Comdial Execumail Voice Processing System 6.5 Instructions Manual

							156 Quick Play ExecuMail6.5 i- 
AVPRMPT.ZM 
Includes all of the prompts in 
AVPRMPT.ENV, plus several more 
commonly-used prompts, to create a 
QP.IDX file that is approximately 2 
megabytes in size. 
AVPRMPTALL 
Includes all of the prompts on your 
system, including those installed with any 
feature package. You must have enough 
storage space on the hard disk to use all 
the system prompts in Quick Play. 
These 3 files have the Quick Play commands for each prompt set already 
defined. All you have to do to use one of these files is copy it to your system’s 
AVPRMPT file location (such as C:\VMAIL\PROMPTWS\RMPT.US). 
To use an AVF’RMPT file that was shipped with the system: 
WARNING! 
You should change the prompts used for Quick Play when there 
is little call traffic on the system. If you must change Quick Play while calls 
are coming in, forward all voice mail lines to the operator. 
I 
1. At the Banner Screen, press @ then a to exit the system. Type a System 
Manager ID (Enter]. c 
‘2 
2. Change to the subdirectory containing the system prompts (for example, 
type CD PROMPT\US ijj)). 
3. Make a backup copy of your AVPRMPT file. For example, change to the 
prompt subdirectory, then type 
COPY AVPRMPT . US AVPRMPT. OLD 
[-Enter). (This will make it easier to restore your original AVPRMPT file 
later if necessary.) 
4. Use the MS-DOS COPY command to copy one of the AVPRMPT files shipped 
with the system to the AVPRMPT file used by your system (for example, type 
COPY AVPRMPT .2M AVPRMPT . us (mb. To find out the correct 
AVPRMPT filename for your system’s language, see the table on page 154. 
5. Restart the system by pressing K%iJlKl@i). 
Using Your Own List of Prompts in Quick Play 
You can also use your own list of prompts in Quick Play. To do this, you change 
the prompts defined for Quick Play on the 
QP= lines in the AVPRMPT file. If you 
do this, choose only the prompts your system uses most often, or the prompts 
that are combined with other prompts, such as: 
“‘Recorded...” “‘uiw” “at” “&our>” ‘” “‘am/pm. ” “For no reply, press 
2, otherwise I’ll record your message now.”  
						

							Reference Manual Quick Plav 157 
To use your own lit of prompts for Quick Play: 
WARNING! 
You should change the prompts used for Quick Play when there 
is little call traffic on the system. If you must change Quick Play while calls 
are coming in, forward all voice mail lines to the operator. 
1. Refer to the guide Changing the System Conversation to find out the prompt 
sets (and their 2-letter identifiers) of the prompts you want to use in Quick 
Play. 
2. Exit the voice mail software. 
3. Make a backup copy of your AVPRMPT file. For example, change to the 
prompt subdirectory, then type 
COPY AVPRMPT.US AVPRMPT.OLD 
(-Enter). (This will make it easier to restore your original AVPRMPT file 
later if necessary.) 
4. 
Using a text editor, edit the AVPRMPT file as follows: 
a. Search for the correct prompt set, using the set’s 2-letter code. (For 
example, search for HD to find the call holding prompt set). 
b. Find the line beginning with 
QP= (look below SetName). 
C. Change the QP= line to one of the following: 
QP=ALL Use all the prompts in the prompt set in Quick Play. 
QP=NONEi Do not use any of the prompts in the prompt set in 
Quick Play. 
QP=n Use the prompt numbers listed. You may list each 
prompt individually, separated by a comma (for 
example, 
QP=l, 4,2 6,4 3). Or, use a hyphen for a 
range of numbers (for example, 
QP=12-33). You 
can also combine individual prompts with ranges of 
prompts (for example, 
QP= 1,3,5 -7,lO). 
To find out a prompt’s number, scroll through the 
list under the prompt set. 
5. Repeat step 4 for every prompt set that has prompts you want in Quick Play. 
6. When you have finished editing, save the AVPRMPT file and exit the text 
editor. 
7. Restart the voice mail system by pressing IWJJXHDel). 
Figure 76 shows how to change the AVPRMPT file so that the music-on-hold 
prompts (holding prompts 23-32) are used in Quick Play. 
/ i.  
						

