Comdial Execumail Voice Processing System 6.5 Instructions Manual

							Learning ExecuMailLesson 5: Message Groups 85
. ..and then starts over at the beginning of the conversation.
Press~: ***
. ..and hang up.Since you are currently signed in as “Chris Aaronson” at the system console, you
can’t call into the system as Chris, too. The system recognizes the conflict restarts
the system conversation. Don’t confuse this with the local connect feature; you
simply can’t be signed in as a system manager and call as a subscriber at the
same time.
This also affects any subscriber whose Personal Directory page is displayed on
screen during routine work at the console. For example, say that you had Hugh
Yale’s Personal Directory page on screen now. If Hugh were to call in and enter
his Personal ID, he would also hear “I’m son-y, I can’t talk to you now. ” Keep thisin mind when you are working in the Personal Directory. Do your work quickly
and move to a different screen, or sign out, as soon as you are through.
Pausing While RecordingWhen you are leaving a message as a subscriber, you can pause the recording
process to collect your thoughts, find a reference, or deal with other short
disruptions. Touchtone 
“8” pauses a recording.
Sii out of the system.The Banner Screen appears.
Now, let’s call into the system as “Chris Aaronson” and leave a message for
“Everybody.” While recording the message, you can practice using the “pause”
touchtone.
INOTE: If your system uses numbered groups, the system tells you the System
ID to press to leave group messages. In the steps below, we use 77 for the
System 
ID for numbered groups. If this System ID is different on your system,
the system will prompt you for a different number.
Dial the system.’ (Hello, this is... ”Press 
T 8390“Chris Aaronson. Remember, I for Yes, 2
for No. You have one new message. Would you
like to hear it?”
Press w: 2 {for “no”)Press 
*: 1 {“yes”}
Press =: AAE
or press 
=: 77 223
Then, you’ll hear...
“Would you like to leave any messages?”
‘Please press the first three letters of the
person’s last name... 
”-OR-
“‘Please enter the extension or 77 for groups. ”
“ ‘Everybody’ ”-OR-
“Group number 223: Everybody”.
! :_’
j
.- ,:
,’
“Press yes to confirm. ”r 
						

							86Lesson 5: Message GroupsExecuMail6.5Press =: 1 {“‘yes”}“Okay, 1’11 record your message now. ”
Say:“Hi. We’ve changed administmtors for the
gmup health insumnce plan. Cbvemge is now
through 
Metro International Insumnce. This
change takes 
effect next Monday, the 21st. For
details, contact 
Mw Howard Her extension
is... ”
Whoops! You forgot the extension number and need to look it up...Press 
w: 8“Recording paused. Press pause to continue
recording. 
”
Touchtone “8” pauses the recording for up to 2 minutes. You must press ‘3’
again within this time to complete your message. During the pause, the system
will repeat 
“Press pause to continue recording” once every 40 seconds.
If you don’t resume recording within 2 minutes, the system will disconnect. It will
also assume that your message was complete and send it to the named
subscriber or group.
May Howard’s number is close at hand...Press 
=: 8
Say.‘L.332. Please leave me a message if she
can’t 
auswer your questions about the plan. ”
Shortly after you finish speaking...
“Sending group message. Would you like to
leave another message?”Press 
*: * * * -and hang up.
Repeating and Skipping Parts of a Message
The message has been left to everyone in the sample group. Call in as Hugh Yale,
and retrieve this message. As you listen to it, we’ll show you how to use
touchtone “7” to move backward through the message to repeat part of it, and
touchtone “9” to forward and skip part of a message.
Dial the system.“Hello, this is... ”Press 
=: 8892“‘Hugh Yale. Remember, I For Yes, 2 For No.
Chris 
Aaronson let? a message. Would you like
to hear it?”Press 
=: 1 {“yes”)“This is a message for Everybody”. OR-
“This is a message for Group number 223:
Everybody. 
” 
						

