Comdial Execumail Voice Processing System 6.5 Instructions Manual

							Changing the System Conversation V6.5 
First Edition April 1994 
Copyright 0 19861994 Active Voice Corporation 
All Rights Reserved 
Printed in the United States of America 
ExecuMaiKB and QuickStart@ are registered trademarks of 
Comdial Corporation 
The entire program and user interface - including the structure, sequence 
and organization of the dialogue, the exclusively ‘yes’ and ‘no’ choices 
represented by ‘1’ and ‘2’, and each dialogue message - are protected by 
copyrights registered in the United States and by international treaties. 
The Install program used with this product is based on licensed, copyrighted software developed by Knowledge Dynamics 
Corp.. Canyon lake. TX (USA). Since the sofhvare has been modified, the perfommnce and behavior of the ln~tall program 
shipped with thff product may not represent the performance and behavior of IzSall a shipped by Knowledge Dynamics 
and therefore they are not responsible for its performance or for supporting it. 
Other brand and product names used in this document are trademarks of 
their respective owners. 
Comdial Corporation 
Charlottesville, Virginia 
USA ; 
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							Changing fhe System Conversation Contents i 
Contents 
UsingThisGuide............................................ 1 
Changing the Conversation . _ . . . . . . _ . . . . . . _ . . . . . . . _ . . . . . . . . . . . . 2 
Understand the System Conversation Design 
Identify the Prompt Number 
Locate the Prompt on the Voice Prompt Editor Screen 
Record the Voice Field 
Conversation Overview . . . . . . . . . . . . . . .._................. 
The System Conversation 
Phrases and Phrase Names 
Prompts 
Prompt Sets, Prompt Numbers and Prompt Disks 
Voice Fields 
The Voice Prompt Editor Screen 
Unnumbered Prompts 
. . . . . 5 
Index..................................................... 14 
Appendix A: Prompt by Text 
Appendix B: Prompt by Number 
Appendix C: Phrase by Name :  
						

							Changing the System Conversation Using This Guide 1 
Using This Guide 
This guide will help you customize the system conversation. The guide is 
designed to be used in conjunction with the Reference Manual, which describes 
how to record Opening Line prompts and other voice fields. The guide is divided 
into the following sections, 
Changing the Conversation gives the basic steps for customizing the system 
prompts, including how to use the lists at the back of the guide to identify 
the specific prompts you want changed. It assumes you understand the 
design of the system conversation. 
Conversation Overview fully describes the system conversation and details 
each of its parts, including phrases, phrase names, prompts, prompt sets, 
prompt numbers, voice fields, and the Voice Prompt Editor Screen. You may 
wish to read this section before attempting to change any prompts. 
Appendix A: Prompt by Text lists the system prompts, sorted alphabetically 
by prompt text. The list includes the complete prompt number, the number 
of the floppy disk where the original system prompt is stored, the prompt 
text, and the phrase or phrases which use the prompt. 
Appendix B: Prompt by Number lists the system prompts, sorted by 
complete prompt number. The list includes the complete prompt number, 
the number of the floppy disk where the original system prompt is stored, 
the prompt text, and the phrase or phrases which use the prompt. 
Appendix C: Phrase by Name lists the system phrases, sorted alphabetically 
by phrase name. The list includes the phrase name, the phrase text, and the 
prompts associated with the phrase. 
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							2 Changing the Conversation Comdial 
Changing. the 
Conversation 
While you do not have to change the conversation on your system, some 
applications are more effective if you do. For example, two organizations may 
want to share a single system, or one organization may want to offer service in 
more than one language. 
You may want to change the system’s Opening Line. This allows you to greet 
callers with your organization’s name, offer a directory of extensions, and tell 
callers about any customized menus. 
.: 
NOTE: Complete instructions on changing the Opening Line are found in the 
Reference Manual. 
If you decide to change any of your system prompts (other than the Opening 
Line), you will need to: 
m Understand the system conversation design. 
n Identify the prompt number of the specific prompt you want to change. 
n Locate that prompt on screen. 
n Select the appropriate voice field column. 
n Re-record the voice field. 
Understand the System Conversation Design 
In order to maintain the natural flow of your system conversation, it is important 
to understand how the different parts of the conversation work together before 
making any changes. 
The system conversation consists of phrases and prompts. Whenever the system 
reaches a point in the conversation where it needs to play a recording, that 
location is marked with a 
unique phrase. This phrase is a set of instructions that 
tells the system which prompt (or prompts) to play. A prompt is the actual 
recording the system plays. 
The same prompt may be used at several different points in the conversation. In 
other words, 
the same prompt may be used by more than one phrase. If a prompt 
is used in more than one phrase, you should think about how your prompt 
changes will sound in each phrase before doing any rerecording. 
You may wish to read the section 
Conversation Overview on page 5, before 
making any prompt changes.  
						

