Comdial Execumail Voice Processing System 6.5 Instructions Manual

							QuickStart Application ManualWorksheet 4: System Schedules27
32. Schedule #4Schedule 
#4 is a special schedule. Schedule #4 stays in either Day Mode or Night
Mode, 24 hours a day, 365 days a year. The mode will not change unless you
change it at the console. Use Schedule 
H to set a group of ports or transaction
boxes to stay in a particular mode regardless of the time of day. By changing the
setting of Schedule 
#4, you can reset all the ports or transaction boxes that use
Schedule 
#4. The Schedule #4 field has no impact on Schedule #l, #2, or #3.
33. HolidaysAt most sites, the voice mail system operates in Night Mode for 24 hours on any
day marked as a holiday. You may specify up to 18 holidays. List only the month
and day for each holiday. You must update the holiday schedule each year to
cover holidays which fall on a different date each year.
34. Daylight Savings TimeThe voice mail system can automatically adjust its internal clock for Daylight
Savings Time in those countries and locations that recognize it.
Select Yes if you want the voice mail system to adjust for Daylight Savings Time,
and enter the dates when Daylight Savings Time changes. If you select No, you
may still manually reset the computer’s clock twice a year for Daylight Savings
Time.
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							22Worksheet 5: Default Subscriber SettingsExecuMail6.5
Worksheet 5: Default
Subscriber Settings
This worksheet helps you plan the default settings for every new subscriber.
ExecuMail makes adding subscribers with standard features quick and easy. All
you have to do is fill in the 
QuickStart Application Screen, Page 5 with the
settings you want for each subscriber. Then, every new subscriber you add will
have the settings you choose on this default screen. This saves you time, because
you don’t have to configure each subscriber individually. Of course, you can still
change any setting for any particular subscriber who wants settings different from
the default.
Use this worksheet to specify default settings for: Personal 
IDS, feature access, call
transfer, message waiting lamps, and message delivery.
Personal ID and Access Codes
Personal ID for Subscribers
First, write down the convention you want the system to use when creating
Personal 
IDS for subscribers.
On the default setup, when you add a new subscriber, the system automatically
creates a unique Personal ID for the subscriber by adding the number 8 to the
beginning of the subscriber’s Extension 
# ID (we write this as “8X”). You can
change the number 8 to another number or string of numbers plus X (the
extension number).
NOTE: Although you don’t have to base the Personal 
IDS on extension
numbers, this saves you from having to think of a unique Personal ID each
time you add a subscriber to the system.
If you want to change the default convention to something else, enter that on the
worksheet. For more details about 
IDS, see the Reference Manual.
Access Codes
Write down the access codes you want to set up for each subscriber. Access
codes allow or deny particular features, such as special delivery options, the
enrollment conversation, and whether subscribers can send open group
messages. You can specify any combination of the following access codes:
:
,1.1 : 
						

							24Worksheef 5: Default Subscriber SettingsExecuMail6.5
A[No Setup Options &cess]
This denies the subscriber access to changing setup options by phone. With this
code, the subscriber cannot change personal greetings, message groups, call
transfer options, message delivery, recorded name, spelled name, security code,
or directory listing. The access codes A and T may be combined to deny access
to all setup options except personal greetings.
B[No Receipt Summary]
The system does not tell the subscriber that the messages he or she sent to a
particular person were received, unless the subscriber marks a message for
explicit return receipt.
[email protected] Public Message Notification]
This prevents the system from notifying the subscriber when a public message is
received. A public message is not addressed to a particular extension. Use this
code for subscribers who have public message access (that is, 
,who do not have
the P code), but want their message lamp lit only for messages sent specifically
to them.
D@rectory Restriction / Unlisted]
This excludes the subscriber from the automatic directory of subscribers.
E[Address Messages by @&e&on]
The subscriber leaves messages by extension number instead of by the first three
letters of the recipient’s last name.
