Comdial Execumail Voice Processing System 6.5 Instructions Manual

							learning ExecuMailLesson 1: The Screens & Keyboard15
Type:TOM[=]QuickStart APPLICATION Page 1 isshown.
ortype:866(W)That’s all there is to signing in as system manager! Since signing-in is easy,
remember to change your Personal ID regularly to protect system security.
NOTE:If you cannot sign in, your installer or another system manager may
have removed or edited Thomas Jefferson. If you cannot sign in as Thomas,
use your actual Personal ID or contact your installer for a System ID to use for
training. While we’ll be adding our own sample system manager later in the
lessons, you’ll need a substitute for Thomas Jefferson for now.We’ll finish this lesson by taking you on a brief tour of the system screens. First, it
is important to learn how to sign out.
Press: lgAre you sure you want to sign
out to the banner screen? (Y/N):
To confirm your intentions...Press: 
QThe Banner Screen is shown.
At the Banner Screen, 
[Esc) also signals that you want to “exit the system.”
Exiting stops call processing-no calls are answered. 
(AI1 messages stored on the
system are saved.) While the system software should normally be left running, as
system manager you’ll need to exit the system from time to time. For example,
you’ll have to exit the system in order to make backup copies of the system
software and files. Of course, you should shut down 
call processing at an
announced time, when it will cause little or no disruption.
To keep an unauthorized person from exiting the system and shutting down call
processing, the system always asks for the system manager password before
exiting. Like signing out, asking to exit gives you a chance to change your mind.
Try it now...Press: 
[EsclAre you sure you want to exit
AND DISCONNECT ALL LINES? (Y/N):
Press: 
QTo exit, please type your ID:
Let’s not exit the system for now, so as to keep proces+g calls...Press: 
[EsclThe password message clears.
If you do shut down the system (accidentally or intentionally), press the
(ClrlH’XQGi) key combination to restart the system.
Overall, it is a good idea to protect the system by placing the console in a
restricted area. Dont try to limit access by unplugging the keyboard. Doingthis 
will often make the system stop working. Even if the system continues to run,
the keyboard will probably not work when plugged back in. In either case, you’ll
be forced to restart the system. 
						

							16Lesson 1: The Screens & KeyboardExecuMail6.5:
:As an added security feature, the system automatically signs you out if there is no
keyboard activity for several minutes. This protects the system if you forget to sign
out or if you are distracted by a long interruption.
This feature is great when it works as anticipated, but since you’ll be pausing to
read as you use these lessons, you might find yourself unexpectedly signed out
on occasion. Automatic sign out takes place in two stages. First, after a few
minutes of inactivity, the screen will display a sign-out confirmation message:
Are you sure you want to Sign
out to the banner screen? (Y/N):Simply press 
(-1 to clear the message and continue. If the confirmation
remains unanswered for several more minutes, the system secures itself and
returns to the Banner Screen. If this happens, just sign yourself back in (using
IF2) and your Personal ID), then return to the correct screen before you
continue the lesson instructions.
Screen TourLet’s take a short tour of the different system screens. With this tour, you’ll learn
how the screens are organized and which commands help you move from screen
to screen. At the Banner Screen, sign back in as Thomas Jefferson:
Press: (gPlease enter your ID:
Type:TOMfj=]QuickStart APPLICATION Page 1
ortypx 866p-qis shown.The voice mail system is organized around 6 information screens. Each screen
contains one or more 
pages of information. Simple commands let you move from
screen to screen and from page to page within a given screen. Figure 1 on page
17 will give you a feel for the system organization.
From the illustration, you can see the 6 screen names: 
QuickStart Application
Screen, Personal Directory Screen, Groups Screen, Transaction Directory Screen,Voice Prompt Editor Screen, and 
QuickStart Switch Setup Screen.
The 
0 Previous Screen, and @ Next screen commands let you
move from screen to screen. You can think of 
IF5) as moving “backwards”
through the screens and 
a moving “forward,”relative to your current position.
In a way, the screens are really in a kind of 
circulal- arrangement, since, if you
press either 
[F5) or IF6) six times in a row, you’ll be right back at the screen
you started from.Try these commands yourself starting from the 
QuickStart Application Screen...
Press: IF6)PERSONAL DIRECTORY~~ shown.:This is the first page of the subscriber and guest directory. There 
will be one page
for each person enrolled in the system. By default, the system keeps this list in 
						

