Model DTS1000P-BV Deployable Telephone PBX With Basic Voice Messaging Option

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1 N o rth m a rkco m m u n ic a tio n s Field Deployable Telecom Solutions Model DTS1000P-BV Deployable Telephone PBX With Basic Voice Messaging Option Field Setup & Operations Manual Table of Contents 1 Overview 2 Component list and descriptions 3 Choosing a location for the PBX (Private Branch Exchange) 4 Unpacking and setting up the PBX 5 Connecting AC power to the PBX 6 Connecting outside telephone service to the PBX s line jacks Existing telephone land-lines Cellular telephone units Satellite telephone units 7 Connecting telephones to the PBX s extension jacks 8 PBX Programming 9 Power Failure Operation 10 Packing up 11 Storage considerations 12 Safety considerations read me! Appendixes A Sample Auto-Attendant Script B Single-line phone user Instructions C Voice Messaging Instructions D Satellite Earth Station Instructions E Cellular Base Station Instructions F ITT2203 One-Touch Button Programming G Speed Dialing Tech Notes User Notes (blank page) Technical support: (Call upon deployment so we can be available.) Copyright All rights reserved. Northmark Communications Version 1.07

2 Section 1 Overview It is important to take the time to familiarize yourself with this manual, the operating manuals, and the operation of the system before you need to use it. This manual will guide you quickly through the setup and care of the DTS1000P Deployable Telephone System. The system can be connected to regular telephone lines, or a cellular or satellite base station. Most cables and accessories are designed to be obtainable from local vendors if necessary. Section 2 Components List PBX (Key System Unit) this is the central brain of your telephone system. It processes all incoming, outgoing, and intercom calls. It is housed in the rugged carrying case shown here. Uninterruptible Power Source (UPS) (optional) - The PBX s housing (above) may also contain a small UPS to keep the system running during short (30-45 minute) power failures, such as while a power generator is shut down for refueling. Digital Display Phone Each system must have at least one KX-T7700 series display phone to act as the main operator s position and programming station at Ext If more than one is provided, they will be programmed and labeled for other extensions. Basic single line telephones Depending on how your system was ordered, you may have multiple digital feature phones like the one above, or mix of feature phones and standard desk phones shown here. (Styles and features may vary depending on specific phones ordered.) Cable reel all the telephone extension cords can be quickly rolled onto and off of the cable storage reel. Connect the cables end to end for easy winding. 2

3 Four-conductor telephone extension cables These 25 cables can be used for either incoming outside landlines or telephones to the PBX. For storage, they can be connected end to end and rolled onto the cable reel shown above. Incoming line 7 modular plug to spade lug adapter cables used for adapting the standard modular male-to-female extension cables (above) to screw terminals on a telephone network interface to allow connection to the outside line (red) jacks on the PBX. Male-to-male 8 jumper cables used to adapt a standard fourconductor male-to-female extension cable to a female telephone jack, such as a standard telephone, or satellite or cellular telephone base station. Color may vary. Equipment Storage Case This large container is where you store the telephones, cables, cable reel, and any other accessories. Some kits may have two. Basic Tool Kit contains a few basic tools that are useful when setting up the equipment. Includes Phillips and flat blade screwdrivers, diagonal cutting pliers, slip-joint pliers, needle-nose pliers, wire strippers, and a small adjustable wrench. (Not all tools are pictured here.) Advanced Tool Kit (Optional) Includes portable telephone butt set, tone generator, inductive probe, banjo adapter, 66/110 punch-down tool, modular crimper, and can wrench. These tools can allow a more experienced user to locate and test active phone lines, and to re-route existing phone lines and premises wiring. This can be useful when setting up the PBX in an existing building with its own telephone wiring. The kit comes it its own heavy zippered nylon carrying case, with separate compartments for manuals. 3

