Comdial Execumail Voice Processing System 6.5 Instructions Manual

							QuickStart Application Manual
Worksheet 6: System Security3 1
Who should receive a voice message if an error occurs?
Identify who should receive a voice message if a system error occurs.
The system can tell you in two ways if a system error occurs: by displaying a text
message at the system console, and for some errors, by also sending a voice
message.
Most systems are set to send a voice message to everyone with public message
access (no 
P access code). A public message is a special kind of message
available only to authorized subscribers. 
If you choose to send error messages to
subscribers with public message access, be sure to set at least one subscriber for
public message access when you complete Worksheet 12: 
Special Subscriber
Settings. You may also want to remove the c access code for subscribers with
public message access, so that the system can call them or light a lamp when
new public messages are waiting. For details about public messages, see the
Reference Manual.
You may also specify one or more specific subscribers who should receive these
messages. This can be in addition to subscribers who receive public messages, or
in place of them. Write each subscriber’s name and Personal ID on the
worksheet.
For details about error messages, see the 
Reference Manual.
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							32Worksheet 7: Directory AssistanceExecuMail6.5
Worksheet 7:
Directory Assistance
People who call your organization may not know the extension number of the
person they are trying to reach. In these cases, a caller must find out the
extension by speaking to the operator or by looking up the extension in a
directory.
The voice mail system offers two kinds of directory assistance to help outside
callers look up a subscriber’s extension:n
Automatic directory assistance. The automatic directory provides a list of
subscriber names and extensions. Outside callers find out a subscriber’s
extension by spelling the first three letters of the subscriber’s name. Outside
callers must have letters on their touchtone keypads to use automatic
directory assistance.n
Numeric directory assistance. The numeric directory allows outside callers
to press numbers instead of letters to look up a subscriber’s extension.
Numeric directory assistance involves grouping subscribers by a common
characteristic (such as department, location, or schedule), and creating a
menu of choices that assigns a single touchtone to each directory grouping.
Use Worksheet 7 to plan the type of directory assistance you want to offer outside
callers. Or, if you will not be using directory assistance for this application, write
that on the worksheet, and skip to Worksheet 8. For more information about
directory assistance, see the 
Reference Mumzal.
NOTE: You can also use transaction boxes to set up other kinds of call
routing for outside callers who don’t know the extension number. The system
comes with a sample transaction box (called the Departments Box) to help
you set up special call routing to departments.
Directory Assistance
Some sites may want to use both automatic and numeric directory assistance if
some outside callers have lettered keypads, while others do not.
Indicate which type of directory assistance the system should offer. You can offer
automatic directory assistance, or numeric directory assistance, or both. Using
automatic directory assistance requires only that outside callers have letters on
their keypad that match the system’s keypad map, and that you mention the
System ID for directory assistance in the Opening Line. Using numeric directory
assistance or transaction boxes for directory assistance requires additional setup
at the system console.:
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							i
Worksheet
6System Security
III
Use this worksheet to specify several system-wide features that protect your system from unauthorized access
and from certain system errors.
I53. How many times should a caller be allowed to misdial?
lR* 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?
IxI* 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?
tl* Everyone who receives public messages
q These subscribers:Name: Jonathan WinterPersonal ID: 82219
Name:Personal ID:
Name:Personal ID:
Application Screen, Page 6
Worksheet
7Directory Assistance., :
II
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 ID
Change to:Make change on:
IxI* Automatic directory assistance555Application Screen, Page 6
Should the system automatically route the caller if there is only one matching name in the automatic
directory?
i8” Yes q No
Default IDChange to:Make change on:
0 Numeric directory assistance$411 ~Groups Screen
0 Departments transaction box411Transaction Directory:
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QuickStart* Application Worksheets
,Copyright 0 1986-94 Active Voice Corporation
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							34Worksheet 7: Directory AssistanceExecuMail6.5
If you are using automatic directory assistance, the system can automatically
route a caller to the correct Extension 
# ID if there is only name that matches the
three letters the caller enters. Indicate on the worksheet whether you want to use
this feature with automatic directory assistance.
System IDS for Directory Assistance
Indicate on the worksheet the System IDS callers should press to reach directory
assistance. The default System ID for automatic directory assistance is 
555. If you
will be using a different System ID, mark that information on the worksheet.
Numeric directory assistance requires special configuration at the system console.
If you will be using numeric directory assistance, write in the System ID you will
use. Refer to the 
Reference Manual for details on how to set up numeric directory
assistance.:.:.;,; I:1.. .:
Be sure to mention the System IDS for directory assistance in the Opening Line.
Department Transaction Box
The system is shipped with a department directory which has the System ID 411.
