Comprehensive VLM Manual

Video Library Manager:

Comprehensive Guide to Using our

Master Control Automation

Software

August 2010

Synergy Broadcast Systems

16115 Dooley Road

Addison, TX 75001

800-601-6991 * 972-980-6991

Fax 972-980-6994

www.synergybroadcast.com

http://www.synergybroadcast.com/

VLM – Master Control Software Manual

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A Note to the Reader:

At the heart of every system created by Synergy Broadcast Systems is our VLM, or Video Library

Manager, software. This multi-faceted and versatile software has gone through many changes over

the years, from custom features requested by our customers, to a transition from Analog sources to

Digital ones, and all the various options that exist within that transition. The result is a program that is

capable of doing things that no other software can do in a single application.

It is also for this reason that many of the features discussed in this manual may not pertain to your

usage of VLM. To make navigation to the parts of this manual that will assist you easier to find, an

index and glossary are available at the back.

If you are new to using VLM software, please don’t let the number of options discourage you. You

will find that most of the tasks you wish to perform are easier than they initially appear. After

performing some common tasks a few times, you will soon be able to complete tasks from memory

sooner than you may think. Customers at all levels of experience and computer literacy have

successfully learned and used VLM over the years. We are confident that with a small amount of

time invested to learn the basic functions, that anyone can learn and use this software.

As always, if you should encounter a problem or need assistance with any component of your

Synergy Broadcast Systems equipment, please call our Field Service department at 800-601-6991


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NAVIGATION The Video Library Manager Software program is a standard Windows layout with tool bars, icons, and drop down menus. The VLM main screen also includes four tabs described below:

Events Tab The Events Tab displays the scheduled events for a particular channel or all channels. From this screen you can access menus to perform any task needed to operate the system.


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Interfaces & Loaders Tab

Shows interface and auto loader options available. Depending on your

configuration all options may not be available but could be added as an

option.

Devices This Tab lists all of the devices that are installed and provides a description and status of each device.


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Log Tab Shows the log of events and activities that the system has completed. The Log provides feedback on transactions that are complete as well as errors that occurred. This Log is erased each time the VLM program is restarted. There is another Log file that is maintained on a constant basis. It is located under the View drop down list, then select System Log File.

DATABASE SETUP The VLM software is capable of managing all your video assets. Each program’s asset requires a Media Serial Number or MSN. This asset number is required to track the program within the system. In addition to asset information your program library can be segregated into categories and subcategories. You create the categories and subcategories based on your content. D uring the set up phase you will create a beneficial management tool for reports in the future. Notes and other information regarding each program or spot can also be entered into the database. This additional information includes producer, source, distributor, copyright and other related data.


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Title information can be imported into your system using the Title

Import Wizard.

CATEGORIES AND SUBCATEGORIES

Before creating your categories please give some thought to the major

divisions that will make sense for your operation. Examples of

categories some customers use are:

• On Air Programming • Telecourses • PSA’s • Meetings

From these category names, subcategories can be developed to segregate

programming further. Content can also be cross-referenced between multiple

categories. The system automatically provides category options for Alphabetic Listing, Distributor Listing, Producer Listing, Series Listing and Source Listing.

CATEGORY CREATION

To add new category:

Select View at the top of the screen and then Video Catalog.

Right click in the Category box on the left to reveal the popup menu.

Select Add

Select Category

Enter the description of the category and

chose OK to accept. The category will then

display in the left pane. To create a subcategory within a category:

Highlight the Category where you want to

add the Subcategory. Then right click.

Select Add

Select Subcategory Enter the description of

the subcategory.

Select OK


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ADD A NEW TITLE To manually add a new title to the database, create a new title file.

(You need to be in the Video Catalog for this activity):

Place the mouse in the Title Pane

(upper right) and right click to

reveal the menu.

Select Add, New Title.

If you have a predetermined numbering system you wish to

use for your titles, enter the desired number in the title

number field. If this is not a digital file (i.e. VHS

or DVD), Enter the Length (Run

time) of the video.

Enter the primary name of the

video.

