How to program a Panasonic KX-TVS50 voice processor

NOTE: on this website, "voice processor," voice processing system," and "VPS" mean the same thing.

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y This page will help you get your KX-TVS50 voice processor working in a typical business or home environment, providing both automated attendant and voicemail service, with a Panasonic KX-TD, KX-TA, KX-TAW or KX-TDA series phone system. You can modify the suggested settings to provide the best operation for your particular needs. The work on this page is done AFTER you have made programming changes in your phone system, to prepare it for use with your voice processor. Some of your work will be done from a PC, and some will be done from a phone.

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The voice processor programming instructions on this page are based on using terminal software, such as HyperTerminal (which comes with Windows), to access the DOS-like programming imbedded inside the voice processor. Many of our clients prefer to use "VoiceMail Master" for Windows. CLICK for info, and a link to download a free demo. We don't sell or support VoiceMail Master -- we just provide a link to the software developer, to encourage software development.

STEP 1
You can connect your PC to the VPS using the AbleComm ProCable, or the AbleComm ProConnector Kit, or a serial cable and null modem adapter from RadioShack. Be sure to get a cable, kit or adapter that has the right connector for your voice processor (9-pin). You CAN'T program your voice processor with a USB cable.

Instead of mounting your voice processor next to the phone system control unit, you can mount it near one of your computers, so it's easy to make programming changes. It won't take up much space, and the wiring is very simple -- much simpler than extending a serial cable 50 feet. For "long distance" programming, use the AbleComm ProConnector Kit.

STEP 2
Before starting to program the VPS, make sure it is connected to the phone system.

Open HyperTerminal (from Start, Programs, Accessories, Communications). Click on FILE, then NEW CONNECTION. Assign a name, such as TVS50, and select an icon that you like, and click on "OK." You should only have to do this step the first time you program the system.

STEP 3

A "Conne ct to" windo w should open now. In the bottom section , select Conne ct Using COM 1 (or whatev er port you are using) and click on "OK."

STEP 4

A "Port Settings" window should open next (shown below). Select 9600, 8, none, 1, none. CLICK on "OK."

NOTE: While programming the voice processor, the PC screen display will often refer to your "PBX." In this case, PBX means the control unit ("KSU") of your phone system.

STEP 5
Plug the voice processor into an electric outlet. Your voice processor Start the VPS During has four tiny "DIP" programming, with the switches. switches in the you will be instructed following to move all the positions, to switches to left initialize the factory settings: (0), so your settings can be 1 right (1) saved. 2 left (0) 1 left (0) 3 right (1) 2 left (0)

4 left (0)

3 left (0) 4 left (0)

STEP 6
After turning the power on, the system starts up in the following sequence: 1. The Power Indicator light goes on. 2. The Power Indicator light begins to flash. 3. You'll see "Checking Flash Memory Cards. Please wait... DEFAULT START..." . Then you'll see this screen output (for phone systems with APITS):

NOTE: The screen shows "COs," which usually refers to lines from the phone company's Central Office. This is really STOOPID. It is really testing

the ports in the VPS. The display will alert you if System Setup is not completed successfully. Screen Output:

IMPORTANT: The default programming for the

KX-TVS50 voice processor is for use with the KX-TA624 phone system. If you are installing a KX-TVS50 and it does not sense that it is connected to a KX-TA624, you will get the error message shown above. It is perfectly OK to see this message if you are using another model phone system; so just press ENTER.
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If you are programming for the first time, it's OK to see "DPT Interface Connection is not Established." If you previously completed setting up the system, you should see "DPT Interface Connection is Established" or "APT Interface Connection is Established." SET THE DIP SWITCH TO POSITION ZERO. (Left, Left, Left, Left -- See photo in step 5 above) Press ENTER on your keyboard. You should only have to do this step the first time you program the system.

STEP 7 IMPORTAN T:
When you see a menu like the one at the right, select VT100.

STEP 8
When start-up is completed: 1. **ON LINE MODE** is displayed. 2. System prompt ">" is displayed on the screen. Press ENTER. You will then see the System Administration Top Menu.

Type [5] and press ENTER to begin the Quick Setup Sequence.

STEP 9
The screen will show:

In this screen, you are told to press ENTER. Please do it.

