VoiceManager 150 - User Guide

CONTENTS
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
System configuration (direct connection) . . . . . . . . . . . . . . . . 2
System configuration (dialled connection) ............... 3
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Disconnect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
The IAS dialler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Serial port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Exiting IAS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Passwords - communications manager . . . . . . . . . . . . . . . . . 9
Passwords - system security ........................ 10
Passwords - users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using the mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Making a menu selection . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Directory screen layout ............................ 14
Other screen layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Function keys - directory screens . . . . . . . . . . . . . . . . . . . . . 16
Function keys - editing screens ...................... 17
MENUS
Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
DIRECTORIES
Announcement directories . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Disk directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Printing a directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
CONTENTS
ANNOUNCEMENT MAINTENANCE
Setting up the voice connection ...................... 33
Create an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Record over an announcement . . . . . . . . . . . . . . . . . . . . . . . 35
Play an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Erase an announcement ........................... 37
Edit the description or index of an announcement ......... 38
BACK-UP/RESTORE
Specifying the back-up directory . . . . . . . . . . . . . . . . . . . . . . 41
Back-up an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Restore an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Back-up the registry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Restore the registry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
APPENDICES
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
INTRODUCTION
The Integrated Announcement Server (IAS) provides voice announcements at

various points during the progress of an incoming call to ensure that the best
possible service is given to callers.
IAS Management is a PC based software program for administration of the IAS

functions. With IAS Management you can :
- record, play and erase announcements.
- make a back-up copy of announcements for extra security.
- restore the back-up copy to the system in the event of any failure.
- view statistical information about the usage of announcements.
- generate reports listing announcements and their attributes. Reports can be
generated on paper, in a text file or both. Reports can be reviewed on
screen before printing.
- generate reports listing announcements and their usage statistics. Reports
can be generated on paper, in a text file or both. Reports can be reviewed
on screen before printing.
The IAS Board is a circuit board in the telephone exchange that can store
voice announcements in a digital form. When you start the IAS Management
program a connection is made between your PC and the IAS Board. You can
then administer the announcements contained on the board. You can make a
voice connection between your telephone set and the IAS Board by dialling a
special prefix. The voice connection is used to record and play
announcements.
There are two types of IAS connection :

- Direct connection. This is a connection between the IAS Management PC
and a single IAS Board using a cable or a Modem link.
- Dialled connection. This is a connection between the IAS Management PC
and an IAS Board using a SOPHO-SET or LAM. This gives the possibility for
the IAS Management PC to be located remotely from the IAS Board and also
gives the possibility to administer a number of different IAS Boards. You can
only administer one IAS Board at a time, so if there are a number of IAS
Boards then you must choose which one you wish to administer when
logging on.
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connection.
Trunk lines
Extensions
Telephone
IAS
Board
SOPHO ISPBX
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IAS Management
telephone.
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Printer
you dial the IAS
made using a Modem link.

Board from your
only made when
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This connection can also be
This connection is
station and other parts of the communications network in the case of a direct
The diagram below shows the various parts of your IAS Management work-
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SYSTEM CONFIGURATION (DIRECT CONNECTION)
SYSTEM CONFIGURATION (DIALLED CONNECTION)
The diagram below shows the various parts of your IAS Management work-
station and other parts of the communications network in the case of a dialled
connection. Here you can administer a number of IAS Boards.
Trunk lines
SOPHO ISPBX SOPHO ISPBX
Extensions
IAS IAS
Board Board
SOPHO ISPBXs must

be in the same Fully
LAM (or SOPHO-SET with
Integrated Network.
data port).
IAS Management
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Dialled connections Mouse
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GETTING STARTED
Turn on the PC. Wait for the C: prompt to appear or for the OS/2 screen to
build up. The OS/2 screen is seen if IAS Management is running on the same
PC as CallManager ACD.
DOS If you start from the C: prompt then select the directory containing the
IAS program. For example, if the default directory (C:\IAS) is used then
enter the following command :
CD \IAS<return>
Use the following command to start the IAS program :

IASMAN<return>
There is another way of starting the IAS program if you want an
enhanced display for a PC with an LCD screen :
IASMAN -LCD<return>
OS/2 If you start under OS/2 then open the CallManager ACD window (double-
click on the icon). In the CallManager ACD window open the IAS
Management application (double-click the icon).
A product information window is shown for 5 seconds.

The main screen is shown, with the 'Connect' pull-down menu revealed.
Press D to select a direct connection or I to select a dialled connection.

