14.
Playback Calls Tab
Use the Playback Calls
tab to search for and play recorded calls, from:
·
Connected
Total Recall
recorders.
·
Total Recall
archives on DVD/CD (or optional BD). Calls from archive CDs from any
Total Recall system
may be replayed, copied to local folders or emailed, including those from
superseded or old-generation units.
·
Total Recall
archives on a Network Share (optional on
TR Rack
only).
·
Local Folders (configured folders on
local or network hard drives).
14.1. The
Device Tree
The Device Tree is an
expandable/collapsible tree showing the currently available devices that
may contain Total Recall
call records to search. These may be:
1.
The local DVD/CD drive on your PC (if configured).
2.
Local Folders on your PC (if configured).
3.
Network Shares (optional on
TR Rack only, if
configured).
4.
Any connected
Total Recall recorders.
Click on a device in the Device
Tree to select it for searching. Functionality and information to the
right of the Device Tree applies to the selected device only.
Click the 
icon
for a device to reveal further information about the calls stored on that
device, which can be either the dates of the archives, or the extensions
involved.
To view the Device Tree
sorted by date, select the Sort by Date tab at the base of the
tree. Alternatively, to view the Device Tree sorted by extension,
select the Sort by Extension tab.
To update the Device Tree
to reflect changes made to recorder connections, click the Refresh Views
button: 
14.1.1.
DVD/CD Drives
Any DVD/CD Drives configured on
your PC can be added to the Device Tree, where they can be selected
for searching.
To add a DVD/CD drive :
1.
In the Device Tree, right click on ‘DVD/CD Drives’.
2.
Click Select Drive.
The
Configure DVD/CD ROM dialog appears.
3.
Select the DVD/CD Drive Letter of the DVD/CD drive on your
local machine.
4.
Click OK.
The drive will now appear in the Device Tree,
and may be used to search archive discs from
Total Recall.
14.1.2. Local Folders
Local Folders are specially
configured folders on a local or network hard drive, into which calls can
be saved (individually or in groups), which can later be searched from
within Remote Manager.
Local Folders appear in the
Device Tree, where they can be selected for searching, and where calls
can be saved via drag and drop from another location.
To add local folders:
1.
In the Device Tree, right click on ‘Local Folders’.
2.
Click Add Folder.
3.
Specify the file path by navigating to an existing folder or by
creating a new folder. This can be a folder on your local drive, or on
another (networked) machine.
4.
Click Open.
The new local folder will now appear in the
Device Tree.
To remove existing local folders:
1.
In the device tree, expand the list of Local Folders.
2.
Right click on the local folder that you want to remove.
3.
Click Remove Folder in the drop down menu.
To refresh local folders:
·
On the button bar, click the Refresh
Views button 
Or:
·
Right click on the Local Folder in the
Device Tree, and click Refresh Folder in the drop down menu.
Refreshing local folders updates
the device tree with any changes made to Local Folders outside of
Remote Manager.
14.1.3. Network Shares (Optional on TR Rack only)
Network Shares are specifically
configured folders on local or network locations. They are set up in order
to allow for the automatic or manual archiving of calls from your
Total Recall Rack
recorder to network storage. Calls on a Network
Share may be searched via
Remote Manager or from
your Total Recall Rack
recorder.
Network Shares appear in the
Device Tree where they can be selected for searching.
To add network shares:
1.
Right click on ‘Network Shares’ in the device tree.
2.
Click Add Shares in the dropdown menu.
3.
Select the appropriate network share type and file path, as well as
providing the username and password for the network share location (where
applicable). Your system administrator will supply these details.
4.
Click OK to confirm settings.
To minimize unnecessary use of
your network bandwidth, network share location(s) are not automatically
connected for immediate search and replay. To access archives on a network
share location, you must first ‘attach’ the location manually.
To attach/detach existing network shares:
1.
In the device tree, expand the list of ‘Network Shares’ to view
currently installed Network Share locations.
2.
Right click on the specific Network Share location that you wish to
attach or detach.
3.
Click Attach Share or Detach Share in the drop down
menu.
An attached network share will
remain attached and available for immediate searching while you remain in
the ‘Playback Calls’ tab. Selecting another tab will cause the network
share to automatically detach.
The
network share device tree follows the structure of
Network Share Location > Unit ID > Date of Archive
> Date of Calls/Extensions (setting dependant).
To remove a network share:
1.
In the device tree, expand the list of network shares to view
currently installed Network Share locations.
2.
Right click on the specific Network Share location that you wish to
remove.
3.
Click Remove Share in the dropdown menu.
14.1.4. Total
Recall Systems
The Device Tree also
shows the connected
Total Recall recorders for the current
user.
Total Recall
recorders appear in the Device Tree where they
can be selected for remote searching.
14.2.
Using Search Criteria
To search for calls:
1.
In the Device Tree, select a DVD/CD/BD Drive, Local Folder,
Network Share or a
Total Recall
recorder that you want to search.
2.
Enter any appropriate search criteria (see below for more
information).
3.
Click Search Now.
The matched calls (up to a maximum of 1000 calls)
are displayed in the call list.