4 Section 3 Choosing a Location for the PBX Environment Chose a dry location, and up off the floor when possible. The temperature should remain above freezing and not exceed 90 degrees when at all possible. Temperatures between 50 and 80 degrees are preferred. Very high or low temperatures may cause the system to become unreliable, and backup batteries in the optional UPS may not run for their rated time or be damaged. Convenience It is usually best to locate the PBX in the same area as most of the phones, since most of the cable runs will be to telephone extensions, rather than incoming lines. Section 4 Unpacking and Setting Up the PBX Place the PBX case on a sturdy table or other raised surface whenever possible. Remove both the front and rear covers and place nearby where they won t be moved or lost. Removing the rear cover is important for ventilation. If necessary to save space, the PBX can be operated on its end with the carrying handle (right-hand side) upward, and feet downward. Section 5 Connecting Power to the PBX The PBX requires clean, stable 120 volt AC power. It can be provided by a standard wall outlet serviced by commercial power, an inverter connected to a large automobile or marine battery, or to a generator. In instances where other than commercial power is likely to be used, we strongly recommend that you order and install a UPS from Northmark to protect the equipment from the often messy power from other sources. Plug into 3-prong grounded outlets ONLY. DO NOT use 2-prong grounding adapters to defeat the ground prong on the PBX s line cord. Doing so may create a serious shock hazard in the event of an equipment malfunction. An extension cord may be used, but should be avoided when possible. Be sure to place the cord so that it will not become a trip or other hazard to building occupants, and so that no damage will occur to the cord. Use ONLY safe and undamaged 3-prong grounded cords! 4

5 If a UPS is installed in the PBX case, turn it on using the switch on its front panel. The PBX will power up automatically. If no UPS is installed, mply plug the PBX into an AC outlet there is no front panel power switch on the PBX itself. Section 6 Connecting to Outside Telephone Service There are three different possible sources of an outside phone line: 1. Land-line (conventional phone lines) 2. Cellular telephone base stations 3. Satellite phone base stations Connecting the PBX to these sources is essentially the same, but the setup of the Cellular and Satellite base stations is different in each case. If used, be sure to arrange for cellular or satellite service well in advance of any need! General: When connecting outside lines, always start with the lowest numbered RED jack - Line 1, then Line 2, and so on. See Figure A below. Unused jacks must be disabled see Section 9 for programming details. Telephone Cords: The same 25 male-to-female telephone cords can be used for both outside lines and telephone extensions. When a male-to-male extension is required, insert one of the short male-to-male jumpers into the female end of a 25 extension cord, as shown to the right. A black cord is shown for clarity, but other colors are just as likely. Conventional Land-lines: If one or more working lines are available, you can si ly connect the RED Line 1, 2, or 3 jacks on the PBX to existing wall jacks in a building (Figure B), or run the wires to the building s telephone network interface box or any similar terminal. Some network interfaces offer both modular jacks and screw terminals (Figure C). If only screw terminals are available, use the modular-to-spade adapter cables provided with this system. (Use the red and green leads.) Figure A (DTS1308 shown) Figure B Figure C (Typical Telco NID) If you are connecting to existing jacks as in Figure C, be sure that each one is wired for a different phone number. Check for dial tone at a jack by plugging in any regular single line telephone. 5

6 Cellular Base Stations: Locate the cellular base station so that the antenna can be placed as high as possible to ensure a good signal. Base stations must be in a dry environment. The antenna may be placed in or outdoors depending on the amount of received signal. Each base station will require AC power. Base stations do not have to be at or near the PBX. If you need to place the base station at a location with a better cellular signal level, one or more 25 extension cables and a short male-to-male jumper cable can be used to reach the PBX. Depending on whether you have a single line or multi-line cellular base station, a wire is connected from each line out jack on the base station to the red Line 1, Line 2 or Line 3 jacks on the PBX as shown in Figure A (above). Single line cellular base station Multi-channel cellular base station Satellite Base Stations: ST2900 satellite base stations are only available in a single line configuration. (Dual-line Iridium systems are also available.) The antenna must be placed outdoors, well above obstructions, to allow as wide a view of the sky in all directions as possible. The receiver must be placed in a dry environment. Each base station will require AC power, but has a back-up battery for short-term use. Base stations do not have to be at or near the PBX. One or more 25 extension cables and a short male-to-male jumper cable can be used to reach the PBX. Connect to the PBX as shown in Figure A (above). Section 7 Connecting Telephones to the PBX Run an appropriate length of standard 4-conductor 25 telephone extension cords from the cable reel from the PBX to each telephone location. Any number of cords may be connected together to reach the telephone location. Connect the cord to a YELLOW station jack on the PBX s front panel as shown in the picture to the right. These are labeled Ext. 101 through Ext. 108 (or through Ext. 116 on larger systems). If using digital proprietary phones, be sure to connect only the phone labeled with the matching extension number. Using the wrong phone may mean that the button labels will be inaccurate, since extension programming can vary. 6