A direct connection is where your PC is connected directly to the IAS
board (or via a Modem link). A dialled connection is where your PC is
connected to the IAS board via a SOPHO-SET or LAM.
If you select 'dialled connection' then the IAS Dialler window appears.
Choose one of the IAS Boards listed and establish a connection by
pressing the return key.
If the IAS Board you wish to connect to is not listed in the IAS Dialler then
you can add it using the procedure given on page 6.
Enter your name and password when prompted to do so.
4
DISCONNECT
'Disconnect' returns IAS Management to its initial state, with no user logged on,
no voice connection, no connection to an IAS Board and consequently no
announcement directory visible.
Select 'Disconnect' in the 'Connect' pull-down menu.
The data and voice connections to the IAS Board are broken.
The Connect pull-down menu remains visible, but you cannot select
options from other menus. You must first log on to an IAS Board.
Select 'Direct Connection' in the 'Connect' pull-down menu if you have a

direct connection to an IAS Board. A direct connection is where your PC
is connected directly to the IAS board (or via a Modem link).
OR
Select 'Dialled Connection' in the 'Connect' pull-down menu if you have a

dialled connection to an IAS Board. A dialled connection is where your
PC is connected to the IAS board via a SOPHO-SET or LAM.
OR
Select 'Serial Port' in the 'Connect' pull-down menu if you wish to change
the serial port selection or data transfer speed.
OR
Select 'Exit IAS Management' in the 'Connect' pull-down menu if you

wish to leave the program.
5
THE IAS DIALLER
If you select 'Dialled Connection' then you can choose to be connected to one
Page number 6
of a number of IAS Boards. The IAS Boards to which you can connect are
listed in the IAS Dialler. You can use the IAS Dialler as follows :
Select 'Dialled Connection' in the 'Connect' pull-down menu. A dialled

connection is where your PC is connected to the IAS board via a
SOPHO-SET or LAM.
The IAS Dialler window appears, listing the possible IAS Boards to which
you can be connected. In the beginning the IAS Dialler is empty, which is
shown by 'No dialable IAS Systems'.
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Press <Ins> if you wish to add an IAS Board to the IAS Dialler.
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- Enter the IAS Name, for example 'Unit_1'.

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- Enter the IAS Data DNR, for example '630517'.

This is the directory number (DNR) of the remote LAM or SOPHO-SET
connected to the IAS Board.
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Press <Del> if you wish to delete the selected IAS Board from the IAS
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Del
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Dialler.
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F2
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Edit. If you wish to edit details of the selected IAS Board in the IAS
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Dialler.
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F3
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Save. To save names in the IAS Dialler. If you do not do this then the
names you enter will not appear the next time you log on to the IAS
Board.
Press the return key to set up a connection to the selected IAS Board.
6
SERIAL PORT
'Serial Port' allows you to change the serial port selection or data transfer
speed.
Select 'Serial Port' in the 'Connect' pull-down menu.
A window appears in which you can choose the following :

- The serial port (or COM port). Select between COM1 and COM2
according to which connector on the PC is connected to the IAS Board.
- Data transfer speed (baud rate). Select between 1200, 2400, 4800 or
9600. A lower speed may be required because your modem can only
handle lower speeds or because of a poor quality connection at a
higher speed.
The serial port selection and data transfer speed that you specify here
will not affect the current connection (if there is one). They will only come
into effect the next time you make a connection using 'Direct Connection'
or 'Dialled Connection' in the 'Connect' pull-down menu.
7
EXITING IAS
To exit the IAS application from a directory screen :
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Press Alt and together to select the 'Connect' pull-down
menu.
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X
Press Alt and together.
OR
Select 'Exit IAS Management' in the 'Connect' pull-down menu.

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Y
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Press to confirm that you wish to exit.

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The first step can be skipped if the top-line menu is not visible.
An option is available to write a list of IAS announcements (without

statistics) to a disk file (IASMAN.LST) when leaving the program. This
option is used when interworking with SOPHO CallManager ACD.
The file is necessary for the CallManager ACD user to know which
announcements are available, to be able to assign announcements to
ACD groups etc.
WARNING
If you administer a number of IAS boards and are using SOPHO
CallManager ACD then make sure that you are using the IASMAN.LST file
from the correct IAS board. The IASMAN.LST file will be the one from the
last IAS Management session.
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PASSWORDS - COMMUNICATIONS MANAGER
The first time an IAS Board is used there are two default user names and
passwords, one for service personnel and one for the communications
manager.
- If you are the communications manager then you should log on to the IAS
Board using the user name 'COMMON' and the password given overleaf.
You are immediately prompted to change the password. You can use any
alphanumeric password of up to 8 characters.
- The passwords are kept in a 'registry' on the IAS Board and each IAS Board
has its own registry. If you administer a number of IAS Boards then you must
log on to each IAS Board and change the default password for the
'COMMON' user name.
- New users must first be added to the registry of the IAS Board (select
'Maintain Registry' in the 'Configure' pull-down menu).
- If you wish to use the same registry for a number of IAS Boards, then :
. Log on to the first IAS Board.
. Add all the required users to the registry.
. Make a back-up of the registry (select 'Backup Registry' in the 'Configure'
pull-down menu).
. Log on to the next IAS Board and restore the backed-up registry (select
'Restore Registry' in the 'Configure' pull-down menu). Repeat this for all
subsequent IAS Boards.
- Allocate 'one day passwords' to users of IAS using the 'one day password
tool'. Do this as follows :
. Insert the floppy disk containing the 'one day password tool' (1D.EXE) into
the disk drive.
. Enter the command
A:1D <user name><return>
filling in the user name (for example, A:1D THOMAS<return>). The user
name must 8 alphanumeric characters or fewer.
. The PC will respond with a 'one day password' (for example, ABYDAF).
KEEP THE ONE DAY PASSWORD TOOL ON FLOPPY DISK ONLY AND KEEP
IT IN A SECURE PLACE.
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PASSWORDS - SYSTEM SECURITY
The first time an IAS Board is used there are two default user names and
passwords, one for service personnel and one for the communications
manager.
- The default user names and passwords are :

