End User Machine must be able to get to Phone Switch through the Network or monitored phone through an attached Serial Cable.
The version of TAPI driver (TSP – Telephony Service Provider) installed must be supported by the Phone System currently being used.

Must be a phone system supported by Tenacity (See a list of compatible phone systems on our website at www.accessaphone.com/support/compatibility

1.2 Installation

IMPORTANT: You must be an administrator when installing accessaphone. Prior to running this install, it is highly recommended to install and configure the phone systems Telephony Service Provider (TSP or TAPI Service Provider). Please consult your phone system documentation on how to do this.

Running the Setup: The Step by Step instructions will be listed below regarding how to install accessaphone.

Run the install file (usually called accessaphone.exe). This install package will decompress the appropriate install files to a TEMP directory on your Hard Drive (C:\TEMP). Once the files are extracted and placed into the TEMP directory, the install will automatically commence.
The Install Shield installation wizard opens at the welcome screen. Select the Next button (Alt + N) to continue.
The next window is the License Agreement. Accept the License Agreement and select Next.
The installation is ready to begin, select the Install Button (Alt + I).
Once the install completes you are given an option to launch accessaphone. Check the box if you please and select the Finish Button (Alt + F).

Post Install: A shortcut to the program will be placed on your desktop along with your Start Menu.

1.3 Activation

IMPORTANT: In order to activate the product, you must have a valid license ID and Password. This is provided by Tenacity.

Evaluation: Every copy of accessaphone comes with a finite period of days for evaluation. When loading the program (if the product has not been activated), you will be prompted to either Activate or Evaluate. Choosing Evaluate (Alt + E) will allow you to use the product until the evaluation period runs out in which case you will need to activate the product. NOTE: The evaluation period does not produce limited functionality like other trial software. It is actually a full version of the product. Activate: There are two ways to activate the product.

Activate On Line: When first running accessaphone, you are given an ability to activate the product online.

When selecting the Activate Button (Alt + A) you will cause the activate form to come up. Accessaphone will issue instructions on what to do next which is to enter your license ID and password into the appropriate fields.
Once you enter your License ID and Password, you should press the Activate Button (Alt + A).
Once the application is successful, you will hear the Line Registration Form open. If there are issues with the activation, it is recommended to Activate by Phone. You can do this by checking the box labeled Activate by Phone.

Activate by Phone: It is sometimes necessary to activate the product by phone. Most cases involved cases where your firm’s router is blocking access to the activation server or there is no internet connection present.

Once you press the Activation Button on the first screen you can then select the Activate by Phone checkbox on the next.
Accessaphone will then speak the necessary steps to activate by phone and provide the number to call for an activation code (Tenacity Support 866-756-0321). When calling for an activation code, you will need to provide to the Tenacity Support Engineer a valid License ID, Password, user Code 1 and User Code 2. The Tenacity Support Engineer will take that information and provide either a single RegKey or two RegKeys.
Once you enter the RegKey’s provided by the Support Engineer, you can simply press the Activate Button (Alt + A).

Section 2: Built-In Help

Description: There are several ways in which you can access additional audible help inside of accessaphone.

F1 or Shift + F1: If at any time in the application, you need help with a control, you can simply press the F1 key. Once pressed, the application will speak the actual object that has focus and (depending of the object type) its value as well as associated Hot Key. The SHIFT + F1 key combo will give you help for the current active form.

F2 or Shift + F2: These two Hot Keys can be used on the Line Form only. When F2 is pressed on the Line Form, you will hear a list of Actions Toolbar Buttons (Dial, Hold, Transfer, etc…) and their corresponding Hot Keys. When the Shift + F2 combo key is pressed, you will hear a list of currently available Actions Toolbar Buttons and their respective Hot Keys.

F3: The F3 Hot Key is also a feature that can only be used on the Line form. When on the Line form and F3 is pressed you will hear all the buttons on the Main Menu and the System Menu and their corresponding Hot Keys.

Shift + Down Arrow: This feature is available when inside any text box. When the Shift + Down Arrow is pressed, the user will hear the entire contents of that text box.

Help Form: If you prefer to use your own Screen Reader to navigate and use accessaphone, and thus have the accessaphone text to speech disabled, the Help Form will load with the information instead when any of the above built-in help features are used.

Section 3: Application Navigation

3.1 Various Navigation Methods: There are generally three ways in which to navigate the application.

Keyboard Navigation Keys such as Arrow Keys, Hot Keys, Enter and the Space Bar.
Standard Mouse
Voice Commands using other third party Voice Recognition software

It is also important to note that with the use of Screen Readers, a user may choose to navigate the application using a Braille Display. Additionally, a user may also choose to navigate the application via the on-screen keyboard built into Microsoft Windows.

3.2 Hot Key Navigation: Below is a list of all the Hot Keys available regarding navigating through the application.

Set Focus to Default Line: Ctrl + Shift + Space or Ctrl + Shift + 1

Function: This function allows you to quickly set focus to your default line (Note: The checkbox necessary to enable a default line is located in the Edit Line Form) regardless of which window is open inside of your operating system (could be MS Word, MS Outlook, Internet Explorer, etc…).

