Comdial Execumail Voice Processing System 6.5 Instructions Manual

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Learning ExecuMailLesson 2: Reviewing System features25
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QuickStart APPLICATION Page 1
is shown.This is one of two 
QuickStart screens found on the voice mail system. The
QuickStart Application Screen contains at least 6 pages of information. (If your
system has an optional feature package installed, you have more than 6 pages.)
These pages organize many of the basic operating details for the system.
This first page gives an overview of how your system is configured. It keeps
important traffic and contact information in one place, like a registration page for
your system.
“QuickStart” is a trademark for our simplified start-up method that helps an
installer get the voice mail system configured and running with a minimum of
effort and error. 
QuickStart includes worksheets that help your installer collect
and organize the subscriber and other information that must be entered initially.
Other worksheets help plan how the system will process calls for your specific
needs These worksheets and the complete steps of the 
QuickStart method are
found in the QuickStart Application Manual.
Page Organization and Data FieldsNotice that a screen page is divided into smaller areas by lines. These areas often
have titles to show their general purpose. The Quick&art Application Screen,
Page lshows Calls Answered and Access Numbers areas, for example.Information is organized and stored in data fields contained within each area.
You enter and edit database information in these fields by typing. To help you
recognize that we are discussing something as it appears on-screen, we’ll print
field names in a special screen typeface, for example: Site name.
In most cases, fields are labeled. The current field area is indicated by a highlight
and by a blinking typing cursor. For example, the Site name field is currently
highlighted on-screen. The highlight shows the size of the field and the cursor
shows the current typing point. If you were to type characters now, they would
type over your company name.
Sometimes, a field or a group of fields is labeled with a number followed by a
period (like so: 
“1.“) These “line” numbers correspond to questions on
QuickStart Application worksheets. Numbers (without a period) are also used to
identify prompts on the Voice Prompt Editor Screen. When appropriate, we’ll
refer to a single field, or group of related fields, by its line number and field
name.
Escapiog from Immediate Typing Mistakes
wBefore you proceed, make sure that the NUM, CAPS, and INSERT keylock
indicators are off 
(check the upper-n&ht comer of your screen).If you type something in a field accidentally, it is easy to undo the mistake. Try it
now...
:
::.
: :,:...:Type: 
abedabed overtypes the Site name field. 
						

							26Lesson 2: Reviewing System FeaturesExecuMail6.5_ 1.
Press: 
PJabed clears from the Site name field.
@works lyonimmediately after the mistake. You must realize your mistake
and press 
@ before moving to another field. Once you move the cursor to
another field (by pressing 
(~),lXG5J and so on), your change is stored.
In this case, you’ll have to move back to the field and edit it back to its original
state.
QuickStart Application Screen, Page 2
7
10. Intro (Hello, this is...):QP i- 
						

							Learning ExecuMailLesson 2: Reviewing System Features27
Special Port Options: Settings in this area control the way the system
works with special telephone equipment.
QuickStart Application Screen, Page 3
Alternate System IDS for Special Operators on each Port:Press: 
@gQuickStart APPLICATION Page 3
is shown.The 
QuickStart Application Screen, Page 3 handles the setup for the System
Operator Box. The System Operator Box lets the system handle “operator” calls
very flexibly. It is discussed in detail in the Reference 
Mcznual.
Set up System Operator lets you choosetheSysfem IDforthe operator.A System ID uniquely identifies an extension, a subscriber, a guest, and certain
other things to the system. A System ID can be a number, a word spelled in
touchtones (where A, B, and C translate to 2; D, E, and F are 3; and so on), or a
combination of both. System 
IDS can be up to 10 characters long. They are
discussed in detail in the Reference Manual.The operator System ID is preset to 
“0”. In other words, a caller could press “0”at any time to be transferred to the operator box. From there, the system would
route the caller to a live operator, a voice mailbox, or perform whatever action
you have set within the box. Of course, you can choose any operator ID you
wish, “HELP,” for example. The Reference 
Manual explains the many potential
uses for this system feature.
QuickStart Application Screen, Page 4
31.Schedule tla: 8:OOam- 5:OOpm MTWHFb:
c:
Current mode: DAY
Ignore holidays? No
132. Schedule #4: DAY
33. Holidays:
34. Daylight Savings? NOOn Now? N/ADate On:7-AwrOff: 274ctHours: 1Press: 
[PgDnjQuickStart APPLICATION Page 4
is shown.
