Comdial Execumail Voice Processing System 6.5 Instructions Manual

							102Program Worksheet 9: Subscriber List
ExecuMail6.5
Enter Range of Extension # IDS
Start:
stop:4.
If desired, type any numbers or letters as a prefix to the Extension # IDS you
are adding. Press 
@J. Type any numbers or letters as a suffix to the
Extension 
# IDS you are adding. Press [-Enter).
Constant prefix:
Constant suffix:
The system displays the range you selected and asks you to confirm.
5.To accept the range, press a. Otherwise, press @. Follow these steps
again to add a new range of Extension 
# IDS.
Once you confirm the range, the system displays a series of status messages
as it adds the Extension 
# IDS.
If an ID in the range conflicts with a System ID already in your system, that
particular ID is 
not added. You will see this message:
ID . . .conflicts with existing
ID: and was not added.
Please make a note of this.
Do you want to continue with the
next Extension # ID (Y/N)?To continue adding the remaining Extension 
# IDS in the range, press a.
To stop the process altogether, press @. You may then repeat these steps toadd different ranges of Extension 
# IDS that do not include the conflicting
IDS.
6.
When the system finishes adding the range of Extension # IDS, look through
the Personal Directory to find the pages the system added. Each new
subscriber has a spelled name with the Extension 
# ID in curly brackets { }.
For each subscriber added by range, retype each subscriber’s name in the
Name field..  .  .  .  .  .  
ily ..i. i;: ,.:. ,,; ‘.‘...,’ .  .:.::. .., .;. ....... :,.I:.: ..,.i.’ :‘:‘:..  .  .  ;.:-.. 3.::: .  ..>.::,: :.,;P’cE Be:‘S:- .@;1Q.:‘&p;,’ ::::lo;~~~R’:.:~::il,.:‘?li..~::,~.if.,-, ..;::‘.‘,I;., .;:j.::. I;:< “.y&&p,;. .g&jgNam;l.c ‘:‘tfi.iid.).. .: .::: ,:.ii... .:;... :, .::> ./::.,.: .:. ‘.. ::::. .“‘.. ::. .‘.i’. :--:.:::i. .  .  .  .  .  : ., .  .  .  .  .  .  :,.,
Personal ID: 812314Voice name: 0:OO
Extension # ID: 12314Hold/Archive msgs:0 12days
Access: PCBFNew M?-k¶:O=O:OO Total:0 =O:OO->Transfer>Greeting --ActionTransfer? Yes-->,X>Std: 0:OOTake-msg
Await-Am- ->4 Rings
Screening? No Holding? No
Alt: 0:OOMax-msg:90 set Edits OK? Yes*essage NotificationLamp #: XActivate Lamps? Yes On Now? No#l: xafter 0min.8:OOam- 6:OOpm MTWHF4 rings 30 min,Off
;;;after 0min,6:OOpm- 9:OOpm N?lWHF5 Rings 60 min,Offafter 0min, 12:OOam-11:59pm MTWHFSU 0 Rings 30 min,Off#4:after 0min, 12:00am-11:59pm MTWHFSU 4 Rings 60 mineUrgent
ICtrl-E for expanded options
Figure 18: Subscriber added by range
I 
						

							. . ..’
QuickStart Application ManualProgram Worksheet 9: Subscriber List103
To add subscribers one by one:
1.Press a to display the Add menu.
2.Press @ to select Subscriber.
3.Type the extension number [Enter).
4.Type the person’s last name k-1.
5.Type the person’s first name (-Enter).
6.Press [-Enter) to accept the default Personal ID for this subscriber, or type
a different ID. Press [Enter).
To make it easy to add several subscribers at once, the system automatically
prompts you for the next Extension 
# ID.
Continue adding the rest of the subscribers on your list by repeating steps 3
through 6 for each one. Press 
(Escl to return to the Personal Directory Page when
you are finished.
For any subscriber who should 
not be listed in the automatic directory, add the
letter D to that subscriber’s Access field. Remember that subscribers can also
change their automatic directory listing at any time from any touchtone
telephone.
Record Names
For sites that are not using the subscriber enrollment conversation (the letter F in
subscribers’ Access field), you should record a name for each subscriber you just
added. The subscriber can m-record the name in his or her own voice later.
The system plays a subscriber’s name to identify the source or destination of a
message. To reduce confusion, it’s very important that each subscriber has a
recorded name.
Making a recording at the system console involves establishing a local
connection with the voice mail system, then recording the names using a
telephone handset.
To record a subscriber’s name:
1.Establish a local connection. For steps, see page 8?
2.
Press the m or [PsDnl keys (or use the Jump command) to display thesubscriber’s Personal Directory Page. Highlight the Voice name field.
3.Press [F9). Press [Spacebar) to start recording. Say the subscriber’s first
and last name. Press any key to stop recording.
4.Listen to the name to make sure it is correct. Press m to hear the name.
5.Repeat steps 3 and 4 until you are satisfied with the recording.
:..:.i :... .i ..-::::.-~
::..
j..
\. ,../6.Repeat steps 2 through 5 for each new subscriber. 
						

