KONEXX, Unlimited Systems Corp., Inc.
Konexx USB Phone 2 PC
This document describes the Konexx USB Phone 2 PC product. This document consists of the
following sections:
1.
2.
3.
4.
5.
Introduction
Computer Requirements
Hardware
Software
Features
Introduction:
Konexx has been designing and manufacturing computer to telephone interface products for
more than 13 years. In 1999 Konexx expanded its computer to telephone product line to include
a suite of cost effective telephone conversation recording solutions called Phone 2 PC. This
recording solution suite consisted of an easy to install telephone to computer sound card
interface device and a suite of recording software programs. The software programs were
developed to satisfy the recording needs for various business applications.
The USB Phone 2 PC is a recording solution consisting of the USB Phone 2 PC interface and
recording software. The USB Phone 2 PC interface is a combination telephone to computer
interface and sound card combination. The USB Phone 2 PC interface obtains its power from
the computer’s USB port and does not require any other power source, making it ideal for laptop
users. The USB Phone 2 PC is compatible with computers running Microsoft Windows 98 SE,
Millennium, 2000 or XP Operating System (OS).
With the USB Phone 2 PC solution, you can record telephone conversation, conference calls via
a speakerphone, dictations or meetings. The USB Phone 2 PC comes with hardware to connect
to your telephone handset or headset port for recording phone conversations. An optional
connection for the supplied external microphone is provided for recording calls made on the
speakerphone, meetings or dictation. The USB Phone 2 PC enables the playback of audio files
through the telephone set for parties at the other end of your call to hear them. User’s of the
USB Phone 2 PC can also enable a recording “Beep Tone” generation to comply with the “two
party notification” recording laws in some states.
The USB Phone 2 PC solution is easy to use and easy to install. The software comes with an
installation wizard to walk you through the install process. The software registration is coded
into the USB Phone 2 PC interface, eliminating the need to register the software on-line or via
telephone and making it simple to relocate the software from one computer to another.
The USB Phone 2 PC records conversations directly to your computer. Recordings can be
saved directly to your hard drive or a server. The recordings are stored in the form of a “wav”
file. 1 hour of recording consumes only 5.6 MB of disk space. Recordings can be archived to a
CD or DVD. Over 100 hours of recordings can be archived to a CD.
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Computer Requirements:
Konexx recommends the following computer requirements for using the USB Phone 2 PC
product:
Operating system - Microsoft 98SE, ME, 2000 or XP.1
Processor – Pentium II @350 MHz, 128 MB RAM and 1 GB free hard disk space.2
USB Port – 1.0, 1.1 or 2.0 and either OHCI or UHCI serial bus controller.1
Hardware:
The Konexx USB Phone 2 PC recording solutions come with the following hardware:
•
•
•
•
USB Phone 2 PC Interface
Telephone to Interface connection cable.
External microphone
External microphone to Interface connection cable.
USB Phone 2 PC Interface –
This device connects the telephone to the computer. The interface unit contains a USB audio
(USB sound card) circuit and components to interface a telephone set (the telephone’s handset
port) to the computer. Playing of audio files through the telephone is supported with this
interface. The interface is compatible with any telephone set (analog or digital) that has a
“modular handset connection”3. The product can also interface between a headset and the
telephone in lieu of the handset port. An optional connection to an external microphone is
included for dictation purposes or to record conference calls or meetings.
The interface obtains its power from the computer’s USB port. The interface contains the
software license, making it easy for the user to relocate the Phone 2 PC recording solution from
one computer to another, eliminating the email or phone software registration process.
The USB Phone 2 PC interface contains 3 connections (see Figure 1). The connections are:
! USB This connection is a cable approximately 8 inches long and has a fixed termination to the
USB Phone 2 PC interface at one end. The other end terminates to a USB type A plug.
The USB cable connects to the computer’s USB port.
! SPKR –
This connection is a 3.5mm stereo jack. This jack is for connection of external speakers. If
your computer already has speakers connected to an existing sound card, it is not
necessary to relocate them to the USB Phone 2 PC interface, the USB Phone 2 PC
software allows you to use the existing sound card for audio playback.
! HANDSET –
This connection is a RJ11 (6P6C) jack. The “HANDSET” jack is used in conjunction with
the “Telephone to Interface connection cable”, connecting the telephone set to the USB
Phone 2 PC interface. It can optionally be used to connect an external microphone only
utilizing the supplied “External Microphone to Interface” connection cable.
1
These attributes are required for using Konexx USB Phone 2 PC product.
These attributes are only recommendations for optimized performance. Konexx USB Phone 2 PC will
run quite well on systems with less capability than those recommended.
2
3
A “modular handset connection” means that the handset-coiled cord unplugs from the telephone base.
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The USB Phone 2 PC interface has a small-unlabeled slide switch located on the side of the
unit. This switch is called the “Hum Switch” (ref. Figure 1). The “Hum Switch” is normally not
used. In some installations users may experience a hum or buzz in the recordings or on their
telephone’s receiver when the interface is connected. If this hum or buzz is experienced, the
“Hum Switch” should be switched to the opposite side.
