Cadence Voice/fax Mail General Description Manual

							3.3.12OUTBOUND FOLLOW ME
! !! !
!EXAMPLE
ABC Company wants callers reaching mailbox 210 to be transferred to an off-site loca-
tion.
NOTE: This will only work with calls processed through the auto attendant.
! !! !
!
STEP BY STEP INSTRUCTIONS
CONFIGURE THE MAILBOX TO PERFORM BEEPER NOTIFICATION
1Go to the Administrators Main Menu.
2Select mailbox 210.
3If the mailbox is not currently active, use option code 1400 to activate it.
4Select option code 1424 and allow outbound forwarding.
5Select option code 1425 and select outbound notification.
6Select option code 1426 and program the outbound number.
3.3.13 PARK AND PAGE
! !! !
!EXAMPLE
The warehouse supervisor (mailbox 233) does not have a phone but uses any one of
several stations. He wants to be paged for all calls. If he cannot get the call he wants a
message left in mailbox 233.
! !! !
!
NOTES
Each mailbox can be set for no page, optional page or always page. If the mailbox
has call screening turned on, the page announcement will also play the caller’s name.
This feature will work only for new calls processed through the auto attendant.
! !! !
!
STEP BY STEP INSTRUCTIONS
1Go to the Administration Main Menu.
2Select mailbox 233.
3If the mailbox is not currently active, use option code 1400 to activate it.
4Select option code 1461 and set the page option to 1 for always page.
When hearing the page the warehouse supervisor (or anyone else) can dial 10 plus
the trunk number (specified in the announcement) and be connected with the call.
3.3.14PER MAILBOX OPERATOR
! !! !
!EXAMPLE
The president (extension 287) wants anyone dialing 0 from his mailbox to go to his
personal assistant at extension 233.
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							! !! !
!STEP BY STEP INSTRUCTIONS
1Go to the Administration Main Menu.
2Select mailbox 287.
3If the mailbox is not currently active, use option code 1400 to activate it.
4Select option code 1441 and allow personal operator.
5Select option code 1442 and set the destination mailbox to 233.
3.3.15QUESTION AND ANSWER
! !! !
!EXAMPLE
An advertising company wishes to automate the process of the placement of maga-
zine ads. The questions that need to be answered are as follows:
–Name & billing address of the company
–Telephone number
–Size of the ad
–Number of publications to run the ad
–Credit card type
–Credit card number & expiration date
After the information is recorded, the advertising firm wants CADENCE to say, “Thank
you for your order”. All of the answers will be stored in mailbox 200.
! !! !
!
STEP BY STEP INSTRUCTIONS
CREATE AUDIOTEXT/QUESTION & ANSWER MAILBOXES
1Go to the Administration Main Menu.
2Select mailbox 220 (any unused mailbox will do).
3If the mailbox is not currently active, use option code 1400 to activate it.
4Select option code 1486 and make this mailbox an audiotext mailbox.
5Select option code 1488 and select record response.
6Select option code 1545 and select the number of the mailbox to ask the next
question.
7Select option code 1546 and enter 200 for the number of the mailbox to store
the result.
8If the answer to this question is a required answer enter a 1 in option code 1547.
9Repeat steps 1 through 8 for the other questions.
10In the last mailbox select option code 1487 and set Hang up when played to
yes.
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							RECORD THE QUESTIONS
11Record all of the questions by performing the following steps:
–Call into the CADENCE and press ✱ + [Mailbox Number Of The Question].
–When prompted, enter the access code.  Please note that the default ac-
cess code is 9876.
–Follow the prompts to record the question.
3.3.16QUEUING CALLERS TO A STATION
! !! !
!EXAMPLE
ABC Corporation wants to allow callers to hold for extension 222 if the extension is
busy.
! !! !
!
NOTES
Although this can be achieved in the DCS software by programming the station in a
group and assigning multiple call buttons or using the DCS AA / UCD card, the CA-
DENCE system allows waiting callers to hear their place in queue.
The down side of this however is that each waiting caller after the first one, occupies a
CADENCE channel.
