Comdial Execumail Voice Processing System 6.5 Instructions Manual

							82Program Worksheet 2: The Opening LineExecuMail6.5
Program Worksheet 2:
The Opening Line
All Ports
You use the information from Worksheet 2 on the QuickStart Application Screen,
Page 2 (Figure 9). Use this worksheet to help you as you record your Opening
Line prompts and set up how the system handles incoming calls.
Day NtDay NtDay NtDay NtDay NtIIIII
10. Intro (Hello, this is...):QP 
						

							QuickStart Application ManualProgram Worksheet 2: The Opening Line83
n
Use the [F9) and @ command keys to listen to and rerecord the
prompts.
To establish a local connection:
1.Dial the system. If you are on a busy system, you might have to wait until a
port is free to answer calls.
2.After you dial, watch the port status indicators in the upper-left comer of the
Banner Screen. Look for the port taking your call. You will 
see RINGING
followed shortly by DAY ANSWER (or NIGHT ANSWER) asyourline rings,
is answered, and the system plays the Opening Line greeting.
3.The port selection indicator, >>, shows which port will connect locally whenyou press 
IF4). Pressa to move the “>>” indicator to the port that has
answered your call.
4.Press @ to connect locally. The port status indicator will change to
Local Connect, and any message you hear playing will stop.
NOTE: Once you are connected locally, leave the telephone handset
off-hook. If you hang up the telephone before you are finished with the localconnection, you will have to disconnect and then reestablish your
connection.
To w-record the Intro prompt:
1.Make sure the cursor is on line 10 on the QuickStart Application Screen,Page 2, under All Ports Day.
2.Press IF9). Press [spacebarl to start recording. Read the text of the
Introduction prompt from the worksheet. Press any key to stop recording.
3.Listen to the prompt to make sure it sounds the way you want it to. Press
a to hear the prompt.
4.Repeat steps 1 through 3 until you are satisfied with the recording of the
prompt.
Rerecord the Action and Otherwise prompts, too. When you are finished, be sure
to press 
[F4) again to disconnect locally. If you forget, you will tie up a port until
the local connection is disconnected.
For tips on recording high-quality prompts, refer to the 
Reference Manual.
13. Acfion to fake if caller does not press a fone
If the caller doesn’t press any touchtones during the Opening Line prompts, thevoice mail system routes the caller to the System ID you type in the 
System ID
if no 
TTs fields.
There are two fields to be filled in: one for Day Mode, and one for Night Mode.
You must enter a System ID in 
each field, unless you want the system to simply
hang up on callers who do not enter touchtones.
I:.,,-.  .  _:::I ,:..:.I.,
:-
:*:.:: 
						

							84Program Worksheet 2: The Opening LineExecuMail6.5:  ,’Follow the appropriate step to fill in the system ID if No 
TTs field in the
Day column. Then follow the appropriate step to fill in the field in the Nt
column.
On the worksheet, if you chose:
Transfer Call to Operator
Type the operator’s ID, (usually 0) and press [-Enter).
Interview the caller
Type $PM and press @=EiiG]. Callers will be routed to the Public Interview
Box.
Hang UPLeave the field blank (no System ID). To delete an existing ID, position the cursor
on the ID and press the 
[oell key several times until the field is empty. Press
(*-I].
Other
Type the System ID of the transaction box, interview box, or other System ID to
which you want the voice mail system to route the caller. Press 
(-1.
NOTE: A System ID may have up to ten digits, but only three digits aredisplayed at a time in this field. You can scroll left and right through the field.
To guarantee that nothing is hidden to right of the entry, press [=NK) to
delete to the end of the field.
: : 
						

							QuickStart Application Manual
Program Worksheet 3: Operator Handling85
Program
Worksheet
OperatorHandling
3
II
You use the information from Worksheet 3 on the QuickStart Application Screen,
Page 3 (Figure 10).
>Greeting ->ActionDay?Yes-->,0Nite? No.Day:0:lODay:GotoID-->$PMNite: 0:08Nite: GotoID-->$PM
Await-Am--z-4Rings
Alt:0:08Max-msg:90 set!Intro: 0:02Holding? No
Edits OK? Yes
Transfer Options :Active: D/NSend Msg Urgent? NoAfter Msg: Say-bye
Alternate System IDS for Special Operators on each Port:
Figure IO: QuickStart Application Screen, Page 3
If you are not already viewing the QuickStart Application Screen, press m,
then press [PSDn) until you display Page 3.
20. When is an operator available to handle calls?
Move the cursor to the Day? field, and type Y [Enter) if an operator is
available during the hours your organization is open (Day Mode) 
(e-l].
Type N (-Enter) if no operator is available.
Follow these same steps for the 
Nite? field.
What is the operator’s extension number on the system?
If an operator will be available to handle calls during Day Mode or Night Mode,
type the operator’s actual extension number after the arrow (for example,Yes- 
->, 0). Often the operator’s extension is 0 (zero). If your telephone has a
different extension number for the operator, type the number and press
(j=Eiq.
Call Transfer Type to use for operator’s extension
The call transfer type field is located directly below the Nite? field. It is not
labeled. The transfer type field can have one of three possible settings:
Release, Await -AIM, or Wait-ring. To change the setting, position the
cursor on the field and, over the existing setting, type::
:: 
						

							86Program Worksheet 3: Operator HandlingExecuMail6.5
Worksheet Choice
You type
ReleaseR(j=E%+-Enter)
Await AnswerA(et]
Wait for Ringbackw (Enter)
Rings to wait
In the Rings field, type the number of Rings to Wait and press C-1. This
parameter does not apply if you selected Release as the call transfer type. 
						

