User's Guide To Parent-Teacher Hotline
This section discusses the workings of the Parent Teacher Hotline system tree in more detail, and focuses on the usage of the tree objects. In the previous chapter, you saw how the existing tree looks and works, and you got a working idea of how the tree objects perform their allotted tasks. Now you will see how modifications to the tree structure affect the way the application works. When you change the structure of the system tree, you directly change the way it works.
When you have a system tree that you want to use but you want it to work slightly differently, you may quite often modify the existing objects in the tree to bring about these changes.
Modification of tree objects includes changing scripts and speeches, as well as changing the settings of an object's controls to alter the purpose of the tree object. In this chapter you will learn how to:
• Disable and enable tree objects and speeches
• Add tree objects
• Configure tree objects
• Delete tree objects
• Commit changes to your system tree
Terms
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Application |
An application is what you design, build, or otherwise modify so that it does what you want it to. We design programs, while you design applications. |
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Local Phone |
The phone that is connected to your computer. It is this phone that you use to record your system speeches. Also, callers use this phone number when calling into your system. |
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Main speech |
This is the speech recorded on an object that the caller hears when they reach this object. |
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Program |
The actual software that runs on your computer. You use the System Editor 'program' to design your Parent Teacher Hotline 'application'. |
There are two types of speeches that you may record in Parent Teacher Hotline: main speeches, and ID speeches. The main speech is commonly an informative message, and may be recorded on any tree object other than a Control Point. ID speeches normally identify the object's purpose, and this speech may be heard on an auto-menu (if you are using them). You may record ID speeches for any tree object other than the System Greeting and Initial Prompt.
Changing an Object's Script and Main Speech
Changing an object's script and recorded speech is a simple process. You use this procedure to change scripts and speeches for any tree object with speech capabilities. The Record box appears in the same form regardless of the tree object, and only the script changes from object to object (i.e., the functionality remains the same, only the speeches and scripts differ). Use the following procedure to change a script and record a speech:
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You may also access a tree object by selecting it and pressing the Enter key. |
1. Double click the tree object you wish to modify in the system tree to access the tree object’s window. |
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Remember that you may use the arrow keys to move the cursor around the field. The Delete key allows you to remove text from a line a character at a time. |
2. Move the mouse pointer to the Script field and click on it. A small blinking line appears in the line of text. This blinking line is called the 'cursor', and it shows where your typing appears when you type in a field. 3. Remove the existing text, or modify it as you see fit. 4. Now type the script for the speech you want to record. 5. Now you may record the script to replace the existing speech for this object. Click on the Record button, and the Record box appears as shown in Figure 41: |
Figure 41 - The Record box
Get your announcer's voice warmed up and then use the following procedures to actually record your message:
2. A beep sounds, and the script begins scrolling up through the Script field (if the Auto Prompting option is enabled).
3. Read the script as it goes by.
4. When you finish recording, click the Stop button. The recording stops, and the length of the recording displays above the Speech position scroll bar.
5. Now hang up your phone.
2. Click the Play button.
After the Record box closes, you must then click OK on the object box to save your speech changes. Clicking Cancel at this point discards any changes to this object, including speech and script changes.
Changing an Object's Script and ID Speech
A variation on scripts and speeches is the recording of the ID speech. Instead of using the Script field and the Record button to record ID speeches, you use the Description field and Record ID button. These controls appear on Announcements, Prompts, and Control Points. The text in the Description field acts as the script when you record the object's ID speech. As you may recall, an object's ID speech plays to a caller when the Auto-Menu function on a Prompt is activated. For this reason, it is important to record ID speeches.
Use the following procedure to change a tree objects ID speech:
2. Move the mouse pointer to the Description field and click on it. A small blinking line appears in the line of text. This blinking line is called the 'cursor', and it shows where your typing appears when you type in a field.
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Remember that you may use the arrow keys to move the cursor around the field. The Delete key allows you to remove text from a line a character at a time. |
3. Remove the existing object name, or modify it as you see fit. 4. Now you may record the description to replace the existing ID speech for this object. Click on the Record ID button, and the Record box appears as shown in Figure 42: |
Figure 42 - The Record box
Get your announcer's voice warmed up and then use the following procedures to actually record your message:
4. A beep sounds, and you read the ID description.
5. When you finish recording, click the Stop button. The recording stops, and the length of the recording displays above the Speech position scroll bar.
6. Hang up your phone.
2. Click the Play button.
If you are not satisfied with how your speech sounds, use the steps in the previous procedure to record another new speech. When you're satisfied with the speech, click the OK button. Your newly recorded ID speech replaces the previous ID speech. (Clicking the Cancel button erases your ID speech and keeps the existing ID speech.)
Disabling and enabling a tree object or its speech involves the use of the Enable controls on the object. This is a useful function if you want to close off a section of the tree. You can also use this function to suspend a specific service in your system tree. This section discusses the procedures necessary to disable and enable tree objects and their speeches, and why you might want to do so.
