User's Guide To Parent-Teacher Hotline
This chapter discusses the concepts of the System Editor that you use to build and maintain your Parent Teacher Hotline application. You will become familiar with the various objects used as the building blocks of your own system. For each type of object, we explain how it works and how you use the editor to create, configure and manipulate that object. Specifically, this chapter explains to you:
• Tree objects
• How the tree objects work
• Tree object details
• Object ID's: What they do and what they mean
• The Script Editor
• The Record Box
• The Play Box
• The Insert Tree Object box
Terms
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Clipboard |
A special storage area in Windows that temporarily stores cut or copied information, such as text or speech files. |
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Control |
A graphic representation on a box that you use to perform a function or feature. A control may be a field, check box, or button. |
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Default |
Any preset or preselected item, control, or field. Most commonly, the default setting of a control is the normal or recommended setting. |
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Menu Bar |
This contains a list of menu headings. Clicking on a menu heading displays the menu corresponding to the selected menu heading. The menu options relate to the menu heading they fall under. |
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Object ID Number |
A number used to identify tree objects in the tree. The ID number of an object is the sum of all touch tones a caller would press to get to that object from the Initial Prompt. |
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Tool Button Ribbon |
This is a vertical display of buttons that allow you to edit and modify the tree. These buttons correspond to menu commands located under the menu headings on the tool bar. |
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Tree Objects |
These are the components you use to make your system. There are four types of tree objects you may use: Prompts, Announcements, Mailboxes, and Control points. These four objects allow you to design your entire Parent Teacher Hotline system. |
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Work Area |
This portion of the application window displays the existing tree structure for your Parent Teacher Hotline system. |
When we say 'Tree', we're referring to the structure of your Parent Teacher Hotline application as it appears in the work area. Think of your system tree as a family tree -- a family tree has branches, and so does the system tree of your Parent Teacher Hotline application. Keeping with this visualization, you can see that this matriarchal family tree has mothers, grandmothers, great grandmothers, daughters, grand-daughters, nieces, and so on. Figure 15 illustrates this comparison of the family tree to the system tree:
Figure 15 - The Family tree and the system tree
As with any family tree, all of the children spring from their ancestors. These children have children, and the tree begins to branch and grow.
To carry the family tree analogy a step further, a family tree has a main ancestor from which branches of relatives grow. From those branches, other branches grow, and branches grow from those branches, and so on. The Parent Teacher Hotline system works the same way. Knowing this, let's look at the Parent Teacher Hotline tree again:
Figure 16 - The Parent Teacher Hotline system tree
You can see why the structure is called a tree. All ESC Phone applications share this structure. This tree structure then is a representation of how a caller would use touch-tones to move around the system.
For Example: Suppose a caller calls into your Parent Teacher Hotline system. The first thing they hear is the welcome speech on the System Greeting object. They then hear the first menu on the Initial Prompt (Menu). At this point, the caller has four choices: They can press the "1" key to hear the schedule of Activities, "2" to get to the Teachers prompts, "3" to listen to the Sports Announcements, "4" to listen to the Lunch Menus for the week, and "99" to exit the system. Figure 17 shows the caller's progress in the tree so far:
Figure 17 - The caller's progress in the tree
The Initial Prompt is a type of Prompt, and a Prompt waits for a touch tone before it does anything.
The caller decides they want to listen to the Activities schedule, so they press 1. This moves them to the Activities prompt, as shown in Figure 18:
Figure 18 - The caller moves to the Activities Prompt
At this point, the caller listens to the activated auto-menu on the Activities Prompt. This auto-menu gives the caller the option to press "10" to hear the schedule for the Science Club, "11" for the Choir's schedule, or "12" to hear the PTO's schedule.
The caller presses 12 on their phone, and the caller moves to the PTO's schedule. The Announcement plays its speech to the caller. Figure 19 shows the caller's progress thus far:
Figure 19 - The caller moves to the PTO’s Announcement
When the Announcement finishes playing, it returns to its parent Prompt (this is the default setting for the Goto control on the Announcement).
While the caller is listening to the auto-menu again, they press the * (star) key on their phone. This special key allows the caller to back up to the parent Prompt of the current Prompt. In this case, the caller jumps from the Activities Prompt to the Initial Prompt (menu). Figure 20 illustrates this jump:
Figure 20 - The Jump back via the * key
Listening to the Initial Prompt's auto-menu, the caller then presses the 2 key, so they can go to the Teachers' Mailboxes, as shown in Figure 21:
Figure 21 - The caller at the Teachers’ Mailboxes
This Prompt gives the caller three options. The first is "Grades 1 & 2", the second is "Grades 3 &4", and the third is "Grades 5 & 6". The caller presses 2, to get to the Mailboxes for "Grades 3 & 4". Figure 22 shows this progression:
Figure 22 - The caller at the "Grades 3 & 4" Prompt
The caller presses 11 to listen to Ms. Sanders message and leave a message of their own.
Now the caller isn't quite sure they heard the announcement correctly, so they press the # (pound) key. This special key plays the current message again. The caller hears the same Announcement again, and then hears the tone to let them know that the system is recording.
