Amanda Work Group Administrations 7 Xx Instructions Manual
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Chapter 4: Recording the Greetings 51 The following figure of the Auto screen shows the settings for the first scheduling record. This record starts greeting 1. Save Esc/EXIT PgDn/NEXT PgUp/PREVAuto Mailbox: 990 Comment: GREETING Security Code: Extension: Directory Name 1: Directory Name 2: NEXT: 05/23/97 08:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 1 Enabled Change On:05/23/1997 At 08:00Restrict To: MTWTFS S YESAnd Every:0 month(s)1 day(s)YYYYYNN 0 hour(s)0 minute(s) Next Change: 05/23/97 08:00 Extension: Rings:0Do Not DisturbONCall Screening:OFFGreeting #:1
52 Administering [email protected]/DOS The next figure of the Auto screen shows the settings for the second and third scheduling record which start greetings 2 and 3. Save Esc/EXIT PgDn/NEXT PgUp/PREVAuto Mailbox: 990 Comment: GREETING Security Code: Extension: Directory Name 1: Directory Name 2: NEXT: 05/23/97 08:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 1 NEXT: 05/23/97 12:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 2 NEXT: 05/23/97 17:30; RNA -> 0 DND -> ON CS -> OFF GRT -> 3 Enabled Change On:05/23/1997 At 17:30Restrict To: MTWTF S S YESAnd Every:0 month(s)1 day(s)YYYYYNN 0 hour(s)0 minute(s) Next Change: 05/23/97 17:30 Extension: Rings:0Do Not DisturbONCall Screening:OFFGreeting #:3 The next four figures of the Auto screen show the settings for the records needed to schedule greeting 4 to be played for the Memorial Day weekend, from Friday evening of May 23 until Tuesday morning of May 27. Each of the four records overrides a normally scheduled greeting. To prevent collisions, each record starts one minute later than the greeting it is overriding. You can, of course, disable the usual greetings, create only one record for greeting 4 for the holiday weekend, and re-enable the usual greetings on Tuesday morning. That is easier—but causes problems if you forget to re-enable the usual greetings sometime between 5:30 Monday evening and 8:00 A.M. Tuesday morning.
Chapter 4: Recording the Greetings 53 The following figure of the Auto screen shows the settings for the scheduling record that overrides the Friday evening use of greeting 3 (the office is closed) on May 23. Notice that this and the other records for the holiday are enacted only once, rather than on a regular basis. Setting all the And Every fields (months, days, hours, and minutes) to 0 insures that Amanda performs the scheduled change only once. Because of that, it is not necessary to restrict this record to particular days of the week—although you can. Save Esc/EXIT PgDn/NEXT PgUp/PREVAuto Mailbox: 990 Comment: GREETING Security Code: Extension: Directory Name 1: Directory Name 2: NEXT: 05/23/97 08:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 1 NEXT: 05/23/97 12:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 2 NEXT: 05/23/97 17:30; RNA -> 0 DND -> ON CS -> OFF GRT -> 3 NEXT: 05/23/97 17:31; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 Enabled Change On:05/23/1997 At 17:31Restrict To: MTWTFS S YESAnd Every:0 month(s)0 day(s)YYYYYYY 0 hour(s)0 minute(s) Next Change: 05/23/97 17:31 Extension: Rings:0Do Not DisturbONCall Screening:OFFGreeting #:4
54 Administering [email protected]/DOS The next figure of the Auto screen shows the settings for the scheduling record that overrides the Monday morning use of greeting 1 on May 26. Save Esc/EXIT PgDn/NEXT PgUp/PREVAuto Mailbox: 990 Comment: GREETING Security Code: Extension: Directory Name 1: Directory Name 2: NEXT: 05/23/97 08:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 1 NEXT: 05/23/97 12:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 2 NEXT: 05/23/97 17:30; RNA -> 0 DND -> ON CS -> OFF GRT -> 3 NEXT: 05/23/97 17:31; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 NEXT: 05/26/97 08:01; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 Enabled Change On:05/26/1997 At 8:01Restrict To: MTWTF S S YESAnd Every:0 month(s)0 day(s)YYYYYYY 0 hour(s)0 minute(s) Next Change: 05/26/97 08:01 Extension: Rings:0Do Not DisturbONCall Screening:OFFGreeting #:4
Chapter 4: Recording the Greetings 55 The next figure of the Auto screen shows the settings for the scheduling record that overrides the Monday afternoon use of greeting 2 on May 26. Save Esc/EXIT PgDn/NEXT PgUp/PREVAuto Mailbox: 990 Comment: GREETING Security Code: Extension: Directory Name 1: Directory Name 2: NEXT: 05/23/97 08:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 1 NEXT: 05/23/97 12:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 2 NEXT: 05/23/97 17:30; RNA -> 0 DND -> ON CS -> OFF GRT -> 3 NEXT: 05/23/97 17:31; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 NEXT: 05/26/97 08:01; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 NEXT: 05/26/97 12:01; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 Enabled Change On:05/26/1997 At 12:01Restrict To: MTWTFS S YESAnd Every:0 month(s)0 day(s)YYYYYYY 0 hour(s)0 minute(s) Next Change: 05/26/97 12:01 Extension: Rings:0Do Not DisturbONCall Screening:OFFGreeting #:4
