Comdial Execumail Voice Processing System 6.5 Instructions Manual

							76 Message Delivery ExecuMail6.5 
Delivery Schedule 
This field specifies the hours and days that message delivery to this number will 
be active. Include both beginning and ending hours and days of the week (M T 
W H F S U). Note that H = Thursday and U = Sunday. Whenever the message 
delivery schedule overlaps with another message delivery number’s schedule, the 
system will try to deliver messages to both numbers. 
Rings to Wait for Answer 
This field specifies how many rings the system will wait for an answer when 
calling this message delivery number. For most applications, it is best to set this 
value to 3 rings or greater. If you are using call forward on ring-noanswer, the 
number of rings to wait should be set to 2 rings less than the number of rings 
programmed on the Comdial telephone system. , 
,: : 
;‘C‘ 
If you are using a message delivery number to provide a message waiting ring on 
the Comdial telephone system’s extensions, set the Rings field to 1. This is 
usually needed only at installations where the Comdial telephone system does 
not support message waiting lamps. .: 
., 
Delivery Interval 
This field specifies how long the system will wait after an unsuccessful message 
delivery attempt before trying each active message delivery number again. The 
interval is measured in minutes. An unsuccessful delivery attempt occurs when 
the message delivery number is busy or goes unanswered or is answered by a 
person (or answering machine) that does not enter the subscriber’s Personal 
ID. 
Delivery interval may be set to a maximum of 999 minutes (16 hours, 39 
minutes). 
Delivery Method 
There are three ways that the system can deliver messages: Each, Batch, or 
Urgent. When the delivery method is set to Each the system starts the message 
delivery process for this message delivery number as soon as a new message is 
received. It does this each time a new message is received. I 
When the delivery method is set to Batch, the system still starts the message 
delivery process as soon as the first new message is received for a subscriber. If 
this first message delivery is unsuccessful, however, the system will wait for the 
specified delivery interval before trying this number again. With the Batch 
method, the system never calls a message delivery number more often than the 
specified interval. ..’ 
r ; 
Y 2 
The difference between Each and Batch is best shown by example. Let’s take 
the following message delivery settings: 
#2: 222-2222 after 0 
tin, 8:OOam- 5:OOpm MTwBFsU 5 rings 30 min. Each 
#3: 333-3333 
after 0 
min. 8:OOam- 5:OOpm MTWEFSU 5 rings 30 min, Batch 
Let’s assume the system is not very busy and there are always ports available on 
the system for message delivery. Let’s also assume that there is no answer at both 
222-2222 and 333-3333 whenever the system calls. If a new message comes in at 
l:OOpm, the system will immediately call both Phone #2 and Phone #3. Since 
there is no answer, the system will schedule the next try of each of these p...  
						

							Reference Manual Message Delivery 77 
telephone numbers for 1:30pm. If, however, another new message comes in at 
l:lOpm, the system will immediately try Phone #2 again, because Phone #2 is set 
to Each. Phone #3, on the other hand, will not be tried again until 1:30pm, 
because it is set to Batch. 
Notice from the example that the initial delay, delivery schedule, delivery 
interval, and delivery method all work together to determine when a message 
delivery number is called. For example, if Phone #3 had an initial delay set to 
after 20 min, the system would make its first delivery try to this number at 
1:20pm rather than 1:OOpm. 
When the delivery field is set to Urgent, the system starts the message delivery 
process for this message delivery number as soon as a new, urgenr message is 
received. Like the Each delivery method, it does this each time a new, urgent 
message is received, but it will 
not start the message delivery process for new, 
non-urgent messages. 
The delivery method field may also be set to Off to turn off message delivery to 
a number. 
Subscribers may use their touchtone phones to turn message delivery on or off or 
change their delivery method between Each and Urgent. Subscribers 
cannot 
change between Batch and Urgent delivery methods by phone. 
NOTE: To use Each or Urgent delivery, 
the after _ min field must 
be set to zero. If you set the after _ min field to any number other than 
zero, the system requires you to use Batch delivery. 
Special Phone Number Characters 
You may include the following special characters in the Phone 4, Phone #2, 
Phone #3 and Phone #4 fields. These affect how ExecuMail dials these numbers. 
The timing characteristics of the special characters [ ,I, [ ; 1, [ & ] and [ % ] can 
be changed on the Switch Setup Screen, Page 2. See the 
Switch Setup topic for 
more information. 
X [letter X] 
This causes the system to insert the subscriber’s Extension # ID at this point in the 
sequence. The subscriber’s Extension # ID is listed beneath the Personal ID on 
the Personal Directory Screen. Remember: an X should be used only if the 
subscriber’s Extension fit ID is the same as the actual telephone number. 
[comma] 
+his causes the system to pause for one second during dialing. The length of the 
pause can be changed system-wide on the Switch Setup Screen, Page 2. 
A subscriber can change a message delivery telephone number by phone. When 
entering the new delivery telephone number, the subscriber can press the * on 
the telephone keypad to enter a pause in the delivery number. This pause will be 
displayed on screen as a comma (,). 
- [semi-colon] 
+his causes the system to pause for 3 seconds during dialing. The length of the 
pause can be adjusted system-wide on the Switch Setup Screen, Page 2.  
						

