Avaya Partner Advanced Communications System Installation, Programming And Use Manual

							Using Auxiliary Equipment
Auto Attendant
9-7
To Retrieve Messages
To retrieve messages from a personal answering machine, do one of the following:

Go to the machine to manually retrieve messages.

From any system extension, make an intercom call to the extension. When the machine 
answers, dial the message retrieval code.

From outside the system, call in and have someone transfer you to the extension, or call in 
when no one will answer before the answering machine does. When the machine answers, 
dial the message retrieval code. 
To Program
1. Set Line Ringing for all lines and pools assigned to extension X to the desired ring 
(Immediate, Delayed, or No Ring).
2. If the lines assigned to extension X are also assigned to other extensions, adjust the 
answering machine to answer on the third or fourth ring so that it does not answer calls before 
someone else can. (If the answering machine is to cover transferred or coverage calls, make 
sure the number of rings is less than the amount of transfer return rings set for the extension. 
This way the answering machine picks up transferred or coverage calls before they return to 
the transfer return extension or are sent to the covering extension.)
If you intercept a call from the answering machine, you hear a click to notify you that the 
answering machine has turned off.
Auto Attendant 
An auto attendant answers calls and directs them to a specified extension, Calling Group, or Hunt 
Group based on the digits a caller dials after listening to a list of choices in a recorded greeting. 
For example, the auto attendant answers calls and tells callers to press 1 for Sales, 2 for Parts, or 
3 for Service. You can set up an auto attendant for immediate call handling or delayed call 
handling.
A common use of an auto attendant is as a backup for the operator. If the operator cannot pick up 
a call within a specified number of rings, the auto attendant answers and plays a recorded 
message, such as: “Please hold for the operator or dial an extension number now.” This prevents 
calls from going unanswered.
Connect an auto attendant to any extension on the system.
To Use an Auto Attendant
Follow the instructions packaged with the auto attendant. Make sure that the unit is in backup call-
answering mode. 
						

							PA R T N E R® Advanced Communications System Installation, Programming, and Use
Auto Attendant
9-8
To  P r o g r a m
To program the system for an auto attendant:
1. Use Line Assignment (#301) to assign all the lines that you want the auto attendant to cover 
to extension X.
2. Set Line Ringing for all lines assigned to extension X to Delayed Ring.
3. Make sure extension X is not assigned as a Call Waiting (#316) extension.
4. Use AA Extensions (#607) to identify extension X as the auto attendant.
5. Set Transfer Return Extension (#306) for extension X to extension 10.
6. Set the auto attendant to pick up within a specific number of rings, so if the operator does not 
pick up a call, the auto attendant does.
AA (Automated Attendant) Extensions (#607)
This feature lets you identify extensions where auto attendants are connected to the system. 
Doing so lets the system notify users with display telephones when they are receiving a call that 
has been transferred from the auto attendant. (This procedure applies only to auto attendants–do 
not use it with the Automated Attendant Service of a voice messaging system.)
Considerations

On system display telephones, Automated Attendant appears when a call is being 
transferred from an auto attendant. 
Transfer from AA or Transfer from Auto Att 
appears when a call transferred by an auto attendant was not answered and is being returned 
to your extension.

For each auto attendant extension, use Transfer Return Extension (#306) to identify the 
extension to which a call should be routed if the destination extension does not answer.

Set Automatic Extension Privacy (#304) to Not Assigned for the auto attendant extension if 
you want to be able to intercept calls routed to the device.
Programming
To identify an extension where an auto attendant is installed:
1. Press 
f00ss#607 at extension 10 or 11. 
2. Enter the extension number to which the auto attendant is connected. 
3. To assign or unassign the extension, press 
D until the appropriate value appears:

1 = Assigned

2 = Not Assigned (the factory setting) ✔ 
4. To assign or unassign a second auto attendant extension, press 
n or p until the 
extension number appears on the display. Then repeat Step 3. 
						

