Comdial Execumail Voice Processing System 6.5 Instructions Manual

							176 Reports 
ExecuMail6.5 
NAME Ext. ID 
Transfer 
Type Options Hold 
BEAR, COLORADO 
142 Y->x A->4 A NO 
BRONSON, DENISE 
136 Y->x A->4 A YES 
Sales Box 1 8991 
Sales Box 2 8992 
Sales Box 3 
8993 
DONALDSON, RAY 134 Y->x A->4 A VOX 
DUCKWORTH, DAN 
137 Y-2X A->4 A YES 
FULLER, ROGER 138 
Y->x A->4 A NO 
NGUYEN, BRENDA 139 Y->x A->4 
A NO 
JEFFERSON, THOMAS 140 Y->x A-24 A NO 
WHISTLE, PENNY 141 Y-2X 
A->4 A YES 
Figure 86: Directory Report - Extension List 
The Extension List uses these codes: 
Code 
Y 
N 
X MeZUlS 
YeS 
No 
A telephone extension that matches the subscriber’s 
Extension # ID 
A 
R 
W In the call transfer Type field, Await Answer call transfer type 
In the call transfer Type field, Release call transfer type 
In the call transfer Type field, Wait for Ringback call transfer 
type 
In the transfer Opt ions field, the report uses the voice mail system’s standard 
transfer and screening option codes. For details explaining what these mean, see 
the 
Call Transfer & Call Screening topic. 
Group Reports 
The Group Reports give you current information about the message groups in 
your system. This information changes often, since all authorized subscribers can 
create message groups over the phone. By running the Group Reports from time 
to time, you can make sure each message group is used, and that there are no 
duplicate groups. 
There are three different Group Reports: 
n List of Message Groups 
n Group Membership 
n Groups Including Person 
The 
List of Message Groups reports on the message groups in the system. The 
report can include all message groups (Figure 87) open message groups only 
(Figure Ss), or all the groups owned by a particular subscriber (Figure 89). The 
list shows the group’s spelled name, whether the group is open or private, 
whether it has dispatch distribution, and the group’s owner.  
						

							Reference Manual 
Reports 177 
Group Name 
All Employees 
Mailroom 
Sales 
Staff 
Staff 
Technical Support 
Vice Presidents Type Dispatch? Owner 
Open No Jefferson, Thomas 
Open Yes Zeller, Nell 
Private No Yale, Hugh 
Private No Yeoman, Mike 
Private No Aaronson, Chris 
Open Yes AarOnSOn, Chris 
Private No Xavier, Jan 
Figure 87: List of Message Groups 
Group Name 
All Employees 
Mailroom 
Technical Support Type 
Open 
Open 
Open Dispatch? Owner 
No Jefferson, Thomas 
Yes Zeller, Nell 
Yes Aaronson, Chris 
Figure 88: List of Message Groups - open groups only 
‘in:‘:::::::.::: :‘: : :.:,: :.:i’::::::( :.. .: .,., ..,.,.. . . . . . . . . . . . .,. .,. .,.. ,,, _,.,,( .,,,.,.,.,, . . . ..:... . . . . . . . . . . . . . . . . 
;. ,.,....I.. “‘?‘::‘“. ~::::i:ii:i:zi: :;::i:ii:ii:i:‘i::; a?i~ii~:~kn~:~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ji~‘~~~~~~~~~~~~~~~~~ 
‘Z’ ,:,:.~,:‘.i.::.~.,.:.,.,.,.;,.~.:.,. ):.:.:.:.:.:.;:.:>..~.::.:I.:.:.:.: . . . . . . . . . . . .., 
,.... 
Group List Report ii- C&ted 0 9 /22/Wat lCii22AM 
Group Name 
Staff 
Technical Support Type Dispatch? Owner 
Private No AarOnSOn, Chris 
Open No Aaronson, Chris 
Figure 89: List of Message Groups - all message groups owned by a subscriber 
When listing groups owned by an individual subscriber, the report includes open 
and private groups. 
The Group Membership report lists all members of a group (Figure 90). It also 
includes the last time a message was sent to the group, and when each member 
heard the last message. 
i  
						

							178 Reports ExecuMail6.5 
Group Name: All Employees 
Dispatch Group: No 
Member name 
Last contacted 
Aaronson, Chris 
08:33am 21-Sep 
Xavier, Jan 
Yeoman, Mike 
Zaftig, Pat 09:46am 2l-Sep 
Zink, Jay Open Group of Jefferson, Thomas 
Last Message Sent: 08:04am 2l-SeP 
Member name Last contacted 
Jefferson, Thomas 9:53am 22-Sep 
Yale, Hugh 
Ying, Sue 
Zeller, Nell 
Figure 90: Group Membership 
The 
Groups Including Person report lists all the message groups on the system 
that a subscriber or guest is a member of (Figure 91). 
Yeoman, Mike 
is a &r&r- of: 
Group Name 
Group Name 
All Employees Sales 
Figure 91: Groups Including Person 
Busy Ports Report 
The Busy Ports report shows the total number of times all or selected ports were 
busy (Figure 92). It also shows the average percentage of time the ports were 
busy during a specific time period. You can run the report for all ports on the 
system, or for a selected group of ports. : 
,... 
. . .  
						

