Call recording user guide

About hosted call recording

This guide provides information about the Spectrum Enterprise Hosted Call Recording features, functions, and reports presented as tools to be used to solve your business management requirements. We’ve focused on some of the most common tasks such as managing recorded calls, calls in progress, Users, and extensions. Where possible we have included step-by-step procedures and/or examples of how to complete the functions within the application.

The End User Interface allows the Group Administrator to create Users of the system. Users of the system might be characterized as managers or supervisors of contact centers, members of law offices, or financial institutions. Users are assigned numbers by which they are then able to manage calls in progress and recorded calls. The Group Administrator is able to view and playback all calls made by any of the Users that they create. And, if applicable, the Group Administrator is also able to archive recorded calls and download the recorded call files of their Users.

Spectrum enterprise product packaging

Enterprise Solutions provides three levels of recording that can be easily accessed through our web based portal. Each level has different features and thus a different price. Please contact your Account Executive for more details on pricing.

    • Basic call recording
      • Alerting Call annotation
      • Call annotation file upload
      • Call CRM integration Categorization
      • Comments
      • Email links
      • Reporting
    • Business recording and analytics
      • Basic features listed above.
      • In addition, Encryption and Audio Mining (3 packs).
    • Premium recording and analytics
      • Business recording features listed above
      • In addition, Evaluations.
    • This document will be broken down into four sections
      • Getting Started
      • Basic Call Recording Features
      • Business Recording and Analytics Features
      • Premium Recording and Analytics

Getting started

This section contains the essential information for getting started with Hosted Call Recording.

  1. Logging on
    1. In order to access the application, you must logon with a user name and password. The User Name is assigned by the Spectrum Enterprise Administrator. Passwords are auto-generated by the application and emailed directly to you. Once you have access to the application, you have the ability to change your password using the Change Password link. You are then able to select a password of your choice.
  2. Instructions
    1. Open an Internet session. Supported browsers and versions include the following:
    • IE
    • Firefox
    • Google
    • Chrome
    • Safari

    Direct URL: https://cr.telovations.net/CallRecorder

    User credentials window with username and password fields - Image opens in full resolution in a new tab
    1. Once you have access to the application, you have the ability to change your password using the Change Password link. You are then able to select a password of your choice. Passwords are initially auto-generated because Administrators and Providers are not allowed to know the passwords of the Group Administrators that they create.
  3. Search
    1. The Search feature allows you to search any part of the call record (Number, Duration, Time, Comments, etc.) on the Recorded Calls screen in order to find a specific call record.
    2. For example: if there are 10 pages of recorded call files on the Recorded Calls screen and you need to find a specific call record that you know has a comment associated with it that has the word help desk in it, you can search for that word to find that call record. You can also use a wild card (%) to replace part of the word or number for which you are searching.
  4. To search the interface:
    • Enter the word or number that you wish to search for in the Search field.
    • Click View search results.
    • The application returns all records (or none) containing your search criteria.
  5. Organization
    1. The Organization tab is only available to Group Administrators. This is where Group Administrators will maintain their Organization, Subscribers, Users, and Recording Policies.
  6. Organization
    1. Organization allows Group Administrators to create and manage a hierarchical structure of their organization and/or department and its employees. The Organization not only displays the organizations hierarchy, but it also displays statistics regarding the hierarchy. The Organizational Grid displays the total number of employees and departments in the hierarchy, the top five employees, and the top five departments. The top five employees and departments are ranked based on their number of incoming calls.
    2. Note: For organizational purposes, it is best to create all employees and departments first and then assign employees to the departments.

    3. The Group will always appear as the top level "account" in the hierarchy structure. This account is created automatically during the installation process. The Group can have multiple Employees and/or Departments. Employees are created under the Group and then assigned to Departments. Click on Employees (the top level of the employee hierarchy) to display a list of employees that are not currently assigned to subscribers.
  7. To Add a New Employee:
    • Click the Organization tab
    • Select the Organization to ensure that you are looking at the organizational hierarchy
    • Click on the Group
    • Select the Add employee link.
    • If applicable, enter or select the following New Employee information:
      • Department - identifies the department to which the employee is assigned
      • Manager - identifies the manager to which the employee is assigned, if applicable
      • Name - identifies the name of the employee
      • Title - the employees title within the organization
      • Description - a brief description about the employee, job title, etc.
      • Shift start time - identifies the start time of the call handler's work shift
      • Shift end time - identifies the end time of the call handler's work shift
    • Click Update Employee
  8. To create a new department:
    • Click the Organization tab
    • Select the Organization to ensure that you are looking at the organizational hierarchy
    • Click on the Group
    • Select the Add Department link.
    • Enter or select the name of the department (can be a department name, manager's name, etc.)
    • Enter brief description about the new department.
    • Click Update Department.

    Note: Users can be dragged and dropped to be added to departments or by clicking on the user and changing the Department in the drop down.

  9. Subscribers
    1. Subscribers are those people whose phone numbers are being recorded. This is added by the Spectrum Enterprise in the Administrative Interface Subscribers are assigned to Group Admin (Users). It is then the Group Administrator's responsibility to identify the recording and retention criteria for each subscriber and then assign the subscribers to users via the End User Interface. Recording and retention criteria include application features, call retention, and message retention, if applicable.

    Note: Updating the description of the subscriber will show that description on the Recorded Calls tab, the Dashboard, and the reports instead of just the number.

  10. Users
    1. In order to view recordings, Users must be added first to the application and have subscribers assigned to them. Only the Spectrum Enterprise Representative or Customer Group Administrator has the ability to add new Users to the application. When a new User is added, the application will automatically email them a temporary password. Users logging in for the first time will be redirected to the expired password dialog to reset their password to something more meaningful and within the company's rules for a valid password. The rules for a valid password are displayed as text on the expired password dialog. Users have the ability to change their passwords at any time. However, in the event that they forget their password, they can come to the Group Administrator at which time their password can be reset from the User Profile Information screen
  11. To create a new User:
    • Click the Organization tab and select Users.
      • The User Maintenance screen is displayed.
    • Select Add New User.
      • The User Profile Information screen is displayed.
    • Enter the following information:
      • User name - this is the user name the User uses to log on with
      • E-mail address - the email address where the Users password will be emailed
      • Contact name - the User's contact name
      • Company name - the User's company name, if applicable
    • Scroll through the list and select the Subscribers that you wish to assign to this User by clicking in the corresponding option boxes. You can also filter for specific subscribers by enter the first few digits of the subscriber in the Filter dialog box.
    • Select at least one number to associate with the User by clicking in the corresponding option box.
    • Users can have multiple numbers associated to them.
    • Group admin - identifies whether or not the user has Group Administrator privileges
    • If Group Admin is selected the Admin User Tasks section will appear.
      • By default, all Admin User Tasks are activated or selected for this user.
      • You can deselect tasks by clicking in the applicable option box.
    • Admin User Tasks include the following:
      • Delete calls – allows Group Administrators to delete calls from the Recorded Calls tab.
      • Edit users – allows Group Administrators to create and edit new and existing users in the End User Interface.
      • Edit organization – allows Group Administrators to add, edit, and delete employees and departments within the organization structure.
      • Access the recycle bin – allows the Group Administrators access to the Recycle Bin tab to recover, download, or permanently delete calls in marked for deletion.
      • Edit subscribers – allows the Group Administrators to edit the recording criteria and application features of subscribers assigned to users.
      • Edit recording policies – allows the Group Administrators to view, create, and edit recording policies.
    • Automatically assign new numbers - identifies whether or not this Group Administrator will automatically be assigned all new numbers that are added to the Group

    Note: The primary Group Administrator is automatically assigned all numbers.

