Comdial Execumail Voice Processing System 6.5 Instructions Manual

							QuickStart Application ManualWorksheet 9: Subscriber List4 1
When using enrollment by phone, you may want to do two things soon aftergeneral enrollment:
n
Delete any unused subscriber mailboxesn
Go through the Personal Directory in ID Sort order and type in the full name
for each subscriber.
Extension # ID Range 7,2 and 3
If you decide to add subscribers by range, write down the starting and stopping
Extension 
# ID of each range. If you have more than three ranges, make copies of
the worksheet.
Extension I Last Name I First & Middle Names
If you decide to add subscribers oneby-one, write down the subscribers you want
to add to your system, in the order of their extension number, with the lowest
extension number first and the highest last. This will make it easier to add the
subscribers to the system later.
Unlisted
Indicate if any subscribers should not be listed in directory assistance.
Some subscribers may want to be left out of the directory assistance, so that
outside callers can’t find out the subscriber’s extension number without asking
the operator. If the site uses automatic directory assistance, subscribers can
change their automatic directory listing by phone at any time, by accessing their
setup options. If the site uses numeric directory assistance, only a system
manager can add or remove someone in the numeric directory. 
						

							42 Worksheet 70: GuestsExecuMail6.5
Worksheet IO: Guests
Some subscribers may wish to provide more personal call handling for special
clients, contacts, friends, or family. Rather than accessing the system as outside
callers, these individuals can be enrolled as guests of a particular subscriber.
Each guest receives a Personal ID. The system greets guests by name and gives
them immediate access to their host subscriber’s voice mailbox.
A guest can leave messages for the host subscriber and receive messages from
the host subscriber the same way other subscribers leave two-way messages.
Use this worksheet to list each guest on the system, and the guest’s host
subscriber. Be sure to ask subscribers to tell you about any guests they would like
added to the system. A 
Guest Request Form is available in the Learning EjcecuMail
manual to help you gather this information.
Host Subscriber
List the name of the subscriber who will host the guest. This is the only
subscriber who can leave messages for the guest. This is also the only subscriber
who will receive 
twoway messages from the guest.
Guest Name
List the name of the guest. There is no limit to the number of guests a subscriber
may host. 
If the system uses a lettered keypad, the subscriber can use the first
three letters of the guest’s last name to leave messages for the guest. Otherwise,
the subscriber can use the guest’s Personal ID.
Guest Personal ID
Write down the Personal ID the guest will use to access his or her messages from
the host subscriber. Like any other System 
ID, the guest’s Personal ID must be
unique. See the 
Reference Manual if you need further information.
Urgent?
Specify whether the guest will be able to send urgent messages to the host
subscriber.
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							WorksheetGuests1 
PageLofL 1
A subscriber may have one or more guests. Like subscribers, guests can leave and receive messages on the
system, but can do so only with their host subscriber. Guests are usually important clients, family members, or
others with whom a subscriber wants regular, two-way communication. Make as many copies of this worksheet as
you need to list the host subscriber, guest name, and guest Personal ID. If the subscriber wants to receive the
guests messages as urgent messages, put a check mark next to the guest’s name.
Host Subscriber
Douq Wood
Guest Name
Alice Wood
Brian Wood
Jaime Wood
Guest Personal ID Urgent?
8254230
84437cl
8559q
q
James ColeAlan Green82626lm
El
Bob ThompsonHelen Thompson843536Cl
0
Personal Directory Screen
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QuickStart@ Application Worksheets
ICopyright 0 1986-94 Active Voice Corporation14l94
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							44Worksheet 11: Messaoe GrowsExecuMail6.5
Worksheet 1 I:
Message Groups
The voice mail system allows you to create message groups of subscribers to
make it easy to send the same message to several people at once. A message
group is like a distribution list for a memo. When you send a message to a
message group, it is available to all subscribers who are listed as the members of
the group.
Subscribers can create and maintain their own message groups from any
touchtone telephone. A system manager can also create and maintain message
groups at the system console.
This worksheet helps you plan the message groups created at the console. Make
a copy of the worksheet for each message group you plan to add.
Considerations
When you add message groups to the system, you should consider these things:n
Does the system’s keypad map have letters or numbers only? If the
system uses a lettered keypad map, message group names may begin with
three letters. Subscribers send a message to a group by spelling the group’s
name using the touchtone keypad.