							Learning ExecuMailLesson 1: The Screens & Keyboard17The Console Screens
:i:i;;;;&‘;‘i,:i.>::zj: .y. . ., . . . . . . . .
. . . . . .. . . . . .:.:Voice Prompt
Next ScreenPrevious Screen
Moving between pages of a single screen
Figure 1: Screen Organization 
						

							18Lesson 1: The Screens & KevboardExecuMail6.5
alphabetical order by last name, so you’ll. see the directory page for the first
person, alphabetically, in your organization. We’ll discuss lineby-line details of
this and other screens in the next lesson. For now, just concentrate on the overall
screen organization.
I
NOTE: You may see a subscriber who has a name that begins with a letter(like 
JPD) or an extension number in brackets (like {loo)). These occur
when a subscriber enrolls him- or herself by phone or when you have extra
subscriber mailboxes on the system. We’ll discuss how subscribers and guests
are added in Lesson 3.
IPress: 
[F61GROUPS isshown.
Subscribers (and guests, in certain cases) can be put in “message groups” to
speed delivering the same message to many related people. For example, you
could have a message group called “Everybody.” Sending a single message to
this group would deliver it to everyone in your organization. Message groups
typically mirror your organization by department.
Message groups can be added by phone by subscribers, or the system manager
can add message groups at the system console. In either case, message groups
are sorted by group name or number. The system has options that let you choose
who can leave group messages and how messages are delivered to group
members. In Lesson 5, you’ll create sample message groups by phone and at the
system console and you’ll learn about group options.Press: 
[F6)TRANSACTION DIRECTORY isshown.
Transaction boxes let the system route certain kinds of calls,.and collect and
distribute information from and to callers. Transaction boxes give the system a
wide range of uses. This feature is discussed in the 
Reference Manual.Press: 
@JVOICE PROMPT EDITOR isshown.
This screen lets you review and modify the recorded prompts that the system
uses to create its “conversation” with callers. On this first page, you can see some
of the recordings used in conversations. In later lessons, you’ll learn how to
review and modify these recordings as desired.Press: 
[F6)QuickStart SWITCH SETUP
Page 1 of 3 izshown.
The Switch Setup Screen contains 3 pages of technical settings that let the voice
mail system communicate with your particular Comdial telephone system. Your
installer may have already selected the correct Comdial telephone system and
made any fine-tuning adjustments. 
						

							Learning ExecuMailLesson 1: The Screens & Keyboard19You have moved forward through all 6 screens. If you were to press 
IF6) once
again, you would return to the 
QuickStart Application Screen. As practice though,
use 
[F5) to move backward to where you started...
Press: 
@VOICE PROMPT EDITOR isshown.Press: 
[F5)TRANSACTION DIRECTORY~~~~~~~.Press: 
IF5)GROUPS isshown.
Press: [F5)PERSONAL DIRECTORY~~~~~~~.Press: 
[F5)QuickStart APPLICATION Page 1
is shown.Unlike the 
a and (F61 keys, the [PSDn) and [psup) keys move through
the pages of a particular screen. For example, the 
QuickStart Application Screen
has 6 pages that control how the system answers and processes calls. (If your
system has an optional feature package installed, you may have more than 6
QuickStart Application screens.) Your installer will have entered much of this
information for you already. Move through the pages...
Press:~QuickStart APPLICATION Page 2
is shown.
(If 
&iEJ doesn’t work, make sure the Num Lock indicator is off.)Press: 
[PsDnl [P9Dnl [PSDn) [PgDn) {slowly, please}
QuickStart APPLICATION Page 3through
QuickStart APPLICATION Page 6
are shown.Finally, move back up a page...
press: Ipsup)QuickStart APPLICATION Page 5
is shown.
Screen Shortcuf KeysSince there are only a few different types of screens, yoc can move quickly
through the system using the 
IF5) and [F6) keys. However, there is also a
shortcut to move directly to a particular screen as desired:
Press: [ctrlHThis shortcut method lets you jump directly to a given screen. The letter
combinations are:
IctrlHA) QuickStart Application
(EJ@J Personal Directory
[W-(G)Groups
m Transaction Directory
m Voice Prompt Editor
[CtrlH QuickStart Switch Setup
:
_..:. 
						

