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Full Manual English Language - Close Talk Conference System

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1. 15 Close Talk Software Family InstallShield Wizard Welcome to the InstallShield Wizard for Close Talk Software Family The Installshield R Wizard will install Close Talk Software Family on your computer To continue click Next WARNING This program is protected by copyright law and international treaties 00 fet Cancel Figure 2 2 Install welcome 15 Close Talk Software Family InstallShield Wizard License Agreement Please read the following license agreement carefully Terms and conditions de Close Talk Software Family is the copyrighted work of Close Talk AB Use of the Software is governed by the terms of the end user license agreement which is included with the Software An end user will be unable install any Software that includes a License Agreement unless he or she first agrees to the License Agreement terms The use is subject to the following 1 No right to sell distribute license sub license alter modify disassemble de compile or reverse engineer any part in any manner whatsoever is hereby given Wiolation may result in severe civil and or criminal penalties as violators will be prosecuted to the maximum kd Cancel Figure 2 3 Read the EULA Are you sure you want to uninstall this product Figure 2 1 Safe uninstall Installing After starting the installation software the picture in figure 2 2 is shown figure may look different depe
2. Edit menu The new person has now taken over the time log that was started for the per son that did not show up Agenda s During a started conference selecting matters from the agenda is done with the Next button on the conference controller window or by opening the agenda editor a selecting a new matter row A confirmation dialog is shown asking if the new matter should be made active A new matter can also be entered manually in the matter field on the confer ence controller panel It will be in effect until Next is clicked again or a new matter is selected in the Agenda editor Privileged units Privileged units are handled different than regular units There can be two privileged units in Close Talk Conference System a chairman unit and a pri ority unit Conference 77 The chairman unit can be guaranteed an audio channel in several ways see section Configuration page 13 and does not have a limited speaking time The Priority unit can be guaranteed an audio channel using the Steal method described in section Configuration page 13 and does not have a limited speaking time After the conference 78 The conference controller The conference controller panel is used to stop a conference When a confer ence is stopped all delegate time log s are marked as departed The Main Display shows a Good bye image if configured to do so see Configuration page 13 Stopping
3. Closed where they are hidden This setting can also be con trolled from the voting controller dialog described in section Voting page 81 Voting time Specifies the default maximum time for a vote session Enter in the hH mM sS format e g 0 2 30 which translates to 0 hours 2 minutes and 30 seconds This setting can also be controlled from the voting controller dialog described in section Voting page 81 Note A vote session can be canceled or stopped at any time see Voting page 81 for more information No casted vote means absent Affects vote result report generation Specifies whether delegates marked as present that does not vote no vote result selected should be counted as Did not vote or as Absent Voting view delay Sets the delay time in seconds before switching vote result views see figure 6 2 on page 84 During voting the view selection in View is used in the Main Display and after a successful final read the Main Display switches to the selection in View after This parameter specifies the delay for switching to the View after selection Close Talk Control Section 3 Rev 1 06 Rev 1 06 Emphasize manual vote results If aproblem occurs when reading vote result s from a Delegate Unit the vote result for the problem unit can be entered manually By checking this setting manually entered results shown on the main display and in reports will
4. Use the drop down list to select a font type Checking Bold will make the font bold Footer Configures the speaker list Footer area Color selects the background color Font color selects the font color Use the drop down list to select a font type Checking Bold will make the font bold List Configures the speaker and reply list main area s Color selects the back ground color Font color selects the font color Use the drop down list to se lect a font type Checking Bold will make the font bold List fixed Configures the speaker and reply list s column header s and row number Color selects the background color Font color selects the font color Use the drop down list to select a font type Checking Bold will make the font bold Voting header Used to configure the vote result displays that use a common header as shown in figures 6 7 6 8 6 11 found in section 6 Header Configure Main display 7 7 xi Speaker lists Voting header Voting time welcome Voting summary The three vote result displays orserorcaresencacenes shown in figures 6 7 6 8 6 11 7 ae Ten share a common header area Color Fontcolr Cor Fontcoar which is divided into two subar Pr Aa lt Aa y eas Over which shows Matter M Bold M Bold and time and Under which Yescolor Nocoar shows result summaries Abst color Color selects the background color Font color selects the font color
5. indicator N key selects the No indicator A key selects the Abstain indicator Save Close The Save button works as a one level undo function The currently edited Seating View is stored internally until the Save button is clicked when it is saved to the database Close closes the Seating View editor windows Working with Close Talk Control 63 Test delegate units 64 The Test delegate units tool can be used as an installation aid for mainte nance checking that all Delegate Units are turned on and working before a conference or for checking battery levels in the Delegate Units Figure 4 57 shows the main window Test delegate unit Y x Control Settings Units Failed 4 0 Print Status Time Stop 00 00 32 Done Export y 3000002 16777214 1249 Figure 4 57 Test Delegate Units The Settings tab is used to prepare for a test Test delegate unit E i x Control Settings How Retry Test time E Contact 33002 Timeout Only present Durability ES 1 103 Laat u A T 0 3000002 16777214 1249 Figure 4 56 Test Delegate Units In the What group selecting All seats will test all the seats in the Seating List with a valid Delegate Unit ID Selecting Only present will only test the seats in the Seating List marked as Present The How group is used to select the test type Selectin
6. 1 06 Rev 1 06 7 Battery level Figure 4 12 shows the Dele Eric Johnsson Ze gate Unit battery level win jer Freeman 15224 dow Every time a Delegate ga Unit reguest to speak it s battery level is sent with the reguest and is checked and displayed in this window Hermann Schildt 15 22 37 The name if available oth Figure 4 12 Delegate Unit battery levels erwise the serial number is shown together with seat number level status and time of report Battery voltage levels are not an exact way to determine expected remaining operat ing time because of several different factors such as age of battery tempera ture usage intensity etc If Level is reported as Bad less than an hour of operating time can be expected possibly as listen only This situation should be avoided so always keep the Delegate Unit batteries fully charged before each conference start Note Close Talk Control does not actively ask Delegate Unit s about their battery levels The Time indicator in the window was the last time of report Control menu Close Talk Control File view Control Help 4 Conference q 4 Conference Fall call 2 Voting Conference start and stop is con E p trolled using the Conference Control 3 Available ler panel This panel also includes creating and using agendas See sec T EER DE tion Conference page 69 for more Figure 4 13 The Control menu informatio
7. 5 3 shows the conference controller It is used for starting a conference maintaining and using agenda s stopping a con ference and post processing at ea tendance and fee results Order Matter Figure 5 3 The conference controller Close Talk Control 3 x To start a conference click Start Er Start conference Curent A start time dialog is shown Select SIR E Cancel f Custom Current to use the current com enter a time and click OK Figure 5 1 Start prompt Starting a conference Start puter time or select Custom and The Started field shows the start time As long as a conference is not started the speaker and reply lists are closed and no votes can be made As soon as a conference is started all delegates marked as Present Yes will enter an attendance time log The seating table is now live and updates in the seating table such as delegate changes and the Present field affects the time log The Main Display will change to the speaking list view Next Next moves to the next matter on the Agenda The Order and Matter fields show the current matter Stop Stop stops a conference Enter a stop time and click OK or just click OK to use the current time Print The Print menu is used to print attendance and fee reports It is only available after a conference has been stopped At
8. Delegate Unit s have been setinto ME x vote mode the votecon im Net dt troller panel is shown as Time View Status in figure 6 2 The top 00 01 00 E er Waiting for start sec tion is an asen da Yes vote means 2 Time Voters Votes Time to vote eae 8 C Sd 4 o E Min 0 Sec controller similar to the No vote means TAA Yes No Abstain Absent Final reading functionality described C Table A A TE C Bar graph on page 73 The matter 7 Twe Time A i Open Summary field will be shown on E Closed C Seating the Main Display and be roo vas included in vote result reports Select a matter from the agenda or edit the matter directly in the Matter field Click Apply to show the new matter on the Main Display The main components of the vote controller page are Figure 6 2 Preparing to vote e Status Shows the current status of the vote controller Time Can be used to limit voting time automatically Regardless of the time left to vote a vote can be ended by clicking Done or canceled by clicking Cancel at any time Enter time as hH mM sS e g 0 2 30 which translates to 0 hours 2 minutes and 30 seconds Click Apply to set the new time Yes vote means and No vote means Can be used to describe the meaning of a Yes and No vote It will be shown on the Main Display and be included in vote result reports Click Apply to show any
9. Eric Ryan The Company Inc Delegate not present Delegate not present only works with a started conference Removes the current delegate from the attendance time log and marks the seat as vacant by setting the Present field to No Ordinary delegate Before conference start copies the delegate in the Ordinary field to the Del egate field After conference start copies the delegate in the Ordinary field to the Delegate field and updates the time log as described in the Select del egate command 50 Close Talk Control Section 4 Rev 1 06 Rev 1 06 No delegate Only works before a conference start Removes the delegate from the se lected field All delegates ordinary Only works before a conference start Copies all the delegates in the Ordi nary fields to the Delegate fields All delegates vote Sets the Votes field to Yes for all delegates New seat This function is described under Insert record page 42 Enter a seat number and save the new seat before continuing Erase seat This function is described under Erase record page 42 Search menu File Edit Search Show The Search gt Name is a free text func sea Name Cuir _foanisstien tion 1 Eric Johnsson The Company Inc 2 Jay Freeman The Company Inc 3 Hermann Schildt The Company Inc It searches the Ordinary and Delegate 4 Mega Guntle Serv
10. Exit to close the vote controller panel If the vote results had not been han dled a warning that the vote results will be lost is shown Handle bad reading s E ECT CCT 2 EM Freeman If reading the vote result from a delegate unit fails it is entered into a Bad Readings list By entering this list the faulty delegate unit is excluded from the vote result pande reading loop and the result for that Yes No Iwagan unit must be managed manually EEn en by clicking the Handle button shown in figure 6 3 Figure 6 5 Manage bad reading s A dialog is shown as in figure 6 5 There are five ways to manage a faulty unit either give it one of the four vote results Yes No Abstain or No vote result by clicking the corresponding button in the Handle group or correct the problem e g removing an obstruction of the infra red light path and click Try again By clicking Try again the unit is restored into the vote result reading loop and an attempt to read the vote result is made again If the vote result reading fails again the unit will be returned to the Bad readings list for manual management i If there are bad reading s present sal ad re est Name Status Jay Freeman when the Final Reading is started by clicking the Done button in figure 6 3 the final read loop will continue to run until the Vote done button is clicked in
11. bar Used to filter the delegate list a The tab selector Used to switch between the delegate list view and the data pre defines view 4 The delegate list table Figure 4 22 shows the first half and figure 4 23 shows the second half Close Talk Control Section 4 Rev 1 06 Rev 1 06 Edit delegate list O x File Edt Search Sort Delegate list Delegate data 2 Filter TF Use filter of pe a T he Company Inc Een Jay The Company Inc Shareholder Hermann The Company Inc Shareholder egg Services Inc etary Gregg The Compay Inc Shareholder Thomas 4 The Cafnpar p Inc Shareholder Rhonda The Company Inc Shareholder Scott The Company Inc Shareholder Brandon 4 The Company Inc Shareholder Eric The Company Inc Shareholder Thomas The Company Inc Substitute Melanie The Company Inc Substitute Bo The Company Inc Substitute Cole The Company Inc Substitute Brenda The Company Inc Substitute Figure 4 22 The main delegate list window Edit delegate list lol x File Edit Search Sort Delegate list Delegate data Filter m Use filter z zj l z Order number Region Social security number Vote all Reply time 23434355 055 1 Estra m 01 00 00 01 00 54467633 532 54666477 434 54677454 444 n6232234 553 6 343556 322 63221422 113 23434111 232 Mormal 00 01 00 00 01 00 Mormal 00 01 00 00 01 00 hlormal 00 01 00 00 01 00 hlormal 00 01 00 00 01 00 Porra 00 01 00 00 01 00 Porra 00 01 0
12. be printed ALL CAPS Hardware Figure 39 shows the Conference Voting Hardware Program Security Hardware tab in the Communication settings dialog com 15 Ium delegate unit off Settings here control O Aways n ever communication and Ask other hardware related Disable power off in delegate unit settings Restore central unit settings Cancel Figure 3 9 Hardware configuration Communication Selects which serial port Close Talk Control should use to communicate with the Central Unit Valid choices are COM1 8 Turn delegate unit off Specifies if and how the Delegate Unit s should be turned off when Close Talk Control is closed where e Always The units are always turned off by Close Talk Control e Never The units are never turned off by Close Talk Control e Ask Close Talk Control asks if the units should be turned off Disable power off in delegate unit If checked the power off function in the Delegate Unit right key is turned off as long as Close Talk Control is running Note The delegate units will not power off automatically as long as Close Talk Control is running unless the battery level goes low Configuration 21 22 Restore central unit settings The Central Unit has its own setting storage which is overridden by Close Talk Control Check this setting to restore the original Central Unit settings when Close Talk Control is closed Program Settings Figure 3 10 show
13. color Font color selects the font color Use the drop down list to select a font type Checking Bold will make the font bold Managing Seating View s A Seating View is a very powerful way to present vote result s in real time Figure 4 47 shows an example of a Seating View Close Talk Conference System Oj x Matter Proposal 1 9a Time to vote 1 Min 30 Sec Approve Yes 2 Abstain Figure 4 47 Seating View example There are several components in this view At the top there is the standard double row vote result header with matter vote time and result counters This header is shared with two other vote result views the Table view and the Bar Graph view The main area below is the actual Seating View in the example it depicts a small conference room with ten seats and a table in the middle 1 is the back ground area a solid fill color 2 is the seating view image that shows the car pet the chairs and the table 3 is the actual vote result indicators in the example four for each seat placed in a vertical arrangement These indicators 56 Close Talk Control Section 4 Rev 1 06 Rev 1 06 will change colors depending on how the voting process progresses The Seating View arrangement is fully editable The background color can be specified freely The image is a standard Windows bitmap that can be created by Creating a simple or complex drawing of the room in an illustration so
