Comdial Execumail Voice Processing System 6.5 Instructions Manual

							46 Faxes & the Public Fax Box ExecuMail6.5 
Faxes & the 
Public Fax Box 
The voice mail system’s Public Fax Box provides fax detect, routing, and 
notification for your organization’s incoming faxes. This eliminates the need for a 
separate dedicated telephone line for your fax machine. 
The system can send a public notice when a call has been routed to the Public 
Fax Box, so you can check for the fax’s arrival. A caller can record a voice 
message about the fax before sending it. This message is added to the fax notice. 
The operator, or anyone with public message access, can then redirect the notice 
and attached message to the person who received the fax. 
NOTE: To use the Fax Detect feature, the voice mail system must have DSP 
voice boards. 
Manual vs. Automatic Faxes 
The voice mail system recognizes two types of incoming faxes: 
n Manual faxes. With manual faxes, the person sending the fax dials your 
telephone number from a fax machine’s telephone keypad, and listens to 
the progress of the call on a speaker or handset. When the voice mail 
system answers, the caller presses the fax extension number. The caller may 
record a voice message about the fax. Then, when the caller hears your fax 
machine’s tone, he or she presses the Send or Start key to send the fax. 
n Automatic faxes. With automatic faxes, the person sending the fax sets his 
or her fax machine to send you a fax automatically. The caller does not 
have to monitor the progress of the call. The voice mail system hears the fax 
tone on the line as soon as it answers the call, and automatically delivers it 
to the fax extension. 
The Public Fax Box 
.:. 
You control how the system handles incoming faxes using the Public Fax Box, at 
the QuickStart Application Screen, Page 6. To view this screen, sign in to the 
voice mail system at the system console. Press @UJ to view the QuickStart 
Application Screen, Page 6. Figure 27 shows the 
Public Fax Box section of 
this screen set up for Fax Detect. 
c  
						

							Reference Manual Faxes & the Public Fax Box 47 
/- 
52. Max person-person recording: 300 sets 
53. Skip back time on #: 4 Max screening recording: 6 
Max ID attempts: 4 Bad ID Goto--> 
54. Record Pauses...Beginning: 5 
55. Beep on record? Yes Short ending: 2 Long ending: 3 
Disk full warning at: 15 mins left 
56. Blank PC screen? Yes 
57. OS Surrender- Daily: Screen Type: Auto Keypad: Q=7, Z=9 keys 
58. Startup: CNG Weekly: Monthly: 
Error notices to: 0 
59. ID for Alpha Directory: 555 Auto xfer? Yes ID for Num Groups: 
Public Fax Box 
Fax ID: 329 
Voice name: 0:02 Transfer? Yea-->,123 Alt Action: CgaratOr Await-Am+->4 Rings 
Holding? Yes Announce: Always 
Figure 27: Public Fax Box, QuickStart Application Screen, Page 6 
The settings in the Public Fax Box section apply to both manual and 
automatic fax calls. When the system answers a call and hears fax tone, it 
immediately transfers the call to the fax extension specified in 
the Transfer? 
Yes--> field. 
The Fax ID is the number a caller presses to send a manual fax. Depending on 
how you set up your system, the system may ask the caller to record a message 
describing the fax and who it is for. 
If your fax extension does not answer (or the extension is busy and call holding 
is not available), the system handles the automatic fax call as instructed in the 
Alt Action field. You may allow callers sending a manual fax to hold if the 
fax extension is busy. Obviously, a fax machine sending an automatic fax cannot 
choose to hold if the fax extension is busy. 
The fields in the 
Public Fax Box section of the screen are used as follows: 
Fax ID 
The System ID to reach the fax machine. The ID must be unique and cannot 
conflict with any other Personal IDS, Extension * IDS, or System IDS. Callers press 
this ID to send manual faxes. You 
should mention this ID in the Opening Line, 
so callers will know what number to dial to reach the fax machine. 
To prevent callers from pressing the System ID directly, you can use a “hidden” 
System ID (by adding the $ symbol to the beginning of the System ID). If the fax 
System ID is hidden, or if the pax ID field is blank, outside callers will not be 
able to send manual faxes. The system will only be able to deliver automatic 
faxes. 
Voice name 
The fax box’s recorded name, which is “the Public Fax Box”. You may m-record 
this name using a local connection if you want. 
See Recording Voice Fields for 
steps. 
Transfer? 
To set up the voice mail system to handle your incoming faxes, set the 
Transfer? field to Yes and enter the actual telephone extension number that 
the fax machine is connected to. This is the extension to which the voice mail 
system will transfer all incoming fax calls.  
						

