Cadence Voice/fax Mail General Description Manual
Have a look at the manual Cadence Voice/fax Mail General Description Manual online for free. It’s possible to download the document as PDF or print. UserManuals.tech offer 2 Cadence manuals and user’s guides for free. Share the user manual or guide on Facebook, Twitter or Google+.
7If this is correct press 1, to re enter it press 2, to exit without saving press 3. 8If the entered value is correct press 1. 9Press # to exit or hang up. 3.2.19SET RINGS AT EXTENSION •This parameter determines the number of rings CADENCE should wait before transferring callers to the extension’s voice mailbox. •The factory default setting is 4 rings. This option is only valid in a CADENCE supervised call transfer. 1Dial option code 1406. 2The current value will be played. 3To hear the current value press 1, to enter a new value press 2, to hear the range of valid values press 3. 4Press 2 to enter new value. 5Enter the number of rings. 6The value you entered is played back to you. 7If this is correct press 1, to re enter it press 2, to exit without saving press 3. 8If the entered value is correct press 1. 9Press # to exit or hang up. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 MARCH 1999 3.2.10
CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 JULY 1999 3.3.1 3.3 SYSTEM PROGRAMMING This section deals with system programming. Sometimes it is possible to change just one piece of data such as a timer or destination mailbox to build an application but more often, customizing your system will involve multiple programming changes that all work together. Here is a list of the most common applications. Understanding these will give you a good overview of how CADENCE works. 3.3.1ANNOUNCE ONLY MAILBOX 3.3.2 AUTOMATIC CALL RECORD 3.3.3 BEEPER NOTIFICATION 3.3.4BROADCASTING MESSAGES 3.3.5CASCADE NOTIFICATION 3.3.6CUSTOMIZED MOH 3.3.7 DIAL BY NAME (DIRECTORY) 3.3.8HOLIDAY SETUP 3.3.9INTELLIGENT QUEUING 3.3.10MESSAGE FORWARDING 3.3.11OPERATOR MAILBOX 3.3.12OUTBOUND FOLLOW ME 3.3.13 PARK AND PAGE 3.3.14 PER MAILBOX OPERATOR 3.3.15QUESTION AND ANSWER 3.3.16 QUEUING CALLERS TO A STATION 3.3.17RECORDING AUTO ATTENDANT GREETINGS 3.3.18RETRIEVAL GROUP 3.3.19SET BUSINESS HOURS 3.3.20SET DAY/NIGHT MODE 3.3.21 SINGLE DIGIT DIALING 3.3.22 SINGLE DIGIT MENU 3.3.23 FAX ON DEMAND SETUP 3.3.24 LOADING FAX DOCUMENTS 3.3.25 FAX BROADCAST 3.3.26 OVERFLOW TO FAX MAILBOX
3.3.1ANNOUNCE ONLY MAILBOX ! !! ! !EXAMPLE ABC Corporation wishes to have one mailbox play directions to their facilities. Their greeting will say, “If you would like directions to our facility, please dial 111.” Once the caller dials 111, the directions will be played. After this message is played, the caller will be returned to the Main Menu Part 1 greeting. NOTE: This would usually be set up as a choice from a single digit menu. ! !! ! ! STEP BY STEP INSTRUCTIONS CREATE A NEW MAILBOX TO BE USED FOR ANNOUNCEMENT ONLY 1Go to the Administration Main Menu. 2Select mailbox 111. 3If the mailbox is not currently active, use option code 1400 to activate it. 4Select option code 1400 and make the extension number none by entering #. Normally setting no extension number would prevent auto attendant transfers to the mailbox, but setting voice mail only (step 6) will override this. SET THE MAILBOX TO PLAY ANNOUNCEMENTS ONLY 5Select option code 1403 and make the maximum messages 0. This will pre- vent messages from being left and return the caller to the main system greeting after the announcement. 6Select option code 1459 and make the mailbox voice mail only. This will pre- vent CADENCE from attempting any transfer. RECORD THE MAILBOX GREETING 7Record the personal greeting for this mailbox as any other mailbox greeting. 3.3.2 AUTOMATIC CALL RECORD ! !! ! !EXAMPLE A small service company wants to record ALL telephone conversations for station 203. The recordings should go into mailbox 257. ! !! ! ! NOTES The station user at 203 may have no knowledge that they are being recorded. Make sure that the use of this feature does not violate any legislation applicable to your area. You can only assign as many auto record stations as you have dedicated voice mail channels. Using MMC 501 you can set an intermittent tone to play to the parties being recorded. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 SEPTEMBER 1998 3.3.3
