Key Voice Voice Processing System Installation And Maintenance Manual

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-421.7 Installing DOS-based VP System Software21.7.1 Selecting the Appropriate Installation Diskettes
The VP system software is written to support various manufacturers and models of voice processing
boards.  Each diskette of the DOS-based VP system software is labeled for a specific voice board.  Make
certain you install the software designed for the voice board hardware used in the installation.
21.7.2 Running the DOS-based VP System Installation Program
The DOS-based VP system Install program copies all the VP system files from the Installation diskettes
into the directory \VM on the PC’s hard drive.
The instructions provided below detail the steps for running the Install program.  These steps assume that
the diskette drive on the VP system PC is drive A and the hard drive on the VP system is drive C.  If you
are using drives with different drive letter designations, substitute the appropriate drive letters in the
following steps:
To install DOS-based VP software on the PC:
1. Make the hard drive the current drive by typing C: then pressing .
2. Switch to the root directory, by typing CD\  then pressing .
3. Put the VP System Disk 1 in drive A.
4. Type A:INSTALL then press .
5. When the main Install menu appears, use the ¯ key to highlight INSTALL NEW SYSTEM then press
.
6. When prompted to enter the disk/directory, select the default (C:\VM) by pressing .  The
program prompts you to confirm your selections.  Enter Y.  The program begins copying files on the
diskette to the PC hard drive.
Note:Though you may indicate an alternative file installation location, you are strongly urged touse the default file storage structure suggested.  Doing so greatly facilitates systemmaintenance efforts by VP system technicians and VP system Technical Support.  It alsofacilitates system setup since instructions provided in this manual assume that files arestored using the default file locations.7. When prompted, insert the requested diskette then press .
8. At the prompt to replace the AUTOEXEC.BAT and CONFIG.SYS files, type Y.  The existing files are
renamed as AUTOEXEC._VM and CONFIG._VM and saved.
9. At the prompt for the DOS boot drive, press  to select the default drive C then press . 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-510. When the Install program displays the Install Main menu, press the ¯ key to highlight EXIT, then press
.  (You perform First Time Setup (also referred to as PBX setup) using instructions in section
3.)
11. Press Y to exit program.
12. Remove the diskette from the diskette drive then press .  The PC re-boots, and the VP
system starts automatically.
21.7.3 Installing Optional Modules on a DOS-based VP System
If the VP system kit purchase included optional program modules, install and activate the modules using
the instructions provided in section 23.
21.8 Using Disk Maintenance Utilities on DOS-based VP
SystemsAs the VP system performs call processing tasks, it continually creates and deletes files, mostly message
files.  This causes hard drive defragmentation.  For the VP system to function properly, the VP system
PC hard drive must be defragmented regularly.  To set up scheduled disk de-fragmentation, use the
information provided below.
21.8.1 Defragmenting Systems Using DOS 6.0 and Above
On the GENERAL INFORMATION screen, enter a system maintenance time (in 24-hour format) in the field
AUTOMATICALLY EXIT TO DOS AT.  See section 4.4 for details on making this entry.
Note:When you specify a maintenance time, the VP system can perform an exit to DOS onetime immediately after leaving the programming mode.  This is normal.  After thisimmediate exit, the VP system exits to DOS only at the time programmed.By default, the VP system exits to DOS at the time you specify each day Thursday through Tuesday, then
immediately re-starts the VP system and performs a system audit.  This takes approximately 2-3 minutes.
On each Wednesday, the Microsoft DEFRAG program runs at the time you specify, then the VP system
re-starts.  DEFRAG can take from 10-40 minutes to run, depending on the amount of message traffic that
was processed by the voice mail system.
21.8.2 Defragmenting Systems Using DOS 5 and Norton Utilities
By default, the VP system is configured to automatically run the Norton Utilities SPEEDISK program when
the PC system is running any version of DOS 5. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-6Install Norton Utilities in the directory C:\NU.  If Norton Utilities is installed on the PC in another directory,
edit the file NDD.BAT in the C:\VM directory, changing the command line CD\NU so NU is replaced with the
directory name where Norton Utilities is located.
On the GENERAL INFORMATION screen, enter a system maintenance time (in 24-hour format) in the field
AUTOMATICALLY EXIT TO DOS AT.  See section 4.4 for details on making this entry.
