Cadence Voice/fax Mail General Description Manual

							NOTIFY BEFORE CONNECT
Calls transferred by CADENCE can be announced to the station user before the
call is connected. This is useful when a station has more than one mailbox as the
announcement may include the number dialed by the caller.
SUPERVISED
When a call is transferred to a station CADENCE can monitor its progress, and
when the station answers transfer the call.
DIAL BY NAME
Callers reaching the auto attendant who do not know the extension number they
are looking for can dial the first three letters of the person’s name on the keypad
they will be transferred. This can be set for first name, last name or either.
EXTENSION NAME CONFIRMATION
When incoming callers select a person from the dial by name directory, voice mail
can be programmed to disclose the extension name of the voice mail user or not.
EXTENSION NUMBER CONFIRMATION
When incoming callers select a person from the dial by name directory, voice mail
can be programmed to disclose the extension number of the voice mail user or
not.
GREETINGS BY TRUNK NUMBER
A different welcome message can be programmed for each C.O. line. This can be
useful if you require different departments or companies to share the same CA-
DENCE. Up to 16 individual greetings can be supported. If multiple languages are
used, all trunks must be answered with the same greeting.
OPERATOR TRANSFER
At any time a caller can dial 0 from the auto attendant or voice mail and reach an
operator. The operator can be anyone in the system and can be a different destina-
tion for day or night.
PARK AND PAGE
Callers reaching an unavailable party may be given the option of holding while
CADENCE pages the party. The paged party can then simply dial a code from any
station to be connected with the caller. This option is programmable for each mail-
box. Each mailbox is associated with a particular internal or external page zone.
This feature cannot be used with answer machine emulation. This feature will only
work for new incoming calls answered by the auto attendant.
SINGLE DIGIT DIALING
Callers can dial extension numbers directly or dial single digits to be routed to
other options, departments, destinations, or other single digit menus for multilevel
call routing.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   SEPTEMBER 1998
3.2.2 
						

							3.3.1
3.3 VOICE MAIL FEATURES
ANSWER MACHINE EMULATION
AUDIOTEXT
AUTO FORWARD
AUTOMATIC CONVERSATION RECORD
AUTOMATIC GREETING CHANGE
AUTOMATIC LOG IN TO MAILBOX
CALL FORWARD TO VOICE MAIL
CALL RECORD
CALLER RE ROUTE
DATE AND TIME STAMP
DIRECT MESSAGING
GROUP MAILBOXES
BROADCAST GROUP
DISPATCH GROUP
RETRIEVAL GROUP
INDIVIDUAL MAILBOX GREETINGS
INDIVIDUAL PASSWORD SECURITY
MESSAGE COUNTER
MESSAGE HANDLING
CALL RETURN
DELETE
DELIVERY CONFIRMATION
FAST FORWARD
FORWARD
MESSAGE SKIP
PAUSEREPLAY
REPLY
REWIND
SEND
TIME AND DATE
UNDELETE
VOLUME CONTROL
MESSAGE LENGTH
MESSAGE NOTIFICATION
BEEPER NOTIFICATION
CASCADE NOTIFICATION
MESSAGE WAITING LIGHT
OUTBOUND MESSAGE NOTIFICATION
URGENT MESSAGE NOTIFICATION
MESSAGE PURGING
MESSAGE SENDING
APPEND TO MESSAGE
FUTURE DELIVERY
PRIVATE MESSAGES
URGENT MESSAGES
ORDER OF MESSAGE PLAY (LIFO, FIFO)
PERSONAL OPERATOR
QUESTION AND ANSWER BOX
SELF MEMO
WAKE UP
ANSWER MACHINE EMULATION
This feature allows mailbox owners to monitor callers leaving messages in their
mailbox and decide whether to take a call or let the caller finish leaving a mes-
sage. This feature functions in a similar manner to screening calls on a home an-
swer machine. This feature is not available if a station is busy and cannot be used
with the access to paging feature (page always). This uses the DCS conference
feature. The number of people that can use this simultaneously are limited by the
number of available conference circuits in the DCS system.
AUDIOTEXT
Mailboxes can be configured to provide recorded information useful for frequently
requested information, for example, “…to hear about our special of the month,
press 1” or “…for directions to our office press 2”. This saves time for both the
caller and the employee.
AUTO FORWARD
Messages from each mailbox can be programmed to automatically forward to an-
other mailbox after a programmable number of days.
AUTOMATIC CONVERSATION RECORD
Like the CALL RECORD feature this will record conversations in a mailbox but in
this case a station is assigned this feature and will record ALL conversations. Any
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999 
						

