Comdial Dsu II LCD Speakerphone System Reference Manual

							2.12 Transferring Calls To The Voice Mail System
As the attendant, you will not always have time to hand-write messages
for all of the people in your group. Transferring some calls to a voice
mail system provides an easy, efficient way for callers to record lengthy
messages to be retrieved by individual station users later.
You can program your attendant’s telephone so that you will be able to
transfer calls to voice mail by pressing a single button (known as the
Transfer To Voice Mailautodial button).
·To program a Transfer To Voice Mail autodial button at your
telephone,
1. PressINTERCOM.
2. DialSS1.
3. Press programmable button forTransfer To Voice Mailautodial
button location.
4. Dial6.
5. Dial extension number plus “2 of the voice mail station port.
6. PressSPEAKERto end. (Label button location.)
·To transfer calls to the voice mail system,
1. While on a call, press preprogrammedTransfer To Voice Mail
autodial button.
2. Dial extension number followed by “2 of party to receive voice
mail message. The system will automatically dial into voice mail
and direct the message to the appropriate voice mail location for
later retrieval.
2.13 Transferring Recalls To A
Secondary Attendant Telephone
The system installer can arrange for another telephone (station 12) to
serve as a secondary attendant location. When this feature is enabled
through programming, incoming calls ring at the regular (or prime)
attendant’s station, but recalls from unanswered transfers or timed hold
recalls will ring at both attendant stations simultaneously. Neither the
prime attendant nor the alternate attendant can program the feature
directly; only the installer, through class of service programming, can
enable or disable the alternate attendant.
GCA70–245 Programming The Attendant Features
LCD Speakerphone Reference Manual 2–21 
						

							2.14 Digital Voice Announcing (DVA)
Digital voice announcing (DVA) plays pre-recorded announcements
and messages during an in-progress call. The DVA stores the
pre-recorded messages in its memory for recall when needed. While
the DVA is not an automatic attendant, it does provide custom-recorded
automated voice prompts and dialing instructions to callers.
You can store the customized messages into the DVA device in one of
two ways: by delivering them from the telephone handset at station 10
or 12 or by playing the contents of a professionally-supplied tape
recording into the DVA memory. (See your system installer for tape
recorder connection details.) The DVA provides up to four unique
messages. The total available message time is two minutes, and you can
divide this time as necessary among the four messages or use the entire
two minutes for one message if needed. Because of the time
constraints, it is a good practice to script your messages ahead of time
so that you can read them aloud in a clear and concise manner as you
store them in the DVA memory [see IMI66–107 (DSU) or IMI66-132
(DSU II) for more information].
In general, the voice prompt messages are of four categories illustrated
in the following examples:
·Day answer messages
—For DCD callers—Welcome to Acme’s sales department, all of
our agents are busy. Please stay on the line and an agent will
answer your call as soon as possible.
For DISD callers—“Welcome to Acme Company. If you know
your party’s extension, dial it now; otherwise, stay on the line and
an attendant will answer your call.”
·Night answer messages
—For DCD callers—“Welcome to Acme’s sales department. Our
hours are eight to four-thirty Monday through Friday. Please call
tomorrow during those hours.”
For DISD callers—Welcome to Acme Company. Our hours are
eight to four-thirty Monday through Friday. Please call tomorrow
during those hours.
·Recall messages
—For DCD callers—Please hold; an agent will be with you as soon
as possible.
For DISD callers—“The party you have called is not available.
Please dial a new extension number.”
For DISD callers to systems that have the Tracker paging system
installed—“The party you have called is not available. Please
dial a new extension number or dial # plus your call-back number
followed by another # to page your party.”
Programming The Attendant Features GCA70–245
2–22 LCD Speakerphone Reference Manual 
						

							·Drop message
—“Thanks for calling Acme, good bye.”
·Storing DVA messages
1. PressINTERCOM,thendialS#08.
2. Choose the message style.
—Dial1for DISD message style.
Dial2for DCD message style.
3. Select DVA station ports.
4. Dial10–57or pressC10–C57(LED On = Selected).
Then press#.
5. Press#to erase all four messages.
6. Dial code for message type you wish to record.
—Dial5to record day answer message.
—Dial6to record night answer message.
—Dial7to record recall message.
—Dial8to record drop message.
—Dial9to stop recording.
7. Read the message aloud into the telephone handset mouthpiece.
Note the length of time for the message. Remember, the
maximum allowed time for messages is two minutes.
—OR—
—Start the audio tape recorder, and play the pre-recorded message.
8. PressSand repeat steps 5–7 for each message.
9. Dial code to listen to your recorded messages.
—Dial1to play day answer message.
—Dial2to play night answer message.
—Dial3to play recall message.
—Dial4to play drop message.
—Dial9to stop playback.
10. To erase all four messages, press #.
11. To record or play messages for another DVA, pressSand repeat
steps 2–8.....Continuedonnextpage
GCA70–245 Programming The Attendant Features
LCD Speakerphone Reference Manual 2–23 
						

							2.14 Digital Voice Announcing (DVA)—continued—
12. When finished, pressSPEAKERto end.
To change messages, repeat procedure and make different selection.
Programming The Attendant Features GCA70–245
2–24 LCD Speakerphone Reference Manual 
						

							2.15 Operating Your Telephone
With A DSS/BLF Console
The IB64X, IB48X, and IB24X DSS/BLF consoles have additional
buttons and status lights that extend the memory button capability of an
adjacent companion telephone. The buttons can be programmed for
automatic dialing (speed dial) or direct station selection (DSS) with
busy lamp field (BLF) using the instructions provided previously in this
guide.
When the installer assigns a DSS/BLF console to a station port, the
system recognizes it as such and automatically designates the console
buttons as DSS buttons so that you can store numbers at the buttons as
you need them.
The DSS/BLF console will not operate in a bridged mode.
ib64x
IB64X DSS/BLF Console
GCA70–245 Programming The Attendant Features
LCD Speakerphone Reference Manual 2–25 
						

