Comdial Execumail Voice Processing System 6.5 Instructions Manual

							116 Message Taking ExecuMail6.5 
Other Controls on Subscriber Message Taking 
Besides the messagetaking parameters, subscribers can also change their call 
transfer options and personal greetings by phone, which affect the conversation 
callers hear prior to leaving a message for a subscriber. 
The messagetaking parameters discussed here mostly affect messages left by 
outside callers for a subscriber. The message leaving features that subscribers 
themselves have are controlled by the subscriber’s access codes. These codes 
control whether a subscriber can leave messages at all, can leave messages for 
open message groups or other subscribers, or mark messages for special delivery. 
These codes are discussed in the Subscriben topic. 
Transaction Box Message Parameters 
Transaction boxes can also be programmed to take messages. The message-taking 
parameters for a transaction box are shown in Figure 56. These parameters are 
only active if at least one of the Day: or Nite: fields is set for Take-msg. The 
parameters operate in the same manner as the ones on a subscriber’s Personal 
Directory page. 
-->Transfer >Greeting ->Action 
Day? Yes-->,24 
*Day: 0:08 Lay: Take-Xsg Nite? No Nite: 0:08 Nite: Take-Msg 
Await-&x-->4 Rings Alt: 0:lO &fax-msg: 90 set 
Intro: 0:OO Holding? No Edits OK? Yes 
Transfer Options : 
Active: D/N Send 
Msg Urgent? No After leg: Bay-bye 
One key dialing: l> 
2> 3> 4> 5> 
6> I> 8> 9> o> 
Figure 56: Message-taking parameters on a transaction box 
Message Taking in the System Operator Box 
The system’s Operator Box also has the capability of taking messages (Figure 57). 
In most instances, however, it’s better to use the Public Interview Box to take 
messages for the Operator Box (using GotoID- ->$PM) . The interview 
questions can help ensure you get all the information you need from a caller to 
properly forward the message. 
Alternate System IDS for Special Operators on each Port: 
Figure 57: Message-taking parameters on the Operator Box  
						

							Reference Manual 
Message Taking 117 
Message Taking in Interview Boxes 
Interview boxes also take messages, even though they do not use the Transfer -> 
Greeting -> Action structure. You may want to use interview boxes in place of a 
subscriber’s or transaction box’s normal message-taking feature, since they allow 
you to ask questions of the caller leaving the message. To use an interview box 
for message taking, specify GotoID-- > (along with the System ID of the 
interview box) instead of Take-msg in the subscribers or transaction box’s 
Action field. 
For related information, see: 
n Call Transfer & Call Screening 
n Greetings 
n Interview Boxes 
8 Messages 
n Message Delivery 
n Message Playback 
n Subscribers 
.’ 
/ 
t  
						

							118 Message Waithg Lamps 
ExecuMail6.5 
Message 
Waiting Lamps 
ExecuMail can alert subscribers that they have new messages by activating a 
message waiting indicator on their telephone extension. This eliminates the need 
for subscribers to repeatedly check with the system to see if any new messages 
have been received. Usually, this indicator is a message waiting lamp, but some 
Comdial telephone systems may provide stutter dialtone in place of a message 
waiting lamp. For simplicity, we refer to all these message waiting indicators as 
message waiting lamps. 
This topic describes message waiting lamps and the parameters that affect their 
operation with ExecuMail. 
NOTE: The system can also be programmed to deliver messages by dialing 
out to an extension or external telephone number. See the topic 
Message 
Delivery. 
Message Waiting Lamps 
The activation of message waiting lamps is dependent on the Comdial telephone 
system in use, and requires that message waiting lamps be controllable from a 
single-line telephone using touchtone codes. 
Message Waiting Lamp Parameters 
Message waiting lamp parameters are stored in the Message Notification section 
of the Personal Directory pages (Figure 58). 
Personal ID: 812312 - 
Extension # ID: 12312 
Screening? No Holding? No 
+Mef38age Notification Alt: 0:OO Max-msg: 90 set Edits OK? Yes 
Lamp#:X 
;,; after 0 
Activate Lamps? Yes On Now? No min, 
after 0 
min, 8:OOam- 6:OOpm MTWHF 5 rings 30 min,Off 
#3: after 0 6:OOpm- 9:OOpm MTWHF 4 Rings 60 min,Off 
min, 12:OOam-11:59om MTWHFSU 0 Rinas 30 min.Off 
#4: 
after 0 min, 12:00am-11:59pm MTWHFSU 4 Rings 60 miniurgent 
Ctrl-E for expanded options 
: 
‘, 
,..~ 
‘,:r 
;- -_ 
: 
Figure 58: Message waiting lamp parameters for a subscriber  
						

