Dictaphone Connexions User manual

Overview

The Connexions Station (telephone), also known as a C-Phone, is an all-purpose piece

of equipment used with Dictaphone dictation/transcription systems. It can be used as a

telephone, a dictation station, or a transcription station.

FIGURE 1 Connexions Station (Top View)

Menu Keys

Screen Display

Quick Access Keys

(9 - 16)

Quick Access Keys

(1 - 8)

Keypad

Foot Control/

Hand Mic Jack

(on side)

Dictation Handset

Yoke

Record Button

Function Keys

Line Keys

(Quick Access

Keys 17 - 21)

Volume Control

Headset Jack (on front)

Ring Volume Control

(on bottom)

Connexions®Telephone Quick Reference

5/25/05

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FIGURE 2 Connexions Station (Bottom View)

Glossary

Please review the following glossary of Connexions Station terminology. Becoming

familiar with the terminology will make setup and programming of the Connexions

Station much easier to understand.

Keypad - The Connexions telephone keypad is used the same way as any standard

telephone keypad is used for dialing telephone numbers. You can also use the keypad

in conjunction with other features of the telephone.

Volume Control

The Model and Serial

Numbers are found on

a plate in this area

Ringer Volume Control

Power Compartment

with Cover removed.

Refer to Figure 7.

Connexions®Telephone Quick Reference 5/25/05 3

FIGURE 3 Keypad and Function Keys

Function Keys - These keys are used in conjunction with other features of the

Connexions telephone. Operation of these keys is covered in sections dealing with the

specific features requiring their use.

Line Keys (Multi-Line Telephones) - The line keys correspond to your extension

number or numbers. The Connexions telephone comes standard as a single line

telephone. However, you have the option of adding up to seven additional extensions

or numbers. You can use the line keys to answer and place calls. An indicator

illuminates when the associated line is in use. When not used for telephone lines, these

keys can be used as additional quick access keys (#17 - 21).

FIGURE 4 Function Keys and Line Keys

Screen Display - The 2-line display consists of up to 16 characters per line. When the

telephone unit is idle, the Main Menu displays the time and date on the top line and

feature prompts on the bottom line. When the telephone is in use, the date is replaced

with a call timer, showing the elapsed time of the current phone call. Information on

the display is feature dependant and will change accordingly.

Menu Keys - The menu keys are used to set up system features. The user responds to

prompts on the telephone screen display by pressing the associated menu key. A new

prompt is displayed each time one of the menu keys is pressed.

Function Keys

Keypad

Function Keys

Line Keys

(Quick Access Keys

17 - 21)

Calc/Clear Button

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FIGURE 5 Screen Display and Menu Keys

Quick Access Program Keys - You can set up and label the 16 quick access program

keys so that, when pressed, they will perform specific functions. Programming these

keys with features you are most likely to use allows quick, single key access to any of

the features offered by the telephone or your PBX system. Typical features might be

speed dialing for frequently called numbers, storage of an access code for long

distance dialing, MCI, Sprint, call forwarding, automatic telephone answering,

automatic telephone recording, etc. Quick access keys 1 - 8 permit you to program an

additional eight functions or numbers by “burying” them under existing programmed

functions. These are quick access keys 22 - 29.

FIGURE 6 Quick Access Programs Keys

Buried Quick Access Keys - Normally you can program up to 16 functions or

numbers on quick access keys 1 - 16. You can “bury” additional functions or numbers

for keys 1 - 8 by using the Acc key. These are know as keys 22 - 29 (quick access keys

Menu Keys

Screen Display

Keys 9 - 16Keys 1 - 8

Buried Keys

22 - 29

Connexions®Telephone Quick Reference 5/25/05 5

17 -21 are the line keys). (It is not recommended that the Bill Timer feature code be

programmed into a “buried” key.)

Chained Quick Access Keys - The contents of one quick access key may be

“chained” as part of another quick access key. The contents of three keys (maximum)

can be chained together. “Buried” key contents may also be chained. (It is not

recommended that the Bill Timer feature code be programmed into a “buried” key.)

Volume Control - The volume control is used to lower or raise the volume of the

incoming call. To raise the volume, slide the control towards the + symbol. To lower

the volume, slide the control towards the - symbol.