When the first and last hold message are set, CADENCE will play all messages in
between in order, until the last (hold end) is reached. At that point the last message will
repeat until the call is answered. The mailbox must have an extension number for this
to work.
! !! !
!
STEP BY STEP INSTRUCTIONS
SET THE MAILBOX TO ALLOW HOLD FUNCTIONALITY
1Go to the Administration Main Menu.
2Select a mailbox, for example 222.
3If the mailbox is not currently active, use option code 1400 to activate it.
4Select option code 1446 and allow HOLD for this mailbox.
SET THE MAILBOX TO PERFORM SUPERVISED TRANSFERS BY DISABLING
NO CALL PROGRESS
5Go to the Administration Main Menu.
6Select mailbox 222.
7Select option code 1455 and turn ON call progress.
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							SET OTHER CADENCE PARAMETERS ASSOCIATED WITH
CALLS HOLDING IN QUEUE
8Select option code 1447 and set the beginning hold message.
9Select option code 1448 and set the last hold message.
10Select option code 1449 and set the maximum callers allowed to hold for this
station.
11Select option code 1450 to determine if the caller should be played their place
in queue.
12Select option code 1451 and set the option to hold for an extension during a no
answer status. It is advisable to set this to no.
SET OTHER CADENCE SYSTEM WIDE PARAMETERS ASSOCIATED
WITH CALLS HOLDING IN QUEUE
13Go to the Administration Main Menu.
14Select operation / configuration.
15Select option code 1222 and set the length of time CADENCE waits before re-
trying a busy extension.
16Select option code 1221 and set the number of times CADENCE attempts to
transfer the caller to a busy extension before prompting the caller with an op-
tion to continue holding.
17Select option code 1220 and set the maximum number of callers allowed to
hold in the system queue at the same time.
REMOVE CALL FORWARDING FROM THE STATION IN THE PHONE SWITCH
18In the phone switch, disable call forwarding on all stations which have hold
options enabled.
3.3.17RECORDING AUTO ATTENDANT GREETINGS
! !! !
!EXAMPLE
ABC Corporation wants to record a welcome message to be played to new callers
during the day.
! !! !
!
NOTES
In addition to recording the parts of the system greeting, you may record any particular
prompt by number.
Prompts 00 – 99 may be recorded using option 6 from the record system greetings
menu.
Prompts 1000 – 5999 may be recorded using option 5 from the administration main
menu.
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							! !! !
!STEP BY STEP INSTRUCTIONS
1Access the administrator’s mailbox (mailbox 999) and at the system adminis-
tration main menu select option 2 to record the system greetings.
2Select day greetings by pressing 1.
3Select welcome message by pressing 1.
4Record the new welcome message.
5Repeat as necessary for other greeting parts (see section 2.1 for default greet-
ings).
3.3.18RETRIEVAL GROUP
! !! !
!EXAMPLE
ABC Corporation wants to give the technical support manager access to all three of
the technical support mailboxes.  By accessing mailbox 200, the technical support
manager will be able to retrieve the messages from mailboxes 210, 220, and 250.
NOTE: The retrieval group is not designed to work with message wait notification. It is
designed only to allow access to its member’s messages.
! !! !
!
STEP BY STEP INSTRUCTIONS
SET A MAILBOX AS A GROUP MAILBOX
1Go to the Administration Main Menu.
2Select a mailbox, for example 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.
SELECT RETRIEVAL FOR THE GROUP TYPE OF THE MAILBOX
THAT WAS CREATED
5Select option code 1491 and make the group mailbox a retrieval mailbox (op-
tion 3).
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.
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							When mailbox 200 is accessed the mailbox owner will be played all the messages
that exist in 210, 220 and 250.
3.3.19SET BUSINESS HOURS
! !! !
!EXAMPLE
ABC company wants to setup business hours to automatically change from day to
night greeting, the business hours are from 9:00 a.m. to 5 p.m.
NOTES: This will only take effect if CADENCE is set to not follow the DCS DAY/NIGHT
mode.
! !! !
!
STEP BY STEP INSTRUCTIONS
1Go to the Administration Main Menu
2Select operation/configuration
3Use one of the following options:
–To set general business hours (Monday through Friday, weekends are con-
sidered night: 1347).