Telephone to Interface connection cable –
This cable connects your telephone set to the USB Phone 2 PC interface. This cable also has a
jack to optionally connect the supplied external microphone if you wanted to alternate between
telephone recording and dictation without reconnecting cables. The “Telephone to Interface
connection cable has 4 connectors (see Figure 2). The 4 connectors are:
! P1 –
This is a RJ11 (6P6C) plug. This plug connects to the USB Phone 2 PC interface jack
labeled “HANDSET”.
! P2 –
This is a RJ22 (4P4C) plug. This plug connects to the telephone base unit where the
handset-coiled cord normally connects. Alternately, if you are using a headset with an
amplifier box, this plug connects to the telephone set where the headset amplifier box
would normally connect.
! J1 –
This is an RJ22 (4P4C) jack. This jack is where the telephone handset (with coiled cord
attached) should be connected. Alternately, if you were using a headset with an amplifier
box, the headset amplifier box would connect to this jack.
! J2 –
This is a 3.5mm stereo jack. This jack is provided for connecting the supplied external
microphone. Connection of the external microphone is optional.
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External Microphone –
This microphone has good sensitivity and comes with a “saddle” for the microphone to set in.
The “saddle” can be affixed to your computer monitor or the telephone set. The microphone has
a cable approximately 6 foot long with a 3.5mm stereo plug (see Illustration 1).
External Microphone to Interface connection cable –
The use of this cable is optional. It is supplied for the user that wants to dictate, record
conference calls, meetings or interviews and does not need to record phone conversations. The
cable has two connectors (see Figure 3). The connectors are:
! P1 –
This is a RJ11 (6P6C) plug. This plug connects to the USB Phone 2 PC interface jack
labeled “HANDSET”.
! J1 –
This is a 3.5mm stereo jack. This jack is provided for connecting the supplied external
microphone.
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Hardware Installation Connecting the USB Phone 2 PC hardware is simple.
Figure 4 is a connection diagram showing the hardware connected to a desktop computer using
the Interface for the speaker connection and the external microphone connected to the
“Telephone to Interface connection cable”.
Figure 5 is a connection diagram showing the hardware connected to a desktop computer using
the Interface for the speaker connection and the use of a headset.
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Figure 6 is a connection diagram showing the hardware connected to a laptop computer using
the External microphone connected to the interface with the “External microphone to interface
connection cable”. This is a typical installation when the product is being used for recording
dictation, meetings, interviews or conference calls.
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Software:
The USB Phone 2 PC recording solution suite offers different software solutions for your
recording needs. There are three (3) main software editions to select from and four (4) specialty
editions. The three main software editions are:
• Basic
• Advanced
• Call Center
The four specialty software editions are:
• Secure
• Law Enforcement
• Law Enforcement with Transcription
• Basic with Transcription
The USB Phone 2 PC software requires Microsoft Windows 98SE, ME, 2000 or XP operating
systems and will not run unless the USB Phone 2 PC hardware is attached to the computer.
All editions of the USB Phone 2 PC software includes an easy to follow “Installation Wizard” that
steps the user through the entire process of installing the hardware and software. The
“Installation Wizard” also provides the installer with steps to test the connections to ensure
proper operation.
The following provides a brief description of the various software editions. Information on the
feature details of the various software editions will be covered in the “Features” section of this
document.
Basic Edition –
Basic Edition is an “On Demand” recording solution. “On Demand” means the user must
manually start and stop the recording function by clicking on an icon. The Basic Edition contains
(as the name implies) the basic recording functions and is absent of some of the features such
as “Book Marking”, “Annotation” and “Voice Activation” contained in our more advanced
recording software. The Basic Edition does provide the ability to:
!
!
!
!
!
!
!
Record telephone calls or from the external microphone.
Email recordings directly from the program.
Select automatic file naming.
Name recordings with a date and time stamp.
Ability to play audio files through the telephone to parties at the other end of your call.
Enable “Beep Tone” insertion to alert that calls are being recorded.
Records in a highly compressed good sound quality GSM mode, which only consumes
5.6MB of disk space per hour of recording.
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Figure 8 is a “screen shot” of the Basic Edition program’s user interface.
Advanced Edition –
Advanced Edition contains all the capabilities of the Basic Edition, which are:
!
!
!
!
!
!
!
Record telephone calls or from the external microphone.
Email recordings directly from the program.
Select automatic file naming.
Name recordings with a date and time stamp.
Ability to play audio files through the telephone to parties at the other end of your call.
Enable “Beep Tone” insertion to alert that calls are being recorded.
Records in a highly compressed good sound quality GSM mode, which only consumes
5.6MB of disk space per hour of recording.
Advanced Edition also includes the following additional capabilities:
! Voice Activation option – which automatically starts the recording process when sound is
detected and automatically stops the recording process when a user-defined period of
silence is detected.
! Annotation – the ability to append a recorded note or message to the end or beginning of a
recording.
! Book Marking – the ability to insert a visible mark on a recording “time line” during the
recording or playback process. The “Book Marking” of important points in the recording is a
great tool for training purposes or to save time when playing long recordings by enabling
the listener to go straight to the salient points in the recording.