Disabling / Enabling Tree Objects
Concepts
Disabling a tree object comes in handy when you want to temporarily put an object 'out of commission' without deleting it. This means that you could later enable the object and use it again, whereas deleting the object removes it from the system tree. In practice, you could disable an old Announcement, then later update the speech and enable it. You could also close off a whole Announcement group by disabling the Prompt that the Announcements come from. (Although they wouldn't be disabled, their parent Prompt would be).
When you 'disable' a tree object, the application treats the object as if it weren't there. The advantage to this is that the object is still there (so you can use it later), whereas deleting the object removes the object from the system tree. Note that when you disable a tree object, the object's ID speech is not included in its parent's auto-menu. Also, the caller may not access a disabled tree object, even if they enter the touch tone for that object.
Procedures
Use the following procedure to disable or enable an object in the tree:
2. To disable an enabled object, you click the Enable check box. The X disappears from the check box, and the object is disabled.
3. To enable a disabled object, click the Enable check box. An X appears in the check box, and the tree object is enabled.
4. When you finish choosing a setting, click the OK button to save this setting and return to the system tree. If you do not wish to save these settings when you return to the system tree, click the Cancel button.
Concepts
Disabling the speech on a tree object means that the object performs each of is functions except playing the speech. Note that when you disable an object's speech, the object's ID speech is still included in an auto-menu. The system still knows the object is there, but that part of it (the speech) will be ignored. Note that an object that has some other sort of speech on it (such as an auto-menu) will still be able to process those speeches. This control is not related to the main speech of the object.
Procedures
Use the following procedure to disable/enable an object's speech:
2. To disable an enabled speech, you click the Enable Speech check box. The X disappears from the check box, and the main speech for this object is disabled.
3. To enable a disabled speech, click the Enable Speech check box. An X appears in the check box, and the speech is enabled.
4. When you finish choosing a setting, click the OK button to save this setting and return to the system tree. If you do not wish to save these settings when you return to the system tree, click the Cancel button.
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If you currently have a system tree you do not wish to change, don't worry. You may exit the Tree Editor without saving changes to the tree structure. |
The following sections discuss the procedures for adding and configuring Prompts, Announcements, and Control Points. Each section also discusses the effects that these additions have on the tree structure, and how they change the workings of the system tree. |
Prompts
In looking at the system tree, you learned that a Prompt usually plays a message, can play an auto-menu, and always waits for a touch tone response before doing anything. The Prompt 'prompts' a caller to press a button on their phone before continuing.
You would add a Prompt to a system tree when you need more space for Announcements that don't fit into any of the existing Announcement groups.
It is a simple procedure to add a Prompt to a system tree, but it requires a bit of forethought. Here are a couple of rules for adding Prompts:
• You may not add a Prompt as a branch from an Announcement, Control Point, or from the System Greeting. You may add a Prompt as a branch from another Prompt or from the Initial Prompt.
• If you add a Prompt to the tree, it must have at least one tree object (child) branching off from it. Remember that a Prompt is a parent to other tree objects. Also a Prompt may lead to another Prompt, as long as that Prompt has a group of Prompts, Announcements and/or Control Points as its children.
Adding A Prompt To The System Tree
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The Tree Object Tools are located just above the Tool Button Ribbon to the left of the screen. If you position the mouse pointer over the Prompt tree object icon (shown at left), the Status line at the bottom of the screen displays the message "Drag and drop Prompt to insert". This Drag and Drop function makes it simple to insert a Prompt by using the following procedure : |
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1. Position the mouse pointer over the Prompt tree object icon and hold down the left mouse button. 2. Without releasing the left mouse button, drag the Prompt object to the area of the tree where you wish to add it. If a black X appears on the Prompt icon (shown at left), then you can not place the Prompt object at that spot in the system tree. |
3. When you get the Prompt where you want it, drop it by releasing the left mouse button. The Insert Tree Object box appears similar to the one shown in Figure 43:
Figure 43 - The Insert Tree Object box
4. The Insert Tree Object box shows you the default referential ID number for this object. If you wish to change the number, type the desired number in the field.
5. Click the OK button of the Insert Tree Object box to insert the Prompt. If for some reason you decide not to insert the Prompt, click the Cancel button to abandon this procedure.
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After you add a Prompt, note the red X over the Prompt icon (shown at left), and the designation New Prompt. • The X indicates the Prompt is invalid until you add 'children' (in the form of Announcements, Prompts, and/or Control Points). When you add children, the X disappears. • The name New Prompt appears for each Prompt you add, and remains as such until you enter a name in the Description field in the Prompt box. |
Configuring The Added Prompt
Now you need to configure your newly added Prompt. Configuring is merely the process of setting the controls in the Prompt box so the Prompt works the way you want it to function.
To begin configuring, double click on the newly added Prompt. The Prompt box for the New Prompt appears as shown in Figure 44:
Figure 44 - The New Prompt Prompt box
The Prompt Box is divided into three Control Groups to make configuring your prompts fast and easy. These are the Prompt Info, Advertising, and Prompt Script Control Groups as shown in Figure 45.
Advertising Control Group
Prompt Script Control Group
Prompt Info Control Group
Figure 44 - The New Prompt Prompt box
Prompt Info Control Group
The Prompt Info control group contains the Prompt ID number, the Enable/Disable function, the Description field, the Enable Auto-Menu function, the Branch Password, and the Play/Record ID buttons.