STEP 10
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Selec t your PBX type (cont rol unit mode l #). U se your curso r to selec t your phon e syste m, and press ENT ER. If that does n't work, try typin g in

the digit prece ding the mode l numb er on the PC scree n, and press ENT ER. If you are conn ectin g your TVS5 0 to a KXTAW 848 and the voic e proc esso r Quic k Setu p scre en displ ayed on your PC does not inclu de the KXTAW 848,

selec t "KXTD81 6/KX TD12 32."

IMPORTANT: While programming in

HyperTerminal, you can save a setting and move back to the previous menu by pressing the backslash "\" key.

STEP 11
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If the voice proces sor is connec ted properl y to the phone system , the screen should next show "Auto. Config. executi ng."

STEP 12

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You should next come to the Extension and Mailbox editing screen. This screen may automatically show some names if they had previously been programmed into your phone system. Use your ENTER button to move around the screen, and type in the last names of one or more of the people who will have mailboxes, in the "OWNER" column. You can do lots of mailboxes now, or just enter one and come back later. To leave this screen, press "S" while your cursor is in the "MAKE" column.

STEP 13

You should then see the "Quick Setup - Port Service Setting" screen. We recommend that you accept the standard settings (at least for now) and just type "S" to move on to the next screen.

STEP 14
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Now you'll select passwords, or put in the same password twice. They won't appear on the screen as you type. Press ENTER after you type each entry. WRITE THEM DOWN in several places.

STEP 15

The next screen is the last part of Quick Setup. It saves your mailbox settings, and restarts the voice processor. While "Yes" is highlighted, press ENTER.

STEP 16
The system will then restart and you will see:

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Press ENTER. Type in your Administrat or Password. Press ENTER. The screen shows "COs." It really means VPS ports. This stupid mistake has been carried over for years!

STEP 17
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You should then be at the Top Menu. If you are program ming for the first time, type 1 for "Progra m" and press ENTER. If your system is already

set up, you can choose "Progra m" or another item.

STEP 18
Select 3 in the Program Menu, and then type either 1 or 2 in the Port/Trunk Service Menu. If you want all callers to reach the same menu, select "port service" by typing 3, and then 1. Trunk service is available on newer versions ("revision one" and later) of the KX-TVS50, allowing you to direct incoming calls to specific custom service menus, based on which line the call comes in on. If you want to use Trunk Service, type in 3, and then 2, and then skip down to step 17. NOTE Trunk service was not available on the original KX-TVS50. Press ENTER. NOTE: Caller ID Call Routing is a cute, but not particularly useful feature that allows you to assign up to 200 Caller ID numbers and program the route for the calls from these assigned numbers to the desired extension, mailbox (including System Group Distribution List) or Custom Service. If you want to use this feature, select number 4 from the Program Menu shown, then 3, then 1, and skip down to step 32.

STEP 19

Type 1 for Port 1 and then 1 for Day Mode.

STEP 20

Type in 4 for Custom Service, then ENTER, then 1 for Custom 1, then ENTER, then 2 for User 1, then ENTER, then 0 for Delayed Answer Time, then ENTER.

STEP 21 (alternate to 19)

Where it says to enter a "Trunk Group Number," you type in a line number (the first line in your system is line one, or "trunk one"), then type 1 for Day Mode. A trunk group in the voice processor is a group of one line; it's not really a trunk or a group! HOWEVER, if you have a KX-TAW or a KX-TDA phone system, you use the trunk group numbering you set up in the phone system programming.

STEP 22 (alternate to 20)

Type in 4 for Custom Service, then 1 for Custom 1, then 2 for User 1, then 0 for Delayed Answer Time, then press ENTER.

STEP 23
Then repeat steps 19 and 20, or 21 and 22 for night, lunch and break modes if you are going to use them, and then do the other trunk groups, or ports. Use the backslash key (\) to save a setting and move back one screen.
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If you don't want different menus for lunch and break times, you don't have to program them. If you don't want different settings for day and night, we recommend that you program the night modes anyway, identical to your day settings, in case the system accidentally goes into night mode. Use the backslash key to move back to the Top Menu.

STEP 24

You should then be at the Top Menu. If you are progra mming for the first time, type 1 for "Progr am" and press ENTE R. If your system is alread y set up, you can choos e "Progr am" or anothe r item.

STEP 25

If this is your first programming session, type 4 for "Service Setting." Press ENTER.

STEP 26
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Next comes the Service Setting Menu. Type 2 and press ENTER. If you want to route callers to specific menus based on the Caller ID of an incoming call, type 3, press ENTER, and skip down tostep 32

STEP 27

The next screen is where you start to set up the menus that callers will hear. Type 1 and press ENTER. NOTE: Yo u can establish a maximum of 100 Custom Services with the possible depth of 8 layers. Someone will have to record Custom Service Menus so that callers will know which key to press.