							Changing the System Conversation Changing the Conversation 3 
Identify the Prompt Number 
Before you rerecord a prompt, you must first identify the complete number of 
the prompt you want to rerecord. The way to identify a prompt number depends 
on how you discovered the change you want to make: 
n . If you heard the part of the conversation you want to change while listening 
to the system conversation, you know the prompt text. 
n If you read the part of the conversation you want to change in the system 
documentation, you know the phrase 
name. PH-Chk-YouHaveUrgent is an 
example of a phrase name. 
If you know the prompt text: 
1. Look up the prompt you want to change using the alphabetical prompt list 
in Appendix A: Prompt by Text. 
2. Remember that the same prompt may be used in more than one phrase in 
the system conversation. Check which phrases use the prompt. If the prompt 
is used in only one phrase, skip to step 3. 
If the prompt is used in more than one phrase, look up each phrase in 
Appendix C: Phrase by Name. Make sure the new prompt you want to record 
works in each of these phrases. 
3. Write down the complete prompt number for each prompt you wish to 
change (for example, DR003), and skip to the section, Locate the Prompt on 
the Voice Prompt Editor Screen. 
If you know the phrase name: 
1. Look up the phrase in Appendix C: Phrase by Name. 
2. Check which prompts are associated with that phrase. 
3. Remember that each of these prompts may be used in several other phrases 
in the system conversation. Look up each prompt you want to change in 
Appendix B: Prompt by Number. If the prompt is used in only one phrase, 
skip to step 4. 
If the prompt is used in more than one phrase, look up each phrase in 
Appendix C: Phrase by Name. Make sure the new prompt you want to record 
works in each of these phrases. 
4. Write down the complete prompt number for each prompt you wish to 
change (for example, DR003). 
For more details on prompt numbers or phrase names, see the Conversation 
Overview on page 5. 
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							4 Changing the Conversation Comdial 
locate the Prompt on the Voice Prompt Editor Screen 
After identifying the number of the prompt you want to change, locate the voice 
field for that prompt on the Voice Prompt Editor Screen. 
NOTE: Prompts in the OP prompt set are stored in the Opening Line voice 
fields on the QuickStart Application Screen, Page 2. For details, see the topic 
Opening Line in the Reference Manual. 
1. Sign in at the system console and press [j5iX)-(P]. The Voice Prompt Editor 
Screen appears (Figure 1). 
y:o:i1 d.E .P’R 0 # :p T s 
PROMPT SET: DR-Directory .A11 Ports E.D.1 TO R :. 
Port 1 Port 2 Port 3 Port .4 
Num., 
Description Day Nt Day Nt Day Nt Day Nt Day Nt 
I 
I 
I 
1 Please press the first thr 
2 Please enter the letters n 
3 You may dial the extension 
4 To stop the directory, pre 
5 There are no matches to th 
6 Press 1 to try another nam 
7. ~rn sorry, directory assis 
8 This directory will help y 
9 End of... 
10 To start the list again, p 
11 To hear the list again, pr 
12 Extension... 
13 For... I 1 
I I 
:4 
						