Prompt ID:
The Prompt ID: field displays the Prompt's Absolute Object ID number.
Enable/Disable
The Enable/Disable function shows the status of the prompt. An X in the check box means the Prompt is enabled. A blank check box means the Prompt is disabled. You change the status by clicking on the Enable field.
Description Field
The Description field shows the title of the Prompt. To change the Description, click the Description field. Use the c and
keys to remove the existing text, then type your description for the Prompt.
Enable Auto Menu
The Enable Auto Menu field tells you if the Prompt is included in the Auto-Menu option. If you plan on using the auto-menu function for a Prompt, click on the Auto-Menu option. An X appears in the check box to the left of the Auto-Menu option when the auto-menu is active. (Remember that the auto-menu allows the caller to hear the objects under this Prompt as choices, and the corresponding numbers for these options also play.)
Branch Password
The Branch Password field displays the default Branch Password assigned to the Prompt. This password allows you to give Branch Administrators access to a particular branch without allowing them access to the rest of the system tree. This function is discussed in detail in Chapter 10 of this manual.
Play/Record ID Buttons
These buttons allow you to record, listen to and modify the ID speech of the Prompt. When you wish to record, modify or listen to the ID speech of a Prompt, follow the instructions in the previous section of this chapter entitled, "Changing an Object’s Script and ID Speech."
Advertising Control Group
The Advertising Control Group contains the Play Advertisement function and the Advertising Group function.
Play Advertisement
The Play Advertisement check box allows you the option of playing or not playing an advertisement on a Prompt. If you want a Prompt to play an Advertisement, click on the Play Advertisement check box. An X appears in the check box to indicate Advertising is active. A blank check box indicates Advertising is not activated.
If you don't have any Advertisement sponsors yet, you may opt not to use the Advertising feature. If you do decide to use Advertising anyway, there are some public service speeches recorded as Advertisements in the All Ad Group. Chapter 8 of this manual discusses Advertising in detail.
Advertising Group
The Advertising Group function controls which advertisement or advertisements play when the Prompt is accessed by a caller. This function is discussed in detail in Chapter 8 of this manual.
Prompt Script Control Group
The Prompt Script Control Group contains the Enable/Disable Speech function, the Script Editor and the Play/Record command buttons.
Enable/Disable Speech
The Enable/Disable Speech function allows you to begin the process of recording speech on the Prompt. To enable speech, click on the Enable Speech check box. An X appears in the check box, and the speech controls are enabled. You may now type a script for the prompt, record the promp’s speech and listen to the prompt’s speech.
A blank Enable Speech check box means the Speech Controls are disabled. You cannot record speech, play speech, or type the script.
Script Editor
The Script Editor allows you to type the text of the Prompt’s speech for use when recording the speech. Once you enable the Speech Controls by clicking on the Enable Speech check box, simply click in the Script Editor field to type the speech for the Prompt. Refer to the previous section in this chapter entitled, "Changing an Object’s Script and Main Speech" for detailed instructions on using the Script Editor.
Play/Record Command Buttons
These buttons allow you to both listen to (play) and record speech for the Prompt. To Record speeck for the Prompt, click on the Record button. The Record Box appears with the script you typed .Refer to the previous section in this chapter entitled, "Changing an Object’s Script and Main Speech" for detailed instructions on using the Record Box.
To hear the speech currently recorded on the Prompt, click the Play button and then pick up your local phone.
Once you finish configuring the Prompt, click the OK button on the Prompt box. Your newly created and functional Prompt appears in the system tree, similar to the one shown in Figure 46:
Figure 46 - The new Prompt
Notice the Prompt's description appears to the right of the Prompt icon. This assists you in identifying the Prompt, as well as the other objects in the tree.
The red X on the Prompt icon means the Prompt is invalid until you place tree objects under it. If we go back to the family tree model, you've got a parent without any children. Until the children are added to this parent, the system tree won't recognize the Prompt.
In most cases, you'll use Announcements as the children, but you may use a combination of Prompts, Announcements, Mailboxes, and Control Points. If you decide to add Prompts, keep in mind that a Prompt can't be the end of a branch on the tree. You must end a branch with a Mailbox, Announcement, or Control Point.
Announcements
The primary purpose of an Announcement is to play an informative speech to a caller. The speech that an Announcement plays can consist of a wide variety of things. The only limitations to what is on the speech are those that you place on them. You can configure the Announcement to hang up the phone or go to another object in the tree, after it completes its tasks.
You would add an Announcement to a system tree whenever you want to add another informative speech for callers to hear. Announcements are very versatile tree objects, and may be placed almost anywhere. You could add an Announcement to an existing Announcement group, or it may stand alone.
It is a simple procedure to add an Announcement to a system tree, but it requires a bit of forethought. Here is the rule for adding Announcements:
You may not add an Announcement as a branch from an Announcement, Control Point or from the System Greeting. This means you must add an Announcement as a branch from a Prompt or from the Initial Prompt.