							158 Quick Play ExecuMail6.5 
IHDl &t&me=Holding 
QP.23-32 
tiisplayAtConsole=Yes 
PromptMax= 
l=Irn sorry, 
all lines are busy. 
2.110 sorry, all lines are still busy. 
3=is still on the phone. 
4=calls are answered in the order received. 
5=If youd like to hold, press 1, 
to leave a message press 
2. 6=To continue to hold press 1, 
to leave a message press 2, or to try another extension, 
press the pound key. 
7=1 will attempt to put you through. 
&while you are holding you may press 2 to leave a message, or the pound key to try 
another extension at any time. 
9=remenker. you may press 2 to leave a message, 
or the pound key to try another 
extension at any time. 
lO=you are first in line. 
ll=you are second in line. 
12=you are third in line. 
13=you are fourth in line. 
ll=you are fifth in line. 
15=you are sixth in line. 
l&you are seventh in line 
17=you are eighth in line. 
18=you are ninth in line. 
19=you are tenth in line. 
ZO=There are over 10 calls ahead of you. 
ILand I have too many lines holding already. 
22=Im sorry the line is no longer busy but now it doesnt answer. 
23=Hold music 0 
24zHold music 1 
25=Hold music 2 
26=Hold music 3 
27=Hold music 4 
Z&Hold 
music 5 
29=Hold music 6 
30=Hold music 7 
31=Hold music 8 
32=Hold 
music 9 
gure 76: Example showing music-on-hold prompts used in Quick Play 
Turning Off Quick Play 
You can also turn off the Quick Play feature by setting QP=NONEi for every 
prompt set listed in the AVPRMPT file. 
When you turn off the Quick Play feature, the system does not create the QPIDX 
file when you turn on or restart the system. Instead of using the QP.IDX file to 
play prompts, the system searches the hard disk for each individual prompt as 
needed. 
To tum off the Quick Play feature: 
WARNING! You 
should change the prompts used for Quick Play when there 
is little call traffic on the system. If you must change Quick Play while calls 
are coming in, forward all voice mail lines to the operator. 
1. Exit the voice mail software. 
2. Make a backup copy of your AVPRMFT file. (This will make it easier to 
restore your original AVPRMPT file later if necessary.) 
For example, change to the prompt subdirectory, then type: 
COPY AVPRMPT.US AVPRMPT.OLD[e-) 
3. Using a text editor, edit the AVPRMPT file as follows: 
a. Search for every occurrence of 
QP= , 
b. Change the QP= line to QP=NONEi  
						

							Reference Manual Quick Play 159 
4. 
Save the AVPRMPT file and exit the text editor. 
5. Restart the voice mail system by pressing [CtrlH~H~). 
For related information, see: 
n Recording Voice Fields 
Saa also: 
n MSDOS User’s Guide and Reference 
n The Changing the System Conversation Guide  
						

							160 Recording Voice Fields ExecuMail6.5 
Recording Voice Fields 
A voice field is a field on a system screen which allows you access to a 
recording. The system manager accesses voice field recordings at the console. 
Subscribers can access some voice fields by phone. There are several kinds of 
voice field recordings including: prompts, recorded names, greetings, 
introductions, and interview questions. Each of these recordings is stored in a 
voice field regardless of whether the recording is made at the console or by 
phone. 
This topic describes how to make recordings in voice fields at the console. It 
includes: 
I Voice field locations 
n Recording tips 
I 
Making voice field recordings 
n Appending to recordings (adding another recording, beeps, or silence) 
n Copying recordings 
n Deleting recordings 
n Restoring original system prompts 
n Using Quick Play to speed the conversation 
NOTE: Because prompts can affect more than one phrase in the system 
conversation, please read the guide 
Changing the System Conoersation before 
rerecording a system prompt. 
I 
I 
NOTE: Because there are several different ways to structure the Opening 
Line, please read the topic 
Opening Line before m-recording any of the 
Opening Line prompts. 
Voice Field Locations 
Voice fields are located on several of the system screens. The voice fields for 
most prompts (except the Opening Line prompts) appear on the Voice Prompt 
Editor Screen.  
						