Set Focus to a Second Line: Ctrl + Shift + 2

Function: This function allows you to quickly set focus to your second controlled line regardless of which window is open inside of your operating system (could be MS Word, MS Outlook, Internet Explorer, etc…).

Line Registration Form: Ctrl + Shift + ` (Grave Accent Key)

Function: If this Hot Key combo is pressed, the Line Registration Form will immediately come into focus regardless of the window that is open inside your operating system.

Minimize Forms: Ctrl + Down Arrow

Function: If you wish to minimize the Line Registration Form and/or the Line Form thus causing either form to disappear from the Tab Order, you would use this key combo.

Buttons and Menus: TAB Key

Function: Use the TAB Key to navigate between different buttons and menus.

Closing Forms: ESC Key

Function: When the Escape Key is pressed, the currently active form will close without saving any changes. The ESC Key does not close the Line Form or the Line Registration Form.

Lists and Dropdowns: Up and Down Arrow

Function: These keys are used when navigating all Drop Downs and List Views such as the Current Calls List, your Call Log List and Speed Dials List. You can also use the Up and Down Arrow to navigate Drop Downs like the Repeat Caller ID Drop Down in the Options Form.

Tree Views: Right and Left Arrow

Function: Use the Right and Left Arrow when navigating through Tree Views such as the one given in the Address Box.

Stop Speaking: Ctrl

Function: Use this key to pause the speech at any time inside of accessaphone.

Speak Last Incoming Call: ~ (Tilde Key)

Function: If the Tilde key is pressed, accessaphone will speak the most recent incoming call for the day. Please note, the information gets lost when the application restarts.

Exit Application: Alt + F4 or Alt + X

Function: These Hot Keys can only be used when the Line Registration Form has focus. When pressed, they will cause the application to exit.

Section 4: Line Registration Form

Description: When using accessaphone for the first time, it is necessary to register a line you wish to control. To register that initial line, you would use the Line Registration Form. This form will only load if there are no lines registered for call control. If you have lines already saved and configured, then your line forms will load at startup instead of the Line Registration Form. There are several buttons on the Line Registration Form. The buttons and/or controls, their corresponding Hot Keys and a brief description of their function will be listed below.

Options Button: ALT + O.

Function: Loads the application options form.

Info Center: ALT + N.

Function: Loads the info center form to provide information about accessaphone and access to the user guide and other various documents.

Help Button: SHIFT + H.

Function: Loads the User Guide for the application.

Exit Button: ALT + X.

Function: Will shut down the entire application. Remember, this is the only place you can actually close accessaphone.

Current Registered Lines Data Grid:

Hot Key: Tab to the location manually.

Function: All of your saved and configured lines will be listed in this grid. In order to edit a particular line, you must first Tab to it inside this grid and then find the Edit Line Button or press Alt + E.

Edit Line Button: ALT + E

Function: If you have a line selected in the Current Registered Lines Data Grid, then this button will load the Edit Line Form.

New Line Button: ALT + L

Function: This button allows you to register a new line or an additional line for call control. This will load the Edit Line Form with all of the fields cleared. Remember, you are only able to save two (2) lines for call control.

Delete a Line: DELETE Key

Function: If you wish to delete a line, select the line in the data grid and press the delete key on the keyboard. You will be prompted with a “confirmation to delete line” message.

Section 5: Edit Line Form

Description: The Edit Line form contains all settings associated with the line the user is controlling. The Edit Line Form can be accessed one of two ways.

From the Line Registration Form by highlighting the line you wish to edit and then pressing Alt + E for Edit Line.
From the Line Form (See Section 4) by pressing Alt + L for Line Settings.

The buttons and/or controls, their corresponding Hot Keys and a brief description of their function will be listed below.

Monitored Line Dropdown: Lists all available TAPI lines you are able to control. If you don’t see any lines listed, or the line you wish to register, please reference our troubleshooting section on TAPI/TSP Configuration for the phone system manufacturer you currently use.

Nick Name: Some of the line names for TAPI are long and difficult to pronounce when using Text To Speech. You can use this text box to provide a nick name for your line which is spoken instead of the original line name. An example would be “John’s Line”.

Mailbox Extension: This is your voice mail extension, or the number you dial to listen to your voice mail.

Mailbox Extension Password: If you would like accessaphone to automatically dial your voice mail and log you in, please enter your password in this control. Some voice mail systems require a # or * symbol at the end of the password, so please contact your telephone system administrator for this information.

Dialing Prefix: This prefix will be automatically added to your calls when dialing from the call log and the address book. This is the number your phone system uses to place an outside call. During an outbound call, the dialing prefix is added to every number in your Address Book and Call Log that is 7 digits or more. The field is in the form of a drop down and thus requires the Up and Down Arrow to navigate. The dialing prefix options are 1-9.

Auto Dial Interval: When placing calls with accessaphone, a dial form will pop up allowing you to enter the phone number you wish to dial. Based on the option chosen here, accessaphone will start a timer, in seconds, automatically dialing the call. This timer only begins when you stop entering numbers and will reset each time you type a digit. The field is in the form of a drop down and thus requires the Up and Down Arrow to navigate. The auto answer options are 1 to 4 seconds.