Adding An Announcement To The System Tree
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The Tree Object Tools are located just above the Tool Button Ribbon to the left of the screen. If you position the mouse pointer over the Announcement tree object icon (shown at left), the Status line at the bottom of the screen displays the message "Drag and drop Announcement to insert". This Drag and Drop function makes it simple to insert a Announcement by using the following procedure: : |
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1. Position the mouse pointer over the Announcement tree object icon and hold down the left mouse button. 2. Without releasing the left mouse button, drag the Announcement object to the area of the tree where you wish to add it. If a black X appears on the Announcement icon, then you can not place the Announcement object at that spot in the system tree. |
3. When you get the Announcement where you want it, drop it by releasing the left mouse button. The Insert Tree Object box appears similar to the one shown in Figure 43:
Figure 47 - The Insert Tree Object box
4. The default referential ID number for this object appears in the Touch-Tone Number field. If you wish to change the number, type the desired number in the field.
Click the OK button of the Insert Tree Object box to insert the Announcement. If for some reason you decide not to insert the Announcement, click the Cancel button to abandon this procedure.
After adding the Announcement to the system tree, it should now appear similar to the one shown in Figure 48:
Figure 48 - The newly added Announcement
Note the designation New Announcement next to the Announcement icon. The name New Announcement appears for each Announcement you add, and remains as such until you enter a name in the Description field in the Announcement box.
Also note the words are slightly lighter than the ones for the other Announcements. This is because the new Announcement is not yet enabled. The number to the left of the description is the Announcement's touch tone number (the digit or digits a caller presses to access the Announcment from its Parent Prompt).
Configuring The Added Announcement
Now you need to 'configure' your newly added Announce-ment. Configuring is merely the process of setting the controls in the Announcement box so that the Announcement works correctly.
To begin configuring, double click on the newly added Announcement. The Announcement Box for the new Announcement appears as shown in Figure 49.
Figure 49 -- The New Announcement Announcement Box
The Announcement Box is divided into three Control Groups to make configuring your prompts fast and easy. These are the Announcement Info, Upon Completion, and Announcement Script Control Groups as shown in Figure 50.
Upon Completion Control Group
Announcement Script Control Group
Announcement Info Control Group
Figure 49 - The Announcement box’s Control Groups
Announcement Info Control Group
The Announcemnt Info Control Group contains the Announcement ID number, the Enable/Disable function, the Description field, the Include in TT Directory function, and the Play/Record ID buttons.
Announcement ID:
The Announcement ID: field displays the Announcement’s Absolute Object ID number.
Enable/Disable
The Enable/Disable function shows the status of the Announcement. An X in the check box means the Announcement is enabled. A blank check box means the Announcement is disabled. You change the status by clicking on the Enable field.
Description Field
The Description field shows the title of the Announcement. To change the Description, click the Description field. Use the c and
keys to remove the existing text, then type your description for the Announcement.
Include in TT Directory
The check box of this function shows the staus of the Announcement. An X in the check box means the Announcement is included in a Touch Tone Directory. A blank check box means the Announcement is not included in a Touch Tone Directory. This advanced function is explained in detail in the Touch Tone Directories section of Chapter 9 of this manual.
Play/Record ID Buttons
These buttons allow you to record, listen to and modify the ID speech of the Announcement. When you wish to record, modify or listen to the ID speech of a Announcement, follow the instructions in the previous section of this chapter entitled, "Changing an Object’s Script and ID Speech."
Upon Completion Control Group
The Upon Completion Control Group contains the Goto function and the Hangup Phone function. The Goto * setting is the default setting for Announcements.
Goto
The Goto function allows you to send a caller to another spot in the system tree after hearing an Announcement’s message. The most common place to send a caller is back to a menu. This could be either the Initial Prompt's menu or the Parent’s prompt menu. Sending the caller back to a menu allows the caller to access multiple tree objects during one phone call.
The "*" (star) in the Goto field is the default setting, and sends the caller back to this Announcement's parent Prompt. If you wish to send the caller back to the Initial Prompt, then delete the star (*) and type 01 in the field.
Hangup Phone
Selecting the Hangup Phone control tells the application to hang up when the Announcement's other functions are finished. You select this option by clicking on the check circle. Selecting this option limits callers to one choice per phone call. If a caller wanted to hear another announcement, they would need to call the system again.
Please Note: You may select either Goto or Hangup Phone but not both.
Announcement Script Control Group
The Announcement Script Control Group contains the Script Editor and the Play/Record command buttons.
Script Editor
The Script Editor allows you to type the text of the Announcement’s speech for use when recording the speech. Once you enable the Speech Controls by clicking on the Enable Speech check box, simply click in the Script Editor field to type the speech for the Announcement. Refer to the previous section in this chapter entitled, "Changing an Object’s Script and Main Speech" for detailed instructions on using the Script Editor.
Play/Record Command Buttons
These buttons allow you to both listen to (play) and record speech for the Announcement. To Record speeck for the Announcement, click on the Record button. The Record Box appears with the script you typed .Refer to the previous section in this chapter entitled, "Changing an Object’s Script and Main Speech" for detailed instructions on using the Record Box.
To hear the speech currently recorded on the Announcement, click the Play button and then pick up your local phone.
