Configuration options for Total Recall are accessed
through the Options Menu. To access this menu press the <MENU>
key twice from the Logging Menu. The Options Menu contains
seven sub-menu items: General, Channel, Archive, Call, Network
Settings, System Maintenance, and System Shutdown. If the
Options Menu does not appear, you will need to log in as
Administrator (see Section 8.2.2).
Use <UP> <DOWN> arrow keys to move between the Menus, then <SELECT>
to enter a Menu.
8.1 Channel Settings
These settings are configured from the Options Menu (Channel
Settings button).
Each
channel can be individually configured and managed. If all channels are to
be configured identically, configure the first channel and select Apply
All.
Use the <DOWN> arrow key to highlight Channel 1 and then the
<SELECT> key to bring up the Channel Configuration window. Then use the
<UP> <DOWN> arrow keys to scroll through each setting and the <SELECT> key
to change the options in each box. When finished, highlight the Apply
or Cancel and <SELECT> to confirm the settings or to return to the
Channel Settings Menu. Press <MENU> to highlight either OK
or
Cancel and <SELECT> to return to the Options Menu.
This is the setting that starts a recording on a Channel. The
trigger can be VOX, 1 through 6 (voice or audio signal), Off-Hook (a
voltage level trigger from a phone line) or Off.
VOX
6: High signal and low sensitivity (-20dBm). VOX 6 would
pick up “loud”
conversations, but may not pick up very soft conversations.
VOX 4:
The default setting is VOX 4 (-28dBm).
VOX 1: Low signal and high
sensitivity (-40dBm). VOX 1 would pick up
a very soft voice, but VOX 1 may also trigger the recorder from
a noisy line.
Off-Hook:
This is the recommended setting for normal recording from
a telephone line. If you are recording telephone calls, we
recommend that the “Trigger” settings for each channel remain
at the default during the initial configuration set-up.
The Off-Hook function is triggered by a voltage change on the
line. A drop in voltage (taking the receiver off-hook – Off Hook voltage
is typically 8VDC) will normally provide sufficient voltage change to be
detected by the recorder, and activate recording. Replacing the receiver
would normally stop the recording (On Hook voltage is typically 48VDC).
However, if there is insufficient voltage on the line, the Off-Hook
function will not work, and therefore a VOX trigger will need to be
selected.
Handset/headset adapters (logger patch) provide
audio from the hand piece of a telephone, not a DC voltage, so Off-Hook
cannot be used when the recording is via Handset/Logger Patch adapters.
Note:
If a channel is set to Off-Hook and no phone line is connected to
the channel, the channel will commence recording and can only be disabled
by setting the channel to OFF or VOX.
Off:
No recording is possible from a channel that has been set to
Off.
It is recommended that all unused channels be set to Off.
8.1.2 Monitor
This enables Live Monitoring of calls on a channel. By setting a
channel Mon (monitor) to On, calls can be live monitored on that
channel through the Logging Menu. Options are: On or Off with the
default setting being On.
Press the
<SELECT> key to toggle between the two settings.
8.1.3
Beep
Beep tone is a “beep” (Pip Tone) sound generated every 15 seconds indicating
to both parties that the call is being recorded.
In some
countries, it is mandatory to issue a “beep tone” when recording. For
some users, it is a matter of preference or company policy. It is
possible to turn the “beep tone” On or Off. Total Recall
does not transmit a recorded message to advise that recording is taking
place. The “beep tone” option can only be used when recording directly
from a phone line.
The options are
Hi, Mid, Low or OFF. The default setting is OFF.
Press <SELECT> to
toggle between the four settings.
Press <DOWN> key
to move to the next channel.
Repeat the
selection settings for each channel. If all channels are to be configured
identically then configure any channel and select Apply All.
8.1.4 ROD
Mode (Record On Demand)
ROD Mode settings are used in conjunction with the optional Record
on Demand software. They control how users of the Record on
Demand will interface with the Total Recall unit.
The options are Record by Default, Don’t Record by Default, Record Partial
Calls, Add Notes Only or Disallowed. Press
Select to toggle between the five
settings.