! Announcement Manager – Allows an easy to use file selection table for selecting audio
files to play through the telephone, even while recording. This is a great utility for
automatically making announcements, presentations or any repetitive statements to the
called party.
! File Editor – allows the editing (cutting or cropping) of recordings.
! Minimized Screen Mode – allows the application to be run in a reduced screen mode,
taking up less space on your computer monitor.
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Figure 9 is a “screen shot” of the Advanced Edition program’s user interface (main screen
mode).
Figure 10 is a “screen shot” of the Advanced Edition program’s user interface (reduced screen
mode).
Call Center Edition –
Call Center Edition is designed for use in a location where management does not want the user
to have any control over the recording process or have access to any of the feature settings,
such as a call center agent’s desk. Call Center Edition contains all the capabilities of the
Advanced Edition, which are:
!
!
!
!
!
!
!
Record telephone calls or from the external microphone.
Email recordings directly from the program.
Select automatic file naming.
Name recordings with a date and time stamp.
Ability to play audio files through the telephone to parties at the other end of your call.
Enable “Beep Tone” insertion to alert that calls are being recorded.
Records in a highly compressed good sound quality GSM mode, which only consumes
5.6MB of disk space per hour of recording.
! Voice Activation option – which automatically starts the recording process when sound is
detected and automatically stops the recording process when a user-defined period of
silence is detected.
! Annotation – the ability to append a recorded note or message to the end or beginning of a
recording.
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! Book Marking – the ability to insert a visible mark on a recording “time line” during the
recording or playback process. The “Book Marking” of important points in the recording is a
great tool for training purposes or to save time when playing long recordings by enabling
the listener to go straight to the salient points in the recording.
! Announcement Manager – Allows an easy to use file selection table for selecting audio
files to play through the telephone, even while recording. This is a great utility for
automatically making announcements, presentations or any repetitive statements to the
called party.
! File Editor – allows the editing (cutting or cropping) of recordings.
! Minimized Screen Mode – allows the application to be run in a reduced screen mode,
taking up less space on your computer monitor.
Call Center Edition also includes the following additional capability:
! Has an optional screen mode called “Agent Logger Mode” which takes all control and
intervention away from the user. The “Agent Logger Mode” only presents a small (.38 “ X
.38”) icon on the monitor and activates the voice activated recording and auto naming
functions of the program.
Figure 11 is a “screen shot” of the Call Center Edition program’s user interface (main screen
mode a.k.a. “Supervisor” mode”)
Figure 12 is a “screen shot” of the Call Center Edition program’s user interface (reduced screen
mode, a.k.a. “Agent On Demand” mode).
Figure 13 is a “screen shot” of the Call Center Edition program’s user interface
(“Agent Logger” mode).
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Secure Edition –
Secure Edition was developed for applications that require recordings to be resistant to
tampering or that may be used for evidentiary purposes. Such as private investigators,
insurance companies, etc.. Much like Basic Edition, Secure Edition is an ““On Demand”
recording solution. “On Demand” means the user must manually start and stop the recording
function by clicking on an icon.
Secure Edition contains the following capabilities:
!
!
!
!
!
!
!
!
!
!
Record telephone calls or from the external microphone.
Email recordings directly from the program.
Select automatic file naming.
Name recordings with a date and time stamp.
Recordings are “Voiced Stamped”. This means that when a recording is made, the
program encapsulates the original recording between a pre and post recording
announcement. Encapsulating the original recording between a pre and post
announcement helps to maintain the integrity of the original recording for evidentiary
purposes.
Annotation – the ability to append a recorded note or message to the end or beginning of a
recording (before or after the “Voice Stamps”).
Book Marking – the ability to insert a visible mark on a recording “time line” during the
recording or playback process. The “Book Marking” of important points in the recording is a
great tool for training purposes or to save time when playing long recordings by enabling
the listener to go straight to the salient points in the recording.
Ability to play audio files through the telephone to parties at the other end of your call.
Records in a highly compressed good sound quality GSM mode, which only consumes
5.6MB of disk space per hour of recording.
Minimized Screen Mode – allows the application to be run in a reduced screen mode,
taking up less space on your computer monitor.
Figure 14 is a “screen shot” of the Secure Edition program’s user interface.
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Law Enforcement Edition –
Law Enforcement Edition was developed specifically for Law Enforcement Agencies. Konexx
will only sell Law Enforcement Edition to “official” law enforcement agencies not to other
businesses or agencies. Law Enforcement Edition recordings are resistant to tampering which
makes the recordings more useful for evidentiary purposes. Much like Basic Edition, Law
Enforcement Edition is an “On Demand” recording solution. “On Demand” means the user must
manually start and stop the recording function by clicking on an icon.
Law Enforcement Edition contains the following capabilities:
!
!
!
!
!
!
!
!
!
!
Record telephone calls or from the external microphone.
Email recordings directly from the program.
Select automatic file naming.
Name recordings with a date and time stamp.