Auto Answer: If you choose to use this feature, accessaphone will automatically answer the incoming call for you based on the number of times the incoming call rings. Some systems have longer rings than others, so it is based on a 2 to 3 second interval for each ring. You may have to adjust your settings according to the phone system you use. The field is in the form of a drop down and thus requires the Up and Down Arrow to navigate. The auto dial interval options are 5 to 10 seconds

Default Line: This controls which line is your default line, or the main line you use most. By enabling this option, the hot key SHIFT + CONTROL + Spacebar will bring the line form into focus and allow you to interact with the line. The field is a checkbox and thus requires the spacebar to active/de-activate.

Save Button: Saves all of your settings and closes the form. Each time the form closes all of the line forms will reload and reset your registered lines. This process could take several seconds to complete.

Section 6: User Options

Description: User Options (outside of line options) are configured in the Options Form. Features configured in here apply to both Lines (if you are using accessaphone to control more than one line). The Options Form consists of Two Panels. The Panel on the left side of the form is known as the application settings tree view. The panel on the right side of the form consists of the different options pages.

There are 7 different options pages within this tree view (Left Panel). To navigate through these different options pages, you will use the Up and Down Arrow keys. If you wish to navigate to a specific options page, say for instance, the Text To Speech options page, you will need to Arrow Down to the Text To Speech Options in the tree view and then press the TAB key to navigate over to the specific Text To Speech Options page. A list of each options page and its corresponding items will be discussed below.

There is also a Save and Cancel button at the bottom of the Options Form. Pressing the Save button will save and close the form. Pressing the Cancel button will disregard any changes and close the form. You can also press the ESC key if you wish to close the form without saving any changes.

6.1 Audible Caller ID Options Page: This Options Page consists of four tab able items. These items allow you to configure how the Caller ID information is provided.

Audible Caller ID Checkbox: Checking/un-checking this box will either turn Audible Caller ID on or off inside the application. This option comes in handy for users preferring to use their own Screen Reader to navigate and use accessaphone versus the built-in accessaphone Text to Speech.

Say Name Checkbox: Checking/un-checking this box will enable/disable accessaphone speaking the name of the incoming caller. There will be some instances where the name is not provided and thus accessaphone will not speak a name. The application will speak whatever information is provided.

Say Number Checkbox: Checking/un-checking this box will enable/disable accessaphone speaking the number of the incoming caller.

Repeat Caller ID: Because this option consists of a drop down box, the arrow keys will be required to make a selection. This option allows the user to edit the number of times caller ID gets spoken.

Enable Called ID Tracking Checkbox: Checking/un-checking this box will enable/disable accessaphone displaying the number that the incoming caller actually dialed to reach the accessaphone user.

Say Called ID Checkbox: Checking/un-checking this box will enable/disable accessaphone saying the number that the incoming caller actually dialed to reach the accessaphone user.

6.2 Calling Options Page: This Options Page consists of three tab able items. These items allow you to configure how Transferred, Conferenced and Parked calls are handled.

Two Step Conference: Checking this box enables Two Step Conferencing. An example of a two step conference would be one where the first party on the conference gets placed on hold pending conference while the third part gets connected to the conference. If the third party decides not to join the conference, the conference owner can end the call with them and resume the call with the first party on hold pending conference.

Un-checking the box disables Two Step Conference and thus enables One Step Conference. This type of conference takes away the ability for the third party in the conference call scenario above to choose whether or not he/she wishes to be added to the conference. Depending on the phone system you have, One Step Conference may not be a supported feature.

Two Step Transfer: Checking this box gives you the ability to perform a Two Step Transfer (also known as an assisted transfer). When transferring using the Two Step Transfer Option, you can make sure your called party is there prior to executing the transfer. Un-checking the box will disable the Two Step Transfer and thus enable One Step Transfer (or Un Assisted Transfer). Depending on the phone system you have, One Step Transfer may not be a supported feature.

Directed Park: When a call is Parked, something similar to the Hold function happens. Basically, the caller is placed in a holding area that is retrievable via any other extension on the telephony network. This holding area is a virtual extension. In most cases, the phone system chooses the first available virtual extension when parking someone. However, some phone systems give the users an option to choose the extension they wish to park the caller at. Directed Park is set to off by default however if your phone system allows you to choose the virtual extension you wish to park someone at, you would enable this feature. When Directed Park is enabled and while on a call you press the hot key Alt + P for Park, the Dial Form will come up. Once the Dial Form comes up, you must then enter the parked extension you wish to use and then press Enter.

6.3 Call Alerts Options Page: This page allows you to change the way accessaphone alerts you when a call is connected, placed on hold, taken off of hold and disconnected. The Call Alerts Options Page consists of 3 tab able items.

NOTE: If you are a user that prefers to navigate accessaphone via a Screen Reader, it would be necessary for you to make sure all of the call alerts are unchecked. The reason is the sounds are not connected to the Text To Speech option in accessaphone. What this means is that if you turn off the accessaphone Text To Speech, yet un-check each Call Alert, you will still hear the sounds.

Speak Disconnected: When this option is unchecked, accessaphone will play a sound instead of actually speaking “Call Disconnected”.

Speak Connected: When this option is unchecked, accessaphone will play a sound instead of actually speaking “Call Connected”.