Note:When you specify a maintenance time, the VP system may perform an exit to DOS onetime immediately after leaving the programming mode.  This is normal.  After thisimmediate exit, the VP system exits to DOS only at the time programmed.By default, the VP system exits to DOS at the time you specify each day Thursday through Tuesday, then
immediately re-starts the VP system and performs a system audit.  This takes approximately 2-3 minutes.
On each Wednesday, the Norton Speedisk program runs at the time you specify, then the VP system re-
starts.  SPEEDISK can take from 10-40 minutes to run, depending on the amount of message traffic that
was processed by the voice mail system.
21.8.3 Defragmenting Systems Using DOS 5 and Other Disk Maintenance Utilities
You can use other utility programs to perform disk maintenance by modifying the file NDD.BAT so it runs
the appropriate maintenance utilities at the maintenance time you specify.  Example setup steps are
provided below.  This example shows the modifications you make to set up the system to use the
Compress program provided in PC Tools (manufactured by Central Point Software, Inc.).
1. Load the PC Tools software onto the computer using the manufacturer’s instructions.  The program
installs in the directory PCTOOLS.
2. Edit the NDD.BAT file in the C:\VM directory as follows:
· Replace the line CD\NU with CD\PCTOOLS
· Replace the line speedisk C: /F/Q/V with  C: /CC
21.8.4 Modifying the Automatic Maintenance Schedule on DOS-based VP Systems
The file DISKM.BAT (stored by default in the \VM directory) controls the execution of maintenance
commands and programs on DOS-based VP systems.  By editing this file, you can specify which system
maintenance tasks (including any additional programs you load on the system) are to run on which days of
the week.  The following example identifies how you would modify the DISKM.BAT file so every Friday
the system creates a back up of the VP system database files to another directory called C:\BACK:
1. Open the DISKM.BAT file using a text editor.  Using the DOS editor for example, type
EDIT DISKM.BAT at the C:\VM prompt then press .
2. Immediately following the line ECHO “TODAY IS FRIDAY” add the line:
COPY *.DVM C:\BACK 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-7Note:Do not make any other modifications to this file.  Doing so may impair the ability of theVP system to function effectively.3. Save the DISKM.BAT file, and exit the editor.
21.9 Installing NT-based VP System Software Components21.9.1 Installing the NT-based VP System Software
Section 22 details the procedures for installing and setting up version 10.1 VP system software
on systems that are using unified messaging and e-mail reader features.  Carefully follow the
instructions in section 22.2 to implement kit systems using version 10.1 VP system software
with unified messaging and e-mail reader features.
If you are installing a new version 10.1 NT-based VP system without unified messaging and e-mail reader
features, follow the instructions provided below.
Materials Required for Installation
To perform the installation you must have the materials listed below.
· VP System Installation CD-ROM
· NT Service Pack 5 CD-ROM (note that although some Service Pack 5 files are included on the
VP System CD-ROM, you must install Service Pack 5 from an NT Service Pack 5 CD-ROM to
install the complete pack)
· NTRenew code (if needed, will be listed on the system invoice)
Performing the Installation
To install version 10.1 (without unified messaging or e-mail reader features) on the VP system PC, you
complete the following general procedures:
· Install the VP system software and running the PBX Setup utility
· Enter system and box and setup information
· Run the Updatedbreport utility
Because VP system engineers strive continually to improve the efficiency and ease of installations,
installation instructions change frequently. For the most up-to-date installation instructions for unified
messaging and e-mail reader features, please refer to the Installation Notes provided in the inside front
cover pocket of this manual. The Installation Notes are step-by-step instructions for installing your VP
system. If Installation Notes are not located in the front cover pocket of this manual, contact technical
support. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-821.9.2 Installing Optional Modules on an NT-based VP System
If the NT-based VP system kit purchase included optional program modules, you activated the modules in
the previous procedure when you entered the NTRenew authorization code provided on the system
invoice.  If you need to activate additional optional modules at a later time, see section 23 for instructions.
21.10 Using Disk Maintenance Utilities on NT-based VP
SystemsAs the VP system performs call processing tasks, it continually creates and deletes files, mostly message
files.  This causes hard drive defragmentation.  For the VP system to function properly, the VP system
PC hard drive should be defragmented regularly.
NT-based VP systems purchased as turnkey systems include Executive Software’s Diskeeper, a disk
maintenance utility you can use to regularly defragment the hard drive on the NT-based VP system PC.
(If you purchase a kit NT-based VP system, you must purchase the Diskeeper package separately, and
install it either before or after you install the VP system software.)
Use the following procedures to run the Diskeeper utility manually on the VP system or to set up the utility
to run automatically.