Ring Volume - The ringer volume control located on the underside of the telephone

adjusts the ring volume. Turn the dial towards the + symbol to increase the ring

volume and towards the - symbol to decrease the ring volume.

Dictation Controls - Your telephone handset or hand microphone can be used to

record dictation on to an attached Connexions voice processing system recorder or to

a Dictaphone systems recorder.

Status Indicator Lights - Status indicator lights illuminate when the associated key is

activated, alerting you to the current status of the selected line or programmed

function.

Headset Jack – allows connection of a headset.

Power Compartment - Contains the Battery Backup switch and connections for the

power and telephone cables.

Electronic Lock - Prevents unauthorized use of the telephone. Dialing can be totally

disabled, or you can enter the number of digits (01-99), which will limit dialing to that

number of digits.

Dictation & Transcription Features

Dictation can be performed in the following ways:

!Using the Handset

!Using the Hand Microphone

!Using the OpticMic Hand Microphone/Bar Code Reader

!Using the Hands Free Gooseneck Microphone and Foot Control

Transcription can be performed in the following manner:

!Directly calling the system and playing the jobs back through a Connexions

phone using a foot control and headset

Initial Setup

The Power Compartment cover needs to be removed to connect the power plug, the

telephone line, and to turn on the battery backup switch.

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To remove the Power Compartment cover:

1. First turn the phone upside down

2. Slide the cover up, away from the body of the phone

To replace the cover:

Slide the cover down until it clicks into place, indicating that is firmly seated.

Connecting and Disconnecting the Station

Failure to follow these procedures may cause damage to your Connexions station.

Your Connexions station is an analog station and should only be connected to an

analog phone line. DO NOT PLUG THE CONNEXIONS STATION INTO A

DIGITAL PHONE LINE FOR RISK OF DAMAGING A CARD IN THE DIGITAL

PHONE SWITCH. Some digital phone switches have analog capabilities. If you are

not sure what type of phone line you have, contact your telecommunications person.

Connecting the Connexions Station

1. Make sure the power cube is NOT plugged into an electrical outlet.

2. Connect the power cord and telephone cord to the Connexions station by opening

the power compartment located in the upper-right corner on the back of the station.

FIGURE 7 Power Compartment

Battery Backup Switch

This must be ON to save

the programming

Telephone Cable

Plugged In

AC Adapter Cable

Plugged In

Connexions®Telephone Quick Reference 5/25/05 7

3. Verify that the battery backup switch, located in the power compartment, is set to

the ON position.

Important: If you leave the battery backup switch in the OFF position and power

is lost for 10 - 15 minutes, all programming will be LOST! The Connexions station

will have to be reprogrammed

4. Insert the Connexions station telephone cord into an analog telephone line jack.

5. Connect any accessory you are using (foot control, headset, OpticMic, etc.).

6. Plug the Connexions station’s power cord into an electrical outlet.

Disconnecting a Connexions Station

If you need to move and unplug the Connexions station, you must first unplug the

power cord, then unplug the telephone cord. The Connexions station will hold the

date/time as well as the quick access key programming for up to 48 hours if it is

unplugged.

Connecting or Disconnecting the cables improperly or in the wrong

order can cause damage to the station.

Programming

At the top of your Connexions station, you’ll see a two-line, three-option display

(refer to Figure 1). The top line displays the date and time and the bottom line displays

the three-option menu.

To execute a menu selection, press the gray key under the desired choice. These keys

are used while programming the station, as described in the following procedures:

!Set or Change the Date and Time

!Create or Change a Password

!Programming the Quick Access Keys

!Burying a Quick Access Key

!Chaining Quick Access Keys

!Revising the Contents of a Quick Access Key

Set or Change Date and Time

1. Press the menu key under PROGM.

2. Enter the Security (password) Code, if required.

3. Press the menu key under ID/TIME. You have the option to change the Security

Code.

IMPORTANT

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4. Press the menu key under NO.

5. If you are given the option to revise the Author ID, press the menu key under NO.

6. The current time is displayed.

7. Press the menu key under YES.

8. Enter a four-digit time. Press the 2 for A (for a.m.) or 7 for P (for p.m.). The current

date is displayed.