7 Extension 101 should be used for the digital attendant phone, although any standard phone or digital phone will work in any jack. Extension 101 is assigned as the attendant/operator position and should be staffed at all times. Place and secure all cables so that they will not become a trip or clothesline hazard. Tape them down on vinyl or carpeted surfaces with duct or gaffer s tape. Do not use tape on painted surfaces as it will likely damage the paint upon removal. A note about our telephone cords: The telephone extension cords provided with this system are all 4-conductor cords. If you need to add or replace cords from a local supplier, be sure they are 4-conductor cords. The digital proprietary phones will not work with a 2-wire cord. Section 8 System Programming You may have to make several small changes to the system s programming, depending on the situation. All programming must be done with a KX-T7700 series display phone connected to Extension 101. To enter system programming mode, press Program, then, #. Enter the default Administrator Password ( ). Exit programming by pressing Program again. Disabling Unused Outside Lines: If you are not using one or more of the RED outside line jacks, they must be disabled (disconnected) in programming to prevent outgoing calls from connecting to the unused line jacks. (You will know if this is happening because users will complain they sometimes get no dial tone after pressing 9. ) Also, if the system was previously deployed and some of the outside lines had been disconnected, they will not work until re-connected, so it is best to check their current status by pressing 8 followed by the line number. For instance, if you enter 83 to check line three and get a fast busy signal, you know it is not connected in the programming. If you get a new dial tone, it is working correctly. Enter programming as above. Enter then press SP-Phone, then the Line number (1 through 8) to be enabled or disabled. Press the Mute button to select connect or not connect. Press Store. If you need to change another line s setting, press Redial to move upward, or SP-Phone to move downward. When done, press Program to exit programming. Automatic Designated Line Access: By default, all enabled outside lines can be accessed by dialing 9. The system will automatically select the highest number available line. If you need to remove a specific line jack from automatic access (to reserve it for satellite or cellular service, for instance) you can disable automatic access for one or more lines. Enter Programming as above. Enter then press SP-Phone. Enter the line jack number (1-8). (Pressing SP-Phone repeatedly will step through the line numbers.) Press Mute to select enable or disable. Press Store. Repeat for each line as needed by advancing to the next line with the SP-Phone button. When done, press Program to exit programming. (Programming section continued on next page) 7

8 Setting Time & Date: Enter programming as above. Enter Press SP-Phone. Enter 2-digit year (i.e. 07 ). Press FWD/DND. Use the Mute key to step through the months. Press FWD/DND. Enter the 2-digit day. Press FWD/DND. Use the Mute key to step through the day of the week. Press FWD/DND. Enter the hour. Press FWD/DND. Enter the minutes. Press FWD/DND. Use the Mute key to select AM or PM. Press Store, then Hold. Automated Attendant (AA) (also known as Direct Inward System Access, DISA) : The automated attendant is a system that answers outside calls automatically, offers the caller some choices, and then directs the call to its destination. The system can be switched between AA operation (night) mode to live answering (day) mode using the preprogrammed feature keys at Extension 101. A caller who dials 0 will be transferred to Extension 101. If they dial 9 all phones will ring immediately. A caller who makes an invalid entry or doesn t dial at all will be transferred to Extension 101 after 5 seconds. If Extension 101 rings for more than 15 seconds, all extensions will ring. The default AA message simply asks the caller to dial his three digit extension number or press 0. Reprogramming an AA menu system (also known as DISA) should be done in advance, since can be a complex procedure. Changing the main AA greeting is simple, and can be done in the field, as long as the AA system s programming structure remains the same. See Attachment A for details. To change the main greeting, press Program, then lift the receiver and be ready to record. Enter 911 and begin speaking after the beep. When you are done recording, press Store. Your message will then play back. If you like it, hang up. If you want to rerecord it, press 1 and begin recording again after the tone. Voice Messaging (Voice mail): The Basic Voice Messaging system (BV) allows callers to leave short messages for users who are busy or do not answer. It works much like a simple answering machine for each extension. This system s basic features are installed and pre-programmed at the factory. Each box s outgoing message (OGM) must be recorded before the box will become active and available. Keep messages as short as possible to save memory. Calls will be automatically transferred to the message box if an extension is not answered in four rings. Each voice message box is only accessible from the extension to which it is assigned or from an outside line. There is also a common mailbox that is accessed only from Extension 101. Callers may end up in the common mail box either by making no selection during the AA greeting, or by making an error. The common mail box may not be directly selected by a caller. When an extension is set up to forward calls to the voice messaging system if the extension is busy or not answering, (default setting) the FWD/DND button will be flashing. (Voice Messaging programming section continued on next page) 8