User name : SERVICE Password : 03101956 Owner : 99
This user name is intended for service personnel only.
User name : COMMON Password : 19071964 Owner : 00
This user name is intended for the communications manager.
THE SERVICE AND COMMON PASSWORDS MUST BE MODIFIED AS SOON

AS THE IAS BOARD IS INSTALLED TO PREVENT UNAUTHORISED USE
- Allocate 'one day passwords' to users of IAS using the 'one day password
tool'. Do this as follows :
. Insert the floppy disk containing the 'one day password tool' (1D.EXE) into
the disk drive.
. Enter the command
A:1D <user name><return>
filling in the user name (for example, A:1D THOMAS<return>). The user
name must 8 alphanumeric characters or fewer.
. The PC will respond with a 'one day password' (for example, ABYDAF).
KEEP THE ONE DAY PASSWORD TOOL ON FLOPPY DISK ONLY AND KEEP
IT IN A SECURE PLACE.
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PASSWORDS - USERS
Obtain a 'one day password' from your communications manager. Log on to an

IAS Board on the same day and use this password.
- Your communications manager will issue you with a 'one day password'. This
password can be used to log on to IAS Management on the day it is issued.
You must enter the user name and password exactly as obtained from your
communications manager. Once you log on you are immediately prompted to
change your password.
- If you administer a number of IAS Boards then you may have to log on to
each IAS Board using the 'one day password' and change the password.
- Enter your new password (twice). The new password you enter here will be
your password for the future.
- You can change your password at any time by choosing 'Change Password'
in the 'Configure' pull-down menu. The password will only be changed on the
IAS Board to which you are connected.
- The password you enter can contain any alphanumeric characters and can
be any length up to 8 characters.
- 'Alphanumeric' means that you can use any letter of the alphabet and any
digit from 0 to 9. Other characters or a space may not be used. If you enter
an invalid character you will see a warning on the screen and you will have to
enter the password again.
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key).
12
function that you selected.
mouse and put it down somewhere else.)
menu option. You see the next screen for the

menu (this is the same as pressing the Escape
Watch the 'mouse cursor' on the screen as you
run out of space on the mouse pad, pick up the
position the mouse cursor on the required place.

and then press and release the left mouse button.
Press the right mouse button to reveal the top-line

If you wish to select something on the screen then
move the mouse around on the mouse pad. (If you
Press and release the left mouse button to select a

A few tips are given below to help if you are not familiar with using a mouse.
USING THE MOUSE
MAKING A MENU SELECTION
You may select a menu option by using either, the cursor keys, entering a
character which is highlighted on the screen or by using the mouse. Any
combination of these can also be used.
using the cursor keys

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Esc Press the Escape key to reveal the top-line menu.
Use the left and right cursor keys to choose an item in the top-line
menu. The option you choose is highlighted.
Use the up and down cursor keys to choose an item from a pull-
down menu. The option you choose is highlighted.
Use the Return key to select the chosen option.
using highlighted characters

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Press the Escape key to reveal the top-line menu.

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You can skip pressing the Escape key if you know which top-line
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menu item you require.

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Press the Alt key and hold it down and then press the highlighted
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capital in the top-line menu to choose the corresponding item.

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Press the highlighted capital in the pull-down menu to select the

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corresponding item.
using the mouse

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Press the right mouse key to reveal the top-line menu. It doesn't
matter where the mouse cursor is.
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Choose an item in the top-line menu by moving the mouse cursor

over the item you require and pressing the left mouse button.
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Select an item in a pull-down menu by moving the mouse cursor

over the item you require and pressing the left mouse button.
13
DIRECTORY SCREEN LAYOUT
The directory screens of IAS Management have the following layout :
Announcement list Selected directory
Scroll up
Go to beginning
Slider
Mouse cursor
Go to end
Scroll down
Function key line
Help line
Status of connection Status of connection
to IAS Board to telephone
The function keys are assigned to frequently used functions, depending on the
selected menu. Press the function key to choose the option or move the
mouse cursor to the function key required and press the left mouse button.
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Esc Reveal the top-line menu.

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The top-line menu and the 'Connect' pull-down menu are

automatically revealed when you log on.
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OTHER SCREEN LAYOUTS
When you enter information or if you request help information then one of the
following windows will be opened on the screen :
Help window
Scroll up
Use Page up
and
Help text
Page down
to scroll a
whole page.
Scroll down
Information list window

Scroll up
Page up
Selected entry Slider
Page down
Scroll down
Dialogue window
Parameter Selected field
Confirmation / cancel
options
Finish entering information in one field and go to the next field.

