Comdial Execumail Voice Processing System 6.5 Instructions Manual

							86 Message Groups 
ExecuMail6.5 
Using Lettered Access with Numbered Groups 
You can use numbered groups on systems where the subscribers send messages 
by spelling a person’s last name. It is not as efficient, however. When a subscriber 
presses the threedigit number to select a numbered group, the subscriber first 
hears the names of all subscribers whose last names are spelled with the letters 
on the keys pressed, then afterward hears the matching numbered groups. 
For example, under lettered access, if a subscriber presses 6 4 5 to select the 
message group 
645 Sales People, the subscriber first hears all the people 
whose last names are spelled with the keys 6 4 5, such as “Miller”, “Mikulsky”, 
“Ng”, “Nilsen”, “Oglesby”, “Ohlman”, etc. Only after the subscriber answered no 
to all these names would the numbered group “645 Sales People” be heard. 
Naming of Groups Created By Phone 
When a subscriber creates a new group by phone, the subscriber presses three 
keys for the group’s spelled name or group number. The system displays these 
three keys in the 
Name field of the group. 
If subscribers normally send messages by selecting a number (that is, there is a 
special System ID for numbered groups), the system displays a threedigit group 
number in the Name field. 
If subscribers normally send messages by spelling a name (that is, there is no 
special System ID for numbered groups), the system translates the keys pressed 
by a subscriber into letters. This allows the system to sort the message groups in 
the correct order when listing them over the phone. 
Although there are three different letters associated with each lettered key on the 
telephone, the system uses the 
tirst letter on a telephone key as the one it 
displays. For example, a subscriber creates a group named “Eastern Region” and 
enters a group name of “E A s”. To do this, the subscriber presses 3 2 7. The 
system translates the first key pressed by the subscriber as “D”, which is the first 
letter that appears on that key. It displays the group’s name as 
DAP. 
If you will be changing message groups at the console frequently, you may want 
to listen to the recorded name of any open groups created by phone and type in 
a more complete group name in the 
Name field. This makes it easier to find the 
group on the Groups Screen later. If you change the first three characters, be sure 
to let the group’s owner know, so he or she can still select the group by phone. 
Considerations for Choosing Group Names and Numbers 
A group’s spelled name or number is important for two reasons. The system sorts 
groups in the Groups Screen based on the name or number in the Name field. 
Also, a subscriber uses the first three characters of the group’s name or number 
to select the group by phone. 
A message group also has a recorded name. A message group’s recorded name is 
the name subscribers hear when selecting a group. 
/ 
. . . 
Group names or numbers do not have to be unique. However, the group’s 
recorded name should correspond to the group’s spelled name or number, to 
c;.:. 
,’ ‘__  
						

							 
Reference Manual Message Groups 87 
make it easy for subscribers to select the group they want. Groups with identical 
-. 
recorded names will cause confusion. 
Give special consideration to the names or numbers you give open groups. If you 
use named groups, make sure the three letters are easy to remember. For 
example, it would be easy to remember that pressing “A L L” on the telephone 
keypad sends a message to a group with the recorded name “All Staff”. If you 
use numbered groups, it helps to distribute a list of open groups and their group 
numbers to all subscribers, to reduce duplicate group numbers. 
Using Both Named and Numbered Groups 
Your voice mail system is flexible enough to use both named and numbered 
groups. However, some subscribers may find it a bit confusing if both are used. 
When selecting a group to send a message to, a subscriber with the E access 
code will first hear any numbered groups that match the three keys he or she 
pressed, followed by any named groups that match. A subscriber 
without the E 
access code will first hear any named groups that match the three keys he or she 
pressed, followed by any numbered groups that match. 
Adding Groups at the Console 
To add a new group at the system console: 
1. 
Access the Groups Screen by pressing m. 
2. Press a to add a new group. The pop-up Add menu window appears as 
shown in Figure 48. 