							104Program Worksheet 9: Subscriber ListExecuMail6.5I
When you are finished recording names, be sure to press (F4) again todisconnect locally. If you forget, you will tie up a port until the local connection
is disconnected.
i-
For tips on making recordings, refer to the Reference Manual.
: 
						

							QuickStart Application ManualProgram Worksheet 10: Guests 105
Program Worksheet IO:
Guests
You use the information from Worksheet 10 to add guests on the Personal
Directory Screen. A example of a guest’s Personal Directory Screen is shown in
Figure 19.
PerSOnal ID: GEORGE
Send 
Msg Urgent? NoVoice name: 
0:02
New Msgs:O=O:OO Total:0 =O:OO
Figure 19: Personal Directory Screen for a guest
If you are not already viewing the Personal Directory, press (CtrrHD).
Add Guests
Follow these steps for each guest.
To add a guest:
1.Press the m or m keys to display the page belonging to the host
subscriber.
2.Press [F8).
3. Press (Spacebar) once to select Guest (-Enter).
4.Press [e] to confirm the name of the host subscriber.
5.Type the guest subscriber’s Personal ID l-1.
6.Type the guest’s last name ljj].
7.Type the guest’s first name (-I].
‘.: :
8.Record a name for the guest. For complete steps, see page 103.
i_ , 
						

							106 Program Worksheet IO: GuestsExecuMail6.5
Mark Messages Urgent
If the guest will be able to send the host subscriber urgent messages, move thecursor to the Send 
Msg Urgent? field. To configure the system to mark all
messages from the guest urgent, type Y [w] To configure the system to ask
the guest each time if the message is urgent, type 
A for Ask and press (-.
Message Notification
Even though guests do not use an internal extension, you can set the system to
call a guest at up to 4 outside telephone numbers.
To set the system to deliier messages to a guest:
1.Highlight the #1 field.
2.Type the number the voice mail system should call to deliver messages
(i=EiiG].
3.In the after field, type the number of minutes you want the voice mail
system to wait after a new message arrives and press [-Enter). This
applies only to batch message delivery.
4.Type the time the voice mail system should start delivering messages and
press
[c-l].
5.Type the time the voice mail system should stop delivering messages and
press 
[w].
6.Type the days of the week the voice mail system should follow this delivery
schedule and press 
(s]. Use these letters:M Monday
T Tuesday
W Wednesday
H Thursday
F Friday
S Saturday
U Sunday
7.Type the number of times the voice mail system should ring the number
before hanging up and press (iZiiG].
8.On the far right of the #l line, type a code to select a delivery method and
press (t-l]. Use these letters:B for Batch
E for Each
U for Urgent
0 for Off
9.Repeat this process to add more delivery numbers and schedules for the
guest, if desired. 
						

							QuickStart Application ManualProgram Worksheet 11: Message Groups107
Program Worksheet 1 I:
Message Groups
You use the information from Worksheet 11 to add message groups at the Groups
Screen (Figure 20).Member name
Last contacted1
Xavier, Jan
Yeoman, Mike
Zaftig, Pat
Zink, Jay
Figure 20: Groups Screen
To view the Groups Screen, press m.Member name .
Last contactedI
Yale, Hugh
Ying, Sue
Zeller, Nell
Using Numbered Groups
If you are using numbered message groups instead of spelled-name groups, you
also need to be sure to set a special System ID for leaving numbered groupmessages. You set the special System ID in the ID for 
Num Groups field on
the QuickStart Application Screen, Page 6 (Figure 21).
-i’-~~~~~~~~:i~~~~~~~~~~~,~~~~~~~;.~~:’~~“’~~.:‘“:‘,.:~..~”;’::~:““,. ~:~‘:i’:‘:il’iii:‘;::l. ..;::‘1y. . . 2 . . . . A.:.:.R::T:. . . . . . ..A,&.:,P:::J..Messgik ..Lifg; . . . . 43...da.s ,.,.,::.p:::p:.~:,~,..jc:0..:#..:..::.: . . . . :.:.:.:.‘:...l.:..,-j
54.Record Pauses...Beginning: 5Shortending: 2 ending:Long355. Beep on record? Yes
Disk full warning at: 15mins left
56. Blank PC screen? Yes
Screen Type: Auto
Keypad: Q=7, Z=9 keys57. OS Surrender- Daily:Weekly:Monthly:58. Startup:Error notices to: 0
59. ID for Alpha Directory: 555
Auto xfer? YesID for Num Groups: 77Public Fax BoxFax ID: SFAXBOXTransfer? NoVoice name: 0:02Await-A%-->4 RingsHolding? No
Figure 21: ID for Num Groups field
Alt Action: Operator
Announce: Always
To set a special System ID for numbered groups:
1.Press (ClrlHA) to view the QuickStart Application Screen. Press m or
[PSDn) until you see Page 6.
,j_.:.!  
‘,
‘. 
						