Enter the secondary name if

there is one or leave the field

blank.

Select the category and subcategory by clicking on the number box under Categories. Copyright, Producer, Source, and Notes are user optional. Click on Next

Select “Create a new MSN for this Title”. If this is a

tape and it contains a single video, or is being

entered for the first time select “Create a new MSN

for this title”. If this is an additional cut on a tape

select “Add to an Existing MSN”. Or, enter the

MSN if different from what is shown.

Click on Next


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The MSN Window will appear next:

Select the Type from the drop down list. The Description and Offline Storage Location are optional. Select the Controller Location. (Click on the arrow box for a list of the Controller Locations). For any tape enter the Start Position of the video. (The end position will be automatically adjusted.)

For a digital file enter the file information on the bottom box

labeled Digital File

Click on the Browse button to browse the network and enter the digital file that relates to the title.

For a static device enter the device information on the bottom box labeled Static

Device

Click on Next, then click Submit.

If a bar code reader and printer are installed and you need to print a Barcode label right click on the MSN, and select Print Barcode. The bar code printer will print the bar code label so it can be applied to the tape.


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The Event Screen

The Event Screen lists the schedules for each channel. This Screen has several parts that are standard Windows Navigation areas as well as some items unique to the automation system:

TOOL BARS

The tool bar and drop down menu at the top of the Event Screen are used for

basic navigation.

The icons in the tool bar are shortcuts to various scheduling

activities:


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EXIT

Ends the VLM session. It will ask you to confirm. If you end the session the

events that are playing at the time of exit will continue but no future events will

play unless the program is restarted.

ADD – DELETE – MODIFY

The Add – Delete and Modify icons enable you to add, delete and

modify events in the schedule. More detail is provided later under

scheduling events.

SEARCH

The Search icon is used to type in a string or phrase to find a specific event for

the current schedule displayed on the screen.

PREVIOUS – SELECT – NEXT This command changes the day/date. Previous goes to the previous day. Next goes to the next day and Select pops up a calendar that shows the current day with a red circle and the day displayed is highlighted in dark blue. Channel Tabs

If you operate a multi-channel facility the events lists for each channel can be listed as separate tabs or buttons.

Once your channel configurations are established the Event Screen can be setup to display your Event Lists in separate windows. Right click in the Select Setup Channel Tabs. The left column lists all configured channels. Check the ones to display. You can adjust the order of display by dragging the list items in the right box to the correct order with the top displaying from left to right. The individual channel names can be displayed as Tabs or Buttons.


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Color Legend

All Events displayed in the Event screen are color coded to make it easy for

the Operator to understand event status at any given time. The legend is

listed below. The colors can be changed. Please refer to the section on

Desktop Colors below.

Desktop Colors The actual colors for various events can be changed using this menu option. You can select both the background and text color as desired.

Arrange Columns Change the look of the Event Screen layout by selecting this menu option. The column on the left represents all of the fields that can be included. Check the boxes for each item to be displayed. The column on the right is the order the items will display with top being left. You can change the order to suit your needs.

Font Type

You can change the text font by clicking on this

menu. A standard Windows box appears.

Make changes as needed.


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EVENT SCHEDULING Events can be scheduled in five different ways:

1. Manually, one event at a time. 2. Mass Scheduling, using the Drag n’ Drop features. 3. Using Traffic Manager from another computer on your network. 4. Import Events from a spreadsheet or text document.

5. Using Traffic or System Manager Software

Event Schedule - Manual

Select the date by using

Previous, Select, or Next. Select

Add

Select the Event Type from the drop down menu. Select the type to play the event. The controller is selected based on

the type of media to be played. Enter User ID if applicable. Select how to resolve a conflict (By next date or by next time). Select Next.


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On the next screen select the channel to use or leave as “Use any channel” (default). If you leave it at default the system will select the channel for you. To schedule a specific channel please select it prior to creating the schedule to avoid confusion. Select the Rack or leave as “Use any” (default).

Select the Device or leave as “Use any

device” (default).

Select the Title Number (The

description is automatically filled

in). A MSN can contain more than one title, (multiple videos on one tape).