							Using Auxiliary Equipment
Contact Closure Adjunct
9-9 5. Select another procedure, or exit programming mode.
Contact Closure Adjunct
The Contact Closure Adjunct plugs into a jack on the processor module and has two Contact 
Closures to control devices such as an electronic door lock (as shown in Figure 9-5) or an alert. 
The device being controlled must be wired to the Adjunct by an electrician in accordance with local 
electrical codes.
Program the following features to enable the use of the Contact Closure Adjunct:

Contact Closure Group 

Contact Closure Operation Type 
Figure 9-5.  Contact Closure Adjunct
Connecting the Contact Closure Adjunct
Follow these steps to connect the Contact Closure Adjunct (see Figure 9-6):
1. Insert the modular plug into the Contact Closure jack, the first jack on the PARTNER ACS 
processor module.
2. Route the cord through the processor module ’s wire manager.
3. Connect the other end of the cord to the jack in the Contact Closure Adjunct.
4. Have a qualified electrician wire the Contact Closure device or devices (such as an electronic 
lock or alert) to the wiring receptacles in the other end of the Contact Closure Adjunct. See the 
information shipped with the Contact Closure Adjunct for wiring instructions.
Contact
Closure
1
PARTNER
ACSExt XDoorphone
Doorphone
Alert
ExtensionExt Y
Door with
Electronic
Lock Contact
Closure
Adjunct 
						

							PA R T N E R® Advanced Communications System Installation, Programming, and Use
Contact Closure Adjunct
9-10
Figure 9-6.  Connecting the Contact Closure Adjunct
Contact Closure Group (#612)
Use this feature to specify which system extensions can activate each Contact Closure. Before a 
user can activate a contact closure, you must assign the user’s extension to the Contact Closure 
Group (#612) for that Contact Closure. 
Considerations

If a Contact Closure is used to control a door lock and a doorphone is installed at that door, 
you may want to assign the extensions in the Contact Closure Group to also be the 
Doorphone Alert Extensions (#606) for that doorphone.

When an extension is included in the appropriate Contact Closure Group, the user at that 
extension can use Contact Closure to activate the contact closure device.
Programming
To assign extensions to a Contact Closure Group:
1. Press 
f00ss#612 at extension 10 or 11.
2. At the 
Contact Number: prompt, enter the number for the Contact Closure (1 or 2).
3. At the 
Extension: prompt, enter the two-digit extension number that you want to assign to 
this Contact Closure Group.
4. To assign or unassign the extension, press 
D until the appropriate value appears:

1 = Assigned to the Contact Closure Group 

2 = Not Assigned to the Contact Closure Group (the factory setting) ✔ 
PARTNER 3000
Contact Closure Adjunct
Contact 
Closure Jack
Contact
Closure
Adjunct 
						

							Using Auxiliary Equipment
Contact Closure Adjunct
9-11 5. Do one of the following:

To assign or unassign another extension to the same Contact Closure Group, press 
n or p until the correct extension appears. Then repeat Step 4.

To assign extensions to the other Contact Closure Group, press N or 
P, and begin at Step 2. 
6. Select another procedure, or exit programming mode.
Contact Closure Operation Type (#613)
Use this feature to specify how long the Contact Closures remain active when they are activated. 
A Contact Closure can be activated for 1, 3, or 5 seconds; or the Contact Closure can be set to 
toggle.
For example, if a Contact Closure that controls a door lock has a Contact Closure Operation Type 
of “5-Seconds On,” the door lock is released for 5 seconds when a user activates the Contact 
Closure. If the Contact Closure has a Contact Closure Operation Type of “Toggle,” the Contact 
Closure must be activated and deactivated. One user can activate the Contact Closure and 
another user can deactivate it (provided both users are included in the Contact Closure Group for 
that Contact Closure), or the same user can both activate and deactivate the Contact Closure.
Programming
To specify the Operation Type for a Contact Closure:
1. Press 
f00ss#613 at extension 10 or 11.
2. At the 
Contact Number: prompt, enter the number (1 or 2) for the Contact Closure.
The display shows the current setting for that Contact Closure. 
3. Press 
D or d until the appropriate value appears, or press r to return to 
the default setting:

1 = 1-Second On

2 = 3-Seconds On (the factory setting) ✔

3 = 5-Seconds On

4 = Toggle
4. To assign the Operation Type for the other Contact Closure, press 
n or p, and 
repeat Step 3. 
5. Select another procedure, or exit programming mode. 
						