STEP 28

Now you'll enter some settings that affect the way your first menu

(custom service 1) works.

In "Desc ription ," enter a name that make s sense for you, such as "day menu ." In items 2 throu gh 5, use the sugge sted settin gs. You can chang e them later if you have a good reaso n or just feel like playin g

aroun d. In item 6, you tell the voice proce ssor where you want it to send caller s who either have rotary -dial phon es, or are too bewil dered to do anythi ng.

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After typing in an entry, the cursor will automatically move to the next position. If you press ENTER, the cursor will move to the next position. You can also use the cursor to move left, right, up and down. If you make a mistake, press the backslash button (\) to move back one screen, and then make your correction. Maybe change the "Call Transfer Anytime" setting to "No."

This parameter specifies the destination to which the call will be transferred. The "Extn." setting (enter "E") enables callers to be transferred directly to their intended party by dialing the extension number. The "Mbx" setting (enter "M") enables callers to leave messages in a mailbox by entering the mailbox number. The "No" setting (enter "N") disables extension transfer and mailbox transfer; only 1-digit entries work (following the Custom Service menu).

This parameter should be set to "No" when Subscriber Service is specified as a Custom Service option and it is desired that digits can be entered very quickly to specify a destination. Therefore, in most cases, "No" is the best setting for this parameter. This is especially true if you do not want to explain "Call Transfer Any Time" in your Custom Service menu recording ("If you know the extension number for the person you are calling, you can enter it now.")
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Don't change the "Wait for Second Digit" setting.

This parameter resolves the problem when the first digit of the extension or mailbox number is the same as one of the Custom Service menu choices. The VPS waits the specified period of time for a second digit to be dialed. If the time period expires without a second digit being entered, the system assumes the caller has selected a menu choice. Use this parameter only if "Call Transfer Anytime" is set to "Extn." or "Mbx".
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"No DTMF Input Operation" determines what happens when a caller doesn't press any touch-tone button. By default, the call will go to the Operator, usually the person at phone #101. You can change the destination by typing in a letter representing one of the selections near the bottom of the screen, and then type in additional information as needed, such as an extension number.

STEP 29
You will now be able to start forming the actual menu, by associating an action with a caller's key stroke on a touchtone phone. It's a good idea to write out a script before you start programming the buttons. Any key stroke can send the caller to a person, or to a group of people in a department, or to a mailbox, or to another menu, or to the main menu, or can repeat the current menu, or allow the caller to type in a few letters of a last name to reach someone, or do other things. Create a tree diagram to design a route leading callers to the desired person, department, mailbox, or next menu. This tree should include all available caller options and cannot be deeper than eight layers. You might want to discuss available options with users before programming the system. The top of the tree (at left below -- our tree fell down) should include what callers

will hear after a brief company greeting (in the TVS50, it should be a replacement for the pre-recorded prompt # 819 -- more about it in the big yellow box below). Then create a branch for each option. Fill in each box so you can easily see what action corresponds to each keystroke, and make sure that your spoken message corresponds to the programming.

Remember that it is possible and often necessary to have one custom service lead to another custom service. For example, if someone presses [1] for sales, you might want another menu to say for cars, press [1]; for trucks, press [2]. This way callers are routed directly to the person best suited to handle them.

The first menu (Custom 1) could be something like: "If you know the extension number of the person you are calling, you can dial it at any time. For a staff directory, press one. To dial by name, press two. For sales, press three. For customer service, press four. For travel directions, press five. For our fax number, email address and website, press five. To repeat this menu, press six. Thank you."

STEP 30
Fill in the Keypad Assignments, by typing in appropriate letters and numbers. y You will now work your way throu gh all the button s on a toucht one pad, startin g with zero. y We're showi ng just one here, but they all look the same.
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Try to structure your menu with relatively few choices at each level (probably no more than 5). People often try to remember each choice while waiting to see if a better choice is offered, and it's hard to remember more than three.

If you offer lots of choices, make one choice to repeat the menu, such as "R" (7 on key pad) or "star."

Make sure you program some function for every possible keystroke on a touchtone pad. If you are only offering a few choices in a particular menu, program the other buttons to send the caller to a receptionist or someone else who can help, or make the extra buttons repeat the menu (type in the letter "l") or go back to the main menu (type "m").