							3.3.2
stations mailbox can be selected as the destination for recordings and the system
can be configured to record only incoming calls, only outgoing calls or all calls (in
and out). Each station assigned this feature must have a dedicated CADENCE
channel. A warning may be played to the caller that the conversation will be re-
corded and additionally a ‘beep’ may be played intermittently to the caller. This uses
the DCS conference feature. The number of people that can use this simultaneously
are limited by the number of available conference circuits in the DCS system.
WARNING: Before using this feature make sure that you are not violating any state
or federal laws. Some states require that the recorded party be notified. STA is not
responsible for any illegal use of this feature.
AUTOMATIC GREETING CHANGE
CADENCE can be assigned to automatically change the system and/or each mail-
box greeting when the system changes from day to night service.
AUTOMATIC LOG IN TO MAILBOX
Internal CADENCE users can log into their mailboxes by pressing one key when
calling from a DCS keyset. When CADENCE answers, it knows the station number
calling and prompts the caller for a password. This simplifies the log in procedure
and saves time.
CALL FORWARD TO VOICE MAIL
DCS stations can be call forwarded to the CADENCE. CALL FORWARD ALL, CALL
FORWARD BUSY and CALL FORWARD NO ANSWER are all supported.
CALL RECORD
Like the Automatic Conversation Record feature this will record conversations in a
mailbox but in this case, each station that is allowed this feature can turned on and
off at will. Any mailbox can be programmed as a recording mailbox. The conversa-
tion recording can be paused for real time editing. A keyset user must have a call
record button to use this feature. Call record cannot be used in conjunction with
barge in. Only one party in an intercom call can use this feature. This feature takes
up one channel in a conference. A beep may be played intermittently while a call is
being recorded. This uses the DCS conference feature. The number of people that
can use this simultaneously are limited by the number of available conference
circuits in the DCS system.
WARNING: Before using this feature make sure that you are not violating any state
or federal laws. Some states require that the recorded party be notified. STA is not
responsible for any illegal use of this feature.
CALLER RE ROUTE
When an extension number is busy, not available, or its owner rejected the call
using call screening, the caller may be automatically rerouted to another destina-
tion. Possible destinations are the voice mail, another extension, or the operator.
This feature is available with supervised transfers only.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999 
						

							3.3.3
DATE AND TIME STAMP
Each message that arrives at a mailbox has an associated date and time stamp for
the time it was left. This date and time information can play automatically with each
message or can play only on request. When a message is moved to another mail-
box a new date and time stamp is created.
DIRECT MESSAGING
It’s never been easier to leave a message. Simply dial # plus an extension num-
ber to leave a message directly in another mailbox without ringing that station.
GROUP MAILBOXES
Group mailboxes are used to send a voice mail message or a fax to a list of other
mailboxes. Up to 40 mailboxes may be defined in a group. Three types groups are
available:
BROADCAST GROUP
This type of group is used when all the group members must hear a message. The
message is sent to all members of the group. Each member of the group can re-
trieve and listen to the message.
DISPATCH GROUP
This type of group is used when any one member of the group can hear a mes-
sage. The message is sent to all members of the group. When any member of the
group retrieves and listens to the message it is deleted from all the other mail-
boxes.
RETRIEVAL GROUP
Allows a user to access the group mailbox and listen to all the messages for all the
group members.
INDIVIDUAL MAILBOX GREETINGS
You can program your own personal greeting and change it as often as you like.
There are up to 9 different greetings available. The mailbox can be setup to auto-
matically select a greeting to play according to the current mode of operation (day,
night, or special) and call status (busy or no answer).
INDIVIDUAL PASSWORD SECURITY
Each mailbox has its own secure password. This can be up to 8 digits. Your mes-
sages are always remained private because a password is required to retrieve
them.
MESSAGE COUNTER
Upon access of a mailbox you are told the number of new and old messages.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999 
						

							3.3.4
MESSAGE HANDLING
Having received a message in a mailbox, the mailbox owner has several ways of
handling the message or fax.
CALL RETURN
Pressing one key will call back the phone number of the person who left you the
message.
DELETE
Deletes a message. Deleted messages may be recovered (undeleted) within the
same business day.
DELIVERY CONFIRMATION
When you send someone a message and use delivery confirmation, you are in-
formed when the message is listened to.
FAST FORWARD
Moves 10 seconds forward in the message. This duration is programmable.
FORWARD
Messages may be forwarded to another mailbox. If forwarded a copy will remain
in your mailbox.
MESSAGE SKIP
After hearing the beginning of  a message you may skip to the next message.
Because it is not necessary to hear each message in its entirety, it is easy to search
for a specific recording.
PAUSE
Pauses message playback. For 15 seconds or until pause is pressed again.
REPLAY
Replays the current message again from the beginning.
REPLY
Replies to a message. The reply is placed in the original sender’s mailbox.
REWIND
Rewinds the message 10 seconds. This duration is programmable.
SEND
This allows you to send the message to someone else, no copy will remain in your
own mailbox.
TIME AND DATE
Plays the date and time when the message was left.
UNDELETE
Undeletes previously deleted messages. Messages may be undeleted during the
same day that they are deleted.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999 
						