56 Administering [email protected]/DOS The next figure of the Auto screen shows the settings for the scheduling record that overrides the Monday evening use of greeting 3 on May 26. Save Esc/EXIT PgDn/NEXT PgUp/PREVAuto Mailbox: 990 Comment: GREETING Security Code: Extension: Directory Name 1: Directory Name 2: NEXT: 05/23/97 08:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 1 NEXT: 05/23/97 12:00; RNA -> 0 DND -> ON CS -> OFF GRT -> 2 NEXT: 05/23/97 17:30; RNA -> 0 DND -> ON CS -> OFF GRT -> 3 NEXT: 05/23/97 17:31; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 NEXT: 05/26/97 08:01; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 NEXT: 05/26/97 12:01; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 NEXT: 05/26/97 17:31; RNA -> 0 DND -> ON CS -> OFF GRT -> 4 Enabled Change On:05/26/1997 At 17:31Restrict To: MTWTF S S YESAnd Every:0 month(s)0 day(s)YYYYYYY 0 hour(s)0 minute(s) Next Change: 05/26/97 17:31 Extension: Rings:0Do Not DisturbONCall Screening:OFFGreeting #:4
Chapter 4: Recording the Greetings 57 More Holiday Samples The following example shows how to change a greeting for a holiday that occurs annually on the same date, such as New Year’s Day. The time for this record is one minute after the starting time for the record that initiates the usual morning or business-hours greeting. This guarantees that Amanda changes to the holiday greeting after the open greeting record, in case Amanda executes the two records on the same day. To program a holiday that falls on a specific day of the week such as the US Labor Day (first Monday of September), configure the And Every field as 11 months and 29 days and restrict execution to the appropriate day of the week. Amanda Administrator FieldAmanda Administrator SettingAuto Screen Field Auto Screen Setting EnableCheckedEnabled:YES Starting Date (and Time)01/01/96 08:01Change On:01/01/96 At: 08:01 Execute Every…YearAnd Every:12 month(s) 0 day(s) 0 hour(s) 0 minute(s) DayCheck every day, Sunday through Satur- dayRestrict To:M T W T F S S Y Y Y Y Y Y Y Extension:(blank) Rings:0 Do Not Dis- turb:ON Call Screening:OFF Greeting3Greeting #:1–7, the number of the holiday greeting
58 Administering [email protected]/DOS Recording Caller Instructions The caller instructions menu is heard after the company greeting. Typically, it provides options for reaching departments or listening to information. Unless you change the configuration, mailbox 991 is the Caller Instructions mailbox. Its security code is 991, which should be changed as soon as possible. You might record more than one set of caller instructions, depending on the number of initial greetings you have. See “Appendix A: Setup Sheets” on page 213 for greeting worksheets. To record the caller instructions: 1. Access Amanda as mailbox 991 or whatever mailbox is the equivalent of the Caller Instructions mailbox. 2. Press 2 to change the greeting. 3. Press 1 to select Greeting 1. 4. Press 2 to record the greeting. For example: “To reach the person you are calling, enter that person’s extension. For information about our company, products, and services, press 1. For cus- tomer support, press 2. For sales, press 3. For accounting, press 4. To access the employee directory, enter 411. To reach an Operator, press 0 or stay on the line.” 5. Press # as soon as you finish speaking. 6. After any recording, you can: Review the recording by pressing 1. Rerecord by pressing 2.
Chapter 4: Recording the Greetings 59 Add to the end of the recording by pressing 3. Cancel the recording by pressing 4. 7. Save the recording by pressing 9. 8. To finish, hang up. N OTE:The caller instructions are very important, because Aman- da plays them whenever she has no other specific instruc- tions. N OTE:You can also record this greeting using Amanda Messen- ger. See [email protected]/DOS Workstation Fea- tures for more information. Sample Instructions for Mailbox 991 The following are samples of greetings for the Caller Instructions mailbox (usually 991). Greeting 1: Instructions (during office hours) For Sales, please press 1; for Service, press 2; for Administration, press 3; for Office Hours, press 4. If you know your party’s extension, you can enter it at any time or remain on the line for an operator. Play it from 8 A.M. to 5:30 P.M. Monday through Friday. Greeting 2: After-hours Instructions If you know your party’s extension, you can enter it at any time. Our hours are from 8 A.M. to 5:30 P.M. Press 411 for a company directory or remain on the line to leave a message or request information. Play it from 5:30 P.M. to 8 A.M. Monday through Friday and from 8 A.M. Saturday through 8 A.M. Monday.
60 Administering [email protected]/DOS Sample Scheduling Records for Mailbox 991 This section shows how to schedule the sample greetings using either Amanda Administrator or the Auto screen. Using Amanda Administrator If you are running Amanda as a voice server, you use Amanda Administrator to create scheduling records. For more information, see “Creating Scheduling Records” on page 156. The following figures and explanations show how to schedule the two greetings in “Sample Instructions for Mailbox 991” on page 59. It shows the scheduling records for an Amanda system that was initialized May 23, 1997. To play greeting 1 on weekdays and greeting 2 after-hours, you need two scheduling records. The first starts greeting 1 at 8:00 A.M. on weekdays; the second starts greeting 2 at 5:30 P.M. on weekdays. Because greeting 1 does not start until Monday morning, greeting 3 plays Friday evening and the entire weekend.