilities 
 
 
PKUNZIP  
Used to decompress and compress files stored in .ZIP format.  To unzip t\
he file 
PROSTAR.120 from the TONE&FIL.ZIP file, the following command would work: 
PKUNZIP TONE&FIL PROSTAR.120 
BROWSE.EXE  
Use extreme caution with this utility.  You should have extensive PC experience and 
understand dBase type files to use.  This utility repairs .DBF files.  To run: 
1.  Exit VoiceTrak. 
2. From C2C:\, type REORG .  VoiceTrak will reorganize the database 
files and return to the C2C: prompt. 
3. From C2C:\, type BROWSE XXXX.DBF (where XXX is the name of the 
database.) 
4. Use left/right arrows to move within a field, or up/down arrows to change 
rows.  Use  left/right arrows to change field groups on the screen\
.  Use 
Tab/Tab to change fields. 
5. Use  to delete a row (use extreme caution and only delete corrupted 
lines!)  Use  to save and exit. 
6. From C2C:\, type REORG .  VoiceTrak will reorganize the database 
files and return to the C2C: prompt. 
 
  
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  26    
						

							RDSPTEST  
Rhetorex provides a utility to analyze the Rhetorex boards for problems.  To run: 
 
1.  Exit VoiceTrak.   
2.  From C2C:\, type RDSPTEST  
3. The RDSP DIAGNOSTICS screen will appear.  The arrow in the upper left- 
hand corner will point to the board (ports) to be tested.  Press F5 for Board 
Diagnostics. 
4. A new screen will appear.  Choose F3 Run All Tests.  A series of diagnos\
tic 
tests will be completed and the status of the tests will appear in the upper 
right-hand window. 
5. If any errors appear, write the error down and contact Voice Trak for an\
 RMA 
number, if the board is in warranty. 
 
SCANDISK  
Microsoft includes a utility in MS-DOS which can be used to test your ha\
rd disk drive.  
VoiceTrak runs this utility each night to test the integrity of the file allocation tables 
(FAT) and other tests, but you can also perform a hard drive surface scan for defects.  If 
you suspect hard drive problems, this may be a good test. 
 
1. Exit VoiceTrak. 
2. Type SCANDISK C: /SURFACE 
(This test may take several minutes, depending upon the hard drive size\
.) 
 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  27    
						

							System Maintenance 
 
 
Overview 
The following sections explain how to maintain and set up mailboxes, salutations and 
departments.  Instructions have been divided into two sections:  System Administrator 
and Technician. 
 
Password Levels  
VoiceTrak uses two password levels:  Technician and System Administrator.  Users 
accessing the system with the Technician level password are allowed access to all 
areas of VoiceTrak and have access to mailbox passwords.  The System Administrator 
password allows access only to Main, User and Mapping. The System Administrator 
password also allows access to re-record spoken names, salutations and d\
epartment 
recordings. Passwords in individual mailboxes are NOT displayed.  Systems are 
shipped with the following default passwords: 
9999 Technician 
1234 System Administrator 
  
Note:  Change the passwords immediately!  Users who know the System Administrator 
or Technician passwords have access to the system messages!  A recent survey of 
VoiceTrak installations found that many customers do not change these passwords.  
Anyone familiar with the VoiceTrak system has access to all system messages if you 
ont change your password! d 
 
Keys That Work in All Menus 
F1  Help.  All menus contain context-sensitive help screens to assist 
users. Pressing F1 from most parameters within the pull-down 
menus will display a text box that describes the feature and lists the 
default setting. 
F10  Save. Save changes made to screen. 
ESC  Abort.  Abandon changes made without saving or return to 
 previous screen. 
Tab  Advance to next field. 
Shift Tab  Return to previous field. 
Arrows   Move throughout the screen. 
Ctrl End  Move to next page. 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  28    
						

							System Administrator 
 
 
Introduction 
A system administrator should be appointed to provide routine maintenance.  The 
following section provides information on creating and maintaining mailb\
oxes, 
salutations and department mappings. Additional information about specific mailbox 
features can be found in the User Guide. 
 
Accessing VoiceTrak 
System maintenance is accomplished via the keyboard and through a touch-tone 
telephone.  Information must be entered on the screen and recordings mus\
t be made 
from the telephone. 
 
Screen Access 
To access the screen, press the ALT key.  You will be prompted to enter the password. 
  
Enter the password (which will not display on the screen for security p\
urposes.)  A 
series of pulldown menus will appear.  You may now access the menus avai\
lable to 
you, based on the password entered. 
  
Note:  Any changes made to screens must be saved by pressing F10 after the changes 
ave been entered. h 
  
Note:  If you entered the system via the System Administrator password, the Setup 
enu will display, but you will not have access to this area. m 
 
Phone Access 
To access VoiceTrak via the telephone, dial the VoiceTrak number or press the pre-
programmed button on the phone so that you hear the main VoiceTrak salutation.  
Press ** and you will be prompted to enter the master password.  You now have access 
to system setup and may choose one of the keypresses for system maintena\
nce.   
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  29