							20Lesson 1: The Screens & KeyboardExecuMail6.5You’ll jump to the Personal Directory most often. Try it now...
Press: 
l=JgPERSONAL DIRECTORY isshown.
The Role of a System ManagerEarlier, we said the system manager is the person who 
enters and maintains
subscriber and other information that the system uses for processing calls and
controlling operations. This is a limited view. As system manager, you are also
the person responsible for the acceptance of the system by other staff members.
Ultimately, you are the person who can make the system a successful, fully
integrated part of the organization itself.
Your duties as system manager fall into 4 broad areas:
System maintenance: This includes inspecting and testing the system daily to
ensure that it is active and working, optimizing the system’s hard disk, and
making backups of the system periodically as insurance against service
disruptions.Database maintenance: The database is the collection of subscriber and other
information stored and used by the system. This includes recordings (prompts,
names, and greetings). You’ll periodically add to, edit, or delete information in
the system database. For example, you’ll probably add new subscribers to the
system at some point. Routine attention to detail here keeps the system flowing
smoothly.
:Training: During the start-up phase, when the system is new to everyone, your
role as an “expert subscriber” is critical. Others will rely on you as a system
manager for quick answers to basic questions. The approach you use for training
depends upon the number of subscribers. It can be as formal or informal as
needed. At first, you might want to train users in conjunction with your installer.
At a minimum, training must achieve three things: First, you must let each
subscriber know that the system is on-line. Second, you must tell subscribers the
minimum steps they must take to get started (listening to the enrollment
conversation, or accessing their setup options to record a name and greeting, for
example). Finally, you must tell subscribers about the learning tools available
(the User’s Guide and any other materials you or your installer have prepared).
After a while, training will be reduced to training any 
new subscribers, notifying
others of any system-wide changes made, and perhaps reminding subscribers of
advanced features and “expert” shortcuts and tips.
Motivation: One of the most important things a system manager does is ensure
that the system becomes an accepted, fully integrated part of the organization.
This is more than teaching subscribers to press the right buttons; it is crucial that
you be an advocate of the new system. Others will follow your lead in accepting
and using the system.
As you can see, the job of system manager takes a combination of organizational,
teaching, and motivational skills. At first glance, this might seem like a lot to
tackle. Remember that you’ll be approaching the job in stage-s-you won’t have
to do everything all at once. 
						

							Learning ExecuMailLesson I: The Screens & Kevboard 21
Plus, your job is made much easier by 3 things:
nSubscriber education is easy. In most cases, subscribers teach themselves
how to use the system simply by listening to the enrollment conversation.
The system guides a new subscriber through setting up a voice mailbox with
easy yes-and-no questions. Or, subscribers can learn about the system by
reading the User’s Guide.n
Your installer has eliiated a lot of the details for you by configuring
many system features and options. You can learn the basics quickly, and
then add to your skills at your own pace.
n
Training will teach you everythii you need to know to become a
successful system manager. The skills you learn here will help you educate
and motivate other subscribers.
Other System Manager ConsiderationsHere some other things you should consider:
Background knowledge: As system manager, it will help if you understand your
Comdial telephone system. This means knowing how extensions are numbered
and organized. This also means knowing how to use the functions and features
available on individual telephone sets. When subscribers ask questions about the
voice mail system, they will also ask questions about other telephone features.
Tie requirements: While not a full-time job, your system manager duties do
require routine attention. Generally, this time will decrease as you move from the
start-up and training phases into normal operations with the system. Your installer
can give you a better idea of what to expect based on your specific situation.
Sharing system manager duties: System manager duties can be shared by two
or more people. The system does not limit the number of system managers. You
can have as many subscribers with “system manager” status as you need. How
duties are shared depends upon the special needs of your organization. For
example, you might handle the basics, while your installer does the rest. Or, you
might handle the “keyboard” part of the job and leave education to an in-house
trainer. Once you complete these lessons, you’ll understand the scope of the job.
Then, you’ll be best able to decide if and how you want to share system manager
duties.
The Role of Your InstallerYour installer is an active partner in your system investment. He or she can help
you get the best use from your voice mail system. Your installer ensures that the
voice mail system and the Comdial telephone system integrate. “Integration”
means that the two systems communicate fully with each other.
You may also depend upon your installer for:
wConfiguring and setting up the system. This includes collecting and
entering subscriber and other information. Your installer will help you
choose the initial messages, options, and other such details that best fit your
current needs.
nInitial education and orientation. In addition to helping you learn and
understand the voice mail system, this means teaching you other important
details that are “outside” the software itself. Examples of these are: thej  
.‘.,-: 
						

