ATT Merlin 1030/3070 Classic Mail Release 1.6 Guide
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Merlin 1030/3070 Classic Mail Design Package For Release 1.6 Site Survey Record Merlin System Data Procedure:Record Merlin system information on the Site Survey forms. q q q Requirements:l l l l i Note:Enter this information on pages 6 and 7 of this package. Be sure to note any special telephoneMerlin 1030 Feature Package 1, 2, 4 or 5 Voice Terminal ports 11, 12, 13 and 14 set as ATTENDANT Merlin line ports set for Tone (DTMF) signaling services and indicate blocking of Off-Site Message Alert if necessary. Determine the Classic Mail Mounting Location: Procedure:Decide where to mount the Classic Mail. Requirements: The Classic Mail is generally wall-mounted within five feet of the Merlin Control Unit. i Note: Custom cables can be made for Telephone Emulation and Interposed connections if the Classic Mail must be mounted more than five feet from the Merlin Control Unit. The Classic Mail requires an area 19 X 18 for mounting. Describe the mounting location on page 7 of this package. Confirm Telephone Emulation Connections Procedure:Confirm that Merlin Voice Terminal ports 11, 12, 13 and 14 are available to use for Telephone Emulation. Requirements: The Classic Mail is must be connected to the Merlin Control Unit using Voice Terminal ports 11, 12, 13 and 14. Four Voice Terminal ports are required. i Note:Voice Terminal ports 11,12,13 and 14 must be set to ATTENDANT. For an explanation of Telephone Emulation, see page 18 of this package. Classic Mail 1030/3070 Design Package - Page 1
q q q q Determine Voice Mail Access Lines Procedure: Decide which Merlin line ports to use for internal voice mail access. Requirements:The Classic Mail is must be connected to the Merlin Control Unit using line ports to provide internal users with voice mail access. Up to four access lines can be established for internal access. Voice mail access should be dedicated by connecting vacant line ports to Classic Mail interpose jacks 1 - 4. If there are no vacant line jacks available, voice mail access may be provided on a time-share basis by interposing the existing telephone lines with the Classic Mail. i Note:If possible, always dedicate voice mail access using vacant line ports on the Merlin Control Unit. If voice mail access is provided by time-sharing the existing telephone lines, connect the least busy telephone lines to the Classic Mail. Enter this information on page 7 of this package. For an explanation of Interposed voice mail access, see page 19 through 21 of this package. Record Voice Terminal/Mailbox Data Procedure:Record the intercom number, mailbox number, telephone type, directory name spelling and Voice Terminal programmed buttons for each mailbox owner. Script the primary and alternate greetings on the back of the Voice Terminal/Mailbox Data Sheet. If Off-Site Message Alert is required, enter the dialing sequence for pagers or off-site telephones. i Note:Copy page 8 of this package for each mailbox user. Determine Voice Mail Access Code Procedure:Determine if the Merlin telephone lines are connected to single-line ports of a PBX or to Centrex lines. RequirementsThe default access code is the star key. You may need to change the Classic Mail access code to prevent unwanted effects such as last-number-redial or hook-flash when a user is accessing the Classic Mail on an interposed line. i Note:Enter this information on page 9 of this package. If the Merlin Control Unit is not installed on Centrex lines or behind a PBX write “star” in the space provided. Determine the Need for a Touch-Tone Gate Procedure: The Touch-Tone Gate may be used to enhance messaging for callers with rotary dial telephones. When this feature is activated the Classic Mail, after answering , will wait for three seconds to receive any DTMF signal. If this signal is not received within three seconds, the Classic Mail will transfer the caller to the designated Attendant’s Intercom number. If the Touch-Tone gate is activated, the Company Greeting must be recorded with instructions to “press any key” if the caller has a Touch-Tone telephone. i Note:Enter yes or no on page 9 of this package. Classic Mail 1030/3070 Design Package - Page 2