If no search criteria are entered, all calls on
the selected device/s are returned.
· To
see more results (if over 1000 calls are returned) click
.
· To
return to the first 1000 results, click Search Now again.
14.2.1. Using
Search Criteria
The following types of
information can be used as search criteria:
·
Date.
·
Time.
·
Extension.
·
Phone Number.
·
Call Length.
·
Note Keyword.
·
Call Direction.
·
Local Folder.
·
Agent Name.
Search
criteria are cumulative – only calls that match all
specified criteria are returned. The more criteria entered,
the more specific the result.
Date
To search for calls that were
recorded after a certain date, click the Date from button and
select a date from the calendar.
To search for calls that were
recorded before a certain date, click the Date to button and select
a date from the calendar.
If you click on an archive
sorted by date in the Device Tree, the Date from and Date
to fields are automatically populated with the appropriate date value.
Time
To search for calls that fall
within a certain time range, click either of the Time from or
Time to buttons, and set a time range using the sliders.
To set a time interval that
spans midnight, set the to value to be less than the from
value. The to value is then considered to be that time the next
day.
Extension
To search for calls by
extension, select Extension and enter an extension value in the
text field (alpha and/or numeric).
If an archive sorted by
extension is selected in the Device Tree, the Extension
checkbox is automatically selected, and the text field is populated with
the appropriate extension value.
Extension
values must first be configured by an
Administrator.
See the Total Recall
Installation
and Administration Guide
for further information
on configuring extensions.
Phone Number
To search for calls by phone
number, select Phone Number and enter a numeric value in the text
field.
Calls to or from the entered
number are returned.
Call Length
To search for calls by call
length, select Call Length and click the associated button:
. Set the call
length range using the sliders.
If the minimum value is not set,
all calls shorter than the maximum setting are returned.
If the maximum value is not set,
all calls longer than the minimum value are returned.
Note Keyword
To search for calls by a keyword
within a previously added note, select Note Keyword and enter the
keyword/s in the text field.
Calls matching all the specified
keywords are returned.
The
Note Keyword function is case sensitive.
Call Direction
To search for calls by call
direction, select Call Direction and choose an option from the
drop-down list.
Options are to search by:
·
In (incoming calls), i.e. a call coming
from an outside number to an extension inside your company.
·
Out (outgoing calls), i.e. calls
originating from within your company to outside numbers.
·
Internal (calls between internal
extensions).
·
Unknown (Total
Recall cannot determine whether the call
is coming into or going out of your company).
See
Total Recall Installation and
Admin Guide > Internal Dial Plan
for
more information on how to
specify extensions as internal.
Local Folder
To search for calls by local
folder, select Local Folder and click the folder from the Device
Tree to auto-fill the system path. Alternatively you can copy/paste
full system path for the local folder into the text field.
If a local folder is selected in
the Device Tree at any time, the Local Folder checkbox is
automatically selected, and the text field is populated with the
appropriate system path.
Agent Name
To search for calls made by a
ROD
agent, check the Agent Name box, and then select
the agent’s name from the drop down box.
14.3.
Playing Calls
When a search is complete, the
results are displayed in the Call List.
To play a call from the call list:
·
Select the call in the Call List,
and click 4
Or:
·
Double-click the call in the call list.
The call will then be played through the
headphones/speakers.
The progress through the call is displayed in
hours:minutes:seconds for reference, and can also be tracked by the
‘slider bar’ at the base of the playback screen.
To pause playback, click;.
To stop playback, click<.
To begin playback part-way
through a call, drag the time slider to the required point, and click4.
14.4.
Saving Recordings
14.4.1. Saving
Single Calls from the Call List
You can save single calls
individually as .mp3, .wav or .trc (Total
Recall proprietary format) files.
To save individual calls:
1.
Select the call in the call list.
2.
Click 
.
3.
Navigate to the appropriate save location.
4.
Enter a filename and select the required file format.
5.
Click Save.
14.4.2. Saving
Multiple Calls to Local Folders
You can save groups of calls (as
.trc files only) to Local Folders.
To save groups of calls:
1.
Select the calls in the call list.
Use Ctrl + click to
select multiple non-consecutive calls, and Shift + click to select
multiple consecutive calls.
2.
Drag the calls to the appropriate Local Folder in the Device
Tree.
See Local Folders in Section 14.1.2. for information about
setting up Local Folders.
Calls that are dragged and dropped
into Local Folders
are not deleted
from the recorder.
You can email calls as .mp3,
.wav or .trc files.
To email calls:
1.
Select the required calls in the call list.
2.
Click 
.
3.
Select the required audio format.
4.
Click OK.
A blank email is created (using the system
default email client) with the calls already attached.
14.6.
Deleting Recordings
You can only delete calls from
local folders.
To delete calls from a local folder:
1.
Select the call/s in the call list.
2.
Click 
.
14.7. Notes
You can add or edit notes to
calls on remote Total
Recall recorders, in Local Folders, and
in Network Share.
To add or edit a note to a call:
1.
Select the note in the call list.
2.
Click 
.
The Add Note dialog displays.