							PA R T N E R® Advanced Communications System Installation, Programming, and Use
Credit Card Scanners
9-12
Credit Card Scanners 
Many retail businesses and restaurants use credit card scanners to get instant approval of credit 
card purchases. The system allows your credit card scanners to share the lines in your system (as 
shown in Figure 9-7). You can install the credit card scanner on an extension by itself, or combine 
it with a telephone on the same extension (see “Combination Extensions” on page 9-2).
Figure 9-7.  Credit Card Scanner
Using Credit Card Scanners
When you make a call on the credit card scanner, an outside line is automatically selected. If you 
combine the credit card scanner with a telephone, you cannot use the telephone while the credit 
card scanner is operating.
Programming Credit Card Scanners
To program the system for a credit card scanner:
1. Do one of the following:

If extension X is a key extension, use Line Assignment (#301) to assign the lines you 
want the scanner to use to extension X.

If extension X is a pooled extension, use Pool Extension Assignment (#314) to assign 
the pools you want the scanner to use to extension X. Also use Line Assignment (#301) 
to assign any individual lines you want the scanner to use to extension X.
2. Set Automatic Line Selection for extension X to select the pools and outside lines that the 
scanner is to use.
3. Set Automatic Extension Privacy (#304) for extension X to Assigned.
4. Make sure extension X is not assigned as a Call Waiting (#316) extension.
Lines
Ext
X
CONTROL
UNIT
Credit
Card
Scanner
Telephone
(optional)
Transfr FeatureIntercomABC2DEF31+–ConfJKL5MNO6TUV8WXYZ9Mic
HFAIHold0GHI4PQRS7*#Spkr
IntercomExt.Message 
						

							Using Auxiliary Equipment
Doorphone Programming
9-13 5. If the scanner has an auto answer feature, turn it off.
6. Repeat Steps 1—5 for each additional scanner.
Doorphone Programming
When a person uses the doorphone, it signals all alert extensions at the same time. If the alert 
extension is a system telephone, the call signals with a unique ding-dong sound to distinguish it 
from other calls. If you have two doorphones, they signal with different tones so you can 
distinguish between them.
To use the doorphone functionality, program the following features:

Doorphone Alert Extensions 

Doorphone Extension 
Doorphone Alert Extensions (#606)
Use this feature to identify extensions that are signaled when a doorphone button is pressed. 
Considerations

You cannot bridge two doorphones together.

If Do Not Disturb is active at a doorphone alert extension, the person at the doorphone hears 
signaling, but the alert extension is not signaled.

If a Contact Closure on the Contact Closure Adjunct controls a door lock, consider 
assigning the Doorphone Alert Extensions to the Contact Closure Group (#612) for that 
Contact Closure. Only extensions assigned to that Contact Closure Group can activate the 
door lock.
Programming
To identify doorphone alert extensions:
1. Press 
f00ss#606 at extension 10 or 11.
2. Enter the first alert system extension number.
3. Press 
D until the appropriate value appears:

1 = Not an Alert Extension (the factory setting) ✔ 

2 = Doorphone 1 Alert Extension

3 = Doorphone 2 Alert Extension

4 = Doorphones 1 and 2 Alert Extension 
						

							PA R T N E R® Advanced Communications System Installation, Programming, and Use
Doorphone Programming
9-144. To identify another alert extension, press 
n or p until the extension number 
appears on the display, then repeat Step 3.
5. Select another procedure, or exit programming mode.
Doorphone Extension (#604 and #605)
Use these features to identify an extension to which a doorphone is connected. A doorphone is 
usually placed near an entrance, to screen visitors. You can connect up to two doorphones to the 
system–use Doorphone 1 Extension (#604) to identify the extension for the first doorphone and 
Doorphone 2 Extension (#605) to identify the extension for the second doorphone.
Considerations

An extension cannot be used for a doorphone and a hotline at the same time. However, 
hotlines and doorphones can have the same alert extensions.

You should not assign doorphones to extension 10, 11, or to the first two extensions of any 
308EC or 206 modules.

Remove voice messaging system mailboxes from doorphone extensions.

You cannot bridge two doorphones together.

To prevent outside calls from being made or received on the doorphone, use Line 
Assignment (#301) to remove all outside lines and/or Pool Extension Assignment (#314) to 
remove all pools from the doorphone extension. (Automatic Line Selection for the 
doorphone extension will be automatically set to select intercom lines first.)

You can use Message Light On with the doorphone (for example, the doorphone’s light 
flashes as a prearranged signal to a delivery person) provided the doorphone is connected to 
a processor module or to a Release 3.0 or later 206 module.
Programming
To program a doorphone extension:
1. Press 
f00ss#604 for doorphone 1 (or #605 for 
doorphone 2) at extension 10 or 11.
2. Enter the doorphone two-digit extension number, or press 
r to unassign an existing 
doorphone extension.
3. Select another procedure, or exit programming mode. 
						