q q q q qDetermine Administrator’s Mailbox Number Procedure:The administrator’s functions must be assigned to a mailbox. This designation is assigned to the first mailbox that is set up on the Classic Mail. The administrator’s function may be subsequently transferred to another mailbox as required. i Note:Enter this information on page 9 of this package. Decide who will be the Attendant. Procedure:Determine who will be responsible for answering calls coming into the business. Requirements: When the Classic Mail answers a call, it can offer the caller the option of transferring to an i Note: Procedure: i Note: attendant. If there is a single individual responsible for answering incoming calls, use that person’s Intercom number as the Attendant’s Intercom. When a caller presses 0, the Classic Mail will transfer the caller to the Intercom you have designated as the Attendant. If there is no one solely responsible for answering incoming calls, the Classic Mail can be configured without a designated Attendant’s Intercom. Enter this information on page 9 of this package. If there is no attendant write “none” in the space provided. General Delivery Mailbox If required, the general delivery mailbox function can be assigned to any mailbox or may be disabled entirely. If no one is responsible for reviewing and forwarding messages sent to this mailbox it is very important that this function be disabled. Enter this information on page 9 of this package. If this feature is not required, write “none” in the space provided. Assign Group Call Distribution Mailboxes Procedure:Calls into Group Call Distribution intercom numbers (850 - 855) may be routed to a single mailbox. Requirements:The Merlin Control Unit must have Feature Package 5 i Note:Enter this information on page 9 of this package. Complete Business Hour Schedule Procedure:Determine the opening and closing hour and minute for each day of the week. Requirements:This feature must be configured before the Classic Mail can automatically switch between Day and Night operational modes. As shipped, the Classic Mail will operate in day mode only. i Note:Enter this information on page 9 of this package. Classic Mail 1030/3070 Design Package - Page 3
q q q qDetermine the Rings Before Answering Incoming Calls Procedure:Determine how long the Classic Mail should wait before answering incoming calls. Requirements:The Business Hour Schedule must be properly configured before the Classic Mail will automatically switch between day and night rings before answering an incoming call. The default for day mode operation is four rings and one ring for night mode operation. The Classic Mail can be configured not to answer in either operational mode by setting Rings- Before-Answer to 99 rings. If any line must operate differently from the other incoming lines, Rings-Before-Answer can be defined for any individual line. i Note:Enter the number of rings before the Classic Mail answers calls during day and night operation on page 9 of this package. For any line that must answer in a given number of rings at all times, enter the Rings-Before-Answer for that line. Determine the Rings Before Picking Up a Transferred Call Procedure:Determine how long the Classic Mail will wait before reconnecting with a caller. Requirements: After the Classic Mail transfers a call to an intercom, it will wait from one to nine rings before informing the caller that person is not available. The caller may then leave a message, transfer to another intercom or to the attendant. The default is four rings. i Note:Enter this information on page 9 of this package. Determine the Call Transfer Type Procedure:Select either direct or announced transfer method. Requirements: The Classic Mail can either transfer a call directly to an Intercom or announce over the intercom speaker that a call is waiting on a specified line. i Note:Enter this on page 9 of the Classic Mail Design Package. Script the Company Greetings Procedure: i Note: Write down what will be recorded for the day and night company greetings. If call routing is required, only use the company name for these greetings. All additional information is recorded in the Call Routing Top-Level Menu prompts for day and night operation. Enter this information on page 10 of this package. If the Touch-Tone Gate is being used, add this information to the script. Classic Mail 1030/3070 Design Package - Page 4
q q Complete Call Routing Worksheets Procedure:Use the Call Routing worksheets to document the call routing design. Requirements:Each telephone key 1 through 9 may be defined with one of three functions: 1) Play an informational message. 2) Transfer to an intercom or 3) Leave a message in a mailbox It is recommended that choices be limited to 3 or 4 keys to reduce confusion. A top-level menu prompt must be recorded to inform callers of the choices available. i Note:Complete the Call Routing worksheets for day and night operation on pages 11 through 14 of this package . The Top-Level Menu should inform callers of the available choices in addition to the standard auto attendant features: Transfer to an extension, Transfer to the attendant and the Company Directory. Any mailbox used for Call Routing must be set up with a password and a greeting before it can be specified in a route definition. Complete Mailbox Assignment Worksheet Procedure:List all mailbox owners on the Mailbox Assignment Sheets Requirements: Regular mailbox numbers are the same as the owner’s intercom number. Any mailbox owner that doesn’t have exclusive use of a Merlin telephone should be assigned a guest mailbox. Guest mailboxes are numbered from 900 to 999. i Note:Enter this information on pages 15 through 17 of this package. Classic Mail 1030/3070 Design Package - Page 5