For more information regarding the TR ROD taskbar
software and the appropriate channel setup for your application, see the
Record on Demand section of this manual. If Record on
Demand is not to be used, it is advisable to leave the ROD
settings as “Record by Default”.
8.1.5 Allow ROD Phone Key
Alternatively, users can access Record on Demand features by
entering a pre-selected DTMF code on their phone keypad. To activate this
feature, select the “Allow ROD Phone Key” check box. This will then open a
field where you can customize a two-digit DTMF code for keeping or
discarding a current call, depending on your ROD Mode settings (See
section 11.5 of this manual for further detail).
Users can choose to keep or discard a current call, or
stop and start a recording (dependant on the ROD Mode settings) by
pressing *, then their code on the phone keypad while a call is in
progress.
Note:
This function will not work if DTMF tones are not transmitted by your
PBX hand set.
8.2 Passwords
This setting is configured from the
Options Menu (General
Settings Menu).
Total Recall
has two password levels
(Administrator and User) for enhanced system security. Both passwords have
a default setting of 0000.
8.2.1 User Password
After 120 seconds
of inactivity, the padlock icon on the LCD will display locked status.
Enter the Password to gain access to the 3 Menus (provided the
Administrator Password has not been set (see Section
8.2.2).
8.2.2
Administrator Password
Once the Administrator Password has been set, only the
Administrator will have access to the Options Menu and only the
Administrator will have the ability to Manually Archive and delete
calls to CD or DVD disks. All other functionality (including Manual
Archive and retain the calls on the hard drive) will be available with the
User Password. If the Administrator Password is not changed from the
default setting, all Menus will be accessible with the default (0000)
password.
8.2.3 Entering a Password
A password must be entered to access Total Recall’s
menus. If Total Recall is left unattended for more than two
minutes, or if the “Stop” key (Playback Control Keys) is pressed while not
playing a call, the User Interface locks and a password will need to be
re-entered to regain access to the menus. The padlock icon at the top
right-hand corner of the LCD indicates whether or not Total Recall
is secure.
8.2.4 Changing a
Password
From the General Settings Menu select the Password
button. You can continue to use the default passwords (0000), or new
passwords can be set.
Follow the
instructions in the sub-menu screen. If you forget your password at any
time, the system will be inoperable and you should contact your
Total Recall reseller for assistance. It is very important that
you do not misplace the Administrator Password. Keep it in a secure place,
and a copy in a second secure place. If you lose the Administrator
Password, your Total Recall may have to be returned to a
factory authorized service facility (or have its hard drive replaced) to
have it reset.
Enter your password (8 digits maximum) using the numeric keypad. A
null password (just the <SELECT> key) is also possible.
Use the <DOWN> arrow to Confirm New Password.
Enter the
same password again to confirm.
Use the <DOWN>
arrow to highlight OK or Cancel and <SELECT> to confirm.
Press <MENU> to
return to the Options Menu.
This setting is configured from the Options Menu
(Call Settings button).
8.3.1
Minimum Call Length
The Minimum Call Length setting can be between zero
and ten seconds in increments of one second, and applies equally to all
channels. The call will initially appear in the Logging Menu, but if the
call length when the call is terminated is less than the Minimum Call Length setting then the call
will be automatically deleted. The default setting is zero meaning that no
calls will be deleted.
Extreme care needs to be taken with this
setting as it is normal to record all calls and only under very
specific circumstances (ex noise spikes external to the recorder causing
frequent and unwanted false recordings) that this setting would be changed
from the default.
8.3.2 Maximum Call Length
The Maximum Call Length setting can be between one and sixty
minutes in increments of one minute, and applies equally to all channels.
If a call reaches the maximum length setting, the call record will be
terminated at that point, and then a new record will immediately open.
This new record will be indicated by (CONT) after CLI or DTMF digits in
the “Number” field. If the “Number” field is full, then the number will be
followed by (….) to indicate that there is a continuation of the numbers.
This function
enables very lengthy recordings (for example, radio monitoring) to be
presented as a series of recordings in manageable length sizes.
The default
Maximum Record Length setting is 60 minutes.