After leaving a message, the caller presses * twice to return to the Initial Prompt. When they hear the auto-menu, they press 99, to exit the system. The Exit System Control point is configured so that it hangs up when the caller reaches it. The system hangs up, and the call ends. Figure 23 shows the caller's last movements in the system:
Figure 23 - The caller exiting the system
The reason for the Control Point having a two-digit ID is so the caller won't accidentally exit the system. Although the caller could simply hang up, this Control point gives them a definite leaving point.
There are two permanent tree objects that act as originating ancestors for the system tree, and four objects that you may use to create 'branches' in the Parent Teacher Hotline system tree. We'll discuss the purpose of each of these elements, and how they work in the system tree.
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System Greeting - This object appears in the tree in the upper left corner of the Work area (it's that small blue rectangle with an "S" on it). This is the first object in the tree that callers reach when they call into the system. The System Greeting usually contains a speech that welcomes the caller to the system. This is a permanent object in the tree. |
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Initial Prompt (menu) - This tree object appears as a small red folder, located directly under the System Greeting. Normally, you record instructions for callers using the system, onto this object, as well as a menu of options. This tree object is also a permanent object in the tree. |
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Prompt - This object allows you to do a number of things, but its basic purpose is to prompt the caller for a touch-tone response. A Prompt commonly acts as a menu for its children (i.e. branches coming from this Prompt branch). A Prompt appears as a small green folder. |
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Announcement - This tree object's basic purpose is to play an announcement or other recorded speech when the caller reaches the Announcement. The Announcement object appears as a small yellow rectangle with an "A" on it. |
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Mailbox - This tree object's basic purpose is to store the messages that callers leave for the Mailbox owner. You may also configure the Mailbox to limit the number of stored messages, delete old messages, and disable the Mailbox so that it doesn't accept messages at all. The Mailbox object appears as a small brown rectangle with an "M" on it. |
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Control Point - A Control Point appears as a small pink rectangle with a "C" on it. Control Points allow you to perform special functions. Its primary function is to 'chain' to another ESC Phone application. This means that you may access part of another application through the Parent Teacher Hotline system tree. |
Now that you've been introduced to the tree objects, you now know their purpose. This section now builds upon the previous discussions by stating the rules and details of each object and its controls. This section also relates each of these objects to the example system tree we shipped to you.
The System Greeting
As stated previously, the System Greeting is the first thing the caller hears when they call into the system. Think of it as a sort of welcome mat at the front door of your system.
The Details
Figure 24 shows how the System Greeting box appears:
Figure 24 - The System Greeting box
The parts and purpose of the System Greeting box are as follows:
System Password - This field allows you to enter a password into your Parent Teacher Hotline system. You may use from one to ten numbers for your password. You use this password when you call in to remotely modify your system. This field is 'number specific', which means that you can only enter numbers into this field.
Next Prompt - This field allows you to enter the 'address' (object ID) of the next tree object you wish to activate. Normally, this is set to "01", which is the address of the Initial Prompt object (this is the default setting). This means that after this object finishes its task (this includes playing a recorded speech), it goes then to the Initial Prompt tree object. This field is 'number specific', which means that you can only enter numbers into this field.
Ring Count Before Answering - This field allows you to set the number of times your phone rings before answering and starting your Parent Teacher Hotline system. This field is 'number specific', which means that you may only enter numbers into this field.
Max Announce Time - This field allows you to set the maximum length of an Announcement speech in seconds. This field is 'number specific', which means that you may only enter numbers into this field.
Max Record Time - This field allows you to set the maximum length of a message being left in a Mailbox in seconds. This field is 'number specific', which means that you may only enter numbers into this field.
Listen Limit - This field allows you to set the maximum number of Announcements that a caller can listen to per call. In other words, if you set this field to "3", the system hangs up after the caller has listened to their third Announcement and/or Mailbox. This means that even if they listen to only one Announcement, but leave messages in two Mailboxes, the system hangs up after the second Mailbox. This way, you don't have a caller hogging the system. The caller cannot spend so much time in the system that they become a nuisance. This field is 'number specific', which means that you can only enter numbers into this field.
Enable Speech - Clicking on this check box allows you to enable or disable the speech associated with this object. If an X appears in the box, the speech is 'enabled', meaning that it plays to a caller. If the box is left blank the speech is 'disabled', meaning that no message plays to a caller. When you disable a speech, the Play and Record buttons turn a sort of gray color. This signifies that the speech is disabled, and therefore may not be played or recorded. Also, you may not change the script of a disabled speech.
System Greeting Script - You use this field as part of the speech recording procedure. This field, when activated, allows you to enter as much text as you wish. This text acts as a 'script' for the speech when you record. This eliminates the need for a bunch of hand-written speech notes cluttering your desk. We'll talk more about recording speech later.
Play button - Clicking on this button allows you to play the speech associated with the object, if the object has a speech recorded for it. This is useful if you want to hear a speech recorded for this object.
Record button - This button allows you to begin recording speech for a tree object. We'll talk more about recording speech later.
OK button - This button confirms the settings on the object. If you made any changes, the changes save and you return to the tree view.
