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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. 
    						
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