							2.15.1 Accessing The Button Levels
The IB24X and IB48X DSS/BLF consoles have four levels of buttons,
quadrupling the consoles’ button capacity. The four buttons at the
bottom of each console allow you to select which button level is
currently active. To change button levels, press one of the buttons at the
bottom of the console. The leftmost button activates level one, the next
button activates level two, and so forth. A light beside the appropriate
button lights to indicate which level is currently active. You can use one
level on the IB48X and two levels on the IB24X.
ib48x
Level access buttons
IB48X DSS/BLF Console
ib24x
Level access buttons
IB24X DSS/BLF Console
Programming The Attendant Features GCA70–245
2–26 LCD Speakerphone Reference Manual 
						

							Answering Calls
3.1 Answering Outside Calls
A call that rings on an outside line sounds long single ring bursts and
lights the line status light. The light flashes red for any ringing line or it
flashes orange when your telephone has the ringing line preference
feature.
·When you hear outside ringing (long single ring bursts) and
observe a flashing light, answer the call as follows:
1. Press button of ringing line if flashing light is red,
2. Speak toward the telephone (lift handset if privacy is desired),
—OR—
lift handset if light is orange.
3.2 Answering Intercom Calls
An intercom call is one that is made from one system telephone to
another. An intercom party can call you through your speaker instead
of ringing your telephone or an intercom party can ring your telephone
if they desire (intercom ringing sounds two short ring bursts). You can
block voice calls. See the discussion titled8.2, Blocking Voice
Announced Callsfor details if you wish to use this feature.
·When you hear a short tone burst followed by a caller’s voice,
1. Speak toward the telephone to answer. Lift handset if privacy is
desired.
·When you hear intercom ringing (two short ring bursts),
1. PressINTERCOMto talk. Lift handset if privacy is desired.
3
GCA70–245 Answering Calls
LCD Speakerphone Reference Manual 3–1 
						

							3.3 Answering Calls At Monitored Stations
Your system may provide a station monitoring feature, which allows
you to monitor the status (idle, ringing, or busy) at other stations. If
your telephone has this feature, a BLF light will flash whenever a DSS
station is ringing. In this case, you can answer a call at a ringing DSS
station by pressing the DSS button.
·To answer a call at a monitored telephone,
1. Note flashing BLF light.
2. PressDSSbutton.
3. Speak toward telephone to answer call. Lift handset if privacy is
desired.
NOTE: If you place the call on hold or if you transfer it to another
telephone, the BLF light turns off. You can retrieve the call, if
necessary, by pressing TAP.
3.4 Answering Night Transferred Calls
The system attendant can take action that transfers incoming calls to a
particular station or stations for off-hour ringing (See section titled
Using Your Telephone to Transfer Calls). After the attendant has set up
this feature, you can answer an outside call when it rings anywhere in
the system.
·When you hear ringing,
1. PressINTERCOM.
2. Dial80.
3. Speak toward telephone to answer call. Lift handset if privacy is
desired.
Answering Calls GCA70–245
3–2 LCD Speakerphone Reference Manual 
						

							3.5 Making A Call Pick-Up
Often, several telephones are arranged together in a user group by the
system installer. If your telephone is so arranged, you can answer calls
that are ringing at other stations within your particular group. Also, you
can answer a call that is ringing at any telephone in the system if you
know the telephone’s extension number.
·To answer a call that is ringing within your group,
1. PressINTERCOM.
2.
Dial
#4.
3. Speak toward telephone to answer call. Lift handset if you want
privacy.
·To answer a call that is ringing at any telephone in the system,
1. PressINTERCOM.
2. Dial
S4.
3. Dial extension number of ringing telephone.
4. Speak toward telephone to answer call. Lift handset if you want
privacy.
GCA70–245 Answering Calls
LCD Speakerphone Reference Manual 3–3 
						

							3.6 Responding To A Subdued
Off-Hook Voice Announcement
Your installer can program your telephone to receive a Subdued
Off-Hook Voice Announcement (SOHVA), a feature that allows an
intercom caller to break into your call if you are using the handset.
Using SOHVA, a caller makes an announcement through your handset
receiver. If you are on a speakerphone call, you cannot receive a
SOHVA call; however, you will hear a ring burst and can go off-hook
to receive a SOHVA call.
The Subdued Off-Hook Voice Announcement consists of several short
tone bursts and then a message that you hear in your handset receiver.
The distant party that you are currently talking to cannot hear the
announcement made by the SOHVA caller.
·You can respond to a SOHVA call in one of two ways:
—Ve r b a l l y: Press and holdMUTEbutton down and reply by
speaking into handset. Distant party cannot hear response.
Release button to return to distant party.
—Non-verbally:(Response Messaging): If the announcing station
has an LCD speakerphone, pressMSG(message) then press
HVHLD(have them hold),TKMSG(take a message), orCLBK
(I will call back) to send the appropriate message. Autodial
buttons can be programmed to use any of the 10
attendant-programmable LCD messages.
The message appears in the display of the telephone making the
SOHVA announcement and then that telephone is automatically
disconnected from your telephone. (If the telephone to which you
attempt to send a non-verbal message is not an LCD telephone,
that station is immediately disconnected from the call.)
You can also block a SOHVA to your station by pressingBLOCKwhen
the SOHVA is initiated. The SOHVA call is then disconnected.
Answering Calls GCA70–245
3–4 LCD Speakerphone Reference Manual