To run the Diskeeper disk maintenance utility manually at any time:
1. From the Windows NT desktop, click on the Start button, then select Programs / Diskeeper.  From the
menu that displays, select the DISKEEPER option.  If this is the first time you are running the utility,
several welcome screens may display.  Provide any requested information.  The Diskeeper main
screen then displays.
Note:Before running Diskeeper manually during hours when the VP system is activelyprocessing calls, lower the priority assigned to the defragmentation process.  You setthe priority by selecting the PRIORITY option from the Options pull-down menu on themain Diskeeper screen.  Lowering the priority will extend the time it takes to defragmentthe drive, but it will ensure that call processing by the VP system is not interrupted.2. On the left side of the main Diskeeper screen, a directory tree identifies the hard drives installed in the
PC.  Under each drive letter, an ANALYZE option and a DEGFRAGMENT option display.  Highlight the
ANALYZE option under the drive letter of the drive on which the VP system is installed.  Then click on
the Go button, which is a small, blue arrowhead icon at the very left of the icon bar shown below the
menu bar.  Diskeeper analyzes the drive then identifies the number of fragmented files and whether
defragmentation would be efficient.
3. If defragmenting the drive is deemed efficient, select the DEFRAGMENT option under the drive letter
of the drive on which the VP system is installed.  Then click on the Go button.  The Diskeeper utility
defragments the drive. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-9To set up the Diskeeper disk utility to run automatically at times you specify:
1. From the Windows NT desktop, click on the Start button, then select Programs / Diskeeper.  From the
menu that displays, select the DISKEEPER option.  If this is the first time you are running the utility,
several welcome screens display.  Provide any requested information.  The Diskeeper main screen
then displays.
2. From the Set It and Forget It pull down menu, select the PARTITION SCHEDULES option.  From the
window that displays, click on the letter of the drive on which the VP system is installed.  You can set
up the Diskeeper utility to defragment the drive as frequently as you would like, including continually—
if you set the utility’s run priority to Low (see the Note above for procedures).  To set up the utility to
run once a day (a standard run rate), set the RUN field to EVERY 24 HOURS.  Set the WHEN field to
EVERYDAY.  Set the BETWEEN fields to run the utility during hours that are the most off-peak phone-
usage times for the business, for example 2:00 AM to 5:00 AM.
3. Click on the Start button.  The scheduled time identified in the window at the top of the screen updates
to identify the next scheduled defragmentation.  When you have made all necessary screen
modifications, click on the Close button. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0021-10 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-122. Installing and Using CTI Features
22.1 Implementing VCMVCM is a feature available with NT-based VP systems that provides 5 users (or more if additional VCM
licenses are purchased) with a visual interface to their mailboxes.  Using VCM, users can play and record
greetings and messages, manage message and pager delivery numbers and schedules, direct and screen
calls, and perform other tasks from their Windows 95/98 or Windows NT PC desktops in addition to their
telephones.
VCM is installed on the VP system PC automatically, when other program files are installed.  Note the
following system setup considerations, which must be adhered to for VCM to function properly on a
LAN:
· The VP system PC must be assigned a static IP address on the network.  Note the VP system PC’s
assigned IP address for future reference.  You can check the address by selecting Control Panel from
the Start button at the bottom left of the VP system PC screen, then selecting Network tab / Protocol /
TCPIP/ Properties.
· VCM communicates with client PCs on the network by passing TCP/IP information packets.
Therefore, the network on which the VP system is installed must run TCP/IP.  To verify that the VP
system PC can communicate with clients using TCP/IP, open a window on a client machine and type
PING IPADDRESS then press  (where IPADDRESS is the static IP address assigned to the
VP system PC.  If the ping does not reveal that the machines are communicating, the network most
likely is not set up to properly run TCP/IP, and the client PC and VP system PC are attempting
communications using a different protocol (such as NetBIOS or IPX/SPX).  Though you may be able
to locate the VP system PC by browsing over the network, the client and VP system PC can
communicate only if the TCP/IP protocol is functioning properly.
· The first time a subscriber logs into VCM from a client PC, the program broadcasts to find the VP
system PC’s IP address.  The client PC then stores that address in its registry, and references it during
future logins.  During their initial login, subscribers will notice a slight delay (as the broadcast
initiates) before VCM permits access to the mailbox.
· If you are setting up the VP system to operate on a WAN, you must hardcode the IP address assigned
to the VP system PC in each client PC’s registry.  Note that using VCM in a WAN environment is not
recommended due to data integrity issues.