							IO8Program Worksheet 11: Message GroupsExecuMail6.5
2.Press a repeatedly until you highlight the ID for Num Grows field.
3.Type the System ID [-Enter).
Adding Message Groups at the Console
Subscribers can add message groups to the system from any touchtone
telephone. The system manager can also add message groups at the system
console. Worksheet 11 is used for message groups added at the console.
Adding a new message group from the console involves two main steps:n
Add the message group
nAdd members to the message groupTo add a new message group:
1.If necessary, press (mHZ) to display the Groups Screen.
2.Press [F8) to add a new group.
3.To add a private message group, press 0. To add an open message group,
press 
a.
4.To assign the system manager as the group’s owner, press I’].
To assign a different subscriber as the group’s owner, press @. Type the
first few letters of the owner’s last name and press 
(-1. The system
displays the first matching name. Press 
a to select the name, or @ to
display the next matching name. Press 
@ until you see the name you want.
Then, press 
Q.
5.After you select the message group’s owner, type the group’s name or
number and press 
l-1. For numbered groups, the first three
characters of the group name should be digits (for example, 234Sales
Group). For lettered groups, subscribers will use the first three letters of the
group name to leave messages for the group.
6.Record a name for the group. Follow the steps to establish a local
connection and record the name, just as you did for subscribers’ names. For
more information, see page 103.To add members to the message group:
1.Press [F8).
2.Press (-1 to select Member.
3.Type the first few letters of the first group member’s last name. The system
displays the first matching name.
4.Press a to add the subscriber to the group, or press @ to display the nextmatching name. Continue pressing 
a or @ until you have added all the
members to the message group. 
						

							QuickStat? Application Manual
Program Worksheet 12: Special Subscriber Settings
109Program Worksheet 12:
Special Subscriber SettingsUse the information on Worksheet 12 to set up custom features for individual
subscribers on the Personal Directory Screen. Several custom call transfer features
you will set up from Worksheet 12 are available on the Expanded Transfer
Options window (Figure 22).
. . . . . .,::... .:j: .‘.‘j.jl’. .:~~~,X1  >Std: 0:661 Take-msgIIAwait-Am-->4 RingsScreening? Yes Holding? NOAlt: 0:05Max-msg:90 set Edits OK? YesaTransfer Options : ACSend Msg Urgent? Ask
Screening Options: ASC
Active: STDAfter Msg: HangupOne key dialing: 
1~2>3>4>5>6>I>a>9>o>
-
Figure 22: Personal Directory Screen with expanded transfer options displayedThe subscribers you add to the system with Worksheet 9 all receive the default
settings on the 
QuickStart Application Screen, Page 5. However, there may be
some subscribers who want features other than the default. Using Worksheet 
12as your guide, configure custom message delivery schedules, delivery methods,
one-key dialing, transfer options and screening options by changing the settings
on individual Personal Directory pages for those subscribers.
NOTE: This section assumes you have already added the subscribers to the
system. To add a new subscriber, follow the procedure in the section of this
guide called Program Worksheet 9.
To view a subscriber’s Personal Directory Page
1.Press [mI4E] to display the Personal Directory.
2.Press the ipsupl or (PgDnl keys (or use the Jump command) to display the
correct subscriber.
To view Expanded Transfer Options for a subscriber:
1.At the subscriber’s Personal Directory page, press [ctrlH=).
..:
2.Press a to highlight Transfer Options (-Enter). 
						