							QuickStart Application ManualProgram Worksheet 4: Schedules 87
- -’
Program Worksheet
System Schedules4
I
I
You use the information from Worksheet 4 on the QuickStart Application Screen,
Page 4 (Figure 11).
31.Schedule #1Schedule #2Schedule #3a: 8:OOam- 5:OOpm MTWHF a:b:b:;iC:C:C:Current mode: DAYCurrent mode: NIGHTCurrent mode: NIGHTIgnore holidays? NoIgnore holidays? NoIgnore holidays? No
32. Schedule #4: DAY
33. Holidays:
34. Daylight Savings? No
Date On:Off:
Figure 11: QuickStart Application Screen, Page 4
On Now? N/A
Hours: 1
If you are not already viewing the QuickStart Application Screen, press ImlR],
then press m until you display Page 4.
37. Daytime Schedule
Move the cursor to Schedule #l. Type the beginning time (in HH:MM format)
[-Enter). Type the ending time (-1. Type the letters for the days of the
week this range applies to. The valid letters are:M Monday
T Tuesday
W Wednesday
H Thursday
F Friday
S Saturday
U Sunday
You can enter up to 3 different ranges for each separate schedule. (For example,
your organization could be open from 8:00 am to 12:00 pm, closed for lunch
from 12:OO pm to 1:00 pm, and then reopen from 1:00 pm to 6:00 pm.) Don’t
forget to enter the days of the week 
(MTWI-IFSU) for each schedule range
entered. (Note that H = Thursday and U 
= Sunday).
Ignore holidays?
If Schedule #1 should not recognize holidays (in other words, if Schedule #lshould follow its normal hours on all holidays), move the cursor to the Ignore
holidays? field. Type Y 
{Enter].
:. 
						

							88Program Worksheet 4: SchedulesExecuMail6.5
Schedule #2, Schedule #3, and Schedule #4 are for advanced applications, as
described in the 
Reference Manual. Leave the fields for these schedules blank for
now.
33. Holidays
Type the dates your organization is closed on the two rows below Line 33. Type
the date of the month, followed by a hyphen 
(-), followed by the first three lettersof the month and press 
l-1. For example, type l-Jan [j). You
may enter up to nine holidays on each row. The date will be considered a
holiday in any year.
34. Automatically adjust system for Daylight Savings Time?Type Y or N 
l-1 to set the Daylight Savings? field on Line 34 to
Yes or No. If you set the field to Yes, type the date that the system will turn on
Daylight Savings Time in the Date On field. In the Date Off field, enter the
day that the system will turn off Daylight Savings. Use the same format (date-
month) as you did for your holidays (for example 31-Dee). 
						

							QuickStart Application Manual
Program Worksheet 5: Default Subscriber Settings89
Program Worksheet 5:
Default Subscriber Settings
You use the information from Worksheet 5 on the QuickStart Application Screen,
Page 5 (Figure 12).
Hold/Archive msgs:0 /2days
Access: PCBF
>Greeting-=-ActionTransfer? Yes-->,XTake-msgAwait-Ans-->4
RingsScreening? No Holding? NoMax-msg:90 set Edits OK? Yes
Lamp #:‘-XActivate Lamps? Yes#l: xafter0min,8:OOam- 6:OOpmMTWHF4rings30min,Off
fgiafter0min,6:OOpm- 9:OOpmMTWHF5rings60min,Off
after0#4:min. 12:OOam-11:59pm MTWHFSU 0 rings 30 min,Offafter0min.12:OOam-11:59pmMTWHFSU4rings60min,Urgent
Ctrl-E for expanded options
Figure 12: QuickStart Application Screen, Page 5
If you are not already viewing the QuickStart Application Screen, press [=lR],
then press [PSDn) until you display Page 5.
The parameters on this screen will be applied to new subscribers as they are
added to the system. Later you can change these parameters for individual
subscribers on their Personal Directory Screens.
Changing parameters on the 
QuickStart Application Screen, Page 5, does not
change those parameters for subscribers already enrolled in the system.
Personal ID & Access Codes
Personal ID for Subscribers
To use a different numbering convention for Personal IDS, type a different prefixin the Personal
ID field and press [i=EiGEnter).
.,:
Access Codes
To turn on or off specific features for subscribers, highlight the Access field. To
add codes, type the access codes and press 
(-Enter). To remove codes, press
@.
You can also use a special pop-up window to add or remove access codes for a
subscriber (Figure 13). On the pop-up window, a code that is active has a star
(*) in its checkbox. 
						