Recordings are “Voiced Stamped”. This means that when a recording is made, the
program encapsulates the original recording between a pre and post recording
announcement. Encapsulating the original recording between a pre and post
announcement helps to maintain the integrity of the original recording for evidentiary
purposes.
Annotation – the ability to append a recorded note or message to the end or beginning of a
recording (before or after the “Voice Stamps”).
Book Marking – the ability to insert a visible mark on a recording “time line” during the
recording or playback process. The “Book Marking” of important points in the recording is a
great tool for training purposes or to save time when playing long recordings by enabling
the listener to go straight to the salient points in the recording.
Ability to play audio files through the telephone to parties at the other end of your call.
Records in a highly compressed good sound quality GSM mode, which only consumes
5.6MB of disk space per hour of recording.
Minimized Screen Mode – allows the application to be run in a reduced screen mode,
taking up less space on your computer monitor.
Figure 15 is a “screen shot” of the Law Enforcement Edition program’s user interface.
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Law Enforcement with Transcription –
Law Enforcement with Transcription has the same software as the Law Enforcement Edition
only a special foot pedal control function is enabled allowing the use of an included 3 key foot
pedal to control the playback feature. Also enabled in the software is a convenient counter to
keep you informed of the current position in the playback. See Law Enforcement Edition
information (above) for the software capabilities beyond the foot pedal control and counter. The
Law Enforcement with Transcription purchase includes a separate “play only” software program
with the intent of having the “play only” software installation at the Transcriber’s computer with
the included foot pedal. The other, “full capability” software is for use at the recorder’s computer
where phone calls, meetings, interviews or dictation can be recorded then sent to the transcriber
for transcription.
Figure 16 is a picture of the foot pedal and the convenient counter window included with the
Law Enforcement with Transcription package.
Basic with Transcription –
Basic with Transcription has the same software as the Basic Edition only a special foot pedal
control function is enabled allowing the use of an included 3 key foot pedal to control the
playback feature. Also enabled in the software is a convenient counter to keep you informed of
the current position in the playback. See Basic Edition information (above) for the software
capabilities beyond the foot pedal control and counter. The basic with Transcription purchase
includes a separate “play only” software program with the intent of having the “play only”
software installation at the Transcriber’s computer with the included foot pedal. The other, “full
capability” software is for use at the recorder’s computer where phone calls, meetings,
interviews or dictation can be recorded then sent to the transcriber for transcription.
Figure 16 (above) is a picture of the foot pedal and the convenient counter window included with
the Basic with Transcription package.
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Features:
The following section will describe some of the features available in the various editions of USB
Phone 2 PC. If a feature is only available in certain editions, it will be noted in the text associated
with the feature.
Preference Settings The Preference Settings are accessed from the “Options” drop down menu on the main program
window. Preference settings allow you to define how you would like the Phone 2 PC program to
run on your computer. "Preferences" are divided into the following sections:
! General Preferences
! File Preferences
! Voice Activation Preferences (not available in Basic Edition)
! License Disclaimer Notice
! Messages Preferences
! Audio Settings Preferences
! Scheduler (not available in Basic Edition)
General Preferences "General Preferences" allow you to define how the Phone 2 PC program operates. Each option is
described below:
Always on Top: Maintains Phone 2 PC on top of all other applications running on your PC.
Run Automatically at Startup: Tells Windows to launch Phone 2 PC automatically when your
computer starts.
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Require Password to get into Preferences: Does not allow access to the Preferences dialog
unless a password is given.
Beep while recording: If the selected playback device is the Phone 2 PC hardware device and
this option is checked, Phone 2 PC will generate a periodic beep tone. This feature was conceived
in order to comply with some states regulations for recording telephone calls. Please check your
state laws regarding telephone conversation recording requirements.
Enable Beep at End of File: Generates a "Beep" tone when playback is stopped.
Automatic Recording Level: Enables the ARL mechanism to automatically control the recording
volume according to the input level.
Silence Warning: If this element is selected a warning message will appear during the recording
function if no input sound is detected for the time (in seconds) that is set in the box to the right of
this item. The purpose of this function is to assist in preventing the recording of a “silent file” due to
problems in the selection of the appropriate input source or a hardware connection issue.
Cell Phone Recording: This function should be checked if you are going to record cell phone calls
using the Konexx accessory USB Phone 2 PC Cell Phone Cable. Do not check this function unless
you are using the optional USB Phone 2 PC Cell Phone Cable to record cell phone calls.
Voice Stamps: (Only available in Law Enforcement and Secure Editions)
The default setting for this item is “On” (checked). If the user wants to make recordings without the
“Voice Stamps” inserted, remove the check. Without the check next to this item, no “Voice Stamps”
will be present in the recordings.
Main Screen Mode: (Only available in Call Center Editions)
"Supervisor Mode" sets the application to full rights - full screen mode.
"Agent - On Demand Mode" sets the application to work with feature restrictions, in a smaller
window. This mode will only provide the agent capability to record or pause the recording function.
"Agent - Logger Mode" sets the application to work as a logger. The agent will see a small icon that
can be positioned anywhere in the desktop and it will blink when the application is recording. The
Agent has no control of when to start or stop the recording. Voice Activation will start and stop
recording when voice is sensed according to the parameters on the Voice Activation tab.