							‘. _’
Learning ExecuMailLesson 5: Message Groups 87
Then, you’ll hear. the message...
“The message is...‘Hi. We’ve changed
administrators for the group health insurance
plan... 
’ ”
Listen to the message up to the end of the telephone number. Assume you
missed the telephone number because Chris spoke too fast...press 
*: 7“...Howard. Her extension is 331... ”
Touchtone “7” lets you “back up” a message by reversing it slightly as it plays
back.Press=:77
“administrators for the group... ”
Touchtone “9” lets you “fast forward” an equivalent amount of time. Try it now...
Press =: 9“is 331. Please leave me a... ”
Pause works during playback, too.Press 
=: 8“‘Playback paused. Press pause to continue
playing. 
”
The portion of Chris’ message you actually hear will vary somewhat.Press 
a: 8“-message if she can’t answer... ”
Press =: * * * . ..and hang up.
Touchtone “7” and “9” work during playback only. Touchtone “8” works during
recording and playback. By “recording” we mean only during 
message recording.
Pause does not work when you are recording a name or greeting by phone.
These touchtone controls are available when you are signed in as a subscriber.
None of these touchtone controls works with local connect.
Other Special Touchtone Controls
Two other special touchtones let a subscriber control the progress of the system’s
conversation. These are the 
“W or “pound” key touchtone and the “*” or “star”
touchtone. You have already used
“* * *” to skip everything and disconnect.
For example, if you were to reach a point in the conversation where the system
says 
“Okay, I’ll record your message now, ” pressing “star” once would let you
skip leaving the message.
I‘*” is also useful for ending a recording. After you stop speaking, it takes a few
seconds for the system to recognize that you are finished. This keeps the system
from cutting you off prematurely. On the other hand, you can save these few
seconds by pressing 
“*”immediately after you have finished speaking. This is
also useful for preventing pauses at the end of names. You used this in the last
lesson when you recorded Jan Xavier’s name.
“‘w repeats a prompt or part of a prompt, just like the “7” touchtone does during
message playback. It reverses a prompt by the number of seconds specified in 
						

							88Lesson 5: Message GroupsExecuMail6.5the field Skip back time on # located on the 
QuickStart Application
Screen, Page 6. Note that “W touchtone can substitute for “7” during message
playback, but the “7” touchtone only works for moving backward through
messages, not voice prompts. You 
can also press the # key to stop recording and
immediately start over if you make a mistake when you are leaving someone a
message.
Overall, 
I’*”and “w’ have many uses during a conversation with the system. See
the 
User’s Guide for more details.
NOTE: Some or all subscribers can also use a special menu mode instead of
listening to yes-and-no questions. For these subscribers, the 
I‘*” and “fl’ keys
are used differently from the yes-and-no conversation.
Personal Ills Versus Security Codes
Each subscriber has a “Personal ID.” This is usually “8” plus the subscriber’s
extension. This scheme is easy to remember and quick to dial. But Personal 
IDS
are not intended for system security. They simply distinguish a subscriber from an
outside caller: outside callers hear one kind of conversation, subscribers hear
another.
Obviously, using the default scheme, any subscriber can figure out any other
subscriber’s Personal ID. Worse, an outside caller who misdials an extension
number might be mistaken for a subscriber.
The system solves this problem by adding a “security code.” This second codecan be entered and changed by a subscriber by phone-the system manager is
not involved. Security codes can be up to lo-digits (or touchtone letters, if the
system’s keypad has letters on it) long and a subscriber can change his or her
security code as often as desired.
As system manager, you should encourage each subscriber to set and use a
security code. As you have seen in Lesson 4, setting and changing a security
code is included in the “setup options” part of the subscriber conversation. (It is
also part of the enrollment conversation, which your installer may have
programmed for you.)
It is easy to tell whether a subscriber is using a security code. When a subscriberhas set a security code, the letters SC are added to the end of the Personal
ID field on the subscriber’s Personal Directory page.
Deiefing a Forgotten Security Code
If a subscriber forgets his or her security code, you cannot look the code up, but
you can delete it at the system console. This allows the subscriber to immediately
call in and set a new security code as part of their setup options. Here’s how:
1.Display the affected subscriber’s Personal Directory page.
..-
2.Press 0 (the Delete command). You’ll see the DELETE MENU. 
						

							Learning ExecuMailLesson 5: Message Groups 89
Summary
3.Press the (Space) twice to highlight Security Code. Press
[t-IEnter).Thesystemasksyou Do you want to delete the
SECURITY CODE for this subscriber?
4.Press (-1.
5.Have the subscriber immediately call in and set a new security code.
NOTE: The Personal ID for a system manager does offer system security.Unlike other subscribers’ Personal 
IDS, a system manager’s Personal ID should
be changed at the console, and changed 
often. A system manager’s Personal
ID should not be based on his or her extension number. For added security,
the Personal ID used must not be easy for another person to guess and
should have 5 or more digits. You may also set a security code for a system
manager.
Lessons 
3,4, and 5 have given you a thorough overview of the basic tasks a
system manager performs. They’ve also taught you how to use the system from a
subscriber’s point of view. This will help you train others to use the system.
Overall, you understand how to add subscribers and guests, how to create
messqe groups and add group members, and how to leave and retrieve
messages.
Key Topics and TerminologySpelled-name groups versus numbered groups
System ID for numbered groupsCreating message groups
Group ownership
“Private” versus “open” message groups
Group types: “broadcast” versus “dispatch” distribution
Restricting subscribers from leaving open group messages
The participation of guests in groups
Leaving and retrieving group messages
The meaning of “I’m sony, I can’t talk to you now”Pausing while recording and playing messages
Repeating or skipping part or all of a message
Repeating and skipping prompts
Starting a recording over if you make a mistake
The difference between Personal 
IDS and security codes
How a subscriber sets a security code
How the system manager deletes a forgotten security code
Touchtone Commands/
:.:
:
.:
* 7to reverse during message playback
=8to pause during message recording or playback
=9to skip forward during message playback
w *
to skip prompts or conversations
I? #to reverse prompts and to start over a recording
I
1. 
						