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							28Lesson 2: Reviewing System FeaturesExecuMail6.5The 
QuickStart Application Screen, Page 4 controls date, time, and schedule-related information. The screen is divided into 4 areas. Let’s look at each one.
System Date and TimeIt is important that the system calendar and clock settings are correct, since the
system adds the recording date and time to each message.
The date is set in the Todays date field. If the date is wrong, simply type the
corrected date here. The Time Now field shows the current clock setting. This
field may be changed just like the date field.
Both the date and time are stored in the system’s battery-powered clock/calendar.
The battery ensures that the correct date and time are kept even during power
failures. Once set, this information should remain correct.
Day anti Night Schedules -The voice mail system can handle calls differently between its day and night
schedules. The fields on line 31 let you set the range of hours and days of the
week for these two modes of operation. In other words, here is where you define
the days and hours your organization is open. The voice mail system calls your
“open” time the “DAY” schedule. Note that you don’t set a specific nighttime
schedule; NIGHT is simply everything that falls outside the DAY schedule.
The system allows up to three separate ranges of DAY hours and days of the
week for each schedule (these ranges are identified as “a,” “b,” and 
“c”). It also
allows up to three such separate schedules called “Schedule 1,” “Schedule 2,”
and “Schedule 3.”
This flexibility can be confusing at first glance. Some examples of possible DAY
hours will show you clearly how the DAY schedule is set:
OpenField Setting
HoursRange a:Range b:Range c:
6 to 5, Mon-Fri6:00am-5:OOpm MTWHF
Et0 126:00am-12:OOam MTWHF1 :OOpm-6:OOpm MTWHF
1 to 6 Mon-Fri
9 to 9, Mon-Fri
9 to 6, Sat, Sun
9:00am-9:00pm, MTWHF9:00am-6:OOpm SU9 to 6, 
MowThu
9 to 9, Fri-Sat
9 to 5, Sun9:00am-6:OOpm MTWH9:00am-9:OOpm FS9:00am-5:OOpm U
24 hours, 7 days
2:Ol am-2:OOam MTWHFSUYour DAY schedule is entered into the “a:” field normally. Fields “b:” and “c:”
are used when your hours vary during the day or vary by day of the week. For
example, this might be an office that closes for lunch from 12 to 1 daily, or an
office with limited weekend hours. Note that when specifying days for a range,
“H” stands for Thursday and “U,” for Sunday.*.
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							Learning ExecuMailLesson 2: Reviewing System Features29
Schedule 
#l (the first column shown on screen) is used by the system
automatically. Alternate schedule numbers are entered by port at the bottom’of
QuickStart Application Screen, Page 1. This is useful when different parts of an
organization operate at different times. For example, customer service might stay
open several hours longer than the front desk.
Note that the Schedule 
#I, Schedule #2, and Schedule #3 columns each contain
a field that tells you whether the schedule is currently in Day Mode or Night
Mode: Current mode: DAY or Current mode: NIGHT. This field shows,
based on the days and hours set within ranges a : through c : , whether DAY or
NIGHT operation is in effect for the schedule. If the date and time shown on line
30 falls within a set schedule range, the field displays DAY, otherwise it displays
NIGHT.You can also set whether a schedule operates in Night Mode for 24 hours on
holidays by using the Ignore holidays? field. We’ll discuss holidays in
more detail in just a moment.
Schedule #4Line 32 Schedule 
#4 is an additional schedule that can be manually set to either
Day Mode or Night Mode. Once set, it never changes mode. It is used only in
special applications.
Holidays and Daylight Savings TimeLine 33, Holidays contains fields for up to 18 dates. Dates are entered in 
day-month format (15-Jan, for example). On each holiday, the system will operate
on a NIGHT schedule all day long. When a holiday falls on a different day each
year, you’ll have to remember to change the date here.
Line 34 contains 4 fields that control the automatic use of daylight savings time.
To activate this area, you must set Daylight Savings? to Yes. Set the
Date On and Date off fields to the Sunday dates when the time changes.
Since these dates change from year to year, you’ll have to set these annually.
At 
3:OOam on dates entered, the clock will be set forward or backward by the
number of Hours given (usually 1, of course). When daylight savings time is in
effect, the On Now? indicator shows Yes. Note that you may choose to set the
system clock manually on line 30 at the same time you set the other clocks in
your office, rather than using this automatic function.