							Reference Manual 
Reports 179 
/’ 
Call log 
Ports Busy Analysis for 09/10 to 09/u Created: 09/23/93 a.t 11:05AM 
For Ports l-8 
Average Per Day 
Hour count 
MM:SS count BQ4:ss Percent 
6~- 7A: 0 
0:oo 0.0 0:oo 0.0% 
7A- 8~: 0 0:oo 0.0 0:oo 0.0% 
EA- 9A: 4 1:57 
2.0 0:58 1.6% 
9A-10A: 10 0:58 5.0 0:29 0.8% 
lOA-1lA: 5 0:28 2.5 0:ll 0.3% 
llA-12P: 1 0:Ol 0:oo 0.0% 
12P- 1P: 1 0:08 i:: 
0:04 0.1% 
lP- 2P: 1 0:24 0.5 0:12 0.3% 
2P- 3P: 10 1:28 0:44 1.2% 
3P- 4P: 2 0:24 I-8 
0:o 0:12 0.3% 
4P- 5P: 
0 0:oo 0:oo 0.0% 
5P- 6P: 0 0:oo 0.0 0:oo 0.0% 
DAY: 34 5:48 17.0 2:54 0.4% 
6P- 7~: 
8 0:oo 0.0 0:oo 0.0% 
7P- 8P: 0:oo 0.0 0:oo 0.0% 
EP- 9P: 0:oo 0.0 0:oo 0.0% 
9P-1OP: 0 0:oo 0:oo 0.0% 
lOP-11P: 0 0:oo 0.: 
0:o 0:oo 0.0% 
llP-12P: 0 0:oo 0:oo 0.0% 
12A- IA: 0 0:oo 0.0 0:oo 0.0% 
lA- 2A: 0 0:oo 0.0 0:oo 
0.0% 2A- 3A: 0 0:oo 0.0 0:oo 0.0% 
3A- 4A: 
4A- 5A: 8 0:oo 
0:oo 8:: 0:oo 0.0% 
0:oo 0.0% 
5A- 
6~: 0 0:oo 0.0 0:oo 0.0% 
NIGHT: 0 0:oo 0.0 0:oo 0.0% 
24 BBS: 34 5:48 17.0 2:54 0.2% 
The Call Log (also called “Replog”) gives you a record of every call the voice 
mail system answers, dials, or transfers. You can run the Call Log for the entire 
system, or for just an individual subscriber or System ID. When you run the 
report, the system creates an ASCII file called REPLOG.PRN, which you can 
import into most database and spreadsheet programs for further analysis. 
The REPLOG.PRN file contains a record of each call placed to the system. Each 
record is divided into fields of data, separated by commas. Each call record in 
the REPLOG.PRN file is 82 characters long, including the commas between the 
data fields and two control characters (“Return” and “Line feed”) ending each 
record. Text fields are surrounded with quotation marks. Numeric fields are not. 
01, 07, 
05, 
16, 
‘36, 06, 
i:: 
06, 
16, 
07, 18, 06, 
i:: 
93/09/10,06:59:41, 
93/09/10,06:59:33, 
93/09/10,07:00:59, 
93/09/10, 07:01:57, 
93/09/10, 07:06:09, 
93/09/10,07:08:51, 
93/09/10,07:25:58, 
93/09/10,07:28:29, 
93/09/10,07:28:58, 
93/09/10,07:29:3?, 
93/09/10,07:29:12, 
93/09/10,07:29:42, 
93/09/10,07:41:22, 
93/09/10,07:54:29. 
93/09/10,08:09:13, 
93/09/10,08:14:32, 
l---r- 42,A, 84 A 
57:A: 
4 D 
25: A, 
171,A, 
30,A, 
19,A, 
39,A, 
4,D, 
44,A, 
15,A, 
98,A, 
9,C, 
12 A 
, , 
-lY Msgbox u,Complete,~156 
Msgbox  Complete,$PM 
Owner :Completen,n43164 
,#16,164,Complete,43164 
Owner ,Complete ,4191 
Owner ,Complete.45198 
Owner ,Complete,4178 
Msgbox ,Complete,l74 
Owner 
u Complete,43155 
,#16.155~Complete,n43155 
Owner ,Complete*,43164 
Msgbox ,Complete,$1800 
Owner ,Complete;4142 
Msgbox ,Complete,l58 
Bad ID ,No msg ,62 
Xfer id ,Complete,O 
-r-l--- 
Port 1 
Date Time O&gin 1 &us 
I 
2 of 
System ID 
Length call 
of 
call 
call 
Figure 93: Call Log 
BOX of St 
Public In 
Yeoman Mi. 
Yeoman Mi 
,Zink Jay m 
Xavier Jam 
Zaftig Pay 
BOX of Ph 
Ying Sue m 
Ying Sue  
Yeoman Mi 
TS - Open 
Zeller Ne 
Box of Xa 
n I 
msystem op 
.,a 
subscriber 
or box  
						