    • Click Add User to save your changes
  12. Resetting a user's password
    1. In the even that a User forgets their password, they must contact the Group Administrator to reset their password, at which point, the interface will auto-generate a new password and sent it in an email to the User.
  13. To reset a User's password:
    • Click the Organization tab and select Users.
    • Select the User that you wish to reset the password for and click on the Login ID
      • The User Profile Information screen is displayed.
    • Select Reset Password.
      • The system will email the User their new password.
  14. Deleting a user
    1. At times, you may find it necessary to delete Users from the End User Interface in order to replace them with new Users or allocate their numbers to different Users.
    • To delete a user:
      • Click the Organization tab and select Users.
      • Select the User that you wish to delete and click on the Login ID.
      • Select Delete User.
      • A confirmation message appears asking if you really wish to delete this User from the application.
      • Click OK to the confirmation message.
  15. Call recording policies
    1. Recording policies are used to pause and resume the recordings as needed, such as when a credit card number is being read over the phone. The Portal allows you to define specific Call Recording Policies within the system, as well as to specific Employees/Subscribers.
  16. Create call recording policies
    • Click the Organization Tab and select the Recording Policies Tab.
    • Begin by clicking "Add Policy Section".
    • First, click "Add Trigger".
      • Enter specific Pause Triggers for the Policy, which will cause the recording to temporarily stop, by selecting the Type from the drop-down list.
      • Then, enter the Value, if required, and select whether this Trigger will apply to Call Recordings, or All Recordings.
      • Repeat this action for all Pause Triggers you'd like to define.
    • Next, enter the specific Resume Triggers for the Policy, which will cause the recording to resume, by clicking "Add Trigger" for that section.
      • Select the Type from the drop-down list.
      • Then, enter the Value, if required, and select whether this Trigger will apply to Call Recordings, or All Recordings.
      • Repeat this action for all Resume Triggers you'd like to define.
    • To set a prompt Trigger for the system to auto-resume recording after it has been paused, enter the number of seconds next to Auto Resume Time.
    • Finally, to enable the Recording Policy, check the box next to Recording Policy is Enabled
    • Click "Update Policy".
    • A Confirmation Message that you Policy Properties have been saved will appear; click "OK" to close the box.
  17. Delete triggers
    1. To delete a Pause or Resume Trigger, click the Delete Button for the Trigger you'd like to disappear. A Confirmation Message will appear asking you confirm the deletion; click "OK" to continue.
  18. Copy recording policy
    1. To copy a previously-created Recording Policy from the system to a new Employee/Subscriber:
    • Click on that Employee in the Group Policy Selection Menu on the left.
    • Then, click "Copy Inherited Recording Policy".
    • The system will update the User's Call Recording Policies immediately.
  19. Delete call recording policy from employee
    1. To delete a Call Recording Policy from an Employee/Subscriber's Profile:
    • From the left menu, click on the Employee.
    • Then, select "Delete Policy".
    • A Confirmation Message will appear asking if you are sure you want to delete the Policy
    • Click "Yes" to confirm and continue with the deletion.
    • Your changes will be saved to the system; click "OK" to close the dialog box.
  20. Time zones
  21. Changing time zones
    1. The call recording application has 85 standard preloaded time zones. Time zones can be applied to the Recorded Calls and Calls in Progress screens. Time zones will also work in conjunction with date and time filters when applied to the Recorded Calls screen.
  22. To change time zones:
    • Click on the Recorded Calls tab.

    Note: Times Zones are available from any tab in the End User Interface.

    • Click on the Time Zone link and select a new time zone from the drop down list.
    • Click Save.
      • The time and dates are updated according to the time zone.

    Note: Date is not displayed on the Calls in Progress screen.

Basic recording

The default landing tab is the Home or Dashboard Tab. This can be customized to best suit your needs. To set your default-landing tab, click on the tab that you wish to make the default. Click the that appears on the tab or next to the label. A confirmation message is displayed notifying you that your default tab has been set. Click OK.

  1. Dashboard
    1. Upon entry into the Spectrum Enterprise Hosted Call Recording system, you will be presented with a configurable dashboard.
    Dashboard showing First look, Call handler summary, active call handlers and Recent Calls - Image opens in full resolution in a new tab

    The Home Tab or Dashboard provides you with a real-time view of the system data including information about the total number of calls in progress, active call handlers, calls, duration recorded, calls in the recycle bin, free audio storage.

    With the exception of First Look, Active Call Handlers, Recent Calls, and Activity & Heat Map charts, you have the ability to view each pane as either a text or graphical display. Additionally, all panes have one field you can click on to drill down into the details of that information or play a call recording.

    The default is for the Dashboard to refresh every 30 seconds; however, you can reset the refresh value for each element individually except for the First Look pane. Refresh can be temporarily stopped by clicking the (Pause) button.

    Additionally, the panes can be reorganized or relocated by clicking on a pane, dragging it, and dropping it in the desired location on the Dashboard. Each pane can also be collapsed by clicking on the arrow in upper right corner of the applicable pane.

    The Dashboard is divided into eight distinctive panes that give you a pictorial and data overview of your company's current call usage.