FFit-Time Enrollment Conversation]The voice mail system will enroll the subscriber by phone the next time the
subscriber calls the system. This code speeds up the installation process by
allowing subscribers to enroll themselves over the phone, rather than having the
system manager add each subscriber at the console.G [Cannot 
ChangeGreeting]
The subscriber cannot change his or her personal greetings.
K[Can Change Call Holding by Phone]
The subscriber can turn call holding on or off by phone.
L&ngt.h of Messages Announced]
The system announces the length of messages. With this feature, the system will
announce how long new and old messages are, for example “You 
have 3 new
messages totaling 3 minutes, 20 seconds. Would you like to hear them?”
Mmenu Mode Exclusively]
The subscriber hears the system’s quick option menus for all voice mail features,
instead of the usual yes-and-no conversation. This code cancels the effect of the T
access code.
N@Glands Message Retrieval]
This code turns on hands-free message retrieval. The system does not ask the
subscriber 
“Would you like to hear them.7” between message sources. This feature
should 
not be used unless the Comdial telephone system provides “immediate
disconnect.”
. ‘.’
.
.
! .‘.:  
‘_!- _.. . _.,.._.I
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							QuickStart Application ManualWorksheet 5: Default Subscriber Settings25
0
[No Old Messages]
The subscriber cannot review old messages.
P[No public Messages]
The subscriber cannot access public messages. Usually, only one or two people
at any site need access to public messages.
Q[No Urgent Messages]
The subscriber cannot mark messages urgent.
R[Cannot &diiect Messages]
The subscriber cannot redirect messages he or she has received.
S[Cannot md Messages]
The subscriber cannot leave messages for other subscribers, guests, and groups.
T [Traditional Conversation]
The subscriber hears the four basic questions in the order used in a previous
software version: Check new messages, Leave messages, Change greetings,
Review old messages. To reach setup options other than greetings, the subscriber
presses 
#-# after the system asks “Would you like to do anything else?“. The M
access code cancels the effect of this code.
U[No Messages to Sgbscribers]
The subscriber cannot send messages to other subscribers. The subscriber can
leave messages for his or her own guests and message groups.
V[No Prixate Messages]
The subscriber cannot mark messages private. Any message the subscriber sends
may be redirected by the recipient.
W [No Future Delivery]
The subscriber cannot mark messages for future delivery.i:.L
X[No Return Receipt Request]
The subscriber cannot mark messages for explicit return receipt.Y
[No Open Groups]
The subscriber cannot create open groups, or leave messages for open message
groups. The subscriber can still create and leave messages for his or her own
private message groups.
Z[Automatic Return Receipt]
The system automatically marks every message sent by the subscriber for return
receipt requested. To avoid redundant return receipts and receipt summary
announcements, never use the Z code without also using the B access code.
See the Reference Manual for more details about access codes.
Call Transfer
Transfer calls to subscribers?
Select Yes if you want the voice mail system to transfer calls for most subscribers.
When call transfer is set to Yes, the voice mail system will transfer callers to the 
						

							26Worksheet 5: Default Subscriber SettingsExecuMail6.5
/  i
subscriber’s actual extension. If the extension is busy or does not answer, the
caller may leave a message.
If you select No, callers may leave a message in a subscriber’s voice mailbox, but
they cannot directly reach a subscriber’s extension without going through the
operator. Select No if you want to use voice mail only.
Call transfer type
Select the call transfer method that will be applied to most subscribers. There are
three ways the voice mail system can transfer a call to a subscriber: Await
Answer, Release and Wait for Ringback. For Comdial telephone systems
(especially those that do not support Call Forward to Personal Greeting), Await
Answer is the most common method of call transfer to a subscriber.
Await Answer
When the call transfer type is Await Answer, the voice mail system puts the calleron hold and dials the extension. If the extension is answered 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 extension’s greeting and then takes an action
(usually “take message”). See the 
Reference Manual for more information on this
call transfer type.