Administrators can restore to "Supervisor Mode" by using a special password.
Current Byte Rate: "Current Byte Rate" indicates how large recording files will be for every minute
of recording time.
Restore Default Values: "Restore Default Values" resets all preferences to the default values.
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File Preferences "File Preferences" is used to define how recording files are saved. Each option is described below:
File Saving
Standard file save dialog: Sets Phone 2 PC to open the regular "File Save Dialog" when a
recording is stopped.
Simplified save window: Sets Phone 2 PC to open a "Simplified save window" when a recording is
stopped. This window allows saving only to the specified “Recording Path” and it has an embedded
timer that will force the saving of that file in a given amount of time. The timer interval is defined in
the "Saving timer" box.
Auto file naming: Sets Phone 2 PC to automatically save the recording to the Recording Path. If
nothing is set for prefix or date and time, it gives the file a sequential name, starting at 001.wav.
File naming settings
These settings will be used in "Auto file naming" to automatically name the file, or as a naming
suggestion for the other file saving options.
Prefix: Sets a text prefix as part of the file name.
Using Date and Time: "Using Date and Time" appends the current date and time to the file name.
Recording Path
"Recording Path" specifies the directory where you store your recordings. The default is the
directory in which Phone 2 PC was originally installed. This can be set to any mapped drive or
location.
On max file size
"On max file size" tells the Phone 2 PC what to do when the maximum file size (defined in the box)
is reached. The options allow you to direct Phone 2 PC to "Stop" recording or to automatically
create a "New File" when the maximum file size is reached. This is “per recording” (remember 1
hour of recording consumes only 5.6M of disk space).
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Voice Activation Preferences (Not available in Basic Editions)
Allows setting Voice Activation parameters such as threshold of activation and silence interval.
Each option is described below:
Voice Activated: Enables Voice Activation.
Stop if Dead Air Greater Than: Directs the Phone 2 PC program to stop recording if it does not
detect a signal (sound) for the specified period of time.
Time out notification: Sets the amount of time when the "Time out notification window" will show
up before the recording is stopped.
Threshold Level: Displays the current Threshold Level for Voice Activation. When Phone 2 PC
detects a sound signal louder than this threshold for a time period longer than specified in the
"Advanced Tuning – Noise Timer” dialog, it starts recording.
Time out Notification Window
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Advanced Tuning –
(Not available in Basic Editions)
The “Advanced Tuning” button is located in the “Voice Activation” section of the Preference
settings. Advanced tuning provides detailed controls for adjusting voice activation parameters.
When using “Voice Activation” it may be necessary to make adjustments to the settings to optimize
the parameters for your specific environment.
VUE Meter: This scale in dB displays the current level of sound on the input channel. The green
marks represent the threshold area.
Oscope: Allows for quick visualization of the sound frequency format on the input channel.
LED’s: Represent the current state of the Voice Activation engine.
Threshold Slider: Sets the threshold level, from -50 dB (very low sound level) to 0 dB (very high
sound level)
Noise Timer (in milliseconds): Sets the noise window length used by the voice activation engine
to identify real sound against bursts of sound. In the figure above, voice activation will only start
recording if the sound persists more than 250ms (milliseconds or a quarter of a second) above the
threshold level. It goes from 0ms (any burst of sound will trigger the recording) all the way up to
1000ms (1 second).
Dead Air Timer (in seconds): Sets the silence period length used by the voice activation engine
to identify intervals of silence long enough to stop the recording. In the figure above, Phone 2 PC
will stop recording after a silence period of 30 seconds.
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Audio Settings –
Allows you to choose which recording/playback device you will use with Phone 2 PC and if using
the Phone 2 PC hardware device, what channels you will use. Each option is described below:
Recording Device: From the list of all Audio Devices available in your system, you can select here
which one you will use to make recordings.
Playback Device: From the list of all Audio Devices available in your system, you can select here
which one you will use to playback sound files.
Record from: When you are using the USB Phone 2 PC hardware device, you have the additional
choice of selecting which channel you will record from. The choices are handset and microphone.
The choice you make will depend on how you have physically connected the USB Phone 2 PC
Interface to your input sources.
For example: If you have connected your telephone set to the USB Phone 2 PC interface, then you should select
"Handset". If you have connected both the telephone set and a microphone into the additional input jack, then you should
select the option that you will use most often by default.
There is also another wiring scheme proper for interviews, where only a microphone is connected to the USB Phone 2
PC interface; in this case, you should select "Microphone".
Playback through: Very similar to "Record from", you can also choose which output channel will
be used if the current playback device is the USB Phone 2 PC. If Handset is selected, all Phone 2
PC playback is redirected to the telephone line in use. Both you and the far side can hear what is
being played. If Speakers is selected, then all Phone 2 PC playback is redirected to the speakers
(if any) connected to the "Speaker" port of your Phone 2 PC hardware device.
Recording Feedback: If this item is checked (turned on), during the recording process any audio
input into the interface will be sent out the “SPKR” jack on the USB Phone 2 PC interface.