							Reference Manual 
Recording Voice Fields 16 1 
5 
;: 
:: 
Num., Description 
1 Monday (trailing) 
2 Tuesday (trailing) 
3 Wednesday (trailing) 
4 Thursday (trailing) 
5 Friday (trailing) 
6 Saturday (trailing) 
7 Sunday (trailing) 
8 January 
9 February 
10 March 
11 April 
12 May 
13 June Day Nt Day Nt Day Nt Day Nt Day Nt 
I I I I I 
:l 
						

							162 Recording Voice Fields ExecuMail6.5 
NOTE: A voice field may contain the letters QP, which means the recording 
is indexed for “Quick Play”, a feature that speeds the system’s conversation. 
Only the recordings in an 
All Ports Day voice field on the QuickStart 
Application Screen, Page 2 and the Voice Prompt Editor Screen may be 
indexed in Quick Play. For details, see the topic Quick 
Play. 
If a voice field does not contain a recording, that field displays either a left arrow 
(c-) or 0:OO. 
Some voice field recordings can be changed by phone. For example, subscribers 
can change their recorded names, group names, and greetings by phone. For 
details on how to make recording changes by phone, see the User’s Guide. 
Recording Tips 
While you don’t have to rerecord any of the voice fields on your system, most 
organizations rerecord at least the Opening Line prompts. This allows you to 
greet callers with your organization’s name, offer a directory of extensions, and 
tell callers about any customized menus. 
If you do decide to rerecord part of the system conversation, keep in mind that 
the voice mail system is often the first contact people have with your 
organization. The quality of your system’s recordings (the volume, tone, clarity, 
and timing) reflects the image of your organization. It’s worth spending some 
time to make sure the recordings you make are easy to understand, and sound 
friendly and professional. 
To make highquality recordings, follow these tips: 
H Record in a quiet place or after hours. Make sure there is no background 
noise or telephone line static. If your office tends to be noisy most of the 
time, record with a noise canceling handset, also known as a confidencer. 
n Speak clearly and with energy, but not too fast. Could a first-time caller 
understand the recording? Pay attention to the timing of what you record. 
Are the right words stressed? Will the recording make sense each time it is 
used in the system conversation? 
H 
If the recording asks callers to enter touchtones, include some silence at the 
end of the recording. This gives the caller a chance to make a selection. 
Appending silence is discussed later in this topic. 
n Voice fields are recorded using a telephone and the console. To control the 
volume of the recording, vary the distance between your mouth and the 
handset. Listen to each recording immediately after you record it. Make sure 
it’s loud enough, but not too loud. If the recording sounds too loud or raspy, 
lower your voice or hold the handset further away from your mouth. A 
different telephone or a different handset may produce a better quality 
recording. 
n Record long prompts sentence by sentence, and append the sentences 
together to make the whole recording. Appending recordings is discussed 
later in this topic.  
						

							Reference Manual Recording Voice Fields 163 
Making Voice Field Recordings 
Making a recording in a voice field involves 3 main steps: 
n Plan the changes you wish to make. 
n Establish a local connection with the voice mail system. 
n Display the correct screen, highlight the voice field for the recording you 
want to change, and make the recording. 
Plan the Recording Changes 
Unplanned voice field recordings may confuse your callers. This is especially true 
of prompts. Prompts (except for the Opening Line prompts) may be used in more 
than one phrase in the system conversation. A change in wording, inflection, or 
timing that works in one phrase, may not work in another. For details on how a 
recording change will affect the system’s conversation, see the guide: 
Changing 
the 
System Conversation. 
Establish a Local Connecfion 
Use a telephone near the console, so that you can speak into the telephone and 
reach the console keyboard at the same time. 
1. Call the system. Monitor the port status found in the upper-left comer of the 
screen. Watch for the port taking your call. (If the system has more than 12 
ports, press [mHF3J to view the port status for the additional ports). You’ll 
see RINGING followed shortly by DAY ANSWER (or NIGHT ANSWER) 
once your line is answered with the Opening Line. If you are on a busy 
system, you might have to wait until a voice port is free. 
2. Press IF3) (or [ctrlHR) for ports greater than 12) to move the port 
selection indicator “s” to the port that has just answered your call. 
3. Press (F4) to connect locally. The port status changes to LocaP Connect, 
and any message you hear playing on the telephone stops. 
NOTE: Once locally connected, leave the telephone handset off-hook. As 
you work on recordings, place the handset on the desk-not back into the 
cradle of the telephone. If you hang up the telephone before you are finished 
with the local connection, you have to disconnect, wait for the system to 
clear the port, and then reestablish your local connection. 
To exit local connect mode: 
1. After recording all the desired changes, press a to move the “>>” 
indicator to the locally connected port. 
2. Press [F4) to disconnect, then hang up the telephone. 
Record the Voice Field 
Once you have planned your recordings and established a local connection, 
you’re ready to record. After you make a recording, listen to it to be sure you’re 
satisfied with the volume, emphasis, speed, and tone. You may have to rerecord  
						