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Esc Go back to the previous screen and ignore any changes you may
have made.
15
FUNCTION KEYS - DIRECTORY SCREENS
The function keys given when an announcement directory is displayed are

listed below.
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F1 Help. Call a screen of help information.

This function is available in all screens even though it is not always
shown in the function key line.
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F2 Play. Listen to the selected announcement.
F3 Record. Record the selected announcement (again), i.e. record

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over the top of an existing announcement.

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Create. Define a new announcement.

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Backup (when in an IAS directory). Copy the selected

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announcement(s) from the IAS Board to the PC.

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Restore (when in the back-up directory). Copy the selected

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announcement(s) from the PC to the IAS Board.

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Tag. Select or de-select an announcement. Selected

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announcements are marked with an asterisk (*). Subsequent

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commands relate to the items tagged.

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F10 Switch. Change between the IAS directory displayed and the back-
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up directory.
aaaaaaaaaaaaaaaa
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aaaaaaaaaaaaaaaa
aaaaaaaa
Esc Go back to the previous screen and ignore any changes you may
have made.
Reveal the top-line menu.
(space bar) Tag. Select or de-select an announcement. Selected

announcements are marked with an asterisk (*). Subsequent
commands relate to the items tagged.
16
FUNCTION KEYS - EDITING SCREENS
The function keys used when entering or changing information are listed below.
aaaaaaaaaaaaaaaa
aaaaaaaaaaaaaaaa
aaaaaaaaaaaaaaaa
aaaaaaaa
F1 Help. Call a screen of help information.

This function is available in all screens even though it is not always
shown in the function key line.
aaaaaaaaaaaaa
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F2 Edit. Change the selected information.
F3 Save. Go to the next (or previous) screen and save any changes
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you may have made.

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Add. Add a new entry to the list of information displayed.

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Delete. Delete the selected entry in the list of information displayed.

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Del
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Go back to the previous screen and ignore any changes you may
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have made.
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Finish entering information in one field or window and go to the next

field or window.
(In the IAS Dialler, dial the selected entry).
(space bar) Clear the selected field, when the field is highlighted.
17
MENUS
19
MENUS
The top-line menu can be revealed by pressing Esc or pressing the right
mouse button. The top-line menu and the first pull-down menu are shown when
logging on.
Press Alt and the corresponding highlighted letter or use the mouse to select
one of the following menus :
aaaaaaaaaaaaaaaa
aaaaaaaaaaaaaaaa
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aaaaaaaaaaaaaaaa
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aaaaaaaaaaaaaaaa
aaaaaaaa
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Alt
C D Direct Connection
If you have a cable connection
to an IAS Board.
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I Dialled Connection
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a If you can access remote IAS
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Board(s).
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S Disconnect
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Break the IAS Board

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connection.
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E Serial Port
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Change the data port settings.

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X Exit IAS Management (Alt-X)

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Leave IAS Management.

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D O Own
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Alt
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Select your own directory of announcements.

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C
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Common
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Select common directory of announcements.

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G
aaaaaaaaaaa
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Global
Select global directory (all) of
announcements.
aaaaaaaaaaaaaa
aaaaaaaaaaaaaa
aaaaaaaaaaaaaa
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D Disk
Change to disk directory.
aaaaaaaaaaaaaa
aaaaaaaaaaaaaa
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S Switch (F10)
Change between IAS directory and disk
directory.
continued ...
21
MENUS (continued)
logging on.
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aaaaaaaaaaaaaaaa
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aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa
Alt
V P Play
Listen to the selected announcement.
R Record
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Record over an announcement.
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E Erase
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Delete the selected announcement(s).

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C Create
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Make a new announcement.

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D Edit Description
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Change the name of the selected

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announcement.
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I Edit Index
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Change the index number of the

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selected announcement.
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S V View Statistics
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Alt
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Show statistics of the announcement

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directory.
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H
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Hide Statistics
Show recording date and back-up
status of the announcement directory.
aaaaaaaaaaaaaa
aaaaaaaaaaaaaa
aaaaaaaaaaaaaa
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R Reset Statistics
Reset the statistics counter of the
selected announcement(s).
aaaaaaaaaaaaaa
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E Refresh Statistics
Refresh statistics information from the
IAS Board.
continued ...
22
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a aaaaaaaaaaaaaaaa
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a aaaaaaaaaaaaaaaa
Alt
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aa aaaaaaaaaaaaaaaa
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a aaaaaaaa
a aaaaaaaa
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a aaaaaaaaaaaaaaaa
aaaaaaaa aaaaaaaa
P
B
O
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aaaaaaaaaaaaaaaa
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aaaaaaaa
a aaaaaaa
aaaaaaaa
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aaaaaaaaaaaaaaaa
aaaaaaaa
logging on.
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a aaaaaaaaaaaaaaaa
aaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaa
R
aaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaa B
aaaaaaaaaaaaaaaa
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C
D
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Print
aaaaaa aaaaaaaa
Backup
Restore
aaaaaaaaaaaaaa aaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaa aaaaaa aaaaaaaa
Cancel
Board.
aaaaaaa aaaaaaaa
R
A
C
B
Disk file
M
aaaaaaaaaaaaaa aaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaa
the PC.
aaaaaa aaaaaaaa
23
aaaaaaaaaaaaaa aaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaa
aaaaaa aaaaaaa
aaaaaaa aaaaaaa aaaaaaaaaaaaaaaa a aaaaaaaa
a
Stop printing.
and directory.
Backup Registry
Restore Registry
Maintain Registry
Change Password
Print a list of announcements.
Change your password.