							i 
 Reference Manual Message Waiting Lamps 119 
Lamp # 
This is the extension number the system will dial when attempting to turn a 
message waiting lamp on or off. 
Activate Lmps? 
Enter “Yes” to turn on the message waiting lamp function for an individual 
subscriber. 
On now? 
This field indicates the current state of the subscriber’s message waiting lamp. lt 
can be changed manually when you are testing or resetting message waiting 
lamps. 
System-wide Paramefers 
14. Max lines holding total: 16 Max lines holding for ext: 16 
15. Number tries between TT checks: 4 Extra hold time between tries: 50 
Figure 59: System-wide message waiting lamp parameters 
Message waiting lamp parameters that apply to all subscribers in the system are 
entered at the top of the QuickStart Switch Setup Screen, Page 2 (Figure 59). 
If your Comdial telephone system has been preprogrammed in the voice mail 
system’s Switch Setup library and the Comdial telephone system supports 
message waiting lamps, these parameters are automatically inserted when you 
enter the Comdial model on Line 1 of the Switch Setup Screen, Page 1. If the 
message waiting lamp codes are programmable on the Comdial telephone 
system, make sure they match the codes programmed in the system. For more 
information, see the 
Switch Setup topic. 
Message 
Lamp On 
This is the code sent to the subscriber’s extension telephone to turn on the 
message waiting lamp. The code must include an “X” to indicate where the 
extension number should go in the dialing sequence (for example: *20, X). 
Message 
Lamp Off 
This is the code sent to the subscriber’s extension telephone to turn off the 
message waiting lamp. The code must include an “X” to indicate where the 
extension number should go. 
Retries 
This specifies the number of times the system will resend the Message Lamp On 
or Message Lamp Off sequence to the subscriber’s telephone. Retries may be 
necessary if there are circumstances that might occasionally prevent the message 
waiting lamp from lighting after a single attempt.  
						

							120 Message Waiting Lamps ExecuMail6.5 
Interval (mins) 
This specifies the number of minutes the system will wait between retries. 
Reset All L;imps? 
This field lets you tell the voice mail system to immediately reset all message 
waiting lamps. Use this field if your Comdial telephone system was temporarily 
unavailable, thus causing message waiting lamps to be turned off. As soon as you 
set this field to Yes, the voice mail system lights the message waiting lamp for 
each subscriber with new messages. 
Daily Lan’tp Reset 
Use this field to specify a time you want the voice mail system to reset message 
waiting lamps. Each day at the time you specify (for example 2:00am), the voice 
mail system turns on the message waiting lamp for each subscriber with new 
messages waiting. 
Message Notification Dial Out 
ExecuMail must have sufficient dialing ports to promptly light message waiting 
lamps and deliver new messages to subscribers. At the same time, the system 
needs sufficient answering ports to take messages and handle incoming calls. 
This is managed by the port status settings, on the QuickStart Application Screen, 
Page 2. 
Day Nt Day Nt Day Nt Day Nt Day Nt I I I I I 
10. Intro (Hello, this is...): Qp 
						

							Reference Manual Message Waiting Lamps 12 1 
n A very busy system, needing to light dozens of message waiting lamps and 
notify dozens of subscribers of their messages every hour will require two or 
more ports to dial out on. 
n If the voice mail system has too many ports dedicated to dialing out for 
message waiting lamps or message delivery, there may not be enough free 
ports to accept incoming calls, causing callers to get a busy signal when 
they try to leave or retrieve messages. 
The port status options which affect message waiting lamps are explained below. 
Dial 
Dial out only. The port is dedicated to dialing out to deliver messages and to 
light message waiting lamps. It will not answer incoming calls. 
Lamp only. The port is dedicated to dialing out to light message waiting lamps 
exclusively. It will not answer incoming calls. 
A/D 
Answer/Dial out. This port will answer incoming calls. When the port is not 
answering an incoming call, it will dial out to deliver messages and to light 
message waiting lamps. 
A/L 
Answer/Light Lamps. The port will answer incoming calls. When the port is not 
answering an incoming call, it will dial out only to light subscribers’ message 
waiting lamps. 
A full explanation of all port status options is given in the Port Applications topic. 
Using a Message Waiting Ring 
If your Comdial telephone system does not provide message waiting lamps or 
another type of message waiting indicator, you can set up the voice mail system 
to notify callers with a 
message waiting ring when a new message is waiting. 
With a message waiting ring, the system dials an extension then hangs up, with 
enough of a pause so that the extension issues a single, short ring. 
To do this, add a comma and 
Q to the subscriber’s extension number in a 
message delivery telephone number field on the subscriber’s Personal Directory 
page (for example, 
X, Q). 
Using a Pager or Beeper 
In addition to lighting a message waiting lamp on the subscriber’s extension, the 
system can also dial out to a pager or beeper to notify a subscriber when a new 
message is waiting. This is handled through the system’s message delivery feature 
and is discussed in the Message Delivery topic. 
For related information, see: 
n Messages 
n Message Delivery 
n Message Notification  
						