							90Lesson 5: Message GroupsExecuMail6.5
In addition to the subscriber’s User’s Guide, please see these Reference Manual
topics for discussions related to this lesson:n Guests
n
Message Groups
n Security Codes
For Further Study
There are several advanced features that we did not discuss in these lessons.
These features may have been configured for you by your installer.
While you don’t need to understand these features to be a successful system
manager, they do represent the “heart” of the system’s flexibility and adaptability
to many situations.
_--
These Reference Manual topics explain these features and may spark ideas for
additional uses of your new voice mail system:n 
Directoy Assistance
n
Interview Boxesn
Operator Box
n Port Applicationsn
Public Interuiew Box & Public Messagesn Reports
8
Transaction Boxes
A Note on Quick Option Menus
While these lessons focused on the voice mail system’s 1 for Yes, 2 for No
conversation, you can also set up any or all subscribers to hear quick option
menus for all voice mail features, instead of the usual yes-and-no conversation.
You may want to try the system’s menu mode yourself, so that you are familiar
with it, and can tell other subscribers how it works.
Setting up menu mode is easy-all you have to do is add the 
M access code tothe Access field for any subscriber who prefers hearing menus. Using quick
option menus is discussed in the Subscribers chapter of the Reference Manual, as
well as in the system’s User’s Guide.
Experimenting With Your System
You are now in a position to experiment until you are comfortable with the
system and its key features. You have sample subscribers, a sample guest, and
three sample message groups.
In addition to leaving and retrieving messages, both as an outside caller and a
subscriber, try the following exercises to practice your new skills:n
Leave a message to Drew Zonder (Jay Zink’s guest) and then call in as Drew
to retrieve it. Note how a “guest” conversation progresses and the options
available to guest subscribers.n
Record greetings and names acting as a subscriber. Switch back and forth
between standard and alternate greetings. Once you have recorded the 
						

							Learning ExecuMailLesson 5: Message Groups 91greetings and listened to them, delete them so that the system uses the
“default” subscriber greeting once again.
nSet and change security codes for several of the sample subscribers. Practice
deleting a security code as system manager.
nTo understand how a subscriber will approach the system, use the User’s
Guide to experiment with the system.
l
Experiment with the message delivery and transfer portions of the setup
options subscriber conversation. Try adding a home message delivery
number by phone for a sample subscriber. Note that by phone you can
switch between the delivery methods “urgent-only” and “each.” However,
you can only change a “batch” delivery method at the console. Confirm the
changes you make by phone by signing in at the system console.
Deleting Sample Subscribers and GroupsOnce you have completed training and experimented with the sample
subscribers, groups, and messages on your working system, follow these steps to
delete the samples and return your system to its original state:
Sign in to the system as “Thomas Jefferson,” not “Chris Aaronson.” (You can’t
delete Chris 
Aaronson if you are signed in as Chris Aaronson.) If ‘Thomas” has
already been deleted from your system, use an actual system manager
Personal ID.At the Banner Screen...
Press: 
[F21Please enter your ID:
Type:TOM(-)
ortypfx 8661-j
QuickStart APPLICATION Page 1
is shown.Press: 
mJQGROUPS isshown.First, you should delete the 3 sample message groups.
If you added spelled-name groups: Delete 
AAEverybody, AASales, and
AATechnical Support.If you added numbered groups: Delete 223 Everybody, 227 Sales, and 228
Technical Support.
wBe careful here! In this, and each of the steps that follow, watch the screen
closely. Make sure you are in the right place and on the right page before you
delete.
(.You may have to press 
IPgDn) a few times until the right group is displayed.
Once the message group is on-screen...
Press: 
[R)Group and Messages is highlighted on
the DELETE 
MENU.
press:[-iziiqDo you want to COMPLETELY
delete this group? (Y/N): 
						