							78 Message Delivery ExecuMail6.5 
& [ampersand] 
This causes the system to do a hookswitch flash (for example, go on hook for 
onehalf second, then go off hook). This is commonly used to access special 
features on the Comdial telephone system. The length of the hookswitch flash 
can be adjusted system-wide on the Switch Setup Screen, Page 2. 
% [percent sign] 
This causes the system to do a long hookswitch flash (for example, go on hook 
for 2 seconds, then off hook again). On Comdial telephone systems this is 
equivalent to hanging up and reinstating a call. The length of the hookswitch 
flash can be adjusted system-wide on the Switch Setup Screen, Page 2. 
P [letter P] 
This causes the system to use pulse dialing. ExecuMail uses tone dialing by 
default. To use pulse dialing throughout your system, you must prefix all dialout 
telephone numbers with P. 
Q [letter Q] 
This causes the system to hang up. This is useful in situations where the call is 
not meant to go to completion, as in calling a beeper. For activating most 
beepers, all that is necessary is to add a few pauses and a 
Q after the telephone 
number (for example: 5551234,,,Q). . 
You can also use the Q to provide a message waiting ring to people who want to 
be notified when they have messages, but don’t want ExecuMail to attempt 
delivery. 
T [letter T] 
This causes the system to switch to tone dialing. The T option is only used when 
a number must be dialed via pulse, then switched midstream to tone (for 
example, a credit card call on a pulse exchange). 
Dialing External Telephone Numbers 
By default, if a telephone number field has more than five characters (including 
special dialing characters), ExecuMail assumes that it is an outside number and 
automatically dials the outside access code first. 
The Outdial Access code is 
defined on Line 3 of the QuickStart Switch Setup Screen, Page 1. The default 
code is 9, (Figure 45). 
3. Outdid Access: 9, 4. Transfer Initiate: &,X 
Connect: Q 
5. TT Pronpt/Msg/Record: 5 /I /9 
6. Answer on ring low? Yes 
7. Ring-on time: 10 
8. Pooled delay: 450 Recall: & 
Busy Recall: & 
Release on LCR? Yes 
Off-hook delay: 5 
Ring-off time: 40 
Figure 45: Outdial access code, QuickStart Switch Setup Screen 
If you do not specify an outdial access code on the QuickStart Switch 
Setup Screen, you must remember to include the proper code every time you set  
						

							Reference Manual Message Delivery 79 
message delivery to an outside number at the console. Subscribers must also 
include the proper code when they change their message delivery numbers by 
phone. 
Overriding the Oufciial Access Code 
You can prevent the system from dialing the outdial access code with particular 
telephone number fields (even on telephone numbers with more than five 
characters). To do this, insert a comma as the tirsf character in the telephone 
number field. This can only be set at the system console. 
Changing the Default length of External Telephone Numbers 
By default, if a telephone number field has more than 5 characters, ExecuMail 
assumes it is an external call. However, you change this value by adding the 
outdial trigger length parameter to the Integration Options field on the 
QuickStart Switch Setup Screen, Page 1. The outdial trigger length parameter 
defines the number of characters that must be in a telephone number field 
before FkecuMail recognizes the number as an external call. 
To change the outdial trigger length, in 
the Integration Options field, 
enter OTL=n where n equals a number between 4 and 15. For example, enter 
OTL=ll. In this example, the system considers telephone numbers with 11 or 
fewer characters internal extension numbers. All telephone numbers with 12 or 
more characters are considered external calls. 
Prioritized Message Delivery 
Message delivery delay allows subscribers to prioritize between multiple delivery 
telephone numbers which are active at a given time and day. The subscriber’s 
most probable location is tried first, then if the subscriber cannot be reached in a 
reasonable time, other locations or a pager are included in delivery attempts. 
With 
Batch delivery, you can assign different priorities to delivery telephone 
numbers by specifying different delay times in 
the after _ mins field on 
each delivery telephone. 
The system will only call a particular delivery telephone when all three of the 
following conditions are true: 
I There is a new message which has been pending for longer than the 
number of minutes specified in the 
after _ mins field. 
n The current day and time is within the bounds of the message delivery 
schedule. 
n The delivery method is Batch. 
Dispatch Message Delivery 
The system’s initial delay feature can be used to deliver new messages to a series 
of people in priority order. To do this, create a “phantom” subscriber, with the 
telephone numbers of up to four subscribers entered as message delivery 
numbers. The after _ mine parameter then can prioritize which subscriber 
will be called first to receive the message.  
						