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Note: The configurations (in the Audio Settings area) are local to your Phone 2 PC software. They will not change your
Windows settings. For instance, if your Windows playback device is an existing sound card, then choosing another
device in Phone 2 PC will not alter your Windows preferred audio device.
Scheduler –
(Not available in Basic Editions)
Scheduler allows you to schedule a recording session by defining a day and time to start and stop
the recording function. The settings and options available in the scheduler are described below:
Scheduler is ON/Off : Used to turn the scheduler function on or off.
Prompt user when stopping: If checked a message will pop up on the user’s monitor advising
that the scheduled recording session has ended.
Add: Click this button to add a scheduled day and time. When the “Add” button is clicked, the
following Recording Schedule entry screen will be displayed:
Use this entry form to set a scheduled day and time for the recording to start and stop.
"
An alternate method for setting a scheduled recording event from a networked computer will be described
later in this section.
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"
Existing scheduled events can be edited by double clicking on the event line of the main form
Delete: Click this button to delete a scheduled event. Only the selected (highlighted) event will be
deleted.
Suppress Silence: If this item is checked, the program will utilize the ”Stop if Dead Air Greater
Than” function of the voice activation feature to stop recording and go to a “Ready” mode when the
defined period of silence (dead air) is encountered. When in the “Ready” mode, any sound
(conversation) on the telephone will trigger the start of a new recording. This selection may create
more than one recording for the scheduled event time period. If this item is not checked a
scheduled event will be one recording for the entire scheduled event period including time periods
when there are no telephone conversations taking place (silence).
Scheduler Skin: Enabling this function (checking the box) will cause the program’s Graphical User
Interface (GUI) to become a very small icon. To enter this mode a password must be assigned and
entered when prompted. This mode (selection) is useful when the user or user’s supervisor does
not want the Phone 2 PC GUI to be accessed by the person at the computer. If the Scheduler Skin
is active and the you want to change the GUI back to the Standard Mode (view), right click on the
icon, select “Standard Mode” and enter the appropriate password.
Remotely adding or changing Scheduler Events:
When Phone 2 PC software is installed on a computer, a small application program which provides
a template for setting a scheduled recording event from a networked computer will be included in
the Phone 2 PC folder. This application program is named ScheduleEditor.exe. The person
wanting to set, change or add events to a remote computer running the Phone 2 PC program
should copy this application program to their computer. The Schedule Editor provides an easy way
to edit the schedule.ini file that Phone 2 PC uses to perform scheduled events. When the
ScheduleEditor.exe is launched the following will appear:
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Use the File Open command to open the schedule.ini file from the computer you want to set,
change or add events for.
"
Remember the schedule.ini is located in the Phone2PC folder.
When the schedule.ini file is open the following will be displayed:
The displayed form is the same that is used to set, add or change scheduled events directly from
the Phone 2 PC program. Use this form as described previously in the Scheduler section. Once the
editing is complete use the File Save command to save the edited “schedule.ini” file in the Phone 2
PC folder of the computer the scheduled events are to be run on.
Recorder Features These Features are accessible from the program’s main screen:
Menu
All possible commands you can issue from Phone 2 PC are in the menu. Many of the features
presented in the menu are also available in the toolbar. Following are “screen views” of the various
Menu drop down elements and a brief description of their function:
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“File” drop down menu
New: If a recording is open (loaded into the Phone 2 PC), the opened recording is unloaded.
Open: Used to open (load into the Phone 2 PC) a recording.
Save As: Used to save an opened recording by another name. The original file will still exist if it
had been saved.
Send by e-mail: Used to send the opened recording to someone else via e-mail. This requires that
you have a MAPI compliant email program on your computer.
Rename: Used to save an opened recording by another name. The renamed file will replace the
original file.
File Merger: This function is a utility that will allow you to merge two or more recording files into a
single recording (file). When the File Merger function is selected, the following screen will be
displayed:
To select recording files to merge together, click “Add Files to Merge”, an “Open window will
display. Select the recordings you want to merge into one file. You can re-arrange the sequence
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the selected files will be merged in by using “Move Up” or “Move Down”. Once the recordings to be
merged have been opened (selected), type the path and file name in the “Merged File” box or
select the
“Browse” icon and navigate to the directory you want to save the merged file to,
then select or type the name you want to save the merged file as. Next, click the “Merge File”
button. The files will then be merged. You can play the merged file from this screen by clicking the
“Play Merged File button.
“Edit” drop down menu
Record: Clicking on this item will start a recording. This is an alternate method (other than using
the Toolbar icon) to manually start a recording. The Function 3 (F3) key is a hot key for the Record
function.
Rewind: This item will be “grayed out” and is only shown to identify the hot key associated with the
Rewind function. The Function 5 (F5) key is a hot key for the Rewind function.
Play: Clicking on this item when a file (recording) is opened will play the recording. This is an
alternate method (other than using the Toolbar icon) to manually start the play function. The
Function 6 (F6) key is a hot key for the Play function.
Pause: Clicking on this item when a file (recording) is being played or when recording will pause
the playing or recording. This is an alternate method (other than using the Toolbar icon) to
manually pause the playing or recording function. The Function 7 (F7) key is a hot key for the
Pause function.