							164 Recording Voice Fields ExecuMail6.5 
several times before the recording sounds the way you want it. To index a 
recording for Quick Play, see the topic 
Quick Play. 
NOTE: If you record over an existing voice field, the new recording 
completely replaces the old one, even if the new recording is shorter than the 
old one. 
To record: 
1. 
After you have planned your recording and established a local connection, 
sign in to the system. 
2. Move the cursor to the voice field containing the recording you want to 
change. Press IF9). You’ll see this message at the bottom of your screen: 
To start recording press SPACE and talk after the 
beep. Press ESC to skip. 
3. Press (SpaceBar). After the beep, record by speaking into the telephone 
handset. When you’re finished, press the [spaceear) again. The number of 
seconds the recording lasts is displayed in the voice field. 
Listen to the Recording 
Once you make a recording, you should listen to it to make sure it is correct. 
To listen to a recording: 
1. 
If necessary, establish a local connection. 
2. Move the cursor to highlight the voice field containing the recording you 
want to hear. Press @). 
Appending to Recordings 
If you want to add to the end of a current recording instead of replacing it, you 
append to it. You can append another recording, a beep, or silence to an 
existing recording. 
Appending another Recording 
Sometimes it’s easiest to make a long recording in smaller, shorter pieces. YOU 
can do this by making a new short recording in a te.mporary voice field, copying 
it to its own DOS sound file, then 
appendii it to another voice field that already 
contains a recording. 
To append one voice field recording to another voice field recording: 
1. Sign in at the console. Before you begin, make sure both recordings are 
contained in voice fields. 
2. Highlight the voice field for 
the recording you are copying and adding to 
another recording. 
3. Press (F21 to display the Command menu.  
						

							Reference Manual Recordina Voice Fie/ds 7 65 
. . 
’ Appending a Beep 
4. 
5. 
6. 
7. 
8. 
9. 
10. 
11. 
12. Press [m] to Copy. 
Press~for 
Out to a file. 
Type a filename (maximum 8 characters) and press (e-l). If you are 
copying the recording to a floppy disk, remember to begin the filename with 
the drive letter (A: or B:). 
Move the cursor to the voice field for 
the recording you are lengthening with 
the added prompt. 
Press IF2). The system again displays the Command Menu. 
Again press (1-r) to 
Copy. 
Press 0 for Into current field. 
Type the filename of the DOS sound file LX]. If you are copying the 
DOS sound file from a floppy disk, remember to begin the filename with the 
drive letter (A: or B:). 
The system asks if you want to completely replace or append to the current 
voice field recording. Press @ to append. Once the recording is appended, 
the voice field displays how many seconds the complete recording lasts. 
Repeat these steps if you want to add another recording. 
The system is shipped with a prerecorded beep which you can append to the 
end of any recording. This is useful when the Beep on record? field on the 
QuickStart Application Screen, Page 6 is set to 
NO, which keeps the system from 
automatically playing a beep after prompting a caller to record a message. If you 
want the system to beep at the end of such a prompt, just append the 
prerecorded beep to the recording’s voice field. 
To append a beep to the end of a voice field recording: 
1. 
2. 
3. 
4. 
5. 
6. 
7. 
Sign in at the console. Before you begin, make sure the recording is 
contained in a voice field. 
Highlight the voice field for the recording that requires a beep. 
Press IF2) to display the Command menu. 
Press (-Enter) to Copy. 
Press Q for 
Into current field. 
Type BEEP and press (1-I. 
Press @ to append the beep. Once the beep is appended, the voice field 
displays how many seconds the recording, including the beep, lasts. 
Repeat these steps if you want to add another beep.