14. control the voting system parts of Be ote view delay Close Talk Control See moon Voting page 81 for more information f Cancel Figure 3 7 Voting configuration Voting method Selects the vote result entry method on the Dele gate Unit The Delegate Unit has three LED s to indicate a vote result red for No yellow for Ab stain and green for Yes Figure 3 5 No Abstain and Yes LED s are blinking Simple method At the start of a voting session see Voting page 81 for more information all three LED s blink as figure 3 5 shows By pressing the left Delegate Unit button the desired vote result can be selected directly Each LED is selected in a round robin style by pressing the left button re peatedly and will stay flashing Figure 3 6 Toggle result selection with left button Configuration 19 20 Extra method At the start of a voting session see Voting page 81 for more information all three LED s blink as figure 3 5 shows By pressing the left Delegate Unit button each LED is selected in a round robin style and will stay flashing Ac knowledge the vote result by pressing the right button once The LED will go to a steady glow To re select the vote result simply press the left button again Figure 3 8 A yes vote has been selected Voting type Selects the default vote type Open where individual vote results are re ported and
15. database list shows if and if so when a backup was last made Close Talk Control Section 4 Rev 1 06 Rev 1 06 Create new Close Talk Control Create new creates a new empty Enter a name for the new database database Enter a descriptive name for the new database and click OK After a short while the new database will be shown in the database list LJ Copy Copy creates a new database based on an existing one Select the database to copy in the list and click Copy Enter a descriptive name for the new data base and click OK After a short while the new database will be shown in the database list Cancel Figure 4 19 Database name prompt Delete Close Talk Control Delete deletes a database Select the database to delete in the list and click Delete A warn AN Delete selected database Can not be undone ing prompt is shown Clicking Yes will delete the database permanently from the hard drive and cannot be undone Je Backup Backup makes a safety copy of the selected database A safety copy does not show up in the database list and can only be retrieved using the Restore command The time and date of the last backup is shown below the database list Only one backup per database can exist so an old if any backup will be overwritten by the new Figure 4 20 Delete warning Note This function is not intended to replace any sy
16. editing To rename a Seating View select the view to rename using the drop down list and click Rename A prompt for a name is shown Enter the new name and click OK When new indicators are added the seat group all visible indicators is not automatically re centered Use the Center button to center the seat group in the work area If centering the indicators over an image is problematic create Ghost seats seat numbers that does not exist in the Seating List with size 1 at the top left corner and bottom right corner as centering guides When making several versions of the same i i Close Talk Control x Seating View e g to create versions for differ Xl A Enter view re size percentage ent display resolutions the Resize button can be used to stretch or shrink a Seating View Click the Resize button and enter a Cancel re size percentage in the interval 20 to 200 and click OK The current seating View is Figure 4 53 Prompt for re sized Seating View re size Working with Close Talk Control 61 The View size indicator shows the current size in pixels of the work area Object The Object group is used to select which of the four indicator types Pres ent Yes No and Abstain to edit Properties The Properties group is where the actual indicator editing is done First se lect the desired indicator using the Object gro
17. field New delegate This function is described under Insert record page 42 Erase delegate This function is described under Erase record page 42 Working with Close Talk Control 43 Search menu B File Edit Search Sort The Search gt In column is a free text TR EE Sane search function Filter TE Use filter E Select a column field type to search in Mmm re and select Search gt In column A stan ER Gregg The Cor Calahan Thomas The Cor dard search dialog as in figure 4 28 is nn shown Figure 4 27 Edit delegate list Search menu Enter a text to search for the search di rection and click Find next If the text is found it is highlighted in aut 2041 the table The search dialog can remain Find whet fad open while editing the table and is then Direction Cancel ready to search again Match case E Up Dom If the specified text cannot be found a Figure 4 28 Edit delegate list Search done prompt is shown Search prompt Sort menu 44 File Edit Search Sort AAA Sort list The Sort menu is used to sort the 97 Dele v Satis contents of the delegate list Ee e Last name Use filter First name Last name and organisation Sort list Last name Organisation Calahan Region organisation and order Clifton Function Inc Turns sorting on or off A check rreemen Region Inc untle eg
18. matter If the conference is started a confirmation dialog is shown asking if the new matter should be made active Conference 73 During a conference 74 Controlling the speaker and reply list Close Talk Control a Mie x File View Control Help Audio channel _ ASA OEM dm 7 statusarra 1p Zee SSO ska Be Speaker list EN Reply list Function Name Organisation LT Reply list List toolbar Function Name Organisation Services Inc Secretary Gregg Bonar The Company In Shareholder Hermann Schildt The Company In Shareholder Jay Freeman Speaker eS list ele lle gt jp e lua fo la ade x 4 delegatels in speaker list Steal channel Manual Conference started Figure 5 5 Controlling speaker lists Manual list When a conference is started speak requests from Delegate Unit s are placed in a list waiting to be processed List entries shows up on the Speaker and Reply list as shown above Depending on the configuration the speaker list can be handled automati cally or manually In automatic mode the speaker list is emptied on a first in first out basis picking off the list as soon as audio channels are available The operator can re arrange and delete entries as long as they are in the list In manual mode all requests are placed in the list and itis up to the operator to assign speakers an audio channel us
19. menu File Edit Search Show Figure 4 36 shows the Edit menu The ESTER edit menu is used for editing in the seat E Replace delegate 1 1 Deler ate r Esent ing list Many commands are depending SAKS a ny Inc on the conference mode Ordinary delegate No delegate All delegates ordinary ny Inc All delegates vote ny Inc Select delegate New seat Ins Erase seat Ctrl Del Before conference start inserts the dele gate selected in the delegate list at the se lected seat in field Ordinary or Figure 4 36 Edit seating list Dele gat A Edit menu before conference start The Company Inc After conference start if field Present is set to Yes the command will mark MEX A list File Edit Search Show the previous delegate as departed in B L elect delegate the time log and the new delegate as ar 2 Replace delegate rived in one operation If field Present Delegate not present is set to No the command works as be fore conference start Ordinary isad No delegate Aldelegates ordinary All delegates vote Replace delegate Replace delegate only works with a started conference Inserts the in the delegate list selected delegate into the Figure 4 35 Edit seating list Delegate field The new delegate will Edit menu after conference start take over the previous delegates time log if field Present is set to Yes 10
20. more information Vote Start s a vote Done Concludes a vote and starts the final reading see later Cancel Cancel s a vote Print Used to print vote result reports after a successful vote Export Used to export vote result reports after a successful vote Reset After a successful vote the vote controller remains on hold so the operator can post process vote results As soon as this is ready Reset is clicked and all vote results are erased Another vote can now be done Exit Used to exit the vote session The vote controller is closed and all Delegate Unit s are returned to the conference mode Voting 85 86 Starting to vote When all preparations have been done the vote is started by clicking Vote Close Talk Control will immediately start to read vote results from the Dele gate Unit s and the vote controller panel and Main Display view is continu ally updated No apparent change is shown on the Delegate Unit s but delegates can now select vote results as described in section Configuration on page 13 under the Voting method setting During a vote if the Bad readings field show s other than 0 this is not cata strophic Use the Handle button to handle the problem unit s manually See page 88 for more information The Final reading x Order Matter The operator can let the Froposai1 sa Nest Ea View Status votetime outbyitselfo
21. support personnel See page 64 for more in formation Close Talk Control Section 4 Rev 1 06 Rev 1 06 Manage databases The database manager is used to create delete copy rename and backup da tabases and is described in detail on page 36 a Edit delegate list The delegate list editor is used to manage personal information about confer ence attendees and is described in detail on page 38 Edit seating list The seating list is where most job is done during an active meeting It con nects actual delegates to a seat number which in turn is connected to a spe cific Delegate Unit ID It is described in detail on page 47 Printer settings Print 2 x i Printer Opens a standard printer set Name EES Properes tings dialog as shown IN figur e Status Default printer Ready 4 4 These printer settings are Type QMS PS 410 used for all print functions in nn 7 Comment Print to file Close Talk Control m Print range _r Copies All Number of copies fi f Pages om G I ges fi f i el sel Collate Selection coen Figure 4 4 Printer settings Exit Close Talk Control Closes Close Talk Control An i The conference must be closed before exiting active conference must be stopped before closing the program or the dialog in fig ure 4 3 will be shown Figure 4 3 Stop conference before closing Close Talk Control A connrmation Per 3 2 E
22. the Hande Manage bad readings dialog as Yes No Iwagain Yote done shown in figure 6 6 This button Auen ESE OK can be seen as an override button a way to tell the system I know we Figure 6 6 Manage bad reading s have bad readings end the final during final reading read anyway Make sure that all bad reading unit s in the list are handled properly before clicking Vote done Close Talk Control Section 6 Rev 1 06 Rev 1 06 The Main Display The Main Display have five ways of presenting vote results during a vote ses sion These are e Table The vote result is shown in summary and as individual results in tabular form See figure 6 7 e Bar graph The vote results are shown in summary and as a bar graph See figure 6 8 e Time The voting time left is shown No results are presented See figure 6 9 Summary A result summary is shown as in figure 6 10 Seating Vote results are shown graphically See figure 6 11 Seating views can be created as described on page 52 Voting 89 Close Talk Conference System Me ES Matter Propsal 1 9a Time to vote 0 Min 58 Sec Approve Reject Yes 1 Abstain 0 No 3 O hest Name Organisation Cammy CI Ho Eric Johnsson The Company Inc Chairman Jay Freeman The Company Inc Shareholder Hermann Schildt The Company Inc Shareholder Gregg Bonar The Company Inc Shareholder Hegg Guntle Services Inc Secretary Thomas A Z achmeye
23. the area Font color selects the font color Use the drop down list to select a font type Checking Bold will make the font bold Figure 4 42 Vote result bar graph view Seating x Speaker lists Woting header Voting time Welcome Voting summary gesnnsennssnnnzensuneng Seating view selects which seat ing view to use when selecting em Seating view Seating in the View and View imase gt after groups see figure 6 2 dur ea ing voting Seating view s are managed by clicking Edit If the seating view option should not be available during voting se lect Disable in the Seating view box Figure 4 43 Vote result seating view See page 56 for more informa tion about creating Seating View s Close Talk Control Section 4 Rev 1 06 Rev 1 06 Voting time x Speaker lists Voting header Voting time Welcome Voting summary Configures the time vote result view shown in figure 6 9 Color Color Fontonkr selects the background color f xa Font color selects the font color RP Bod Use the drop down list to select a font type Checking Bold will make the font bold Welcome Figure 4 46 Vote result time view The Welcome tab configures the Main Display appearance xl be fore an d a fter a con ference Speaker lists Voting header Voting time Welcome Voting summary 7 Roll call Welcome ima
24. the wrong name and more important voting will be faulty registering vote results for wrong persons File menu The file menu is used for printing and export ing the seating list and for closing the Edit seating list window Export Print Close ann Schildt The 4 Megg Guntle Sen Select Print gt Participants in seat order to 5 Gregg Bonar The print the current seating list in seat number or der Figure 4 34 Edit seating list File menu Select Print gt Participants in name order to print the current seating list in delegate name order Export AA File Edit Search Show Close Talk Control can export gt pin vaa Toga em S eating lis ts in the RTF Rich Text Participants in au HE ATES Chairman Form at a pl atform indep endent a Participants in name order as Pita ee document format 4 Megg Guntle Services Inc Secretary 5 Gregg Bonar The Company Inc Sharehalder 6 Thomas A Zachmeye The Company Inc Shareholder Select Export gt Participants in seat order as RIF or Ex port gt Participants in name order as RTF to export to RTF A file selection dialog is shown Enter a name for the file and click Save The RTF file is created Figure 4 33 Edit seating list Export menu Working with Close Talk Control 49 Close Select Close or click the Close Talk Control toolbar button to hide the Edit seating list window Edit
25. to set the indicator states during ed iting which is a visual aid for designing indicator sets To add a seat click the Add new seat MERSE LAS x button A prompt is shown Enter a Enter number for the new seat number and click OK The seat is added Po to the group All seats must have an ex clusive seat number Eenes The Remove seat button is used to de lete a seat from the seat group Select the seat to be deleted using the Number spinner and click the minus sign button A confirmation prompt is shown Click Yes and the seat is deleted Figure 4 50 Add a seat Working with Close Talk Control 59 60 To copy a seat select the seat to be copied using the Number spinner Use the arrow and page up down keys for greater speed with a large number of seats Click the Copy seat button and the prompt in figure 4 50 is shown En ter a unique seat number and click OK A seat s indicator properties can be copied to one or more Width E ing the C Bee Property 0 o ie OPY Proper IV Present Y Shape Y On Outline width ties to all seats button Select M Yes M On Color M On Qutline color the seat tocopy from using the Ei te Oke wat Number spinner Click the UV Size Copy properties to all seats button The dialog in figure Eee __ Cancel 4 51 is shown In the Object group select from which indi cators to copy In the Property group
26. 0 seconds Interrupt speaker When a delegates speaking or reply time has run out this check box selects whether his or her s audio channel should be turned off automatically Note Close Talk Conference System only supports this function for speakers on regular Delegate Unit audio channels and not for platforms Limit reply time Selects whether reply speakers should be time limited similar to regular speakers Close Talk Control Section 3 Rev 1 06 Rev 1 06 Warning sound If the computer is equipped with a sound card a sound can be played when the specified speaking time warning see the Warn at time left setting is ac tive Click the ellipsis button to open a standard file selection dialog and choose the desired sound file The sound file must be in the WAV format Use warning sound Selects if a warning sound should be played when the specified speaking time warning see the Warn at time left setting is active If the computer has asound card a valid sound file must be selected in the Warning sound set ting If no sound card is available a beep is played on the computer speaker Voting sen Conference Voting Hardware Program Security Figure 3 7 shows the Voting method Voting type Voting tab in the set Simple Open C Extra C Closed tings dialog Voting time 00 01 00 l Emphasize manual vote results V No casted vote means absent Settings here
