Vodavi Call Sort Pro Users Guide

							CallSort Pro v3.0 User’s Guide May 1999
1 Installation
This document supports Vodavi’s CallSort Pro v3.0. In the following chapters this phone 
system will be referred to as CallSort Pro.
This chapter provides instructions to assist you with performing the following tasks:
†Prepare the CallSort Pro operating environment.
†Install and configure CallSort Pro, both on the machine that will collect phone system 
data and on individual client machines.
†Connect the collection PC to the phone system with a proper cable.
†Collect sample call records.
†Perform any necessary troubleshooting related to configuring CallSort Pro for your 
phone system.
Software Program Functions
CallSort Pro comes on high-density (1.44 MB) 3.5 diskettes that include the following set of 
software programs:
BDE Configuration -- This program allows you to configure the location of your databases.
Call Collection -- This module records telephone call data, including outgoing telephone 
number, extension, and duration of the call. This program is also responsible for real-time 
processing and formatting of the call data for report generation.
CallSort Pro -- This module allows you to configure and run reports on the data collected by 
this program. It is also used by the system administrator to setup extensions, create system 
users, and configure account codes.
For information on limitations regarding installation and copying 
of this software, refer to the Warranty section of the License 
Agreement. 
						

							1-2Installation Requirements
InstallationMay 1999
Installation Requirements
Both Data Collection and Client Workstation PCs must meet specific minimum requirements 
for CallSort Pro to operate efficiently. Refer to the next two sections to make sure your PC 
equipment is compatible.
Data Collection PC
The PC to be used to collect data from the phone system must meet the following minimum 
requirements:
†An IBM PC or compatible with a 486 processor or higher
†8 MB RAM
†A hard drive with at least 100 MB free disk space (CallSort Pro requires 19 MB disk of 
space for itself; the remainder is the recommended capacity for data storage.)
†Microsoft Windows 95 or 98, or Windows NT v.4.0 or higher
†One available COM/serial port
Client Workstation
If you are installing the Administration and Reports program on a shared network drive, 
installation must meet the following minimum requirements:
†An IBM PC or compatible with a 486 processor or greater
†4 MB RAM
†A hard drive with at least 10 MB of free disk space
†Microsoft Windows 95 or 98, or Windows NT v.4.0 or higher
Cable Connections
This section guides you through the installation and testing of the cable connection between the 
phone system and a PC. The cable required for this connection depends on whether your phone 
system was set up to work with a PC, modem, or printer and is currently using a null-modem 
or straight-through cable.
†A null-modem cable is typically used to connect to PCs back to back.
†A straight-through cable is typically used to connect a PC to a modem or a printer. 
						

							Cable Connections1-3
May 1999Installation
PCs can have two types of RS-232 ports: 25-pin or 9-pin. They both provide the same functions 
but use different pins to do so. The following table lists the pins used for both the 9-pin and the 
25-pin connectors and describes how they are used.
CallSort Pro only requires that data be sent on the Receive Data pin and the Signal Ground pin. 
All other input pins are ignored.
The phone system may be configured as a PC or a modem. Regardless, data sent from the phone 
system should be sent to the CallSort Pro machine’s Receive Data pin.
When the CallSort Pro data collection starts, the Request To Send (RTS) and Data Terminal 
Ready (DTR) pins are “high” indicating to the phone system that the PC is ready to collect data.
Table 1-1: RS-232 Cable Pin-Outs
9-Pin 25-Pin Type of Signal PC Provides Signal Description
-- 1 Protective 
Ground-- A connection to the metal chassis of 
CallSort Pro.
32Transmit Data 
(TD)Yes CallSort Pro considers this signal to be the 
outgoing data path.
2 3 Receive Data 
(RD)-- CallSort Pro considers this signal to be the 
incoming data path.
7 4 Request To 
Send (RTS)Yes Signal is turned on by CallSort Pro to tell 
the phone system that CallSort Pro is ready 
to receive data.
8 5 Clear To Send 
(CTS)-- Signal is turned on by the other device to 
receive data.
6 6 Data Set Ready 
(DSR)-- Signal is turned on by telephone system to 
tell CallSort Pro to send data.
5 7 Signal Ground Yes Pin provides a ground with reference to pins 
2 and 3.
1 8 Carrier Detect 
(CD)-- When modems are used between the two 
devices instead of a hardwire cable, this pin 
indicates to CallSort Pro that its local 
modem has contact with the remote modem.
4 20 Data Terminal 
Ready (DTR)Yes Activated by CallSort Pro to indicate that it 
is ready and operational. 
						