  2. First look
    1. The First Look appears horizontally across the top of the Dashboard and displays a quick view of totals for the following information:
    • Calls in progress – identifies the total number of calls in the system that are not terminated, by Tenant and/or User.
    • Active call handlers – displays the total number of extensions with an active call. Active Call Handlers displays information by Tenant and then by User. Tenants and Users will only see information based on extensions to which they have access.
    • Calls – identifies the total number of completed calls for the user that is currently logged in and that have a recording associated with them. This value is accumulative over the lifetime of the Tenant. However, the number will adjust accordingly when call files are deleted and/or routinely swept from the application.
    • Duration recorded – identifies the sum of duration for recorded calls that have a recording associated with them, by Tenant and User. This value is accumulative over the lifetime of the Tenant.
    • Calls in recycle bin – identifies the total number of calls that have a recording associated with them and that are pending deletion. This value is accumulative over the lifetime of the Tenant. However, the number will adjust accordingly when call files are deleted and/or routinely swept from the application.
    • Free audio storage – identifies the total amount of free audio storage, by Tenant only.
    • Last week's trend – provides a visual display of the call history for the previous week.
    First look displaying Calls in progress, active call handlers, calls, duration recorded, calls in recycle bin, free audio storage, and last week’s trend. - Image opens in full resolution in a new tab
  3. Calls by category
    1. The Calls by Category pane displays total calls by custom category. Categories are specific to the user. The calls included in the totals are determined by the applied filter (for example: Last 30 Days, Last Month, Year to Date, etc.). The Calls by Category pane can be displayed as text or a graph by selecting Details or Graph from the drop down list. You can drill down into the specific recorded calls by clicking on a specific category. Additionally, you are able to adjust the number of results to display by selecting the applicable number from the Top Results drop down list.
  4. Frequent callers
    1. The Frequent Callers pane displays the total number of calls by calling number for the most frequently called numbers. The Frequent Callers chart displays inbound calls only. The number of frequent callers displayed in the pane will be determined by the applied filter (for example: Last 30 Days, Last Month, Year to Date, etc.). The Frequent Callers pane can be displayed as text or a graph by selecting Details or Graph from the drop down list. You can drill down into the specific recorded calls by clicking on a specific frequent caller. Additionally, you are able to adjust the number of results to display by selecting the applicable number from the Top Results drop down list.
  5. Calls by location
    1. The Calls by Location pane displays total calls by each location as determined by the NPA/NXX. The calls included in the totals will be determined by the applied filter (for example: Last 30 Days, Last Month, Year to Date, etc.). The Calls by Location pane can be displayed as text or as a pie chart by clicking on the View Graph link. You can drill down into the specific recorded calls by clicking on a location under the Location column. Additionally, you are able to adjust the number of results to display by selecting the applicable number from the Top Results drop down list.
  6. Call handler summary
    1. The Call Handler Summary pane displays the maximum duration, average duration, and total number of calls by call handler/number for the duration determined by the applied filter (for example: Last 30 Days, Last Month, Year to Date, etc.). The Call Handler Summary pane can be displayed as text or as a pie chart by clicking on the View Graph link. You can drill down into the specific recorded calls by clicking on a call handler ID under the Call Handler ID column. Additionally, you are able to adjust the number of results to display by selecting the applicable number from the Top Results drop down list.
  7. Active call handlers
    1. The active call handlers pane displays the call handlers/numbers that are currently on calls and the number of the other party. Users that have access are able to monitor an active call handler's call in progress by clicking on the monitor button. Additionally, you are able to adjust the number of results to display by selecting the applicable number from the Top Results drop down list.
  8. Recent calls
    1. The recent calls pane displays the most recent calls, incoming and outgoing, by call handler. The number of recent calls displayed in the pane will be determined by the applied filter (for example: Last 30 Days, Last Month, Year to Date, etc.). The Recent Calls pane can be displayed as text or a graph by selecting Details or Graph from the drop down list. You can play a recorded call by clicking on the recorded call icon. Additionally, you are able to adjust the number of results to display by selecting the applicable number from the Top Results drop down list.
  9. Activity & heat map
    1. The Activity & Heat Map displays the call activity for the top 10 numbers by hourly intervals over a 24-hour period. The Activity & Heat Map can be filtered by Call Handlers, Calling Parties, or Called Parties. Additionally, the call activity can be displayed as Number of Calls or Call Duration (in minutes). The darker blocks represent the higher volume call activity while the lighter blocks represent the lower volume call activity. Each individual block is clickable and will take you directly to the Recorded Calls tab where are you able to view the call activity, listen to the recording, add a comment, etc.
    Activity & heat map displaying call time, phone numbers and number of calls - Image opens in full resolution in a new tab
  10. Recordings
  11. Recorded calls
  12. By clicking on the 'Recordings' tab, you will be presented with the following subcategories:

    • Recorded calls
    • Recycle bin
    • Calls in progress
    Recordings tab displaying menu items for Recorded call, recycle bin and call in progress - Image opens in full resolution in a new tab
    1. When logged in as the Group Administrator, the Recorded Calls screen displays all completed recorded calls for all Users that have been configured. To better manage this screen, all column headers can be sorted by clicking on the applicable column header. Click once to sort the column in ascending order and click one more time to sort the column in descending order. By default, the following information is displayed on the Recorded Calls screen:
    • Number – the number or description associated with the call
    • Day – the day of the week the call took place
    • Date – the actual date the call took place
    • Time – the time the call originated
    • From number – the originating number
    • From caller ID – displays the name or number of the person that originated the call, if caller ID is available
    • To number – the terminating number
    • To caller ID – displays the name or number of the To Number, if caller ID is available
    • Redirected from – displays the number of the person or group transferring the call
    • Duration – the length of the call
    • Recording – identifies whether or not there is a recording associated with the call.
    • Annotate – comments and markers on calls to indicate where in the call a notable event occurred
    • CRM – allows the user to upload recorded calls to an interfaced CRM systems such as Sugar and Salesforce.com through the standard API
    • Email – allows the user to email a recorded call
    • Comments – any comments associated with the call
    • Category – allows the user to categorize calls into areas unique to their business (for example: geographic region or customer satisfaction)
    1. Additional columns are also available for view but are not included in the default display. If you would like to see these columns, please use the Managing Recorded Calls Columns instructions below to display them.
    • Redirected to – displays the number to which the call was transferred
    • MD5 – identifies whether or not the call has been hashed using MD5 fingerprinting, thus ensuring that the call has not been tampered with and satisfying regulatory requirements
    • Archive - allows you to view the file path of a particular recorded call
  13. Managing recorded calls columns
    1. To better manage the Recorded Calls page, you are able to select which columns are useful to you and should actually appear on the page. To manage recorded calls columns:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Select Columns link at the top or bottom of the Recorded Calls page.
    • Click in the option box that corresponds to the column(s) that you wish to remove from or add to the Recorded Calls page.
    • Select Update.
  14. Filtering
    1. Number, Employee, Redirection, Date/Time, Duration, Category, Audio Mining Pack, Evaluations, and Other (or a combination of all) filters located below the Home, Recorded Calls, Recycle Bin, and Reports navigation tabs can be applied to the screen to assist in searching and displaying only the information pertinent to your current needs. Select the filter you wish to apply by clicking on Filter and then selecting the Number, Employee, Redirection, Date/Time, Duration, Category, Audio Mining Pack, Evaluations, and Other tab(s).
  15. To apply a filter:
    • Click on the Recordings tab and select Recorded Calls.

    Note: Filters are available and can be applied from all tabs except Alerts and Organization.

    • Click on the Filter toolbar to expand it.
      • The Filter toolbar will expand.
    • Select the By Number link tab to filter by number.
      • You can also filter by Employee, Redirection, Date/Time, Duration, Category, and Other).
    • Enter or select one or a combination of any of the applicable data:
    • Click Apply Changes to display the recorded calls matching the criteria set by the filter
  16. Filter by call handler
    • Click radio button next to Call Handler Number Search, in the Search option box and enter the following
      • Enter one or more digits to search for a call handler number.

    OR

    • Click radio button next to Select Call Handler Numbers.
      • Select one or more Call Handlers
    • Click Apply Changes to apply the filter to the list of Recorded Calls.
  17. Click on Reset All to remove the filters from the Call Recording list.
  18. Playing a recorded call
    1. When users are configured in the Call recording platform, the default setting is to record all calls that are made from or to those numbers. Users can be changed to not record by the Group Administrator. If the default setting has been preserved for a number and calls are being recorded, a Recordings button will appear under the Recordings column indicating there is a recorded call file for that particular call.

    Note: Group Administrators will see recorded calls for all extensions assigned to Users that they have been assigned.

  19. To play a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Recording button that corresponds to the call that you want to play.
      • Your default media player will open and begin playing the recorded call file (MP3 file).

    Note: The way in which media players load and play the recorded call files will vary. For instance, QuickTime Player and Windows Media Player will immediately launch the recorded call file. However, iTunes® will load the recorded call file in the library and you will have to click play to begin listening to the file.