This transaction box announces:
“Press I For Sales, 2 for support, or 3 for a list of all personnel. Once again: press 1
for Sales, 2 for Support, or 3 For a list of all personnel. ”
:
To use this departments transaction box, you can modify its greeting or System ID
to fit your application. If the system will use the default department transaction
box, indicate that on the worksheet. Otherwise, write “remove” on the worksheet. 
						

							QuickStart Application ManualWorksheet 8: Public Fax Box35
Worksheet 8: Public Fax Box
The voice mail system can detect incoming faxes and route them to a fax
machine. This feature eliminates the need for a separate, dedicated telephone
line for your fax machine. Each time the system transfers a call to the fax
extension, it can send a public announcement to the Public Fax Box.
If you plan to use the voice mail system’s fax detect feature, complete this
worksheet. Be sure to specify the fax extension number, System ID, and call
transfer parameters. Also, indicate whether the person sending the fax is asked to
record a message describing the fax.
The Public Fax Box is quite flexible. For details on the various options available,
refer to the 
Reference Manual.
Fax iil
Indicate the System ID for the Public Fax Box. You can choose an ID that allowscallers to manually dial the fax machine extension, or make it accessible only
when a fax machine calls the system. If you expect most callers will have letters
on their telephone keypads, you can set the Fax ID to “FAX”. In the Opening
Line, be sure to tell callers what System ID to press to send a fax.
By default, the System ID is set to $FAXBOX. If the System ID begins with the $
symbol, callers will not be able to select the fax machine by pressing touchtones.
Thus, the system will only be able to route automatic faxes sent directly from a
fax machine.
Voice Name
Indicate whether you want to change the Public Fax Box’s recorded name, which
is 
“The Public Fax Box”. If you decide to change the recording, write in the name
you would like to use.
Transfer calls to the Public Fax Box?
To use the fax detect feature, you must indicate the actual telephone extension
the fax machine is connected to. Select Yes, and write in the fax machine’s
extension number..
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							Worksheet
8Public Fax Box
You can route incoming faxes to a particular extension, known as the Public Fax Box. This extension is then
connected to one or more fax machines. Use this worksheet to specify how to set up the Public Fax Box. If you
will not be using the Public Fax Box, you may skip this worksheet.Fax ID: 
CI*$FAXBOXq FAX (329)[7 Other:
Voice Name:El* “-the Public Fax Box...”0 Other:
NOTE: If you use the default Fax System ID, callers can’t dial the Public Fax Box directly.
Transfer calls to the Public Fax Box?IXI Yes, to extension 345El* No (Turn off Public Fax Box)
Call transfer typetxI* Await Answer for 4 ringsCl ReleaseCl Wait for Ringback for - rings
(should be at least 3 rings)
Use call holding?ixI Yes 0 VOX q l* No(Do not use holding with Release call transfer type)
Alternate Action: (if fax call transfer is unsuccessful)
!Xl* Say “Goodbye” then hang up0 Route the call to another subscriber or transaction
0 Transfer the call to the operator
box (Use Go-to-ID ->)
0 Restart the call at the Opening Line0 Hang up
Announce Options
Use 
this decision chart to decide how to handle manual fax calls and how to announce calls that are transferred
to the Public Fax Box. Circle the choice you want for “Announce..“.
r
Ask caller to record an introduction?
1
y:sNO+
r
Send a public announcement
when a fax call is transferred?
1r
Send a public announcement
when a fax call is transferred?
1YES
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Application Screen, Page I
QuickStart@ Application Worksheets
Copyright 0 1986-94 Active Voice Corporation494
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							QuickStart Application ManualWorksheet 8: Public Fax Box37
Call transfer type
Select the transfer method that the voice mail system will use for the Public Fax
Box. There are three ways the voice mail system can transfer a call: 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.
Await Answer
When the call transfer type is Await Answer, the voice mail system reminds the
caller to press the Start button on his or her fax machine when he or she hearsthe fax tone, puts the caller on hold, then dials the fax extension. 
If the extension
is answered within the number of rings specified in the Rings field, the voice
mail system waits for the caller to press the Start button, then puts the fax
through.
If the extension is busy or does not answer within the specified number of rings,
and call holding for the fax extension is turned off, the voice mail system takes
the alternate action (typically, transfer to the operator).
Release
When the call transfer type is Release, the voice mail system puts the caller on
hold, dials the fax extension and then releases the call to the Comdial telephone
system. The voice mail system does not check the progress of the fax call or the
status of the fax extension.
Releasing a call to the fax extension clears the voice mail system’s port to take
other calls. However, with the Release call transfer type, the subscriber cannot
hold for the fax machine.
Wait for Ringback
When the call transfer type is Wait for Ringback, the voice mail system puts thecaller on hold and dials the fax 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. The number of rings should be set to at least three.
If the fax extension is answered while the voice mail system is counting rings, the
voice mail system puts the fax call through. If the extension is busy and call
holding for the fax extension is turned off, the voice mail system takes the
alternate action (typically, transfer to the operator).
Use call holding?
Indicate whether callers should be able to hold if the fax extension is busy. To
use call holding, you must use the Await Answer or Wait for Ringback call
transfer type.
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.
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							38Worksheet 8: Public Fax BoxExecuMail6.5
On the worksheet, select Yes if callers should press a touchtone to hold for the
Public Fax Box. Select V
OX if callers should say “Yes” to hold. Select No if call
holding should be turned off for the Public Fax Box by default.
Alternate Action
Indicate how the system should handle the caller if the transfer to the faxextension is unsuccessful (and call holding is not allowed). The most common
choice is transfer to operator. The possible actions are as follows:
Transfer to operator
Transfer the caller to the operator.
Say Goodbye
The system says “If you need further assistance, press the pound key now. Thank
you and goodbye” and hangs up.
Hang UP
The system hangs up, without saying goodbye.
Go 
to another ID
The system routes the caller to another System ID. Be sure to write down the
System ID if you choose this option.
Restart the call
Return the caller to the Opening Line.
Announce Options
Indicate whether the system should send a public notice when it transfers a call
to the fax machine, and whether it asks the person sending a manual fax to
record a message describing the fax and who it’s for. There are four possiblevalues: Always,Voice,Post, and Never.
Ask caller to record aNotify when fax call is transferred?
message?
AlwaysYesYes
VoiceYes
Only when caller records a voice message
PostNoYes
NeverNoNo
If you do use fax notification, the fax notice will be delivered to the Operator
Box and received by any subscriber who has public message access. (Typically
this is the operator 
or system manager.) 
						

							QuickStart Application ManualWorksheet 9: Subscriber List39
Worksheet 9: Subscriber List
Subscribers are the people who are enrolled in the voice mail system. Subscribers
usually have an extension number on your Comdial telephone system. The voice
mail system transfers calls to subscribers, and takes messages when they are on
the telephone or away from their desks.
There are two different ways to enroll subscribers on the system: by range, and
one-by-one. There are advantages and disadvantages to each method.
Before you fill in Worksheet 9, read 
Two Ways to Enroll Subscribers to decide
which method you would like to use. Then, if you decide to enroll subscribers by
range, use the worksheet to write down the starting and stopping Extension 
# ID
of each range.
Or, if you decide to enroll subscribers one-by-one, use Worksheet 9 to write down
the extension numbers and names of all the subscribers you wish to add to the
system. If you already have such a list of subscribers, you may use it instead of
this worksheet.
Two Ways to Enroll Subscribers
There are two ways to enroll subscribers in the system. A system manager can
enroll all the subscribers at the console: entering each subscriber’s 
IDS and
spelled name, recording a name, and setting any special options. An alternate
way is to add a range of subscriber mailboxes with the 
F access code, and let
subscribers enroll themselves by phone when they first call the system.
There are advantages to each method, and some sites may use both methods of
enrollment. Enrolling at the console gives the system manager full control. The
subscriber’s last and first name can be fully spelled out on-screen, which makes it
easier to maintain the system later. No extra, unused mailboxes are created.
When the subscriber first calls the system, their voice 
m$!box is fully functional.
Having subscribers enroll themselves by phone creates less work for the system
manager, who can simply add a range of subscriber mailboxes and then tell
users their Personal 
IDS. Through the enrollment conversation, subscribers learn
about the system’s features. They are encouraged to record their own personal
greetings and name, and set their own security code. The system may be less
secure, however, if not all the mailboxes that are created are actually used. Also,
the spelled name that a subscriber enters by phone is displayed on-screen in a
way that may not match the subscriber’s actual name.;  
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							Worksheet
9Subscriber List1 Page 
1 of 1 1
--
if you are adding subscribers by range, list the range(s) of Extension # IDS (for example, 210-320). If you are
adding subscribers 
one-by-one, make as many copies of this worksheet as necessary to create a list of all
subscribers. For each person, write the full name and extension number, with the lowest extension number first.
Also, check off any subscribers you do NOT want listed in directory assistance. If you have a list or directory of all
personnel and their extension numbers, you may use it in place of this worksheet.
Extension # ID Range 1
Extension # ID Range 2
Extension 
# ID Range 3
ExtensionLast Name
210Wood
211Cole
212Thompson
213Smith
214Brown
215
Shadbolt
216Peck
217Rowe
218Richmond
219
Watson
220
White
221
Winter
Start :
Start :
Start :stop:
stop:stop:
First & Middle Names
Douq
James
BOb
Lisa
David
Ron
Diana
Barbara
William
Sandy
Sally
Jonathan
cl
q
Personal Directory Screen
QuickStart@ Application Worksheets
Copyright 0 1986-94 Active Voice Corporation4l94
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