Speak Hold: When this option is unchecked and a call is placed on hold and removed from hold, accessaphone will play a sound instead of actually speaking “Hold” and “Connected” respectfully.

6.4 Fonts Options Page: The Fonts Options Page gives the user an ability to edit the font sizes of text consisting in the buttons and other various labels. This options page consists of 3 Tab able items.

Font Size Dropdown: This dropdown gives you the ability to edit the font size. The edit range is from a Font Size of 8 to a font size of 24.

Font Size Example Textbox: This box allows you to input text so that you can get a sense of what it will look like inside the application when making a change to the font size.

Example Font Button: This button displays what other buttons will look like when the font size is changed.

6.5 Line Form Tab Stops Options Page: If you prefer to navigate the Line Form using the Tab and Arrow keys versus the Hot Keys, you would use this Options Page to edit what is or is not Tab able. Checking the boxes enables you to Tab to the corresponding items on the Line Form.

The buttons that you can take in and out of the Tab order are:

Call Log Button
Address Book Button
Speed Dials Button
Info Center Button
Voice Mail Button
Missed Calls Button
Line Setup Button
Who’s On Hold Button
Your Calls Button
Query Line Button
Options Button

6.6 Text to Speech Options Page: This Options Page allows you to edit the built-in Text to Speech settings. There are four Tab able items on this options page.

TTS (Text To Speech): This check box will enable/disable Text to Speech inside the application. If you prefer to use a Screen Reader to navigate accessaphone or simply prefer it have no speech, you would uncheck this box.

Speech Rate: This drop down allows you to edit the speed in which accessaphone speaks. The range is between a slow 1 to a super fast 10.

Speech Volume: This drop down allows you to edit the volume level of the Text to Speech provided by accessaphone. Editing this option does not affect the general sound settings of your computer; only the sound produced by accessaphone.

Voice: The voice drop down allows you to change the particular voice you wish to use.

6.7 Voice Mail Monitor Options Page: This Options Page allows you to edit voice mail settings. There are three Tab able items on this page.

Monitor Email: This checkbox allows you to monitor your email inbox for voice messages. This feature can only be used if your organization supports voice mail to email and you are using MS Outlook 2003 or later.

Attachment Name: If your organization supports voice mail to email, you would input the voice mail attachment name into this text box. This includes the file type. For instance, if your voice mails show up in your MS Outlook inbox and the attachment name is voicemail.wav, this is what you would actually input into the Attachment Name field.

AMWI Timer (Audible Message Waiting Interval): This drop down allows you to edit the frequency in which accessaphone alerts you to a new voice message. The range is between 1 to 60 minutes.

Section 7: Line Form

Description: The Line Form is the heart of accessaphone and will be the form you interact with most. The hot keys for the line forms are SHIFT + CONTROL + 1 for line 1 or the first line you have registered, and SHIFT + CONTROL + 2 for the second line you have registered (if registering more than one line). Remember, if one of your lines has the Default Line option enabled, SHIFT + CONTROL + Spacebar will be the hot key for that line. You can also double click on the accessaphone icon in the system tray to bring all of your Line Forms in focus.

7.1 Main Menu: This form is divided into 5 main sections. At the top are a row of buttons used for call logging and contacts. This row of buttons is known as the Main Menu.

Call Log: ALT + G

Function: All of the calls you place and receive are stored in the call log. This button will load the call log form. We will cover the call log later in this guide.

Address Book: ALT + B

Function: If you are using Microsoft® Outlook™, you will be able to import your contacts into accessaphone. We will cover this later in the guide.

Speed Dials: ALT + S

Function: This will load your speed dials form and allow you to enter and edit speed dials numbers. This will also be covered later in the this guide.

Info Center: ALT + N

Function: The info center contains information relating to accessaphoen including license and version number information. This will be covered later.

7.2 Current Calls List: On the left are your current calls list with voice mail messages and the dial voice mail button. The items listed below can be found on the left side of the Line Form.

Current Calls Data Grid: ALT + Y

Function: This data grid lists all of your active calls and their status. If there is no name associated with the call, then only the phone number is listed. If the caller ID has a name, then only the name is listed. In order to navigate through the list of calls in this list, you would use the Up and Down Arrow Keys.

Voice Mail Button: ALT + V

Function: This button has two different behaviors. By default, it will dial your voice mail extension (defined in the Edit Line Form) and automatically log you into your voice mail. If you are using our Smart Mail feature, it will load the Smart Mail Form. We will cover the smart mail form later in this guide.

Voice Mail Messages: This lets you know if you have any voice mail messages waiting for you. If your system supports the AMWI (Audible Message Waiting Indicator) then each time the telephone notification (either by a light/lamp or on the display) changes status, accessaphone will along with an audible message, either display a message in this box, or clear the message. Also, if you are using our Smart Mail feature, then it will display the number of new voice messages you have waiting for you. This will be covered in greater detail on the Smart Mail form later in this guide.

7.3 Caller ID Information: In the middle of the line form are two main areas. They are the caller ID information, forwarding status and call control buttons. The Call Control Buttons will be discussed in the next section. The Caller ID information will be listed below.