Cancel button - This button allows you to avoid saving any changes and return to the tree view. You use this button when you've made some changes that you decide not to keep, and you want the tree object to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
In The Example System Tree
Looking at the System Greeting box in the example system tree, we can see that the current setup answers the phone after the second ring, plays the greeting speech, then goes to the Initial Prompt. You can also see that the Max Announce Time is set for 24 seconds, the Max Record Time is set for 60 seconds, and the Listen Limit is set at 3 Announcements and/or Mailboxes.
Initial Prompt (menu)
Our discussion of the System Greeting now takes us to the Initial Prompt object. This object, like the System Greeting, is a permanent tree object. Figure 25 shows the Initial Prompt box so you can take a closer look:
Figure 25 - The "Initial Prompt" box
The Details
Enable - This check box controls whether or not the Initial Prompt is activated. If an X appears in the box, then the object is enabled and works normally. If the check box is empty, then the Initial Prompt is disabled. This means the system acts as if it doesn't exist, and callers cannot reach the object.
Description - This field contains the information that describes the function of the object (i.e., the object's name). This text also appears in the system tree, to the right of the object.
Enable Auto-Menu - This check box controls whether or not the Initial Prompt reads a list of options. This list is composed of the recorded ID speeches for each object on this branch of the tree (i.e., a direct child of this parent Prompt) . If an X appears in the box, then the auto-menu is enabled and works normally. If the check box is empty, then the auto-menu is disabled (and thus, doesn't play an auto-menu). The Auto Menu function saves you the trouble of recording a menu as a speech. Also, the auto-menu changes automatically to reflect changes in the tree structure.
No TT Jump - This field allows you to handle callers who call into your Parent Teacher Hotline system using a non-touch tone (rotary) phone. They may not use the system to its full extent, so this option allows them to get at least something out of your system.
Play Advertisement - This check box allows you to control the playing of advertisements. If an X appears in the box, then the system plays an Advertisement before it plays any other speech. If the check box is empty, then the Advertisement is disabled, and no Advertisement plays.
Advertising Group - This field allows you to select the 'Advertising Group' from which an Advertisement plays. An 'Advertising Group' is merely a group of Advertisements. We'll discuss Advertisements and Advertising Groups in more detail later.
Enable Speech - Clicking on this check box allows you to enable or disable the speech associated with this object. If an X appears in the box, the speech is 'enabled', meaning that it plays to a caller. If the box is left blank the speech is 'disabled', meaning that no message plays to a caller. When you disable a speech, the Play and Record buttons turn a sort of gray color. This signifies that the speech is disabled, and therefore may not be played or recorded.
Prompt Script - You use this field as part of the speech recording procedure. When the Enable Speech check box contains an X, this field allows you to enter as much text as you wish. This text acts as a 'script' for the speech when you record. This eliminates the need for a bunch of hand-written speech notes cluttering your desk. We'll talk more about recording speech later.
Play button - Clicking on this button allows you to play the speech associated with the object, if the object has a speech recorded for it. This is useful if you want to hear a speech recorded for this object.
Record button - This button allows you to begin recording speech for a tree object. We'll talk more about recording speech later.
OK button - This button confirms the settings on the object. If you made any changes, the changes save and you return to the tree view.
Cancel button - This button allows you to avoid saving any changes and return to the tree view. You use this button when you've made some changes that you decide not to keep, and you want the tree object to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
In the Example System Tree
Looking at the Initial Prompt information, you may deduce the purpose of this tree object: When the caller reaches this tree object, they hear the instructional speech recorded for this object (the script for this speech appears in the Prompt Script field). They then hear the auto-menu, which plays a menu of the messages they may listen to. The auto-menu also tells the caller which numbers to press on their phones to access these messages.
Currently the No TT Jump field contains a 45. This is the ID number for the Lunch Menu -- Friday Announcement. This means that a non-touch tone caller can at least hear the announcement of the lunch menu for Friday. The ID number of an object is the sum of all of the touch tones you would press to get to the object from the Initial prompt.
At this point, the touch-tone caller could branch to one of five places. The auto-menu on the Initial Prompt gave the caller the following choices:
"Activities, 1; Teachers, 2; Sports, 3; Lunch Menus, 4: Hang up and leave the system, 99."
Prompts
A Prompt's primary job is to wait for a touch-tone, then go to the object that corresponds to that touch-tone. Figure 26 shows how the Prompt box appears:
The Details
Enable - This check box controls whether or not the Prompt is activated. If an X appears in the box, then the object is enabled and works normally. If the check box is empty, then the Prompt is disabled. This means the system acts as if it doesn't exist, and callers cannot reach the object.
Description - This field contains the information that describes the function of the object (i.e., the object's name). This text also appears in the system tree, to the right of the object.
Enable Auto-Menu - This check box controls whether or not the Prompt reads a list of options. This list of choices is composed of the recorded ID speeches for each object on this branch of the tree (i.e., a direct child of this parent Prompt) . If an X appears in the box, then the auto-menu is enabled and works normally. If the check box is empty, then the auto-menu is disabled (and thus, doesn't play an auto-menu). The Auto Menu function saves you the trouble of recording a menu as a speech. Also, the auto-menu changes automatically to reflect changes in the tree structure.
Play ID button - This button allows you to play the ID speech for the Prompt. Playing is discussed in the section entitled "The Play Box".