							Using Auxiliary Equipment
Fax Machines
9-15
Fax Machines 
You can set up fax machines in several ways to work with your system. This section includes 
instructions for programming and using a Fax Management button on a system telephone (in 
order to monitor the status of a fax machine and transfer calls to it with a single touch), and for 
transferring calls to the fax machine extension. To use fax machines on the system, you must 
program lines for fax calling tone (CNG) detection, as desired, and identify the extensions that 
have fax machines.
Preventing Inappropriate Fax Answering
When lines appear on a fax extension, you want to make sure that the fax machine does not 
automatically answer outside calls on these lines. There are three ways you can do this:

Set the fax machine for delayed pickup.

Use Line Ringing to change the ring options on the fax extension to delayed ring or no ring. 

Use Line Assignment (#301) to remove all outside lines from the fax extension. This is the 
recommended way.
Transferring a Call to the Fax Machine 
Automatic Transfer of Calls to Fax Machines–
Release 3.0 or Later
When an incoming call is answered by PARTNER Messaging, PVM, PMVS, PARTNER MAIL, or 
ASA/DXD, the PARTNER ACS determines if the incoming call is a fax. If the system is set up to 
automatically route incoming fax calls to the fax machine, it automatically transfers the call to a fax 
hunt group (see “Setting Up Fax Machines” on page 9-16).
For this feature to work, you must have a voice messaging system or ASA/DXD. You must also 
configure your system in one of these ways:

PARTNER ACS Release 3.0 or later as a stand-alone module.

1600 DSL module in slot 1; PARTNER ACS Release 4.0 or later in center slot; any modules in 
remaining slots.

012E/362EC module in slot 1; PARTNER ACS Release 5.0 or later in center slot; any modules 
in remaining slots.

308EC Release 3.0 or later/200/206/400 module in slot 1; PARTNER ACS Release 3.0 or later 
in center slot; any modules in remaining slots.

308EC module prior to Release 3.0 in slot 1; PARTNER ACS Release 3.0 or later in center 
slot; at least one 308EC Release 3.0 or later in remaining slots.

308EC module prior to Release 3.0 in slot 1; PARTNER ACS Release 5.0 or later in center 
slot; at least one 308EC/012E/362EC in remaining slots. 
						

							PA R T N E R® Advanced Communications System Installation, Programming, and Use
Fax Machines
9-16
Manual Transfer of Calls to Fax Machines–
Release 2.0 or Later
There are two situations when you want to transfer a call to your fax machine:

You answer an outside call and hear a fax machine signaling. (A fax signal is a single beep 
sequence–beep.... beep.... beep). Transfer the call immediately to the fax machine extension.

You are on a call with a person who wants to send you a fax by using the fax machine that is 
connected to his or her telephone. You can receive the fax by transferring the call to your fax 
extension. Tell the other party to wait until he or she hears the fax signal before sending the 
fax.
There are four ways to transfer the call to the fax extension:

Press the Fax Management button. When the fax machine answers, hang up.

If you do not have a Fax Management button, press & plus the fax machine’s extension 
number. When the fax machine answers, hang up.

On a standard telephone, rapidly press and release the switchhook to place the call on hold. 
Then dial the fax extension number and hang up.

If you have multiple fax machines in an extension Hunt Group, press &, then 
i77 plus the fax extension Hunt Group number. When a fax machine answers, hang 
up.
Setting Up Fax Machines 
There are many ways to set up fax machines. The following configurations are basic and easy to 
use:

Single fax machine. Good for light or moderate fax traffic. This basic setup uses a published 
fax number.

Fax machine line saver. Good for light fax traffic, with no need for a published fax number.

Send and receive fax machines. Good for high-volume fax traffic. One machine sends, the 
other receives.
You can install both a telephone and a fax machine on the same extension. This lets you receive 
both voice and fax calls on the same line (but not at the same time). If you pick up the telephone 
and hear a fax signal, push the Start button on your fax machine and hang up.
If you have a PARTNER Messaging or PARTNER MAIL system and a fax call comes 
in on a line covered by the PARTNER Messaging or PARTNER MAIL system, you 
can program its Automated Attendant Service to automatically transfer the call to a 
fax extension or (if you have multiple fax machines) to the extension Hunt Group for 
the fax machines.