9 This very simple voice messaging system has no user voice prompts to guide you. All actions are initiated with single or multi-digit commands, or with pre-programmed buttons on the proprietary feature phones and single line phones. To use these buttons, the phone must be off-hook or the speakerphone turned on. Message boxes do not require passwords for user access from system phones, only for calls from outside to retrieve voice mail messages. Factory default outside access codes are the extension number preceded by the #. For instance, extension 103 s code is #103. These may be changed by the user, but we strongly recommend leaving them at the default setting. If they are changed, the next tim m is used that mailbox may be inaccessible if no one knows the new access code. The BV system has a total memory of 120 minutes. Each caller message is limited to 1 minute. The outgoing message (OGM) is limited to 2 minutes. This can be changed in programming. Please contact Northmark Communications tech support for assistance. A supply of laminated extension user guides that explains voice mail operation as well as other common system features is included with this system. Basic BV user commands: To access your messages from a o KX-T7700 series phones Pick up handset or use speakerphone, press Message button o Single line basic phones Pick up handset dial 7252# To record a greeting: 7231# (record after tone, hang u done) To play your greeting: 7232# To erase a greeting: 7230# (hang up after tone) To forward busy/no answer calls to your mail box: # To cancel call forwarding: 710# To play all messages: 7252# To replay a message while listening to it, press 1 To skip to the next message, press 2 To erase a message while listening to it, press 3 To go back to the previous message, press 9 To erase all messages: 7250# To cancel call forwarding: 710# To record a greeting for the General (Common) Mailbox*: # To play the General Mailbox greeting: # To erase the General Mailbox greeting: # * The General Mailbox is shared with Ext 101 s mail box and messages are mixed together. Message Waiting Indications: KX-T7700 series display phone users will hear a stutter dial tone and see the message/ringing indicator light on the upper right corner of their phone light up when a message is waiting. Single line telephone users will hear a stutter dial tone when the receiver is picked up. Section 9 Power Failure Operation If the AC power fails (and the battery of the optional UPS runs down) causing the PBX to shut off, disconnect the cables feeding the RED line jacks and plug them directly into single line (not digital) telephones. Once power is restored, reconnect the cords to the PBX. If installed, the UPS will require several hours to recharge its batteries before it can handle another short power failure. 9