Backup Drive and Directory
Copy a list of announcements to a file.
from the PC to the IAS Board.

from the IAS Board to the PC.
Copy announcements from the IAS Board to
Edit the list of registered users.

Copy announcements from the PC to the IAS
Copy the list of registered users

Copy the list of registered users
View or change the back-up drive
MENUS (continued)
MENUS (continued)
logging on.
aaaaaaaaaaaaaaaa
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Alt
H H Help system overview
Introduction to the help system.
C Complete help text
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Display all help text.
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A About IAS
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Display information about the IAS

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Board.
24
DIRECTORIES
25
ANNOUNCEMENT DIRECTORIES
Announcements are stored in directories. There are three types of directory,

Own, Common and Global. Each user has an 'own' directory. Announcements
in the common directory can be viewed and listened to by all users.
- Users can record announcements, listen to announcements, view a list of

announcements and edit announcements in the 'own' directory, but not in
the 'own' directory of any other user.
- All users can view and listen to announcements in the Common directory.
- Only the users 'Service' and 'Common' can record or edit announcements
in the Common directory.
- The Common directory is the same as the Own directory for the user
'Common'.
- The Global directory contains announcements of all users.

- Only the users 'Service' and 'Common' can access announcements via the
Global directory.
- Each announcement has an owner, who is the user 'Service' (owner
number 99), 'Common' (owner number 00) or any other user.
- Each announcement has a unique index number. The index number is
completely independent of the owner.
- The maximum number of announcements and the total duration of the
announcements that can be recorded in an 'Own' directory are defined by
the user 'Common' or 'Service' when users are assigned to the IAS Board.
These maxima cannot be exceeded by any user, not even 'Common' or
'Service'.
- You can switch between the IAS directory and the disk directory using F10.
Directory Owner Access to view Access to edit

type and play and record
announcements announcements
Common 00 (User 'Common') All users Users 'Common'
and 'Service'
Own 01...98 Users 'Common' and Owner
'Service' and owner
Own 99 (User 'Service') User 'Service' User 'Service'
Global -- Users 'Common' Users 'Common'
and 'Service' and 'Service'
27
DISK DIRECTORIES
Back-up copies of announcements are stored in a disk directory of the PC. A

default drive and directory are suggested when a back-up is made but you can
use another drive and directory if you wish.
- Any user can make a back-up copy of the 'own' directory.

- Only the users 'Common' and 'Service' can make a back-up copy of the
'common' or 'global' directories.
- The default drive and directory used for back-up copies depends on
whether you have a direct connection or a dialled connection.
For a direct connection it is :
C:\IAS\BACKUP
For a dialled connection it is :
C:\IAS\<IAS name>
The IAS name used is the same as the name specified in the IAS Dialler.
- The file name used for the back-up of an announcement is Axx_yyy.ANN,
where xx is the owner number and yyy is the index number.
- The size of an announcement back-up will be slightly more than 8kBytes for
each second recorded. Note however that the duration displayed in IAS
Manager screens is rounded up to the nearest second (i.e. an
announcement of second will be displayed as 1 second).
- Only the users 'Common' and 'Service' can make a back-up copy of the
registry.
- The default drive and directory used for back-up copies of the registry
depends on whether you have a direct connection or a dialled connection.
For a direct connection it is :
C:\IAS\BACKUP
For a dialled connection it is :
C:\IAS\<IAS name>
- The file name of the registry back-up is IASMAN.REG.
- You can switch between the IAS directory and the disk directory using F10.
28
STATISTICS
The number of times that an announcement has been used is counted by the
IAS Board. The statistics displayed on the IAS Management screen are not
dynamic i.e. statistics information is not continuously updated on the screen.
Select 'View Statistics' in the 'Statistics' pull-down menu to show statistics

for the selected announcement directory or disk directory.
The directory view will show the statistics data of the announcements.
- Base date is the date at which the counting of 'announcement usage'

started.
- Count is the number of times since the base date that the
announcement has been used. This does not include the number of
times the announcement has been played to an IAS user.
Select 'Hide Statistics' in the 'Statistics' pull-down menu to show record

date and back-up status instead of statistics for the selected
announcement directory or disk directory.
Select 'Reset Statistics' in the 'Statistics' pull-down menu to reset the

base date for the selected announcement.
Select 'Refresh Statistics' in the 'Statistics' pull-down menu to re-read the

statistics information from the IAS Board.
29
PRINTING A DIRECTORY
You can print any directories that you are allowed to view.
Select 'Own', 'Common' or 'Global' in the 'Directory' pull-down menu.