27. 0 00 01 00 Hormal 00 01 00 00 01 00 hlormal 00 01 00 00 01 00 Barral 00 01 00 00 01 00 Barral 00 01 00 00 01 00 Mormal 00 01 00 00 01 00 Hormal 00 01 00 00 01 00 hlormal 00 01 00 00 01 00 Hormal 00 01 00 00 01 00 63232432 322 53243242 333 n2920232 223 eed eee 536443 53434555 211 6 343634 3 433 SS L St a et l m Figure 4 23 The delegate list second half Working with Close Talk Control 39 40 Delegate list fields The delegate list consist of 11 fields The following list is a description of each field with its corresponding edit methods Some fields are required cannot be left empty These fields are marked Re quired Most fields are directly editable i e just select the field and start typing These fields are marked Editable Many fields have predefines that can be selected on a drop down list These fields are marked Pre defines A few fields can only be used with pre defines These fields are marked Only pre defines The delegate list fields are Last name Required Editable The delegates last name e First name Required Editable The delegates first name e Organisation name Editable Pre defines The name of the delegates organization Can be company names political parties etc e Function name Editable Pre defines The delegates function e g Chairman Shareholder etc Order number Editable Mainly used for deleg
28. 0 Eric Ryan The Company Inc Shareholder 5334 Figure 4 32 The seating list main window Working with Close Talk Control 47 48 The main components are SA The main menu All seating list commands are reached from the main menu Several commands can also be reached by right clicking in the seating list 2 2 The seating list table Seating list fields The seating list consist of 9 fields The following list is a description of each field with its corresponding edit methods Fields marked Required must have a value cannot be left empty Fields marked Delegate list link is edited using the delegate list Fields marked Informational are for information only and cannot be edited Fields marked Editable are directly editable select the field and start typ ing Fields marked Yes No is changed by double clicking The seating list fields are Seat Required Editable The number of the seat The seating list is sorted in seat number order Numbering doesn t have to be sequential e Ordinary Delegate list link The name of the ordinary seat holder e Organisation Delegate list link Informational The organization of the ordinary seat holder Delegate Delegate list link The current seat holder e Organisation Delegate list link Informational The organization of the current seat holder Function Delegate list link Informational The function of the current seat holder e Present Yes No M
29. 00002 Active 00 00 07 6 4 Volt 16777214 Active 00 00 08 6 4 Volt 1249 Active 00 00 09 6 3 Volt Figure 4 58 Test started Units shows the total number of Delegate Unit s included in the test Failed shows the total number of units that contact has been lost with Sta tus shows the test state and Time counts down the test time Use the Done button to end a test prematurely Working with Close Talk Control 65 When the test starts the unit table begins to update with test results The ta ble contains the following information e Seat The seat number e Unit ID The Delegate Unit ID for that seat e Status During a test shows the current state After a test shows the final verdict e Time For an active unit shows the current test time For a unit that is considered off line shows the test time before contact was lost e Battery Shows the battery level in volts at the last successful contact attempt e Contact Shows the total number of successful contact attempts e No contact Shows the total number of failed contact attempts When the test is done a sum mary dialog is shown such as in fe The delegate unit contact test passed figure 4 59 where a short conclu i sion is drawn about the test out One ore more units has failed some contact tests come Warning The delegate unit batteries may need to be recharged Test delegate unit E 4 x Control Settings Units Failed E
30. 5 M Main Display ss a mires a RA vas 23 30 52 79 86 89 Main Display configuration 2 2 aoao a a 52 Mn MENU sodio ee a 61 27 Manage databases o oo oa oaa nne va 29 Close Talk Control Rev 1 06 Rev 1 06 Matter one Re ke ee EN Re eS 73 84 ONES Te wwe ee AGREE Ea ee ee 41 N NEW ss esco Gee RECESS EH RSE a EM ve eH Be t 43 NEI en toe ee ee eee ee osa A oe eS 72 No casted vote means absent 2 0000 ee eee 20 NO COMAC s Se Re ea osteo eo bbe A 15 NOVE 25 fee naan rr 84 null modem cable 2 5 5 as 0 mo a a a wa u a da an SS dd a 95 CONMGCUNG sen we wen Bee 46482 as A 11 custom DU ss s 6 rust a 95 requirements oaoa a wt T Number of speakers 222 2 emt mm eH kol kl m koh ee 17 O So o EA en Be Gee s ee 62 One password is enough aoaaa 24 Only show Main Display during voting 2 2 2m on nn 23 Optional equipment 2 4 u 4 2 22 5 weis eS eee wees 7 CIEN aa ER 73 Organisati n NEET AR ee rer A 45 P o a ae ee eend de di 23 CEE 23 enable u saad u men Sad nern hea ee an 23 Paste acu sas sd aa ee ee ae ade 43 PION en nt 10 6 5 0 75 pre defines a e a A RA ed 45 Pint oak eee eee eae eee 0 i 42 49 72 78 85 PHINMGrSCUINdS 4 5 2 6 23 2 22 eee eee es Bee eRe dak 29 PROM IMs REE 16 18 77 FA AUOMAUG esca om de eae a eee ae eRe Es 18 Priviliged UMS 2245552 ee Ba Bebe tee ee Gee he s ets 77 Proposal eee u
31. 512 Speaker list control The speaker list can be controlled either automatically or manually In Auto matic mode the speaker list is emptied on a first in first out basis Chairman and Priority units bypass the list In Manual mode it is up to the operator to manage the list see Conference page 69 and the Privi Automatic setting Configuration 17 18 Privi automatic If Speaker list control is set to Manual this check box selects whether privi leged units the Chairman unit and Priority unit settings are handled au tomatically or not If un checked it is up to the operator to give privileged units a channel Reply function Turns the reply function On or Off The reply list is similar to the ordinary speaking list with these exceptions e The list is always in Manual mode e Privileged units are handled manually Reply list size Selects how many delegates that can enter the reply list at one time The max imum reply list size is 64 Warn at time left Speaking and reply time can be limited for each delegate see Working with Close Talk Control page 25 and Conference page 69 This settings spec ifies at how much time left a warning should be emitted see the Warning sound Use warning sound and Limit reply time settings Enter in the hH mM s9 format e g 0 0 20 which translates to 0 hours 0 minutes and 2
32. Bee 20 VOMO WDE sspe leeena eua RR oa 20 Voting view delay 4225 an ee eeen eee gehen 20 Voting Summa x ss as ias adda eee Ree EE ee Bes 56 Y Yes vote 5 45 Ga ui A As ee 84 vi Blank page Close Talk Control Rev 1 06
33. INSEGRTECONA s oa 4 ee rn e ada 42 Appearance s s sec adiis coss osta t eed 42 File MENU sa 448 4 manna saak Sara 8 6 8 on 42 PDE 46 ea Oe Bea ee resis aa 42 EXPO c asas ee eek eee eee Ee a eee eee es 43 1866 da Babee ah RRA RE EEE ls 43 Ed MEA we ew 2 a sen Be oli raa ea a ee ck eh 43 CODY AAA 43 Paste asana saties s e 2 a IR a a 43 New delegate 2 222mm an nn ee 43 Erase delegate nn 43 Search Menu ccoo amadas 44 Ort MENU y encuadradas a 44 SONS ee ear ee See Ee 44 Sorting alternatives 2 124624 ose raras a an 44 Table MENNO 2 s u u u u te 054 a we ee a vanas 44 Data pre delineS yo wa oma et a EA So oe a na Se 45 Organisation secas em aaa ee an GY ee a 45 F RGHON ess agas Bow a ee re dh 46 Speakertime 5 seas Hu Eu ua bei 6 ee be ee eee eee x 46 BEGON 22448 4SGe 2 oe 6468 be Sede Banen et 46 POC esas ee ee teas ee Roo ae Sae a aes 46 Seating list conoser 47 Overview aannamen nn HS 47 Seating list fields a de mo a do ve ee ar 48 Ele MER 6 oa mis a II 49 Pulte ae deen Esa ae o e ARA A 49 EXPO ee ee a 49 ClOse A keek he ee 1000005 bk RS 50 AE 50 Select delegate va 50 Replace delegate 50 Delegate not present va 50 Ordinary delegate a 50 No delegate ane mn aa ks 51 All delegates ordinary 22m mn nn nn 51 All delegates
34. Jay Freeman The Company Inc Shareholder Eric Johnsson The Company Inc Chairman Hermann Schildt The Company Inc Shareholder Now speaking Megg Guntle Figure 4 7 The Main Display 30 Close Talk Control Section 4 Rev 1 06 Rev 1 06 Figure 4 7 shows an example of the Main Display with a status field on top the speaker and reply list in the middle and the current speaker s in the bot tom The Main Display is used extensively by the Conference and Voting system See Main Display configuration page 52 Conference page 69 and Voting page 81 for more information ml System status Le Serial number Firm wers Delegate The system status window shows var Foe Fear an IOUS system information and ee Channel one Channel two Channel three mally used for problem solving and aa mn installation support EF 2 14 Valt 2 14 Volt 2 16 Volt 1 20 Volt 1 20 Volt 1 23 Volt Serial number ul The serialnumber ofthe Central Unit Data channel 1 84 Volt 1 20 Volt Eirmw vers Serial communication The firmware version in the Central Noes o Unit Figure 4 9 System status Delegate The version of the Delegate Unit firmware stored in the Central Unit This firmware is sent on the infra red data link to update the Delegate Units See the Close Talk Conference System manual for more information Channel 1 2 and 3 Shows the status for the three audio channel
35. Rev 1 06 Close Talk Control User Manual Part number 11 531 01 Revision 1 06 Author G ran Ekstr m The contents of this document is subject to change without prior notice and does not represent any commitment on the part of Close Talk Marketing No part of this document may be copied without the prior consent of Close Talk Marketing Copyright 1999 2005 Close Talk Marketing AB Revision History Rev 1 01 First public release Rev 1 02 Minor language corrections and clarifications Expanded description of Privileged units Rev 1 03 Applies to version 2 2 0 23 or later Minor language corrections and clarifications New configuration settings Expanded voting functionality Delegate Unit test Rev 1 04 Support Generation 2 conference system Rev 1 05 Language and document error corrections Rev 1 06 Updated for software version 2 4 0 3 Rev 1 06 Rev 1 06 Table Of Contents Section 1 Introduction un 4 ua nun a nun 1 Welcome ara mn AAA A De 3 About Close Talk Marketing 3 About this manual a Support aus mu a 4 Section 2 Installation u 5 4 m ra we Rm m RA 5 Preparations 2 ee nn nn nn 7 Software installation and operating requirements 7 Optional equipment e 7 Installing the software 8 Installation media 2 23 62 22 dos sd as as 8 Pe
36. Talk Control See Conference page 69 for more informa tion Chairman unit The Delegate Unit for the chairman have special functionality see Conference page 69 and Close Talk Control needs to know which Dele gate Unit that is the chairman unit Turn the chairmans Delegate Unit up side down and enter the unit serial number in the Chairman unit field If no Chairman unit 3000007 Priority unit 0 Chairman channel Steal channel Number of speakers Three v IV Show reply list Speaker list size 256 Speaker list control Close Talk Control amp Invalid serial port Figure 3 3 Can t use serial port Warn at time left 00 00 1 0 Manual y 7 Interrupt speaker IV Privi automatic Reply function On y Reply list size 16 IV Limit reply time Warning sound El Use warning sound Cancel Figure 3 4 Conference configuration chairman unit will be used 0 should be entered Priority unit Similar to the Chairman unit a so called Priority Unit can be used with special functionality see Conference page 69 Close Talk Control needs to know which Delegate Unit that is the priority unit if any Turn the priority unit upside down and enter the unit serial number in the Priority unit field If no priority unit will be used O should be entered Close Talk Control Section 3 Rev 1 06 Rev 1 06 Chairma
37. The Company Inc Shareholder Rhonda Long The Company Inc Shareholder Scott Nordin The Company Inc Shareholder Brandon A Rogers The Company Inc Shareholder Figure 6 7 Main Display Table view Matter Propsal 1 9a Time to vote 1 Min 23 Sec Approve Reject Yes 1 Abstain 0 No 3 Total vote weight Figure 6 8 Main Display Bar graph view 90 Close Talk Control Section 6 Rev 1 06 Rev 1 06 Close Talk Conference System Time to vote 2 Min 0 Sec Figure 6 9 Main Display Time view Close Talk Conference System Yes No 1 3 Abstam 0 Absent 5 Figure 6 10 Main Display Summary view Voting lel ES lel ES 91 Close Talk Conference System E laolx Approve Yes 2 Abstain Figure 6 11 Main Display Seating view Rev 1 06 92 Close Talk Control Section 6 Rev 1 06 Appendix A Null modem cable Null modem cable 93 94 Blank page Close Talk Control Appendix A Rev 1 06 Rev 1 06 Custom designed null modem cable It is generally recommended to use a purchased null modem cable In the event that a longer cable length is needed or if the installation requires it a custom built cable can be used and should be connected according to the drawings in figure A 1 and A 2 e Only use high quality foil shielded cables recommended for data communication e Use high quality connectors with preferably sh
38. Use the drop down list to select a fonttype Checking Bold will make the font bold Yes color No color and Abstain color sets the color for all objects in the Main Display that show color coded results e g the Yes indicator in the header area and the bar graph colors Figure 4 41 Vote result header Working with Close Talk Control 53 54 Table Configure Main display OS xi Speaker lists Voting header Voting time Welcome Voting summary Configures the table vote result 7775 view shown in figure 6 7 where ae ua List 1s the main table area and Color Font color Color Font color List fixed is the table area col Er Aal 1 E umn headers and line numbers Bold 7 Bold Color selects the background color Font color selects the font color Use the drop down list to select a font type Checking Bold will make the font bold Figure 4 44 Vote result table view Bar graph Configures the bar graph vote x result view shown in figure 6 8 Speaker lists Voting header Voting time Welcome Voting summary where Bar background is the Heet Tabe Bargak seaina Bar background Vote weight background of a bar and Vote Yes No coo Foro weight is the rest of the bar ad E graph area including the vote pee 7 Bold weight text at the bottom Yes ea No and Abstain selects the background color of the bar graphs Color selects the back ground color for the rest of
39. a conference Close Talk Control i E x Stop stops a conference Enter a ha Stan arie stop time and click OK or just Current 7 Custom click OK to use the current time Ze The Stopped field shows the stop Figure 5 6 Stop prompt time The speaker and reply lists are now closed and no votes can be made As soon as a conference is stopped all delegates marked as Present Yes will have their time log closed The seating table is now back to normal mode and will not affect the time log Printing and exporting Attendance and fee reports must be handled while the conference control panel is still open After closing the conference control panel the attendance and fee information will be lost Attendance Attendance is reported for all delegates that has attended the conference full or part time All time periods arrival departure pairs are reported for each delegate on multiple lines Fee Fee s are minute based and rounded to the base currency e g a fee total of 102 34 is rounded to 102 For delegates with more than one time period of attendance Close Talk Control can be configured to either calculate a fee for each time period or for the total sum of time Close Talk Control Section 5 Rev 1 06 Rev 1 06 The Main Display Close Talk Conference System 10 x Matter Proposal 1a Pr Header Speaker list 3 Reply list 0 Name Organisation Capacity Organisa
40. a eG ee ee PB ae Gee a 62 IDS anemia EE ed 24 R Redi ee a ke ken 46 rename 2 a soos arras en 29 36 38 Reply function 4 sd eea a a ed 18 ON oe BS ee de ee et E 28 79 Reply list size sake u ua 2 ba vu ea E ee 18 Report header esos mass aan an ARA 22 Reset A REN 85 88 BESS u en al Re ee a en aces E be e 38 IV Restore central unit settings eee 22 Rich Text Format i amp 4 zu u uw a os BES 43 49 72 87 Roll call aia gt en Se ebeee eae nee ee te 2 Bs 33 34 MARINO GOUNIEF s ess Meu de a a a ee Heed t 87 S AMM o a e a ee E a ee 42 Searle RR ed 44 51 seal Aa A A a 51 77 SOA espero nn na a ea nn m hehe abe 59 21552110 eeen en en ne 54 89 sealing MIS anu arar eee ee 29 47 71 Seating View a ese bemeten metde Wo vn at At 56 Seating VIEW editor are s eos oe aten 49 Bek BR E te i 57 Sena number ee sa zu 2 4 a ae a a an Ee hie 31 SAAGE 4 ni a a i a HS ee ee Se 1 28 SNOW 1 1 1 22 000029 0 52 Show Matter Order on MainDisplay 00 0 23 Show names with free arrival na 23 SNOW LEDS Ean nether either 17 Software key oaoa SRE HORE EERO DEERE EES a 22 OOM corro sas eeen bee eeu ae 44 SDEAR ad s ase re Pee a a ee eH 74 Speaker ess eee been a e ee eee eare 4 75 76 seekel zu pa eg ha 8 ee t ohte 6 oo 27 79 Speaker list control o 2 2 17 Speaker time Gs sd AAA AR ow ee 46 SPEAKING aso 75 sp