I:.:
Release
When the call transfer type is Release, the voice mail system puts the caller on
hold, dials the extension and then releases the call to the Comdial telephone
system. The voice mail system does not check the progress of the call or the
status of the called extension. If the extension is busy or is not answered, the
caller cannot leave a message unless the Comdial telephone system supports Call
Forward to Personal Greeting.
Releasing a call to an extension clears the voice mail system’s port to take other
calls. However, with the Release call transfer type, the subscriber 
cannot use the
call holding or call screening features.
Waft for Ringback
When the call transfer type is Wait for Ringback, the voice mail system puts thecaller on hold and dials the extension. If the extension rings the number of times
specified in the Rings field, the voice mail system releases the call to the
Comdial telephone system..-
If the extension is answered while the voice mail system is counting rings, the
voice mail system puts the call through. If the extension is busy, the voice mail
system plays the extension’s greeting and takes the specified action. With the
Wait for 
Ringback call transfer type, the subscriber cannot use call screening
features. See the 
Reference Manual for more information on this call transfer type.
Use call screening?
The call screening feature lets subscribers find out who’s calling before the voice
mail system puts the call through. When call screening is turned on, the voice
mail system asks callers, 
“Whom may I soy is calling?” before transferring the call
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							QuickStart Awlcation ManualWorksheet 5: Default Subscriber Settinas27
to the subscriber’s extension. When the subscriber answers the call, the voice
mail system plays the caller’s name before putting the call through. You can only
use call screening with the Await Answer call transfer type.
Use call holding?
The call holding feature allows you to “queue up” several callers who are waiting
for a busy extension to become free. The voice mail system periodically tells
callers their position in the queue, and allows them to keep holding, transfer to
another extension or leave a message.
The system provides two different types of call holding. You can set the system so
that outside callers can press 1 to hold for an extension, or say “Yes” instead.With the first type of call holding, outside callers must have touchtone
telephones. With the second type, outside callers do not have to have touchtone
telephones. The system listens for spoken sound, using the system’s voice detect
feature.
Call holding is available with the Await Answer and Wait for 
Ringback call
transfer type. Call holding is not available with the Release transfer type.
On the worksheet, select Yes if callers should press a touchtone to hold. Select
V
OX if callers should say “Yes” to hold. Select No if call holding should be turned
off for subscribers by default.
Message Notification
When a subscriber or guest has messages pending, the voice mail system can
notify the subscriber by lighting a message waiting lamp, or by playing a stutter
dialtone on the subscriber’s work telephone. This feature is called message
notification, and is available only if the Comdial telephone system is programmed
to support it.
Activate message waiting lamps for new messages?
Answer whether you will be using message waiting lamps. The voice mail system
supports message waiting lamps automatically on Comdial telephone systems.
Select Yes to use message waiting lamps to notify subscribers that they have
pending messages. Message waiting lamps should be used whenever they are
available.
Message Delivery
The voice mail system can call a subscriber to notify him or her of pending
messages. For example, when a message comes in, the voice mail system can
dial the subscriber’s extension number, wait for an answer, and then say:
‘This is ExecuMail calling with a message for .csubscriber’s name>. Please enter
your Personal ID now to receive the message. 
”
if the subscriber enters the correct Personal ID (and security code, if applicable),
the voice mail system proceeds with the conversation in the same manner that it
does when the subscriber calls the voice mail system directly.
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							28Worksheet 5: Default Subscriber SettingsExecuMail6.5
Should the system call the subscriber’s extension?
Check Yes if you want messages delivered to each subscriber’s work telephone,
as described above. If No, skip the rest of this worksheet.
Wait- minutes after a new message arrives
Check if you want the system to wait before delivering new messages, and enterhow long the system should wait in the Waitminutes field. This field
applies to Batch message delivery only. Write down the days and times you want
the voice mail system to call you to deliver your messages. Select the number of
times the voice mail system will ring a subscriber’s extension on each 
delivery
attempt.