· The following two configuration file entries must be present in the VM.CFG file.  These entries are
made automatically when NT-based VP system software is installed on the VP system PC.  If,
however, you encounter operational problems with VCM, ensure both entries are present in the
VM.CFG file:
VCM NAME=TCPIP
EXPORT PATH=C:\VM
You install VCM on the subscriber’s PC using the VP system installation CD ROM or by accessing the
client software installation program over the network from the VP system PC. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-2In addition to installing client software on subscriber PC’s, you must also modify the mailbox assigned to
each subscriber who will be using VCM by checking the USES VCM field on the subscriber’s MAILBOX
screen.  You make this mailbox modification from the VP system PC before or after installing VCM
client software on the subscriber’s PC.
Note:If you check the USES VCM box in more than 5 mailboxes (or in more than the number ofmailboxes for which you have purchased additional licenses) VCM will automatically logoff random mailbox owners who log on to control unauthorized access.22.1.2 Setting up Subscriber Workstations to Use VCM
VCM client software requires a PC that is running Windows NT or Windows 95/98/2000.  The PC must
have at least 10 MB of free hard disk space—5.5 for the installation of VCM files and approximately 5 or
more for the recording and playback of messages and greetings.  If the subscriber’s PC is equipped with a
sound card and speakers, the subscriber can use the PC’s multimedia features for playing messages and
greetings.  If the PC does not include this equipment, the subscriber must use the telephone handset for
these operations.
To install VCM client software on a subscriber PC using the VP system installation CD ROM:
1. Insert the VP system installation CD ROM in the CD ROM drive on the subscriber’s PC.  If the
installation routine automatically starts, cancel out of the installation on the first available screen.
2. Select the Start button from the Windows 95/98/2000 or Windows NT desktop, then select Run.  The
Run dialog box displays.
3. In the OPEN field, type D:\VCM\SETUP.EXE (where D: is the letter of the CD ROM drive).
4. Follow the on-screen prompts to complete the installation.
Note:It is strongly recommended you accept all default installation entries.  Doing so willfacilitate any system support efforts that may be necessary.Once the installation process is complete, the PC desktop is updated to include a VCM program icon.  To
start VCM, the subscriber simply double-clicks on this icon.
Note:Refer to section 22.2 for important information on adjusting subscriber mailboxes to permitVCM access.  A subscriber cannot use VCM unless the USES VCM field is activated onhis/her MAILBOX screen. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-3Note:For a client PC to be able to communicate with the VP system PC, the following two linesmust be present in the client PC’s registry after the line LastAdapter=0:DestRemFtpIP=VMSERVIPDestVmIp=VMSERVIP       (where VMSERVIP is the IP address of the VP system PC)InstallDir=C:\VCM(on workstations running NT workstation of NT server software  only.  C is the hard drive of the client PC)These entries are made automatically when VCM client software is installed on the VPsystem PC.  If, however, you intend to operate VCM over a WAN or you encounterproblems with VCM, you should ensure both the above entries are present in the registryand that they reflect the correct IP address of the VP system PC.You can edit these entries in the PC’s registry by clicking on the Start button at thebottom-left of the PC screen, selecting Run, then typing REGEDIT and pressing .Next, select HKEY_CURRENT_USER  SOFTWARE  KEYVOICE \ VCM  2.To install VCM client software on a subscriber PC by accessing files over the network:
You can easily install VCM software on subscriber PCs by first installing the client software on a network
drive accessible by subscriber PCs.  Simply create a directory on the network, and copy the contents of
the \VCM sub-directory on the VP system installation CD ROM into that directory.  To install the client
software on subscriber PCs by accessing files over the network, use the following procedure:
1. Select the Start button from the Windows 95/98/2000 or Windows NT desktop, then select Run.  The
Run dialog box displays.
2. In the OPEN field, type [PATH]\SETUP.EXE (where [PATH] is the complete drive and directory path to
the network directory into which you copied the VCM files).
3. Follow the on-screen prompts to complete the installation.
Note:It is strongly recommended you accept all default installation entries.  Doing so willfacilitate any system support efforts that may be necessary.Once the installation process is complete, the PC desktop is updated to include a VCM program icon.  To
start VCM, the subscriber simply double-clicks on this icon.
Note:Refer to section 22.1.3 for important information on adjusting subscriber mailboxes topermit VCM access.  A subscriber cannot use VCM unless the USES VCM field isactivated on his/her MAILBOX screen.