Once you finish configuring the Announcement, click the OK button on the Announcement box. You newly created and functional Announcement appears in the system tree, similar to the one shown in Figure 51:
Figure 51 - The new Announcement
Notice that the Announcement's description appears to the right of the Announcement icon. This assists you in identifying the Announcement, as well as the other objects in the tree.
Mailboxes
The primary purpose of a Mailbox is to allow callers to leave messages for the Mailbox owner. The owner of the Mailbox calls in to their Mailbox to retrieve their messages. You may also configure the Mailbox to hang up the phone or go to another object in the tree, after it completes its tasks.
You would add a Mailbox to a system tree whenever you get another subscriber to your system that wants a Mailbox. Mailboxes are very versatile tree objects, and may be placed almost anywhere. You could add a Mailbox to an existing Mailbox group, or it may stand alone.
It is a simple procedure to add a Mailbox to a system tree, but it requires a bit of forethought. Here is the rule for adding Mailboxes:
You may not add a Mailbox as a branch from a Mailbox, Announcement, or Control Point, or from the System Greeting. This means you may add a Mailbox as a branch from a Prompt, or from the Initial Prompt.
Adding A Mailbox To The System Tree
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The Tree Object Tools are located just above the Tool Button Ribbon to the left of the screen. If you position the mouse pointer over the Mailbox tree object icon (shown at left), the Status line at the bottom of the screen displays the message "Drag and drop Mailbox to insert". This Drag and Drop function makes it simple to insert a Mailbox by using the following procedure: : |
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1. Position the mouse pointer over the Mailbox tree object icon and hold down the left mouse button. 2. Without releasing the left mouse button, drag the Mailbox object to the area of the tree where you wish to add it. If a black X appears on the Mailbox icon, then you can not place the Mailbox object at that spot in the system tree. |
3. When you get the Mailbox where you want it, drop it by releasing the left mouse button. The Insert Tree Object box appears similar to the one shown in Figure 52:
Figure 52 - The Insert Tree Object box
4. The default referential ID number for this object appears in the Touch-Tone Number field. If you wish to change the number, type the desired number in the field.
Now click the OK button to insert the Mailbox. If for some reason you decide not to insert the Mailbox, you may click the Cancel button to abandon this add procedure.
After adding the Mailbox to the system tree, it should now appear similar to the one shown in Figure 53:
Figure 53 - The newly added Mailbox
Note the designation New Mailbox next to the Mailbox icon. The name New Mailbox appears for each Mailbox that you add, and remains as such until you enter a name in the Description field in the Mailbox box. Note that the words are slightly lighter than the ones for the other Mailboxes. This is because this new Mailbox is not yet enabled. The number to the left of the description is the Mailbox’s touch tone number.
Configuring The Added Mailbox
Now you need to 'configure' your newly added Mailbox. Configuring is merely the process of setting the controls in the Mailbox dialog box so that the Mailbox works correctly.
To begin configuring, double click on the newly added Announcement. The Announcement Box for the new Announcement appears as shown in Figure 54.
Figure 54 - The New Mailbox Mailbox box
The Mailbox box is divided into five Control Groups to make configuring your mailboxes fast and easy. These are the Mailbox Info, Upon Completion, Settings, Left Messages, and Mailbox Script Control Groups as shown in Figure 55.
Mailbox Info Control Group
Upon Completion Control Group
Left Messages Control Group
Mailbox Script Control Group
Settings Control Group
Figure 55 -- The Mailbox box’s Control Groups
Mailbox Info Control Group
The Mailbox Info Control Group contains the Mailbox ID number, the Enable/Disable Function, the Description field, the Include in TT Directory Function, the Enable/Disable Record Function, and the Play/Record ID buttons.
Mailbox ID:
The Mailbox ID: field displays the Mailbox’s Absolute Object ID number.
Enable/Disable
The Enable/Disable function shows the status of the Mailbox. An X in the check box means the Mailbox is enabled. A blank check box means the Mailbox is disabled. You change the status by clicking on the Enable field.
Description Field
The Description field shows the title of the Mailbox. To change the Description, click the Description field. Use the c and
keys to remove the existing text, then type your description for the Mailbox.
Include in TT Directory
The check box of this function shows the staus of the Mailbox. An X in the check box means the Mailbox is included in a Touch Tone Directory. A blank check box means the Mailbox is not included in a Touch Tone Directory. This advanced function is explained in detail in the Touch Tone Directories section of Chapter 9 of this manual.
Enable Record
The Enable Record check box allows you (the system administrator), the Branch Administrator or the Mailbox Owner (usually a Teacher) to toggle between accepting messages and not accepting messages. An X in the check box means the Mailbox is able to record messages from callers. If the check box is blank, the Mailbox cannot accept messages from callers. (With this function disabled, a mailbox basically becomes an announcement.)
Play/Record ID Buttons
These buttons allow you to record, listen to and modify the ID speech of the Mailbox. When you wish to record, modify or listen to the ID speech of a Mailbox, follow the instructions in the previous section of this chapter entitled, "Changing an Object’s Script and ID Speech."