Fast Forward: This item will be “grayed out” and is only shown to identify the hot key associated
with the Fast Forward function. The Function 8 (F8) key is a hot key for the Fast Forward function.
Stop: Clicking on this item when a file (recording) is being played or when recording will stop the
playing or recording. This is an alternate method (other than using the Toolbar icon) to stop. The
Function 9 (F9) key is a hot key for the Rewind function.
Add annotation: (Not available in Basic Editions)
Clicking on this item when a file (recording) is opened will bring up a small recording control
window which will let you add a voice annotation to the beginning or the end of the opened
recording. This is an alternate method (other than using the Toolbar icon) to use the Annotation
Feature. The small recording control window will let you choose to save the annotated recording as
a new file of as the original recorded file.
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Sound Editor: (Only available in Advanced and Call Center Editions)
Clicking on this item when a file (recording) is opened will open the Phone 2 PC Editor.
Use the "Konexx Phone 2 PC Editor" to make changes to an existing recording. Using the "Konexx
Phone 2 PC Editor" you can edit out unwanted portions of the recording.
With the "Konexx Phone 2 PC Editor" you may cut and/or crop the current recording. Using the left
and right mouse buttons, highlight the section that you would like to work with. From the menu,
select “Edit/Cut” to delete the selected portion of the recording. From the menu, select "Edit/Crop"
to keep the highlighted portion of the recording and delete the rest of the file.
If you would like to add an annotation to the recording, click "Edit/Add Annotation". This will open
the Konexx Annotation Recorder.
"View" allows you to change how the meter displays the recording. "Colors" changes the use of
colors in the meter.
The data displayed at the bottom of the "Editor" shows:
The format and path of the current recording file
The elapsed time of the recording as it plays
The total duration of the recording
The type of wave format
The recording frequency
The size of the recording file
The defaults for the Wave Form Display are Connected Lines, Don't Show Colors, and Full View.
Add Bookmark: (Not available in Basic Editions)
Clicking on this item when a file (recording) is being played or when recording will insert a
Bookmark. See “Bookmarks” below for more details on Bookmarks. This is an alternate method
(other than using the Toolbar icon) to add Bookmarks. The Numpad + key is a hot key for adding
Bookmarks.
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“Options” drop down menu
Preferences: Clicking on this item will open the Preference Setting area. See “Preference Settings”
previously mentioned above for details on the various preference settings.
Recording Source: Placing your cursor on this item will expose a sub-menu.
The Recording Source sub-menu allows you to select the source you want to record from. Select
“Record from Microphone” to use the external microphone to record from (typically used for
recording interviews or dictation when not on a phone call). Select “Record from Handset” to record
calls on the telephone. This is an alternate method (other than using the Toolbar icon or the
selection in the “Preferences/Audio Settings area) to select the recording source.
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Playback Destination: Placing your cursor on this item will expose a sub-menu.
The Playback Destination sub-menu allows you to select the destination you want to play a
recording to. Select “Playback through Speakers” to play a recording through your speakers.
Select “Playback through Handset” to play recordings through the telephone so the called party
(person at the other end of your phone call) can hear the recording being played. This is an
alternate method (other than using the selection in the “Preferences/Audio Settings area) to select
the playback destination.
Playback Speed: Placing your cursor on this item will expose a sub-menu.
The Playback speed sub-menu allows you to select the playback speed. This function will let you
speed up or slow down the speed a recording is played at. The playing of a recording at fast or
slow speed will not adversely change the pitch of the audio file, so the sounds in the file being
played will sound pretty close to the original sounds even when playing at slow or fast speed.
Master Volume: Clicking on this item will open the Microsoft Multi-media master volume control
panel.
Clean Temporary Files: Clicking on this item will open a window that enables the deleting of files in
the Phone 2 PC/Temporary folder or in the Phone 2 PC folder.
Audio Settings Wizard: Clicking on this item will open the Microsoft Multi-media master volume
control panel.
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Adjust USB Volume all the way up: Clicking on this item will adjust the USB audio volume settings
that are not accessible from the Phone to PC main panel all the way up, resulting in better
adjustment control using the “Play” and “Rec” slider controls that are accessible from the main
panel.
Upgrader: Clicking on this item will open the Upgrader window. The Upgrader is used to upgrade
from one software Edition to another Software Edition. You will need a file from Konexx to upgrade
to a different software Edition. Typically there is a fee for upgrading from one Edition to another.
Toolbar
Provides easy access to the more important features in Phone 2 PC.
Following is a definition of each of the icon’s functions:
Sends the current loaded file though E-Mail using the default email client.
Launches the "Annotation Recorder" (not available in Basic Edition)
Starts recording
Plays the current recording
Stops current playback / recording. Resets the recording to the beginning
Pauses playback / recording.
Moves backward in the recording until the beginning of the recording is reached or
the button is released.
Moves forward in the recording until the end of the recording is reached or the button
is released.
Selects the telephone set for the recording input source.
Selects the external microphone for the recording input source.