							48 Faxes & the Public Fax Box ExecuMail6.5 
Just below the Transfer? field, specify the type of call transfer you want: 
Release, Await Ans, or Wait -Ring. Except in the case of a Release call 
transfer, specify the number of rings you want the voice mail system to wait. For 
more details on how the call transfer types work, see Call Transfer & Call 
Screening. 
Holding? 
This field applies only to manual faxes, and requires the Await Answer or 
Wait for Ringback transfer type. Set this field to Yes if a person sending a 
manual fax should be allowed to hold by pressing 1 if the fax machine extension 
is busy. Set this field to VOX if the person should be allowed to hold by saying 
“Yes” instead of pressing touchtones. A fax machine sending an automatic fax 
cannot hold. To turn off call holding, set this field to No. 
Alt Action 
Use the 
Alt Action field to specify what should happen if the fax extension 
does not answer or is busy (and holding is not allowed). This option requires the 
Await Answer or Wait for Ringback transfer type. Enter the letter for the Action 
you want: 
GotolD --> 
Go to a transaction box, interview box, or subscriber’s mailbox. 
Hang up 
Operator 
Restart the call 
Say Goodbye immediately disconnect the call 
Send call to the Operator Box 
Return call to the Opening Line’s Action prompt 
Play the good-bye phrase, then hang up 
Announce 
This field controls whether the system sends a public notice when it transfers a 
call to the fax machine, and whether it asks the person sending a manual fax to 
record a message describing the fax and who it’s for. The Announce field has 
fourpossiblevalues: 
Always,Voice,Post, and Never. 
Always 
Voice 
Post 
Never Ask caller to record a 
message? 
Yes 
Yes 
No 
No Notify when fax call is transferred? 
Yes 
Only when, caller records a voice message 
Yes 
No 
If you do use fax notification, the public fax notice will be available to any 
subscriber who has public message access. (Typically this is the operator or 
system manager.) 
If the fax machine is located in the same office with the operator or system 
manager, you should set the field to Voice (if you want callers to be able to 
record a messag.e), or Never (callers aren’t asked to record a message). That 
way, the operator or system manager does not receive unnecessary fax notices. 
However, if the fax machine is located out of the operator or system manager’s  
						

							Reference Manual Faxes & the Public Fax Box 49 
sight, you should set the field to Always or Post so they are notified whenever 
faxes are delivered. 
Setting Up the Public Fax Box 
1. 
2. 
3. 
4. 
5. 
6. 
7. 
Make sure your fax machine is connected to a Comdial telephone system 
extension. Find out what that extension number is. 
Choose a unique System ID for the fax machine, and enter it into the 
Fax ID field. 
Set the Transfer? field to Yes and enter the fax machine’s actual 
extension number. Choose the call transfer type. If you’re using Await 
Answer or Wait for Ringback, in the Rings field enter the number of rings 
the system should wait before taking an action. 
If you want callers to the fax machine to be able to hold if the fax extension 
is busy, set the Holding? field to Yes (to let outside callers press 1 to 
hold) or VOX (to let outside callers say “Yes” to hold). 
Set the action the system should take if call holding is set to No, and the fax 
extension doesn’t answer or is busy. See the chart on page 48 for a list of 
the actions you can choose. 
In the Announce field, set how you want the system to handle fax 
notification. See the chart on page 48 for a list of the options you can 
choose. 
Add the CNG startup option to the Startup field on Line 58 of the QuickStart 
Application Screen, Page 6. For details, see the section of this topic: Setting 
the CNG Startup Parameter. 
Seffing the CNG Sfarfup Parameter 
To use the Public Fax Box, you must add the CNG startup parameter to the 
Startup field on Line 58 of the QuickStart Application Screen, Page 6. This 
parameter sets the voice mail system to recognize incoming fax tone. 
52. Max person-person recording: 300 sets 
53. Skip back time on #: 4 Max screening recording: 6 
Max ID attempts: 4 Bad ID Goto--> 
54. Record Pauses...Beginning: 5 
55. Beep on record? Yes Short ending: 2 Long ending: 3 
Disk full warning at: 15 mins left 
56. Blank PC screen? Yes 
57. OS Surrender- Daily: Screen Type: Auto Keypad: Q=?, Z=9 keys 
58. Startup: CNG Weekly: Monthly: 
Error notices to: 0 
59. ID for Alpha Directory: 555 Auto xfer? Yes ID for Num Groups: 
Public Fax Box 
Fax ID: 329 
Voice name: 0:02 Transfer? Yes-->,123 Alt Action: Operator 
Await-Ans-->4 Rinos 
Holding? Yes Announce: Always 
L 
Figure 28: The CNG startup parameter on the QuickStart Application Screen, Page 6 
To add the CNG startup parameter: 
1. 
Highlight the Startup field on the QuickStan Application Screen, Page 6.  
						

