AltiGen comm MAXCS 89 MaxCommunicator Manual

							MaxCommunicator Manual 55
Enable Auto Dial
If you check this box, any phone number you dial using a Smart 
Tag or the Select-n-Dial method is dialed automatically. The phone 
number appears in the Number column and the state column 
displays Ringing.
If this box is not checked, then a phone number selected by the 
Smart Tag method or the Select-n-Dial method is displayed in the 
MaxAgent dialer, and you need to click the Connect button to 
make the call.
Release Link Tie (IP Trunk)
When checked, clicking the Transfer button will automatically 
send “FLASH *” to release a tie trunk if the incoming call is through 
an IP trunk. (Option is disabled by default.)
Important!Before checking this check box, see your phone 
system administrator. If your company is using 
multiple systems and the tie trunk feature, the 
administrator needs to have used Enterprise 
Manager to synchronize the systems. 
Otherwise this feature will not work.
Note:The call being transferred must originate from a 
supported version of MaxCS.
Disable Auto Format
If the MAX Communication Server’s country code is US/Canada, 
MaxCommunicator automatically adds the long distance/
international dialing prefix (corresponding to the server’s country 
code) when returning a call from voice mail or when making a call 
from the History tab. If this is not appropriate for your setup, 
check Disable Auto Format.
Use Polycom Phone to Make or Answer Calls
You can configure MaxAgent to use your Polycom phone to place 
calls and answer calls, via the Use Polycom phone to make or 
answer calls option.  
						

							56MaxCommunicator Manual Refer to the MAXCS Polycom user guides for instructions on how 
to configure this option, along with other Polycom features. The 
user guides for the various Polycom models can be found on 
AltiGen Communication’s MAXCS web site:
http://maxcs.com/support/current-manuals/
.
Call Handling
Click the Call Handling tab in the Config window to configure 
incoming call handling for your extension.
Forwarding All Calls
When you configure your MaxCommunicator to forward all calls, 
the information is displayed in the status bar.
If you want to forward calls to an external number, select a trunk 
access code in the drop-down list, then begin with the outside 
trunk or route access digit and any long distance prefix digits such 
as 1 and area code. 
Note:Forwarding calls to a pager is possible but not 
recommended since callers will only hear what is heard 
when calling a pager and might not know to enter a return 
phone number unless instructed. 
						

							MaxCommunicator Manual 57
Do Not Disturb
If you check Enable Do Not Disturb, all incoming calls are 
forwarded according to your Enable Busy Call Handling 
settings, described below.
Checking Enable Do Not Disturb here has the same effect as 
clicking the DND button in the MaxCommunicator main window.
Busy Call Handling and No Answer Handling
You can use these options to specify how you want to handle 
incoming calls when you’re already on the phone or when you 
can’t answer the phone, for example, when you’ve checked 
Enable Do Not Disturb.
If you want to use the auto attendant and you don’t know the 
number of the phrase or menu you want to use, check with your 
system administrator.
Place call in queue is available only if your system administrator 
has enabled queuing for you.
Number of Rings Before Forwarding
The Number of Rings Before Forwarding setting pertains to 
almost all the options in this screen. It is the number of times the 
phone rings before the system forwards the call to an extension, 
voice mail, or the auto attendant.
To have MaxCommunicator automatically pick up the call, check 
the Enable Automatic Answering after x Seconds check box 
and use the arrow keys to choose the number of seconds.
Note:The default setting is 0 seconds. If the duration is set to 0, 
all incoming calls will go to connect state right away. 
Neither caller nor callee will hear a ring tone.
Call Waiting Options
Call waiting options are available only if the Enable Busy Call 
Handling check box has been checked, but this option is available 
only for non-workgroup calls. 
•Single Call Waiting — sets up single call waiting. This feature 
gives an alert tone (audio beep) to indicate that a call is 
waiting. Single Call Waiting must be selected in order to 
conference incoming calls.  
						

							58MaxCommunicator Manual
•Multiple Call Waiting — enables a “non-workgroup queue” 
of multiple calls waiting. You must also select the Place Call 
In Queue option under Enable Busy Call Handling to 
enable this option. This allows you to transfer or park the 
current call before picking up the next call in queue.
•Live Call Handling — when enabled, allows a caller to hear a 
ringback tone when the called party is in voice mail, paging, 
transfer, or conference state.
One Number Access (ONA)
If you are expecting calls that you want to receive regardless of 
where you are, you can have the system forward those calls to 
you. You must specify the Caller IDs for the calls you want 
forwarded, and the numbers where you can be reached. 
If the system is unable to connect the call (can’t identify a Caller 
ID or can’t reach you at any of the numbers you specify), the call 
is sent to your voice mail.
When you answer an ONA call, you may be required to enter your 
extension password, depending on the configuration for your 
extension set by your system administrator
Before You Set Up ONA
•ONA must be enabled for your extension by your system 
administrator. 
•The settings on your MaxCommunicator Call Handling tab 
must not conflict with ONA. Specifically:
•Enable Do Not Disturb m u s t  n o t  b e  c h e c k e d .  I f  i t  i s ,  w h e n  
your line is busy, all calls will go into voice mail and not to 
the ONA forwarding numbers you specify. 
•Enable Forward to must not be checked. If it is, all calls 
will be forwarded according to this setting.
See “Call Handling” on page 56 for details on these settings. 
						