9. Press the menu key under YES.

10. Enter a four-digit date.

11. The Main Menu is displayed with the new time and date.

Create or Change a Password (Security Code)

1. Press the menu key under PROGM.

2. If changing the security code, enter the current code (password). If creating a code

(password), go to next step.

3. Press the menu key under ID/TIME.

4. Press the menu key under YES.

5. Enter a 4-digit code (password).

Remove the Security Code

If you wish to remove a security code (password), enter 4 zeros at step 5 above.

Programming the Quick Access Keys

Setting up the Quick Access Keys

!A total of 16 digits is allowed per key.

!If you make a mistake while entering digits, simply press the BACK key to delete

the error.

!You must press the SELECT key after entering the contents of each key.

!Enter pauses as part of the dialing sequence by pressing the PAUSE (÷) key. (A

pause is the interval during which you wait for an outside line after dialing 9, for

example, or for a confirmation after entering a credit card code. Each pause will

cause the unit to wait approximately 3/4 of a second until you get a dial tone

before dialing the next digit. Several pauses in succession may be needed in

some situations.)

Connexions®Telephone Quick Reference 5/25/05 9

TABLE 1 Setting up Quick Access Keys

Label each Quick Access Key to indicate what has been programmed into each key.

Using your Quick Access Keys

Once you have setup a quick access key, simply press that key to activate the function.

Burying a Quick Access Key

An additional eight functions or numbers can be programmed by “Burying” them

within quick access keys 1 - 8, which already contain one programmed number.

To setup buried quick access keys 22 - 29 “under” keys 1 - 8, follow the steps in

Table 2

TABLE 2 Buried Quick Access Keys

Press: Display Prompt:

1. PROGM ENTER

SECURITY # _ _ _ _

2. Enter Security Code (if required, if not

the display at right is shown) PROGRAM

KEYS ID/TIME TEL

3. KEYS SELECT PROGM KEY

4. Any one of the keys labeled 1 through 21

(keys 17-21 can be used if not in use for

telephone lines)

ENTER NUMBER

5. Enter the desired number using the

telephone keypad or another quick

access key (if required)

The digits you are entering.

6. SELECT SELECT PROGM KEY

7. To setup another quick access key,

repeat the same procedure. To exit this

mode, press STOP.

The Main Menu will return to the

display.

Press: Display Prompt:

1. PROGM ENTER

SECURITY # _ _ _ _

2. Enter Security Code (if required, if not

the display at right is shown) PROGRAM

KEYS ID/TIME TEL

3. KEYS SELECT PROGM KEY

4. ACC (the – sign) followed by selected

quick access key (1-8) ENTER NUMBER

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Note: LEDs do not illuminate when a buried quick access key is in use. Therefore, it is

recommended that the buried keys be used for Author IDs, long distance access codes

or telephone numbers, not for feature codes.

Using your Buried Quick Access Keys

Once you have setup a buried quick access key, simply press Acc followed by that key

(1 - 8) to activate the function.

Chaining Quick Access Keys

The contents of one quick access key may be chained as part of another quick access

key. The contents of three keys (maximum) can be chained together. "Buried" key

contents may also be chained.

Example: Let’s say Key [8] has been programmed with the telephone number of the

Enterprise Express Voice System (EXVoice access code), and you want to program

Key [2] so that all the dictator has to do is press [2] to call the system and

automatically login. When programming Key [2], first press Key [8], and then enter

the dictator’s ID number. The contents of Key [8] (EXVoice access code) has now

become part of Key [2].

Revising/Viewing the Contents of a Quick Access Key

Perform the following steps to revise the contents of a quick access key:

TABLE 3 Revising a Quick Access Key

5. Enter the desired number using the

telephone keypad or another quick

access key (if required)

The digits you are entering

6. SELECT SELECT PROGM KEY

7. STOP Main Menu

Press: Display Prompt:

1. PROGM ENTER

SECURITY # _ _ _ _

2. Enter Security Code (if required, if not

the display at right is shown) PROGRAM

KEYS ID/TIME TEL

3. KEYS SELECT PROGM KEY

4. Press the Quick Access Key you wish to

revise Current contents are shown

REVISE? YES NO

5. YES ENTER NUMBER

Table of contents

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