Record ID button - This button allows you to record the ID speech for the Prompt. The system uses this speech so that this object may be identified on a parent's auto-menu. Recording is discussed in the section entitled "The Record Box".
Branch Password - This field allows you to set or change the password that allows the Branch Administrator to use Remote Access. This field is 'number specific', which means that you may only enter numbers into this field. Also this field can contain a maximum of 10 digits.
Play Advertisement - This check box allows you to control the playing of Advertisements. If an X appears in the box, then the system plays an Advertisement before it plays any other speech. If the check box is empty, then the Advertisement is disabled, and no Advertisement plays.
Advertising Group - This field allows you to select the 'Advertising Group' from which an Advertisement plays. An 'Advertising Group' is merely a group of Advertisements. We'll discuss Advertisements and Advertising Groups in more detail later.
Enable Speech - Clicking on this check box allows you to enable or disable the speech associated with this object. If an X appears in the box, the speech is 'enabled', meaning that it plays to a caller. If the box is left blank the speech is 'disabled', meaning that no message plays to a caller. When you disable a speech, the Play and Record buttons turn a sort of gray color. This signifies that the speech is disabled, and therefore may not be played or recorded.
Prompt Script - You use this field as part of the speech recording procedure. When the Enable Speech check box contains an X, this field allows you to enter as much text as you wish. This text acts as a 'script' for the speech when you record. This eliminates the need for a bunch of hand-written speech notes cluttering your desk. We'll talk more about recording speech later.
Play button - Clicking on this button allows you to play the speech associated with the object, if the object has a speech recorded for it. This is useful if you want to hear a speech recorded for this object.
Record button - This button allows you to begin recording speech for a tree object. We'll talk more about recording speech later.
OK button - This button confirms the settings on the object. If you made any changes, the changes save and you return to the tree view.
Cancel button - This button allows you to avoid saving any changes and return to the tree view. You use this button when you've made some changes that you decide not to keep, and you want the tree object to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
In the Example Tree
There are four separate Prompts in the example system tree: The Activities Prompt, the Teachers Prompt, the Sports prompt, and the Lunch Menus Prompt.
Teachers Prompt
The caller reaches this Prompt by pressing the 2 key at the Initial Prompt. The Teachers Prompt box appears as shown in Figure 27:
Figure 27 - The Teachers Prompt box
You may notice that the Auto-Menu feature is enabled. This is to make updating the Announcements easier for you. Instead of recording a new speech each time Announcements change, the "auto-menu" control makes a menu using the ID speeches of the Announcements. Also, notice the script for the Main speech that plays before the auto-menu. This gives the caller some idea of what they need to do to use the system.
When the caller reaches this Prompt, they hear the ID speech. Then the menu of Teachers plays, including the numbers to press to hear the speech for a specific tree object. The caller may go to one of the three Prompts under this Prompt. They are the "Grades 1 & 2" Prompt, the "Grades 3 & 4" Prompt, and the "Grades 5 & 6" Prompt.
Announcements
Let's view the details of an Announcement box:
Figure 28 - The Announcement box
The main purpose of the Announcement tree object is to play an informative message.
The Details
Enable - This check box controls whether or not the Announcement is activated. If an X appears in the box, then the object is enabled and works normally. If the check box is empty, then the Announcement is disabled. This means the system acts as if it doesn't exist, and callers cannot reach the object.
Description - This field contains the information that describes the function of the object (i.e., the object's name). This text also appears in the system tree, to the right of the object.
Play ID button - This button allows you to play the ID speech for the Announcement. Playing is discussed in the section entitled "The Play Box".
Record ID button - This button allows you to record the ID speech for the Announcement. The system uses this speech so that this object may be identified on a parent's auto-menu. Recording is discussed in the section entitled "The Record Box".
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You may select either the Goto option or the Hangup Phone option, but never both. If you select one option, the black dot appears in the corresponding circle. At the same time, the black dot in the other circle disappears, thereby unselecting the corresponding option. |
Goto - The Goto option allows you to go to another part of the tree. Normally, the Goto option is selected (as indicated by the small black dot in the circle), and the field beside the Goto contains "*". The star (asterisk) always sends the caller back to this Advertisement's parent Prompt. By activating the Goto option and entering a tree object's ID number (which is like its 'address' in the tree), the caller then goes to that object when this object finishes. Hangup Phone - This option, when selected, tells the application to hang up the phone after completing this Announcement's tasks. |
Include in TT Directory - The Include in TT Directory check box is an advanced feature, and is more commonly used in the other ESC Phone applications. For more information on this setting, refer to Chapter 9: Advanced Functions And Features on page 169.
Announcement Script - You use this field as part of the speech recording procedure. This field allows you to enter as much text as you wish. This text acts as a 'script' for the speech when you record. This eliminates the need for a bunch of hand-written speech notes cluttering your desk. We'll talk more about recording speech later.
Enable Speech - Clicking on this check box allows you to enable or disable the speech associated with this object. If an X appears in the box, the speech is 'enabled', meaning that it plays to a caller. If the box is left blank the speech is 'disabled', meaning that no message plays to a caller. When you disable a speech, the Play and Record buttons turn a sort of gray color. This signifies that the speech is disabled, and therefore may not be played or recorded.