							1-4Cable Connections
InstallationMay 1999
RS-232 Communication Standard
RS-232-C is a communication standard established by the Electronic Industries Association. It 
defines three things with respect to establishing a communications link between two devices:
†Compatible signal and voltage levels.
†The design of the connector.
†Control information (such as handshaking protocols).
Connector -- The connector is designed with either 9 or 25 pins, each pin having its own 
function. (Refer to 
Table 1-1 in this chapter.) Typically only 2 to 5 pins are used.
CallSort Pro only requires that the phone system send data on the Received Data pin. All other 
input pins are ignored, while output pins for RTS and DTR are always activate.
Handshaking Protocols -- Most printers require some sort of handshaking protocol due to their 
slowness. The handshaking is used to keep the sending device (usually a computer) from 
sending data too fast. This handshaking protocol can be implemented in either software (as 
control characters in the data stream) or in hardware (using the appropriate RS-232-C pins).
CallSort Pro’s data collection program is a printer emulator. However, due to its internal 
buffering scheme, it can keep up with the sending device and does not need to support any 
handshaking protocol.
New Cable Installation
Most equipment, including a phone system, can be interfaced to the PC via the null modem 
cable. The purpose of this cable is to reroute the incoming and outgoing data signals, and to 
hardwire the handshaking control signals so the transmitting device continually transmits.
†In the internal cable wiring, pins for TD and RD (pins 2 and 3 for both 9-pin and 25-pin 
cables) are switched between the PC and the phone system; this routes the transmitted 
data pin from one device to the received data pin on the other device.
†The RTS and CTS pins on each end of the cable are shorted together when the 
transmitting device activates the RTS pin, it immediately gets the CTS signal.
†The DTR pin is connected to the DSR and CD pins; this always activates the Data Set 
Ready and Carrier Detect signals.
Existing Cable Installation
If you previously had a printer connected to your transmitting device (e.g., your phone system), 
the cable used to connect the printer to the phone system may or may not work with the PC. 
Obviously, the first thing to do is try the cable. If it doesnt work, the easiest solution may be 
buying a gender changer from a computer supply dealer.
The gender changer needed consists of two female 25-pin connectors joined together by a short 
piece of cable. It is connected to your original cable and the PC. (Refer to chapter 6, 
FAQs and 
Troubleshooting for more suggestions.) 
						

							Installing CallSort Pro1-5
May 1999Installation
Installing CallSort Pro
To install CallSort Pro on the PC designated to collect call data, perform the following steps.
1. Make backup copies of your CallSort Pro master diskettes. Use the copies to install 
CallSort Pro. If something happens to the copies, you can make another backup from the 
master diskettes. Store your master diskettes in a safe place.
2. Start Microsoft Windows.
3. Place CallSort Pro Disk 1 in the diskette drive.
4. Select , .
5. In the dialog box that displays, type the following command: (
X):\SETUP and press 
. (The letter X represents the 
A: OR B: floppy disk drive on your PC.)
6. Enter your name and the name of your company in the next screen then click on .
7. The next screen gives you the option of installing all of CallSort Pro or selected 
modules. Select both options for a full installation, and click on .
8. The next set of screens are used to determine where to install the program files.
ˆIf you want to choose locations other than the defaults, enter them. Click on 
 to proceed with the installation.
ˆThe setup program then begins copying files from the CallSort Pro diskettes.
ˆWhen prompted, replace Disk 1 in your diskette drive with Disk 2, and click on 
. Continue this process for the third diskette.
9. Restart the PC so the changes made to system files will take effect. When the PC has 
been restarted, the CallSort Pro group is displayed and the program is ready for use.
Communications/Collection Setup
Before you can access the Call Collection module, the RS-232 cable must be connected from 
the phone system to a serial communications port on your PC (either COM1 or COM2).
You should then collect sample data from your phone system for the following reasons:
†To verify that the cable is connected correctly.
†To collect sample call records for further use in configuring the Collection module. 
						