If some or all subscribers have only numbers on their keypads, you should
choose a special System ID for sending messages to numbered groups, and
message group names should begin with three numbers. Subscribers send a
message to a group by first pressing the special System ID for numbered
groups, then the group’s number.nCan anyone besides the owner send a message to the group? A message
group can either be open or private. All authorized subscribers can send
messages to open message groups. A private message group belongs to a
single subscriber, called the group’s 
owner. Only the group’s owner can
send messages to his or her private groups. The members of a private group
will be able to hear group messages, but they won’t be able to send a
message to the group themselves.n
Should the message be delivered only to the first person who hears the
message? A message group can have either broadcast or dispatch
distribution. With broadcast distribution, every member of the group receives
a copy of the message. With dispatch distribution, only the first person to
hear the message receives it.!
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							Worksheet-- r11
Message Groups
II1I1 
PageLofA )
If a subscriber wants to regularly send messages to a group of other subscribers or guests, you may create a message
group for him or her. Subscribers can also create their own message groups over the phone. Decide whether message
groups should begin with letters or numbers. If message groups begin with numbers, include the special System ID for
sending group messages. For each group you need, write down the group’s name or number, as well as the group’s
owner. Indicate whether the owner is the 
only person who can send messages to the group. A group can also be set
for dispatch distribution, so that only the 
first person to hear the message actually receives it.
Select message groups by name or by number?
q Use named groups(Message group names begin with 3 letters)
0 Use numbered groups(Message group names begin with 3 numbers)
LSystem ID for numbered groups:(Application Screen, Page 6)
Group Name or Number: 
Sales
Deliver the message only to the first person who
hears it?
Cl Yes(DISPATCH distribution)
181. No
Group Owner:Jonathan Winter
Can someone besides the owner send a message to
this group?
Ill Yes(OPEN group)
Cl* No(PRIVATE group)
Group Members
Ron Shadbolt
William Richmond
James Cole
Diana Peck
Groups Screen
QuickStart@ Application Worksheets
ICopyright 0 1986-94 Active Voice Corporation
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							46Worksheet 1 I: Message GroupsExecuMail6.5
Spelled Names vs. Numbers
Indicate whether the message groups on the system should begin with three
letters, or three numbers. If message group names will begin with numbers, also
indicate the System ID subscribers press before leaving group messages.
The special System ID for numbered groups must be unique. It’s best if the
number is short (two or three digits), to speed the flow of the conversation (the
system prompts a subscriber for the System ID each time a subscriber leaves a
message). Keep in mind that the ID you choose will prevent you from using a
range of other System 
IDS. For example, using 14 for the special System ID fornumbered groups makes the ranges 
140-149 and 1400-1499 unavailable.
Group Name or Number
Indicate the name or S-digit number of the message group. Remember that
subscribers will use the message group’s name or number to leave messages for
the group.
For sites using spelled-name groups, give careful consideration to the names you
give open groups. Subscribers use the first three letters of the group name to send
messages to it, so the name you choose should be easy to remember. For
example, it would be easy to remember that entering A-L-L sends a message to a
group containing “all staff”. However, it would be more difficult to remember to
enter E-M-P for the same group which was named “employees”.
For sites using numbered groups, note that a 
3digit group number is not a
System ID, so it does not have to be unique.
NOTE: It is best not to use your system’s wildcard character (usually 1 or 0)
in the group number.
II
You can have more than one message group with the same spelled name or
group number. If this occurs, subscribers choose the correct group by listening to
the group’s recorded name, lust as they do when
with the same last name.choosing between subscribers
Group Owner
Write down the name of the subscriber who will
of the group can change the group by phone.own this group. Only the owner
Deliver the message on/y to the first person who hears it?
Select whether the group will have dispatch or broadcast distribution. Most
groups will have broadcast distribution.
Can others send a message to this group?
Indicate whether the message group is open or private. Remember, if the group is
open, all authorized subscribers can send messages to the group. If the group is
private, only the group’s owner can send messages to the group. 
						

							QuickStart Application ManualWorksheet 11: Message Groups4 7
Group Members
List the names of the subscribers who will be included in the group. Any
subscriber can be a member of a group. 
A guest can be a member only of his or
her host’s private message groups.
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							48Worksheet 12: Special Subscriber SettingsExecuMail6.5Worksheet 12: Special
Subscriber Settings
It’s easy to customize features for individual subscribers who have special needs.
Just by changing the values on a subscriber’s Personal Directory page, the system
manager can configure features individually for any subscriber, at any time.
Subscribers can also change many features themselves from any touchtone
telephone.
Make a copy of Worksheet 12 for each subscriber who requires a configuration
different from the default settings you entered on Worksheet 5. Then, complete a
separate worksheet for each of these subscribers to document the customized
features.
Name
Write the name of the subscriber these settings are for.