Play button - Clicking on this button allows you to play the speech associated with the object, if the object has a speech recorded for it. This is useful if you want to hear a speech recorded for this object.
Record button - This button allows you to begin recording speech for a tree object. We'll talk more about recording speech later.
OK button - This button confirms the settings on the object. If you made any changes, the changes save and you return to the tree view.
Cancel button - This button allows you to avoid saving any changes and return to the tree view. You use this button when you've made some changes that you decide not to keep, and you want the tree object to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
In the Example Tree
There are twelve Announcements in the example system tree, and they are divided into three groups. The first three Announcements, are Activities Announcements, meaning that they are the children of the Activities Prompt. The next four are children of the Sports Prompt. The last five are the children of the Lunch Menus Prompt.
Activities Announcements
Figure 29 shows the Announcements that branch from the Activities Prompt, and their parent Prompt:
Figure 29 - The Activities Announcements
Since each of these Announcements are very similar (only the Descriptions, Scripts, and speeches are different), Figure 30 below shows the first one, the Science Club's Announcement.
Figure 30 - The Science Club's Announcement
This is about as standard as Announcements get. As you can see, this Announcement plays a speech concerning a fifth grade Science Club meeting, then returns to its parent Prompt (via the Goto *).
All of the other Announcements are configured identically to this one. Only their speeches, names, and locations are different.
Teacher Mailboxes
Let's view the details of a Mailbox:
Figure 31 - A Teacher’s Mailbox
The main purpose of the Mailbox tree object is to allow callers to leave messages. The Mailbox stores these messages, and the Teacher may later access his or her Mailbox and retrieve their messages.
The Mailbox box is divided into five groups of buttons and fields. These groups of controls pertain to Mailbox information, left messages, what happens when the object finishes its tasks, other settings, and the Mailbox script and speech. Let's look at the controls in these groups.
The Details
Enable - This check box controls whether or not the Mailbox is activated. If an X appears in the box, then the object is enabled and works normally. If the check box is empty, then the Mailbox is disabled. This means the system acts as if it doesn't exist, and callers cannot reach the object.
Description - This field contains the information that describes the function of the object (i.e., the object's name). This text also appears in the system tree, to the right of the object.
Include in TT Directory - The Include in TT Directory check box is an advanced feature in the Parent Teacher Hotline application. For more information on this setting, refer to the section in this manual entitled "Advanced Functions and Features".
Play ID button - This button allows you to play the ID speech for the Mailbox. Playing is discussed in the section entitled "The Play Box".
Record ID button - This button allows you to record the ID speech for the Mailbox. The system uses this speech so that this object may be identified on a parent Prompt's auto-menu. Recording is discussed in the section entitled "The Record Box".
Goto - The Goto option allows you to go to another part of the tree. Normally, the Goto option is selected (as indicated by the small black dot in the circle), and the field beside the Goto contains "*". The star (asterisk) always sends the caller back to this Advertisement's parent Prompt. By activating the Goto option and entering a tree object's ID number (which is like its 'address' in the tree), the caller then goes to that object when this object finishes.
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You may select either the Goto option or the Hangup Phone option, but never both. If you select one option, the black dot appears in the corresponding circle. At the same time, the black dot in the other circle disappears, thereby unselecting the corresponding option. |
Hangup Phone - This option, when selected, tells the program to hang up the phone after completing this Mailbox's tasks. This is the default setting for Mailboxes. Password - This field allows you to enter a password that the Mailbox owner would use to access their Mailbox, either to retrieve left messages or to record a Mailbox greeting speech. You may use from one to ten numbers for the Mailbox password. Message Limit - This field allows you to enter the maximum number of messages that may be left in this mailbox. |
Delete After __ Days - This field allows you to determine how long (in terms of days) your Parent Teacher Hotline system will retain messages in the Mailbox before deleting them. If you leave this field blank, then the messages will not automatically delete.
Left Messages - This field displays the date and time of all messages left in this Mailbox. If the word "Old" appears next to the message, then the message has been listened to. You may select a message to play by clicking on the desired message.
Play Left Messages button - This button allows you to play messages left in this Mailbox. You simply select a message to play, then click this button and pick up your local phone.
Script - You use this field as part of the speech recording procedure. This field allows you to enter as much text as you wish. This text acts as a 'script' for the speech when you record. This eliminates the need for a bunch of hand-written speech notes cluttering your desk. We'll talk more about recording speech later.
Play button - Clicking on this button allows you to play the speech associated with the object, if the object has a speech recorded for it. This is useful if you want to hear a speech recorded for this object.
Record button - This button allows you to begin recording speech for a tree object. We'll talk more about recording speech later.
OK button - This button confirms the settings on the object. If you made any changes, the changes save and you return to the tree view.
Cancel button - This button allows you to avoid saving any changes and return to the tree view. You use this button when you've made some changes that you decide not to keep, and you want the tree object to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
In the Example Tree
The caller presses 10 from the "Grades 1 & 2" Prompt to get to the Mailbox for Ms. Johnson. They listen to the speech, which tells them that there is no homework due. They then have the option of leaving a message for Ms. Johnson, or going back to the parent Prompt.