Figure 48: Add Menu, Groups Screen 
3. Press the arrow keys to highlight either Private Group or Open 
Group.Pres(~). 
4. To add a group owned by the system manager, press a. To assign the 
message group to another subscriber, press a. 
For open groups, you may press (+-I) to assign the group to 
-SYSTEM- . Otherwise, enter the name of the new group’s owner. 
Type the first few letters of the subscriber’s last name. Press I-1. The 
system displays the name of the first subscriber whose last name matches  
						

							88 Message Groups ExecuMail6.5 
the letters you typed. Press a to select this subscriber. Press a to view 
the next subscriber whose last name matches the letters you entered. Press 
a until the subscriber’s name is displayed. Then, press a. 
5. Record a name for the message group. For more information, see 
the topic 
Recording Voice Fields. 
6. Add members to the message group. See Adding Group Members at the 
Console 
for detailed steps. 
Adding Group Members at the Console 
To add a subscriber to a group: 
1. 
Access the Groups Screen by pressing [Ctrl)lG1. 
2. Page to the message group you want (or use the Jump command). 
3. Press IF8). The system displays the popup Add Menu. 
4. 
Make sure Member is highlighted and press [-Enter). The system asks 
you to type the last name of the subscriber you want to add to the message 
group. 
5. Type the first few letters of the person’s last name and press (-1. The 
system displays the name of the first subscriber whose last name matches 
the letters you typed. 
6. Press a to select the name. Press a to view the next subscriber whose 
last name matches the letters you entered. Press Q until the name of the 
subscriber you want to add to the group is displayed. Then, press 0. 
7. Repeat steps 3 through 6 until you’ve added the subscribers to the group. 
8. Press [Esc) to exit the Add Menu. 
NOTE To add all the subscribers on the system to a group, at step 5 just 
press (-Enter). The system displays the first name in the list of subscribers. 
Press Q to accept the name. Then, press a repeatedly to accept every 
name the system presents, until the system displays the message 
Out of 
Names. Press any key to exit the Add menu. 
NOTE: Guests can only be added to their host’s private groups. 
NOTE: A subscriber 
cannot be both the owner and a member of a private 
group. A subscriber can be the owner and a member of an open group.  
						

							- Reference Manual Message Groups 89 
Removing Group Members at the Console 
To remove a subscriber from a group: 
1. 
Access the Groups Screen by pressing [m&lx]. 
2. Page to the message group you want (or use the Jump command). 
3. Use the arrow keys to move the cursor to the name of the subscriber 
you 
want to remove from the group. 
4. Press [nl to remove the subscriber from the group. Press Q to remove the 
subscriber from the group. Press @ to cancel. 
5. To remove other members from the group, repeat steps 3 and 4. 
Deleting Groups or Group Messages at the Console 
To delete a message group from the system: 
1. 
Access the Groups Screen by pressing [ClrlHf). 
2. Page to the message group you want (or use the Jump command). 
3. With the cursor in the top portion of the screen, press a. The system 
prompts you with several options: 
n Delete the group and all messages for the group 
H 
Delete the group, but keep all messages for the group 
w Delete all messages for the group only 
4. Press Q to highlight your selection and press [-Enter). When the system 
asks you to confirm, press 8. 
Changing the Owner of an Open Group at the Console 
Ii’ 
i At the console, you can delete the owner of an open group so that the group is 
owned by - 
SYSTEM- . This removes the subscriber as owner of the group, but 
.does not delete the subscriber from the system. You can also reassign a group 
owned by * 
SYSTEM- to a new subscriber owner. 
To remove a subscriber owner: 
1. 
Access the Groups Screen by pressing (ClrlHG). 
2. Page to the message group you want (or use the Jump command). 
3. With the cursor in the top portion of the screen, press [R). 
4. Press m to highlight Owner and press [-Enter). When the system 
asks you to confirm, press a. 
