BusinessPhone Communication Platform 5.1
Facilities

## Dictaphone Function

## Definition

Messages recorded by using the dictaphone function of ASB 150 02 are stored in the personal (individual) mailbox and are treated like a normal voice message. For recording of important notes during work new routines have been introduced to simplify the start of dictaphone messages especially for portable phone users. For retrieving the dictaphone messages the same procedures as for retrieving normal voice messages can be used.

## Use

The recording of dictaphone messages has been simplified so a phone, especially a portable phone can initiate recording when pressing one key or selecting the short-cut from the directory book. This means that a portable phone can be used as a dictaphone device.

The recording of a dictaphone message can be initiated from portable phones and from desktop extensions in different ways:

- namecall key with *58# (desktop phone)
- individual abbreviated number with *58# (portable and desktop phone)
- entry in telephone book (portable phone)
- enter command *58#

Note

See the respective manual for programming of name call keys or entries in the telephone books for your specific type of portable or desktop phone.

The dictaphone function can be used for saving important notes during daily work in a simply and easy way in the message system of the ASB 150 02.

## Operation

### Recording

#### Recording from portable phone

For the portable phone DT 310 the only possibility to have an easy start of the recording is to use a directory book entry for *58# (but there are only 10 entries in total). For the portable phones DT 360, DT 368, DT 288 and TH 688 there are the possibilities to use also a directory book entry or to define an abbreviated number for *58#.

After dialling *58# the recording starts immediately and the display shows the text “RECORDING” or “MESSAGE” depending on the telephone type.

Note that for the portable phones DT 310 and DT 360 no text can be displayed. The portable phones
DT 368, DT 288 and TH 688 can show the text if they use the appropriate software. For these phones a display of 2 rows with 12 characters is available.

The following text will be displayed:

The text “RECORDING” is shown on the display.

#### Recording from a non-display phone or from a phone without menu keys

Nearly the same mechanism which is used for sending of messages will also be used for the recording with the exception of the entrance and the exit of the session.

##### dialing *58#:

After dialling *58# the recording starts immediately and displays the following picture: (only for system phones without menu keys)

After pressing the “#”-key the recorded voice message will be stored.

After pressing “9” the ongoing recording stops and a new recording starts again (for re-recording). The previous recording will not be stored.

#### Recording from a display phone

##### dialing *58#:

After dialling *58# the recording starts immediately and displays the following picture:

##### using a programmable key:

If one of the programmable keys is programmed with namecall (*58#), it is possible to start a recording session with pressing a single key. The recording session will start immediately and display shows “recording”.

### Record to the personal mailbox

The recorded message will be stored in the individual mailbox of the user which has called *58#. This voice message will be treated as a normal voice message and will be erased (purged) after a programmed number of days. Because the “dictaphone”-voice message is a normal message it is also possible to reactivate an erased “dictaphone”-message, which will not be presented or played during retrieving, if appropriate programmed.

### Stop recording via on-hook

If the send session has been started with dialling *58# then the message will be stopped and automatically stored when the user goes on-hook.

### Length of “dictaphone”-voice message

For “dictaphone”- voice messages the maximum recording time value (= 255 sec) will be used, independent of the value of command 4301 (recording time for voice messages).

### Retrieving

#### Retrieving “dictaphone” - messages

Because a “dictaphone”-voice message will be treated as a normal message it is possible to retrieve such messages in the same way as normal voice messages.

Retrieving is possible from a display phone, non-display phone or external, with and without password control, according to the programming.

#### Standard dictaphone features

To offer standard dictaphone features, as stop/pause, next/previous message and delete message, the voice menu in the retrieve path of a mailbox session has been extended. Therefore it is necessary to change voice prompt 4412-2 (and also 4413-2, 4414-2) so the user knows what function belongs to the keys. Display phones will have the same functionality with the same keys, but there is no display support. The following picture shows the key arrangement for portable phones:

Note

1. For systems older than ASB 150 02 R12 only key “1” (replay), key “2” (next message) and key “#” (erase and step to next message) have been available for the message retrieval
2. For ASB 150 02 R12 or higher systems the option ’step to next message’ is available twice. First on key “2” as before and second also on key “9”. This (key “9”) was chosen to have the previous/next options symmetrical (left -> previous, right -> next). We also keep the functionality of key “2” because user which are already familiar with the current implementation and do not hear the control voice prompt again (because they already know the functions of the keys) shall not be confused. But in the control voice prompt (4412-2) only key “9” will be mentioned to step to the next message.

## Capacity

The length of a recorded dictaphone message is limited to 255 seconds (4.25 minutes). To record messages longer than 255 seconds a new session has to be started which results in having several dictaphone messages stored in the individual mailbox each with a length of maximum 255 seconds.

## Limitations

If a programmable key is used as short-cut for *58# (start recording by pushing one key) the LED on the key is not operating.

Please note that this feature is depending on the capacity of the individual mailbox system and on the hardware components (VMU-HD, MFU, number of voice channels, capacity of flash cards/disks) used in the system.

Limitations on MFU:

When using dictaphone function high amount of message data is stored to the mailbox. The available storage capacity for Mailbox users can be reduced quickly, therefore it is strongly recommended not to use Compact Flash Cards with 8MB and 16MB in this case. E.g. ONE 255s conversation recording message requires 2MB with “high quality” (= 64kbit/s)!

Further it is strongly recommend to record messages in “standard quality” (=32kbit/s), thus doubling the space available, increasing disk life-cycle, and to sell to those customers who want to use ALL voice features the largest capacity available (48MB), or selling the VMU-HD with 175MB.

For detailed description see Facility Description - Mailbox System (340/155 34-ASB 150 02 Uen).

If voice prompts are not or not correctly recorded (and loaded) at all then a request to specific actions might be rejected.

## Programming

None.

## Equipment

The Dictaphone feature requires an installed and configured VMU-HD or MFU board. Make sure that the corresponding voice prompts are loaded into the system.

Revision: B © Ericsson Enterprise 2003