							80 Message Delivery ExecuMail6.5 : 
For example, a caller after normal business hours might be instructed to dial a 
specific extension to request emergency service. This extension would be the 
System ID of an interview box belonging to a phantom subscriber. The caller is 
asked for pertinent information. Once the message is recorded, the system begins 
calling the four message delivery numbers for the phantom subscriber, which are 
actually the pager numbers for four oncall technicians. One of the technicians 
can then call the system and enter the Personal ID 
offhe phantom subscriber to 
retrieve the message. . 
Changing Message Delivery By Phone 
A subscriber can use any touchtone phone to turn message delivery on or off, or 
change many of the delivery settings. 
The User’s Guide details how this is set by 
phone. 
The subscriber can use the setup options conversation to make any of these 
changes to a particular message delivery number: 
I 
Turn message delivery on or off 
n Change the message delivery telephone number 
n Change the days and/or hours the message delivery number is active 
n Switch between the Each and Urgent message delivery methods 
A subscriber cannot adjust the number of rings to wait for an answer, the initial 
delay, or delivery interval. Nor can the subscriber change the delivery method of 
a message delivery number that is set to Batch (even if the Batch delivery 
number is currently turned off and displays off). These settings can only be 
changed by a system manager at the console. _-. 
When entering a new delivery telephone number, a subscriber can press the # on 
the telephone keypad to enter a pause in the delivery number. This pause will be 
displayed on screen as a comma (,). All other special dialing characters must be 
entered at the console. 
Default Urgent Message Delivery Number 
By default, delivery number W (“Your spare phone’) is set for Urgent delivery 
and is active 24 hours a day. Over the phone, a subscriber can turn on message 
‘delivery to his or her “spare phone”, set a message delivery telephone number, 
and have urgent messages delivered, without extra configuration by the system 
manager. ‘. 
Keeping a Subscriber from Changing Message Delivery 
You can restrict a subscriber from changing message delivery settings by adding 
the A access code to the subscriber’s Personal Directory page. This will keep the 
subscriber from hearing the setup options conversation. The subscriber then 
cannot change by phone his or her personal greetings, message groups, call 
transfer options, message delivery, recorded name, spelled name, security code, 
or directory listing. To allow the subscriber to change personal greetings only, use 
the A and T access codes. 
. . .  
						

							Reference Manual Message Delivery 81 
Pagers 
The system may notify a subscriber of new messages by activating a pager or 
beeper. For details, see the 
Paging topic. 
For related information, see: 
n Messages 
q 
Message Playback 
n Paging 
I Subscribers 
See also: 
n The User’s Guide  
						

							82 Message Groups ExecuMail8.5 
Message Groups 
Message groups let you send the same message to many people. A message 
group is simply a distribution list for messages you send to the group. You send a 
message to a group just like you send a message to a subscriber, identifying the 
group by name or group number. 
The system manager can create and maintain message groups at the system 
console. Subscribers can also create and maintain their own message groups 
from any touchtone telephone, by accessing their setup options. Guests cannot 
create or send messages to message groups. 
This topic explains how to create and maintain message groups. 
The Group Owner 
Every message group has an owner. The owner of a group is either a subscriber 
who creates the group by phone or who is assigned the group by the system 
manager at the console. A system manager can be a group owner, too. 
Only the owner of a group can change the group by phone, including: 
n adding or deleting group members 
n changing the group’s name or number 
n deleting the group itself 
However, the system manager can make any of these changes to any group at 
the console. 
Some groups may be owned by the system instead of by an individual subscriber 
or system manager. Groups owned by the system can be changed only at the 
console, not by phone. However, the system manager can reassign a group 
owned by the system to a new owner to allow that person to change the group 
by phone. 
The Group Members 
The members of a message group are the people listed to receive a message. 
When a message is sent to a group, it is sent to all the group’s members. Any 
subscriber can be a member of any message group. Guests can be members of 
certain groups owned by the guest’s host (see below).  
						