To assign a new owner to a - SYSTEM- group: 
1. 
Access the Groups Screen by pressing (ClrlHG). 
2. Page to the message group you want (or use the Jump command).  
						

							90 Message Groups ExecuMail6.5 
3. With the cursor in the top portion of the screen, press [F8). 
4. Press m to highlight New Owner and press [-Enter). 
5. To make yourself the new owner, press a. To assign the group to another ,: 
subscriber, press @, then enter the name of the new owner. 
‘... 
Assigning Dispatch Distribution 
By default, every new message group, whether added at the console or by phone 
has broadcast distribution. Only the system manager can change the group to 
have dispatch distribution. 
To give the group dispatch distribution: 
1. 
Access the Groups Screen by pressing m. 
2. Page to the message group you want (or use the Jump command). 
3. Press the [Tab) key to position the cursor on the Dispatch field. 
4. Press Q I-Enter) 
Restricting a Subscriber from Sending to Open Groups 
The system allows you to restrict subscribers from creating open groups or 
sending messages to all open groups. Just place a Y access code on the 
subscriber’s Personal Directory page. These subscribers will still be able to send 
messages to any private groups they own and receive messages from any 
message group they belong to, open or private. 
To restrict a subscriber from sending messages to open groups: 
1. 
Press [CtrlHD) to access the Personal Directory (Figure 49). 
2. Page to the subscriber you want to restrict. 
3. Press the arrow keys to move to the subscriber’s Access field. Move the 
cursor to the end of the field. Press 8 L-Enter). Do not change any 
other access codes in the field. 
~~~~rar:ir~~~~~~~~~~~.~~~:~:~~~~~~~:~~~~~~~~~~~~~~~~~~~~~ji~$jiii~~~~~‘j~~~~~~~~~~:~~~~~~~~~~~~~~~~~~~~~~~~~~: 
ii /.I . . . . . . . . . . . . . . . . . ..i...... . . . . . tiGgi . . . . . ygyg; ,... Hail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..,.............,.,...,...............,...,...,.,.......,.,.;.., . ... . .  . . . ..,... . . . . . . . . . . . . . . . . . . ../................. . . . . . . .  . . . . . . . . . . . . . . . . ...... ....., ... .... 
Personal ID: 812312 SC Voice name: 0:02 
Extension # ID: 12312 
Hold/Archive msgs: 0 /2 days 
Access: PCYB 
-->Transfer New Msgs:O =O:OO Total:0 =O:OO 
Transfer? No >Greeting -->Action 
>Std: 0:OO 
Await-Ans-->4 Rings Take-msg 
Screening? No Holding? No Alt: 0:OO 90 set Edits OK? Yes 
-Message Notification Max-msg : 
Lamp #: x On Now? No 
;;; after 0 Activate Lamps? No 
min. 
after 0 S:OOam- 6:OOpm MTWHF 5 rings 30 min,Off 
min, 
;,; after 0 6:OOpm- 9:OOpm MTWHF 4 Rings 60 min,Off 
after 0 min, 12:OOam-11:59pm MTWHFSU 0 Rings 30 min,Off 
min, 12:OOam-11:59pm MTWHFSU 4 Rings 60 min,Urgent 
Ctrl-E for expanded options 
Figure 49: Personal Directory Screen with Y access code : 
:. 
:-  
						

							Reference Manual Message Groups 9 1 
Creating Message Groups By Phone 
Subscribers can create new message groups themselves from any touchtone 
telephone, by accessing their setup options. 
To create a group by phone: 
1. 
2. 
3. 
4. 
5. 
6. 
7. 
8. 
9. 
10. 
11. Call the system. Enter your Personal ID and security code. 
Press 2 2 2 to skip ahead to setup options. The system asks: 
‘Would you like to access your setup options?” [PH~SubJikeToAcmsSetupl 
Press 1 for Yes. The system asks: 
‘Would you like to change your greetings?” 