							22Lesson 1: The Screens & KeyboardExecuMail6.5
names and locations of the system components, location of power switches
and other important controls, and how to optimize the system’s hard disk and
make backups of the system software and database files.n
Ongoing technical maintenance. This includes servicing the systemcomputer and other components as needed, and system expansion and
enhancement. Examples are: increasing the number of telephone lines
answered, updating system software, and implementing improved or
expanded features.
wSolving problems and answering questions. When you have a question ora problem, call your installer. Your installer is most familiar with the details
of your overall system. As a result, your installer can solve your problems
and answer your questions quickly and competently.
SummaryThis is the end of Lesson 1. Spend a few minutes using the commands you have
just learned to move to various screens and pages. Once you are comfortable
with the commands and the system’s screens, press 
[Esc) then a to sign out.
Review the summary below before you begin the next lesson.
Key Topics and TerminologyHow to start or restart the voice mail system
“Awaiting a key” message
The definition of “port”
Quick, “Hello” test
The Banner Screen and its indicators, including:
Ports available and port status
Date, time, and answering status
Keylock statusFunction keys available listing
One-line help reminder
The definition of “subscriber,” “guest,” and “outside caller”
How to sign in and out at the console
The definition of Personal ID
Automatic sign out
Screen organization
The definition of “screen” and “page”
Your role as a system manager
The role of your installer
Command Funcfions
(~HAltHDel) for system reset/restart
[Esc) to sign out or exit system
[PsDnl IPSUP) for moving through screen pages
a for on-screen help
B for sign in at Banner Screen
[F5) for version number information at Banner Screen
[F5) for moving backward through category screens
@J for moving forward through category screens 
						

							Learning ExecuMail
Lesson 1: The Screens & Keyboard 23
(ClrlHA) for QuickStart Application Screen
(CHAP for Personal Directory Screen
@@J for Groups Screen
(ClrlHP) for Voice Prompt Editor Screen
[ctrlHsl for QuickStart Switch Setup Screen
(ClrlHT) for Transaction Directory Screen
Additional information
Please see these Reference Manual topics for discussions related to this lesson:n
Port Applications
w System Manager
,
._ 
						

							24Lesson 2: Reviewing System FeaturesExecuMail6.5;’ :
Lesson 2: Reviewing
System FeaturesIn Lesson 
1, you took a brief tour of the six screens that the voice mail system
uses to process calls and control operations. In this lesson, you’ll take an in-depth
look at each of these screens. We’ll discuss specifics of how each screen is
organized and used, and what information each screen contains. In the process,
we’ll introduce you to the Reference Manual and other learning guides by
showing you where to look for details about the things we can only touch upon
here.You’ll also learn how to use the system’s “local connect” feature to listen to
prompts, names, and greetings. As in Lesson 1, you’ll use the system without
making any changes in existing settings or stored information.
While this lesson contains more reading than hands-on activity, many important
terms and concepts are defined here. The remaining hands-on training lessons
depend upon your understanding this material.
QuickStart Application Screen, Page 1
1. Site name: Your Company Name
2. Contact:Phone#:
Calls Answered
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 Stations
Pilot #:
Station Numbers:I
IIf you are continuing on after completing Lesson 1 and are already signed in...
Press:(CtrlHA)QuickStart APPLICATION Page 5
is shown.
QuickStart APPLICATION Page 1
is shown.Or, if you are signed out, at the Banner Screen, sign in as “Thomas Jefferson”...
Press: IF2)Please enter your ID: