User's Guide to Computer Appointment Verification
Appendix C: Recording and Playing
All CBSI programs with voice record features use the same methods to record and play speeches. If you are already using a CBSI Telephony program, you will already be familiar with the way these features work.
The Record Screen
When you are recording either the Greeting Speech, an Opening Speech or a Closing Speech, you will be recording from the Recording screen as shown in Figure 71 - Record Screen. You access this screen from the Greeting script screen in the case of the Greeting Speech, and the Client Information screen in the case of the Opening or Closing Speeches. See "Figure 21 - Closing Speech screen" on page 46. In either case, the Record screen appears when you click the Record button.
The recording part of the CAV program is the same as that used for other CBSI telephony programs such as Community Bulletin Board and Outbound Telenotification. Many of these programs require a more sophisticated recording system than is needed for Computer Appointment Verification. For that reason, you will probably not use all of the available features for your CAV applications. For more information on features that are not covered in this manual, see the Advanced Recording Features section of Chapter 12 in the User's Guide to Outbound Telenotification.
The fields and controls on the Record box are as follows:
Auto Prompting - Then you have selected this feature by placing an 'x' in its box, the script text automatically scrolls up through the Script Prompter as you record.
Lines/Sec (for Auto Prompting) - This option allows you to adjust the speed the Auto Prompting scrolls through the text in the Script Prompter. It is incremented in lines per second with a default setting of 0.40 lines per second.
Speech Position - This display indicates how much of the speech time has elapsed out of the total length of the recording. The display shows the position minutes and seconds. You will use this function primarily during playback to locate a certain section of the speech.
Length of Recording - This is a display of the total time the speech takes to play to a respondent. The display shows the speech length in minutes and seconds.
Speech Scroll Bar - This is a graphical representation of the Speech Position display. The left of the scroll bar is the beginning of the speech, and the right is the end of the speech. You can move the scroll box by dragging it to the desired location on the scroll bar. You will use this function primarily during playback to locate a certain section of the speech.
Play button - This button allows you to play the recorded speech.
Replay button - This button allows you to replay a speech from the beginning.
Stop button - This button allows you to stop the recording or playback of a speech.
Record button - This button allows you to begin recording a speech.
Erase Button - This button is available only on the Record screen for the Opening Speech. This is used when there has been an Opening Speech recorded, and you want to revert back to the standard Greeting Speech for the opening part of the message. The Erase button deletes a previously recorded Opening speech.
Transfer button - This feature is not generally used for CAV applications. This button allows you to move a speech out to the Paste Buffer. You can then move the speech to another Client Information recording.
Replace button - This feature is not generally used for CAV applications. This button allows you to move a speech from the Paste Buffer.
.WAV Copy button - This feature is not generally used for CAV applications. This button allows you to save a speech to a file, so that you can use a sound editing program, if you have one, to edit the speech.
.WAV Paste button - This feature is not generally used for CAV applications. This button allows you to copy a speech to a file back into your application (or even another CBSI phone program).
OK button - This button confirms the settings on the Record box. If you made any changes, the changes save.
Cancel button - This button allows you to avoid saving any changes. If you want to experiment with recording and playing speeches, you do not have to worry about losing the original recording. To restore the original speech, cancel the changes rather than pressing OK to save them.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. When you move the mouse to an area of the box, you receive information telling you the function or purpose of that part.
For additional information about transferring and using .WAV files from other programs to your Computer Appointment Verification applications, refer to Advanced Functions and Features in the User's Guide to Outbound Telenotification.
The Play Message Screen
The Play Message dialog box allows you to play back the standard speeches you recorded for your calls. Unlike the Record dialog box, you may not record any speech in the Play Message dialog box. Figure 72 shows how the "Play Message" dialog box appears in the application.
Figure 72 - The Play Message Dialog Box
The fields and controls in the Play Message dialog box are as follows:
Length of Recording - This is a display of the total time the speech takes to play to a caller. The display shows the speech length in minutes and seconds.
Speech Scroll Bar - This is a graphical representation of the Speech Position display. The left of the scroll bar is the beginning of the speech, and the right is the end of the speech. You may move the scroll box by dragging it to the desired location on the scroll bar. This function is used primarily during playback to locate a certain section of the speech.
Play button - This button allows you to play the recorded speech.
Replay button - This button allows you to replay a speech from the beginning.
Stop button - This button allows you to stop the playback of the speech.
Transfer button - This feature is not generally used for CAV. This button allows you to move a speech out to the Paste Buffer. This allows you to then move the speech to another speech.