Press 2 for No. The system asks: 
[PH-SubJikeToChangeGreetings] 
‘Would you like to change your groups?” 
Press 1 for Yes. The system asks: 
[PH-Sub-LikeToChangeGroups] 
‘Would you like to create a new group?” [PH-GroupJikeToCreateNewGroup] 
Press 1 for Yes. The system then asks you to enter the group’s name or 
number. 
Spell the first three letters of the group’s name, or press the 3digit group 
number. The system gives you a chance to change the name or number. 
Press 1 to accept the name or number, or 2 to choose a new one. The 
system asks you to record a name for the message group. 
After the beep, record the name. The system plays the name and gives you a 
chance to rerecord it. Press 1 to accept the name, or 2 to record a new one. 
The system then asks if others can send messages 
to this group. 
Press 1 to create an open message group. All authorized subscribers will be 
able to send messages to the group. Press 2 to create a private group. Only 
you will be able to send messages to the group. 
The system confirms that the new group was created and asks you to add 
members: 
“d3ioate/Open> group created. Ready to add the tirst member to this 
group. . . ” 
[PH-Group~Created] 
Spell the first three letters of the person’s last name, or press the extension 
number. The system plays the first matching name, and asks you to confirm. 
Press 1 to add the subscriber to the group, or 2 to hear the next matching 
name. Repeat this step until you add all the group members you want. 
The system asks if you want to record a message for the group now. Press 1 
to record a message. Or, press star (*) to exit group maintenance.  
						

							92 Messaae Groups ExecuMail6.5 
Changing a Message Group By Phone 
After you add a message group to the system, you can add, delete or list group 
members, and change the group’s spelled and recorded name, from any 
touchtone telephone. You change groups by accessing setup options. Only the 
group’s owner can change the group by phone. The system manager can change 
any group at the system console. 
To add, delete or list group members: 
1. Call the system. Enter your Personal ID and security code. Follow the 
questions to access setup options or press 7. The system asks: 
‘Would you like to change your greetings?” [PH-Sub_LikeToChangeGreeiings] 
2. Press 2 for No. The system asks: 
‘Would you like to change your groups?” [PH-SubJikeToChangeGroups] 
3. Press 1 for Yes. The system asks: 
“Would you like to create a new group?” [PH-Group_LikeToCreateNewGroup] 
4. Press 2 for No. The system then asks: 
‘Would you like to edit a group?” [PH-Group-LikeToEdiiGroup] 
5. Press 1 for Yes. 
6. Spell the first three letters of the group’s name, or press the 3digit group 
number. 
7. Press 1 when the system plays the name of the group you want to edit. 
Follow the yes-and-no questions to add, delete or list group members. 
8. Press star (*) to exit group maintenance. 
To change a message group’s name or number: 
1. Follow steps 1 through 7 to add, delete or list group members. Once you 
select the group you want to edit, press 2 for No until the system asks: 
‘Would you like to change the name of this group?” [PHGroup_LikeToChangeName] 
2. To change the group’s spelled name or number, press 1 for Yes and 
follow the questions. 
Or, to change the group’s recorded name, press 2 for No. Answer the 
questions to record a new name. 
3. Press star (*) to exit group maintenance.  
						

							Reference Manual Message Groups 93 
Sending a Group Message 
You send messages to groups the same way you send messages to individual 
subscribers. 
To send a message to a group: 
1. Call the system. Enter your Personal ID and security code. 
2. When the system asks if you’d like to leave messages, press 1 for Yes. 
3. Spell the letters of the message group’s name, or press the special System ID 
for numbered groups and the group’s number. Press 2 until you hear the 
name of the group you want, then press 1. 
NOTE: The system plays only the names of any message groups you are 
authorized to send messages to. 
4. Record the message. If you sent an earlier message to this group, and some 
group members haven’t heard it, the system asks if you want to hear the 
earlier message before recording a new one. 