41. able x Speaker list Reply list Jay Freeman The Company In Shareholder Function Organisation Function Hermann Schildt The Company In Shareholder Gregg Bonar The Company In Shareholder 4 Manual list Sted channel 3 delegate s in speaker list Figure 4 1 The main program window ela lle et x lra la Manual Conference started Figure 4 1 shows the Close Talk Control main program window The compo nents are e 1 The main menu Provides access to the main functions in Close Talk Control ml The toolbar The most important functions in Close Talk Control can be reached directly using the toolbar 8 The audio channel status area Close Talk Control has three built in audio channels numbered 1 3 and supports the use of a platform the platform icon The adjacent fields shows current speaker for that channel or that the channel is free for use e 4 The speaker list area This area shows the current speaker list contents See section Conference page 69 for more information 2 The program status bar Contains five fields that show from left to right the speaker list handling mode the chairman audio channel mode the number of entries in the speaker list the database name and the conference mode Program overview 27 28 e 6 The speaker list toolbar Used to control the speaker list See section Conference page 69 for more informati
42. al be lose Cancel Free arrival Seat Delegate Organization Function Prezent Unit ID 1 Eric Jahnsson The Company Inc Chairman No 0 Figure 4 14 A roll call is started Start Done starts and stops a roll call The roll call function starts with the first seat number in the seating list which is shown in the seat information row at the bottom Done finishes the roll call It does not check whether all seats have been called for After Done is clicked the changes to the seating list are made permanent 34 Close Talk Control Section 4 Rev 1 06 Rev 1 06 After starting a roll call seats in the list can be selected at will using the data base navigation buttons First Previous Next and Last The Absent and Present buttons can be used to override or replace a dele gates response Close will close the roll call panel If a roll call is active the Done button will be clicked automatically before closing Cancel can be used to abandon a started roll call No changes to the seating list are made Present shows the current number of present delegates Close Talk Conference lol x CONFERENCE SYSTEM Roll call Seat 1 Eric Johnsson The Company Inc Figure 4 17 The Main Display during a roll call The Main Display will show the name of the person currently being called for Connect unit ID A Conne
43. arks if the current seat holder is present or not e Votes Yes No Selects whether the current seat holder participates in voting or not If the current seat holder has vote weight 0 see page 38 this field has no effect e Unit ID Editable Holds the ID number for the seats Delegate Unit Close Talk Control Section 4 Rev 1 06 Rev 1 06 A new seat must be saved before editing Create a seating list by adding all required seats first entering a value in the Seat field only leaving the rest of the fields as default and then edit the rest of the fields The seating list has two seat holders the Ordinary and the Delegate fields The Ordinary field is meant to be used in for example parliamentary situa tions where the seat holder is ruled by elections This makes preparations for each conference much easier the Ordinary fields can be copied to the Dele gate fields in one operation Then with seats where the ordinary delegate cannot attend a replacement is easily inserted in the Delegate field In situa tions where the attendees change for each conference the Ordinary field can be left unused blank The Unit ID field crucial for the correct operation of Close Talk Control It links a physical Delegate Unit to a seat number and delegate name If this ID number is wrong either by faulty input in the seating list or that the Delegate Units have been mixed speaking lists will show
44. ate list sorting purposes e g to create a sorting order for delegate substitutes See the description of the Sort menu on page 44 Region Editable Pre defines For grouping delegates by a geographical definition Used with filtering and sorting functions in the delegate list e Social security number Editable The delegates social security number e Vote weight Editable The delegates vote weight i e how many votes a person has The vote weight can contain fractions e g 1 34 votes In parliamentary elections a citizen has vote weight 1 while a shareholder may have any vote weight A vote weight of 0 means that the delegate does not participate in voting e Fee type Only pre defines The data pre defines tab contains a Fee type section where fee categories are created see description on page 46 A fee category contains a list of fee time periods Close Talk Control Section 4 Rev 1 06 Rev 1 06 Speak time Editable Pre defines A delegates speaking time can be limited by specifying a duration in this field Select a pre defined duration or enter a duration as hh mm ss Reply time Editable Pre defines A delegates reply time can be limited by specifying a duration in this field Select a pre defined duration or enter a duration as hh mm ss Regardless of the field types all fields can use the basic edit commands de scribed in Edit menu page 43 Database editing Tables A database consi
45. ating and maintaining agendas e Placing the Delegate Units at the seats Charging the Delegate Units e Maintaining speaker and reply lists e Updating attendance e Voting with result processing Careful planning will make Close Talk Conference System and Close Talk Control work much smoother Before the conference Preparing the list s Preparing the delegate and seating list is half the work Updating all this ba sic information during a busy conference is stressful and error prone Take time to learn the behavior of the delegate and seating list before the conference is started The delegate list Working with the delegate list is described in section Working with Close Talk Control page 25 Make sure the information is accurate and that all delegates attending is included in the list Pre set a suitable delegate sorting order and place the delegate list window in a suitable position on the desk top The seating list Update the seating list Ordinary if used and Delegate settings according to the expected attendees As delegates arrive update the Present setting for each delegate so that the list is ready for conference start Make absolutely sure that the Unit ID is correct for each seat Having mixed ID s no ID s missing ID s and wrong ID s results in confusing problems and what looks like complete system malfunction Introduction 71 The conference controller Bun Figure
46. ating table for that seat to change it to No The seat is now empty and the delegate is logged as departed Delegate is substituted one departed and one arrived To switch seat occupant Find the new delegate in the delegate list and select him her e Switch to the seating list e Select the Delegate field for the correct seat Close Talk Control Section 5 Rev 1 06 Rev 1 06 e Select Select delegate on the seating list Edit menu The previous delegate is now marked as departed and the new delegate as arrived Delegate did not arrive If a conference is started with the assumption that someone will show up his her s time is logged but doesn t do so the seat can be marked as empty without the assumed delegate being included on attendance and fee reports by e Select the Delegate field for the correct seat e Select Delegate not present on the seating table Edit menu The seat is now marked empty and no time was logged for that delegate Another delegate arrived If a conference is started with the assumption that someone will show up his her s time is logged but another person shows up for that seat the time log can be transferred to the new person by e Find the new delegate in the delegate list and select him her e Switch to the seating list e Select the Delegate field for the correct seat e Select Replace delegate on the seating list
47. ber spinner Select Off to draw the indicators in their off state select On to draw the indicators in their on state Select Blink to draw the indicators blinking switching be tween the off and on state Close Talk Control Section 4 Rev 1 06 Rev 1 06 The Show combo box is used for showing the indicators for all seats or only the current seat in the work area View The View group is used to select create delete copy rename center and re size Seating View s Use the drop down list to select the Seating View to edit To add a new blank Seating View click the New button A prompt for a name for the E Enter view name new Seating View is shown Enteraname and click OK The new empty Seating View is created and made active for editing Close Talk To delete a Seating Figure 4 53 Name prompt ose Talk Control A A i View select the view for new Seating View CP Delete view Test using the drop down Cannot be undonel list and click Delete A prompt is shown confirming the delete Click Yes to delete the Seating View De leting a Seating View is permanent and cannot be un Figure 4 54 Seating done View delete prompt To copy a Seating View select the view to copy using the drop down list and click Copy A name prompt appears Enter a name for the new view and click OK The Seating View copy is created and made active for
48. bers not present in the Seating List will still be drawn as designed but will not be used by the voting functionality Close Talk Control Section 4 Rev 1 06 Rev 1 06 e All Seats make a complete seat group The seat group is drawn centered in the work area using the top leftmost and bottom rightmost seat indicator as area delimiters e A Seating View is always drawn in 1 1 scale Seating View s should be designed against a specific display resolution e g two views may need to be created one for screen resolution 800x600 and one for 1024x768 e Seating View s can be copied deleted renamed and re sized e There is a simple one level undo function implemented via the Save button The tools The following parts explains each of the tool groups on the tool bar shown in figure 4 49 Background image Used to specify work area color and an optional image To specify the background color click the right most ellipsis button A stan dard Windows color picker dialog is shown Select the preferred color and click OK To specify a background image click the ellipsis button next to the file name area A standard Windows file selector dialog opens Browse to the required image and select it then click OK The image is shown centered in the work area To remove the image click the X button Seat The Seat tool group is used to browse add remove copy property copy and verify seats in a seat group Itis also used
49. changes Type Selects if the vote should be Open where individual vote results are shown and reported or Closed where only a result summary is shown and reported Apply Used to show the changes in the Matter Time Yes vote means and No vote means fields View Selects the vote result view on the Main Display during voting See the description of the Main Display later in this section View after Selects the vote result view on the Main Display after a successful vote session See the description of the Main Display later in this section Voters Shows the number of delegates participating in a vote Close Talk Control Section 6 Rev 1 06 Rev 1 06 Time to vote Show the time left of a vote Votes Shows how many delegates that have made a result selection during a vote Yes No and Abstain Shows the number of not accumulated vote weight the respective vote results that have been selected Absent Shows the number of absent voters Final reading During the final read see later this counter will show the number of Delegate Unit s left ro read Bad readings If Close Talk Control fails to read the result selection from a Delegate Unit this field shows the number of failed unit s If any unit s fails vote result reading the Handle button is made active enabling manual handling of the problem unit Handle Used to manage problem unit s during a vote See page 88 for
50. ct unit ID roll call is usually used during a system installation or with mobile conference system installations Its main function is to establish the seat number delegate unit ID connection It should be used with caution since a carefully updated seating lists unit ID s may be ruined with a few mouse clicks When being called for delegates respond by pressing the left button once on their units The yellow LED will blink for a short while and then be turned off The roll call function updates the panel with the unit ID and the seat will be marked as present The operator then uses the navigation buttons to select next seat and the next delegate responds a s o After all seats have been called for the navigation right arrow buttons will be greyed The roll call is done Working with Close Talk Control 35 Traditional Traditional does a standard roll call When being called for delegates respond by pressing the left button once on their units The yellow LED will blink for a short while and then be turned off The response is checked to see that the correct Delegate Unit responded and that the unit has not responded before If no errors where encountered the roll call function will update the panel and the seat will be marked as Present The operator then uses the navigation buttons to select next seat and the next delegate responds a s o After all seats have been called for the navigation right arrow buttons will be greye
51. d The roll call is done Free arrival Free arrival more or less takes care of itself As delegates arrive at their seats they press the left Delegate Unit button once The seating list is checked for that unit ID and if in list it is marked as Present and the Main Display will show a message acknowledging them as present automatically for a few sec onds Multiple arrivals will be queued and handled on a first in first out ba sis The operator can at any time check and update the attendance in the seating table using the navigator Absent and Present buttons Database management 36 Database management is used to create copy delete rename and backup the Close Talk Control databases In a multiuser environment Windows NT 4 Windows 2000 Windows XP and Windows 9x with multiuser option installed databases are private i e different users will not have access to each others databases All other instal lations use global database management An unlimited limited by hard disk space only number of databases can be created Manage databases Databases Figure 4 18 shows the database manager window The currently selected database has it s name fol lowed by Last backup at 1 26 01 222324M The selected highlighted data l i ze Tijd El base when Close is clicked will be El El El ala a used by Close Talk Control Figure 4 18 The database manager The field under the
52. d otherwise the name of the current speaker is shown Conference 75 Interrupting a speaker A channel can be freed except the platform by clicking the button next to the status field As soon as the Delegate Unit frees the audio channel Available will be shown in the channel status field Updating attendance As soon as a conference is started all delegate arrivals and departures in the seating list is logged This information is later used to produce attendance and fee reports Updating arrivals and departures is done using the delegate and seating list Delegate is arriving seat is empty All delegates marked as Present Yes in the seating table are considered arrived when the conference is started If a delegate arrives at his or her s empty seat check that the correct name is associated with the seat and then double click the Present field in the seat ing table for that seat to change it to Yes The delegate is now present If the wrong name is presented in the seating list Delegate field correct this before changing the Present field to Yes by e Find the correct person in the delegate list and select him her e Switch to the seating list e Select the Delegate field for the correct seat e Select Select delegate on the Edit menu Delegate is leaving seat becomes empty To mark a delegate as departed Double click the Present field in the se