    • Click the browser Back button to return to the Recorded Calls screen.
  20. Downloading recorded calls
    1. In addition to exporting and archiving, you also have the ability to download individual or multiple recorded calls as a zipped file from the Recorded Calls and Recycle Bin tabs. This is useful in instances where you need to send a batch of recorded calls to another person or want to save them for future reference.
  21. To download a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the recorded calls you wish to download by clicking in the corresponding option box to the left of the Number column.
      • If you want to download all recorded calls, click in the upper left option box on the first page of the recorded calls.
    • Select the Download link at the top or bottom of the Recorded Calls page.
      • The system displays the WinZip dialog box allowing you to extract the screen recording(s) or save the zip file it to your computer.
  22. Annotations
    1. Annotations allow you to add comments and markers to specific parts of calls to indicate where in the call a notable event might have occurred. For example, a contact center manager (or any other user) can find a notable event in a call, mark it for future review, and add a comment. Once annotations are added to a recorded call, you then have the ability to go back and view, listen, download, and delete the annotation.
  23. To add an annotation to a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Annotate button that corresponds to the call for which you wish to add an annotation.
      • The Add an Annotation screen is displayed.
    • Select the Play ( ) button to begin playing the recorded call.
    • Select Pause when you come to the point in the call that you wish to annotate.
    • Enter a Marker Description.
    • Enter any applicable notes about the annotation.
    • Click Add Marker.
    • If you would like to attach an external document to this annotation, select the Browse button and locate the document.
    • Click Upload Document.
    • Select whether you would like to keep annotations in sync or whether they can be saved on an ad-hoc basis by clicking in the applicable option box.
    • Repeat steps 3-7 until you have finished annotating the call.
  24. To view and listen to an annotation:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Annotate button that corresponds to the call for which you wish to view and/or listen to the annotation(s).
    • Click Play ( ) button that corresponds to the specific annotation that you wish to view and/or listen to.
      • The recorded call plays, and each annotation is highlighted when it comes to that point in the recording.
    • To just view the notes associated with a specific annotation, click on the annotation subject.
  25. To download an annotation:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Annotate button that corresponds to the call from which you wish to download an annotation(s).
    • Select Download Annotation.
      • The system displays a dialog box asking if you would like to open the file or save it to your computer.
    • Respond accordingly.
      • Open - If you choose to open the file, it will display all annotation files that are in the zipped file.
      • Save - If you choose to save the file to your computer, a second dialog box will appear allowing you to select where to save the file.
  26. To delete an annotation from a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Annotate button that corresponds to the call from which you wish to delete an annotation(s).
    • Click the Delete ( ) button that corresponds to the annotation you wish to delete.
    • Click OK.
  27. Comments
    1. From the Recorded Calls screen you can add, view, and delete comments to each of the recorded call files. An Add Comment button ( ) indicates there are currently no comments associated with the corresponding recorded call file. A Pencil button ( ) indicates there is currently a comment associated with the corresponding recorded call file.
  28. To add a comment to a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Add Comment button that corresponds to the call for which you wish to add a comment.
      • The Call Comments screen is displayed.
    • Enter any necessary comments in the text box. Comments can be up to 1024 characters long.
    • Click Save.
      • The Add Comment button ( ) changes to a Pencil button indicating that there is a comment associated with this call.
  29. To view a comment:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the specific call you wish to view the comments of and position your mouse pointer over the Pencil button.
      • Notice that part of the comment is displayed as a tooltip.
    • Click on the Pencil button.
    • Click Close when you are done reviewing the comment.
  30. To delete a comment from a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Pencil button that corresponds to the call for which you wish to delete a comment.
    • Highlight the comment and click the Delete button on your keyboard.
    • Click Save to save your changes.
      • The Pencil button changes to an Add Comment button ( ) indicating that there is no longer a comment associated with this call.
  31. Upload to CRM
    1. You have the option to upload recorded calls from the Recorded Calls tab to a CRM application. This functionality allows you to connect the recording system with CRM applications such as Sugar or Salesforce.com to upload recorded call files.

    Note: You can only have one active connection to a CRM application at a time. If you want to log into another CRM application, click CRM Client Settings, select the CRM application, and enter the credentials.

  32. To add a link to a CRM:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Click on the CRM Client Settings link found at the top or bottom of the Recorded Calls tab
    • Select a CRM application from the drop down list.
    • Enter or select the following information:
      • URL – the URL where the CRM application is located
      • User Name – your user name used to access the CRM application
      • Password – your password used to access the CRM application
    • Click Test Connection.
    • Click Save to save your credentials
  33. To upload a recorded call to a CRM:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select a call and click on the CRM button that corresponds to that call.
    • If applicable, enter new search criteria in the CRM Search field. Select or deselect Contacts, Accounts, or Cases depending on what you want to upload this call to. Click Search.
    • If multiple contacts, accounts, or cases deselect the ones you do not need by clicking in the option boxes to remove the checkmark.
    • Enter Subject and Notes
    • Select Archive to CRM
    • Select the Close link to close the CRM dialog box
  34. Categories
    1. The ability to create categories for calls is beneficial to call handlers and managers because it allows them to categorize calls into areas unique to their business (for example: geographic region or customer satisfaction). Multiple categories can be assigned to a recorded call file. You are then able to filter calls or run reports based upon these call categories. It will be necessary from time to time to add a new category to the list. Managing your categories is a quick and simple process.

    Note: Categories are specific to the user. Therefore, other users cannot see the categories that you create and assign to your recorded calls.

  35. To add a new category:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Manage Categories link.
      • The Manage Categories dialog box appears.
    • Enter the name of the new category in the Category Name field.
    • If you would like to also associate a color with this category, click the drop down arrow to the right of the Category Name field and select the specific color.
    • Select Add.
  36. To categorize a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Category link that corresponds to the call that you wish to categorize.
    • Select the applicable category or categories by clicking in the corresponding option box(es).
    • Select Save.
      • The category or categories are applied to the recorded call(s).
  37. To categorize multiple recorded calls:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the recorded calls you wish to categorize by clicking in the corresponding option box to the left of the Number column.
    • Select the category you wish to apply from the drop down list found at the top or bottom of the Recorded Calls page.
    • Click Apply Category.
      • The category is applied to the recorded calls.
    • Repeat steps #2 - #4 for each category you wish to apply to the recorded calls.
  38. To delete a category:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Manage Categories link.
    • Select the specific category that you wish to delete.
    • Select Delete.
  39. To delete a category from a recorded call(s):
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the recorded calls you wish to delete a category or categories from by clicking in the corresponding option box to the left of the Number column.
    • Select No Category from the drop down list.
    • Click Apply Category.
  40. Emailing a recorded call
    1. Situations will occur where you need to send a specific recorded call to a person that may not have access to the application or just for emphasis. In these instances, you have the ability to email the recorded call to that recipient.

    Note: There will not be an email option for any calls that have been deleted. You will still see the call detail but there will not be a recording associated with it.

  41. To email a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Email button ( ) that corresponds to the call that you want to email.
      • A new email page opens with the recorded call link displayed in the text area.
    • Enter the recipients email address and click Send.
  42. Verifying a recording:
    1. MD5 is a technique used to ensure that a file has not been altered in any way. When the call is recorded, an MD5 hash is taken of it, outputting a string of random characters. The point is that if MD5 fingerprinting is applied to the same call at a later time, it will create the same string of characters, unless the call file has changed. If a different string of characters that do not match the original is created, you know the call has been modified. The default is to hash all calls. Hovering your mouse over the MD5 icon for a specific call, will reveal the hash string.
  43. To verify a recording:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the recorded call you wish to verify a recording for and click on the corresponding MD5 button.
    • Click Browse to locate the recorded call file.
    • Click Verify Against Original Recording.
      • You will receive a message notifying you whether or not the uploaded recording is identical to the original recording.
    • Click Close.
  44. Deleting a recorded call
    1. There will be instances when a call is mistakenly recorded, not necessary to record, or simply not needed. In these cases, you have the ability to delete recorded call records.
  45. To delete a recorded call:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the recorded call(s) you wish to delete by clicking in the corresponding option box to the left of the Number column.
    • Select the Delete link at the top or bottom of the Recorded Calls page.
      • Calls in Recycle Bin icon ( ) appears next to the deleted calls indicating that the calls are now in the Recycle Bin.