You can only print the Global directory if you are the user 'Common' or
'Service'.
Select 'Printer' in the 'Print' pull-down menu if you wish to print the
directory on the local printer.
OR
Select 'Disk file' in the 'Print' pull-down menu if you wish to print the
directory to a file.
If you choose to print to a disk file then you are presented with a window
in which you can specify the file name you wish to use. Normal DOS
conventions apply to the disk name you fill in.
If you specify a file name that already exists then you are asked whether
you wish to overwrite the existing file.
The printed directory contains the following fields :

Index, owner, description, duration, record date and back-up status.
30
ANNOUNCEMENT
MAINTENANCE
31
SETTING UP THE VOICE CONNECTION
You must set up a voice connection to the IAS Board to be able to record or
play back an announcement. Do this as follows :
Lift the handset and dial the IAS Board from your telephone.
Dial the 'IAS Prefix' and if your SOPHO ISPBX is in a multi-unit configu-
ration follow it by the 'Unit number' of the ISPBX that contains the IAS
Board that you wish to connect to, for example ##123(01), where 01 is
the unit number.
When the connection has been made you see :

'Voice: Connected'
in the status area of the screen.
You can now create, record or play back announcements.
If you press F2 (Play), F3 (Record) or F4 (Create) before you have a

connection to the IAS Board then the following window appears :
The number you must dial to access the IAS Board, to which the IAS
Management PC is connected, is given in the window.
(If a row of question marks is seen then warn your system administrator.)
If you dial the IAS Board while the above window is open then the action
you selected will be immediately done when the connection is complete.
Tips :
- Once you have a connection with an IAS Board you can create, record and
play back as much as you wish; you don't have to replace the handset after
recording or playing back a message.
33
CREATE AN ANNOUNCEMENT
Use the 'Create' option to generate a completely new announcement. To do

this, first dial the IAS Board from your telephone, select a directory and then
create the announcement.
Make sure that you have a voice connection with the IAS Board. You
should see : 'Voice: Connected' in the status area of the screen.

You can only record an announcement in the Common or Global
directory if you are the user 'Common' or 'Service'.
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Create. The 'Create announcement window' appears.

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- Enter the announcement index. The next free index number is given as
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a suggestion, but you can enter any free index number.

- Enter the announcement owner. You only see this in the Global
directory.
- Enter the announcement description.
The window also contains details of memory allocation and usage.
Use the option 'Next' to step through the available indexes if you wish to
change the suggested index.
When you select 'Start' in the window (or when you press <return> after
entering the announcement description) you go immediately into
recording mode and the IAS will record your voice.
Select 'Stop' to finish recording. You need not replace the telephone
handset.
Tips :
- Give the announcement a logical name. This will simplify searching when you
have a large number of announcements.
- Use the index number to group announcements together.
34
RECORD OVER AN ANNOUNCEMENT
Use the 'record' option to re-record an existing announcement. To do this, dial

the IAS Board from your telephone, select a directory, select the
announcement and then record the announcement.

You can only record an announcement in the Common or Global
Select the announcement you wish to record.

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F3
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Record. The 'Record over announcement' window appears containing the

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following information :
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- The announcement index.

- The announcement owner. You only see this in the Global directory.
- The announcement description.
- Details of memory allocation and usage.
Select 'Start' in the window to go immediately into recording mode and

the IAS will record your voice.
Select 'Stop' to finish recording. You need not replace the telephone
handset.
Tips :
- Write down the announcement before you start recording.
- Try to minimise background noise when recording. If you use a feature-
phone in 'handsfree' mode then background noise may be increased; you
may find this unacceptable.
- Use the mouse to start and stop recording. This makes less noise than using
the keyboard.
35
PLAY AN ANNOUNCEMENT
To play an announcement, first dial the IAS Board from your telephone, select
a directory, select the announcement and then play the announcement.

You can only play an announcement in the Global directory if you are the
user 'Common' or 'Service'.
Select the announcement you wish to play.

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F2
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Play.
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A window appears showing details of the selected announcement and the

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selected announcement is played.
36
ERASE AN ANNOUNCEMENT
To erase an announcement, select a directory, select the announcement and

then erase the announcement. A voice connection to the IAS board is not
necessary.

You can only erase an announcement in the Common or Global directory
if you are the user 'Common' or 'Service'.
OR
Select 'Disk' in the 'Directory' pull-down menu if you wish to erase an

announcement from a back-up file.
Select the announcement you wish to erase.

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F6
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Tag. If you wish to erase a number of announcements then tag them first
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using F6 or the space bar.

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Delete.
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Del
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The selected announcements will be deleted. You are asked for

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confirmation of each announcement you wish to erase.