! !! ! !STEP BY STEP INSTRUCTIONS 1DCS programming, access MMC 743 (Auto Record). 2Select station 203. 3Select mailbox 257 for the recordings. 4Assign a specific channel. This channel will be reserved for this station’s con- versation recording. 5Select the type of call to record, incoming, outgoing or both. 6DCS programming access MMC 501 and set an intermittent record time if needed. 3.3.3BEEPER NOTIFICATION ! !! ! !EXAMPLE ABC Corporation wants to have the owner of mailbox 210 notified by beeper if a mes- sage is left in his mailbox. They wish for the beeper to display their mailbox number in the message field. ! !! ! ! NOTES Steps 5 and 6 below can be set through individual mailbox options by the mailbox owner. ! !! ! ! STEP BY STEP INSTRUCTIONS CONFIGURE THE MAILBOX TO PERFORM BEEPER NOTIFICATION 1Go to the Administration Main Menu. 2Select mailbox 210. 3If the mailbox is not currently active, use option code 1400 to activate it. 4Select option code 1424 and to allow outbound forwarding. 5Select option code 1425 and select beeper. 6Select option code 1426 and program the beeper number. 7At this point, the mailbox is configured to notify the mailbox owner on all mes- sages. To configure the mailbox to perform beeper notification on urgent mes- sages only, select option code 1462 and select 1 to allow urgent messages. 3.3.4BROADCASTING MESSAGES ! !! ! !EXAMPLE ABC Corporation wants to set up a technical support department. The manager of the department would like to have the ability to leave a message in one mailbox (280) which will then broadcast to all of the members in the department (225, 226 and 227). NOTE: If you would like CADENCE to transfer the incoming call (for 280) to the other CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 SEPTEMBER 1998 3.3.4
extensions in the group, and then if there is no answer take a message. Set this option code 1492 to 1 or 2. ! !! ! ! STEP BY STEP INSTRUCTIONS SET A MAILBOX AS A GROUP MAILBOX 1Go to the Administration Main Menu. 2Select a mailbox, for example 280. 3If the mailbox is not currently active, use option code 1400 to activate it. 4Select option code 1457 and make the mailbox a group mailbox. CONFIGURE THE MAILBOX AS A BROADCAST GROUP 5Select option code 1491 and make the group mailbox (280) a broadcast mail- box (option 0). ENTER THE GROUP MEMBERS 6Select option code 1493 and select number of group members as 3. 7Select option code 1494, 1495 and 1496, add extension 225, 226 and 227. 3.3.5CASCADE NOTIFICATION ! !! ! !EXAMPLE ABC Corporation wishes to establish an emergency technical support mailbox. The CADENCE System will notify the three technicians of any message left in mailbox 911. The technicians will be notified in a cascading fashion such that Technician 1 will be notified immediately. If Technician 1 does not respond within 15 minutes, Technician 2 will be notified. If Technician 2 does not respond within 10 minutes, Technician 3 will be notified. Five minutes later, the cycle will begin again for a maximum of three tries for each technician. ! !! ! ! NOTES On CADENCE systems there is a maximum of 40 members per group. Please note that you must enter the members in the order you wish to have the mailbox owner notified of the message. ! !! ! ! STEP BY STEP INSTRUCTIONS CONFIGURE A DISPATCH GROUP MAILBOX 1Go to the Administration Main Menu. 2Select a mailbox, for example 911. 3If the mailbox is not currently active, use option code 1400 to activate it. 4Select option code 1457 and make the mailbox a group mailbox. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 SEPTEMBER 1998 3.3.5