Control Points
The purpose of the Control Point is to control the flow of events in the system tree. Not only does a Control Point allow you to go to another part of the tree, it also allows you to go to another ESC Phone application. Figure 32 shows the Control Point box:
Figure 32 - The Control Point box
The Details
Enable - This check box controls whether or not the Control Point is activated. If an X appears in the box, then the object is enabled and works normally. If the check box is empty, then the Control Point is disabled. This means the system acts as if it doesn't exist, and callers cannot reach the object.
Description - This field contains the information that describes the function of the object (i.e., the object's name). This text also appears in the system tree, to the right of the object.
Play ID button - This button allows you to play the ID speech for the Control Point. Playing is discussed in the section entitled "The Play Box".
Record ID button - This button allows you to record the ID speech for the Control Point. The system uses this speech so that this object may be identified on a parent's auto-menu. Recording is discussed in the section entitled The Record Box.
Play Advertisement - This check box allows you to control the playing of Advertisements. If an X appears in the box, then the system plays an Advertisement before it performs any other action. If the check box is empty, then the Advertisement is disabled, and no Advertisement plays.
Advertising Group - This field allows you to select the 'Advertising Group' from which an Advertisement plays. An 'Advertising Group' is merely a group of Advertisements. We'll discuss Advertisements and Advertising Groups in more detail later.
Chain To - This control that allows you to 'chain' the Parent Teacher Hotline application to another ESC Phone application. 'Chaining' is simply linking one ESC Phone application to another, to utilize the special properties of another application. This comes in handy when you want to include a function in Parent Teacher Hotline that appears in another ESC Phone application. Chaining is an advanced feature of the ESC Phone applications, and is discussed in the "Advanced Functions And Features" section in this manual.
Goto (For Chaining) - This field relates to the Chain To field. This field allows you to enter the ID number of an object in the application you chain to, so that the caller goes right to this object.
List Touch Tone Directory - This is an advanced option that is more commonly used in other ESC Phone applications. If you decide to use this option, though, refer to the "Advanced Functions And Features" section.
No Control Function - This option allows you to avoid selecting a control function, meaning the Chain To or List Touch Tone Directory controls.
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You may select either the Goto option or the Hangup Phone option, but never both. |
Goto - The Goto option allows you to go to another part of the tree. Normally, the Goto option is selected (as indicated by the small black dot in the circle), and the field beside the Goto contains "*". The star (asterisk) always sends the caller back to this Advertisement's parent Prompt. By activating the Goto option and entering a tree object's ID number (which is like its 'address' in the tree), the caller then goes to that object when this object finishes. Hangup Phone - This option, when selected, tells the application to hang up the phone after completing this Control Point's tasks. |
Transfer Caller To - This option, when selected, transfers the caller to another number. Then the application hangs up, leaving the caller connected to the new number. The application will then answer the next incoming call. For more information, see the "Advanced Functions and Features" chapter.
OK button - This button confirms the settings on the object. If you made any changes, the changes save and you return to the tree view.
Cancel button - This button allows you to avoid saving any changes and return to the tree view. You use this button when you've made some changes that you decide not to keep, and you want the tree object to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
In the Example Tree
The caller accesses the Exit System Control Point by pressing the 99 on their phone. Take a closer look at the Exit System Control Point:
Figure 33 - The Exit System Control Point
The first thing you should notice is that this Control Point has "99" as its ID number. The reason for this is so the caller won't accidentally exit the system by pressing a single touch tone.
The only activated control on this object it the Hangup Phone control. When the caller reaches this tree object, the system hangs up the phone.
The purpose of the Exit System Control Point is to give the caller a place to hang up (knowing it's safe to do so at an option called Exit System). You could make a system without a hang up point, but the caller might feel funny about just hanging up. The Exit System Control Point just makes hanging up a more comfortable procedure for the caller. If you decide not to provide your callers with a place to hang up, make sure at least tell them something like "You may hang up at any time during this call to exit this service". A message like this would best be placed with the system instructions (like those found on the Initial Prompt).
Another reason for including a hang up Control Point is for using the Chain To function in the Combination Application. This hang up point allows the system to 'unchain' from the current application, and return to the Combination Application. The Combination Application is discussed in more detail in the User's Guide to Business Manager manual.
Each tree object has an Absolute ID number which identifies where that object is located within your system tree. In addition, each tree object appearing on a Branch of your system tree has a Relative ID number which identifies where an object is located relative to the branch. It is important you understand the difference between these two ID numbers.
Absolute ID Numbers
A tree object's Absolute ID number tells you where an object is located in the system tree. The Absolute ID number of a tree object is a combination of all the numbers a caller needs to press to access a particular object and can be a maximum of ten digits. The Absolute ID number of a tree object is unique and no other tree object in the same system tree can have that ID number.
Absolute ID#110
Absolute ID#2110
Figure 34 -- Sample Tree with Absolute ID’s Illustrated
In the sample tree shown in Figure 34, the Science Club Announcement has an Absolute ID number of 110. This identifies the tree object as the Science Club Announcement (10) in the Activities branch (1). To reach this object, a caller presses 1 at the Main Menu and 10 at the Branch Prompt (110)
Ms. Johnson’s mailbox has an Absolute ID number of 2110. This identifies the tree object as Ms. Johnson’s mailbox (10) in the Grades 1 & 2 sub-branch (1) of the Teachers’ branch (2). To reach this object, a caller presses 2 at the Main Menu, 1 at the Branch Prompt, and 10 at the sub-branch prompt (2110).