							110Program Worksheet 12: Special Subscriber SettingsExecuMail6.5
Once you open the Expanded Transfer Options window, it stays open as YOU
scroll through the Personal Directory to view subscribers’ pages.
You fill in the fields on the Personal Directory Screen in one of 
two ways:n
Type over the contents of the field with the new values, and press
IpiiiGEnter).n
Type a code in the field and press [-Enter). The codes turn different
features on or off, depending on the field. You should have already
determined the correct codes when you filled in Worksheet 
12.
Name, IDS, Hold/Archive Time
To change a subscriber’s Name, Personal ID, Extension # ID, or
Hold/Archive time:
1.Move the cursor to the field you want to change.
2.Type the change and press [et].
Access Codes
Access codes turn on or off certain features for the subscriber. Each code is a
single letter representing a feature. Just add or remove the access codes to orfrom the subscriber’s Access field.
To add or remove an access code:
1.Highlight the Access field.
2.Make sure your keyboard is in INSERT mode. To add a code, type any
missing letters. Move the cursor to any code you want to delete. Press the
m key to remove the code. Press [-Enter) when you are finished.
You can also use a special 
popup window to add or remove access codes for a
subscriber (Figure 23). On the 
popup window, a code that is active has a star
(*) in its checkbox.
“:“:. ‘-:::;::i:~::,i:!i:i‘8:‘: :  :  :.F :.; :.:.: :.>:.. :  :  ,,::
.  .  .  .  .  .... . . . . . . ..A.. . . . . . ../..,... x:.:.:.:.:.:....:....: ~.~;~::..:;.:.:::.‘~.:. :.p:..;. ‘Yii. ‘i:f.i: i.I;.~~~~iffl~~~~~~~~~~~~~~ 2 i;g isi~~~~~~~r~~~~,.~:~:~~:~~~~~~:~~~~~~~~~~~,..:.-‘::..:.:.::..... . ...\..  .  ..  .  .  .  ..,....................,......, ,.,.,.. . . . . . . . . . .Name: Jefferson, Thomas,.....,SYSTEM MANAGER
Personal ID: TOMVoice name: 0:02Extension # ID: 1776
Hold/Archive msgs:0 /2daysACCESSCODE
OPTIONSPress ESC to Exit
I I No Setup OptionsJ [ 1 UnusedS [ ] Cant Send Message[*I No Rect Summary
K [ I Can Edit Holding.T [ ] Traditional Order[*I No Public Notify
L [ 1 Message LengthU [ ] Not to Subscribers
D 1 I Not in Directory
M [ I Menu Modev [ ] No Private Message
E [ I Messages by Ext
N [ ] Hands-Free PlayW [ ] No Future Delivery
F [ I First-Time Enroll
0 [ r No Old MessagesX [ ] No Receipt Request
G [ 1 Cant Edit Greet
P [ ] No Public MessageY [ ] No Open Groups
H [ 1 Unused
Q [ I No Urgent Message2 [ I Automatic Receipts
I [ I UnusedR [ I Cant Redirect
Presst 4 *+-TAB or Shift-TAB to move;Press SPACE to add or remove a code
Figure 23: Access code options window
Once you open the Access Code Options window, it stays open as you scroll
through the Personal Directory to view subscribers’ pages. 
						

							QuickStart Application ManualProgram Worksheet 12: Special Subscriber Settings111
To add or remove access codes at the pop-up window:
1.Press I=JQ.
2.Press [s) to select Access Codes.
3.Press the m [UShiiHTab!!ii] @ Q Q or @ keys to highlight the
checkbox to the left of the description of the code.
4.Press 1-1 to add or remove the code.
5.Press @j to close the popup window.
Call Transfer
Transfer calls to subscriber?
When call transfer is turned on for a subscriber, you can set several custom
features that control how the voice mail system transfers calls. The subscriber can
turn call transfer to a work extension on or off from any touchtone telephone.
When call transfer is turned on, the custom settings you configure in the middle
portion of the Personal Directory page take effect. Even if call transfer is turned
off for a particular subscriber, you may want to set up custom call transfer
features. That way, when the subscriber turns call transfer on, the custom featureswill be available.
To turn call transfer on or off:
1.Highlight the Transfer? field.
2.To turn call transfer on, type Y (eEnterj. After the arrow (-->), type X
(*-I) if calls should be transferred to the subscriber’s extension. Or,
type a different telephone extension number.
To turn call transfer off, type 
N [FGGEnter) 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: 
Release, Await-Am, or
Wait-ring. To change the setting, position the cursor on the field, and, over
the existing setting, type:
Worksheet ChoiceYou type
Await AnswerA[j=EiiiGEnterJ
ReleaseR[etEnter)
Wait for Ringbackw pziq
for
ringsIn the Rings field, type the number of times the extension should ring before
the caller is transferred to the subscriber’s voice mailbox. Press [-Enter) Thisparameter does not apply if you selected Release as the call transfer type.