3.
Type the note in the Add Notes text field. The field
supports up to 80 characters.
4.
Click OK.
To delete a note from a call:
1.
Select the relevant call in the call list.
2.
Click .
The Add Note dialog displays.
3.
Click Clear.
4.
Click OK.
14.8. Customizing
the Call List
The call list is customizable.
The available columns are:
·
Date (Total
Recall).
·
Time (Total
Recall).
·
Date (Local).
·
Time (Local).
·
Length.
·
Number.
·
Direction.
·
Status.
·
Channel.
·
Notes.
·
Recorder ID.
·
Agent Name.
·
To Extension.
·
From Extension.
·
To Number (Mapped).
·
From Number (Mapped).
·
DTMF Digits.
To customize the call list:
1.
Click 
.
2.
Select the columns you want to include in the call list.
3.
Click OK.
Right clicking on a connected
unit in the TR Tree will open a menu allowing you to view important
information about the unit, as well to perform authorized system
functions.
System
Maintenance Options are only available when
logged in to Remote
Manager with an Administrator
account.
In
order to perform archive functions, compatible
CD/DVD media must first be loaded into the Total
Recall system, or (optionally on
TR Rack) network
share storage must be configured.
14.9.1. System
Information
The System Information
screen displays useful system information:
·
Software Revision
– The current software revision on the
Total Recall unit.
·
Analog Channels
– The number of analog channels currently installed on the
Total
Recall unit.
·
VoIP & ISDN Channels
– This is not relevant to your
Total Recall Desktop
or Rack
unit.
·
Recorder ID
– The currently assigned Recorder ID.
·
Stored Calls
– the number of individual calls currently on the call
database.
·
Disk Space Used
– the percentage of
Total Recalls
onboard storage that is currently used.
·
Archive Device
– The current default archive device.
None of this information is user
editable.
14.9.2.
Archive
‘Archiving’ copies call files
from the onboard system storage to another storage media, such as DVD/CD
or (optionally on TR
Rack) to a network location, for greater
portability or long-term storage.
Calls may be archived according
to certain parameters. These parameters are:
·
All Calls
– Every call on the internal database.
·
Found Calls
– The calls found in the most recent database search.
·
Unarchived Calls
– Calls that have not yet been archived to a location other than Total
Recall’s onboard storage.
·
Tagged –
Calls that have been manually ‘tagged’ by users.
Please
note that manually archived calls will not be
included in any scheduled
Automatic Archives.
To archive calls:
1.
Select
Archive Calls
by right clicking on a current Total Recall unit in the left hand menu.
2.
Select which calls to archive via the drop down menu. Choose to archive
All Calls,
Found Calls,
Unarchived Calls
or
Tagged Calls.
3.
Choose which location you would like to archive to. Select from
DVD/CD
media or
Network Location
(optional on TR Rack,
if configured).
4.
Select
OK.
14.9.3. Rebuild
TR Database
This option allows you to
rebuild the call database on your
Total Recall
unit. A database rebuild is recommended where the system has been
subjected to an improper shutdown.
Please note that recording will stop while
the system is
rebuilding the database.
14.9.4. Update TR
Software
This option allows you to
install an updated version of
Total Recall software
on your system. You need a Total Recall Application CD to upgrade the
software on the system.
To upgrade your Total Recall Software:
1.
Insert the Total Recall Application CD in the CD/DVD drive on the
PC which runs Remote Manager.
2.
Select Upgrade TR Software via right clicking on a current
Total Recall unit in the left hand menu.
3.
Select the Total Recall Application package (.tgz format) on
the application CD as shown on the following screen capture:
4.
Click on the Open button, then follow the screen prompts to
complete the upgrade.
Note that the
Total Recall
system will automatically reboot itself during the upgrade process.
Recording does not continue during the upgrade process and while the
system is rebooting, which may take up to 5 minutes to complete.
The
upgrade function only affects application and
operating system files. However, as an extra precaution
it is recommended that you back up all important calls
from the call database before you perform an upgrade.
Your
passwords and system settings are not affected
by updating the system software.
14.9.5. Load TR Settings
This option allows you to
restore the Total Recall
system configuration from a file that is stored on the hard drive of your
Remote Manager
PC.
To load TR Settings from a saved
configuration file:
1.
Select Load TR Settings by right clicking the
Total Recall
unit in the Device Tree.
2.
Navigate to a previously saved configuration file on your hard
drive. Click on the file, and then click Open.
3.
Follow the on-screen prompts to load the new settings.
14.9.6. Save TR
Settings
This option allows you to backup
the current system configuration to a file that can be stored on your PC
hard drive. This saved configuration can be used to restore your system to
a previous configuration if required.
To save TR Settings in a configuration
file:
1.
Select Save TR Settings by right clicking the
Total
Recall unit in the Device Tree.
2.
Navigate to the folder on your hard drive where you would like to
save the configuration file. Define a name for your saved configuration,
then click Save.
14.9.7. Shutdown
This option allows you to
remotely shutdown the system.
Note
that the system will power off and
recording will not
continue until you
restore power to the system.
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