10 Section 10 Packing Up Shut off the UPS if one is installed in the PBX case, and then remove power from the system by unplugging the power cord. Disconnect all incoming line and station cables from the front panel and replace the black storage covers on the front and rear of the PBX. The one with the label is the front cover. Roll up the telephone cords on the cable reel. Connect the cords end to end to make it easier to use next time. Be careful that either the male or female end of each cord consistently goes onto the reel first to avoid confusion the next time you deploy the system. About 15 cords will fit well on a reel. Store all spade lug and male adapter cables in the provided plastic bag or any suitable zipper lock bag. Put telephones into their canvas bas. Place the bags, and the cable reel and any other loose accessories in the equipment storage case. Store heavier items on the bottom of the case to prevent damage. If anything is wet or dirty, clean it as appropriate before putting it away. This will help avoid corrosion while in storage. If a moisture absorber is normally kept in the case, be sure it is in the case before closing it up. Section 11 Storage Considerations If you have a UPS installed in your PBX case, it must ged in at all times while in storage so as to keep the internal backup batteries fully charged and ready for use. Batteries should be replaced every three to five years. For long term storage, open the front panel and disconnect the batteries. The PBX programming will be stored by the internal CMOS battery for up to seven years. Otherwise, the PBX equipment can be stored in any cool, dry place. Keep it out of direct sunlight and away from any sources of high heat. For long term storage, consider placing Damp Rid or silica gel moisture absorbent in the storage container, and inside the rear cover of the PBX case. The Cortelco model 2203 basic speakerphones use an internal battery to protect the onetouch dialing button memory. It will last for up to one year with the phone unplugged. The battery is not rechargeable, so when the total un-plugged time reaches one year, it must be replaced. The CR2032 watch battery is located under the memory dial directory card in a black plastic holder that slides down into the telephone. Be sure to have the phone plugged in to a live phone jack when changing the battery to avoid memory loss. Section 12 Safety Considerations Install all equipment in dry locations, unless otherwise noted. Use only grounded electrical outlets and extension cords. Place the PBX and any accessory units (cellular radio or cordless phone base stations, for example) in dry locations on stable surfaces so that 10

11 they cannot fall or be dragged off. Run all cables and cords so that they do not constitute a tripping or clothesline hazard. Satellite base stations and outdoor cellular antennas m properly grounded outside the building to reduce the possibility of lightning da e to the equipment, building, and users. (Continued) Ground all equipment per the National Electrical Code, using any grounding lugs provided on the equipment. During thunder storms, systems should be disconnected from outdoor antennas, outside land-lines, and outside power sources, and should not be used until the storm is gone. If you can hear thunder, no matter how far away it seems to be, you are in danger of a lightning strike. For maximum safety, disconnect and stop using all systems as soon as thunder is heard. 11

12 Appendix A Automated Attendant (AA) Outgoing Message You may either use the anonymous default message shown below, or record your own message. The AA system is already programmed to handle the sample script also shown below. See Section 8, Automated Attendant, for instructions on re-recording the message. Default Automated Attendant Message Script Thank you for calling. If you know your party s three digit extension number, you may dial it now. To reach an operator, dial zero or remain on the line. Sample Automated Attendant Script This script is based on factory default automated attendant system programming. If you have previously made changes to the automated attendant menu system, you will need to modify the script accordingly. (Making changes to the menu system in the field is not recommended, as it is a fairly complex process.) The user name associated with each extension in the script could be a person s name, or an agency or department name. For instance, extension 103 might be the health department, and 105 might be John Smith. You have reached < agency/site name>. If you know your party s three digit extension number, please dial it now. For <Extension 101 user s name> press 1. For < Extension 102 user s name> press 2 For < Extension 103 user s name> press 3 For < Extension 104 user s name> press 4. For < Extension 105 user s name> press 5 For < Extension 106 user s name> press 6 For < Extension 107 user s name> press 7 For < Extension 108 user s name> press 8 To reach an operator, press zero To ring all extensions in an emergency, press 9 To leave a message in the general mailbox please remain on the line. If your PBX does not have the optional Basic Voice Mes ing feature installed, you must omit the last line from the message. An alternative is to connect a standard answering machine on one extension instead of a phone, or along with a single line telephone (NOT a proprietary phone.) Your message should then direct anyone wishing to leave a message to dial that extension s single digit AA number. For instance, if you connect the answering machine to extension 108, you would say, To leave a message in the general mailbox, press 8. 12

13 Appendix B Single Line Phone User Instructions To place an outside call on any available line Pick up the handset and dial 9 To place an outside call on a specific line Pick up the handset and dial 8 plus the singledigit line number, e.g. 82 for line 2 Place a caller on hold Flash the hook-switch and hang up Retrieve a held call Pick up the handset Retrieve a call put on hold by another extension Pick up the handset, then dial 53 [held outside line number, or extension number of station that put call on hold] Transfer a caller to another extension Flash the hook-switch, then dial the 3-digit extension number Forward all calls to another extension Pick up handset, and dial 711 [3-digit extension number] # Forward calls when busy or no answer Pick up handset and dial 712 [3-digit extension number] # (Voice message box is extension 725) Forward calls from another extension to your extension Pick up handset and dial 715 [forwarding extension number] # Cancel call forwarding from your extension Dial 710 # Cancel call forwarding from another extension 718 # [forwarding extension number] # N o rth m a rkco m m u n ic a tio n s DTS1000P Deployable Telephone System 13