53. d 20 No casted vote means absent 20 Voting view delay ae a areas aeta 20 Emphasize manual vote results Cum nn 21 MOTOWale plena kn a a e a el RR A 21 GOMIMUNICAUON 454s e o a A RA 21 Turn delegate unit off o 21 Disable power off in delegate unit 21 Restore central unit settings na 22 FOG 2 ets brea aa a ee 22 Report header y 4 wen wm haan A Ra bed 22 Software key 444 ema n 4 de ad nr Bw eee eo 22 Fee method os eee ee ee ewe te be ee ee nd 22 Show names with free arrival 23 Only show Main Display during voting 23 Show Matter Order on Main Display 23 Orul IA 23 Pass WO a ww ne en es 23 Confirm password a 23 One password is enough na 24 Lee e aig o oe ea 0 0 24 Working with Close Talk Control 25 Program overview aasa eee 27 TRSTOOIBA en erario 28 Ede TIER ss ee a Es ee ras e A ee 28 OCIO ee we a A A e A 28 Configure Main Display 2 4 8 as us en ee es 28 Test delegate units 28 Manage databases oz aaan au a da 6 B 29 Edit delegate list 5 corsario nern 29 Ediisealinglist 4 a Sir 5 8 20 va sn sn ee ii YX 29 Printer Settings s o a 20 2 444 2 a a ke kaas a eS 29 EN e 1 0 206 ARA 29 VIEW m
54. d the Time field holds the time periods equal to or greater than duration Using the data in figure 4 31 as an example the Normal fee category con tains three time periods 1 hour 4 hours and 8 hours With Fee Method set to Hour the example reads e A delegate present shorter than 1 hour will not receive any fee e A delegate present more than 1 hour but less than 4 hours will receive a 30 hour fee e A delegate present more than 4 hours but less than 8 hours will receive a 40 hour fee e A delegate present more than 8 hours will receive a 50 hour fee The Hour fee method is calculated on minute basis e g a fee of 240 per hour is recalculated to 4 per minute and is then multiplied with the atten dance time Had Method been set to Period the fee would have been the single fixed fee amount not the per hour fee Close Talk Control Section 4 Rev 1 06 Rev 1 06 The maximum normal time period that can be used in the Fee table is 23 59 58 The 23 59 59 time period has special meaning It means the whole meeting i e delegates present the whole meeting from conference start to stop see section Conference page 69 will receive the fee associated with the 23 59 59 time period regardless of the actual conference duration Seating list The seating list is a database describing the actual conference system setup in a room Itis based on a list of nu
55. eaking UME ess drenten 75 74 Len Bee eer B a Ee he an eer Bir 1 Fe ak 4 72 y 6 so es e 1 10 2000 00 15 SIS 07 aaa 00 06 sa 84 aus Dal ss on 4 s 0 eee deuk et 27 DION 2 Bae eee ao eee eG En enk eden Ea 72 SUDSINUIGG su e a wu A eS saa a nenn aa a oe eS he da 76 CUMING 4 24 6 4 moe rea ee ee A 89 Upon sh FRG oe Be Ee eee he ee ee A 4 SVM STANS en ee oe ee eee Ree eee oe ee ee 4 31 T 1121 9 lt hese Bb Sea eee ee ee Be Oe ea 54 89 125186 9 20 25 eat A 41 SS a ras 28 Test delegate units 02 ee 28 T IS ee eere Reen hes de 84 89 Time TOME 2 2 0 00 2 8 amp 2 u 0a Goa 6h eo oe OER Ew ew Bo 85 E ea s 27 28 e EINEN 59 Mallene ee ee oo 2 ee 36 Turn delegate unitoff sg s sor coo sa RE OO de vi 21 IDE TTT 18 ed 84 Close Talk Control Rev 1 06 Rev 1 06 TO ane en da a Sne 41 Mi 00500 20000000 8 Use warning sound 22 2 2 an nn nn 18 19 W Warn at time left 18 19 Warning Sound 4 ss zu nh u se a as nme a rii ad p bore es oe 18 19 Welcome 200 22 aa is 3 3 55 V Me aulas as aa a aa uute assess 30 61 84 NIGEW Alley G3 apne ome eee bee Se ee ee ee ee 84 VOLE owe wee eho oe ee eee ee eee SR e 83 85 86 V IS COMO s sm ee ee eae eee ee ee 4 m mee li 88 VOS na 2 a su 0 aida een unest aueh 84 EERE 85 NOUNG 24445 aaa rn ee 6442444458645 8464 2G ou 32 34 71 Voting method esc au ewe 2 a 20 0 eee bebe ete eee e has 19 Void OMG eau eee ee ass
56. eck box above the slider The Restore button can be used to abandon all changes done as long as the panel remained open Once the panel is closed all settings are stored perma nently The CU button reads the panel settings from the Central Unit This makes it possible to make an installation and tune the audio levels without using Close Talk Control The levels are all stored in the Central Unit and can later be read by Close Talk Control using this button w Delegate unit Ei li ch he Del Uni 1 Speaker Headphone igure 4 11 shows the Delegate Unit contro tea Mats nes panel This panel is used to control the Delegate Max Mas Unit See the Close Talk Conference System JE manual for a description of the audio system gt Ls zai Il ug iu MW Drag the sliders using the mouse or highlight a slider and use the arrow keys to change settings A au A The Restore button can be used to abandon all onse tale changes done as long as the panel remained 00 05 00 Bestore e open Once the panel is closed all settings are stored permanently Figure 4 11 Delegate Unit control The CU button reads the panel settings from the Central Unit This makes it possible to make an installation and tune the audio levels without Close Talk Control The levels are all stored in the Cen tral Unit and can later be read by Close Talk Control using this button Close Talk Control Section 4 Rev
57. en oneness ek si 30 Mal AISDIAV 2 4 u 2 ee La Sea Son ee eee oe Se 1 30 System statuS 24 a var we SASS GS ORE ee AA 31 Gehtalmit a s are AS ar ee ol a a ta A oo 32 Delegate Uh 2 5 Sates wa Su a 0 44 nene 32 Battery level satanas hed 33 Control MENU s s ss tn a we ee eB Se BSR vi 33 G nlerence a a am aad BO bede koa we re 2 ws 33 Table Of Contents Rev 1 06 Rev 1 06 Roll call amp z as nae a eek hw ne ed ac 33 Nod wenn saetas as ee A ra amp 34 PED AEN y aus eenn neee ee ne 34 ROMCAl aas e a ee he ee E 34 Connect URLID 42424245464 mes ss Oa eee a nz 35 MHaamonalz s e are y mn Be SS deden ea Oe e er ee A 36 Free arrival 2 cc amp maso ee E ee eA oe 36 Database management 36 Create new 2 ateam a 37 670 85 reen E E E ae EP eee aa Bek 37 DOIIE os oros ham a oo a ee a t 37 Ste OTE TET 37 Restore amp 5 wa 5 un dm Deke an ee din Cw ds 38 Kehame 2 2 ee ar eR ee ee 38 Delegate list 2 2 2200 u 0 nn 38 IHITOGUCHON y s e saga ee eee eRe Rae aa ea 38 OVGMEW 25 s s 222445465 64d ag Soe He kn Se 38 Delegate list fields 6 6 sa enama Bede ERR Ee Se Se Es 40 Database editing nn m 41 Tobias 2 2 4 oh 2 0 sen se oli 9 Sa a er ks ie 41 Table modes lt 2 5 5 2 saa 8 0 0 u Arie sd abs ae 41 Changing afield saas ema en zu oo aa 8 sav n a a 41 Undo changes so s sse a dos a emd a ne 41 Save changes y au das AAA ee 42 Eraseleeod 2222 amos sad ss 42
58. f applicable On a multi user operating system such as Win dows 2000 and XP select if the program should be installed for all users or for a specific user of the computer Click Next Ready to install The installer now has all the in formation needed Click Install to start the installation The installer will start to copy files and update the system Section 2 Rev 1 06 Rev 1 06 1 Close Talk Software Family InstallShield Wizard InstallShield Wizard Completed Show the readme file Einish Figure 2 10 Install done The InstallShield Wizard has successfully installed Close Talk Software Family Click Finish to exit the wizard When the installation is com plete click Finish Close Talk Software Family is now in stalled on the computer To start the programs use the Start menu Connecting the Central Unit Before starting Close Talk Control the Central Unit needs to be connected to the computer with a null modem cable which should have been delivered with the system Choose serial port Figure 2 7 Figure 2 8 25 pin serial port 9 pin serial port Locate a free serial port on the computer Serial ports come in two variants with 25 pins figure 2 7 and with 9 pins figure 2 8 The Windows operating system names se rial ports as COMx where x is a number from 1 8 This name is used to tell Close Talk Control which serial port to use see section Confi
59. ftware such as Corel Draw and exporting the drawing as a Windows BMP bitmap e Taking a photograph of the room using a digital camera e Scanning a photograph a drawing etc After creating the BMP file simply tell Close Talk Control where to find it us ing the Seating View editor The shape on color off color position and inter arrangement of the vote re sult indicators can be specified The Seating View editor Click the Edit button shown in figure 4 43 to start the editor Two new win dows are shown the work area and the tool bar Edit vote result seating view E ioj xj Figure 4 48 The Seating View work area Working with Close Talk Control 57 58 The tool bar contains all the necessary tools for creating and maintaining seating views The work Toobar ee Background i nee VAST bmp 77 al 08 p Object Present C No C Yes C Abstain C Move group Seat Properties area only serves as a dis _ Number Shape play showing the editing 14 121 5 5 23 Rectangle ir EE hs Y as it progresses ae EZ Er OH Show o 3 E The Seating View editor A Bink A A af E is a true What You yen TE al See Is What You Get Manual example og tool After creating the BZ Size view and saving it that is A how it will look during EN voting adding the vote View size X 561 Y 463 result header of course Bea Br Move ob
60. g Contact will make a shorter run testing that all units can be contacted This is the preferred test method for checking that all units are turned on or to check battery voltage levels Select Durability to make a running time test The test will continue Close Talk Control Section 4 Rev 1 06 Rev 1 06 until all units have been turned off due to low battery Use this test to deter mine Delegate Unit battery quality The Retry setting is used to specify how many contact attempts that should be made before a Delegate Unit is considered turned off Timeout specifies how long the time out for a contact attempt should be in seconds Specifying a short time can make the test faster but also susceptible to false contact lost results Selecting a longer time reduces false contact lost situations but may increase test time A time out between 4 and 8 sec onds is agood compromise Test time is the actual test time in the HH MM SS format When making selections in the What How and Retry settings a suggested test time is updated in this field Accept the suggested test time or enter another time manually When the preparations are ready switch to the Control tab and click the Start button Test delegate unit x Control Settings Units Failed TC Start Print Status Time Funning 00 00 23 Done Export 1 3 3 0 103 00 00 10 20
61. g mark indicates that the list is sorted Harmann Cale The Pamnani Ine Figure 4 29 Edit delegate list Sorting alternatives Sort menu Seven different sorting alternatives are available as figure 4 29 shows Table filtering Figure 4 30 shows a filtered delegate list Edit delegate list Ef ES File Edit Search Sort Delegate list Delegate data Filter E Use filter hd Substitute hd Lastname Firstname Organisation Function Ordernumber Riegion D Calahan Thomas The Company Inc Substitute 1 East m Harmann Cole The Company Inc Substitute 2 East T Kardon Brenda The Company Inc Substitute 3 East Figure 4 30 A filtered delegate list Close Talk Control Section 4 Rev 1 06 Rev 1 06 The filter function is used to show records of a particular interest Using fil tering together with sorting makes it very easy to find delegates in the list The filter works on three field types Organisation Function and Region To use the filter turn it on by checking the Use filter check box Select the fil tering criteria with the three drop down lists These drop down lists contains the data from the Organisation Function and Region tables on the Data pre defines tab To disable the filtering for a particular field type select the blank line in the drop down list Data pre defines Figure 4 31 shows the delegate data pre defines tab Edi
62. ge Before a conference the Main Foco FT xl Display is divided into two maa qJ U rr halves the upper and the lower P Bald Good bye image r 7 Transparent The upper area is used to show a ES Welcome image and a Goodbye Good bye image The Welcome image is shown before a conference is started The Goodbye image is shown when a conference is stopped as long as the Confer ence manager see page 72 dialog remains open The images is in the stan dard windows bitmap format and is specified by clicking the ellipsis button next to the image name field A standard file selector is opened Select the image to use and click OK The image name appears in the name field The image is centered in the upper area Figure 4 45 Roll call and greetings Use the X button to remove the image file selection By checking Transparent a transparent coloris used A transparent color is a specific color that is not drawn when the image is drawn leaving the back ground intact thus creating the appearance of transparency The transparent color is derived from the first pixel in the image usually the left bottom pixel The Image box has two settings Welcome and Goodbye that provides an easy way to enable disable the respective image once the images has been specified Working with Close Talk Control 55 Voting summary Configures the summary vote result view shown in figure 6 10 Color selects the background
63. guration page 13 Connect the null modem cable connector to the computer serial port Con nect the other end of the null modem cable to the Central Unit serial port e Warning Connecting the RJ 45 connectora to equipment other than Close Talk may FUSE T4A 250V LO Figure 2 9 Central Unit 19 rear panel Installation 11 12 Blank page Close Talk Control Section 2 Rev 1 06 Rev 1 06 Section 3 Configuration Configuration 13 14 Blank page Close Talk Control Section 3 Rev 1 06 Rev 1 06 The key to a working system Understanding the configuration of Close Talk Control is necessary to make it work the desired way The configuration is divided into five categories Conference Settings for the conference capabilities such as list control chairman methods etc Voting Settings for the voting capabilities such as voting method and time Hardware Settings for serial ports power off conditions etc Program Settings for various program functionality such as report headers software key etc Security Settings for program security Starting Close Talk Control for the first time When Close Talk Control is started it tries to establish contact with the Cen tral Unit via the serial port The default serial port is COMI which may or may not be the right port Welcome to During start a splash screen is shown as in figure 3 1 If contact has been establ
64. h If this setting is checked Close Talk Control will only prompt for a password once as long as Close Talk Control is running Note If this setting is checked once a valid password has been entered Close Talk Control will remain un protected until restarted Protect Selects which parts of Close Talk Control that should be protected The Set tings dialog is always protected if password protection is enabled The various parts that can be protected are Settings for delegate units Delegate Unit settings such as speaker and headphone levels Settings for central unit Central Unit settings such as system sound levels Unit ID connecting roll call A Unit ID connecting roll call is usually only done at system installation Delegate database The delegate database contains information about conference attendees Seating list The seating list is where attendees for a conference is registered and managed Database management Database management is used to create and delete databases All these parts are described in detail in section Working with Close Talk Control page 25 24 Close Talk Control Section 3 Rev 1 06 Rev 1 06 Section 4 Working with Close Talk Control Working with Close Talk Control 25 26 Blank page Close Talk Control Section 4 Rev 1 06 Rev 1 06 Program overview ioi x File View Control Help EEFT is Eric Johnsson x Available 3 Available l Avail
65. ices Inc j y A 5 Gregg Bonar The Company Inc columns The Or dinary column 15 only 6 Thomas Zachmeyer The Company Inc searched if it is visible see Show com Rhonda Long The Company Inc mand A standard search dialog as in Figure 4 37 Edit seating list figure 4 38 is shown Search menu Enter a text to search for and click Find next de If the text is found it is highlighted in Findwhat AT the table The search dialog can re Cancel main open while editing the table and Par is then ready to search again If the specified text cannot be found a Figure 4 38 Edit seating list Search done prompt is shown Search prompt Working with Close Talk Control 51 Show menu Figure 4 39 shows the Show menu It is File Edit Search Shaw P A v Ordinary ation fi used for showing hiding the Ordinary WE ie Johnssc NEID TEE delegate and Unit ID columns in the 2 Jay Freeman The Company Inc seating table Since the Ordinary and 3 Hermann Schildt The Company Inc Unit ID columns are more configura ed led at Ke AA E 5 Mega Guntle Services Inc t tion related hiding these columns will both save desktop space and increase safety 6 Thomas A Zachmeye The Company Inc Figure 4 39 Edit seating list Show menu Main Display configuration The Main Display is intended to show conference information to the dele gates and is normally used with video pro
