Comdial Execumail Voice Processing System 6.5 Instructions Manual

QuickStart Application ManualWorksheet 1: Site Information11
Station Number for each voice mail system port
Write in the physical station number of the Comdial telephone system that is
connected to each port of the voice mail system. (For example, an g-port systemwill have only eight of these blanks filled in.)
Comdial Telephone System Information
Write down the type of Comdial telephone system (switch) with which the voice
mail system will operate. When you choose this telephone system from
FxecuMail’s...

12Worksheet 2: The Opening LineExecuMail6.5
Worksheet 2:
The Opening Line
All Ports
The Opening Line is the greeting that the voice mail system plays when outside
callers reach the system. The Opening Line is composed of three recordings
called the Introduction, Action and Otherwise prompts. While these recordings
are separate prompts, most callers hear the prompts as if they were a single
greeting.
In many cases, the first contact outside callers have with your organization is with
the Opening Line...

74Worksheet 2: The Opening LineExecuMail6.5
The Action prompt is the most important prompt in the Opening Line. Make it
simple and clear; callers are likely to hang up if they are presented with too
many choices or if the instructions are confusing. Be sure to tell callers what their
options are; for example, tell them the System ID to press for directory assistance,
or the System ID to reach the fax machine.
You can use a different Action prompt during Day Mode and during Night Mode.
In most cases,...

QuickStart Application ManualWorksheet 2: The Opening Line15
4.“What’s this in reference to?”
5.“What additional message would you like to leave?”
6.“Thank you, I’ll make sure your message gets attention. ”
Hang UP
When your organization is closed or there is no operator on duty, the system can
hang up after the Opening Line prompts. In this case, the Otherwise prompt
should say something like this: 
“Please call back during our nonal business
hours, which are 9 am to 
5 pm Monday through Friday. Thank...

16Worksheet 3: Operator HandlingExecuMail6.5
Worksheet 3:
Operator Handling
When callers reach your organization during your normal business hours, it is
important that they have easy access to an operator. Callers need to know how
and when they can be connected to an operator.
20. When is an operafor available to handle calls?
Identify when there is an operator available to answer calls. Most organizations
have operator coverage only during normal business hours. Operator availability
during night hours...

18Worksheet 3: ODerator HandlinaExecuMail6.5
Await Answer
When the call transfer type is Await Answer, the voice mail system puts the calleron hold and dials the operator’s extension. If the operator answers within the
number of rings specified in the Rings field, the voice mail system puts the
caller through.
If the extension is busy or does not answer within the specified number of rings,
the voice mail system plays the operator’s greeting and then takes an action
(typically, going to a special...

QuickStart Application ManualWorksheet 4: System Schedules19
Worksheet 4:
System Schedules
Most organizations have established working hours. You can set up the voice
mail system to handle calls differently when your organization is open and
closed. The voice mail system uses a Day Mode schedule to define the hours
your organization is open. The rest of the time the system operates in Night
Mode.
You can define up to four different Day Mode schedules, and then assign to
different voice ports or...

20. When is an operator available to handle calls?
DayIXI’Yes Cl No
Night 
El Yes IXP No
Transferring Calls to the Operator
What is the operator’s extension number on the telephone system?DayIXI 0 (zero)ClNight 
0 0 (zero)0 -
Call transfer type to use for operator’s extension0 Release
IxI* Await Answerfor 4rings
0 Wait for Ringbackforrings
(3 rings or more)
Application Screen, Page 3Worksheet
4System Schedules
Use this worksheet to define the system’s Day Mode operating schedule. This will usually match...