To change the
setting press the <UP> or <DOWN> arrow key to highlight the field, press
<SELECT> to change the value. Use the <UP> <DOWN> arrows to highlight
OK or Cancel to return to the Options Menu.
8.3.3 VOX Timeout
If VOX is set as the recording trigger, VOX Timeout will determine
the maximum length of quiet time the recording will continue before
they have terminated. This ensures that if a call has ended and the phone is not hung
up properly, the recorder will not continue to record silence.
VOX Timeout
settings can be between 2-15 seconds, and applies to all channels that
have the Trigger set to VOX.
In the event that
an active call is put on hold, and there is no “music on hold” being
played (or music on hold is at a low volume) then the recording will
terminate according to the VOX Timeout setting. When the call recommences,
the VOX trigger will immediately open and start a new recording so that
the complete conversation is captured by creating two or more recordings.
The default VOX
Timeout setting is 15 seconds.
Note:
Whatever the VOX Timeout setting, that length of time must be
allowed between the termination of one call and the start of the next
call. If the next call starts within the VOX Timeout setting, both calls
will appear as one call record on the database, i.e. two calls appear as
one continuous call.
To change the
setting, press the <UP> or <DOWN> arrow key to highlight the field. Press
<SELECT> to change the
value. Use the
<UP> <DOWN> arrows
to highlight
OK or
Cancel to return to
the Options Menu.
8.3.4 Recording Period
Total Recall
can be programmed to record only between pre-determined times. Press the
<UP> arrow key to highlight the Recording Period button. Press
<SELECT> to put a check mark in the box. Press the <DOWN> arrow key to
access the hour and minutes boxes and either enter numerals with the
numeric keypad or press <SELECT> for sequential change. Use the <UP>
<DOWN> arrows to highlight OK or Cancel to return to the
Options Menu.
With
Recording Period activated, the screen below is displayed in the absence
of recording.
8.4 Remote Access Settings
Total Recall
has two ports for remote access.
DB9 Com
Port for connection to a modem and a ‘LAN’ port for network
connection.
Desktop Unit - Modem and LAN Jacks
Rack Mount Unit - Modem Jack
Rack Mount Unit - LAN Jack
8.5
Network Settings
8.5.1 Connecting Total Recall Using
LAN
All devices connected to a LAN will need to have a unique IP address. An
IP address should be assigned by your network administrator and should be
in the same range as the PCs connecting to Total Recall.
Total Recall is provided with a crossover cable to allow direct
connection to a PC without the need for a network switch/hub, which allows
for a single PC to connect to a single Total Recall. To
connect multiple PCs to Total Recall or to connect
Total Recall to an office LAN you need to connect through a
network switch/hub and standard network cables.
8.5.2 Entering IP Address
Total Recall requires an IP address to
connect either to a network or direct to a PC using the crossover cable.
Enter a unique IP address for the Total Recall to be
connected to your network by using the <UP> <DOWN> arrow keys to highlight
the first 3 digits in IP Address and using the Total Recall
numeric keypad to enter the IP address. To move to the next three
digits in the address use the <UP> <DOWN> arrow keys. Scroll down to the
OK button to save the new IP address. An IP address should be set
only by the System Administrator.
Note: Total Recall is shipped with no
IP address and it will need to be set to allow operation on your network.
Caution:
For security reasons it is NOT recommended
that dial-up access is activated while Total Recall is connected to
your TCP/IP Network.
8.6
Dial-up
8.6.1 Modem
To connect Total Recall via dialup you will require a serial
modem (V90 or V92) and the Blue (modem) cable supplied with Total
Recall: Follow the instructions that come with the modem to
connect it to the telephone line and power.
8.6.2 Dial-up Address
There is no requirement to set IP address when connecting Total
Recall to a modem as Total Recall will automatically assign
the dialup IP address to 10.0.1.205.
For instructions about connecting Total
Recall via dialup, please refer to the Remote Manager
section in this manual.
8.6.3 Cascading
The cascade function is used when you wish to connect multiple Total
Recall units together and access them via dial-up
using a single telephone line.