    Note: The call record and the recording will appear on both the Recorded Calls and Recycle Bin tabs. The call record and recording will not be deleted until they are deleted from the Recycle Bin.

    Note: A copy of the call record remains in the Recorded Calls tab but cannot be seen unless you have the Show Calls Without Recordings filter turned on.

  46. Viewing deleted calls:
    1. Once a call has been deleted from the Recycle Bin, it appears to be gone from both the Recorded Calls and the Recycle Bin tabs. In reality, only the recording has been deleted, and the call details remain. However, you must select a filter from the Other filters in order to see the call details of the deleted call.
    • To view deleted calls:
      • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
      • Click on the Filter toolbar to expand it.
      • Select the Other tab.
      • Click in the Show Calls Without Recordings option box.
      • Click Apply
  47. Exporting recorded calls details
    1. Another useful function included in this application is the ability to export recorded calls details into a CSV file. You can export one, multiple, or all recorded calls.

    Note: All columns of the recorded call are exported, regardless of any exclusion you might have made under the Select Columns functionality.

  48. To export recorded calls details:
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the recorded calls you wish to export by clicking in the corresponding option box to the left of the Number column.
      • If you want to export all recorded calls, click in the upper most option box on the first page of the recorded calls.
    • Select the Export link at the top or bottom of the Recorded Calls page
      • The system displays a dialog box asking if you would like to open the file or save it to your computer.
    • Respond accordingly.
      • Open - If you choose to open the file, it will display all annotation files that are in the zipped file.
      • Save - If you choose to save the file to your computer, a second dialog box will appear allowing you to select where to save the file.
  49. Recycle bin
    1. The Recycle Bin is intended to be a "checks and balance" system when deleting recorded call files. When you delete a recorded call file, it is placed into the Recycle Bin. The system will also move calls to the Recycle Bin in the event the call has exceeded its storage time or space.
    2. The recorded call files in the Recycle Bin will remain there until you permanently delete them from either the application or the systems purges the recycling bin. This purge takes place each week at (or around) midnight eastern time on Saturday night. If you accidentally delete a recorded call file and it is, still in the Recycle Bin you have to option to restore it to the Recorded Calls tab. You also have the option to download any or all of the calls in the Recycle Bin in order to store them for later use.

    Note: While the recorded call file (or recording) is deleted from the system, a copy of the actual call detail record remains in the Recorded Calls tab but cannot be seen unless you have the Show Calls Without Recordings filter turned on.

  50. Download from the recycling bin
  51. To download a recorded call:
    • Click the Recordings tab and select Recycle Bin to ensure that you are looking at the list of deleted recorded call files.
    • Select the recorded calls you wish to download by clicking in the corresponding option box to the left of the Number column. If you want to download all recorded calls, click in the upper left option box on the first page of the recorded calls.
    • Select the Download link at the top or bottom of the Recycle Bin page.
      • The system displays a dialog box asking if you would like to open the file or save it to your computer.
    • Respond accordingly.
      • Open - If you choose to open the file, it will display all annotation files that are in the zipped file.
      • Save - If you choose to save the file to your computer, a second dialog box will appear allowing you to select where to save the file.
  52. Deleting selected calls from recycling bin
    1. In order to permanently delete a recorded call file from the application, it must be deleted from the Recycle Bin.

    Note: Although the recorded call file (or recording) is deleted from the system, a copy of the actual call detail information remains in the Recorded Calls tab but cannot be seen unless you have the Show Calls Without Recordings filter turned on.

  53. To delete selected calls:
    • Click the Recordings tab and select Recycle Bin to ensure that you are looking at the list of deleted recorded call files.
    • Select the call(s) you wish to delete by clicking in the corresponding option box to the left of the Number column. You are only able to delete up to 100 calls at a time due to this being the max displayed per page.
    • Select the Delete Selected link at the top or bottom of the Recycle Bin page.
    • The system displays a warning message asking if you would like to permanently delete the selected recording(s).
    • Click OK.

    Note: Once the call has been deleted or purged from the Recycling Bin, the call CANNOT be recovered.

  54. Recovering selected calls
    1. There will be times that you accidentally delete a recorded call file, or have deleted a recorded call file that actually must remain in the Recorded Calls tab. In these instances, you are able to recover a particular call or calls to the Recorded Calls tab as long as they have not been deleted from the Recycle Bin.
  55. To recover selected calls:
    • Click the Recordings tab and select Recycle Bin to ensure that you are looking at the list of deleted recorded call files.
    • Select the call(s) you wish to recover by clicking in the corresponding option box to the left of the Number column.
    • Select the Recover Selected Calls link at the top or bottom of the Recycle Bin page.
      • The selected call(s) are restored to the Recorded Calls tab.
  56. Emptying the recycle bin:
    1. Since all calls with a recording count against your allocated storage limit, it is good practice to empty your Recycle Bin from time-to-time. Before doing so, it is recommended to verify all calls in the Recycle Bin can be permanently deleted.

    Note: Once the call has been deleted or purged from the Recycling Bin, the call CANNOT be recovered. Only the Call Details Record will remain and can be seen when you have the Show Calls without Recordings filter turned on.

  57. To empty the recycle bin:
    • Click the Recordings tab and select Recycle Bin to ensure that you are looking at the list of deleted recorded call files.
    • Select the Empty Recycle Bin link at the top or bottom of the Recycle Bin page.
      • The system displays a warning message asking if you would like to permanently delete the recordings.
    • Click OK.
  58. Calls in progress
    1. The Calls in Progress tab displays all calls that are currently taking place. From the Calls in Progress tab you can monitor a call in progress allowing you to listen to a live call without the other call participants hearing you (see Monitoring below). You are also able to save a recording "on the fly" from this screen if a particular number has been set as Do Not Record by the Group Administrator. As with the Recorded Calls tab, you can add notes or categorize calls in progress. In order to better manage this screen, all column headers can be sorted by clicking on the applicable column header. Click once to sort the column in ascending order and click one more time to sort the column in descending order. The following information is displayed on the Calls in Progress tab:
    • Number – the number or description associated with the call
    • Day – the day of the week the call took place
    • Date – the actual date the call took place
    • Time – the time the call originated
    • From number – the originating number
    • From caller ID – displays the name or number of the person that originated the call, if caller ID is available
    • To number – the terminating number
    • To caller ID – displays the name or number of the To Number, if caller ID is available
    • Recording status – displays whether or not a specific call is being call recorded. If On Demand is identified as a trigger in an active Recording Policy, these buttons will also act as the Pause/Resume triggers for both call and screen recording.
    • Monitor – if monitoring is available, a Monitor button is displayed for each call in progress.
    • Save recording – identifies whether or not the call is to be saved as a recorded call when it is complete
    • Comments – allows the user to add comments to associate with the call
    • Category – allows the user to categorize calls into areas unique to their business (for example: geographic region or customer satisfaction)
  59. Monitoring
    1. Monitoring allows the user to listen in on a call undetected by the other call participants
  60. To monitor a call in progress:
    • Click the Recordings tab and select Calls in Progress to ensure that you are looking at the list of calls in progress
    • Select a call and click on the Monitor Live Conversation button ( ) that corresponds to that call.
    • Your Media Player will begin to play the call.
  61. Recording a call in progress:
    1. By default, all calls to and from a number are recorded and saved. However, the Group Administrator has the option to override this default in the Number Information screen by applying the Do Not Retain Recording feature. If you look at the Calls in Progress screen, you can identify which calls are recorded and saved on a regular basis and which ones are not. For the calls that are not set up to be saved, you can save them on the fly on a one-time-basis.
  62. To record a call in progress:
    • Click the Recordings tab and select Calls in Progress to ensure that you are looking at the list of calls currently in progress.
    • Click in the option box of a call that does not have Save Recording selected (a checkmark in the option box).
      • A checkmark appears in the option box.