Relative ID Numbers
Tree objects located on the Branches of your system tree also have one or more Relative ID numbers. These ID numbers indicate where the object is located in relationship to its Parent Prompt and its Main Branch Prompt. These Relative ID numbers are used during Remote Access sessions by both you and Branch Administrators when using the Branch Administration menu to add, delete or edit tree objects. (Refer to Chapter 10 of this manual for complete instructions on Branch Administration. Refer to Chapter 11 for complete instructions on Remote Access.)
In the sample tree shown in Figure 35, the Science Club Announcement still has an Absolute ID number of 110. The number you see to the right of the icon representing this announcement is this tree object’s ID number relative to its Parent Prompt (which also happens to be its Main Branch Prompt). This indicates a caller must press 10 at the Parent Prompt to access this tree object.
Ms. Johnson’s Mailbox still has an Absolute ID number of 2110. The number you see to the right of the icon representing this announcement is this tree object’s ID number relative to its Parent Prompt. This indicates a caller must press 10 at the Parent Prompt to access this tree object.
Since Ms. Johnson’s mailbox is on a sub-branch of Branch 2: Teachers, it also has a Relative ID number of 110. This Relative ID Number is a combination of the digits a caller must press to access this tree object from the Main Branch Prompt.
Main Branch Prompt & Parent Prompt are not the same prompt.
Ms. Johnson’s mailbox has a Relative ID number of 10 to its Parent Prompt, a Relative ID number of 110 to its Main Branch Prompt, and an Absolute ID number of 2110.
Main Branch Prompt & Parent Prompt are the same prompt.
Science Club’s announcement has a Relative ID number of 10 and an Absolute ID number of 110
During remote access, you enter the Relative ID number of a tree object based on where you enter the tree structure. If you enter the tree at the Branch 2: Teachers main prompt, you would enter 110 to access Ms. Johnson’s mailbox. If you enter at the Sub-branch 1: Grades 1 &2 sub-prompt, you would enter 10 to access Ms. Johnson’s mailbox.
All you need to remember is Relative ID means relative to where you are in the system tree when attempting to access a particular tree object.
The Script Editor is a large field that appears at the bottom of Prompt and Announcement boxes, as well as the Initial Prompt box. You use this field as part of the speech recording procedure. This field allows you to enter as much text as you wish. This text becomes the 'script' for the speech when you record. This eliminates the need for a bunch of hand-written speech notes cluttering your desk. Figure 36 shows an example of the Script Editor:
Figure 36 - The Script Editor
The white area of the box accepts text, as long as the Enable Speech option is active (i.e., the check box contains an X). The scroll bar along the right side of the text field allows you to move up and down through the text.
When you move the mouse pointer into the Script Editor field, the mouse pointer changes from an arrow to a script editing cursor. Figure 37 Shows this change:
Figure 37 - Mouse pointer change in the Script Editor
When you click anywhere in this field, a cursor appears. You may use the mouse to place the cursor where you want in a body of text.
You use the Script Editor any time you record a speech (other than the ID speech). The following is a list of keys you may use to perform certain movement and editing functions in the Script Editor:
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Key or Key Combination |
Effect or Function |
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Up Arrow |
Moves the cursor up through the text, one line at a time. |
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Down Arrow |
Moves the cursor down through the text, one line at a time. |
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Left Arrow |
Moves the cursor to the right, one character at a time. |
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Right Arrow |
Moves the cursor to the left, one character at a time. |
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PgUp |
Moves the cursor up one page (screen section). |
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PgDn |
Moves the cursor down one page (screen section). |
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Home |
Moves the cursor to the beginning of the current line. |
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End |
Moves the cursor to the end of the line. |
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Delete |
Deletes the characters to the right of the cursor, one character at a time. |
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Backspace |
Deletes the characters to the left of the cursor, one character at a time. |
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Ctrl+ Home |
Moves the cursor to the absolute beginning of the text. |
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Ctrl+ End |
Moves the cursor to the absolute end of the text. |
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Ctrl+ C |
Copies the selected (highlighted) text to the Clipboard. |
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Ctrl+ X |
Cuts the selected (highlighted) text from the Script Editor to the Clipboard. |
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Ctrl+ V |
Pastes the text in the Clipboard to the cursor's current location in the text. |
The Record box is the box that appears when you click the Record button or the Record ID button on a Prompt box or Announcement box. You also see the Record box if you click the Record button on the Initial Prompt box, or the Record ID button on a Control Point box. You use this box to record the descriptions and speeches for your tree objects, as well as Advertisements. Figure 38 shows how the Record box appears in the application:
Figure 38 - The Record box
The fields and controls on the Record box are as follows:
Script Prompter - This is where the text you entered into the Script Editor or the Description field appears. As you record, the text scrolls up and is magnified in the center box. The scroll bar on the right of the center box allows you to scroll the text so that you may read it while recording.
Auto Prompting - Enabling this feature allows the text to automatically scroll up through the Script Prompter.