SELECT DISPATCH FOR THE GROUP SETUP OF THE MAILBOX THAT WAS CREATED 5Select option code 1491 and make the group mailbox a dispatch mailbox (op- tion 1). This will ensure that whenever a technical retrieves a message it will be removed from all the group mailboxes. ENTER THE GROUP MEMBERS 6Select option code 1493 and select number of group members as 3. 7Select option code 1494, 1495 and 1496, add extension 210, 220 and 250. CONFIGURE THE INDIVIDUAL MAILBOXES TO PERFORM BEEPER NOTIFICATION Enter the phone number of the beeper in the FWD NUM field. Please note that this number should be entered as it would be dialed. Do not however include any digits required for an outside line by the switch. 8Go to the Administration Main Menu. 9Select mailbox 210. 10If the mailbox is not currently active, use option code 1400 to activate it. 11Select option code 1424 to allow outbound forwarding. 12Select option code 1425 and select beeper. 13Select option code 1426 and program the beeper number. 14Repeat steps 10 to 13 for mailboxes 220 and 250. SET NOTIFICATION DELAY AND ATTEMPTS FOR EACH MAILBOX Next we must configure the three fields which pertain to the notification cycle. The three entries we must make for each mailbox are: Option code 1443 Notify delay Option code 1444 Number of notifies Option code 1445 Notify time Since we want a delay between pages, make the following settings for each mailbox. Technician 1Technician 2Technician 3 Notify Delay 0 15 25 Number Notifies 3 3 3 Notify Time 40 40 40 CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 SEPTEMBER 1998 3.3.6
3.3.6CUSTOMIZED MOH ! !! ! !EXAMPLE XYZ Company wants callers placed on hold to hear an announcement explaining their product line. NOTE: When a caller is on hold listening to the announcement, the announcement will be repeated continuously. ! !! ! ! STEP BY STEP INSTRUCTIONS RECORD THE ON HOLD ANNOUNCEMENT 1To record the CADENCE “on hold” messages, go to the Administration Main Menu and select option 5 for recording default system prompts. 2Enter the prompt number to record (valid numbers are from 5000 to 5099). 3Record the announcement for your MOH. These messages may be voice an- nouncements, music, or both. It is recommended that these messages be at least 30 seconds in length. PROGRAM THE DCS 4In MMC 748 assign a specific channel for the prompt number specified in step 2. 5In MMC 408 assign each trunk to use the MOH associated with the channel specified in step 4. 3.3.7 DIAL BY NAME (DIRECTORY) ! !! ! !EXAMPLE ABC Corporation wishes to give callers the ability to dial 411 to enter into an employee directory. After dialing 411, the caller will be requested to enter up to the first three letters of the last name of the person they are trying to reach. If a match is found, the caller will be transferred to his/her extension. ! !! ! ! STEP BY STEP INSTRUCTIONS SET THE MAILBOX NUMBER TO BE USED AS THE DIRECTORY MAILBOX 1Go to the Administration Main Menu. 2Select operation/configuration. 3Select option code 1216 and enable the name search (corporate directory) fea- ture. 4Select option code 1204 and set the directory MB. By default this field is set at 002, (however a caller can simply dial 2, leading digits are ignored). Using the above application example, enter 411 in this field. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 SEPTEMBER 1998 3.3.7
SET HOW THE SYSTEM WILL SEARCH FOR THE NAMES (i.e. by first name, last name, etc.) 5Select option code 1246 and set the name search method. 0General Prompts the caller to enter up to the first three letters of the first or last name of the person they are trying to reach. 1FirstPrompts the caller to enter up to the first three letters of the first name of the person they are trying to reach. 2Last Prompts the caller to enter up to the first three letters of the last name of the person they are trying to reach. RECORD AND ENTER THE NAME FOR EACH MAILBOX OWNER Each mailbox owner that wants to be included in the directory must enter and record their name in mailbox programming. 3.3.8HOLIDAY SETUP ! !! ! !EXAMPLE ABC Corporation wants the voice mail system to automatically answer with a special greeting on July 4 th. ! !! ! ! NOTES Option codes 1320 to 1335 can be used to delete existing holidays. ! !! ! ! STEP BY STEP INSTRUCTIONS SET UP THE HOLIDAY 1Go to the Administration Main Menu and select option 1 for operation and con- figuration. 2Select an option from 1370 to 1385 and select a holiday number to edit (or add). 3Select option 1336 and select day based. 4Select option 1337 and enter 04 for the day of the month. 5Select option 1338 and select 06 for July. DEFINE THE PARTS OF THE SYSTEM GREETING 6Select options 1341 to 1344 and select the four parts of the main greeting to play. RECORD THE SYSTEM GREETING 7Go to the Administration Main Menu and select option 4 for recording holiday greeting. 8Record the 4 parts of the holiday greeting. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 SEPTEMBER 1998 3.3.8