Upon Completion Control Group
The Upon Completion Control Group contains the Goto function and the Hangup Phone function. The Hangup Phone function is the default setting for Mailboxes.
Goto
The Goto function allows you to send a caller to another spot in the system tree after hearing and responding to a Mailbox’s message. The most common place to send a caller is back to a menu. This could be either the Initial Prompt's menu or the Parent’s prompt menu. Sending the caller back to a menu allows the caller to access multiple tree objects during one phone call.
The "*" (star) in the Goto field sends the caller back to this Mailbox's parent Prompt. If you wish to send the caller back to the Initial Prompt, then delete the star (*) and type 01 in the field.
Hangup Phone
Selecting the Hangup Phone control tells the application to hang up when the Mailbox's other functions are finished. You select this option by clicking on the check circle. (This is the default setting for mailboxes.)
Please Note: You may select either Goto or Hangup Phone but not both.
Settings Control Group
The Settings Control Group contains the Password Function, the Message Limit Function, and the Delete After __ Days Function.
Password
The system randomly generates and assigns a password to each newly added mailbox. Each Password that the system assigns is different from the other Mailbox Passwords. If you wish, you may enter a different number into the Password field.
Message Limit
The Message Limit field contains the default setting of "24". If you wish to use a bigger or smaller number for the message limit, you may enter that number into the Message Limit field.
Delete After __ Days
The Delete After __ Days field contains the default setting of "14". If you wish to allow the message to remain in the mailbox for more or less time, you may enter that number of days into the Delete After __ Days field.
Left Messages
The Left Messages Control Group contains the Message List Box and the Play command button.
Message List Box
The Message List Box displays a list of messages left by callers.
Play Command Button
The Play Command Button allows you (the System Administrator) to listen to any of the listed messages. Simply highlight a message by clicking on it in the list and then click the play button.
Mailbox Script Control Group
The Mailbox Script Control Group contains the Script Editor and the Play/Record command buttons.
Script Editor
The Script Editor allows you to type the text of the Mailbox’s greeting speech for use when recording the speech. Simply click in the Script Editor field to type the speech for the Mailbox’s Greeting Speech. Refer to the previous section in this chapter entitled, "Changing an Object’s Script and Main Speech" for detailed instructions on using the Script Editor.
Play/Record Command Buttons
These buttons allow you to both listen to (play) and record speech for the Mailbox. To Record speech for the Mailbox, click on the Record button. The Record Box appears with the script you typed .Refer to the previous section in this chapter entitled, "Changing an Object’s Script and Main Speech" for detailed instructions on using the Record Box.
To hear the speech currently recorded on the Mailbox, click the Play button and then pick up your local phone.
Once you finish configuring the new mailbox, click the OK button on the Mailbox. Your newly created and functional Mailbox appears in the system tree, similar to the one shown in Figure 56:
Figure 56 - The new Mailbox
Notice that the Mailboxes' description appears to the right of the Mailbox picture. This assists you in identifying the Mailbox, as well as the other objects in the tree.
Control Points
Control Points allow you to perform special functions. The primary function of a Control Point is to 'chain' the Parent Teacher Hotline application to another ESC Phone application. This means that you may access part of another application through the Parent Teacher Hotline system tree.
You can also use a Control Point to go to another tree object in the same system tree, go to a different application, or hang up the phone. A Control Point may also act as a Touch Tone Directory.
You would add a Control Point to a system tree whenever you want to add more functionality to your system tree. Control Points are very versatile tree objects, and may be placed almost anywhere. You could add a Control Point to an Announcement group or under a Prompt, or it may stand alone.
It is a simple procedure to add a Control Point to a system tree, but it requires a bit of forethought. Here is the rule for adding Control Points:
You may add a Control Point as a branch from a Prompt, or from the Initial Prompt only. This means that you may not add a Control Point as a branch from an Announcement, another Control Point or from the System Greeting.
Adding A Control Point To The System Tree
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The Tree Object Tools are located just above the Tool Button Ribbon to the left of the screen. If you position the mouse pointer over the Control Point tree object icon (shown at left), the Status line at the bottom of the screen displays the message "Drag and drop Control Point to insert". This Drag and Drop function makes it simple to insert a Control Point by using the following procedure: : |
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1. Position the mouse pointer over the Control Point tree object icon and hold down the left mouse button. 2. Without releasing the left mouse button, drag the Control Point object to the area of the tree where you wish to add it. If a black X appears on the Control Point icon, then you can not place the Control Point object at that spot in the system tree. |
3. When you get the Control Point where you want it, drop it by releasing the left mouse button. The Insert Tree Object box appears similar to the one shown in Figure 57:
Figure 57 - The Insert Tree Object box
4. The default referential ID number for this object appears in the Touch-Tone Number field. If you wish to change the number, type the desired number in the field.
Now click the OK button to insert the Control Point. If for some reason you decide not to insert the Control Point, you may click the Cancel button to abandon this add procedure.
After adding the Control Point, it should now appear similar to the one shown in Figure 58:
Figure 58 - The newly added Control Point
Note the designation New Control Point next to the Control Point picture. The name New Control Point appears for each Control Point that you add, and remains as such until you enter a name in the Description field in the Control Point box. Note that the words are slightly lighter than the ones for the other tree objects. This is because this new Control Point is not yet enabled. The number to the left of the description is the Control Point's touch tone number.