Each, Batch, or Urgent Delivery
Check whether you want Each, Batch or Urgent delivery. Also, write down the
time interval (in minutes) between delivery attempts.
Each
With Each message delivery, the voice mail system calls the subscriber each time
a new message comes in, regardless of when it last tried to call the subscriber.
This method speeds up the delivery of new messages, but also increases the
amount of dialing out the system does. This means that the dial-out ports may be
tied up more frequently. If the dial-out ports are constantly busy, the voice mail
system may have to hold dial-out requests in a queue until a dial-out port is free.
This could result in actual delays in delivery.
Batch
With Batch message delivery, any message that comes in since the last attempted
delivery will be added to the batch and delivered at the next specified time
interval. A 
30-minute delivery interval is suitable for most installations. Using
batch message delivery lessens the amount of time the voice mail system ties up
voice ports dialing out to deliver messages.
Urgent
Urgent message delivery works like Each message delivery, except the voice mail
system only calls you each time an urgent message comes in. The system won’t
call when there are only normal priority new messages waiting. 
						

							QuickStart Application ManualWorksheet 6: System Security29
Worksheet 6:
System Security
The voice mail system offers system-wide features that protect the system from
unauthorized access and from certain system errors.
Use Worksheet 6 to identify:n
How many times a caller can misdial.n
Whether a caller should be routed to another System ID for help after
misdialing.n
The minimum amount of available message storage space the system
requires.n
Who should receive a voice message if certain system errors occur.
How many times should a caller be allowed to misdial?ldentify the number of times a caller is allowed to misdial. This includes the
number of times an outside caller can try entering a valid System ID to route his
or her call, and the number of times a subscriber is allowed to try to enter a valid
Personal ID and security code.
Should a caller be routed to another System ID for help?
Identify how the system handles a caller who exceeds the number of invalid
entries allowed.
‘.
At most sites, the system is set to hang up on callers who misdial the number of
times specified. However, the system can also route callers to another System ID
for additional help. For example, you could route these callers to the operator,
who can help determine the correct Extension 
# ID or Box ID.
When should subscribers be asked to delete messages?
Identify the minimum number of minutes of available message storage space the
system requires before asking subscribers to delete unnecessary messages.
To help prevent the system from running out of storage space, the system asks
subscribers to delete unnecessary messages when space is getting low. Most
systems set the minimum amount to 15 minutes. You should not decrease this
amount. However, you may increase it for larger systems with many subscribers
or ports. 
						

							Worksheet
6System Security
Use this worksheet to specify several system-wide features that protect your system from unauthorized access
and from certain system errors.
53. How many times should a caller be allowed to misdial?
q J* 4 timesCltimes
Should a caller be routed to another System ID for help after misdialing repeatedly?
q * No (system hangs up) 0 Yes, route to System ID
55. When should the system ask subscribers to delete unnecessary messages?
Ix1’ When there is less than 15 minutes of message storage space left
0 When there is less thanminutes of message storage space left
58. Who should receive a voice message if a system error occurs?
0’ Everyone who receives public messages
181 These subscribers:Name: Jonathan WinterPersonal ID: 82219
Name:Personal ID:
Name:Personal ID:
Application Screen, Page 6
Worksheet
7Directory Assistance
The voice mail system offers an automatic directory of extensions, numeric directory assistance, and a special
Departments transaction box to help callers find out the extension number of the person or department they’re
trying to reach. Use this worksheet to choose the directory assistance the system will provide.
Directory Assistance
Default IDChange to:Make change on:
IxI* Automatic directory assistance
555App!ication Screen, Page 6
Should the system automatically route the caller if there is only one matching name in the automatic
directory?
iXl* Yes 0 No
Default IDChange to:Make change on:
q Numeric directory assistance$411 -Groups Screen
0 Departments transaction box411Transaction Directory
QuickStart@ Application Worksheets
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