    Note: Clicking in the Save Recording option box will only record this call. It will not record all calls going forward for this number.

  63. Adding comments to a call in progress
    1. From the Calls in Progress screen, you can add comments to each call file. An Add Comment button (or Plus sign) indicates there are currently no comments associated with the corresponding call file. A Pencil button indicates there is currently a comment associated with the corresponding call file.
  64. To add a comment to a call in progress:
    • Click the Recordings tab and select Calls in Progress to ensure that you are looking at the list of calls currently in progress.
    • Select the Add Comment button ( ) that corresponds to the call for which you wish to add a comment.
    • Enter any necessary comments in the text box. Comments can be up to 1024 characters long.
    • Click Save.
      • The Add Comment button ( ) changes to a Pencil button ( ) indicating that there is a comment associated with this call.
  65. Categorizing a call in progress
    1. Calls can be categorized while still in progress. Creating a category on a call in progress will carry over to the Recorded Calls tab.
  66. To categorize a recorded call:
    • Click the Recordings tab and select Calls in Progress to ensure that you are looking at the list of calls currently in progress.
    • Select the Category link that corresponds to the call for which you wish to categorize.
      • A drop down list appears.
    • Select the category from the drop down list.
  67. Reports
    1. There are ten reports included in the application that assist the user with administration activities. The reports identify information that can be found on the dashboard, or Home tab, but in more detail. Reports can be viewed as text or in a graphical format. You also have the ability to export reports and save them to your own PC. Additionally, you can filter on information in the reports such as number, date, and time.
  68. Reports available
  69. Call handler ctivity
    1. The call handler activity report displays the last 30 days of activity for each call handler in the application. The Call Handler Activity report can be displayed as text or as a pie chart by clicking on the Chart button found on the report toolbar. The report displays the number, description, total number of calls, average call duration, minimum duration, and maximum duration by call handler.
  70. Calling locations
    1. The calling locations report displays total calls by each location as determined by the NPA/NXX, for the last 30 days. The Calling Locations report can be displayed as text or as a pie chart by clicking on the Chart button found on the report toolbar. The report displays the number, location, and total number of calls made to that location.
  71. Calls by category
    1. The calls by category report displays total calls by custom category for the last 30 days. The Calls by Category report can be displayed as text or as a pie chart by clicking on the Chart button found on the report toolbar. The report displays total number of calls, average call duration, minimum duration, and maximum duration by category.
  72. Daily usage
    1. The Daily usage report displays the activity totals for the day in the application. The Daily Usage report can be displayed as text or as a column chart by clicking on the Chart button found on the report toolbar. The report displays the date, total number of calls, average call duration, minimum duration, and maximum duration for the day.
  73. Frequent callers
    1. The frequent callers report displays the callers (by number) that have called the most frequently. The Frequent Callers pane can be displayed as text or as a bar chart by clicking on the Chart button found on the report toolbar. The report displays the number, the name associated with the number (caller ID), the total number of calls, average call duration, minimum duration, and maximum duration. The report is sorted in order of the most frequently called or dialed number.
  74. Hourly usage
    1. he hourly usage report displays a distribution of call activity across the hours of the day. The report can be displayed as text or as a column chart by clicking on the Chart button found on the report toolbar. The report displays the hour, total number of calls, average call duration, minimum duration, and maximum duration for each hour.
  75. Unused numbers
    1. The unused numbers report identifies numbers that have had no usage. The Unused Numbers report is text format only. However, you are able to click on the View and Edit Details link in the report to go directly to the numbers page. The report displays the number and description.
  76. User details
    1. The user details report identifies information about each user of the application. The User Details report is text format only. The report displays the username, email address, the date the user was created, the date the user last logged on to the application, the date the user's password was last changed, the total amount of numbers assigned to the user, total number of annotations and categories created by the user and whether or not the user has permission to upload recorded calls to a CRM application.
  77. Call handler vs. average
    1. The call handler vs. average report compares an individual call handler's average evaluation score to the organization's overall average score for the same evaluation. The Call Handler vs. Average report can be displayed as text or as a column chart by clicking on the Chart button found on the report toolbar. The report displays the evaluation name, call handler, call handler average score, organization average score, number of evaluations, and the date and time of the last evaluation. The report is sorted by date and time.
  78. Exporting reports
    1. Another useful function included in this application is the ability to export reports into a CSV file to save on your PC for later use or to email to a third party.
  79. To export a report:
    • Click the Reports tab to ensure that you are looking at the reports.
    • Select the report you wish to export.
    • Select the Export link.
      • The system displays a dialog box asking if you would like to open the file or save it to your computer.
    • Respond accordingly.
      • Open - If you choose to open the file, it will display all annotation files that are in the zipped file.
      • Save - If you choose to save the file to your computer, a second dialog box will appear allowing you to select where to save the file.
  80. Alerts
    1. Do you wish that you could be alerted to any emergency, long duration, international, etc., calls made from within your organization? You can create Alerts based on specific call conditions. When those conditions are met, you will be notified with the pertinent details so that you can address any issues or make any necessary changes to current policies or procedures. Additionally, a history of the alerts that have executed is available from the Alerts tab. You can also view any recent alerts by clicking on the Recent Alerts link on the top right side of the End User Interface window.
  81. Creating an alert
    1. Alerts are used to notify you of calls that meet specific conditions as defined by you. For example, you create an alert for all calls that have duration of five minutes or longer. The system will look at all terminating calls and when it finds calls that meet your criteria, it will notify you with the information regarding those calls.

    Note: Alerts remain active until you make them inactive.

  82. To create an alert:
    • Click on the Alerts tab.
    • If applicable, click New.
    • Enter a name for the alert.
      • The alert name can be a maximum of 50 characters.
    • Enter a brief description about the alert.
    • Select the Event Type.
      • Event types include Call Initiated and Call Terminated.
    • Select whether or not the alert is enabled.
    • Select when the alert should run. Your input options will vary depending on your selection.
      • Alert on any day - the alert will run every day that it remains active.
      • Days of Week - the options Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday will appear. Select the specific day(s) the alert should run. The alert will run on the selected day(s) as long as it remains active.
      • Date - enter a specific call date; the alert will only run on this call date.
      • Date Range - enter a start and end date; the alert will only run during this date range.

    Note: You can select multiple criteria such as Days of the Week and a Date Range.