66. ielded connector housings e Do not exceed the RS 232 specification of a maximum of 15 meters 45 feet cable length Computer CU E A 4 Shield Shield Figure A 1 9 to 25 pin null modem cable Computer CU Shield Shield Figure A 2 9 to 9 pin null modem cable Null modem cable 95 96 Blank page Close Talk Control Appendix A Rev 1 06 Rev 1 06 A Ab ll ves dy pa ass ss a De 3 4 adenda sen eea se ee Maes 71 73 77 8 AD ee de re 700 00 84 EVE 15000170 0 E 700 OOO 76 attendance 2 be ca desatar reas en 76 78 audio channel 2 2 HH m 0 000000 2 eae 27 31 74 75 79 B Baekaloundimage 2 aa ered 4 eses aa eR A SE DES A 59 Back ee a e ee Ee 29 36 37 BaQ TEANG eo ass none Ge 85 BPR s eee eee beet eee ea eee eee eee asien 54 89 BasicS enneh a a 58 cie p pobres A ee eee 33 C Cancels A ee Ge a 85 Central Unit 11 15 22 31 32 Chairmanchannel 0 0 a 17 Chairman unit ane 20 amp 2 2 0 0 4 a RE SRR ORB EG 16 18 77 GIOSE be beeen sarro resonar kin 43 50 73 communication y us sia co kannen B ee e ee 21 31 conference controller 72 18 e IET 15 Conference a a a a a 16 Hardware aanvreten an 21 FOOR eee ee ee Ee Ed 22 NOUNG 242 ia eene Re eee 19 Configure Main Display s e s 2 u 5 ee ew su
67. ime of good use About Close Talk Marketing Close Talk Marketing AB is a Swedish company responsible for the develop ment and manufacturing of the Close Talk Conference System product range Close Talk Marketing ships its products using a world wide network of dis tributors Check the web site at www closetalk se to find a local distributor We value your input Please send comments by e mail to salesOclosetalk se You may not get a personal response but we can assure you that all input is read We will use this feedback to improve our products even further Welcome 3 About this manual The manual is divided into several sections each focusing on a specific topic Introduction This section Installation Software installation process and serial port connection Configuration Close Talk Control configuration A correctly configured software is the key for a properly working system Most of the following sections refer to settings described in this section so read it carefully Working with Close Talk Control Describes the basic functionality of Close Talk Control including software interface database creation and management etc Conference Conference system functionality Voting Voting system functionality Null modem cable Custom designed null modem cable for connecting the Central Unit to a PC Not required reading for special use only Support Sales questions and support issues should be directed to you
68. ing the list toolbars Allowing a delegate to speak If any audio channel is available an delegate in the speaker or reply list can be given a channel by selecting it in the list and then clicking m on it s list toolbar The delegate will be given the first available audio channel and show up on the audio channel status area as soon as it has acquired the channel If the delegate has a maximum speaking time see page 38 a timer will be started If Close Talk Control is configured to do so when the speaking time runs out it will interrupt the speaker automatically freeing the audio chan nel Otherwise a image will be shown next to the name in the audio channel status area It is then up to the operator to free the audio channel see Interrupting a speaker later in this section Close Talk Control Section 5 Rev 1 06 Rev 1 06 The delegate can also be given right to speak on a platform by clicking the m button Since Close Talk Conference System does not have control over the platform or it s audio channel just the name of the speaker will be shown in the platform field on the audio channel status area and the speak request on the delegates Delegate Unit will be canceled It is up to the operator to up date the name of the current platform speaker As long as all available audio channels are busy clicking the i button will have no effect and as long as the platform is busy a name is presented in the audio channel sta
69. int Delegate data lists in the RTF Rich Text Format a plat form independent document format re and as Microsoft Excel este Close First name Or g Bonar Gregg Th Calahan Thomas Th Select Export gt Delegate list as RTF to export to RTF A file selection dialog is z shown Enter a name for the file and Figure 4 25 Edit delegate list click Save The RTF file is created Export menu mee The export to Excel procedure is the same as for RTF Close Select Close or click the Close Talk Control toolbar button to hide the Edit delegate list window Edit menu File Edit Search Sort le File Edit S o Figure 4 26 shows the Edit menu The Dek Com EIE edit menu is used for editing in tables Paste Cp Filt In New delegate Ins Erase delegate Ctrl Del Copy Gregg Calahan Thomas The Copy function is used to copy data in table fields The copy paste operation 4Aiften Bo is context sensitive i e the contents cop Figure 4 26 Edit delegate list ied from for example the Last name Edit menu field can only be pasted into a Last name field Paste The Paste function pastes the contents copied with the Copy function into the selected field The copy paste operation is context sensitive i e the con tents copied from for example the Last name field can only be pasted into a Last name
70. ished with the Central Unit the main program window will be shown see Working with Close Talk Control page 25 after a few seconds www closetalk se Version 2 0 0 24 C 1998 2001 Close Talk AB Figure 3 1 Program start Close Talk Control No contact No contact with the central unit x OO IA E the dialog in figure 3 2 is shown Close Talk Control has not been able to establish contact with the Central Unit Click OK If the main program Figure 3 2 No contact window is shown within a few seconds this is an indication that the serial port is free to use but that no contact was made Exit Close Talk Control and check that the Central Unit is turned on and that the null modem cable is connected properly If no prob lem can be found try to connect the null modem cable to another serial port on the computer Start Close Talk Control again to see if the problem re mains The key to a working system 15 Invalid serial port If the dialog in figure 3 3 is shown it means that the selected serial port is already used by another soft ware in Windows Click OK and the Settings dialog willbe shown Refer to page 21 for more information about selecting serial port The Settings dialog settings x Conference Voting Hardware Program Security 16 Conference Figure 3 4 shows the Conference tab in the settings dialog Settings here control the conference system parts of Close
71. ival page 34 Unchecking this setting will increase roll call speed Only show Main Display during voting If checked the Main Display is only shown during voting i e the speaker list s cannot be shown Show Matter Order on Main Display By checking this setting the Matter Order from the Agenda will be shown to gether with the matter on the Main Display Security OOOO Figure 3 11 shows the Conference Voting Hardware Program Security Security tab in the set Password Protect tings dialog V Settings for delegate units Confirm password IV Settings for central unit A V Unit ID connecting roll call Settings here control TN Pea program security Fein V Database management Cancel Figure 3 11 Security configuration Password If the Close Talk Control functionality is protected by a password the pass word is shown hidden If not this field is empty To enable password protection or change password Enter a password in the Password field Enter the same password again in the Confirm password field for confirmation Click OK Close Talk Control is now password protected To disable password protection Simply clear the Password field Leave the Confirm password field blank Click OK Close Talk Control is now without password protection Confirm password See the Password setting description Configuration 23 One password is enoug
72. ject X 20 Y 10 Basics Following are the basic facts about a Seating View possibilities and limita Figure 4 49 The Seating View tool bar tions helpful to remember during editing e The view bottom area must have a fill color There can be an image layered on top of the bottom area e An image must be in Windows bitmap BMP or Windows Meta File WME format The image can be any color depth but 16 bit 65536 or 24 bit 16 million colors is preferred e An image is shown in 1 1 format e Animage is centered on the bottom area Re sizing the Main Display will also re center not re size the image e The voting progress is displayed using so called indicators There are two types of indicators Present and Vote result The Present indicator shows if the particular seat is participating in the vote session and the Vote result indicators show the actual vote result An indicator has several properties Shape On outline pen width and color On state fill color Off outline pen width and color Off state fill color Angle Position and Size The use of any indicator is optional e g only a Yes result indicator can be shown for a seat A Seat is a set of up to four indicators There is a direct connection between the Seating List seats and the Seats in a Seating View using the seat number Any number of seats can be added Seat num
73. jectors broadcasting and VCR s The appearance of the Main Display can be customized to fit existing envi ronments including background and foreground colors font type and at tributes When starting the Main Display configuration utility the Main EE x Di S pl ay is sh own i f not al rea dy Speaker lists Yoting header Voting time Welcome Voting summary r Header Footer visible with dummy data f i Font color Color Font color Tr Arial y Tr Arial y A configuration dialog see fig m Boa 7 Bold ure 4 40 is shown which is used her i Color Font color Color Font color to change all various attributes A E A A A Arial Arial y of the Main Display Selecting gu E different tab s in the dialog up dates the Main Display to the corresponding page with dummy data inserted Figure 4 40 Speaker list configuration Common components Many tab s share the same editing methods All color selections uses a stan dard Window s color selection dialog The font type can be changed with a drop down list A font can be bold or normal Speaker lists This tab is used to change the appearance of the speaker list view Refer to figure 5 7 on page 79 in the following description 52 Close Talk Control Section 4 Rev 1 06 Rev 1 06 Header Configures the speaker list Header area Color selects the background color Font color selects the font color
74. lecting any field in the record and then pressing Ctrl Del A confirmation dialog appears to prevent accidental erasing Right clicking any field in a table and selecting Erase delegate can also be used Insert record By pressing the Insert key anew record can be created A new record is in dicated with an asterix in the leftmost column and is automatically in edit mode Edit and save the new record as previously described A new record can also be created by moving below the last record in the table with the down arrow key A third way is to right click any field in a table and select New delegate Appearance The column widths can be changed by placing the mouse cursor over a field boundary in the header row and dragging the boundary to a new position File menu The file menu is used for printing and export Eil Edit Search Sort ing the delegate list and for closing the Edit Kint Delegate data delegate list window Export z Close zu Last name First name en pr g Bonar Gregg Select Print gt Delegate list to print the current M Calahan Thomas delegate list The list is printed with the se lected sorting order and filter If a filter is ac tive a warning prompt is displayed Figure 4 24 Edit delegate list File menu Close Talk Control Section 4 Rev 1 06 Rev 1 06 Export File Edit Search Sort Close Talk Control Can export delegate i Pr
75. lk Control Section 4 Rev 1 06 Rev 1 06 Position is used to move the indicator Click the arrow buttons to move in dicator to the desired position in 1 pixel steps Press Shift and click the ar row buttons to move in 10 pixel steps Keep arrow button clicked for auto repeat moving Move object and Move group is used to select what to move either the single currently selected indicator or all the indicators for that seat Size is used to change the indicator size Click the arrow buttons to change indicator size in the desired direction in 1 pixel steps Press Shift and click the arrow buttons to change size in 10 pixel steps Keep arrow button clicked for auto repeat sizing The current indicator size is shown below the Size button group The running man icon between the Position and Size button group is a speed edit function Click once on the icon Now the following keyboard commands are available e Arrow keys Up Down Left Right controls indicator position in 1 pixel steps Use Shift Arrow to move in 10 pixel steps e Control Arrow Up Down Left Right controls the indicator size in 1 pixel steps Use Shift Control Arrow to re size in 10 pixel steps e Alt Arrow Left Right controls the indicator angle e Control Alt Arrow Up Down selects the current seat number Use Shift to increase stepping e P key selects the Present indicator Y key selects the Yes
76. ller oa aoa a a a 72 Starting aconference Start 2 2 72 NOM ls 2000001 700 t ee oe Len 72 o oe eh en 10 10 20 ee ee eee ee Be 72 Close Talk Control Table Of Contents Rev 1 06 Rev 1 06 EXPO alea m RE A rare 72 Order and Matter sn aen a 3 0 0 0 a a a ads vaha eS 73 Bols are ee Bee ee dr ee ee ee 73 ooo EREEREER EEE dee 73 Alla enne Re Ee 73 Creating and using agendas 2 2 m mn nn ra During a conference 2 2 2 a 74 Controlling the speaker and reply list 74 Allowing a delegate to speak nn nn nn 74 Removing a speaker nn 75 HEA 2 sase en a a es i 75 Locking un locking lists 2 o a 75 Controlling the audio channels o aoao mn 75 Interrupting a speaker 2 2 Hm a 76 Updating attendance a eee ee ee eee km sea nen 76 Delegate is arriving seat is empty 2 22m on nn 76 Delegate is leaving seat becomes empty 76 Delegate is substituted one departed and one arrived 76 Delegate did not arrive 022 0002 2 77 Another delegate arrived a 77 Agenda ae u m u sen De dee ia koennen mol 77 Privileged UNIS 5 544 4 s eee 5 sdsd asa hated ddad 71 After the conference 2 eee eas 78 The conference controller 2 2 ee na 78 Stopping a conference oa e 78 Printing and exporting se ate
77. mbered seats and links each seat to its respec tive Delegate Unit ID through the Unit ID field It also describes the ordi nary seat holder the seats current occupant attendance status and voting participation It is in this list that delegates arrivals departures and replace ments are updated The accuracy of this updating directly affects the atten dance time and fee reports The Connect unit ID roll call function described on page 34 can be used to make the seat unit ID connection in a more automatic fashion The other al ternative is to manually enter each Delegates Unit ID number for each seat The same basic database editing functionality described on page 41 also ap plies to the seating list Working with the delegate and seating list is also described in section Conference page 69 Overview Figure 4 32 shows the main seating list window Edit seating list MA ES File Edit Search Show Seat Delegate Olsgnisation Function Present votes fUntID g 1 7 John on The Compare lhc 1435 2 Jay Freeman The Company Inc Shareholder 3000005 3 Hermann Schildt The Company Inc Shareholder 6777214 4 Mega Guntle Services Inc Secretary 3000008 5 Gregg Bonar The Company Inc Sharep lder 2242 6 Thomas A Zachmeve The Company Inc Sp reholder 532 7 Rhonda Long The Company Inc Shareholder 5223 8 Scott Nordin The Company Inc Shareholder 5343 9 Brandon 4 Rogers The Company Inc Shareholder 5342 1
78. me View 7 Status the pre set vote view fono Table Mao san e B h change delay see SEC Yes vote means Es Te Voters Votes Time to vote tion Configuration E Seang F 600 oMnosec 7 Yes No Abstain Absent Final reading page 13 will be exe et P PP PP OO cuted and then the Main ae Display will switch to the result view selected in the View after set ting The Status field 200 OT will show Vote done a The vote results can now be printed and or exported in the RTF Rich Text Format a platform independent document format format No vote means Bad readings Summary C Seating Short result Full result Figure 6 4 Vote done Print menu Two report styles are available the Short result and the Full result Short result is a compacted report format with a summary first followed by the names of Yes and No voters This report may accommodate the result of up to 150 voters on a single A4 size page Full result is a report in tabular format presenting a summary first followed by each voter on it s own line with seat number and other personal informa tion The Export function exports the above mentioned report formats as RTF files A file selection dialog is show Enter a file name and click Save All successful votes are numbered by a running counter which is included in reports The running counter is rese