Caller Name: Displays the name of the current caller

Caller Number: Displays the phone number of the current caller

Call Status: Displays the status of the current, active call. For example, it could be Ringing, Hold, Connected, Dialing, etc.

Call Duration: Displays the length of time you have been on the call.

Forward Status: Displays the forwarding status. It only displays a status if your line is forwarded to another extension.

7.4 Recent Missed Calls List: On the right are a list of your most recent missed calls, the missed calls button and the number of missed calls.

Missed Calls List View: TAB to the Section

Function: Each time a call is either not answered, or I-Diverted to voice mail, and missed call is created in the call log. This control will display the most recent missed calls since the last time you checked them. The application also remembers this information between restarts. You can also dial this caller back by selecting the missed call and pressing the ENTER key on the keyboard or by double clicking on it. If you wish to edit the number before it goes out, in case you have to enter a dial prefix for outside calls, you can hold the SHIFT key down before using the ENTER or double click options. The dial form will then load, with the phone number already listed in the dial text box. You are then able to edit the number and return the phone call.

Missed Calls Button: ALT + M

Function: If you press this button, it will load the call log form with your most recent missed calls. After you use this feature, your missed calls will be cleared and reset on the form.

Missed Calls Status Message: This area displays the number of missed calls you currently have. In order to clear this message you must access your missed calls list by pressing Alt + M.

7.5 System Menu: At the bottom of the form are your system and line options buttons.

Line Setup Button: ALT + L

Function: This will bring up the Edit Line Form for this line. NOTE: Pressing save will reset ALL of your registered lines and reload all of your Line Forms.

Who’s On Hold: ALT + W

Function: This feature will inform you of what calls you currently have on hold.

Your Calls: ALT + Y

Function: This will set focus to the Current Calls Data Grid and inform you of what the current active call is.

Query Line: ALT + Q

Function: This feature provides you with information about your line and its status. When pressed, you will hear the line nickname you are monitoring, whether or not you have any missed calls, voice mails, active calls, calls on hold and what your Audible Message Waiting Interval (AMWI) Timer is set at.

Options Button: ALT + O

Function: This will load the Options Form (discussed in Section 6).

Section 8: Basic Call Control

Description: The Call Control Buttons can be found on the Line Form. These buttons are dynamic according to the status of the call. For instance, if you are on an active call, the Dial Button will not be accessible. Each button will be covered individually.

Answer: ALT +A

Function: This will answer an incoming call. The space bar will also answer the call but only after a Ctrl + Shift + 1 or Space is used to bring the application into focus.

Procedures: When an incoming call occurs, press Ctrl + Shift + Space to bring the line form into focus (unless the call is coming in on your second line, in which case you would press the Ctrl + Shift + 2) and then press the Spacebar or Alt + A for Answer.

Conference: ALT + C

Function: This feature allows you to create a conference call.

Procedures: While an active call is present, you can press the Alt + C key for the conference form. Once the conference form opens, enter the number to dial and press enter. If One Step Conference is enabled, as soon as the third party answers, the conference will be created. If 2 Step Conference is enabled, once the third party answers the phone, press Alt + C again and the conference will be connected.

Dial: ALT + D

Function: This is how you place a new call.

Procedures: From the Line Form, press Alt + D. Enter the phone number to dial and then press Enter.

End: ALT + E

Function: This feature ends, or hangs up the current call.

Procedures: While on an active call, press the Alt + E key to end the call.

Flag Call: ALT + F

Function: This button will bring up the notes form in the application. Using the Notes Form, you are able to save some information about the call. You can only use this feature while on a call, otherwise the hot key is reserved for Forward.

Procedures: While on an active call, press the Alt + F key for the notes form. The Note will automatically be flagged by default. Enter whatever note you wish and press the Alt + S key to save and close the Note Form.

Forward: ALT + F

Function: You can use this button to forward your line to another number. It only supports a forward all, or do not disturb mode at this time.

Procedures: While your line is idle, press the Alt + F key for the Forward Line Form. When the Forward Line Form loads, enter the number you wish to forward your calls to and press Enter. To cancel the forwarding, press ALT+F again.

Hold and Unhold: ALT + H

Function: Will place the current call on hold or resume the call if it is already on hold. This was modified from previous versions of accessaphone.

Procedures: While on an active call, press the Alt + H key to Hold the call. When you are ready to remove the caller from Hold, press Alt + H again and you will be connected with the caller.

I-Divert: ALT + I

Function: If you receive an incoming call and do not wish to answer it, you can use this feature to forward it to your voice mail. NOTE: Some phone systems do not support this feature.

Procedures: When a call is ringing, bring the Line Form into focus and press Alt + I. accessaphone will speak that the call has been i-diverted.

Park: ALT + P

Function: Some phone systems allow you to park a call on another line, or an extension. It is very similar to hold, but the call is no longer handled by your telephone. The difference is you are able to pick up the call at another extension simply by dialing the parked number.

Procedures: When an active call exists, press the Alt + P key. accessaphone will speak that “the call has been parked at extension xxxx” where xxxx is the extension the call was parked at. If Directed Park is configured in the Options Form, you can actually choose the parked extension instead of the phone system choosing one for you. Not all phone systems support this feature however.