Lines/Sec (for Auto Prompting) - This option allows you to adjust how fast the Auto Prompting scrolls through the Script Prompter text. This is represented by lines per second. The default setting for this field is "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. This function is used 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 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 recording or playback of a speech.
Record button - This button allows you to begin recording a speech.
Transfer button - This button allows you to move a speech out to the Paste Buffer. This allows you to then move the speech to another tree object in the system tree. For more information on this advanced recording feature, refer to the "Advanced Functions and Features" section.
Replace button - This button allows you to move a speech from the Paste Buffer to a tree object in the Parent Teacher Hotline application. For more information on this advanced recording feature, refer to the "Advanced Functions and Features" section.
.WAV Copy button - 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. For more information on this advanced recording feature, refer to the "Advanced Functions and Features" section.
.WAV Paste button - This button allows you to copy a speech file back into the Parent Teacher Hotline application (or even another ESC Phone application). For more information on this advanced recording feature, refer to the "Advanced Functions and Features" section.
OK button - This button confirms the settings on the Record box, and also saves the speech you recorded. If you made any changes to the speech, the changes save and you return to the current tree object box.
Cancel button - This button allows you to avoid saving any changes and return to the detailed view of the current tree object. You use this button when you've made some changes that you decide not to keep, and you want the tree object's recording to return to its original format.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
The Play box is the box that appears when you click the Play button or the Play ID button on a Prompt box or Announcement box. You also see the Play box if you click the Play button on the Initial Prompt box, or the Play ID button on a Control Point box. You use this box to play back the descriptions and speeches you recorded for your tree objects, as well as Advertisements. Unlike the Record box, you may not record any speech in the Play box. Figure 39 shows how the Play box appears in the application:
Figure 39 - The Play box
The fields and controls on the Play box are as follows:
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. This function is used primarily during playback and speech editing 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 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 button allows you to move the current speech out to the Windows Clipboard for sound editing purposes. For more information on this advanced recording feature, refer to the "Advanced Functions and Features" section.
.WAV Copy button - This button allows you to move a speech out to the Windows Clipboard for sound editing purposes. For more information on this advanced recording feature, refer to the "Advanced Functions and Features" section.
Close button - This button allows you to close the Play box after playing the desired speech. Once you close the Play box, you return to the detailed view of the current tree object.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
The Insert Tree Object box appears whenever you add or paste a tree object to your system tree, or move an object to another part of the tree. Figure 40 shows how the Insert Tree Object box appears on the screen:
Figure 40 - The Insert Tree Object box
The parts of the Insert Tree Object box are as follows:
Insertion Position - This tells you where you chose to add the object. This number is the ID number of the inserted item's parent Prompt.
Reference Number - This tells you what the ID number of the inserted object is in relation to the tree. Remember that an object's ID is like its address in the system tree.
Touch Tone Number - The number that appears in this field is the number you would press from the appropriate menu to get to this object. The number that currently appears in this field is the default setting for this object (based on the other object ID's in this group). If you decide to change this number, make sure not to use a number that is the same as another object on the same auto-menu. If you do, the application displays a message telling you the number is in use.
Item Types - This control group determines which type of tree object to insert at the chosen location. A black dot appears in the circle to the left of the currently selected option. This indicates that this type of tree object is the object to add. You may click on another option if you wish to add a different tree object than the one currently selected.
OK button - This button confirms the settings on the Insert Tree Object box. The object you chose then appears in the system tree.
Cancel button - This button allows you to avoid adding the tree object to the system tree. The Insert Tree Object box closes, and nothing is added to the system tree.
Status line - This is the area at the bottom of the box that displays notes pertaining to the parts of the box. For instance, you can move the mouse pointer to a control on the box and receive information pertaining to the function or purpose of that control.
Thinking of your system tree as similar to a family tree makes it easy to understand how tree objects are related. Like real families, some Parent Prompts have only one child (announcement or mailbox), while other Parent Prompts have several children which go on to have children of their own.
As System Administrator, you determine the characteristics of each tree object by selecting how the options available for use are set. These options -- called the details of the tree object -- are accessed by opening the tree object’s window by double clicking on the icon representing the tree object in your system tree. These details are different for each tree object.
Object ID numbers give you information about where an object appears in your system tree. Absolute Object ID numbers are a combination of all the digits a caller must press from the Initial Prompt’s Main Menu to reach the tree object. Relative Object ID numbers are a combination of the digits needed to reach a tree object from its Parent Prompt or Main Branch Prompt.
Using the Script Editor which appears at the bottom of Prompt and Announcement boxes makes it easy to record messages. Once you type in the text of what you want to say and access the Record box, your script is displayed automatically. After recording your message, you can listen to the message by accessing the Play Message box.
The Insert Tree Object box applears each time you add or paste a tree object into your system tree. This window displays information for you to insure you are inserting the tree object exactly where you wish it to appear in your system tree.
The next chapter discusses modifying your system tree. This includes instructions for changing scripts or speeches, and enabling or disabling tree objects or speeches. In addition, you’ll learn how to add, configure and delete tree objects. Finally, you’ll learn how to commit changes to your system tree so the work you’ve done becomes a permanent part of your system tree.