							3.3.5
VOLUME CONTROL
While the user is listening to messages, the playback volume can be adjusted up
or down for comfort.
MESSAGE LENGTH
Allows a message to be as long as necessary. Message length can be set for both
regular messages and call recordings. Each mailbox has its own programmable
values for this option.
MESSAGE NOTIFICATION
The message notification lets the voice mailbox owner designate how often and
what type of notification to receive, if there is a new message in his mailbox.
BEEPER NOTIFICATION
When the first new message is received in your mailbox, the system can be pro-
grammed to alert you via your personal pager. Both tone and digital pagers are
supported. Options for each mailbox include number of times to page and duration
between pages.
CASCADE NOTIFICATION
Several levels of pager notification are possible. If the first number called provides
no response, the next pager number is also tried. Up to 15 pagers can be pro-
grammed each with their own repeat and delay options.
MESSAGE WAITING LIGHT
The CADENCE system will turn your keyset message waiting indication on or off,
according to the status of your messages. The message light and keyset display
information is refreshed every time the status of your mailbox changes.
OUTBOUND MESSAGE NOTIFICATION
When a new message is received in your mailbox, the system can be programmed
to alert you at a programmed phone number. This number is programmed by the
mailbox owner. When called you are prompted to enter a password to receive new
messages.
URGENT MESSAGE NOTIFICATION
If your personal mailbox options allow urgent messages to be left, you will be
notified ONLY if someone leaves you an URGENT message.
MESSAGE PURGING
If people do not delete old messages there is a possibility that the disk drive may
become full. CADENCE has automatic routines that will remove old messages if
the disk becomes full. Messages are purged (deleted) after a programmable num-
ber of days, but only if the disk drive is more than a programmable percentage full.
Any mailbox can be made exempt from this automatic purge.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999 
						

							3.3.6
MESSAGE SENDING
When sending (or forwarding and copying) the following options are available:
APPEND TO MESSAGE
When you compose, forward or copy a message to another mailbox or group you
can add your own additional comments to it.
FUTURE DELIVERY
When sending or forwarding messages, mailbox owners have an option of future
message delivery. A time and date can be specified and the message will be
delivered automatically.
PRIVATE MESSAGES
When leaving a message you can mark it as private. Private messages cannot be
sent or forwarded to another mailbox.
URGENT MESSAGES
Callers may mark a message as urgent, these messages are given a higher prior-
ity by the mailbox message notification system and will be played first during mes-
sages retrieval.
ORDER OF MESSAGE PLAY (LIFO, FIFO)
Each mailbox has the option of playing messages, oldest first or newest first. A
separate setting is available for both new messages and saved messages.
PERSONAL OPERATOR
Individual operator can be assigned to each mailbox. When a caller dials 0 during
or after hearing the mailbox personal greeting of the mailbox, he or she will be
transferred to the mailbox (station) assigned as the operator for the original mail-
box. If no per-mailbox operator is assigned, the caller is transferred to the system-
wide operator.
QUESTION AND ANSWER BOX
A mailbox can be set up to conduct a survey. Multiple questions can be asked to
the caller and as the caller responds to each one, the results are then collated and
placed in a designated mailbox for easy retrieval.
SELF MEMO
Simply press ## and leave a message in your own mailbox as a reminder.
WAKE UP
This feature allows mailbox owners to program wake up or reminder calls, for a
specific time. Up to three wake up calls, each with a different number can be made
from each mailbox.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999 
						