							122 Message Waiting Lamps ExecuMail6.5 
n Message Playback 
n Port Applications 
n Subscribers 
n Switch Setup  
						

							Reference Manual Numeric Access 123 
Numeric Access 
Your voice mail system is flexible enough to allow subscribers to leave messages 
for subscribers, guests, and message groups by pressing either numbers or letters. 
This topic describes how a system is set up for numeric access. 
NOTE: The voice mail system’s telephone keypad map may be set to a 
Numbers Only keypad. Such a system should use numeric access exclusively. 
For more information, see the topic 
Keypad Maps. 
Setting Up the System for Numeric Access 
There are three areas of the system that are affected if you want the system to use 
numeric access: 
Access to subscribers and guests 
The Access field on subscribers’ Personal Directory pages should have the 
E access code. With the 
E access code, the system asks the subscriber for 
an extension number to leave messages for other subscribers or guests. You 
can also set numeric access as the default for new subscribers added to the 
system by adding E to the Access field on the QuickStart Application 
Screen, Page 5. 
Access to message groups 
Set 
up a special System ID for numbered message groups. Subscribers 
press this special System ID before they leave a message for a numbered 
message group. Set this ID at the QuickStart Application Screen, Page 6 on 
Line 59, in the field labeled 
ID for Num Groups. See Setting Up u 
Special System ID 
for Groups later in this topic for details. 
Make sure the first three characters of each message group’s name are 
numbers. 
A message group’s name is displayed in the upper left comer of 
the Groups Screen. To leave a message for a message group, subscribers 
press these three numbers. The group’s number should also be in the 
group’s recorded name (for example, 
“Group 234: Sales Department’>. See 
the topic Message Groups for details. 
Provide numeric directory assistance 
Numeric directory assistance allows outside callers to find a subscriber’s 
extension number without spelling the person’s name. See the topic 
Directory Assistance for details. (You can use numeric directory assistance 
even on systems that do not use numeric access.)  
						

							124 Numeric Access ExecuMail6.5 
Leaving Messages by Number 
Here is a comparison of the conversation for numeric access and the 
conversation for lettered access: 
Numeric Access 
(Using the E Access Code 
and 77 for the special System ID) Lettered Access 
(NO E Access Code) 
“Would you like to leave any messages ?,, 
“Please enter the extension number or 77 
for groups. ” 
If the subscriber presses 7 7, the system 
continues with: “Would you like fo leave any messages?” 
‘Please enter the first three letters of the 
person’s last name... ” 
“Please enter the three-digit group number. ” 
With numeric access, you can leave messages for subscribers, guests, and 
message groups by number. To leave a message for a subscriber by number, 
enter the subscriber’s Extension # ID. To leave a message for a guest by number, 
enter the guest’s Personal ID. To leave a message for a message group, first press 
the special System ID for numbered groups. Then, press the three-digit number 
for the group you want. 
r I 
NOTE: You can use your system’s wildcard character to select a numbered 
message group. For example, if the wildcard character is 1, press 511 to list 
all message groups starting with the number 5. Or, press 111 to list all 
message groups you can send a message to. 
Switching between Using Numbers and Using Leffefs 
If your system uses a lettered keypad map, you can switch from leaving messages 
by number to leaving messages by letter (and back again) during the message 
playback conversation. While the system is asking, ‘please enter the extension 
number or System ID> for groups . . . “, press # #. The system immediately asks you 
for letters: 
“Please enter the first three letters of the person’s last irame... ” [PH~Dir~PleassPressLettersl 
To switch back to numeric access, press ## again during this prompt. Once you 
switch to lettered access, the system continues using lettered access until you 
switch back or hang up. 
Setting Up a Special System ID for Numbered Groups 
With numeric access, message groups have numbers instead of spelled group 
names. Subscribers send a message to a numbered 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.  
						

							Reference Manual Numeric Access 125 
Message group numbers do not have to be unique, while all System IDS must be 
unique. 
You set the System ID for numbered groups in the 
ID for Num Groups field 
on the QuickStart Application Screen, Page 6 (Figure 61). 
51. Public Hold/A&hive msgs: 0 72 New Msgs: O=O:OO Total- o=o: 00 
52. Max person-person recording: 300 sets Max screening recording: 6 
53. Skip back time on #: 4 
Max ID attempts: 4 Bad ID Goto--> 
54. Record Pauses...Beginning: 5 Short ending: 2 Long ending: 3 
55. Beep on record? Yes 
Disk full warning at: 15 mins left 
56. Blank PC screen? Yes Screen Type: Auto Keypad: Q=?, Z=9 keys 
51. OS Surrender- Daily: Weeklv: Monthly: 
58. Startup: 
E&or notices to: 0 - 
59. ID for Alpha Directory: 555 Auto xfer? Yes 
ID for NUIU GrOUpa: 77 
I Public Fax Box 
Fax ID: SFAXBOX Transfer? No Alt Action: Operator 
Voice name: 0:02 Await-Am-->4 Rings 
Holding? No Announce: Always 
Figure 61: The ID for Num Groups field, QuickStart Application Screen, Page 6 
The ID for numbered groups is a System ID, and must be unique. When 
choosing this special ID, follow these guidelines: 
n Choose a short number. Short numbers are easier to remember, and make 
the conversation flow better. 
n Keep in mind that the ID you choose will prevent you from using a range of 
other System IDS. For example, using 77 for the special System ID makes the 
ranges 770-779 and 7700-7799 unavailable. 
For relafed information, see: 
H Directory Assistance 
n Keypad Maps 
n Message Groups 
n Subscribers