							50 Faxes & the Public Fax Box ExecuMail6.5 
2. If necessary, press @ repeatedly to move the cursor to the end of any 
startup options already entered in the field. 
3. Type CNG C-1. 
The ExecuMail Fax Feature Package 
You can purchase an optional Fax Feature Package which automates the process 
of receiving and sending faxes at your organization. The Fax Feature Package 
provides fax mail and fax-on-demand, and allows subscribers to control several 
fax features themselves by phone. The Fax Feature Package eliminates many of 
the repetitive tasks associated with faxes, and lets you use the voice mail system 
to control both voice and fax communications. 
fax Mail 
Fax Mail provides fax store-and-forward features for individual subscribers. Each 
subscriber can have his or her own Personal Fax Box. Outside callers may record 
a personal voice message to accompany their faxes. A subscriber can choose the 
telephone number where his 
or her faxes will be sent, and change the telephone 
number as needed, from any touchtone telephone. Fax Mail gives greater control 
of incoming faxes to subscribers, and increases your receptionist’s productivity by 
reducing the time it takes to copy and distribute faxes. 
Fax-On-Demand 
Fax-On-Demand allows you to automate the process of sending faxes from your 
organization. With Fax-On-Demand, you set up a library of frequently requested 
faxes. Your callers can then call your organization, and press touchtones to 
request one or more faxes from the fax library. The voice mail system then sends 
the fax to the caller’s fax machine automatically. 
For more information about how to order the Fax Feature Package, contact your 
Comdial representative. 
For related informafiofl, see: 
n Call Holding 
n Call Transfer & Call Screening 
n Public Interview Box & PubIic Messages 
n Transaction Boxes  
						

							Reference Manual Guests 51 
Guests 
Some subscribers may wish to provide a more personal interface through 
ExecuMail for special clients, contacts, friends, or family. Rather than treating 
these people as just another outside caller, they can be greeted by name and 
given direct access to exchange messages with a particular subscriber. 
Such people are enrolled on the system as guests of a subscriber. A 
guest is 
assigned to a particular subscriber, and can trade messages with the host 
subscriber in the same way that other subscribers leave two-way messages. 
Guests are limited to leaving messages to their host. If a guest wants to leave a 
message for another subscriber or try an extension, the guest must do so as an 
outside caller. 
This topic describes Guests, their conversation, and the parameters that affect 
their conversation with the system. 
Adding a Guest 
Guests are added to the system by the system manager, in much the same way a 
subscriber is added. 
To 
add a guest: 
1. 
Sign in to the system. 
2. Press [CtrlHl] to jump to the Personal Directory Screen. 
3. Press @iJ to open a pop-up Add Menu. 
Exte 
--z-T 
Tr 
Aw Subscriber 
Guest 
Range 
Manaaer Status 
Activate Lamps? Yes On Now? No 
6:OOpm MTWHF 4 rings 30 min,Off 
9:OOpm MTWHFSU 5 Rings 90 min,Off 
after 0 min, 12:00am-11:59pm MTWHFSU 0 Rings 30 min,Off 
after 0 min, 8:OOam- 9:OOpm MTWHFSU 4 Rings 60 min,Off 
Ctrl-E for expanded options 
Figure 29: The Add Menu 
4. Press Q to highlight Guest, press (-Enter).  
						

							52 Guests 
ExecuMail6.5 / 
after 0 min, 12:00am-11:59pm MTWHFSU 0 Rings 30 min,Off 
after 0 min, 12:OOam-1l:SPpm MTWHFSU 4 Rings 60 min,Urgent 
Ctrl-E for expanded options 
Figure 30: Adding a guest for a subscriber 
5. Answer the following prompts: 
Add Guest for ? (Y/N): 
If this is the correct host subscriber, press a. If you press @ for no, the 
system asks: 
Add Guest for which subscriber (enter last name). 
Type in the first few letters of the host’s last name. Press (e-l-r). 
The system offers matching names: 
Add Guest for subscriber ? 
(gre8S ESC to quit) (Y/N) 
Press @ until you find the subscriber you want. 
6. Once you have selected the host subscriber, enter the new guest’s Personal 
ID. This is the number the guest will enter when calling the system to check 
messages. Press (j-J. 
7. Type the last name of the guest. Press (i=GGEnter). 
8. Type the first name of the guest. Press (-Enter). : 
I 
9. The system displays the new guest’s Personal Directory page. 
. . . . . .  . . . . . ,.,. :. 
‘I:.::~i:.:.:;~l:l~,:.: i:i:‘;-i i$!;i:;:i;;;jl ~~.:~,,iii...~~~~~~~~:~~~ :~:~~~~~~ai:~~~~~~~:~:~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~:~:~~~~,~~,~~~ 
:.;;:_.::ii:.........: . . . .  “” ” “.‘. .‘.‘.’ .....I.. .: :‘Y?>>:.‘l’.:,:..::.:.::j;.:.:::: ..,. :...; .: . . . ..:. ::..;:g:i .,.,. .“$, 
. . . . . ,.. ,.. 
Name: Smith, Pat ,.:: ../ ,‘.)‘.__,., ,., . . 
.,.,., . . .,..., (iii, ,., ,.,. ,,,,. .,.... ___ ,_, __ _. Guest of - . ~ . . . . :...faie,...HuSh ..I. 
Personal ID: 8555 
Voice name: 0:02 
New Msus:O =O:OO Total:0 =O:OO 
Send Msg Urgent? No 
Message Notification 
after  after 0  0 min, E:OOam- 6:OOpm rings  min, 6:OOpm- 9:OOpm MTWHF  MTWHF 4  5 rings 30  60 
min,Off  min,Off 
after 0 min, 12:00am-11:59pm MTWHFSU 
0 rings 30 min.Off 
after 0 min, 12:00am-11:59pm MTWHFSLJ 
4 rings 60 min,Urgent 
i 
I 
Figure 31: Personal Directory for a guest 
10. Record a name for the guest. For more information on recording names, see 
the topic on 
Recording Voice Fields.  
						