3.3.9 INTELLIGENT QUEUING ! !! ! !EXAMPLE ABC Corporation wants to set up a technical support department. They want to prompt the callers to dial 200 for technical support. Once the callers enter 200, they will be transferred to extension 210. If that extension is busy or if there is no answer, they will be transferred to extension 250. If that extension is busy or if there is no answer, they will be prompted to leave a message. ! !! ! ! NOTES Although distributed call processing is supported by the DCS, the DCS Auto Attendant card offers greater flexibility for UCD, this voice mail option does have the ability to inform callers of their position in queue. The only disadvantage is that callers on hold require a channel of voice mail. Therefore for heavy use we suggest you use the DCS AA/UCD Card. ! !! ! ! STEP BY STEP INSTRUCTIONS SET A MAILBOX AS A GROUP MAILBOX 1Go to the Administration Main Menu. 2Select mailbox 200. 3If the mailbox is not currently active, use option code 1400 to activate it. 4Select option code 1457 and make the mailbox a group mailbox. 5Select option code 1491 and make the group mailbox an ACD mailbox (option 2). SELECT CALL DISTRIBUTION METHOD 6Select option code 1492 and select top down (option 1). ENTER THE GROUP MEMBERS 7Select option code 1493 and select number of group members as 3. 8Select option code 1494, 1495 and 1496, add extension 210, 220 and 250. Please note that you must enter the members in the order in which you wish to have the extensions hunt. Using our application example, please enter 210 as the first member, 220 as the second member, and 250 as the third member. SET THE GROUP MEMBER’S MAILBOXES TO PERFORM SUPERVISED TRANSFERS BY DISABLING NO CALL PROGRESS 9Go to the Administration Main Menu. 10Select mailbox 210. 11Select option code 1455 and turn ON call progress. 12Repeat steps 9, 10 and 11 for the other members of the group. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 JULY 1999 3.3.9
REMOVE ALL CALL FORWARDING FROM THE GROUP MEMBERS TELEPHONES 13In the phone system, remove all call forwarding from the extensions included in the ACD call queue group. 3.3.10MESSAGE FORWARDING ! !! ! !EXAMPLE ABC Corporation would like every messages left in mailbox 111 to be forwarded to mailbox 120 after three days. Each message that is forwarded will be removed from mailbox 111. NOTE: You can set a value of 0 in step 5 below. This will cause any message left in mailbox 111 to be forwarded immediately. ! !! ! ! STEP BY STEP INSTRUCTIONS SET THE MAILBOX TO WHICH MESSAGES WILL BE FORWARDED 1Go to the Administration Main Menu. 2Select mailbox 111. 3If the mailbox is not currently active, use option code 1400 to activate it. 4Select option code 1409 and set the destination mailbox as 120. SET THE NUMBER OF DAYS TO WAIT BEFORE FORWARDING NEW MESSAGES 5Select option code 1408 and set the number of days to 3. 3.3.11OPERATOR MAILBOX ! !! ! !EXAMPLE ABC Corporation’s attendant is at extension 201. When a caller presses 0, they would like the caller to be transferred to extension 201. During the evening and weekend hours however, callers should be transferred to mailbox 200. ! !! ! ! STEP BY STEP INSTRUCTIONS CONFIGURE THE GREETING NUMBERS IN THE OPERATIONS SCREEN 1Go to the Administrators Main Menu. 2Select operation/configuration. 3Select option code 1240 and set the operator mailbox in the day mode to 201. 4Select option code 1241 and set the operator mailbox in the night mode to 200. In this case callers will be transferred to extension 200 first (if it exists). To go directly to a mailbox delete the extension number from mailbox 200. CADENCESYSTEM ADMINISTRATION GENERAL DESCRIPTION AND SYSTEM ADMINISTRATION PART 3 JULY 1999 3.3.10