							MaxCommunicator Manual 59
Setting Up One Number Access
To set up one number access,
1. Click Extension > One Number Access in the Configuration 
window.
2. Select the times you want to be available to ONA callers. 
If you choose Enable schedule based access, you can set 
up to four different schedules in the dialog box that pops up:
3. Check the Enable Call Screening check box if you want the 
system to prompt the ONA caller to record a caller name to 
continue ONA.
4. If you want, check the Verify Caller ID based on the 
following check box and then specify the incoming phone 
Check a Schedule 
box and choose the 
times you want to be 
available for ONA 
from the drop-down 
lists. 
						

							60MaxCommunicator Manualnumbers for ONA. If ONA finds one of these numbers on an 
incoming call, it will forward the call to you.
You can enter up to 10 phone numbers in the Caller ID 
Verification fields. For local numbers, use 7 digits 
(5555555). For long distance numbers, use 10 digits—area 
code + local number.
Note:If you enter no numbers in the Caller ID Verification 
fields and ONA is enabled, ONA is made available to 
every caller.
Using a Password
You can use a Caller ID Verification field to enter a password 
number such as “5555” so that a caller who knows this 
password can use ONA to find you, regardless of where they 
are calling from. Tell the caller to dial 1 during your personal 
greeting and then enter the password.
5. Enter the Forwarding Numbers to be used by the system to 
find you when ONA is active. You can set up to four different 
numbers—extensions or outside numbers. For outside 
numbers, use the drop-down list to select the trunk access 
code you want to use. Specify whether the number is an 
extension or outside number and if a password is required.
When ONA is active, the system dials the forwarding 
number(s) in the order from Forwarding Number 1 through 
Forwarding Number 4. Note that this number order does not 
correspond to the Schedule order—for example, Forwarding 
Number 2 is not used first during Schedule Number 2.
Note:If your system administrator has not configured your 
extension to require you to enter your extension 
password when answering an ONA call, then a call 
forwarded via ONA that is picked up by a voice mail box, 
fax machine, or answering machine will connect, and 
will not try any subsequent Forwarding Numbers. 
Therefore, if you want ONA to use such an option as a 
last resort, it should be Forwarding Number 4.
You can set the ONA ring duration from 5 to 45 seconds using 
the Ring drop-down lists. Default value is 20 seconds. The system 
will ring the ONA target during the specified time limit. If the ring 
time exceeds 30 seconds, the system will play a phrase every 15 
seconds (playing time is included in ring time). 
						

							MaxCommunicator Manual 61
Message Notification
You can specify how and when you’d like to be alerted to new 
messages when you’re away from your desk. Click Extension > 
Message Notification in the Configuration window to display the 
Message Notification configuration screen.
You can set these notification options:
•The types of messages about which you want to be alerted: 
none, urgent voice messages only, or all voice messages.
•Schedule — Select during what hours you want to be alerted.
•How and where to notify you — Select an option in the 
Notification or Reminder Message by calling section. If 
you want to use an outside number, use the drop-down list to 
select the trunk access code, and then type in the number.
•Voice Mail Groups — You can set up and edit voice mail 
groups.
Note:You can also configure Message Notification through the 
AltiGen Voice Mail System. 
						

							62MaxCommunicator Manual
Working with Voice Mail Groups (Distribution Lists)
You can set up voice mail groups (distribution lists) to forward 
messages to multiple recipients at the same time. You can set up 
to 100 personal voice mail (VM) groups, each with 64 members. 
Group members can be any extension or another voice mail group.
There are two types of voice mail groups you can use:
•System-based groups are set up by the system 
administrator. You can use but not edit these lists in 
MaxCommunicator. You can, however, add a comment that is 
displayed in your MaxCommunicator.
•Personal groups can be set up and modified in 
MaxCommunicator or in your AltiGen Voice Mail System.
Working on Voice Mail Group Lists
To work on your personal voice mail groups, on the Message 
Notification page, click the VMGroup Edit button.  
						

							MaxCommunicator Manual 63
Creating a Personal Voicemail Group
1. Click the New button in the VM Group Edit dialog box.
2. Click the drop-down list to select a Group ID.
3. Enter the VM Group Name and any Comments. These are 
optional but will help you identify the group.
4. Select the member extensions by selecting the check box next 
to each extension.
5. When finished, click OK. Click the Clear button to deselect all 
extensions or click Cancel to exit without saving your edits. 
Updating a Personal Voicemail Group
1. Click the VM Group Edit button. The VM Group Edit dialog box 
opens.
2. Select the group you want to change, and click the Change 
button.
3. Make any changes you need to make for the group name, 
comments, or members. To add or remove a member, select 
or deselect the check box next to the extension.
4. Click OK. 
						

							64MaxCommunicator Manual
Call Alert Options
If you want MaxCommunicator to inform you when you have a call, 
specify your desired method(s) in the Configuration window’s 
Options > Alert screen. 
You can set these alert options:
•Disable — Disables screen pop.
•Screen Pop — When a call comes in, the MaxCommunicator 
main window opens. You can then answer the call or perform 
other MaxCommunicator actions. For MaxCommunicator to 
pop up, you cannot have closed the application entirely, but it 
can be shrunk or minimized. 
•Inbound call alert — When a new call comes in, a window 
pops up and gives you the option to answer the call or send it 
to voice mail:
Answer
Send to VM