Merlin 1030/3070 Site Survey General Information Company Street CityState ZipPhone( ) Contact Installing Technician Merlin System Information Merlin Model: 1030/3070Feature Modules: q 1 q 2 q 4 q 5 Automatic Route Selection: q Yes q No i If yes, attach SMDR Data Square: qPooled - Dial Access: qPooled - Button Access: q Power Requirements: 110 Volts A/C q Ground Test: Pass qFail q (Installers Only) MerlinLineLine BlockMerlinLineLine Block 1030/3070Connections Pools OSA1030/3070Connections Pools OSA Telephone NumberLine JackPool #4Telephone NumberLine JackPool # 4 A0 (1) qD0 (16) q Al (2) qD1 (17) q A2 (3) qD2 (18) q A3 (4) qD3 (19) q A4 (5) qD4 (20) q B0 (6) qE0 (21) q B1 (7) qE1 (22) q B2 (8) qE2 (23) q B3 (9) qE3 (24) q B4 (10) qE4 (25) q C0 (11) qF0 (26) q C1 (12) qF1 (27) q C2 (13) qF2 (28) q C3 (14) qF3 (29) q C4 (15) qF4 (30) q Classic Mail 1030/3070 Design Package - Page 6
Merlin 1030/3070 Voice Terminal Connections IntercomOccupiedVacant 10 qq 11TE-1 q 12TE-2 q 13TE-3 q 14 TE-4q 15 qq 16 qq 17 qq 18qq 19 qq 20 qq 21 qq 22 qq 23 qq 24 qq 25 qq 26qq 74 75 76q q qq q q 27qq 28 qq 29qq 30 qq 31 qq 32 qq 33 qq 34q q IntercomOccupiedVacant 35qq 36qq 37qq 38qq 39qq 40 qq 41qq 42qq 43qq 44qq 45qq 46qq 47qq 48qq 49qq 50qq 51qq 52qq 53qq 54qq 55qq 56qq 57qq 58qq 59qq IntercomOccupiedVacant 60qq 61qq 62qq 63qq 64qq 65qq 66qq 67qq 68qq 69qq 70qq 71qq 72qq 73qq 77q q Voice Mail Access Connections Telephone NumberClassic MailClassic MailMerlinVoice Mail Outside Line JackInterpose JackLine JackAccess Pool 11 22 33 44 i Administrator’s Mailbox/Password:Administration Password: Describe the location for mounting the Classic Mail: Classic Mail 1030/3070 Design Package - Page 7
Voice Terminal/Mailbox Data Sheet (Copy this page for each mailbox) User Name:Intercom #: Type: Name Spelling Mailbox #:Regular qGuest q Off-Site Message Alert - Dialing Sequence: i Note: Script mailbox owner’s primary and alternate personal greetings on the back of this sheet Classic Mail 1030/3070 Design Package - Page 8
Merlin 1030/3070 Classic Mail Application Design Access Code Required:s 6 - 1(star)Group Call Mailbox #1s 5 - 9GCD #850 Rings Before Answer - Transferss 6 - 21-9Group Call Mailbox #2s 5 - 9GCD #851 Touch-Tone Gate:s 6 - 9Yes/NoGroup Call Mailbox #3s 5 - 9GCD #852 Administrator’s Mailbox #:s 5 - 51st MBGroup Call Mailbox #4s 5 - 9GCD #853 Attendant’s Intercom #:s 5 - 61st MBGroup Call Mailbox #5s 5 - 9GCD #854 General Delivery Mailbox #:s 5 - 71st MBGroup Call Mailbox #6s 5 - 9GCD #855 Business Hour Schedule s 5 - 2 MondayTuesdayWednesday ThursdayFriday SaturdaySunday Open Closed Rings Before Answering Incoming Calls s 5 - 1 Day Mode Night Mode 1 - 991 - 99 Line 1Line 2Line 3Line 4Line 5Line 6Line 7Line 8Line 9Line 10 1 - 991 - 991 - 99 1 - 991 - 991 - 991 - 991 - 991 - 991 - 99 Line 11Line 12Line 13Line 14Line 15Line 16Line 17Line 18Line 19Line 20 1 - 991 - 991 - 99 1 - 991 - 991 - 991 - 991 - 99 1 - 991 - 99 Line 21Line 22Line 23Line 24Line 25Line 26Line 27Line 28Line 29Line 30 1 - 991 - 99 1 - 991 - 991 - 991 - 991 - 991 - 991 - 99 1 - 99 i Note:Entering rings before answer for any single line will cause that line to ignore the Business Hour Table and always answer on the rings defined for that line. Classic Mail Transfer Method s 6 - 7 Direct:q Announced:q Classic Mail 1030/3070 Design Package - Page 9
Company Greetings Day Greeting: s 1 - 1 i Note: Record Auto Attendant and Call Routing information in Day Top-Level Menu - s 2 - 3 Thank you for calling [Company Name]... i Touch-Tone Gate: If you are calling from a Touch-Tone telephone, press any key now. Other wise, remain on the line and your call will be transfered to the attendant. Night Greeting: s 1 - 2 i Note: Record Auto Attendant and Call Routing information in Night Top-Level Menu - s 2 - 1 - 3 Thank you for calling [Company Name]. Our business hours are [business hours]... i Touch-Tone Gate: If you are calling from a Touch-Tone telephone, press any key now. Other wise, remain on the line to leave a message in the General Delivery Mailbox. Classic Mail 1030/3070 Design Package - Page 10