							1-6 Communications/Collection Setup
InstallationMay 1999
Collection module configuration is covered completely in Chapter 2, 
Configuring Collection. 
The remainder of this chapter shows you how to complete the communications setup for data 
collection and to collect sample call records.
To begin, double-click the Call Collection icon in the CallSort Pro program group. The 
following screen is displayed. From here you execute collection and pricing operations.
Changing Communication Settings
Next, you must make sure CallSort Pro is properly configured for communications with your 
telephone system.
1. From the Configure menu, select Communications. (The dialog box displays a list of 
previously configured communication setups.) 
						

							Communications/Collection Setup 1-7
May 1999Installation
2. Change the Communication Properties to match your phone system settings using the 
following descriptions:
ˆCommunications Port -- Serial port that you want the PC to use for collecting 
SMDR records (typically COM1 or COM2).
ˆBaud Rate -- Transmission rate for which your phone system is configured.
ˆParity, Data Bits, and Stop Bits -- These settings must match the phone system 
configuration for transmission of SMDR records.
ˆHandshake -- These options determine the handshaking to be used between the PC 
and the phone system. If no option is selected: flow control is turned off; hardware 
flow selects Request to Send/Clear to Send handshaking; Xon/Xoff selects ^Q/^S 
start/stop flow control. (Use RTS Disable and DTR Disable only if you know they 
are required by your phone system.)
3. When you have finished with the communications parameters, click  to save the 
new settings as the defaults.
Collecting Sample Data
Now that you have installed the cable and properly set the communication parameters, you are 
ready to collect sample call records. To collect sample data, select and define your phone system 
as follows:
1. Choose Configure/PBX Define. (The PBX Select tab displays a drop-down list of PBX 
Names.)
2. Select the appropriate phone system for your installation and click on .
If you are already hooked to a phone system, follow these steps to collect data.
1. Select Options/Collection ON. (CallSort Pro is now ready to collect data.)
2. Generate several telephone calls from a phone connected to the phone system.
3. Once you are receiving data (call records appear on the screen as they are being 
collected into a raw data file), allow the PC to run for about an hour to collect sample 
call records.
4. To end the data collection, select Connection OFF from the Options menu. Keep the call 
records displayed on the screen to use for the remaining configuration process.
If you already have phone system data stored on floppy or hard disks, follow these steps 
to process data.
1. Make sure you have at least 100 records of sample data to work with.
2. Start the Collection
 module.
If you cannot see any raw data, refer to 
Configuration and Data Input 
Source in Chapter 6, 
FAQs and Troubleshooting. 
						