Select the MSN (Media Serial Number).

Enter the Length (If different from what is automatically entered). Enter

the Start time for this event to begin.

Click on End Time and it will automatically change.

Options:

• Flatman device Select “Use Defaults”. • RS 232 device User’s preference selects any of the options. • Static device No options are available


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Select Submit. If there is a time conflict, options will be given to pick a new time or day, or you can cancel the event. If there is no conflict, the event is scheduled and will appear on the Event Screen as pictured.

TIP: It is not

necessary to go all the way to the finish button and start over. If you have other events to schedule just hit the back button instead of finish.


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DRAG ‘N DROP SCHEDULING APPLICATION

To schedule multiple events at once use the Drag n’ Drop feature, start by:

Opening the Video Title Database (View/Video Titles).

Use the mouse and CTL key

to select the titles that

you would like to

schedule.

Once all titles are

selected position the

mouse over one of the

highlighted programs

and depress the left

mouse button and

hold it and begin the

drag the contents. As

you do this, a new

window will appear.

Release the mouse and the programs will appear in the box.

You can continue to drag programs into the box to compile your schedule. Programs can be re-ordered by moving them up or down.


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To continue the schedule, select the Channel for playback and the date and time to start the schedule.

If programs are to play on certain days or everyday you should select the days to be included.

You can Schedule programs to begin at the top and bottom of the hour by selecting “0” and “30” and each program will alternate it’s start time so your major content begins properly. If a program is less than 30 minutes a time gap will be displayed on the event screen.

If programs should play back-to-

back leave the offset boxes

unchecked.

Click OK and the loading process will begin. A progress box will display the results of the process. Double check the Event Screen

for the date just scheduled to make sure the events went to the correct date. Choosing an End Date beyond the current day does not extend or repeat the schedule for those days. To copy the schedule for subsequent days use the copy feature found in the Event Program.


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TRAFFIC MANAGER

Traffic Manager is an optional program available to assist operations with scheduling

and programming. This program runs on another computer (Windows 2000 or XP) and must be connected to the network that is also connected to the Master Control computer system. Scheduling in Traffic Manager follows the same rules as scheduling from the Master Control Console so you can refer to this documentation for scheduling

procedures. Multiple Traffic Manager Applications can be run but a license is required for each seat. Please contact Synergy Broadcast’s customer service or for assistance with this program. IMPORT EVENTS FROM ANOTHER PROGRAM

Events can be

imported from another program or

spreadsheet by

using the built-in

Import Events Wizard in VLM.

Place the mouse in

the Event Screen

and right click. Select

Import Events and this box pops up.

Instructions appear

at the top of the

window. Check the

items that should be

imported and select

the import format to

use. After the import is

complete the system

will provide an update on

how many events were actually imported.


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EXPORT EVENTS

Events can also be exported. Access

the menu the same way by right clicking in the event screen and select Export Events. Follow the instructions and check the appropriate events.


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EVENT SCREEN MENU OPTIONS

Using the right mouse button anywhere on the

Event List will display the pop-up menu

shown at the right. From this menu the following

actions can be performed: Sort the Events

This is used to sort by Channel, Start, End,

Status, Device, and Event Description. These

items can also be sorted by clicking on the bar

at the top of each column. Change Dates

Selects Previous, Next or pops up a calendar. Insert Events

The hard way to add an Event. Use the Add+

button at the top of the screen for faster

navigation. Modify Events Pops up the Event Window for a particular Event

to enable any modification of that Event. Change the Status of a Device

Use this menu to change the Status of an Event to any of the following: Idle, Playing, Recording, Loaded, and Error.


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Copy Events to another Day or Time

Use the Copy Events action to copy previously selected Events or select All Events on

a page. Once selected, the box below pops up. Configure the pertinent information to enable a valid copy.

Enter the date to copy to.

Select the Start Time by

either using the time of the

first event or select a new

start time.

Decide on Event Spacing and

either, keep it the same, use new spacing or allow spacing to float as necessary to

complete the schedule.

Determine the number of

times to copy each Event.