If you have a voice connection to the IAS Board then the option is given
to play each announcement before it is deleted.
37
EDIT THE DESCRIPTION OR INDEX OF AN ANNOUNCEMENT
To edit the description or index of an announcement, select a directory, select

the announcement and then edit the announcement. A voice connection to the
IAS board is not necessary.

You can only edit an announcement in the Common or Global directory if
you are the user 'Common' or 'Service'.
OR
Select 'Disk' in the 'Directory' pull-down menu if you wish to erase an

announcement from a back-up file.
Select the announcement you wish to edit.
Select 'Edit Description' in the 'Voice' pull-down menu if you wish to edit
the announcement description.
OR
Select 'Edit Index' in the 'Voice' pull-down menu if you wish to edit the
announcement index.
You are then presented with an information fill-in window in which you
can edit the description or index.
38
BACK-UP/RESTORE
39
SPECIFYING THE BACK-UP DIRECTORY
The default directory that you use for back-up and restore functions of
announcements and registries depends on whether you have a direct
connection or a dialled connection.
The back-up directory for a direct connection is :

C:\IAS\BACKUP
The back-up directory for a dialled connection is :
C:\IAS\<IAS name>
Select 'Backup Drive and Directory' in the 'Configure' pull-down menu if

you wish to change the disk directory to which back-up copies are
written.
The sub-directory BACKUP or <IAS name> is automatically appended to

the drive and directory you specify here. For example, if you wish to
make a back-up to a floppy disk in the A: drive then enter A: as the base
back-up directory. Back-up copies of announcements will then be put in
the directory A:\BACKUP on the floppy disk.
41
BACK-UP AN ANNOUNCEMENT
To back-up an announcement, select the directory you wish to back-up the

announcement from, select the announcement and then back-up the
announcement. A voice connection to the IAS board is not necessary.

You can only back-up an announcement from the Common or Global

you wish to change the disk directory to which back-up copies are
written.
Select the announcement you wish to back-up.

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F6
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a
Tag. If you wish to back-up a number of announcements then tag them

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first using F6 or the space bar.

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F5
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Backup.
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You are presented with a window where you can confirm the back-up
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directory and specify automatic overwrite. If you specify 'No' to automatic

overwrite then a check is made if the announcement already exists in the
back-up directory. If it does then you must confirm whether you wish to
overwrite it with the new announcement.
When the back-up action is started a window shows details of the

announcement that is being backed-up and a 'thermometer' in the
window shows how much of the announcement has been copied to the
back-up directory.
The time taken to make a back-up is approximately 10 times the

announcement length, assuming a data transfer rate of 9600 bits/second.
So an announcement of 10 seconds will take about 100 seconds to back-
up. This will vary depending on the speed of the PC, the operating
system used and the nature of any other programs that are running.
42
RESTORE AN ANNOUNCEMENT
To restore an announcement, select the directory you wish to restore the

announcement from, select the announcement and then restore the
announcement. A voice connection to the IAS board is not necessary.
Select 'Disk' in the 'Directory' pull-down menu.

you wish to change the disk directory from which announcements are
restored.
Select the announcement you wish to restore.

a
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a
aaaaaaaa
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a
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a
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F6
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a
Tag. If you wish to restore a number of announcements then tag them

a
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using F6 or the space bar.

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aaaaaaaa
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F5
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Restore.
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You are presented with a window where you can specify automatic
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a
overwrite. If you specify 'No' to automatic overwrite then a check is made

if the announcement already exists in the announcement directory. If it
does then you must confirm whether you wish to overwrite it with the new
announcement.
When the restore action is started a window shows details of the

announcement that is being restored and a 'thermometer' in the window
shows how much of the announcement has been copied to the IAS
Board.
The time taken to restore is approximately 10 times the announcement

length, assuming a data transfer rate of 9600 bits/second. So an
announcement of 10 seconds will take about 100 seconds to restore.
This will vary depending on the speed of the PC, the operating system
used and the nature of any other programs that are running.
43
BACK-UP THE REGISTRY
Only the users 'Common' and 'Service' can back-up the registry. A voice
connection to the IAS board is not necessary.

you wish to change the disk directory to which the registry is backed-up.
Select 'Backup Registry' in the 'Configure' pull-down menu.

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F5
You are presented with a window where you can confirm the back-up
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a
directory.
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a
44
RESTORE THE REGISTRY
Only the users 'Common' and 'Service' can restore the registry. A voice
connection to the IAS board is not necessary.

you wish to change the disk directory from which the registry is to be
restored.
Select 'Restore Registry' in the 'Configure' pull-down menu.