							1-8 Communications/Collection Setup
InstallationMay 1999
3. Select Configure/Options from the Configure menu.
4. Click on the Input tab. Select Input from File, then click on .
5. Select the drive and directory that contains the raw data. Select the data file, then click 
on .
6. Click on .
At this time you should see priced data records (properly formatted and in the correct columns) 
appear on the bottom part of the screen. You can generate all standard reports based on the 
priced data. Once you have successfully collected call records, proceed to the next chapter to 
finish configuring the Collection module.
Collection/Pricing Menu Options
In the Collection module, you can perform a variety of collection and pricing functions by using 
the menu options located on the Call Collection and Pricer screen.
File Menu provides access to the following functions:
†View Error Log -- Allows you to view any errors by CallSort Pro. These errors are 
related to area code mismatches and pricing errors.
†Verify Table Structure -- Allows you to correct errors in data. The Collection, Reporting, 
and Other table options scan each table for errors or flaws in the structure of the table, 
then corrects the problem. When scanning Other Tables, CallSort Pro scans tables 
related to: Account Codes, Extensions, Users, and Trunks. You are prompted for a 
password, enter 
MASTER.
†Update Archives -- Causes CallSort Pro to perform an archive based on your archive 
settings under the Configure/Options/Archive Tab.
Edit Menu contains the Password option which requires that you enter a password before 
closing the Collection module. When creating the password, the following screen displays:
The Password option requires that you enter a Password, New Password, and Confirm 
Password option.
†If this is your first time accessing this option, you can enter anything in the Password 
entry and the password will be changed.
†Type the password you desire in both the New Password and Confirm Password fields.
Options Menu is defined in Chapter 3, 
Running Collection.
Configure Menu is defined in Chapter 2 , 
Configuring Collection.
Help Menu contains Help-About which provides version and copyright information regarding 
the Collection module and Help-Contents which is reserved for future use. 
						

							CallSort Pro v3.0 User’s Guide May 1999
2 Configuring Collection
The Collection module in CallSort Pro interfaces with your phone system and collects, 
processes, and places SMDR data in the database for reporting. This chapter defines the 
Collection module and its two main features: SMDR layout definition and Pricing.
†SMDR Layout or PBX Define Features -- Allows you to customize the CallSort Pro 
Collection module to recognize the different record types from you phone system, to 
allow you to define what information is placed in your master or reporting database.
†Pricing Customize Feature -- Allows you to define how calls are priced. The calls can be 
priced on per minute charges based on time of day and where the call is being placed. 
Additionally, you can define taxes and markups for calls.
When you are finished with this chapter, you’ll be ready to begin running the Collection module 
to collect data for future reporting.
Setting Up Call Record Types/Layout
The PBX Define function configures the Collection module for your phone system. This is 
necessary because different phone systems record data in different ways. For example: one 
manufacturer’s phone system might define Date fields as MM/DD/YY, where another might 
define them as YY/MM/DD. PBX Define makes sure that CallSort Pro accommodates your 
record types and layout.
To specify SMDR record types and their layout, select Configure/PBX Define and the 
following tab options are displayed on the PBX Properties screen:
†PBX Select -- Defines what phone system CallSort Pro is interfacing with.
†Layout -- Defines the exact layout of each call record. It also defines what fields in the 
SMDR data should be placed in the Master table.
†Filter -- Allows you to filter unwanted information from call records before placing the 
information into the master table.
†Call Types -- Defines incoming and outgoing calls based on the data setup in the Layout 
section.
This chapter assumes you have followed all of the instructions in the 
Installation chapter. If not, return to 
Chapter 1 before proceeding, 
leaving the SMDR records displayed on the screen for later use. 
						

							2-2 Setting Up Call Record Types/Layout
Configuring CollectionMay 1999
Click on the PBX Select tab and choose your phone system from the PBX drop-down list. (If 
your phone system is not listed, contact technical support for assistance.) 
Figure 2-1: PBX Select Tab (PBX Properties Screen)
Use the following guidelines to adjust the PBX Select parameters:
†Name -- Enter a name for this configuration that helps you identify it in the future (when 
you return to the original PBX Define screen).
†Date and Duration Options -- Check the date and time formats. Adjust them if necessary 
to support the date and time formats of your phone system.
†Call Record Options -- If you want to eliminate brief calls or incoming calls from 
collection, click on the appropriate option. Short Calls are defined by the parameter you 
set for Grace Period, as defined in Specifying Markups/Minimums later in this chapter.
Then proceed with Layout, Number Filters, and Call Record Types as described in the 
following sections.