							90Program Worksheet 5: Default Subscriber SettingsExecuMail6.5
.. . .. . . . .. . . .. . . . . .. .,‘.:ii:i$ii::i.i:-.:il:ii:,i:‘.i.::.i.i:.:::i’; .i:.::. ‘...:.:i~.i.ii,:,IIpi:l.g::,~~ii~~;”i;T.~j~~,.~~:i~iij~~,~i.:D’i~~~R:“‘Ei,;C::~:j~~~IffllQ#~~i~:;ii;:‘::::i~~~~~~~:jji~~::::iii~~~~~~:‘::I?..: ::~:.:~::::.::.‘::::::.:.: ..:.:.. :.: ..:.:.. . . ., .\ . ... . . . . .Name: Jefferson,~Thomassysm4 MANAGERPersonal ID: TOMVoice name: 0:02
Extension # ID: 1776Hold/Archive msgs:0 /2days
1ACCESSCODEOPTIONS
Press ESC to ExitA 
[ I No Setup OptionsJ [ ] UnusedS [ ] Cant Send Message
B [*I No Rect SummaryK [ ] Can Edit HoldingT [ ] Traditional Order
C [*I No Public Notify
L [ ] Message Lengthu [ ] Not to Subscribers
D [ I Not in DirectoryM [ ] Menu Modev [ ] No Private Message
E [ I Messages by ExtN [ ] Hands-Free PlayW [ ] NO Future Delivery
F [ I First-Time Enroll0 [ ] No Old MessagesX [ ] No Receipt Request
G [ I Cant Edit GreetP [ ] No Public MessageY [ I No Open Groups
H [ 1 UnusedQ [ ] No Urgent MessageZ [ ] Automatic Receipts
I [ I Unused
R [ ] Cant Redirect
Press ? J+tTAB or Shift-TAB to move;Press SPACE to add or remove a code
Figure 13: Access code options window
To add or remove access codes at the access code options window:
1.Press [CtrlHEl.
3.Press the m (@3hii~Tab~) FJ 0 @ or a keys to highlight the
checkbox for the code you want.
4.Press [spacebail to add or remove a code.
5.Press @ to close the window.
Call Transfer
Transfer calls to subscribers?
lf Yes, highlight the Transfer? field. Type Y (-1. After the arrow (->),
type X 
(-1. This shorthand means that the voice mail system will transfer
calls to each subscriber’s extension. Later you will assign Extension 
# IDS to
individual subscribers as you add them to the system, as described on
Worksheet 9.
If No, type N I.-II in the Transfer? field and skip the rest of this
section.
Call transfer type
The transfer type field is located directly below the Transfer? field. It is not
labeled. It will have one of three possible settings: 
k&lease, Await-Arm, or
Wait-ring. To change the setting, position the cursor on the field, and, over
the existing setting, type:
Worksheet Choice
You type
Await Answer
Release
Wait for 
Ringback
A[j=EiiGEnter)
R(i=GiE]
w [e,Enter)
for
rings
In the Rings field, type the number of times the extension should ring before
the caller is transferred to the subscriber’s voice mailbox 
(-1. This
parameter does not apply if you selected Release as the call transfer type. 
						

							QuickStart Am&ation ManualProaram Worksheet 5: Default Subscriber Settings9 1
Use call screening?
Press [CtriHEl, then Q -Enter) to expand the screen. If you want to use callscreening, in the Screening Options field, type SC for Screen-Confirm and
press 
I-1. Move the cursor to the Screening? field, and type Y for Yes
(-1. You can turn on call screening only with the Await Answer call
transfer type.If you do not want to use call screening, set the Screening? field to No. Move
the cursor to the Transfer Opt ions field. Type A for Announce and press
(-1. Subscribers will hear a beep before the voice mail system connects
an outside caller. If you are using the Release call transfer type, leave both theScreening 
.Options and the Transfer Options fields blank.
Use call holding?Set up call holding. In the Holding? field:
Worksheet ChoiceYou type
YeSy(ixzq
VOXv (p=EiiEEnter)
NoN (-1
Keep in mind that you cannot use call holding with the Release call transfer type.
Press 
B to close the expanded window.
Message Notification
Lamp #In the 
L;unp # field type the telephone number the system should dial to turn a
message waiting lamp on or off for the subscriber and press (-Enter).
Typically, you use an X to represent a subscriber’s extension number.
Acfivate message waiting lamps for new messages?In the Activate 
Laraps? field, type Y for Yes or N for No and press
(-Enter) to indicate whether the voice mail system should activate message
waiting lamps for every subscriber.
If you select Yes, also check the Message Lamp On and Off codes at the top of
the 
QuickStart Switch Setup Screen, Page 2 to ensure that they are the correct
codes for your Comdial telephone system. These codes were configured
automatically when you typed in the name of your Comdial telephone system.
(See Worksheet 1.)
Message Delivery
Should the system call the subscriber fo deliver messages?
If you answered Yes on the Worksheet, move the cursor to the #l field. Type X
(-1 if you want the system to call a subscriber’s extension number.
..1. 
::