–To select a day of the week: Saturday – 1348 to Friday – 1354
–To set for every day: 1357
–Start of period 1: 1358. End of period 1: 1361. Operating mode: 1364
–Start of period 2: 1359. End of period 2: 1362. Operating mode: 1365
–Start of period 3: 1360. End of period 3: 1363. Operating mode: 1366
–Operating mode for all other times: 1367
When the system mode of operation is set to Auto. The business hours schedule de-
fined here will automatically switch between day and night. If the auto option in sys-
tem operating mode is not used, the business hours setting has no effect.
The business hours determine which mode the system is in (day or night mode). The
CADENCE system will use the values entered to determine when to switch between
the day or night time modes of operation.
3.3.20SET DAY/NIGHT MODE
! !! !
!EXAMPLE
A small Real Estate office needs CADENCE to play a specific greeting at night inform-
ing the callers of the regular business hours.
! !! !
!
NOTES
This option controls the system operation mode. This mode dictates time dependent
system activities, such as, which welcome message to play, day transfer only mail-
boxes, etc. If CADENCE is programmed to follow the DCS DAY/NIGHT setting, chang-
ing this will only last until the next DCS change.
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							Options include:
0Automatic This option activates either the day or night time mode of operation,
according to the system’s time and the set business hours. This op-
tion is the factory default setting.
1Day Mode When activated, this option will place the CADENCE in day mode.
This option forces the system to remain in day mode indefinitely, until
it is changed.
2Night Mode When activated, this option will place the CADENCE in night mode.
This option forces the system to remain in night mode indefinitely,
until it is changed.
! !! !
!
STEP BY STEP INSTRUCTIONS
SET AUTO MODE
1Go to the Administration Main Menu.
2Select operation/configuration
3Select option 1238
4Enter 0 for Auto, 1 for Day, 2 for Night
3.3.21SINGLE DIGIT DIALING
! !! !
!EXAMPLE
ABC Corporation wishes to have callers routed to a menu of options when the caller
enters 200 for the sales department. The menu will say, “For widget sales, press 1. For
computer sales, press 2. For software sales, press 3”. The call will then be routed to
the appropriate extension based upon what the caller chooses.  If the caller presses 1,
they will be transferred to extension 110. If the caller presses 2, they will be transferred
to extension 111. If the caller presses 3, they will be transferred to extension 112.
! !! !
!
NOTES
This is accomplished through an audiotext mailbox. This will work in a similar manner
to the single digit menu, but will disconnect if the caller does not make any input. The
single digit menu is available at the main system greeting only. An audiotext box can
exist anywhere in the system.
! !! !
!
STEP BY STEP INSTRUCTIONS
CREATE AUDIOTEXT MAILBOXES
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 1423 and make the mailbox an audiotext mailbox.
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							MAP THE APPROPRIATE MAILBOXES TO THE SINGLE DIGIT NUMBERS
OF THE AUDIOTEXT MAILBOX
5Enter the mailbox that corresponds to the caller by pressing 1 in option code
1477. Using the application example, enter 110 in this field.
6Repeat step 5 for any remaining digits.  In our application example, enter 111
in the ‘2’ MB field (option code 1478) and 112 in the ‘3’ MB field (option code
1479).
RECORD THE GREETINGS FOR THE AUDIOTEXT MAILBOXES
7Record the greeting for this audiotext menu by calling into the CADENCE sys-
tem.
8When the welcome greeting plays, press ✱ + [Mailbox Number].  In the above
application example enter ✱ + [200].
9Enter the mailbox’s access code when prompted.  Please note that the default
access code is 
9876.
10The system will immediately prompt for the recording of a new greeting.
3.3.22SINGLE DIGIT MENU
! !! !
!EXAMPLE
ABC Company wants to offer callers the ability to dial one digit and reach a specific
department. Example:
“For sales, press 3
For Technical support, press 4
For Marketing, press 5
For Product demo, press 6”
! !! !
!
NOTES
Following the Main Menu part 1 message, CADENCE plays the single digit menu (if it
has been activated).