							3.4.1
3.4 ADMINISTRATION FEATURES
ACTIVITY LOGGING
ADMINISTRATION MAILBOX
AUTOMATIC MAINTENANCE UTILITY
AUTOMATIC SETUP
DATABASE BACKUP
DISK ALARM
EASY MAILBOX DUPLICATION
MAILBOX PROGRAMMING
MULTILEVEL SECURITY CODE CONTROLON LINE ADMINISTRATION
PRE PROGRAMMED DEFAULT SETTINGS
PROGRAMMABLE MBX # LENGTH
PROGRAMMING
DTMF
PC PROGRAMMING
REAL TIME DISPLAY OF SYSTEM ACTIVITY
SYSTEM REPORTS
ACTIVITY LOGGING
Voice mail logs all of its activities to provide a detailed information about such
events as messages left, beeper notification attempts and audiotext mailbox ac-
cess. The log file has a text comma delimited format (CSV), so customers may use
any report generating software that is capable of importing data in this format (e.g.
Microsoft Access).
ADMINISTRATOR MAILBOX
Used for ongoing system administration. It allows access to advanced program-
ming features.
AUTOMATIC MAINTENANCE UTILITY
Maintenance and integrity checks are periodically performed to ensure file struc-
tures and unfragmented disks.
AUTOMATIC SETUP
An automatic set up sequence takes place when CADENCE is initialized. Informa-
tion is exchanged to set the CADENCE date and time and create mailboxes ac-
cording to the system extension numbers.
DATABASE BACK UP
Any information on the disk drive can be backed up for emergency situations, even
messages and prompts can be saved.
DISK ALARM
As the hard disk reaches capacity, an alarm is generated at a designated keyset to
inform the system administrator. The percentage full and alarm destination are
programmable.
EASY MAILBOX DUPLICATION
After creating one mailbox with a certain set of options and attributes it can be
easily duplicated. For example mailbox 225 can be duplicated as all mailboxes
from 250 to 290. All mailboxes attributes are duplicated except the extension num-
ber.
CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   SEPTEMBER 1998 
						

							MAILBOX PROGRAMMING
Allows or limits the available system features for each mailbox.
MULTI LEVEL SECURITY CODE CONTROL
A multilevel security system allows up to three different people access to different
programming options.
ON LINE ADMINISTRATION
Almost all the system administration can be performed while the system is up and
running. This represents a tremendous advantage to a busy company.
PRE PROGRAMMED DEFAULT SETTINGS
All of the programming options in CADENCE come with a default value. This means
CADENCE works right out of the box and there is less programming for the techni-
cian.
PROGRAMMABLE MBX # LENGTH
Mailboxes can be two or three digits in length.
PROGRAMMING
Administration is accomplished in either of two ways:
DTMF
Voice prompted programming using any tone telephone (on site or remote). Dial
into CADENCE, enter a password and follow the instructions as you are guided
through each step in plain English. There are no special commands or program-
ming.
PC PROGRAMMING
A PC or laptop may be connected to the CADENCE card to provide full screen
administration, or connect through a modem and program remotely.
REAL TIME DISPLAY OF SYSTEM ACTIVITY
If a PC is connected to CADENCE, it can display a log of system activity. This log is
a useful troubleshooting tool, and can also be saved to the CADENCE hard drive.
SYSTEM REPORTS
Several system reports are available at a connected PC. Alternatively a data file
can be exported and manipulated by a third party program to produce customer
reports.
3.4.2 CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   SEPTEMBER 1998 
						

							3.5 FAX FEATURES
BROADCAST FAX
COVER DOCUMENT
FAX ID
FAX MAIL
FAX ON DEMAND
FAX ONLY MAILBOX
FAX TONE RECOGNITIONFAX AND VOICE MAILBOX
INTERNATIONAL DIALING BLOCK
OPTIONAL COVER PAGE
SAME CALL AND FAX BACK TRANSMISSIONS
SET NUMBER OF DOCUMENTS PER CALL
TIME AND DATE STAMP
VOICE COMMENTS
BROADCAST FAX
A fax can be broadcasted to a group of fax mailboxes for easy distribution, or a list
of up to ten external fax machines.
COVER DOCUMENT
An optional cover document can be added to all faxes sent from the CADENCE fax
on demand system.
FAX I.D.
An unique ID or name can be programmed into CADENCE to identify the faxes
sent from CADENCE. The ID will appear at the top of any faxes sent.
FAX MAIL
Any mailbox within CADENCE can also accommodate faxes. This allows each
mailbox owner the advantages of having their own private fax mailboxes. Callers
do not have to wait for a fax machine in the company to become free, they can send
a private fax directly to a fax mailbox. Mailbox owners who receive faxes can redi-
rect the fax to any fax machine so that it can be read.
FAX ON DEMAND
Callers may access CADENCE and request information, which will then be auto-
matically faxed to them. Up to 999 documents can be stored in CADENCE. The
documents are retrieved through a menu system allowing the caller to make single
digit selections. The documents can be sent on the same call or if allowed in CA-
DENCE programming as a call back to a fax machine specified by the caller.
FAX ONLY MAILBOX
Mailboxes can be defined as fax only. No voice mail message can be left at these
mailboxes.
FAX TONE RECOGNITION
If CADENCE receives a call and detects a fax tone, it will automatically switch the
call to a fax extension. If the fax is busy, CADENCE can store the fax in a fax mail-
box.
3.5.1 CADENCEGENERAL DESCRIPTION
GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3   JULY 1999