To use cascade function you will need to connect
the first unit to the modem using the dialup instructions above. Multiple
units can be cascaded to this unit by connecting between the Network
Connections on the Total Recall units. A crossover cable can
be used if only one additional unit is connected to the recorder with a
Modem for dial-up access. If more that two units need to be connected using
cascade, a network switch/hub will be required. A dedicated network
switch/hub should be used when connecting Cascaded Total Recall
together and should never be connected to the office network.
An IP
address will be required for each unit to be cascaded. The IP address will
need to be set manually and will need to be in the range
10.0.1.1 to 10.0.1.203 or
10.0.1.206 to 10.0.1.255.
8.6.4 DHCP (Dynamic Host Configuration Protocol)
If your network
is configured for DHCP, selecting this setting will allow your network to
choose an IP address for your
Total Recall.
Use the <UP> <DOWN> arrow keys to highlight DHCP and press the
<SELECT> key. This will gray out the IP address section and place a check
mark in the box. Scroll down to the OK button and press <SELECT>.
The IP address that is allocated for
Total Recall
will be displayed in the
grayed out section in the Network Settings Menu.
8.7 Maximum Sessions
Maximum (Max)
Sessions is used in conjunction with
Remote Manager
and is the maximum number of users allowed connection to the
Total Recall at any one time from a remote location. The default setting
is 5. Please consult your IT Manager before changing this setting as
increasing this could affect your LAN bandwidth. To change this setting,
use the <UP> <DOWN> arrow keys to highlight the Max Sessions entry
box. Then, using the numeric keypad enter the desired number, scroll to
OK and press the <SELECT> key.
Total Recall calls are compressed to
approximately 1kb per second and use FTP to stream calls to the PC so as
to minimize the bandwidth used.
8.8 Session Duration
Session Duration is used in conjunction with Remote Manager
and allows for automatic logout of users that are inactive for more than
the entered time in seconds. Users that are logged out by session duration
will be automatically logged back on as soon as there is activity again
and Sessions available (see 8.9). Please consult your IT Manager before
changing this setting. To change this setting, use the <UP> <DOWN> arrow
keys to highlight the Session Duration entry box. Then, using the
numeric keypad, enter the desired number in seconds. Scroll to OK
and press the <SELECT> key.
This is used to change the port that Total Recall Remote
Manager will open for communications. The default setting is the
recommended setting. It is advised that you consult your IT Manager before
changing this setting.
This setting is configured from the Options Menu (General
Settings button).
From the General Settings Menu select Language.
English, Spanish French, Korean, Portuguese, Chinese,
Japanese, and Arabic languages are available.
Use the <DOWN> arrow key to highlight the desired language and press
<SELECT> key.
8.11
Time & Date
Using this dialog the time can be set manually or synchronized to an
external time server which supports the Network Time Protocol (NTP). The
admin user can access this dialog by going to the Options Menu and
selecting the General Settings Menu. From the General Settings Menu
you select the Time & Date button.
8.11.1 Setting the Time
Manually
First ensure that the check next to
“Synchronize with NTP” is not checked. If it is checked, use the arrow
keys to navigate to the check box and press the select key. This should
uncheck the box.
Use the
<DOWN> arrow key to highlight the day and key in the day from the numeric
keypad or use <SELECT> to sequentially change value. Press the <DOWN>
arrow key to highlight the month and use <SELECT> to sequentially change
the month. Press the <DOWN> arrow key to highlight the year and key in the
year from the numeric keypad or use <SELECT> to sequentially change the
value.
Press the
<DOWN> arrow key to highlight the hours and key in the hours using 24-hour
time from the numeric keypad or use <SELECT> to sequentially change the
value. Minutes and seconds are set in the same manner.
Press the
<DOWN> arrow key to highlight the Time Zone Area and <SELECT> to
choose the appropriate option.
Press the
<DOWN> arrow key to highlight the Time Zone City and <SELECT> to
choose the appropriate option.
Caution: Time Zone must be set prior to recording calls. If
there are calls on the database these need to be removed prior to setting
the time zone. The time zone is saved as part of the call information and
may be used by Remote Manager to determine the correction
required to show the local time of the call if the call is replayed in a
different time zone.