Configuring The Added Control Point
Now you need to 'configure' your newly added Control Point, so that it may serve you as you wish. Configuring is merely the process of setting the controls in the Control Point box so that the Control Point works correctly.
Before you configure (or for that matter, add) a Control Point, you should have its purpose in mind. The Control Point could do many things, such as chain to another application, then come back and either hang up or go to another object in the tree.
To begin configuring, double click on the newly added Control Point. The Control Point box for the New Control Point appears as shown in Figure 59:
Figure 59 - The New Control Point Control Point box
The Control Point Box is divided into four Control Groups to make configuring your Control Points fasy and easy. These are the Control Point Info, Advertising, Control Function, and Control Action Control Groups as shown in Figure 60.
Advertising Control Group
Control Action Control Group
Control Function Control Group
Control Point Info Control Group
Figure 60 -- The Control Point box Control Groups
Control Point Info Control Group
The Control Point Info Control Group contains the Control Point ID number, the Enable/Disable Function, the Description Field, and the Play/Record ID buttons.
Control Point ID:
The Control Point ID: field displays the Mailbox’s Absolute Object ID number.
Enable/Disable
The Enable/Disable function shows the status of the Control Point. An X in the check box means the Control Point is enabled. A blank check box means the Control Point is disabled. You change the status by clicking on the Enable field.
Description Field
The Description field shows the title of the Control Point. To change the Description, click the Description field. Use the c and
keys to remove the existing text, then type your description for the Control Point.
Play/Record ID Buttons
These buttons allow you to record, listen to and modify the ID speech of the Control Point. When you wish to record, modify or listen to the ID speech of a Control Point, follow the instructions in the previous section of this chapter entitled, "Changing an Object’s Script and ID Speech."
Advertising Control Group
The Advertising Control Group contains the Play Advertisement function and the Advertising Group function.
Play Advertisement
The Play Advertisement check box allows you the option of playing or not playing an advertisement on a Control Point. If you want a Control Point to play an Advertisement, click on the Play Advertisement check box. An X appears in the check box to indicate Advertising is active. A blank check box indicates Advertising is not activated.
If you don't have any Advertisement sponsors yet, you may opt not to use the Advertising feature. If you do decide to use Advertising anyway, there are some public service speeches recorded as Advertisements in the All Ad Group. Chapter 8 of this manual discusses Advertising in detail.
Advertising Group
The Advertising Group function controls which advertisement or advertisements play when the Control Point is accessed by a caller. This function is discussed in detail in Chapter 8 of this manual.
Control Function Control Group
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An option button that has not been selected
An option button that has been selected |
The Control Function Control Group contains the Chain To function, the List Touch Tone Directory function, and the No Control Function option. Only one of this control group’s three functions may be enabled for a Control Point at any time. To choose an option, click on the option or in the option button next to it. Once selected, a black circle appears within the white one. . |
Chain To
If you wish to chain this application to another ESC application, you may do so by clicking the Chain To check box. When an X appears in the box, the Chain To function is activated.
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When using the Chain To function, you must tell Parent Teacher Hotline which application to access, and then where to go in that application's system tree. To select a application to chain to, click the downward pointing arrow in the Chain To field. A listing of the ESC phone applications that you have appears, and you select the application to chain to by clicking it. |
The Goto field to the right of the Chain To field allows you to access a certain object or part of the other application's system tree. Simply type the ID number of the object you want the caller to reach into the Goto field. For example, if you want the caller to access the Initial Prompt of the other application, you would type in 01.
If you use the Chain To function, be aware that the caller only has access to the parts of the other application that you allow. It is best to send them to an area specially designed to hang up when their business there is done. When the application finds the Hangup Phone option in this other application, it returns the caller to the Control Point in this application. The application then completes any other tasks (Hangup Phone or Goto) on the Control Point.
List Touch Tone Directory
This option allows a caller to enter the first few letters of a Control Point Description, using their phone buttons. If you enter "Lunch" in the Description field, then the caller would press 58624, which are the numbers corresponding to the letters on their phone buttons. The system then tells the caller the touch tones to reach all the Control Points begining with those letters. This advanced function is explained in detail in the Touch Tone Directories section of Chapter 9 of this manual.
No Control Function
You select this option when you don’t wish to Chain to another application or include the Control Point in a Touch Tone Directory.
Control Action
The Control Action Control Group contains the Goto, Hangup Phone and Transfer Caller To functions. Only one of these functions may be selected for a Control Point at any time. Select an option by clicking on it or the option button next to it.
Goto
The default setting for Control Points is Goto, but you may choose to have the caller do something else. The common place to send the caller is back to a menu (i.e., a Prompt), either the Initial Prompt's menu or the last menu that this Control Point falls under.
If you wish to use the Goto feature to send the caller to the parent of this Control Point, click on Goto to activate it. The "*" (star) in this field is the default setting, and sends the caller back to the parent Prompt.
If you wish to send the caller back to the Initial Prompt, then delete the star (*) and type "01" in the field.