							Changing the Svstem Conversation Conversation Overview 5 
Conversation Overview 
This section describes the system conversation and details each of its parts. 
The System Conversation 
The system conversation consists of phrases and prompts. Whenever the system 
reaches a point in the conversation where it needs to play a recording, that 
location is marked with a 
unique phrase. This phrase tells the system which 
prompts to play. 
Phrases and Phrase Names 
A phrase is a set of instructions that tells the system which prompt (or prompts) 
to play at a given point in the conversation. 
For example, when the system reaches the part of the conversation where it must 
ask a subscriber if he or she would like to check new messages, that part of the 
conversation is marked with the phrase: 
“Would you like to check fit I them]?” [PH-Chk-WouldLikeToCheck] 
One of the instructions in this phrase tells the system to check how many 
messages the subscriber has. If there is 
one new message, the phrase instructs the 
system to play prompt SL050 (Would you like to check 
it?) If there is more than 
one 
new message, the phrase instructs the system to play prompt SL051 (Would 
you like to check 
them?) 
,:._ 
The system documentation contains many examples of the system conversation. 
To help you identify the specific part of the conversation being discussed, each 
example is followed by a phrase name in brackets. 
Appendix C lists the system phrases by name. If your system includes additional 
feature packages, refer to your feature package documentation for associated 
phrases. 
Prom& 
A prompt is an actual recording you hear when listening to the system 
conversation. 
The same prompt may be used at several different points in the conversation. In 
other words, the same prompt may be used by more than one phrase. For 
example, prompt SL073 (urgent messages) is used in 6 different phrases.  
						

							6 Conversation Overview 
Comdial 
If a prompt is used in more than one phrase, you should consider how the 
changed prompt will sound in each phrase before doing any rerecording. 
The system prompts are prerecorded in the system’s “voice” before the voice 
mail system is shipped. With the optional ExecuMail Fax Feature Package, the 
system conversation may include 500 to 1000 prompts. Prompts are stored on 
disk in a prompt set subdirectory by prompt number (for example, &SL\SL073). 
Prompt Sets, Prompt Numbers and Prompt Disks 
A 
prompt set is a group of prompts relating to a specific part of the 
conversation. For example, the prompts the system plays when outside callers 
reach a subscriber’s voice mailbox, a transaction box, or an interview box are in 
the “Message Box” prompt set. ‘C. 
. . 
. . 
: 
Each prompt set is identified by a 24etter code (for example, prompts in the 
“Message Box” prompt set are identified by MB). Each prompt in the prompt set 
has its own number. The complete 
prompt number contains the prompt set 
code followed by a 3digit number (for example, MB001). 
Figure 2 lists the prompt sets. 
Appendix A lists the system prompts by text. 
Appendix B lists the system prompts by number. The system also includes 
unnumbered prompts, which are not members of any prompt set. For details, see 
Unnumbered Prompts on page 11. If your system includes an additional feature 
package, refer to your feature package documentation for any additional 
prompts. ,. 
The 
prompt disks store prompts in separate DOS sound files in the appropriate 
prompt set’s subdirectory. For example, the first prompt in the “Message BOX” 
prompt set is stored on Prompt Disk 3 as \MB\MB001 (the subdirectory followed 
by the complete prompt number). 
Voice Fields 
Each system prompt is accessed through a 
voice field on a system screen, 
Voice fields are located on several of the system screens. Almost all of the voice 
fields for prompts are stored on the Voice Prompt Editor Screen. However, the 
voice fields for the Opening Line prompts are stored on the QuickStart 
Application Screen, Page 2. The voice fields for non-prompt recordings, such as 
voice names, transaction box greetings, and interview box questions, are stored 
on the appropriate Personal, Group, or Transaction Directory Screen. The 
Operator Box voice name and greetings are stored in voice fields on the 
QuickStart Application Screen, Page 3. For details, see 
Unnumbered Prompts on 
page 11. 
If a prompt’s voice field contains a recording, that field displays a number. The 
number represents how many seconds the recording lasts. Prompts lasting longer 
than 9 seconds are indicated by >9.