							180 Reports ExecuMail6.5 
Call Log Data Fields 
Field Name 
Length Description 
Port 
2 Voice mail system port answering this call. 
Date IO Date of call in YY/MM/DD format. 
Time 10 Time of call in HH:MM:SS format. 
Length of 4 
Duration of call in seconds. 
Call 
Origin 
3 Origin of call: 
A - Answered incoming call/Collision 
C - Continued (call restarted) 
D - Dialed out 
Type of Call 8 Type of caller. Possible values are: 
Owner - Call from a subscriber. 
Guest - Call from a guest. 
Int Box - Call for an interview box. 
Tran Box - Call for a transaction box. 
Msgbox - Call for a message box. 
Public - Public call. 
Xfer op - Transfer to operator. 
Xfer ID - Operator ID transfer. 
Remote - Network call. 
Restart - Voice mail software restarted. 
Shutdown - Voice mail software stopped. 
 - Voice mail system placed a call but 
didn’t contact anyone, or a dialed out to light 
a message waiting lamp. 
FAILURE - System failure occurred, fail codes in 
following three fields. 
Complete - Call completed successfully. 
Transfer - Caller transferred successfully. 
Locked - Caller ID locked out. 
Status of 
Call 10 Status of call. Possible values are: 
Busy - Dial out reached a busy tone. 
Complete - Call completed successfully. 
No answer - Dial out resulted in no answer. 
No connect - Dial resulted in no connection. 
Intercept - Dial out resulted in intercept tone. 
Incomplete - Dial out interrupted by local connect. 
No ID - Dial out resulted in answer but no ID. 
No msg. - Outside caller hungup. 
Error - Error during call or 
l ’ pressed. 
Bad ID - Caller entered an invalid ID. 
Bad SC - Subscriber entered an invalid security code. 
System ID 
Name 12 
ID of caller (blank if outside caller). 
9 
Name of caller (blank if outside caller or if transfer to operator). 
Figure 
94: Call Log Data Fields  
						

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ReRorts 181 
Error Log 
The Error Log report lists system errors (Figure 95). The report lists each error 
code, the port on which the error occurred, and the date and time the error 
occurred. Use this report to identify system problems. Write down the error code 
and contact your Comdial representative. 
Error Log Report for 09/07 to 09/21 Created: 09/21/93 at 1:llPH 
Contact your service representative for more information 0r1 any errors 
found 
Error : (X91-1) 032-2) 
CDS) 
Port: 1 
Date/Time: 09-15-93 at 13:16 
Error : 0ll50-9) m2-2) 
(D42) Port: 1 
Date/The: 09-15-93 at 13:16 
Error : mf91-1) (E2-2) 
CDS) 
Port: 1 
Date/The: 09-15-93 at 13:32 
Error : (also-9) (E2-2) 
(D45) 
Port: 1 
Date/Time: 09-15-93 at 13:32 
Error : (MlSO-4) (E2-2) 
(DO) 
Port: 1 
Date/Time: 09-15-93 at 13:32 
Error: m91-19) (E2-3) 
(DS) 
Port: 1 
Date/Time: 09-15-93 at 13:20 
Error : (M91-1) 
(E2-2) CDS) 
Port: 1 
Date/Time: 09-15-93 at 13:20 
Figure 95: Error Log Report 
Previous Report 
Besides generating new reports, you can also display, copy or print reports you 
created earlier, using the Previous Reports option. This option is especially useful 
when you have displayed a report on screen, then later decide to print it. You 
can also use this option to display or print other ASCII text files, such as README 
files. 
Running Reports 
Running a report takes 3 main steps: 
n Choose a report from the Reports menu. 
H 
Specify any special parameters, such as the subscriber’s name, System ID, 
starting date or ending date for the report. 
n Choose the report output: display on-screen, copy to a disk file, or print to 
your printer. 
Depending on the size of your system and its call volume, running a report can 
take several minutes to complete.  
						