A Single Digit Menu (SDM) may be used as a directory of departments, services, ex-
tensions, etc., and makes CADENCE easier to use for first time callers. When hearing
the SDM, callers will only have to enter one digit in order to be transferred to the de-
sired extension or department.
! !! !
!
STEP BY STEP INSTRUCTIONS
ACTIVATE THE SINGLE DIGIT MENU
1Go to the Administration Main Menu.
2Select operation/configuration
3Select option 1261
4Activate the Single Digit Menu
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							ACTIVATE THE SINGLE DIGIT MAILBOX OPTIONS
5Select an option between 1263 and 1270 (digits 1–8)
6Assign the mailbox number for each digit
7Activate the mailboxes you have assigned
8Record the single digit menu using the system administration option for re-
cording greetings.
3.3.23 FAX ON DEMAND SETUP
! !! !
!EXAMPLE
A company wants to set up a fax on demand system that will allow callers to request
faxes to be sent to them automatically.
! !! !
!
NOTES
Fax On Demand works in conjunction with Audiotext boxes that allow callers to select
multiple documents. If you want access to more than nine documents, you must orga-
nize your documents via audiotext trees.
To make faxes available to callers, they must be faxed into the CADENCE system (see
LOADING FAXES).
! !! !
!
STEP BY STEP INSTRUCTIONS
SET A MAILBOX AS AN AUDIOTEXT MAILBOX
1Go to the Administration Main Menu
2Select a mailbox, for example 333
3If the mailbox is not currently active, use option code 1400 to activate it
4Select option code 1486 and make it an audiotext mailbox
ASSIGN THE AUDIOTEXT MAILBOX AS A FAX ON DEMAND SYSTEM
5Select option code 1489 to enable this box as faxback
6Assign document numbers (001 – 998) to the individual single digit selections
using option code 1477 – 1485
7Assign 999 to the single digit that you wish to use for “no more documents”.
When the caller selects this digit (equal to 999) the fax sending process will
begin.
3.3.24 LOADING FAX DOCUMENTS
! !! !
!STEP BY STEP INSTRUCTIONS
1Dial into the CADENCE system from a local fax machine and access the system
administrator’s menu (mailbox 999)
2At the administrator menu, select option 1707
3Select 3 for advanced options
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							4Enter security code (1786)
5Enter option code 1707 and you will be prompted for a document number
6Enter a document number between 001 and 998
7When prompted press the send button on your fax machine to load the docu-
ment
3.3.25 FAX BROADCAST
! !! !
!EXAMPLE
A company wants to set up an easy method for distributing faxes to its seven regional
sales teams.
! !! !
!
NOTES
A fax broadcast mailbox can be used to broadcast a fax to up to 10 fax numbers.
! !! !
!
STEP BY STEP INSTRUCTIONS
SET UP A MAILBOX WITH FAXBROADCAST AND FAXOK (OR FAXONLY)
ATTRIBUTES
1Go to the Administration Main Menu
2Select a mailbox, for example 333
3If the mailbox is not currently active, use option code 1400 to activate it
4Select option code 1468 or 1469 and make it a Fax OK or Fax only mailbox
SEND DOCUMENTS THAT YOU WANT TO BROADCAST TO THAT MAILBOX
You can do this by calling from a fax machine or Fwd / Send the fax from another
mailbox.
– MARK THE DOCUMENTS YOU WISH TO BROADCAST
Call CADENCE from the phone as if you are going to listen to faxes
Mark the documents you wish to broadcast, and enter the fax receiving menu
– CREATE THE FAX BROADCAST LIST
From the menu “To receive marked faxes press 1, to receive all faxes press 2, to
set the default fax number press 3, to edit the fax broadcast list press 4.”, select
4 to edit the fax broadcast list
Follow the prompts and enter up to ten fax numbers into the list. CADENCE
saves the fax broadcast list (one per mailbox), so the user does not have to
enter all the fax numbers every time.
– BROADCAST THE FAXES
Return to the “To receive marked faxes press 1...” menu
Select option 1 or 2
From the next menu, select option 4 (“To broadcast faxes to the existing broad-
cast list”).
NOTE: No sending confirmation report is available
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