1:1.I: :,. . . .,-:/
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							30Lesson 2: Reviewing System FeaturesExecuMail6.5
!
QuickStart Application Screen, Page 5.  .  .  .  .  .
..:..., :,..: ..,. .: .,..‘..,:.,.i:I::‘i:: .::~..:;.::~:“,: :..,.:;: :.i::.ai’,lu:,18,,l~~~~ ,:i’ :: ‘i:: ‘::: : ,,:::j. :..,,; :..:.:: :.. .,,:. ..:. .&.O:..::&.fa;ycJ . . for. . ..$ .&:A. ;R f.:.earn . . i;ew. . ..A : P>,P>..L,I,,,C : A .:T. ,iS;.:O:ilN j:. :~i~.::::i.‘i.,Pas~::;~~il;~~ if;i-i;;;;::;,.. . .Su~sc~il;e.;:
Personal ID: 8XIHold/Archive msqs:0 /2days 1
t
Access: PCBF>TransferTransfer? Yes--z.X>Greeting-r>Action
Take-msa
Ctrl-E for expanded optionsPress: 
IPSDn)QuickStart APPLICATION Page 5
is shown.The 
QuickStart Application Screen, Page 5 lets you specify the standard (default)
settings for each subscriber or guest added to the system. Think of it as a
standard entry form for a subscriber or guest’s Personal Directory page.
The Personal Directory has many different control settings. These can be
customized for each subscriber and guest, but more often than not, most of the
settings will be the same for each person. You can save yourself time when
enrolling new people on the system by entering default settings here. Then, when
you add a new Personal Directory page, you’ll only have to make changes when
a subscriber’s or guest’s settings are different.Your installer has preset the best default settings for your system. We’ll discuss
these fields and their settings in more detail when we review the Personal
Directory Screen later in the lesson.
QuickStart Application Screen, Page 6
52.Max recording:person-person300setsMax screening recording:653. Skip back time on #: 4
Max ID attempts: 4Bad ID Goto-->
54.Record Pauses...Beginning: 5Shortending: 2 Long ending:355. Beep on record? YesDisk full warning at: 15mins left
,_.’
56. Blank PC screen? Yes
Screen Type: AutoKeypad: 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:
Fax.ID: SFAXB~XPublic Fax Box
Transfer? NoAlt Action: Operator
Voice name: 0:02Await-Ans-->4Rings
Holding? NoAnnounce: Always
Press: [PSDnlQuickStart APPLICATION Page 6
is shown.The 
QuickStart Application Screen, Page 6 gathers together a variety of control
options, settings, and indicators. Detailed discussions of each field are found in
the Reference Manual. We’ll summarize them for you here. If you need moredetails, refer to the specific field name in the Reference 
Manual index.:
1 
						

							‘.learning 
ExecuMailLesson 2: Reviewing System Features3 1Maximum Message Life: This field sets how many days a new message
will be held before it is deleted automatically. A new message is one that has not
been heard by a subscriber or guest. Once a message is heard by a subscriber or
guest, it is called an old message. A setting of “999” keeps new messages
indefinitely.
Call Report Aging: The system can produce a number of different reports
that summarize call processing activity. Data about system activity are stored in a
special file. This field lets you set how many days worth of activity, counting back
from the current date, are kept in this file. Consequently, this setting determines
the overall reporting period for any system report.
Public Hold/Archive msgs:Once heard, all messages are held on the
system for a time automatically, and can be specifically held for a longer time.
Hold is the number of days an old message is kept before it is deleted. A setting
of 
“0” means that message will be held until midnight of the current day, “1”means until midnight the following day, and so on. Up until this time, the
message can be reheard (reviewed) as desired.
A subscriber or guest can request that any message be “archived” so that it will
be kept for a longer period than the customary hold period. The 
archive time is
given in days, as well.
These fields let you set the hold and archive times for public messages only.
Regular subscribers’ and guests’ message hold and archive times are set
individually on the Personal Directory pages. Public messages are messagesreceived in the operator box or a special mailbox called the “Public Interview
Box.” See the Reference Manual for more details.New Msgs and Total : These fields display information only-they can’t be
edited. New Msgs shows the total count and duration (in hours and minutes) of
new public messages received. Total shows the total count and duration for all
public messages (new and old) currently on the system.
Max person-person recording:This field sets the maximum allowable
length a single subscriber-tosubscriber message can be. It is preset to 300
seconds, or 5 minutes total.