Redial: ALT + R

Function: You can redial the last, successfully dialed number. It is also stored in memory, so even if the application is restarted, you can still redial the last number you made.

Procedures: After dialing and ending a call using accessaphone press the Alt + R key and verify that accessaphone automatically dials your last dialed number.

Transfer: ALT + T

Function: It allows you to transfer a call to another phone number. You can do either a 2 Step or One Step Transfer, depending on how you have it configured in Options.

Procedures: While an active call exists, press the Alt + T key. When the Transfer Form opens, enter the number you wish to transfer the call to then press Enter. Assuming you are doing a 2 Step Transfer (Discssed more in detail in Section 6.2) instead of a One Step Transfer, when the caller answers, you will then need to press the Alt + T key again to execute the second leg of the transfer.

DTMF: Num Pad or QWERTY Numbers

Function: From time to time it is necessary to enter numbers while on an active call (i.e. when dialing your bank or financial institution, referencing your records by phone, etc…) with any IVRS (Interactive Voice Response System). You can use accessaphone to send those digits across the line. If you use the Num Pad, you can actually use the PERIOD Key (.) as the number sign when asked and the asterisk key (*) as the star when asked by the IVRS. Otherwise the # (Shift + 3) and * (Shift + 8) on the QWERTY keyboard will also work.

Procedure: While connected to an IVRS, simply enter the digits using either the QWERTY Numbers or the Num Pad.

Section 9: Productivity Enhancement Features

9.1 Call Log

Description: The Call Log is an area of the application that stores and displays in an accessible fashion all missed, placed and received calls. You can also find any conference calls as well as calls with notes associated to them stored in the Call Log.

Navigation: There are six main Tab able items inside the Call Log. Five areas exist as filter criteria. The filter criteria fields are

Call Type Drop Down
Name/Number Text Box
Date Start Text Box
Date End Text Box
Search Note Content Text Box

The last Tab able item not mentioned above is the Call Log Data Grid. The Data Grid lists the call information produced by the search. To navigate this grid you must use the Up and Down Arrow Keys.

Filtering: You can filter the Call Log many ways. You can filter it by Call Type (Missed, Placed, Received, All, etc…), by Name/Number, by Date Range or by Note Content.

Call Type: The Call Type drop down can be navigated via the Up and Down Arrow keys. The options are All (for all calls), Conference, Flagged, Missed, Placed and Received.
Name/Number: The Name/Number Text Field allows you to enter either a name or number for a call you are trying to find. For instance, if you received a call from John Smith at 800-555-1234 you could enter smith into this field and depending on your calls, John Smith’s calls would show up in the list. You could also input things like Joh, 800, 1234, and even 4 (for the last number in 1234).
Date Start and Date End: The Date Start field is an extremely intelligent field. The logic built into this field assumes you want a date inside the current month and year. For instance if the present day happened to be March 28, 2009 and you wanted to enter a start date of March 5, 2009, all you would have to do is enter in 05 then Tab off of the field and the field would format and display the date appropriately. If for some reason you wanted to go back to February 15, 2009, you would simply enter in 0215 and then Tab off. Once you Tab off of the field, the correct date would display in the field.
Search Notes: This field allows you to now search the body of previously stored notes. For instance, if you previously added a note for an earlier call with the content of “Call Mike Smith back about the travel arrangements for the next expo in D.C.”, you could search for that note with any of the following information inputted into the Search Notes Text Box: Mike, travel arrangements, ex (for expo) or D for D.C.

Flagging: You have an ability to Flag every call handled by accessaphone. Flagging simply increases your efficiency in following up on particular tasks produced by calls. Once you have completed the task, you can simply uncheck the flag inside the note. Once the flag checkbox is unchecked, that call will no longer show up when you filter your Call Log to display all flagged calls. In order to retrieve note for editing purposes, you can simply highlight the call in the Call Log Data Grid and press the Flag button (or hot key Alt + F).

Dialing: You can dial any call directly from the Call Log. Once you have filtered the Call Log to display whatever criteria you entered in any of the filters mentioned above, the active curser will automatically be placed inside the Call Log Data Grid and accessaphone will speak the first caller in that Data Grid. Provided the phone company has given appropriate Caller ID information, you will hear the name, number, date and time of the call, the origin (Placed, Missed, Conference or Received Call) and if a note is attached to the call you will also hear the contents of that note.

Once you have located the call in the Data Grid, you can dial it by simply pressing the Enter key. If it is a number that is greater than 7 digits, accessaphone will automatically place your desired prefix (defined in your Edit Line Form for the particular line you are using to dial) in front of the number prior to dialing that number. However, in the event the number is improperly formatted, you can now edit the number right from the Call Log prior to making the call with the Edit Dial feature. Pressing Shift + Enter will bring up the Edit Dial Form. Once the form is open, simply enter the correct dialing format then press Enter to execute the dial. NOTE: This logic (adding a prefix automatically to the number prior to dialing if the number is 7 digits or more) is not applied to Placed Calls. If you place a call and add a 9 to it (for your external extension), this format will be recorded in the Call Log as you entered it thus allowing you to dial without having to ever Edit Dial.

9.2 Address Book

Description: The Address Book feature can be very useful for the individual who maintains his/her MS Outlook Contacts. This feature supports MS Outlook 2003, 2007, 2010 and 2013. accessaphone takes a snapshot of your MS Outlook contacts database and builds a contacts file that is provided inside the application. When the Line Form is in focus, the hot key to open the Address Book is Alt + B. Once opened, you will have the ability to Import ALL of your MS Outlook contacts or only import contacts that have a phone number associated with them (recommended). To import ALL of your contacts, just use the Tab key to locate the Import Contacts button and select it. To import Only Contacts with Numbers use the Tab key to get to the check box that allows you to Import Only Contacts with Numbers and select it by using the Space Bar. Once it is checked, you can tab back to the Import Contacts button and select it. Accessaphone will now take a snapshot of your MS Outlook contacts with numbers associated with them. Once imported, you can Search Contacts and Dial Contacts directly from the application. With Address Book, there will be no more searching for contacts manually in some large rolodex or manually dialing from some scratch pad. You can now simply open the Address Book, search for the contact, and press Alt + D to dial them.

Importing: To import your contacts, you would simply open Address Book and press the Import button (Hot Key is Alt + I). A status message will get spoken letting you know the percent complete for the import. This feature is necessary in the event you make frequent additions/changes to your contacts in Outlook.

Dialing: Dialing in the Address Book is similar to dialing in the Call Log; you simply press the Alt + D when a particular contacts number is highlighted. For instance, if I wanted to dial Bill Smith, I would open Address Book (Press Alt + B), then type the name smith in the search box then press Alt + S to execute a search. Once all the Smiths display in my list of contacts, I would use the Tab Key to navigate to the Contacts Results Tree view, highlight the appropriate smith then highlight the appropriate number for Bill Smith then press the Alt + D key to dial. The Arrow Keys are used to navigate the Tree View.

You can also use the Edit Dial feature inside the Address Book just as you could inside the Call Log above. To edit the number prior to making the call in Address Book you would simply press the Shift key along with the Enter Key; so it would be Shift + Enter to edit the number prior to dialing.

9.3 Speed Dials

Description: Speed Dials (Alt + S from the Line Form) are nothing more than a list of contacts constructed inside of accessaphone that you can dial via the Speed Dials Form or the Dial Form. accessaphone allows you to store up to 99 speed dials. These speed dials can either be numeric characters or text based characters. That is, instead of your best customer Bob Smith being speed dial ID number 46, you can actually make his speed dial ID bsmith.

Creating/Editing/Deleting a Speed Dial: accessaphone makes it very easy to create, edit and delete speed dials using the Speed Dials Form. Once inside the Speed Dials Form you can create a new speed dial by pressing the New button (or Hot Key Alt + N). A speed dial is made of three items.

The Speed Dial ID: This is the letter or number that gets inputted into the Dial Form when making a phone call using the speed dial. In the example above, this would be bsmith.
The Speed Dial Name: This is the name you wish to associate to the Speed Dial. In the example above, this would be Bob Smith.
Speed Dial Number: This is the actual number for the person you are trying to call 800-555-1234.

NOTE: It is important to note that the speed dial number needs to be formatted exactly like you would dial it from your phone. This means that if something like a prefix is necessary (9 to get an outside line), you would need to remember to enter it as well.

To delete a speed dial, you would simply highlight it in the list of speed dials and press the DELETE key on the keyboard. A delete confirmation will come up asking you if you are sure you want to delete the speed dial, press Alt + D for delete. Editing a speed dial is similar. You must first highlight the speed dial in the list of speed dials and then press the Edit button (Hot Key Alt + E). Once you press the Edit button, accessaphone will populate the speed dial information in the blank fields awaiting your edit.

9.4 Smart Mail

Description: The Smart Mail Form lists your voices mails in an easy to read accessible grid view. You can use the Up and Down Arrow keys to navigate between each voice mail. The form contains three Tab able areas. NOTE: The Smart Mail form is only activated when you have the Monitor Email checkbox checked and the voice mail attachment name specified inside the Options Form. This feature is only supported by voice mail systems that integrate with MS Exchange and users of MS Outlook 2003, 2007, 2010 and 2013.

The Search Date Drop Down: This field allows you to choose between 4 different selections (Today, Yesterday, Past Week and Past Month).
The From Text Box: This text box allows you to enter the name of the party that sent you the message. This is generally what shows up in the subject line of the email that contains the voice mail attachment.
Voice Mail Data Grid: This data grid lists all the voice mails captured by the application. The date and time along with the message subject will get spoken when highlighted.

To execute a search, you can press the Find Messages Button (Hot Key Alt + F).

Play/Stop Play/Delete a Voice Mail: Using the Smart Mail Form you can play, stop play and delete voice messages. When a voice mail is highlighted, you can play the message by pressing the Play Button (Hot Key Alt + P). When you wish to stop the voice message, you can press the Stop Message Button (Hot Key Alt + S). Finally, when you are finished listening to the voice message, you can delete it by pressing the DELETE key on the keyboard.

Section 10: Frequently Asked Questions

When I attempt to register my line, I do not see any lines inside the drop down.
Answer: This is clear indication that your Telephony Driver (Also known as TAPI Driver or Telephony Service Provider – TSP) is not properly configured or is not functioning properly. Your Telecom Administrator will have to assist with further troubleshooting.
accessaphone disappeared from the desktop and the Tab order when minimized. How can I get it back?
Answer: When the application is minimized, it disappears from the TAB order. You can either click the accessaphone icon in the systray or use the Hot Key (Ctrl + Shift + Space or Ctrl + Shift + 1) to bring it back into focus.
When I dial a number from the Call Log, accessaphone is not making the call.
Answer: What is happening here is the number is likely not formatted correctly. You must edit the number prior to making the call. To edit the number, when in Call Log, highlight the call then press the Shift + Enter key. The Edit Dial Form will load allowing you to edit the number then press Enter to finish the call.
When using accessaphone to dial, I sometimes get a “Dial Call Failed” error message.
Answer: This can occur because your TSP (See FAQ #1) is not properly configured/working or you are using a soft phone and it is not loaded or working properly.
When I setup a speed dial and attempt to use it the call cannot be made.
Answer: This is likely because the number was not formatted correctly. It is necessary to enter a dialing prefix if required by your phone system for every speed dial. Edit the speed dial and place your external dial prefix in front of the number and try again.
When I use the hot key Ctrl + Shift + Space to bring my default line into focus, I get nothing.
Answer: Your line is not labeled as your default line. Navigate to the Edit Line Form for that line and ensure that the Default Line Checkbox is checked.
Inside the Call Log, I am not seeing the name. I am only seeing the number. Why is that?
Answer: Unfortunately, accessaphone can only populate information it has been given by the phone company. If the phone company does not send the name, accessaphone will not be able to display it.
My phone system supports Immediate Divert. However when I try to use it in accessaphone (Alt + I when an incoming call occurs), I hear “i-divert failed”. Why is that?
Answer: This is usually caused by the voice mail settings not being configured in the Edit Line Form for the line you are controlling. From the Line Form, open the Edit Line Form (Alt + L) and ensure your voice mail settings are configured.
I am a Window Eyes User and would like to utilize the built-in text to speech in accessaphone only. Right now I hear two voices (accessaphone voices and Window Eyes voices) when I run the application. How can I silence Window Eyes only for accessaphone?
Answer: Your Window Eyes program can be silenced for the accessaphone application by following the below steps.

NOTE: This procedure may need to be completed for each individual form in accessaphone.

From the program in which you want Window-Eyes to be silent:

1. Press Control-Backslash to open the Window-Eyes control panel.

2. Go to the Help menu (ALT+H) and make sure "Show Advanced Options" is checked.

3. Navigate to General->Core Functions in the Window-Eyes settings tree.

4. Tab to "voice" and set it to "off."

5. Press Control-S to save your change.

6. Press Escape to return to your application.

The Window Eyes application seems to need help reading the Call Log information and the data grids in accessaphone. How can I correct this?

Answer: Your Window Eyes screen reader requires a .WEPM configuration file that can be downloaded from the GW Micro website. Navigate to GW Micro.com and search for accessaphone in the APP Central page for details or contact GW Micro Support at 260-489-3671 for assistance.

How do I silence my Jaws screen reader while accessaphone has focus? I hear two voices.
JAWS:

Creating a Jaws voice configuration file using JFW v13 (Jaws for Windows)

1. Open Accessaphone while JAWS is already running.

2. Press the key combination of [Insert+ the #6] ( the #6 on the number row at the top of the keyboard, NOT the number pad), to open the JAWS Configuration Manager.

3. The New Configuration dialog box will appear, asking if you want to create a new configuration file. It creates the configuration file with the name of the application by default. You can then choose to accept it or enter a different name for the configuration file. Press the Enter key to agree, and the Configuration manager will open, with the new file already loaded.

4. A list of headings will then appear in which to make JAWS modifications to customize that particular application.

5. In the Miscellaneous Options, select "Sleep Mode” and press the space bar once to change it to Enabled.

6. Tab to the OK button and select it to Save the configuration settings you just customized for the particular application. and then press [Alt+F4] to close the Configuration Manager and return to your application. JAWS should now be silenced in the Accessaphone application but, still speaking in all other open applications.

IMPORTANT: You may need to restart JAWS before the settings will take effect.

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Creating a Jaws voice configuration file (.jcf) using older versions of JFW (Jaws for Windows)

1. Open Accessaphone while JAWS is already running.

2. Press the key combination of [Insert+6] ( the 6 on the alphabetic keypad, NOT the num pad), to open the JAWS Configuration Manager.

3. The New Configuration dialog box will appear, asking if you want to create a new configuration file. Press the Enter key to agree, and the Configuration manager will open, with the new file already loaded.

4. Press [Alt+S] to open the Set Options menu, and then press the letter A to pick the Advanced Options dialog box.

5. In the Advanced Options dialog box, you must check the very first item of "Sleep Mode Enabled" and press the Enter key to close the form.

6. Finally, press [Control+S] to Save the settings, and then press [Alt+F4] to close the Configuration Manager and return to your application. You should now have JAWS silenced in the application, but working everywhere else.

IMPORTANT: You may need to restart JAWS before the settings will take effect.

accessaphone 3.0 User Guide