							Reference Manual Guests 53 
NOTE: Guests cannot enroll themselves by phone, so you must record a 
name for them at the console. 
Deleting a Guest 
You can delete a guest the same way you delete a subscriber. Remember, all 
ports on the system must be inactive before a deletion can be completed. 
To delete a guest: 
1. Page to the guest on the Personal Directory screen. 
2. Press a. The systems displays the Delete menu with This Guest 
highlighted. 
3. Press (*Enter). The system asks for confirmation. 
4. Press (-Enter). The system deletes the guest as soon as all ports have 
cleared. 
What a Guest Hears 
To trade messages with the host subscriber, a guest calls in and presses his or her 
Personal ID when the system answers. The Opening Line prompts may not 
specifically tell guests to enter their Personal IDS, so guests should be told 
beforehand to press their Personal ID whenever they call the system. 
When the system recognizes a guest’s Personal ID, it says: 
‘, how nice to hear From you!” 
[PH-Ge-HowNiceToHear] 
The system then: 
n Plays any messages the host left for the guest. 
n Offers to take a message or reply from the guest for his or her host. 
n Says goodbye as follows: 
Yf you’d like to try an extension, you may do so now @ause). See you later!” 
The system’s conversation with the guest is simple and direct. It keeps the 
touchtones that a guest must press to a minimum, yet allows full two-way 
messaging between the guest and the host subscriber. 
If the guest wants to try and reach another subscriber besides the host, the guest 
must do so as an outside caller, either during the goodbye phrase, or on a 
separate call to the system.  
						

							54 Guests 
ExecuMail6.5 
Urgent Messages from Guests 
Guests can mark messages to their host subscriber for urgent delivery. However, 
guests cannot access any of the other special delivery options. 
To control urgent message delivery for a guest, use the 
Send Msg Urgent? 
field on the guest’s Personal Directory page. To automatically mark as urgent 
every message a guest sends, set this field to Yes. To let the guest choose 
whether a message is marked urgent, set this field to Ask. To keep a guest from 
marking any messages urgent, set this field No. 
Guests and Message Groups 
Because a guest is created to trade messages only with his or her host subscriber, 
a guest can only be a member of the priuate message groups owned by his or her 
host. A guest cannot be a member of any open message group, even if the group 
is owned by the host subscriber. 
For related information, see: 
n Messages 
n 
Subscribers 
-. 
‘. ,....i 
. ; 
I :. 
*:.  
						

							Reference Manual Interview Boxes 55 
Interview Boxes 
Your system can interview callers with a series of simple questions through the 
use of an interview box. An interview box may be used for such functions as to 
ask for names and addresses, take sales orders, or take names, problems and 
telephone numbers in a product support organization. 
An interview box may be created for any subscriber. That subscriber will then 
receive all messages left in the interview box. This topic describes how to design 
and use interview boxes. 
Adding Interview Boxes 
The system manager adds interview boxes one by one at the system console. 
Adding Interview Boxes One by One 
1. Sign in to the system. Press @iFJQ to jump to the Transaction Directory. 
2. Press [F8) for Add. 
I 
One key dialing: l>700 2>800 3>555 4> 
6> 7> 8> 9> 2 
Figure 32: The Add Menu 01 the Transaction Directory 
Press Q to select interview box. 
Press [-Enter) to assign ownership of the interview box to the system 
manager, or @ to choose a different owner. Type the owner’s last name 
[-Enter). Press (-Enter) when the system displays the name you want. 
Type the interview box’s System ID (FEZ) 
Type the name of the interview box [-Enter). The name cannot be left 
blank.