79. n Speaker list Roll call Several types of roll calls can be performed using the Roll Call panel which is only available before a conference is started See Roll call on page 34 for more information Working with Close Talk Control 33 nl Voting The Close Talk Control voting function is only available when a conference is started See section Voting page 81 for a detailed description Help menu Close Talk Control File View Control Ps 1 Ei 4 en The help menu shows various pro gram information such as software version number 1 Available 3 Available Roll call Figure 4 15 The Help menu Close Talk Control has three methods to make roll calls They are Connect unit ID Traditional and Free arrival The roll call function interacts di rectly with the Seating list page 47 so an understanding of the seating list functionality is helpful ES Roll call method Present f Connect unit ID Absent Present o Start Traditional O Free arrival el rail Es E Cancel Seat Delegate Organisation Function Present Unit ID 10 Eric Ayan The Company Inc Shareholder No 0 Figure 4 16 The Roll call panel After selecting the Roll call function the panel in figure 4 16 is shown Roll call method selects the desired function Roll call method Fresent f Connect unit ID Absent Present o Done Traditional El
80. n au wand 28 Confirm password 8 0 sed e Sees aan AA 23 Connect unit ID 1 zu Aa a aa GS debe weh Br been 35 CODY snee 90 25 15 29 36 37 43 create sn EA A a 29 36 37 D Database management 4 0 36 delegate o risas s oe Ge ew oo 31 50 51 74 76 77 delegate list oaoa a a 29 38 40 50 71 Delegate Unit 19 21 29 30 32 33 47 71 74 75 83 85 86 delete gt y ee eee eee ee 29 36 37 OESO 2442554426 Pe Case ara 28 Disable power off in delegate unit o 21 E Ellas eneen Sn a a 50 73 Emphasize manual vote results 22 HH nn nn 21 Erase oe mm ee ee ee eee bh oe ek 42 43 EH odiar en a a A AE 29 85 EDO we hee eee ss e 43 49 72 78 85 F POG zevenen ae 542 oe eS 46 78 FES Med A aresta mae p A lA de Hs 22 Wed da ee AA eee 1000 41 48 El a 2 hu ada 42 Id th as Se Be 44 45 Pinalreading assente se Bae 85 86 EINE MERS ogo whe bee ee he ee ee eae staks 31 FO ent ee A 53 Pee N 2456 24 lt at a ee AAA EEE 36 FUNCION 3 es Se eh ee eee eee ee 46 H y AER REN 85 88 Header treo AAA 53 Hell IRAN 34 ASSE n e AAA 42 SISNEMOE 22523446 ee a ee ee es 7 MEA nee Bed bank eee aa 8 PEMOUMMIG ze ea amp AAA We en he a Bk 8 interrupt Speaker s 44 4 mer me ck ee a Oe ee B Bn ie 18 L SAM senen ee ee eee ssh kde 76 IEE THE DIV IMO maren De Soe ee A ek 18 LIS eee eee 0000 a aa a 53 LOCKING 234840222043 sea oe S44 A 7
81. n channel Close Talk Conference System has three audio channels and the chairman can be guaranteed access to a channel This guarantee is implemented using three methods Steal channel If no audio channels are free for use the chairman will steal the channel from the speaker that has spoken the longest time The original speaker will have to re enter the speaking list e Borrow channel If no audio channels are free for use the chairman will borrow the channel from the speaker that has spoken the longest time The channel will be returned to the original speaker as soon as the chairman releases it e Own channel The chairman has a private audio channel This leaves a maximum of two audio channels for other speakers Number of speakers Close Talk Conference System has a maximum of three audio channels for si multaneous use This setting can be used to control the number of available channels to either One Two or Three Note If Chairman channel is set to Own channel settings Two and Three is only available since channel One is implied to be owned by the chairman Show reply list If Reply function is set to On this check box selects whether to show the re ply list or not in the Main Display see Working with Close Talk Control page 25 Speaker list size Selects how many delegates that can enter the speaker list at one time The maximum speaker list size is
82. nding on in staller version Click Next to continue The EULA End User License Agreement is shown Read the Terms and Conditions and click the appropriate choice be low Click Next to continue Installation 9 10 13 Close Talk Software Family InstallShield Wizard Customer Information Please enter your information User Name The User Organization The Company Install this application for Anyone who uses this computer all users O only for me G ran Ekstr m Figure 2 5 Ready to start A _ _ _ _ gt 12 Close Talk Software Family InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation If you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Current Settings Setup Type Destination Folder C Program Files CloseTalk User Information Name The User Company The Company Install Figure 2 4 Ready to start 15 Close Talk Software Family InstallShield Wizard Installing Close Talk Software Family The program features you selected are being installed 15 Please wait while the InstallShield Wizard installs Close Talk Software Family This may take several minutes Status Copying new files TITTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTITTTTTTTTTTT Cancel Figure 2 6 Installing Close Talk Control Enter name and company i
83. on a The reply list area This area shows the current reply list contents and is only shown if the reply function is enabled See Configuration page 13 and section Conference page 69 for more information e 8 The reply list toolbar Used to control the reply list and is only shown if the reply function is enabled See Configuration page 13 and section Conference page 69 for more information Most Close Talk Control windows will retain their old position and size when the program is re started This makes it possible to arrange the differ ent windows on the desktop after taste and to maximize the use of the desk top The toolbar The toolbar provides quick access to some of the functions on the main menu Main menu functions with a toolbar direct access will have it s corresponding toolbar icon included in the following description of the main menu File menu File View Control Help Settings Configure Main display Test delegate units Settings Opens the configuration dialog de A Conti Do Manage databases page 13 Edit seating list Printer settings Configure Main Display lt F4 Exit Used to configure the Main Display appearance such as fonts colors and vote result seating views See page 52 Figure 4 2 The File menu Test delegate units Tools for making connectivity and endurance test s for Delegate Unit s Should normally only be used by
84. or the vote will fail Make sure all Delegate Units are fully charged before conference start that they are turned on and that all delegates have been made aware not to block the free sight to and from a Delegate Unit and the Transceiver s Placing even the smallest object on top of the Delegate Unit can cause the vote session to fail It is recommended to configure Close Talk Control to disable the power off function in the Delegate Unit during a con ference see section Configuration page 13 to prevent delegates from acci dentally turning off the unit Preparing for a vote Having accurate delegate and seating list s is the first step towards a success ful vote session Make sure all voting delegates have the correct vote weight in the delegate list Make sure the seating list is accurate especially the Dele gate and Votes fields Performing a vote Starting a vote session When the Vote function is started Close Talk Control assembles a list of Delegate Unit s participating in the on by ie sl 00000070000 and delegate lists When this list is ready it sets the selected Delegate Figure 6 1 Starting a vote session Unit s into vote mode which re spond by blinking the red yellow and green LED s A vote result cannot be selected yet Delegate Unit s that does not participate in voting will be dis abled during the vote session Starting vote mode Introduction 83 84 As soon as all
85. r 11 Start Print Status Time Done 00 00 32 Done UL I 32 I LILL 3000002 Passed with warning 00 00 32 6 4 Volk 15777214 Passed 00 00 32 6 4 Volt 1249 Passed 00 00 32 6 3 Yolk Figure 4 58 Test done 66 Close Talk Control Section 4 Rev 1 06 Rev 1 06 A test report table report table can be printed and or exported as RTF Rich Text Format or Excel Note This test function is to be considered as an aid not a definitive test to be used to determine the working not working status of a conference system There are more things to consider than the few parameters presented in the test re port Do not be alarmed if some Delegate Units experience occasional No contact situations Only when a unit e Regularly fails a contact test e Ina duration test shows an unusually short operation time e Ina duration test the total time differs greatly from the other units is there a cause for concern If so contact your local dealer support organi sation for advice Working with Close Talk Control 67 68 Blank page Close Talk Control Section 4 Rev 1 06 Rev 1 06 Section 5 Conference Conference 69 70 Blank page Close Talk Control Section 5 Rev 1 06 Rev 1 06 Introduction The preparation execution and conclusion of a conference involves such things as e Creating and maintaining delegate lists e Creating and maintaining seating lists e Cre
86. r Im foc 01 00 Table Voting started B h choose to end the vote Yes vote means Te Voters Votes Time to vote by clicking Done Then ai o 0 Min 0 Sec EF Yes o Abstain Absent Final reading C Table fo 0 fo EN 4 C Bar graph 2 C Time Bad readings Summary C Seating the vote controller starts a final read where all participating Delegate Unit s are read from the beginning to end estab lishing the final vote re sult landle Export v Exit Figure 6 3 Starting the final reading During this final read all participating Delegate Unit s must be read correctly or the final read will fail If one or more units fail the Bad readings field will show the number of problem unit s The problem unit is excluded from fur ther read attempt s and entered into a problem unit list If any bad reading s exist the final read must be ended by the override button in the Manage bad readings dialog in order to obtain a final vote result Use the Handle button to manage this as described on page 88 The final read will continue until a successful final reading was made Bad readings field show s 0 the final reading is overridden by the Handle but ton functionality or the Cancel button is clicked Close Talk Control Section 6 Rev 1 06 Rev 1 06 Vote done x Order Matter After a successful vote Presas _ Net e Ti
87. r eet nne Ses 78 Attendance za 6 4 saa nn n a OG A A ew ne 78 POO pa team 24 41 62 02 eee Roa ee BS as 78 The Main Display zu 0 u nn 79 Section 6 VONG A Introduction 4 ss Era aa ss 83 HOWTIEWOILKSE 3 fo oe te PRR etende a a 83 Preparing foravote 83 Performing a vote 2 2 2 nu a 83 Starting a vote session 2 2 2 mn mn nn 83 olarning IOVOle gt nu 6 ROR ne an AAA 86 The Finalreading lt ass 5844 2 2 u ad wen ann 86 MOIS AE 87 Handle bad reading S na 88 The Main Display nn 89 vi Appendix A Null modem cable Custom designed null modem cable Close Talk Control Table Of Contents Rev 1 06 Rev 1 06 Section 1 Introduction Introduction Blank page Close Talk Control Section 1 Rev 1 06 Rev 1 06 Welcome Thank you for purchasing the Close Talk Conference System The design philosophy was to make a revolutionary product in both design and produc tivity A Close Talk Conference System installation in combination with the Close Talk Control PC software will make it a powerful conference tool in cluding Speaker list management including reply function e Voting e Attendance time management e Attendance fee management e Roll call e Agenda management Delegate database Seating database e Print and export attendance fee vote results agenda e And more We hope it will provide a long t
88. r local dealer If you have a specific problem please check at www closetalk se for software updates before contacting support Updates are available for download free of charge Close Talk Control Section 1 Rev 1 06 Rev 1 06 Section 2 Installation Installation Blank page Close Talk Control Section 2 Rev 1 06 Rev 1 06 Preparations Software installation and operating requirements The following computer specs is required run Close Talk Control Pentium 133MHz CPU or better gt 500Mhz recommended Any of the following Microsoft operating systems Windows 95 Windows 98 Windows 98 Second Edition Windows 98 Millennium Edition Windows NT4 Service Pack 3 or greater Windows XP or 2000 Professional recommended Memory requirements vary with operating systems Below follow some minimum recommendations Windows 95 32 MB Windows 98 64 MB Windows 98 Second Edition 64 MB Windows 98 Millennium Edition 64 MB Windows NT4 Service Pack 3 or greater 64 MB Windows XP 2000 Professional 128 MB 256MB recommended Minimum of 15MB free hard drive space for installation A general recommendation is to always have at least 300MB free hard drive space Mouse pointing device Display resolution of 800x600 or better at 65536 colors 1024x768 recommended One free RS 232 serial port For systems without built in serial port an USB To Serial adapter will also work Contact your local compu
89. receivers in the Central Unit The top field shows usage the middle field shows signal level in volts and the bottom field shows mute threshold level Data channel Shows the status for data channel receiver in the Central Unit The left field shows signal level in volts and the right field shows mute threshold level Serial communication Shows the most recent error on the serial communication link with the Cen tral Unit Should normally read No errors If anything else is shown check null modem cable connections power supplies computer performance etc Working with Close Talk Control 31 32 Central unit Central unit Equalizer Delegate Figure 4 10 shows the Cen Low High Volume tral Unit control panel This panel is used to control sys tem audio levels See the Close Talk Conference System manual for a de scription of the audio sys tem t nt 25 q 5 LLI mi LLLI m e mm mm o zZ Uiii ENE im LELEEELILI EELDE LELIE LELELELILI 11111 I I Ull S ZEN 5 data Sr LI u o 5 im II a 20 CE as o lt l o xI lt Figure 4 10 Central Unit control Drag the sliders using the mouse or highlight a slider and use the arrow keys to change settings The Line In Tele In Line gt Line and Line gt Tele inputs can be muted without changing the pre set levels by un checking the ch
90. rforming the installation o ee 8 SINO 1 10005 A 8 Ifthe installer prompts for an uninstall 8 ASAMA ase pulsas ros am 2002554 4 ws i 9 Ready to install aoe tea a eb weet sosa A 10 Connecting the Central Unit 11 Choose serial po x 4444864 au w a a BRE sun 11 Section 3 Configuration a u x nn 0 0 nn de 13 The key toa working system 15 Starting Close Talk Control for the firsttime 15 hee ni EET 15 Invalid serial port s eke sees Foden SH ee we we ed ed eGo 16 The Settings dialog 2 2 u nn nun 16 Gohlefence sos bee DA Re ee ed A ln 16 il II 16 POU BNI ENE 16 Chairman channel 4 2 Au as 2 42 668 4 488 een 17 Section 4 Close Talk Control Number of speakers an na 17 Show reply list ces 3 sesi dek He AAA ei 17 Speakerlistsize 222mm nn nn 17 Speaker listcontrol 2 2 2 22 nn nn 17 Pivk NOME nee ee ee ee ed 18 Reply function ne n ce Bow wow ke ei 18 Reply listsize ocacion 18 Warn attime left ies Ss ed oon a A dk 4 18 Interrupt speaker 4 een 2 2 2 0 4 e AR a 18 Limit reply time as e un 0 Ae 0 tard A rh e s 18 Warning SOUAd u sa srede danada erase 19 Use warning sound 0 ae zu a ee 4 24S en ns 19 NOUNG rosso a ee De ee ee 19 Voting method sanneke 19 VONG Da re w esor aaa amp ae e e ee kn 20 VONG UMS 6 222405865 268 Estee e
91. s the Conference Voting Hardware Program Security Program tab in the set Henon EBEN di 1 The Company ne en Software key Fee method 1 12233322000000008 Individual v Settings here control 2 f Show names with free arrival ar P D gt JG 3 C Only show Main Display during voting tionality such as report 4 Z Show Matter Order on main display headers Cancel Figure 3 10 Program configuration Report header Enter a text that should appear in the headers of reports Software key Close Talk Control is protected by a 17 digit software key connected to the se rial number on the Central Unit Without this key Close Talk Control will op erate in demo mode with limited conference and voting capabilities The key should have been supplied by the local dealer Up to five keys can be entered Note Store this key in a safe place A new install of Close Talk Control requires this key Software updates of an existing installation does not require the key Fee method Selects method for calculating fee s for delegates with more than one period of attendance where Individual Each time period is treated as a separate fee e Concatenated The time of all periods is summed and the fee is based on the total time Close Talk Control Section 3 Rev 1 06 Rev 1 06 Show names with free arrival If checked the name of each delegate is shown on the Main Display during roll call type Free arr
92. select which properties to copy If Prompted is checked every seat is prompted before copying making it pos sible to skip certain seats If Prompted is not checked all seats are copied to Click OK to start copying Figure 4 51 Copy properties The Verify with seating list button is used to verify the current Seating View s seat group to the Seating List Click the button and the verification is started If a seat in the Seating List does not exist in the seat group an option to add this seat to the group is presented This is also an easy way to add all seats present in the Seating List to the seat group If a seat in the seat group is not pres ent in the Seating List a prompt shown in figure 4 52 is shown Click Yes to delete the seat from the seat group Important Ghost seats may be present to aid in positioning the seat group visually Be certain that Figure 4 52 Seat verify the seat is not needed before delet ing it Close Talk Control 2 Seat 20 is not in the seating list remove The Default setting can be used to establish a template seat for creating new seats Select the seat to use as a template using the Number spinner and then check the Default setting The template seat number is now shown in paren theses The State combo box is used to select the state of the indicators for the cur rently select the seat seat number shown in the Num
93. stem backups It is supposed to be used as a normal work safety backup similar to the undo function in many Window s software s Use a professional backup solution to protect the complete Window s system Working with Close Talk Control 37 do Restore Restore restores a database from the safety copy Select the database to be restored and AN a ate click Restore A dialog is shown warning that the original database will be overwritten Clicking Yes will start the restore process Close Talk Control Figure 4 21 Restore warning EM Rename Rename changes the name of an existing database Select the database to be renamed click Rename and enter the new name in the dialog Click OK Delegate list 38 Introduction The delegate list holds personal information about conference attendees This information is used in speaker lists status fields reports etc It includes powerful edit search sort and filter functions for easy maintenance Many data types can be pre defined for easy selection and for maintaining organi zation policies The seating list see page 47 derives much of its information from the dele gate list Overview Figure 4 22 shows the main delegate list window The components are e 1 The main menu All delegate list commands are reached from the main menu In the delegate list several commands can also be reached by right clicking 2 The filter
94. sts of several tables each consisting of records lines which contains fields columns A table is displayed as a grid as the delegate list ex ample shows in figure 4 22 Table modes A table can have different modes The main modes are browse and edit Figure 4 22 shows a table in browse mode indicated by the small solid arrow shown in the leftmost column next to the highlighted field Johnsson Changing a field To change a fields contents the table must enter edit mode There are two ways to enter edit mode e Highlight a field and start typing all Editable fields e Highlight a field and select an item from the drop down list some Editable and all Pre defines fields The solid arrow in the leftmost column changes to a caret to indicate edit mode Undo changes To undo changes in a field press the Esc key once The original contents is returned but the table is still in edit mode To exit edit mode press the Esc key until the leftmost column indicator changes back to a solid arrow Working with Close Talk Control 41 42 Save changes As long as the table is in edit mode nothing has been changed in the actual database The easiest way to save changes is simply to move with the arrow keys to an adjacent record The mode indicator changes to a solid arrow The tables on the data pre defines tab can also save changes by pressing en ter Erase record A record can be erased by se
95. t delegate list 3 Of x File Edit Search Sort Delegate list Delegate data Organization Services Inc Chairman The Company Inc Secretary Shareholder Substitute Speaker time 30 00 01 00 00 40 00 04 00 00 50 00 08 00 00 Figure 4 31 The delegate data pre defines tab These tables are used to create pre defined entries for the delegate list to maintain a consistent appearance and to create filtering criteria The descrip tion of database editing on page 41 applies to these tables as well Organisation Holds organization names Working with Close Talk Control 45 46 Function Holds an organizations function titles or the roles of delegates Speaker time Holds speaking time categories used by the Speak time and Reply time fields in the delegate list Enter as hh mm ss Region Holds an organizations delegate regions Fee The fee database consists of two tables the Fee type table and the Fee table The Fee type table holds fee categories Each fee category has one or more entries in the Fee table Create a new fee category by inserting a new record in the Fee type table and entering the category name and specifying the Method Hour or Pe riod Save the new category by pressing enter A new Fee table is created The Fee table holds fees for one or more time periods The Fee field holds the fee amount in local currency an
96. t to 1 each time Close Talk Control is started Both the printing and exporting of vote results can be automated by checking the Print short result automatically Print full result automatically Export short result automatically and Export full result automatically respec tively After a successful vote printing will be done automatically on the de fault printer selected under Printer settings on the main menu Exporting automatically will export using the Matter field contents followed by the vote number running counter as file name For example if the matter field reads as in figure 6 4 and the running counter is 6 the file name will be Pro posal 1 9a_6 RIF The location of exported files is remembered and used by all export functions in Close Talk Control For example using the export function in the delegate list will remember the location exported to and Close Talk Control will use Voting 87 88 that as a default location for all other export functions Select a new location in for example the vote controller export function and that location will be the default for Close Talk Control a s o Note Turning on these automatic functions will only be active as long as Close Talk Control remains started Re starting Close Talk Control will turn them off to prevent un intentional printing and saving After handling the vote results click Reset to prepare for another vote or
97. tendance as ATF Attendance as Excel Export Fee as RTF Fee as Excel The Export menu is used to export attendance and fee reports as RTF Rich Text Format a plat Figure 5 2 Export menu form independent document format or as Microsoft Excel It is only available after a conference has been stopped Close Talk Control Section 5 Rev 1 06 Rev 1 06 Order and Matter The Order and Matter fields show the currently selected matter on the Agenda The matter description is shown on the Main Display and on vote result reports A new matter can be manually entered in the Matter field When Close is clicked the new text is shown on the Main Display and used in reports Edit Opens the Agenda editor See description later in this section Close Closes the conference controller Save export attendance and fee reports be fore closing if the conference was stopped Agenda s Agenda Ol x File Edit Proposal 1 9a Vote on proposal 1 9a Proposal 1 9b Vote on proposal 1 9b Close Figure 5 4 The agenda editor Creating and using agendas The agenda editor is used to create a conference agenda It provides basic da tabase editing functionality as described on page 41 Matters are sorted by the Order field Selecting matters from the agenda is done with the Next button on the con ference controller window or by opening the agenda editor a selecting a new
98. ter parts retailer 9 pin to 9 25 pin null modem cable 3 5 floppy disk station or a CD ROM reader See installation description later in this chapter Software key See the Configuration section Optional equipment The following is not required but will enhance the functionality of Close Talk Control Second computer display adapter output recommended Printer Computer sound card Preparations 7 Installing the software Installation media The Close Talk Control software may be delivered using various media s on diskettes on CD ROM or as downloaded from the www closetalk se web site For a new installation it is recommended to download the installation software from the www closetalk se web site If in doubt contact your local dealer Important Always use the latest version available even after installation Check the www closetalk se web site at regular intervals to find out if there is a later version available Performing the installation Locate the installation software If you have diskettes insert disk number one and run SETUP EXE If it was downloaded from the web or on a CD ei ther run the CTSF_xxxxxxx EXE file or unpack the installation files to a suit able location and run Setup EXE Starting The software installer checks the version of the operating systems Windows Installer functionality and may prompt for a re boot After restarting the computer the installation continues automaticall
99. tion Capacity Jay Freeman The Company Inc Shareholder Eric Johnsson The Company Inc Chairman Hermann Schildt The Company Inc Shareholder Reply az Speaker S list list Now speaking Megg Guntle Figure 5 7 The Main Display with a started conference The Main Display is used by various parts of the program to show informa tion to the auditorium In conference mode the main components are Header Shows the current matter number of entries in the speaker and reply list Speaker list Shows the current contents of the speaker list e Reply list Shows the current contents of the reply list This list can be hidden on the Settings dialog see page 13 e Footer Shows the current speakers on the audio channels and platform Conference 79 80 Blank page Close Talk Control Section 5 Rev 1 06 Rev 1 06 Section 6 Voting Voting 81 82 Blank page Close Talk Control Section 6 Rev 1 06 Rev 1 06 Introduction The Close Talk Control vote function expands the functionality of Close Talk Conference System by using the Delegate Unit s as entry units for voting How it works The system communicates with the Delegate Unit s via Infra Red light Dur ing a vote session Close Talk Control continuously asks each participating Delegate Unit about their vote result in a round robin fashion It is necessary that every participating Delegate Unit can be contacted without problems
100. tus area clicking the I button will have no effect Removing a speaker To remove one or more speakers from a list select the speaker in the list and click The selection will be removed and the request on the Delegate Unit will be canceled To select a range in the list select the top most entry hold down the shift key and select the bottom entry To make a non contiguous multiple selection select both the Name and Organisation field by dragging from Name to Organisation Hold down the Ctrl key and make as many more Name Organisation selections as needed Re arranging Select speakers in the list as described in Removing a speaker Click i to move the selection to the top dk to move the selection one step up FF to move the selection one step down and Y to move the selection to the bot tom of the list Locking un locking lists The speaking and reply list can be locked to prevent more entries in the lists Click the Gz button The button changes to m indicating that the list is now locked Click the button again to un lock the list Controlling the audio channels The audio channel status area shows the current use of the system speaker audio channels Up to three audio channels can be active simultaneously The fourth pseudo channel is a platform enabling the speaker list function ality to be used If a channel is free Available will be shown in the channels status fiel
101. up The Shape drop down list is used to select the shape of an indicator There are four choices available e Not used The indicator is not used and will not be drawn e Square The indicator is drawn as a filled square and is rotatable e Rectangle The indicator is drawn as a filled rectangle and is rotatable e Circle The indicator is drawn as a filled circle As yes is used to make the Yes indicator be shared for all three vote results Yes No and Abstain To use this functionality create the Yes indicator first including size position and colors Then create the No and Abstain indica tors where only the On and Off colors are important and check As yes Now position size and angle is inherited from the Yes indicator On Outline width and color is the indicator outline pen width in pixels and color for the ON state i e when the indicator is lit On color is the indicator fill color for the ON state i e when the indicator is lit Off Outline width and color is the indicator outline pen width in pixels and color for the OFF state i e when the indicator is dark Off color is the indicator fill color for the OFF state i e when the indicator is dark Angle is the indicator rotation angle in degrees To change the setting use the spinner buttons the arrow up down Page Up Down buttons or enter a degree manually Close Ta
102. vote 51 New Selen ez e 5 A rand Eme Be 51 Ei zamen ed 51 Search Menu rise a de 4 51 Show menu a A a wm ee a ee ee ee Sw m 3 52 Main Display configuration 52 Common Components x 4 654 was Gd sera nen 52 Speaker lists 22 eee 52 Header esposas ia rd 53 FOO trede ee e Ra oo A As 53 EEE 53 IST ee ee ee ee ee ae ae 53 Voting headel s s s a soa amp zus au Sa sm Oo Bonner be 53 Header an 0 EGER ES Ree ee ee eee ee ot 53 ADS eee 2 24 au 2 ne ed ha na A 54 Bar GE DE e a a e a a eeu ae ah 54 SALE ooo AAA 54 VORIG UMS o u u ee Week sra e 55 Meeme y aos en nk AR ee 55 Voting SUMMA 22 4 a s eee we entered 08 56 Managing Seating Views 56 The Seating View editor 0 0 0000 57 BES knarren eddie EL 58 14610015 eea na eee 2a ed Bae Beha ee we eA 59 Background image ss e 3 u w zu nt es 59 Sente e re aaa AAA AAA 59 MEW ola ave tens ne k 61 ODIE anna 1 2 AAA 62 Propeflies 6 u be BERGE AAA 62 SAVES sans REE Ee HOES seda SE wR a 63 Test delegate units u u nn wees 64 Section 5 Conference 69 Introduction eee eee 71 Before the conference eee 71 Preparing the lists 4 25 _ as de ee So ee eee Bee ee eS 71 The delegate list 002 ee 71 Ne sSealqist s sos wese sa sio HE SS 2 ed 71 The conference contro
103. xit Close Talk Control shown to prevent closing acci dentally as in figure 4 5 Figure 4 5 Close confirmation prompt Working with Close Talk Control 29 A Close Talk Control If configured to do so see Configuration page 13 a AN Tum off delegate units guestion about turning the Delegate Unit power off is shown Figure 4 8 Power off prompt View menu Close Talk Control File View Control Help Main display aff Main display j A System status E 1 The Main Display is a window in Central unit tended for use on a separate display 3 Delegate unit A A Battery level for projection taping or broadcasting Jaz AA on an organizations internal TV net Mame Organisation work Although the main display can be shown on the main Window s desk top primary display it s best use is with a second display output Dual graphic adapter output is supported by Windows 98 Windows 985E Windows 98ME Windows 2000 and Windows XP At this manuals writing Close Talk Control with Windows 2000 XP more or less requires two physical graphic adapters since the Windows 2000 XP support of dual output adapter technology such as the Matrox Dual Head technology has serious limitations Figure 4 6 The View menu Close Talk Conference System x Matter Proposal 1a Speaker list 3 Reply list 0 Name Organisation Capacity Organisation Capacity
104. y Very important If the computer already contains an installation of Close Talk Software Fam ily with a version number less than 2 2 0 20 start Close Talk Control and se lect Help gt About to verify version DO NOT uninstall this version of Close Talk Software Family or all settings such as sound levels will be lost Refer to application note Upgrading Close Talk Software Family for more information If the installer prompts for an uninstall If the system already contains an installation of version 2 2 0 20 or higher the installer may prompt for an uninstall before continuing Click OK to exit the installer and start Add Remove program in the Con trol Panel If the program list only contains one entry of Close Talk Software Family select it and start the uninstaller Verify that the first prompt header reads Windows Installer as shown in figure 2 1 If not the installed version is probably older than 2 2 0 20 Click No and continue with the instructions in the next paragraph Otherwise click Yes and finish the uninstallation Close Talk Control Section 2 Rev 1 06 Rev 1 06 Restart the software installer Windows Installer If two Close Talk Software Family entries exist in the Add remove pro gram dialog proceed as described in application note Upgrading Close Talk Software Family uninstalling both entries in the Add remove pro gram list

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