.WAV Copy button - This feature is not generally used for CAV. This button allows you to save a speech to a file, so that you can use a sound editing program, if you have one, to edit the speech.
OK button - This button allows you to close the Play Message dialog box after playing the desired speech.
Status line - This is the area at the bottom of the screen that displays notes pertaining to the parts of the screen. For instance, you can move the mouse pointer to a control on the screen and receive information pertaining to the function or purpose of that control.
The procedures for recording speech segments and playing speeches are the same in all CBSI programs. We have outlined these procedures below for your reference.
There is only one procedure for recording Greeting, Opening, and Closing Speeches, as they are all done in the same manner from nearly identical screens. The only difference is in the way you access the recording screens. There are three parts to recording speeches. They are:
Accessing the Recording Screen
When you are ready to record the Greeting message, first review the script in the Greeting Script screen and proceed as follows.
To access the Recording screens for the Greeting Speech,
If you prefer to use the keyboard, press the Alt key, then the S (Settings) key, and then the G (Greeting) key.
The Greeting Script screen opens.
2. Using the mouse, click on Record, or use the Tab key to select the Record box, and press the Enter key.
The Record screen appears, and you are ready to record.
Open the Client Information form for the client whose speech you are recording.
The Opening Speech script screen opens.
2. Type the Opening Script in the box provided.
Selecting OK will accept the script and take you back to the Client Information form.
Selecting Cancel erases any changes you have made to the script and takes you back to the Client Information form.
3. Click on Record or use the Tab key to select the Record button and press the Enter key.
The Record screen appears, and you are ready to record.
The Closing Speech script screen opens.
2. Type the Closing Speech script in the box provided.
Selecting OK will accept the script and take you back to the Client Information form.
Selecting Cancel erases any changes you have made to the script and takes you back to the Client Information form.
3. Click on Record or use the Tab key to select the Record button and press the Enter key.
The Record screen appears, and you are ready to record.
Recording a Speech
The procedure for using the standard Record Screen is the same for every type of message segment.
To record a Speech:
The status line instructs you to pick up your hand set.
2. Pick up the hand set, and begin recording your message when you hear the beep. Be sure to speak clearly into your telephone to record the speech.
The Script Prompter automatically scrolls through your script if you have the Auto Prompting field checked.
3. When you've completed reading your script into the telephone, click on Stop and hang up the telephone.
The status line instructs you to pick up your hand set.
2. Pick up the hand set of your telephone to listen to your recorded speech.
After the beep, you hear your speech.
If you'd like to listen to the speech again, select Replay.
3. When you have finished listening to your recording, hang up the telephone.
If you are not satisfied with your newly recorded speech and would like to change it, click on Erase to clear the old recording and record the speech again.
If you don't want to save your recorded speech, select Cancel instead of OK. This returns you to the previous window without saving your recording.
The Play Message screen is available for the Greeting Speech, the individual Opening Speech and the Closing Speech. This feature allows you to listen to a recorded speech without being in the Record screen.
Accessing the Play screen
The Play feature works the same for each type of speech. Only the way you access the Play screen will vary.
To access the Play screen for the Greeting Speech:
The Greeting Script screen opens.
2. Using the mouse, click on Play, or use the Tab key to select the Play box, and press the Enter key.
The Play screen appears, and you are ready to listen to the recording.
The status line instructs you to pick up your hand set.
2. Pick up the hand set, and begin listening to the recording.
3. When you've completed listening, hang up the telephone.
To listen to the speech again, press Replay.
4. Click on Close, or use the Tab key to select the Close button, and press the Enter key.
5. This returns you to the CAV program window.
Open the Client Information form for the client whose speech you want to play.
The Opening Speech script screen opens.
2. Click on Play, or use the Tab key to select the Play button and press the Enter key.
To play an Opening Speech:
The status line instructs you to pick up your hand set.
2. Pick up the hand set, and begin listening to the recording.
l When you are through listening, hang up the telephone.
To listen to the speech again, press Replay.
3. Click on Close, or use the Tab key to select the Close button, and press the Enter key.
4. This returns you to the Client Information form.
The Closing Speech script screen opens.
2. Click on Play or use the Tab key to select the Play button and press the Enter key.
The Play screen appears, and you are ready to listen to the recording.
The status line instructs you to pick up your hand set.
2. Pick up the hand set, and begin listening to the recording.
3. When you've completed listening, hang up the telephone.
To listen to the speech again, press Replay.
4. Click on Close, or use the Tab key to select the Close button, and press the Enter key.
5. This returns you to the Client Information form.