							92Lesson 5: Message GroupsExecuMail6.5press: [-Enter)The message group is deleted.
Once you delete a group, the system returns to the page for the next group,
alphabetically, in the Group Screen directory.
To delete the remaining two sample groups, first find the correct Groups page.
Then, repeat these last three steps twice more. Remember to confirm that you
have the correct Group page on-screen before you press 
a.Next, you’ll delete each of the sample subscribers, starting with Chris Aaronson.
Press: 
[ctrluqPERSONAL DIRECTORY isshown.The Personal Directory page now showing should be for Chris Aaronson, as long
as you don’t have an actual subscriber whose name comes before “Aaronson”
alphabetically. 
(If so, use [PsDnl to move to the correct page.)
Press: 
[nlThis Subscriber is highlighted
on the DELETE MENU.
press: [jsiiqDO you want to COMPLETELY delete
this subscriber and all
associated groups and boxes?
(Y/N) :WARNING! Deleting a subscriber automatically deletes all private message
groups and guests owned by the subscriber, as well. You’ll also automatically
delete any transaction box he or she owns. This can cause the loss of
important call processing operations that have been programmed on the
system. So, delete 
with care! Review any message groups or transaction
boxes that may belong to the subscriber in question. You may need to add
these back into the system under another subscriber’s or system manager’s
name, before deleting the subscriber,
press: (y=zGEnter)Chris Aaronson deleted.
Once you delete Chris Aaronson, the system will move to the Personal Directory
page of the next subscriber, alphabetically, after “Aaronson.” This will probably
be an actual subscriber on your system. Move directly to the next sample
subscriber, Jan Xavier...Press: 
LctrlHJ] then 8PERSONAL DIRECTORY page forthen 
(cl-1Xavier,Jan is shown.
*Again, you may have an actual subscriber who Falls before “Xavier. ” Watch
the screen closely. Make sure you are in the right place and on the right page
before you delete. 
						

							Learning ExecuMailPress: 
[F7)Lesson 5: Message Groups 93
This Subscriber is highlighted
onthe DELETE MENU.
press:[izGEnter)Do you want to COMPLETELY
delete this subscriber and all
associated groups and boxes?
(Y/N) :
press:[Enter)Jan Xavier deleted.
The Personal Directory page for “Hugh Yale” should be on-screen now. If not,
use 
[PSDn) to move to the correct directory page.
Repeat these two steps (press 
0, then (W IEnterU for Hugh Yale
and these remaining 5 sample subscribers:
Delete: Yeoman, Mike; Ying, Sue;Zaftig, Pat; 
Zeller, Nell; and Zii Jay.
Jay Zink’s guest, Drew Zonder, will be deleted automatically when you delete
Jay’s Personal Directory page.This completes the steps of removing the sample training information from your
system.
Con&cierafions About Deleting “Thomas Jefferson”“Thomas Jefferson” is a sample system manager that is included with your system
when it is first installed by your installer. The Personal ID “TOM” or “866” lets an
installer gain access to a new system in order to add new subscribers and other
information. Unless your installer had already deleted it, you probably used
“TOM” or “866” to start these training lessons, as well.
Since Thomas Jefferson lets anyone who knows the Personal ID “TOM” or “866”
into the system, some system managers delete this sample subscriber
immediately.
n
n
You may choose to delete Thomas Jefferson yourself; but t&t, please consider
the following:Your installer may have created transaction boxes and added call processing
functions using Thomas Jefferson as the owner. Deleting Thomas Jefferson
will cause the loss of these transaction boxes and their functionality.
Consult your installer about this possibility. (If this is the case, you may
choose to change Thomas’s Personal ID to something secret.)
Your installer may depend upon the presence of Thomas Jefferson for
access to the system for maintenance. Consult your installer about your
security concerns, and then adopt an agreed-upon substitute Personal ID for
this purpose.
These lessons use Thomas Jefferson for initial access during training. If
others will complete these lessons on your system, you’ll have to provide an
alternate Personal ID during this phase of training.
Y-r
,’
:
:.
. 
						

							;-94Lesson 5: Message Groups
ExecuMail6.5/j.!
nIf you do delete Thomas Jefferson, or change Thomas’s Personal ID to
something else, do allow for the possibility of alternate emergency access to
the system. A good way to ensure this is to keep two subscribers with system
manager status enrolled at all times. While the alternate system manager
might not ever work at the console, you will have another route into the
::system in the event that you forget your primary system manager password.
:-
.:
I -..