Max screening recording:When the voice mail system is asked to
screen calls, it asks a caller “Whom may I say is calling?” and then records theperson’s reply. The maximum recording length of this reply, in seconds, is set
here. It is preset to 6 seconds.
Skip back time on # : As a message is played, a caller can press the 
“Wtouchtone to repeat a small portion of it. By skipping back slightly, a caller can
have the system repeat information that was missed (a telephone number that
was spoken too quickly, for example). This field lets you set how many seconds
will be skipped back with each 
# press. It is preset to 4 seconds. This “skip back”
setting is also used to control a similar “fast forward” feature that is available as
messages are played. You’ll learn to use these features in Lesson 5.:
! .  .‘I:.:s--’  ‘;y..~
:Max ID attempts: Subscribers and guests retrieve messages by dialing their
Personal ID when the voice mail system answers. Occasionally, a subscriber or
guest may misdial his or her Personal ID and need another chance. This field lets
you set the number of times a subscriber or guest can try to enter a valid 
						

							32Lesson 2: Reviewing System FeaturesExecuMail6.5
Personal ID. It is preset to 4 tries. After this number of tries, the caller is
disconnected or transferred to another extension. This is a security feature, which
slows down the person who might be trying to enter the system by guessing at
Personal 
IDS.Bad ID 
Goto-->:This field can contain a System ID which a caller is
transferred to if the caller repeatedly dials invalid 
IDS.Record pauses :When a caller pauses while speaking, the system must
decide if the caller is finished speaking or merely collecting his or her thoughts.
The system uses the length of the pause to make this decision. Pauses are
interpreted 3 ways:
Beginning pause is the number of seconds the system will wait for a
caller to start speaking. It is preset to 5 seconds. In other words, if the
caller doesn’t start to leave a message within 5 seconds, the system will
assume no message is desired.
Short ending pause is the number of seconds the system will wait
after a caller stops speaking to assume that the message is complete.
“Short” is used for messages which have a maximum message length of
less than 30 seconds. It is preset to 2 seconds. After 2 seconds of
silence on a short message, the system will assume the message is
complete and continue the processing steps.
Long ending pause is used for messages which have a maximummessage length of 30 seconds or longer. This pause is longer because
callers tend to pause more often and for more time when leaving
detailed or complex messages. It is preset to 3 seconds.
Beep on Record? When this is set to Yes, the system beeps just prior to
recording a response or a message from a caller. This is preset to Yes. In some
applications, the beep helps prompt callers to begin speaking.
Disk full warning at 
P ruins left When the amount of disk storage
space left on the system is less than the number of minutes specified in this field,
the system alerts subscribers when they sign in to the system. It also asks them to
delete any messages they don’t need so as to free up more space.
Blank PC screen? When this is set to Yes, the Banner Screen is cleared
and the “awaiting a key” message is displayed whenever the console keyboard is
idle for several minutes. No disables this feature.
Screen Type:
Normally this is set to Auto, meaning the systemautomatically senses whether a monochrome or color monitor is being used with
the console. This field allows you to choose Mono or color manually, if
needed.
Keypad: This field displays the type of keypad map currently set for the system.
This field is for display only.
OS Surrender and Startup: This feature lets the system shut down the
voice mail system and automatically run another program. This is useful for
automating the data backup process. This feature is discussed in detail in the
Reference Manual. 
						

							Learning ExecuMailLesson 2: Reviewing System Features33
Error notices to:This field sets the system to send a voice message
when certain system errors occur. This field is usually set to 0, to make the error
notices available to anyone with public message access. To send the error
notices to one or more subscribers, you may also set the field to one or more
Extension 
# IDS, separated by commas.
ID for Alpha Directory: When the voice mail system answers, a caller
can dial an extension number directly to reach a particular subscriber. Often, a
caller might not know a subscriber’s extension number. The automatic directory
assistance feature lets a caller find a subscriber’s extension by spelling the first
three letters of the person’s name, using a touchtone keypad. This field lets you
choose the number a caller dials to reach automatic directory assistance. It is
preset to 555. Some systems may not be using the automatic directory, because
the system is set for keypads without letters (so it is not possible to spell a name).
These systems may be using numeric directory assistance instead. See the
Reference Manual for more details about automatic and numeric directory
assistance.Auto xfer? This field applies only to systems using automatic directory
assistance. If this is set to Yes, a caller will be transferred from automatic
directory assistance to the desired subscriber automatically, once the extension
has been found. This works only when there is a single automatic directory
assistance entry matching the three letters dialed. If two or more subscribers
match, the caller must dial the extension number manually.