    • Press enter or select multiple or one of the following:
      • Start time - if applicable, select the start time the Alert should begin running on the selected day(s).
      • End time - if applicable, select the end time that the Alert should stop running on the selected day(s).
      • Time zone - select a time zone that you wish to apply to the alert.
      • Call duration - (only appears when Call Terminated event type is selected) allows the user to define calls that are less than or greater than a specified duration.
      • From caller ID - defines the originating caller ID or partial originating caller ID on which to alert.
      • To caller ID - defines the terminating caller ID or partial terminating caller ID on which to alert.
      • From number - defines the originating number or partial originating number on which to alert.
      • To number - defines the dialed number or partial dialed number on which to alert.
      • Redirected from – defines the number of the person or group transferring the call.
      • Redirected to – defines the number to which the call was transferred.
      • Location – defines the location or partial location on which to report.
      • DTMF digits – (only appears when Call Terminated event type is selected) defines whether the on demand alert will be a clip alert or will be triggered only when the DTMF digits are entered. Additionally, this field identifies the DTMF digits used to initiate the on demand alert.
      • End clip DTMF digits – only appears 1) when Call Terminated event type is selected and 2) when Clip is selected above) identifies the DTMF digits used to end the on demand alert clip.
      • DTMF tolerance – only appears when Call Terminated event type is selected) identifies the amount of time the user has to complete the entry of the DTMF digits to initiate the on demand alert and, if applicable, end the on demand alert clip.
      • Add a category – allows the user to categorize calls into areas unique to their business (for example: geographic region or customer satisfaction). This category will apply to all calls that fall within the alert criteria and will automatically appear on the Recorded Calls tab when the alert is fired.
      • Add a comment – allows the user to add comments about the call. These comments will apply to all calls that fall within the alert criteria and will automatically appear on the Recorded Calls tab when the alert is fired.

    Note: The From Caller ID, To Caller ID, From Number, To Number, and Location fields must be at least 3 characters long.

    • Select whether or not you want to be notified by email when an alert occurs by clicking in the Email option box.
      • If you selected to be notified by email, enter the Subject, To and From email addresses.

    Note: Alerts will be temporarily disabled if they begin to cause excessive logging/emailing resulting in possible network congestion. In such cases, an email will be sent to the owner of the alert. Excessive logging/emailing is defined as greater than 1000 alerts per second.

    • Click Save.
  83. Creating an on demand alert
    1. On demand alerts are used in situations when a customer service representative needs to have a customer's consent or authorization to a sale or to change their account, etc. recorded for regulatory reasons. On demand alerts are triggered when the user enters the DTMF digits. The alert will then fire upon call completion and email the recording to the appropriate email recipients. As with other alerts, on demand alerts can be auto categorized.
  84. To create an on demand alert:
    • Click on the Alerts tab.
    • If applicable, click New.
    • Enter a name for the alert.
      • The alert name can be a maximum of 50 characters.
    • Enter a brief description about the alert.
    • Select the Call Terminated as the Event Type.
    • Select whether or not the alert is enabled.
    • Select when the alert should run. Your input options will vary depending on your selection.
      • Alert on any day - the alert will run every day that it remains active.
      • Days of Week - the options Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday will appear. Select the specific day(s) the alert should run. The alert will run on the selected day(s) as long as it remains active.
      • Date - enter a specific call date; the alert will only run on this call date.
      • Date Range - enter a start and end date; the alert will only run during this date range.

    Note: You can select multiple criteria such as Days of the Week and a Date Range.

    • Press enter or select the following as you did before, with the exception of the additional criteria listed below:
    • DTMF Digits – Select Contains
      • Enter the DTMF digits you wish to trigger the alert.
    • DTMF Tolerance - identifies the amount of time the user has to complete the entry of the DTMF digits to initiate the on demand alert.
    • Select whether or not you want to be notified by e-mail when an alert occurs by clicking in the Email option box.
      • If you selected to be notified by email, enter the Subject, To and From email addresses.
    • Click Save.
  85. Creating an on demand alert clip
    1. On demand clip alerts are used in situations when a customer service representative needs to have a customer's consent or authorization, for a sale or to change their account, etc., recorded for regulatory reasons. Clip alerts will record only the portion of the call identified by the DTMF start and end digits. The alert will then fire upon call completion and email the clip to the appropriate email recipients. As with other alerts, on demand alerts can be auto categorized.
  86. To create an on demand alert:
    • Click on the Alerts tab.
    • If applicable, click New.
    • Enter a name for the alert.
      • The alert name can be a maximum of 50 characters.
    • Enter a brief description about the alert.
    • Select the Call Terminated as the Event Type.
    • Select whether or not the alert is enabled.
    • Select when the alert should run. Your input options will vary depending on your selection.
      • Alert on any day - the alert will run every day that it remains active.
      • Days of Week - the options Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday will appear. Select the specific day(s) the alert should run. The alert will run on the selected day(s) as long as it remains active.
      • Date - enter a specific call date; the alert will only run on this call date.
      • Date Range - enter a start and end date; the alert will only run during this date range.

    Note: You can select multiple criteria such as Days of the Week and a Date Range.

    • Enter or select the following as you did before with the exception of the following
    • DTMF Digits – Select Clip
      • Enter the DTMF digits you wish to start the clip.
    • End clip DTMF digits – Enter the DTMF digits you wish to end the clip.
      • DTMF tolerance - identifies the amount of time the user has to complete the entry of the DTMF digits to initiate the on demand alert.
    • Select whether or not you want to be notified by e-mail when an alert occurs by clicking in the Email option box.
      • If you selected to be notified by email, enter the Subject and To and From email addresses.
    • Click Save.
  87. Editing an alert
    1. Once an alert is created it can be edited, disabled, enabled, or deleted. The obvious reason that an alert may be disabled is that it is no longer being used. Another less obvious reason an alert is temporarily inactivated by an Administrator is due to it causing too many emails to be sent out, potentially causing congestion on the email server. Since alerts can be reused, they should not always be deleted. Keep in mind that alerts remain enabled in the system until you disable them. Therefore, if an alert is no longer necessary, you must manually access that alert and disable it in the system.

    Note: If an alert was temporarily disabled because too many emails were being generated, the alert should be edited before it is reactivated.

  88. To enable an alert:
    • Click on the Alerts tab.
    • Under the Alerts List click in the option box that corresponds to the alert you want to enable.
      • A checkmark appears in the option box.
    • Click Apply.
  89. To disable an alert:
    • Click on the Alerts tab.
    • Under the Alerts List click in the option box that corresponds to the alert you want to disable.
      • A checkmark disappears from the option box.
    • Click Save.
      • The alert continues to appear in the Alerts list; however, it is now disabled.
  90. To edit an alert:
    • Click on the Alerts tab.
    • From the list of alerts, select the View link that corresponds to the specific alert that you wish to edit.
    • Select Edit.
      • The details of the alert are displayed.
    • Make any necessary changes to the alert information.
    • Click Save.
  91. To delete an alert:
    • Click on the Alerts tab.
    • From the list of alerts, select the View link that corresponds to the specific alert that you wish to edit.
    • Click Delete.

Business recording and analytics

In addition to the options described above, Business Recording and Analytics adds in Audio Mining.

  1. Dashboard
    1. The addition of Audio Mining means there are some additional options that users will see upon entry into the Spectrum Enterprise Hosted Call Recording system. The following will show the additional information related to Audio Mining.
  2. First Look
    1. The First Look, which appears horizontally across the top of the Dashboard, also displays an additional box related Audio Mining:
    • Audio Mining Storage identifies the total amount of free audio mining storage, by Tenant only.
    First look with Free Audio Mining Storage at 76% - Image opens in full resolution in a new tab
  3. Recordings
  4. Recorded calls
    1. By clicking on the 'Recordings' tab, you will be presented with the following additional subcategories:
  5. Audio mining
  6. Recordings Tab with Audio Mining menu item circled - Image opens in full resolution in a new tab
    1. When logged in as the Group Administrator, the Recorded Calls screen displays all completed recorded calls for all Users that have been configured. In addition to the columns already identified above there is also an additional column for Audio Mining
    • Audio mining allows users to view the results of the audio mining pack search
  7. Audio mining
    1. Audio mining allows the user to enter key terms and phrases (speech packs) that the system searches recorded calls for and presents the results (phrases) in order of relevance. When the recorded call terminates, the system examines each call phonetically and records the phonetic patterns. The phonetic patterns are matched to the search terms or phrases and presented to the user. To view the audio mining results, click the button that corresponds to the recorded call for which you wish to view results. When users are configured in the Call recording platform, the default setting is to record all calls that are made from or to those numbers. The Group Administrator can change users to not record. If the default setting has been preserved for a number and calls are being recorded, a Recordings button will appear under the Recordings column indicating there is a recorded call file for that particular call.
  8. Audio mining
    1. The Audio Mining Basic feature only returns active speech packs with a maximum threshold of 25 phrases. Once an audio mining pack has been added and released and a filter has been applied, you have the ability to view the results of the filter and listen to the calls, if necessary. The application also rates the returned calls in order of confidence. The level of confidence is how sure the application is that the word or phrase is contained in the recording.
  9. Dashboard
    1. The Audio Mining dashboard provides summary statistics about matched calls. The following information is available from the Audio Mining dashboard:
    • Audio mining pack trends - displays the audio mining packs that matched calls, for a specific period of time
    • Audio mining pack statistics - identifies the percentage of calls and actual call count that match the audio mining pack and the average, maximum, and minimum duration of those calls
    • Top 10 phrase statistics - displays the top 10 phrase statistics based on the highest number of number of times the phrase was found in a call as well as the average, maximum, and minimum confidence scores
    • First call resolution - identifies the number of follow up calls that were made in order to match the audio mining pack
    • Call handler trends by pack - displays the number of audio mining packs that matched a call, by call handler
    • Pack correlation - identifies the average number of times an audio mining pack matches a call

    Note: The system default is 3 audio mining packs per Group. Therefore, any users that are under that Group must share the default limit of three audio mining packs.

  10. Audio mining pack
    1. In order for the Audio Mining feature to work, users must add and release audio mining packs. Once an audio mining pack is added and released, it will then be available from the filtering tab to assign to recorded calls.
  11. Create new audio mining pack
    • Click the Recordings tab and select Audio Mining to ensure that you are looking at the list of audio mining packs.
    • Select the (Add) button.
    • Enter audio mining pack name
    • Click Save
    • Click on Default (Or Operation) located under your new audio mining pack.
    • Enter or select the following information
      • Operation - this is an And or Or clause that defines the search criteria

      Note: The And operation supports two modes: any order and sequential matches. The default mode is any order.

      Note: For a sequential match to work, the search must be successful, within specific and configurable time proximity, and within the order as entered in the Operation.

      • Operation Name - enter a meaningful name for the operation
    • If applicable click the Add And (Match All) Operation or Add Or (Match One) Operation link(s) to add additional operations to the audio mining pack.
    • Or, click Add Phrase to add a phrase to search for.
    • Click Save
  12. Release an audio mining pack
    • Click the Recordings tab and select Audio Mining to ensure that you are looking at the list of audio mining packs.
    • Select the Audio Mining Pack
    • Click Release button
  13. Viewing audio mining results
    • Click the Recordings tab and select Audio Mining to ensure that you are looking at the list of audio mining packs.
    • Select the Audio Mining button that corresponds to the call for which you wish to view results.
    • Click the Seek button that corresponds to a specific audio mining pack to jump to the point where the audio mining pack is mentioned in the recorded call.
    • Filter results by Confidence Level by clicking on the Minimum Match Confidence control and slide it down.
    • Click Close
  14. Deleting audio mining pack
    • Click the Recordings tab and select Audio Mining to ensure that you are looking at the list of audio mining packs.
    • Select the audio mining pack that you want to delete by clicking on it in the hierarchy tree.
    • Select Remove button
    • When asked Are you Sure, click OK
    • Click the Seek button that corresponds to a specific audio mining pack to jump to the point where the audio mining pack is mentioned in the recorded call.
    • Filter results by Confidence Level by clicking on the Minimum Match Confidence control and slide it down.
    • Click Close

Premium recording and analytics

In addition to the options described above in Basic and Business Recording, Premium Recording and Analytics adds in Evaluations.

  1. Recordings
    1. When logged in as the Group Administrator, the Recorded Calls screen displays all completed recorded calls for all Users that have been configured. In addition to the columns already identified above, there is also an additional column for Audio Mining
    • Evaluate – allows Group Administrators to select individual recorded calls and evaluate the call handler's performance during the call
  2. Evaluating a recorded call
    • Click the Recordings tab and select Recorded Calls to ensure that you are looking at the list of recorded calls.
    • Select the Evaluate button that corresponds to the call that you wish to evaluate.
    • Select the applicable evaluation form from the drop down list.
    • Select the Play button to listen to the recorded call.
    • Respond to each question on the evaluation form by entering or selecting the appropriate answers and comments.
    • Click Next between each question until you reach the Summary Page
    • Review your work, verify all questions were answered, and click Finish.
  3. Evaluations
    1. Evaluations allow Group Administrators to select individual recorded calls and rate the call handler's performance during the call by responding to a predefined evaluation. Evaluations can be used for training purposes, during review time, or as feedback for the call handler.
  4. Dashboard
    1. The Evaluations Dashboard provides you with a real-time view of evaluations data including information about the most frequently used evaluations, which call handlers are being evaluated, the call handlers average confidence score, the average confidence score of the evaluations being used, etc. The dashboard is divided into the following four charts that give you a pictorial and data overview of how the evaluations are being used:
    • Average Score by Evaluation Form - displays the top 5 most used evaluation forms sorted by average score
    • Call Handler Trend - displays the top 10 most evaluated call handlers over time
    • Call Handler Average - displays the average score, by call handler, over the selected date range
    • Call Evaluation Grid - displays information for each completed evaluation, by call handler.
    Evaluation Dashboard with real-time view of Average Score by Evaluation form, call handler trend, call handler average and call evaluation grid. - Image opens in full resolution in a new tab
    1. The grid is sortable by clicking on the headings. The default sort order is by evaluation date/time. The name of the evaluation, the evaluator, the date the evaluation was completed, and the call handler that was evaluated, and the overall score they received are all displayed in the Call Evaluation Grid. The View link takes you to the completed evaluation to view the results. Evaluations should be carefully thought out prior to creation. Once an evaluation is released, it cannot be changed or deleted. It can, however, be cloned and the information in the cloned evaluation can be updated. Additionally, each question in an evaluation is assigned a weight or level of importance in relation to other questions in the evaluation. The questions that make up an evaluation must equal 100% before it can be released.
  5. Creating a new evaluation
    • Click the Evaluations tab and select Form Designer.
    • Select New
    • Enter or select the following information:
      • Evaluation name
      • Description
    • Click Save
    • Select Add category
    • Enter the Name of the category
    • Click Save
    • Select Add question
    • Enter the Question and Weight of question
      • You can add options as needed
    • Repeat 8 and 9 until all questions have been entered
    • Click Save

    You can edit categories or questions by clicking the on the object and click edit or delete.

  6. Activating an evaluation
    • Click the Evaluations tab and select Form Designer.
    • Select the Evaluation from the list
    • Select the Edit button
    • Click in the Activate Option Box
    • Click Save
  7. Release an evaluation for use
    • Click the Evaluations tab and select Form Designer.
    • Select the Evaluation from the list
    • Select Release Now
    • Click OK