STEP 31
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Press the backslash key ("\") several times to reach "Program - Service Setting" menu, and repeat steps 27 through 30 as needed, to create additional Custom Service menus. When you are through entering menus, backslash out to the main page and then exit the program, and move down to step 35. NOTE: Callers cannot jump between Custom Service menus more than 8 times.

STEP 32 - OPTIONAL! for Caller ID Routing

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Type 1 for "Ent er," and pres s ENT ER.

STEP 33 - OPTIONAL! for Caller ID Routing

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Enter a number for the first Caller ID entry, and press ENTER. This is NOT the phone number, just an identifying number for a position on the list. Start with "1."

STEP 34 - OPTIONAL! for Caller ID Routing

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Type in a phone number without spaces or punctuation. Press ENTER. The system will then put hyphens into the digit string. Type in a description. Press ENTER. Indicate destinations for each day part by typing in letters from the bottom of the screen, and then specific destinations. Press ENTER after each entry. "*" (star) substitutes any number (star = wild card). For example, to route all calls from Area Code 201, enter "201 * (star)". To have a "Private" call (no CID provided) automatically forwarded to a desired destination, enter "P". For an "Out of Area" call, enter "O". When you are through with this page, press backslash ("\") to return to the menu shown in in STEP 35, so you can enter another phone number if you like. When you are through entering phone numbers, backslash out to the main page and then exit the program.

STEP 35

Once you have finished entering the settings for each digit in each menu, the menu "messages" or "prompts" should be recorded. Menu messages tell the caller what options are available and what keys correspond to those options, so the messages must match the programming.

first thing that callers will hear will be "good morning" or "good afternoon" or "good evening" and "welcome to the voice processing system." These prerecorded phrases are called System Prompts. You can eliminate or modify these prompts if you want to, so callers will hear your own message as soon as the system answers. (For the KX-TVS50, see section D6 in the appendix of the PDF manual, or section 6.1.4 in the HTML manual.) IMPORTANT: Make sure you have selected "User 1" not "system" prompt in the custom service setting menus, and the port service or trunk service menus, or your changes will not take effect. 1. Access the "Message Manager's Main Command Menu": dial the intercom number for the voice processor (usually 165 in KX-TD816, KX-TD1232, KXTA1232, KX-TAW848; 295 in KX-TD308, 107 in KX-TA624 -- unless you used a different number), then press #, 6, *, 998 (or 98 for the KX-TD308). IMPORTANT: This will not work if a PC is still connected and in the programming mode. 2. Press [5] to modify messages. 3. Press [6] to modify the user prompts, 4. Press [1] to change user prompt 1. 5. Press [1] to change a specific prompt. OR ON NEWER SYSTEMS, press [1] if you want to re-record a prompt with your own voice, or press [2] if you want to turn off a prompt. 6. Enter the prompt number you want to change.
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IMPORTANT: Unless you make changes, the

Prompt 819 is "welcome to the voice processing system." Prompt 248 is "good afternoon." Prompt 249 is "good evening." Prompt 250 is "good morning."

7. Continue following instructions. You can press 3 to turn off a prompt. 8. NOTE: by eliminating the pre-recorded prompts, you will cause a delay between the end of ringing and the first sound that callers will hear. To minimize the delay, we recommend that you replace prompt 819 with your own brief message ("Thank you for calling Acme International") which will be be played immediately before your main menu (usually "custom 1").

The next sequence shows you how to record the custom service menus.
1. Access the "Message Manager's Main Command Menu": dial the intercom number for the voice processor (usually 165, 295 or 107), then press #, 6, *, 998 (or 98 for the KX-TD308). IMPORTANT: This will not work if a PC is still connected and in the programming mode. 2. Press [5] to modify messages. 3. Press [4] to change the custom service menu. 4. You will hear: "Enter the Custom Service number [1] through [100]. To record the Custom Service Exit prompt, press [0]." 5. Press the button on your touchtone pad corresponding to the custom service menu you want to record or change. 6. Follow the instructions until all Custom Service prompts have been recorded, using the tree that you created as a guide. 7. IMPORTANT: After you have entered and recorded all menus, it is important to try the program yourself to see that all functions perform properly. Dial into the system and try all the choices to see if you are routed correctly. Verify that each menu choice works as it should.

system, and should record their names and mailbox messages. Click for our User Guides

IMPORTANT: People should learn how to use the