Comdial Execumail Voice Processing System 6.5 Instructions Manual

							QuickStart Application ManualWorksheet 16: Transaction Boxes 71
Say Goodbye
The system says “lf you need further assistance, press the pound key now. Rank
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.
If Take a Message is Used
If you want the transaction box to take a message, answer the rest of the
questions on the worksheet.
Maximum Message Length
Write the maximum number of seconds a message from an outside caller can
last.
Allow caller to edit message?
Specify whether callers should be asked if they want to rerecord or add to their
message to the subscriber.
Mark the messages urgent?
Select how the system marks the priority of messages from outside callers. Select
Yes to automatically mark 
all messages from outside callers urgent. Select No to
mark none of the messages from outside callers urgent. Choose Ask if you want
the system to 
ask outside callers whether the message should be marked urgent.
Action after message?
Choose how you want the system to handle the callers after they record a
message for the subscriber. The possible choices are:
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.
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. 
						

							72Worksheet 17: Interview BoxesExecuMail6.5
Worksheet 17:
Interview Boxes
An interview box is a special type of transaction box which can ask a series of
up to 20 questions and record the caller’s responses in a single message.
Make a copy of Worksheet 17 for each interview box your application will use.
Then, fill in the worksheet with the box’s name, owner, and System ID. Write out
the text of each question you want the voice mail system to ask.
Box Name
Write the name of the interview box. Give the box a name that describes its
purpose, such as “Sales Order Box.”
Owner
Write the name of the subscriber who will own the interview box. The owner will
receive the messages left in the interview box.
System ID
Choose a System ID for the interview box. Make sure this ID does not conflict
with any other System 
IDS in the system.
Question
Write out the full text for each interview question. You are allowed up to 20
questions for the interview box. It is not necessary that each “question” actually
be a question-you may want to make a statement. For example, at the end of all
the questions, you might want to say 
“Thank you for your order. ”
Fill in the maximum length of reply a caller may leave, in seconds. For questionsthat normally have short replies, such as (“What is your phone number?‘) a reply
time of 6 to 10 seconds is usually enough. For each question or statement that
does not require a reply, fill in a reply time of zero.
Should Outside Callers Mark Messages Urgent?
Select how the system marks the priority of messages left in the interview box.
Select Yes to automatically mark all messages from outside callers urgent. Select
No to mark 
none of the messages from outside callers urgent. Select Ask if you
want the system to ask outside callers whether the message should be marked
urgent.I
,
(.I 
						

							Interview Boxes1 
PageLof 2 ]
Interview boxes allow you to ask specific questions of callers. All the responses of a caller are joined together in a
single message, which is sent to the owner of the interview box. For each interview box in your application, fill out
a copy of this worksheet. Write in the questions to be asked of the caller and the maximum time allowed for the
caller’s answer.
B
OX Name Order Interview
System ID $404
Question
Owner Bob ThompsonMax. Response 
’
(in seconds)
1. What product would you Like to order, and how many copies?
2. What is your telephone number?
3. How would you like this shipped?
4. Please tell me the complete shipping address.
5. To what purchase order number should this be billed?
6. Any additional instructions or reo-uests?
7. Thank YOU. We will confirm your order within one business day.
6.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
10
10
15
30
10
40
0
Should outside callers be allowed to mark messages urgent?q Yes IW No 0 Ask
Action after last question
Igl* Say “Goodbye” then hang up
0Transfer caller to operator
qRestart the call at the Opening Line
0 Route the call to another subscriber or transaction box (Using Go-to-ID ->)
0Hang up (The system does not say anything after the last question.)
Transaction Directory
. ’
QuickStart @ Application Worksheets
IICopyright 0 1986-94 Active Voice Corporation4194 
						

							74Worksheet 17: Interview BoxesExecuMail6.5
Action after last question
Decide what action you want the voice mail system to take after asking thequestions. The most common choices are Say Goodbye or Hang UP. 
The
possible actions are as follows:
Transfer to operator
Transfer the caller to the operator.
Say Goodbye
The system says “lf 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 JD
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.;I...!  .:.,  :;:-.._ .!::;./:,./
::. 
						

							FILL IN THE SCREENS:
::
: 
						

							QuickStart Application ManualBefore You Begin Filling In the Screens77
Before You Begin
Filling 
In the Screens
Now that you have filled in all of your worksheets, you are ready to actually fill
in the system screens with the configuration you have chosen. Before you begin
filling in screens, take a minute to read through this section.
Using the Completed Worksheets
It’s easy to use your completed worksheets to configure the system, because the
worksheets correspond to the voice mail system screens. The name of the screen
is printed in the lower right comer of the worksheet. For those screens with
numbered lines, the line numbers on the worksheets correspond to the line
numbers on each screen.
This section of the guide walks you through using each worksheet to fill in the
system screens, step by step. Just sign in to the system, find the screen you want,
and type your answers to the worksheet questions in the fields on the screen.
Your application will be configured in no time.
If you have any questions as you configure the application, refer to this manual
or to the 
Reference Manual for details about system features.
Sign In to the System
Only a system manager can access the system screens and change their contents.
To configure the voice mail system, first sign in to the system at the console using
a system manager Personal ID. If you don’t know a valid system manager
Personal ID, check with your installer.To sign in to the system:
1.Press a. The system prompts: Please enter your ID.
2.Type the system manager Personal ID (W). The system displays the
QuickStart Application Screen, Page 1.
::
: :
.:
NOTE: If you are not sure how to use the system’s screens and keys, take
some time to work through the first two chapters of the 
L,eaming ExecuMail
manual. The lessons explain how to sign in, how to quickly move to each
screen, and how to edit the system’s screens.
You are ready to begin typing in your answers to the questions on the
worksheets. 
						