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F5
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You are presented with a window where you can confirm the restore
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directory.
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45
APPENDICES
47
GLOSSARY
Back-up Status ...... Flag indicating whether the announcement has been
backed-up to the PC (or to floppy disk).
Configuration file ..... All user information that needs to be saved is
written to the configuration file.
DNR . . . . . . . . . . . . . . Directory number. This is the extension number of a
telephone set, LAM or SOPHO-SET connected to
the SOPHO ISPBX.
Duration . . . . . . . . . . . Duration of the announcement in seconds.
Index . . . . . . . . . . . . . . A unique numeric announcement identifier in the
range 0...254.
LAM .............. Line Adapter Module. A device with a serial data
port that allows a data terminal, such as a PC, to be
connected to a digital telephone line.
Modem ............ Modulator/demodulator. A device with a serial data
port that allows a data terminal, such as a PC, to be
connected to an analogue telephone line.
Owner . . . . . . . . . . . . . A numeric 'ownership indicator' in the range 00...99.
The Owner number identifies a unique IAS
Management user who is owner of the announce-
ment. Only the announcement owner can manipu-
late the announcement using IAS Management
(users Common and Service have access to all an-
nouncements).
Record Date ........ Date the announcement was (last) recorded or
restored.
Serial port .......... A connection which allows data in serial form to be
transferred between one device and another,
usually via a cable.
SOPHO ISPBX . . . . . . . The telephone exchange; ISPBX is a combination of
ISDN (Integrated Services Digital Network) and
PABX (Private Automatic Branch Exchange).
SOPHO-SET . . . . . . . . A digital feature phone with a serial data port which
allows a data terminal, such as a PC, to be con-
nected to a digital telephone line.
Statistics Base Date . . . Date when the usage count was last reset.
Usage Count . . . . . . . . Number of times the announcement was played.
49
HELP
Some tips are given below to help you if IAS Management does not appear to
be working correctly.
PROBLEM SOLUTION
Printer actions fail. Check that the printer is connected to the

PC, that the printer is switched on and 'on-
line' and that there is sufficient paper.
LCD screen unclear. Start IAS Management again using the

command IASMAN -LCD.
Direct connection using modem The modem may not accept the data
does not work. trannsfer speed. Choose a speed
supported by the modem.
Dialled connection using SOPHO- Check that the directory number used by
SET or LAM does not work. the IAS dialler is correct.
Someone else may be connected to the
IAS board, so try again later.
You cannot make the voice Check that you have dialled the correct
connection to the IAS board. number.
Someone else may be connected to the
IAS board, so try again later.
50

VoiceManager 150 - User Guide

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CONTENTS

The Integrated Announcement Server (IAS) provides voice announcements at

IAS Management is a PC based software program for administration of the IAS

There are two types of IAS connection :

made using a Modem link.

SOPHO ISPBX SOPHO ISPBX

SOPHO ISPBXs must

Dialled connections Mouse

Use the following command to start the IAS program :

A product information window is shown for 5 seconds.

Press D to select a direct connection or I to select a dialled connection.

Enter your name and password when prompted to do so.

Select 'Disconnect' in the 'Connect' pull-down menu.

Select 'Direct Connection' in the 'Connect' pull-down menu if you have a

Select 'Dialled Connection' in the 'Connect' pull-down menu if you have a

Select 'Exit IAS Management' in the 'Connect' pull-down menu if you

Select 'Dialled Connection' in the 'Connect' pull-down menu. A dialled

- Enter the IAS Name, for example 'Unit_1'.

- Enter the IAS Data DNR, for example '630517'.

Select 'Serial Port' in the 'Connect' pull-down menu.

A window appears in which you can choose the following :

To exit the IAS application from a directory screen :

Select 'Exit IAS Management' in the 'Connect' pull-down menu.

Press to confirm that you wish to exit.

An option is available to write a list of IAS announcements (without

- The default user names and passwords are :

THE SERVICE AND COMMON PASSWORDS MUST BE MODIFIED AS SOON

Obtain a 'one day password' from your communications manager. Log on to an

menu option. You see the next screen for the

run out of space on the mouse pad, pick up the

position the mouse cursor on the required place.

Press the right mouse button to reveal the top-line

Press and release the left mouse button to select a

using the cursor keys

Esc Press the Escape key to reveal the top-line menu.

using highlighted characters

Press the Escape key to reveal the top-line menu.

menu item you require.

capital in the top-line menu to choose the corresponding item.

Press the highlighted capital in the pull-down menu to select the

using the mouse

Choose an item in the top-line menu by moving the mouse cursor

Select an item in a pull-down menu by moving the mouse cursor

The directory screens of IAS Management have the following layout :

Announcement list Selected directory

Function key line

Esc Reveal the top-line menu.

The top-line menu and the 'Connect' pull-down menu are

Information list window

Parameter Selected field

Finish entering information in one field and go to the next field.

The function keys given when an announcement directory is displayed are

F1 Help. Call a screen of help information.

F2 Play. Listen to the selected announcement.

F3 Record. Record the selected announcement (again), i.e. record

over the top of an existing announcement.

Create. Define a new announcement.

Backup (when in an IAS directory). Copy the selected

announcement(s) from the IAS Board to the PC.

Restore (when in the back-up directory). Copy the selected

announcement(s) from the PC to the IAS Board.

Tag. Select or de-select an announcement. Selected

announcements are marked with an asterisk (*). Subsequent

commands relate to the items tagged.