Canceling a Group Message 
You can cancel messages for groups the same way you cancel a message to an 
individual subscriber. When you cancel a message, you cancel it for every 
member of the group who hasn’t already heard the message. You can cancel a 
message with broadcast distribution at any time, even after some members of the 
group have heard the message. For dispatch groups, you can cancel messages 
only 
before the first member of the group hears the message. 
To cancel a group message: 
1. 
2. 
3. 
4. 
Start to leave another message for the group. If some group members 
haven’t heard your earlier messages, the system asks if you want to hear 
them before recording a new one. 
Press 1 for Yes to review your earlier messages. After you listen to each 
message, the system lets you: 
n cancel it 
n list group members who haven’t heard the message 
n change special delivery for the message, if available 
When you hear the message you want to cancel, you may press 2 to 
interrupt it. 
Press 1 to cancel the message. 
When finished, you may record a new message for the group, if you want.  
						

							94 Messaae Groups EkecuMail6.5 
Listing Group Members Who Haven’t Heard a Message 
Before you decide whether to cancel a message, you may want to find out who 
in the group hasn’t heard it. 
To list the members of a group who haven’t heard your group message: 
1. Start to leave another message for the group. If some group members 
haven’t heard your earlier messages, the system asks if you want to hear 
them before recording a new one. 
2. 
Press 1 for Yes to review your earlier messages. After you listen to each 
message, the system lets you: 
n cancel it 
n list group members who haven’t heard the message 
n change special delivery for the message, if available 
3. When you hear the message you want, you may press 2 to interrupt it. 
4. 
Press 2 for No to avoid canceling the message. The system asks: 
‘List who has not heard this message?” 
[PH-Leave-Shouldtis~otHeardMsgl 
5. Press 1 for Yes. 
6. Press * to exit the list. 
For related information, see: 
n 
Messages 
n 
Numeric Access 
n Subscribers 
See also: 
n The User’s Guide 
(2 
j ]’  
						

							Reference Manual Message Not&a tion 95 
Message Notification 
The effectiveness of a voice mail system depends upon the prompt receipt of 
messages. While subscribers may call the system to collect their messages 
irregularly, or not at all, the system can contact subscribers to deliver their 
messages on a regular basis. 
This feature is called message 
notification and delivery. You can set up the 
system to call subscribers at home, at their work extensions, or on their mobile 
telephones, to deliver messages at regular intervals or upon the receipt of each 
new message. The system can also activate pagers, message waiting lamps, or 
telephone displays to notify subscribers that new messages are waiting. 
The message notification and delivery parameters are stored in the bottom 
section of each subscriber’s Personal Directory page (Figure 50). 
Personal ID: 812312 - SC 
Extension # ID: 12312 
Access: PCB 
>Transfer 
Transfer? No Voice name: 0:02 
Hold/Archive msgs: 0 /2 days 
=O:OO Total:0 =O:OO 
Await-Ans--a4 Rings 
L Screening? No Holding? No Alt: 0:OO Max-msg: 90 set Edits OK? Yes 
Message Notification 
Lamp #:-x Activate Lamp87 No On NOW? NO 
;zi after  after 0  0 min.  min. 8:OOam- 6:OOpsn 
6:OOpm- 9:OCmn NTNXF  NTNRF 4  5 Rings  rings 30 60 m.i&Off  min,Off 
after 0 min, l2:008.+11:59pm MTWEFSU 0 Ringa 30 min,Off 
after 0 min. 12:OOam-11:59nm MTWFIFSU 4 Rings 60 min.Urgent 
Ctrl-E for expanded options 
Figure 50: Message notification and delivery parameters 
For details on activating message waiting lamps, see the Message Waiting Lamps 
topic. For details on setting up and using the four message delivery telephone 
numbers, see the topic 
Message Deliuery. For details c-n setting up and using 
pagers, see the topic Paging.