Hangup Phone
Selecting the Hangup Phone control tells the application to hang up when the Control Point’s other functions are finished.
Transfer Caller To
This function allows you to transfer a caller to another phone number outside your system. Click on the Transfer Caller To radio button to activate it. Then press v or click on the entry field to move the cursor into it. You must type in the control characters and phone number that you want callers transferred to.
Now, if a caller goes to this control point, your program will dial the number you just entered into the Transfer Caller To field, and then, once the connection is made, your computer will hang up, leaving the caller on the line to the new number. If that number is busy, the caller will hear the busy signal, and can try back later. For more information on the Transfer Callers function, see the Advanced Functions and Features chapter of this manual.
Once you finish configuring the Control Point, click the OK button on the Control Point box. You newly created and functional Control Point appears in the system tree, similar to the one shown in Figure 61:
Figure 61 - The new Control Point
Notice that the Control Point's description appears to the right of the Control Point picture. This assists you in identifying the Control Point, as well as the other objects in the tree.
The purpose of deleting tree objects is to get rid of unused sections of your system tree. This frees up space for other objects in the tree, and keeps things from getting complicated. Deleting a tree object removes it from the tree permanently, unless you use the Undo Delete command, or exit the application without committing the changes to the tree. If you don't want to remove a tree object from the tree but you don't want callers to reach it, you may 'Disable' the object. This means that it is still there, but is not currently in use.
Deleting Tree Objects
Deleting Tree Objects is a simple procedure. You need to remember when deleting Prompts, you also delete any branches that come from that Prompt.
Use the following procedure to delete an object from the system tree:
• First, select the object you wish to delete so that a blue bar appears on that tree object. You may click the object to select it, or you may use the wy keys on your keyboard).
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You may also delete the object by selecting it and clicking the Prune button. |
• Now press the c key on your keyboard. The Advisory message appears as shown in Figure 62: |
Figure 62 - The Advisory message
• Clicking on the No button cancels the deletion. For right now, though, click on the Yes button to delete the tree object.
Note that the object (objects, in the case of a Prompt deletion) is gone. When a caller calls into the system, they will no longer be able to access the deleted object(s).
If you delete an object while viewing the tree using Full Expansion mode, you should also delete any Place Holders that lead to this object. For more information about Place Holders, refer to the "Advanced Functions And Features" chapter.
Undeleting Tree Objects
If you accidentally delete an object, don't worry. Fortunately, the application provides you with an Undo command that allows you to replace accidentally deleted tree objects. Providing that you haven't performed any other deletions after the one you want to undelete, you may use the Undo command from the Edit menu.
Use the following procedure to undelete an object:
• Locate the Menu bar at the top of the Parent Teacher Hotline window. Click on the Edit menu heading, and the Edit menu appears as shown in Figure 63:
Figure 63 - The Edit menu
• Select the Undo (Undo Delete) Command by clicking it. The deleted object reappears, exactly as it was before you deleted it.
Keep in mind that the Undo Delete function will not work if you deleted an object or (objects) after the one you wish to undelete. In other words, the Undo Delete function only works on the object or objects that you last deleted.
Also, the Undo Delete function will not work if you commit changes to the system tree. Once you commit any changes to the tree, the deleted object(s) cannot be retrieved.
When you finish designing, building, editing, or otherwise modifying the system tree, it's time to make these changes final. So far, all you've done was save the changes to the tree in the editing session. Now it's time to 'commit' the system tree. 'Committing' is simply the process of saving all of the changes you made in the current editing session to the system.
Once you commit the changes, the new system tree takes effect. You may even commit changes while the Parent Teacher Hotline application is up and running. If a caller is in the system when you commit the changes, they are put 'on hold' while the system updates. While the caller waits (for about 30 seconds), they hear the standard brand of elevator music that you normally hear when put on hold. When the system finishes updating, the caller returns to the system and may continue their tasks.
If a caller is in the system recording a speech, the system waits until they are done before committing the changes. An Advisory message appears, telling you that there is a caller in the system. You have the option of canceling the operation, or waiting until the caller is done recording their speech.
If a caller calls in while you are committing the changes, then the phone will continue to ring until the system is finished with the updates. When the updates are complete, the system responds and the caller may access the system normally.
Use the following procedure to commit the changes to your system tree:
• While viewing the system tree, click the File menu heading located on the Menu bar. The File menu appears.
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• Click the Commit Changes menu option. The mouse pointer turns into an hourglass while the application makes the necessary changes. If you have any applications running currently, then the Prepare to Commit box appears as shown to the left. |
When the lines are available, the system commits the changes. When it finishes, you return to the system tree. You can now continue editing, or you can exit the application.
• If the system is busy (i.e., a caller is in the system), then an Advisory message appears, telling you that it is not possible to commit the changes at this time. You can cancel this operation by clicking the Cancel button on the Advisory message box, or you can wait until the system finds the lines needed to commit.
If you 'cancel' the operation, the system does not commit the changes to the system tree. You must try again later. If the system is free (i.e., there is no caller in the system), then the changes are committed. If there is a caller in the system, then the Advisory message box appears again.