Press the <DOWN> arrow
key to highlight OK, then <SELECT> to save and exit. Cancel
aborts and returns to the General Settings Menu.
8.11.2
Synchronizing the Time using Network Time Protocol (NTP)
To synchronize the clock of the Total Recall to an external NTP server,
navigate to the check box next to “Synchronize to NTP” and press the
select box to ensure that the check box is checked. Now you enter the IP
addresses of the two NTP servers to synchronize against.
Navigate to the OK button and press <Select>. The Total Recall will now
attempt to contact the NTP servers and synchronize the time. If successful
the time of the Total Recall machine will be kept in sync with the
external server. Even if the Total Recall is rebooted the time will remain
synchronized with the time server. If the time server is down, or you
entered the IP Address of the Time Server incorrectly, then the attempt to
synchronize the time will fail and a warning will be displayed.
The NTP polling period is dynamic, and can range
from 64 seconds to 1024 seconds.
8.12
Upgrade Software
This
procedure is accessed from the Options Menu (Maintenance, System
Information button).
System
upgrades are provided on CD, and uploaded to Total Recall
from this Menu. System upgrades will change only the Total Recall
system files.
Insert the
upgrade CD into the CD or DVD drive. From the System Information Screen
select Upgrade.
After the upgrade it will be necessary to shut down and restart
Total Recall. See note below. If Total Recall is the
Rack Mount model mounted in a 19" Rack and the ON/OFF switch on
the Power Supply at the rear of the enclosure is not accessible, use the
Key switch on the front panel to restart the unit..
Note: Any pre-recorded
voice files on the hard drive will not be affected by a software upgrade;
however, it is highly recommended to make a complete archive copy of all
important calls before starting the upgrade process.
8.13
Recorder ID
This feature is accessed from the Options Menu (Maintenance
button).
For Total
Recall installations using multiple recorders, it is often useful
to be able to identify from which recorder a particular call originated.
The Recorder ID feature permits this identification. Highlight the
System Information button, press <SELECT> and use the <UP> arrow key
to place the cursor over the Recorder ID field. Using the numeric keypad,
type in a unique ID for the recorder (up to 3 digits). The Recorder ID is
stored in the ‘LogInfo.ini’ file that is saved with every session. When
archived calls are being searched on a PC using Remote Manager,
the Recorder ID can be displayed for each call in the Remote Manager
Window.
8.14 Rebuild Call Database
This procedure is accessed from the Options Menu (Maintenance
button).
In the
event of a power outage, line disconnection or other event that may have
damaged a call record, or left a call record un-terminated, the system will
automatically perform a Database Rebuild.
There is an option to rebuild the call database manually. Select
Rebuild Call Database using the <DOWN> arrow key and highlight either
Cancel or Rebuild Now and press <SELECT>. Rebuild Now
will automatically rebuild the database. After the rebuild, the OK
button will be highlighted. Press <SELECT> to return to the Options
Menu.
Note: Call recording is suspended while rebuilding the
database. Database rebuild may be a lengthy process.
8.15 Save & Load Settings From
DVD or CD
This procedure is accessed from the Options Menu (Maintenance
button).
After
configuring Total Recall it is recommended that you keep a
copy of the configuration on DVD or CD. To save the configuration, place a blank
CD-R or DVD+RW disk into the Total Recall CD
or DVD drive and using the <DOWN> arrow
key highlight the Save Settings to CD. Press the <SELECT> key.
This
procedure is accessed from the Options Menu (Maintenance
button).
To load the settings from the disk, place the
disk with your previously saved
settings and using the <DOWN> arrow key highlight the Load Settings
From CD. Press the <SELECT> Key.
8.16
Erase DVD
This procedure is accessed from the Options
Menu (Maintenance button).
Insert the DVD to be erased into the Total
Recall drive and use the <DOWN> arrow key to highlight the Erase DVD
button and press <SELECT> key. Please note that all calls on the DVD
will be lost after the erase operation has been performed.
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