							78
Before You Begin Filling In the ScreensExecuMail6.5
NOTE: If you get interrupted as you configure the application, the system
may sign you out and return to the Banner Screen. The system does this
automatically to protect the system from unauthorized access. If this occurs,
just sign back in and continue from where you left off. 
						

							QuickStart Application ManualProgram Worksheet 1: Site Information 79
Program Worksheet I:
Site Information
You enter the site information from Worksheet 1 on the QuickStart Application
Screen, Page 
1 (Figure 7).
1. Site name: Your Company Name12. Contact:Calls Answered Phone#:
3. Total trunks/stations: 0 /OCalls/day: 0
4. Day Calls Answered: All-trunksNight Calls: All-trunks
5. All ports busy action: Ring-until-answered
Access Numbers
6. Trunk Pilot #:# of Trunks Answered: 0
Alternate Trunk #s:7. Voice Port StationsPilot #:
Station Numbers:
Figure 7: QuickStart Application Screen, Page 1
The QuickStart Application Screen, Page 1 gives an overview of how your system
is configured. It keeps important telephone traffic and contact information in one
place.
1. Site nameMove the cursor to the Sitename field. Type the name of the site 
(-Enter).
2. Contact name & Phone #In the Contact field, type the contact’s name 
[cl). In the Phone# field,
type the contact’s work telephone number (-Enter).
Calls Answered
3. Total number of trunks / total number of stationsIn the Totaltrunks/stations field, type the number of trunks 
[*Enter),
followed by the number of stations [e-I] for the Comdial telephone system.
Number of Calls per day
In the Calls/day field, type the average number of calls received on the site’s
busiest days 
(-Enter).: 
						

							80Program Worksheet 1: Site InformationExecuMail6.5j,
4. Day Calls Answered/Night Calls AnsweredIn the Day Calls Answered field, type one of the following:
Worksheet choiceYou type
All trunksA l-1
Some trunkss(FEiq
No trunksF[e-l]I
Repeat this step for the Night Calls field to indicate how you want the voice
mail system to answer trunks at night.
5. Action to take when all ports are busy
In the All ports busy action field, type one of the following:
Worksheet choice
Ring until answered
Operator forward
Busy tone
You type
R [-Enter)
:
System Access Numbers
6, Trunk Numbersi  
‘::...:In the Trunk Pilot # field, type the area code and telephone number
outside callers use to reach the voice mail system and press l-1. If the
voice mail system answers only internally forwarded calls, just press 
I.-] to
leave the field blank.
Number of trunks answeredIn the # of Trunks Answered field, type the number of trunks the voice
mail system will answer and press (GEiEEnter).
AIfernate trunk numbersIn the Alternate Trunk 
#s field, type any other telephone number outside
callers can use to reach the voice mail system and press (-Enter). You can
enter additional numbers in up to three different fields. Press 
(-Enter) after you
type each number to move the cursor to the next telephone number field.
:.
;.
7. Voice Port Stations/Pilot NumberIn the Voice Port Stations field, type the number of ports on the system
used for voice mail.:y,:.:L \ ::.-.,--..,In the Pilot # field, type the internal extension number subscribers use to
reach the voice mail system (-1.
Station Number for each portIn the Station Numbers field, type all the 
Comdial telephone system’s station
numbers that are connected to a voice mail system port. Type the numbers in
ascending order, separated by commas. If the station numbers are sequential, you
may enter a range of numbers separated by a hyphen (for example, 101-104). 
						

							QuickStart Application ManualProgram Worksheet 1: Site Information8 1
Comdial Telephone System Information
To select the appropriate Comdial telephone system you will be using with the
voice mail system, move to the 
QuickStart Switch Setup Screen, Page 1 (Figure 8)
by pressing 
@J@.
1. Switch: COMDIALExecuTech 2000 Series COM820 2C2. Integration Options: COMVM DTMFCP HLlT=A DT DT3=3
3.Outdial Access: 9,
4. Transfer Initiate: &,X
Connect: QRecall: &Busy Recall: &
5.
TT Prompt/Msg/Record:5/I/9Release on LCR?Yes
6. Answer on ring low? YesOff-hook delay: 57.Ring-on time: 10408.Pooled delay: 450Ring-off time:
Figure 8: QuickStart Switch Setup Screen, Page 1
In the Switch field, type COM followed by a space and press (-Enter). The
system will find the name of the first matching Comdial telephone system in
EkecuMail’s switch library. Then the system prompts you for the model name and
software version. For example, you type 
COM for Comdial and the system asks:Is it the 
ExecuTech 2000? (Y/N):
If you answer No, then the system tries another model name, such as:Is it the 
Dxp? (Y/N):
NOTE: Be sure you choose the correct model name and software version for
your site! Some Comdial telephone system models have different software
versions that each act differently with the voice mail system.
When you answer Yes to a model name, the system asks:Are you sure you want to initialize all switch
parameters?
When you press 0, the fields on the screen are automatically filled with the
parameters best suited to your Comdial telephone system.
-
1.  .  ;:..