Personal ID
Write the subscriber’s Personal ID. You may change the Personal ID to something
other than the default numbering scheme, but each subscriber’s Personal ID must
be unique.
Exfension # ID
Indicate the ID outside callers will press to reach the subscriber’s telephone or
voice mailbox. The Extension 
# ID is usually the same as the subscriber’s actual
telephone extension number, but it doesn’t have to be.
Access Codes
Indicate the features you want to turn on or turn off by writing down the access
code for those features. An access code is a single letter that turns on or off a
specific feature for a subscriber. You can specify any combination of the
following access codes:
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.!
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							Worksheet12 Special Subscriber Settings
NameJonathan Winter
Personal ID82219
Extension # ID221
Access CodesPCL
Hold I Archive messages -1-13 days
Transfer calls to subscriber?IXP Yes0 No
Call transfer typefXl* Await Answer for 6 rings0 Release0 Wait for Ringback for - rings
(3 rings or more)(3 rings or more)
Transfer optionsfXl Announce q Confirm IxI Introduce 0 Message Screen 0 Screen q None
Screening options  q Introduce q Message Screen 0 Screen c] None
(Use transfer 
& screening options only with Await Answer call transfer type)
Turn screening options on?m Yesq * NoUse call holding? 0 Yes 0 VOX I!!* No
(Do not use with Release call transfer type)
q Take a message0 Other Action
If taking message:
Maximum Message Length 
45 secondsAllow caller to edit message?q ’ Yes 0 No
Mark the messages urgent?
T Yes o* No IXI Ask
Action after message?hans up
Use one-key dialing during greeting?0 Yes PO* No
Lamp# 221Activate message waiting lamps for new messages?WYes 0 No
(The telephone system must support message waiting lamps or indicators)
Phone #l221Wait 0
minutes before trying to call.
Hours to deliver:7:30am /pm to 6:oodm / pm on Mon Tue Wed THu Fri Set StJnTry for
6
Deliver-
rings before hanging up. Try again in 15 minutes.
fI Each new message0 Batches of new messagesIII Urgent messages onlyPhone 
#2 555-8391Wait 0minutes before trying to call.
Hours to deliver:
6:30afnipm tolo:ootop / pm on Mon Tue Wed THu Fri Sat SUFITry for
6 rings before hanging up. Try again in 30 minutes.Deliver q Each new message 
[7 Batches of=messages III Urgent messages only
Phone #3555-8391Wait 0minutes before trying to call.
Hours to deliver:1O:Olam/pm to7:ooam /pm on Mon Tue Wed THu Fri Sat StlnTry for 12
rings before hanging up. Try again in 15 minutes.Deliver- Each new message
q Batches of new messagesq Urgent messages only
Phone #4Waitminutes before trying to call.
Hours to deliver:am/pm to
am / pm on Mon Tue Wed THu Fri Sat SUnTry for __
rings before hanging up. Try again in -minutes.Deliver 
Cl Each new message Cl Batches of new messages0 Urgent messages only
Personal Directory Screen
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QuickStart* Application Worksheets
Copyright 0 1986-94 Active Voice Corporation494 
						

							50Worksheet 12: Special Subscriber SettingsExecuMail6.5
B[No Receipt Summary]
The system does not tell the subscriber that the messages he or she sent to a
particular subscriber were received, unless the subscriber marks a message for
explicit return receipt.
CEancel Public Message Notification]
This prevents the system from notifying a 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 me&on]
The subscriber leaves messages by extension number instead of by the first three
letters of the recipient’s last name.
FFist-Time Enrollment Conversation]The voice mail system will enroll the subscriber by phone the next time the
subscriber calls the system.
G[Cannot Change @eeting]
The subscriber cannot change his or her personal greetings.
; :./i ,.,:.. ,;; >; .::::I
I
K[Can Change Call Holding by Phone]
The subscriber can turn call holding on or off by phone.
LL&ngth of Messages Announced]
The system announces the length of messages. With this feature, the system will
announce how long new and old messages last, for example “You 
have 3 new
messages totaling 3 minutes, 20 seconds. Would you like to hear them?”
:
M@enu 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.
NEo-l-Iands Message Retrieval]
This code turns on hands-free message retrieval. The system does not ask the
subscriber 
“Would you like to hear them?” between message sources. This feature
should 
not be used unless the Comdial telephone system provides “immediate
disconnect.”0
[No Qld 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. ‘If you are using the Public lnterview
Box, be sure to set at least one person for public message access (remove the P
access code). For details about the Public lnterview Box, see Worksheet 13.