14 Appendix C Basic Voice Message System Access Codes Personal Message Box User Commands: Pick up handset or turn on speakerphone before dialing codes To forward busy/no answer calls to your BV Message box, dial # To cancel call forwarding, dial 710# To record a greeting: 7231# (record after tone, hang up when done) To play your greeting: 7232# To erase a greeting: 7230# (hang up after tone) o o To access your messages: Digital proprietary phone Pick up handset, press Message button Single line phone Pick up handset dial 7252# To replay a message while listening to it, press 1 To skip to the next message, press 2 To erase a message while listening to it, press 3 To go back to the previous message, press 9 To erase all messages: 7250# Common Message Box User Commands: To record a greeting: # (record after tone, hang up when done) To play your greeting: # To erase a greeting: # (hang up after tone) Messages sent to the common message box will be mixed in with Ext. 101 s personal messages To access voice message boxes from an outside phone, enter # followed by your extension number during the initial auto-attendant message. N o rth m a rkco m m u n ic a tio n s DTS1000P Deployable Telephone System 14

15 Appendix D Globalstar Satellite Earth Station Instructions (Model ST-2900FIP-55NC) Satellite telephone earth stations are optional and not included with the DTS1000P system. This document is intended to supplement the GSP-2900 user s guide, as well as the GSP-2900 installation guide. Major components are already installed within the NEMA enclosure. To set up the equipment, the following procedures apply: 1. Install the equipment case inside a building so that it is that is protected from moisture. 2. Mount the Mini-Stick antenna so that it has a 360-degree view of the sky from 10 degrees above the horizon. For best results, the anten ld be mounted at the highest point on the building. Shadowing of the antenna by any object, including chimneys and pipes, can impair performance. 3. The antenna connections are color coded red and blue on the NEMA enclosure, antenna, and cables. Match color for color. 4. For long-term operation, we suggest installing adhesive-lined heat- shrinkable tubing on all antenna connections. This prevents loosening of the connector due to mechanical vibration and moisture intrusion into the connector. 5. Ground the equipment to earth ground via the ground lug on the NEMA enclosure. Grounding termination must be performed as per the GSP-2900 installation guide. 6. Connect phone line from telephone jack on radio to any line jack on PBX. Globalstar radio may be placed up to 600 from PBX. 7. Plug in AC power cord to outlet. Internal battery power will only allow operation for a short period of time. The phone is now ready to use. For additional information regarding operation of the Globalstar GSP-2900, consult the user guide provided with the Globalstar ST-2900FIP kit. 15

16 Appendix E Cellular Telephone Base Station Instructions Cellular telephone base stations are optional and not included with the DTS1000P system. Cellular telephone service must be arranged for and the base station activated well in advance of any need. It is difficult, if not impossible, to arrange for service at the last minute. Be sure to test the base station after it is programmed by making at least one phone call. Place cellular base station in a dry and secure location with a strong cellular signal. Higher locations often work better, but not always. If an external antenna is used, it may be placed outdoors, but the antenna must be grounded as per the National Electrical Code. External antenna may be installed on the portable tripod, or on any railing or other suitable support with duct tape or clamps. If the portable tripod is used outdoors under very windy conditions, it must be firmly secured so that it doesn t blow over. (Models TR-SX5E, TR-SX5EM) Connect to AC power or battery pack. Connect a phone line from the cellular radio to any active line jack on the PBX. (Model SX-5 Multi-channel Cellular Base Station) Remove front and rear covers from travel case. Connect external antenna to antenna jack on rear of unit. Connect a phone cord from each cellular base station jack to any active jack on the PBX. Connect unit to AC power. 16

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