ID for 
Nurn Groups : This field lets you set a special System ID for
subscribers to leave messages for message groups by pressing numbers instead of
spelling a group’s name. This is useful if the system uses a keypad without letters
on it (thus preventing subscribers from spelling a group’s name), or if some of
your subscribers prefer leaving messages by number. You can set some or all
subscribers for numeric access instead of alphabetic access. See the Reference
Manual for more details.
Public Fax BoxThe 
QuickStart Application Screen, Page 6 is also used to set up fax detect,
routing, and notification. The voice mail system can recognize incoming faxes,
and automatically deliver them to your fax machine. You program how the
system handles faxes using the fields on the lower portion of the screen.
Fax ID: The System ID a caller may press to reach your fax machine. By
default, this ID is 
$FAXBOX. To set up the voice mail system to deliver incoming
faxes to your fax machine, you change this field to a 
ur&ue System ID. The ID
can be the same as the fax machine’s actual extension number, but doesn’t have
to be.
Voice Name This field stores the recording for the Public Fax Box’s name
(“The Public Fax Box’).Transfer? This field controls whether and how incoming fax calls are
transferred to the fax machine’s actual extension number. To tell the voice mail
system to transfer calls to your fax machine, you set this field to Yes, and enter
the fax machine’s telephone extension number. In the area below the
Transfer? field, you select a transfer type. For the Await Answer and Wait for
.:
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							34Lesson 2: Reviewing System FeaturesExecuMail6.5Ringback call transfer types, in the Rings field you also set the number of rings
the voice mail system should wait before taking an action.Rings:
The number of times the voice mail system rings the fax machine’s
extension before taking the action specified in the Alt Action field. Applies to
Await Answer and Wait for 
Ringback call transfer types only.Holding? This field controls whether callers are allowed to hold if the fax
machine’s extension is busy.
Alt Action This field controls the action the system takes if your fax machine
is busy or doesn’t answer (and call holding for the fax extension is turned off).
By default, the system transfers the call to the operator. You can also set the
‘system up to say goodbye and hangup, just hang up, start the conversation over
at the Opening Line, or to route the call to 
another System ID.Announce This field controls whether the system notifies you when it transfers
a call to the fax machine, and whether it asks the person sending a fax to record
a message describing the fax. The Announce field has four possible values:Always, Voice, Post, and Never. For more details, see the Reference
Manual.
Personal Directory Screen:
‘..:,.,,,. .  .  ..‘.‘,.p E ..R. S :O-:N,:A:‘f;.: .‘.: :.-&:I -R::E.t? .:T”O- R .y’:.- :  ..Name: Jdffbbn; Thomasb3itM.E .%%?iSYSTEM ~WAGERPersonal ID: TOMVoice name: 0:02
Extension # ID: 1776
c
Access: CB>Transfer
Transfer? No
Await-Ans-->4
c
ringsScreening? No Holding? NoAlt: 0:OOMax-msg:90 setEdits OK? Yes
Message Notification
LamD #: x#l:-Activate Lamps? NoOn Now? Noafter0min,E:OOam- 6:OOpmMTWHF5-rings30min,Off#2:after0min,6:00pm- 9:OOpmMTWHF4rings60min,Off#3:after0min,12:00am-11:59pmMTWHFSU0rings30min,Off#4:after0min,12:00am-11:59pmMTWHFSU4rings60min,Urgent
Ctrl-E for expanded options
Press:[ml@)PERSONAL DIRECTORY isshown.
A page is added to the Personal Directory Screen for each enrolled subscriber
and,guest. The screen itself controls many options for each person. You’ll add
sample subscribers and experiment with control features in Lesson 3, so we’ll
limit this discussion to a brief overview.
A Personal Directory page is divided into three control areas. The topmost area of
the screen contains information about the subscriber or guest. This includes the
person’s first and last name, a recording of the name, a Personal ID, and
indicators showing the total count and duration of messages received. On a
subscriber page, this area also shows an extension number, message hold and
archive settings, and any service access options that are set. These additional
fields are not available for a guest.
The middle area of the Personal Directory page contains fields that control how
calls are transferred, control how messages are taken, and store an optional
alternate greeting. These features determine whether calls are transferred to the
subscriber’s extension (versus taking an immediate message), how many rings to:
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