Check one time or enter the

last date in a range.

Select the Play Options:

a. Allow channel to change

b. Allow Device to change c. Allow MSN to change

d. Verify title length before copying

Filter Event Type

Use this command to filter the events that are displayed by Play, Record, Studio, Device and Combo Events.


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Filter Channels

Filtering Channels will only show the events on a particular channel. Use the

Channel Tabs feature for this purpose. Reports

Selecting this feature enables the Event

Report Wizard. From here, select the Report to run from the drop down menu. Select the date range, fields to display and printing preferences. Note that this is Wizard only pertains to Event Reports. There is another

Report Writer for transactions. Maintenance

This menu option displays a window that indicates how often events are deleted from the system. The default is 30 days. This number can be changed in the Setup Menu.

Bump Offset by Start Time

Use the Bump feature to change the start time of a single event or a group of events. The

Wizard pops up to provide instructions and options. Change the Start Date and Start Time

or just use an offset that that would start the

program at the offset point. Be sure to check

whether you want to change the channel, device and MSN.

Show Missing Media

The Show Missing Media command will identify

the programs in the schedule that are not

loaded into the automation system. Examples

are tapes not loaded in robots or digital files not on servers.

Reload the Listing

This feature is used to refresh the list and loads all items in the list

without any filtering.


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COMMON TASKS Insert an Event into an existing schedule

Use the “Bump” feature to make room for the event you want to add, then add the event as normal, entering the correct time. Move and Copy Several Events from one day to multiple days.

Right click on the event list and select either Copy-All, or Copy Selected. (Select desired events first). Enter the appropriate copy options and click OK. VLM will show the number of events that were copied and the number of errors.

If there are errors, click on “Error Detail” to see those events that couldn‟t be copied. Manual Encode

Go to the console of the encoder and setup the record options (bit rate, filename,

etc) and then click “Record” to start and “Stop” to finish the record.

Make sure the encoder to be used is not being scheduled from

VLM for the same time range. You may want to take the

encoder offline to be confident that no device errors occur.

Recording from Satellite Schedule a static play event to route the video from the satellite receiver to the desired encoder. A title must be defined that corresponds to the satellite feed. If you have the optional satellite receiver control module, choose the

satellite and channel to be automatically tuned. Next, schedule a record event on the encoder.

Recording Event from Live Feed

Define a Title and MSN to correspond to the static feed and schedule it to play to a channel defined to route the video to the input of the encoder. Next schedule a record event for the encoder.


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ERROR RECOVERY

1. Device in Error

Click on the Devices tab in VLM to see what device is in error. Next,

click on the Log tab and find the last time that device was used. Look or

search for errors. If the log has scrolled too far, go to the log file (View-

System Log)

Some reasons for a device to go into error are:

Unable to communicate with device

Unable to remove media from a robotic controller such as

Flatman

Unable to load in a robotic controller

2. Event Did Not Play

If an event did not play, it should be in the “Error” state (Red).

Look at the log tab of VLM and scroll to the time of the event. If the log window

does not contain the desired time, go to the system log.

Some reasons an event would not play are:

Error controlling device

Error switching the video router

Error loading media (automated controllers, such as Flatman)

Error finding a file for a digital server

If an event did not play and is not in the Error state, VLM assumes

that it played, check for something out of VLM‟s direct control such as wiring, or router failure.

3. System Beeping

If the system is beeping, it means the “Error Pager” has been activated. The system beep

is one of the possible error signals. Look at the pop-up error pager window. It

describes what the error and device are. The types of errors that can cause

the system to page are configurable. If the error pager window has been

closed, refer to the log tab or the log file.


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GLOSSARY

Category A category is a broad grouping of titles such as science programs, meetings or PSA‟s.

Categories are user definable and can be modified if needed. It is recommended that

you keep your list of categories simple and as concise as possible to avoid confusion.

Combo Event

An event that is switched to more than one router output from the

same input as another play event. This allows you to send the same

program to multiple modulators or channel outputs.

DAU

The DAU is the Synergy Broadcast Digital Archive Unit. It is a DVD-RAM

that is used to archive MPEG 2 and other digital video files. The DAU is

controlled through a separate DAU computer and network interface with

the Master Control automation software.

Digital

Digital device refers to the Synergy Broadcast Digital Server.

Encode/Encoder

Refers to any digital encoder in the system that the VLM software controls.

In Point

In Point refers to the location on a tape where the video actually begins.

This applies to Time Code or Control Track for RS232/422 playback

machines. Time Code or Control Track must be a continuous unbroken

sequence from the beginning of a tape. Breaks in the Time Code or

Control Track will cause the system to error.


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Laser

Laser encompasses Laser Disk Players and DVD Players.

Monitor Event

An event that has two outputs with one output always to a production

monitor in the master control area.

MSN

MSN stands for Media Serial Number and describes the type of media

for a specific title. As an example, VHS tape is a media type for a

specific playback device (VHS or SVHS player). A media Type of

Digital describes a program to be played back on a Digital Server.

Out Point

The out point is the location on the videotape where a video programs ends.

RS-232

RS232 and RS-422 serial controlled devices are listed under this protocol.

Static

Static devices are satellite feeds from satellites that are not switched

or controlled, live feeds from cameras and studios, character

generator system and/or bulletin boards or graphics generators. Can

be defined as any audio and video source that is not controlled (on/off)

by the VLM program.

Subcategory

A subcategory is a narrower grouping of titles such as chemistry,

biology, council meetings, planning and zoning meetings.

Subcategories are user definable. Programming content can be cross-

referenced in up to 4 categories and subcategories.


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Title Number

This refers to the actual Title number assigned to a particular title. Total Length or TRT (Total Run Time) Total Length includes the “In Point” or point of first video plus the actual length of the

video. For tapes that contain more than one title or program, the “In point” is

first video of the second title (This In Point must equal the total length of

the first video, PLUS the time between the videos). The MSN number

for the second video is the MSN used for the first.

TR-1600

The TR-1600 is a hardware device controller that is used to control infrared or S-Control

VCRs and satellites. VLM

VLM stands for Video Library Manager software. This is the automation

package that is loaded on your Master Control Computer. The VLM

software is responsible for triggering all events and router switches. It

also maintains the database of content.


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Index

actions 21 activated 26 activities 11 Add Delete 12 ADD DELETE MODIFY 12 Add+ 21 added 5 adjusted 10 Air Programming 7 Allow Device 22 Allow MSN 22 Alphabetic Listing 7 appears 13 Arrange Columns 13 assumes 26 automated 26 Automated Encode Using 24 automatically 7, 10, 15, 25 Barcode 10 bars 4 based 7, 14 beeping 26 boxes 13, 18 Bump Offset 23 categories 7, 9 CATEGORY CREATION 8 Change Dates 21 changed 13, 23 changes 3, 12, 13 Channel Tabs 12, 22 channels 4, 12 Choosing 18 Click OK 18 clicking 6, 9, 13, 20, 21 coded 13 Color Legend 13 colors 13 Combo Events 22 COMMON TASKS 24 completed 6 configurable 26 configurations 12 Configure 21 configured 12 contains 9 contents 17 Controller Location 10 Controller Locations) 10 controller type of 14 controllers 26 controlling 25 copied 24 Copy Events 21 Copy Selected 24 copying 22 corresponds 25 couldn?t 24 created 3 creating 7, 15 CTL 17 customers 3, 7


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database 7, 9 DATABASE SETUP 7 day/date 12 Defaults 15 defined 24, 25 deleted 23 Depending 5 described 4 describes 26 Desktop 13 Desktop Colors 13 developed 7 devices 6, 10, 25 Digital File 10 discussed 3 displaying 12 displays 4, 23 Distributor Listing 7 divisions 7 DVD 9 easier 3 enables 23 encoder 24, 25 Enter User ID 14 entered 7, 9 entered) 15 entering 24 Error Detail 24 Error Pager 26 ERROR RECOVERY 25 errors 6, 24, 25 errors types of 26 established 12 etc 24 Event Description 21 Event List 21 Event Lists 12 Event Program 18 Event Report Wizard 23 Event Reports 23 Event Schedule Manual 14 EVENT SCHEDULING 14 Event Screen 11, 12, 13, 16, 18, 19 Event Spacing 22 Event Type 22 Event Window 21 events 4, 12, 13, 14, 16, 17, 18, 19, 20, 21, 22, 23, 24 Events Tab 4 events log of 6 Examples 7, 23 existing 24 Existing MSN 9 exists 7 exit time of 12 Export Events 20 exported 20 faceted 3 FACIL 14 faster 21 features 3 Field Service 3 fields 7, 13, 23 filename 24 files 23


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filled 15 Filter Channels 22 filtering 23 Filtering Channels 22 first) 24 Flatman 6, 15, 25, 26 follows 19 Font Type 13 highlighted 12, 17 icons 4, 11, 12 Import Events 14, 19 Import Events Wizard 19 imported 7, 19 in) 15 includes 4, 7 indicates 23 initially 3 Insert Events 21 installed 6, 10 Interfaces 5 invested 3 items 11, 12, 13, 19, 21, 23 labeled 10 levels 3 Live Feed 25 Loaders Tab 5 located 6 Log Tab 6 maintained 6 Manual Encode 24 manually 9, 14 Mass Scheduling 14 Master Control 19 Master Control Console 19 Media Serial 7 Media Serial Number) 15 Meetings 7 menus 4, 21 Missing Media 23 Modify Events 21 MSN 7, 9, 10, 15, 23, 25 MSN Window 10 multi 3, 12 names 7, 12 Notes 7, 9 NT 19 numbering 9 occurred 6 occurring 13 offline 24 Offline Storage Location 10 OK 8, 24 ones 3, 12 operations 19 options 3, 5, 7, 14, 15, 16, 23, 24 pager 26 performed 21 pertains 23 pictured 16 Play Options 22 played 14, 26 playing 12, 21 popup 8 predetermined 9


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preferences 23 PREVIOUS SELECT 12 previously 21 Print Barcode 10 procedures 19 Producer Listing 7 programming 7, 19 programs 17, 18, 23 program's 7 provides 6, 7 PSA's 7 reached 6 reasons 25 Recording Event 25 Reload 23 Report Writer 23 reports 7, 23 represents 13 requested 3 required 7, 19 requires 7 restarted 6, 12 results 18 robotic 25 robotics 6 robots 23 RS 15 rules 19 runs 19 scheduled 4, 14, 16, 18, 24 schedules 11 scheduling 11, 12, 19 scrolled 25 seemingly 3 segregated 7 Select Add 8, 9, 14 Select Category Enter 8 Select Create 9 Select Import Events 19 Select OK 8 Select Subcategory 8 Select Submit 16 Select View 8 selected 14, 17, 21 selecting 13, 23 selects 15 Selects Previous 21 Series Listing 7 servers 23 Setup Channel Tabs 12 Setup Menu 23 shortcuts 11 signals 26 sorted 21 Source Listing 7 sources 3 spreadsheet 19 Start Date 23 Start Position 10 Start Time 22, 23 Static Device 10 subcategories 7 subcategory 8, 9 successfully 3


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switching 25 Synergy Broadcast Systems 3 Synergy Broadcast's 19 System Beeping 26 System Log File 6 tabs 4, 12 tape) 15 tapes 23 tasks 3 Telecourses 7 time) 14 times 3, 22 Title Import Wizard 7 Title Pane 9 titles 9, 17 TOOL BARS 11 Traffic Manager 19 transactions 6, 23 tuned 25 unchecked 18 unselect 14 User's 15 using 3, 7, 13, 14, 19, 21, 22 Using Traffic Manager 14 VHS 9 Video Catalog 8, 9 Video Library Manager 3 Video Title Database 17 Videos 15 View System Log 25 View/Video Titles) 17 VLM 3, 4, 6, 7, 12, 19, 24, 25, 26 VLM?s 26 windows 4, 12, 13, 19 Windows Navigation 11

Documents

Comprehensive VLM Manual