							Reference Manual Message Groups 83 
Privafe vs. Open Groups 
You can create two kinds of message groups: private groups and open groups. 
The only person who can send messages to a 
private group is the group’s owner. 
In contrast, any authorized subscriber can send a message to an open group. A 
subscriber does not have to be a member of an open group to send a message to 
that group. 
The system manager can limit any subscriber from creating and sending 
messages to open groups by entering the 
Y access code on the subscriber’s 
Personal Directory page. You can only restrict a subscriber from sending 
messages to 
all open groups. The Y code also restricts a subscriber from creating 
open groups. For more information, see Restrkting a Subscriber from Sending to 
Open Groups. 
Private Groups and Guests 
Guests cannot be members of open 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 private groups owned by his or her host. 
Dispatch Distribution 
In most cases, all the members of a group can hear a group message. However, 
there may be cases where you want just one person in the group to receive a 
message. 
With 
dispatch distribution, the first group member to listen to a group message is 
the only one who receives it. Once a subscriber hears all of the message, the 
system removes the message from the other group members’ voice mailboxes. 
With dispatch distribution, if a group member listens to only the beginning of the 
message then saves the message as new, the system does not mark the message 
as received. Other group members may still retrieve the message until one of the 
group members listens to the entire message. 
For example, the manager of a customer service department might set up a group 
with dispatch distribution which contains all the department’s service 
representatives. The manager could then send any message about a customer 
problem to this group. In this case, the manager doesn’t care which 
representative gets the message and handles the problem, as long as someone in 
the department does. With dispatch distribution, the iaanager can make sure that 
one person in the group will get the message, without requiring everyone in the 
group to listen to it.  
						

							84 Messacre Grows ExecuMail6.5 
Group Owner 
Private Group 
Open Group Message Group Definitions 
The subscriber who can change the group by phone 
The only person who can send messages to a private group is the 
group’s owner. 
Any authorized subscriber can send a message to an open group. 
Open Group of 
-SYSTEM - 
Dispatch 
Distribution Any authorized subscriber can send a message to this group. No one 
can change the group by phone. 
The first group member to listen to a group message is the only one 
who receives it. 
Figure 46: Message group definitions 
The Groups Screen 
Subscribers can create and maintain message groups from any touchtone 
telephone. The system manager can also create and maintain message groups at 
the system console, by accessing the Groups Screen. 
Press m to access the Groups Screen (Figure 47). 
Member name 
Last contacted Member name Last contacted 
I I 
Xavier, Jan Yale, Hugh 
Yeoman, Mike 
Zaftiq, Pat Yinq, Sue 
Zeller, Nell 
Zink, Jay 
Figure 47: Sample Groups Screen 
One message group at a time is displayed on the Groups Screen. Message groups 
are sorted by group name or number. If no message groups have been added to 
the system, all fields on the screen will be blank. If there are message groups in 
the system, press the @DjJ and &EJ keys (or use [CtrlHJI) to view 
other message groups in the system. : 
The top line of the Groups Screen shows the group 
Name. It also shows whether 
the group is open or private, and who 
the group owner is. 
On the next line, the Dispatch field lets you specify whether the group is a 
dispatch group. The default value is 
No. 
The Voice field is used to store the group’s recorded name. The numerical 
value in the field displays the number of seconds the recorded name lasts. If a 
name has already been recorded, the value in the field is greater than zero. If no 
name has been recorded, the value in the field is 0 : 00. :’  
						

							Reference Manual Message Groups 85 
The lower portion of the screen helps you keep track of the members already 
added to the message group and the date of they last received a message for the 
group. The names of all the members are listed under the 
Member name field. 
A message group can contain more subscribers than the screen can display at 
once. Press the @ and a keys to view all message group members. 
The 
Last Contacted field displays the date and time the member of the 
group last received a group message. If 
the Last contacted field is blank, 
the member hasn’t received the most recent group message. Or, if every 
member’s 
Last Contacted field is blank, either there isn’t a group message 
to listen to, or a group message was just sent, so no one has listened to it yet. 
Named Groups vs. Numbered Groups 
Your system can use either named message groups or numbered message groups. 
A message group’s name or number is stored in the Name field on the Groups 
Screen. It is usually easiest for subscribers who create and select groups by 
phone if you have either named or numbered message groups on your system, 
rather than both. 
Unlike System IDS, message group names or numbers do not have to be unique. 
NOTE: If your system uses the Numbers Only keypad map, you can only use 
numbered message groups. 
Named Message Groups 
With named message groups, each message group name should start with three 
letters. For example: 
All Sales People 
Technical Support 
Subscribers send a message to the group by spelling the first three letters of the 
group’s name on their telephone keypad. 
Numbered Message Groups 
With numbered message groups, each message group name should start with a 
threedigit number. For example: 
645 All Sales People 
625 Technical Support 
You should not use the system’s wildcard digit (0 or 1) in a message group 
number. Using the wildcard digit in this way makes it harder for subscribers to 
select the group. 
Using Numeric Access with Numbered Groups 
Numbered groups are usually used on systems with numeric access. Under 
numeric access, subscribers send a message to the group by first pressing a 
special System ID for numbered groups, followed by the group number. This way, 
the system does not confuse Extension # IDS with message group numbers. The 
special System ID for numbered groups is set on the QuickStart Application 
Screen, Page 6. See the topic Numeric Access for details.