Changes the current skin (program window) to a reduced size. (not available in Basic
Edition)
Provides access to the “Announcement Manager” and ability to launch
“announcements”. See details in “Announcement Manager” section. (Only available
in Advanced and Call Center Editions)
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Bookmarks (not available in Basic Edition)
Bookmarks can be added while playing or recording a file. They are represented by small empty
circles on the line above the progress bar. When selected, they turn green and display the position
in minutes and seconds.
To add a bookmark, press the "Add Bookmark button"
,located at the left of the bookmark
Bar, while playing or recording a file. Right click a bookmark to have access to the bookmark
menu. The options in the bookmark menu are: Play, Edit (give a bookmark a descriptive name
and/or description), Delete Bookmark, Trim Left Side and Trim Right Side. By double clicking a
bookmark while the recorder is stopped, paused or playing, it will start playing the wave file from
the location defined by the bookmark.
Position Bar
The Position Bar displays the progress of playback through the file. The Position Bar can also be
utilized as a slider bar to reposition the playback position to any desired second on the wave file.
Status Bar
The Status Bar displays the current playback or recording position in hours:minutes:seconds
(bigger display) and seconds only (smaller display). It also displays what the current state of the
application is (Recording, Playing, Stopped, Paused, Ready).
Information Area
In the Information Area, the following type of information is presented:
File Name, File Size (in the nearest unit of measure - bytes, Kb, Mb, etc) and Total Time of the
recording in hours, minutes and seconds. It also displays the current condition of Voice Activation
((Not available in Basic Editions) and allows changing its status.
Volume Control
Phone 2 PC provides separate controls for playback volume (in green) and recording volume (in
red). The speaker icon at the left presents a way to hide or show the sliders.
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Announcements and Announcement Manager (Only available in Advanced and Call Center Editions)
Announcements in conjunction with the Phone 2 PC hardware device allow you to playback prerecorded sound (announcements) through the telephone. This type of feature is very useful when it
is required to inform the party on other side that the call is being recorded or there is a desire to
play any pre-recorded audio announcement. You can use the “Announcement” feature at any time,
even when you are recording. Following is a brief explanation on the components in the
“Announcement” feature:
The “Announcement” button has double function, the first function is to give you access to the
“Announcement” menu. The first part of this menu will display a list of all pre-recorded
announcements in your announcement folder. It gives you a quick way to play any one of your
announcements from the main screen. From this menu, you can also enable or disable the
“Announcement” feature or launch the "Announcement Manager" dialog.
The second function of the Announcement button is when you click on it (as opposed to clicking on
the down arrow). If announcement is enabled and there is an announcement assigned to the "On
script button" event, then it will start playing the related recording. As an indicator of status, the
announcement icon will change from the green “Play” sign to a black “Stop” rectangle while an
announcement is being played. Clicking on this icon while the “Stop” sign is displayed will cause
the application to stop playing that announcement.
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Announcement Manager (Only available in Advanced and Call Center Editions)
The “Announcement Manager is accessible from the “Announcement” icon drop down menu. Using
the “Announcement Manager”, you can assign a sound file (announcement) to the "On Start
Recording" event, and if “Announcements are ON” is enabled, every time you start a new
recording, the associated file will playback while recording, and the person on the other side of the
telephone will hear that announcement.
In the Announcement Manager dialog, you will be able to record and playback announcement files
for later use. The toolbar is very simple and follows the same concept of the Phone 2 PC main
screen.
To create a new announcement, simply press the red circle button (record), then record an
announcement, press the black square (stop) and a new Announcement will be created and
automatically put in your announcement list. Initially it will have the name "Announcement “n"”,
where n is a sequential number of announcements.
To rename a just created the announcement, select it with your mouse or keyboard and then click
it another time to get into edit mode, then rename the recorded announcement. The F2 key
produces the same effect when using the keyboard.
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To playback an announcement, just double click it, or select it and then press the "Play" button on
the toolbar.
You can also set the “state” of an announcement through this dialog (ON or OFF). Just check or
uncheck the "Announcements are ON/OFF" check box.
By default, your announcement folder is set to "..\Phone 2 PC\Announcements", but you can define
a new location by clicking over "Define Announcements Folder".
"Playback through" and "Recording through" buttons control the sound input or output source. For
example, to playback an announcement to the far side of the conversation, set “Handset is ON” in
the "Playback through" section.
You can also include access to audio files that you may already have on your computer for
announcements. This can be accomplished by copying or moving the audio files to your
“Announcement Folder” – Note: These audio files must be “wav” files (files ending in .wav
extension), MP3 or other formats will not be recognized or played by USB Phone 2 PC.
Event Assignment
To assign a given announcement to one of the two available events, just right-click the
announcement you wish to assign and choose "Assign [on start recording] event" or "Assign [on
script button] event". Your selection will be displayed in the Assignment column of the
announcements list (see picture above). Any time a new recording is initiated in Phone 2 PC and
announcements are ON, the announcement associated with "On start recording" event will
playback through your phone.
Any time you click the "Announcement" button on the main screen, it will trigger the playback of the
announcement file associated with "On script button press" event.
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