							182 Reports EkecuMail6.5 
WARNING! Each time you run a report, the system uses the same filename 
for that report type, and 
replaces the last report of the same type. To save 
the information in a particular report, copy it to a file with a different name. 
See Choosing the Report Output for steps. 
To access the Reports Menu: 
1. Sign in to the system. 
2. From any system screen, press IF2). Depending on the screen you’re 
viewing, the system displays one of these Command menus: 
conmARDyENli 
COPY 
Reporta 
Press [space] to view options. 
Press [enter] to select, 
Esc to exit mm. CCUKARDHFNW 
COW 
crumb to page 
Sort by ID 
Reports 
Press [space] to view options, 
Press [enter1 to select, 
gsc to exit menu. 
3. Press a for Reports. You’ll see the Reports menu: 
REPORTS MENU 
Usage reports 
Directory reports 
Busy Ports 
Call Log 
Error Log 
Previous report 
Press [space] to view options, 
Press [enter] to select, 
E8C to exit znenu. 
Figure 96: Reports Menu 
Running a Usage Report 
1. At the Reports Menu, make sure Usage reports is highlighted and press 
pq. 
2. To run report for the entire system, just press 1-1. 
To run the report for an individual guest, subscriber, extension or System ID, 
type Q For a guest or a subscriber, type the person’s last name and 
press 
(-1. For a System ID, type the ID (-Enter). When the system asks 
for confirmation, press [iZiiiZJ 
3. Enter the start date for the report and press m. (For example, type 
9 -Sep for September 9th.) 
4. Enter the end date for the report and press [w). 
5. 
Press @ to highlight either Graph of 
usage or Table of usage and 
press (-Enter).  
						

							Reference Manual Reports 183 
Running a Direcfory Report 
To run a Subscriber or Extension List report: 
1. At the Reports Menu, press Q to highlight Directory reports and 
press [-Enter). 
2. Press the a down arrow key to highlight 
Subscriber Report, or 
Extension List 
andpress[WJ. 
To run a Group report: 
1. 
At the Reports Menu, press a to highlight Directory reports and 
press cm]. 
2. Press a to highlight 
Group Reports and press [-Enter). 
3. Press@to highlight 
List of Message Groups,Members in a 
Group, 
or Groups including Person andpress[w$ 
4. If 
you’re running a List of Message Groups report, answer the yes-and-no 
questions to list: 
n all groups in the system 
w 
open groups in the system 
n the groups owned by a particular subscriber 
If you’re running a Members in Group Report, type the group’s name and 
press [WEnterl. Press [W] to confirm. 
If 
you’re running a Groups Inchding Person report, type the subscriber or 
guest’s last name and press [cl]. Press L-Enter) to confirm. 
Running fhe Busy Porfs or Error Log Report 
1. 
At the Reports Menu, press a to highlight the name of the report 
[j=EKEnter). 
2. Enter the start date for the report and press C-1. (For example, type 
9 -Sep for September 9th.) 
3. Enter the end date for the report and press C-1. 
4. If you’re running the Busy Ports report, specify the port numbers to include, 
separated by commas (for example, 1,2,3), or type a range of port numbers 
separated by a hyphen (14). To run the report for all voice mail system 
ports, just press t-1. 
Running the Call Log 
1. 
At the Reports Menu, press the Q down arrow key to highlight Call Log 
[t-l]. 
2. To run the report for the entire system, just press [-Enter). 
To run the report for an individual guest, subscriber, Extension # ID, or 
System ID, type Q For a guest or a subscriber, type the person’s last name  
						

							184 Reports EkecuMail6.5 :’ 
,:. 
and press [W]. For a System ID, type the ID [-Enter). When the 
system asks for confirmation, press [-Enter). 
3. Enter the start date for the report and press m. (For example, type 
9 -Sep for September 9th.) 
,‘. 
4. Enter the end date for the report and press [-Enter). _- I. 
Choosing the Report Output 
Once a report is created, you can view it on your screen, copy it to a new disk 
file that can be imported into other programs, or print it on a printer connected 
to your voice mail system. 
Viewing a Report On Screen 
1. 
Run the report. The system displays the Output menu (Figure 97). 
OuTPm! am!m: 
aeportnalm> 
Display 
COPY 
Print 
Quit 
Press Ispacel to view options, 
Press [enter] to select, 
Esc to exit menu. 
i 
Figure 97: The Output Menu 
2. 
Press lm)). The system displays the report. To move through the 
report, press the a Q m @biiI [Home) or m keys, or use the 
Jump command. 
In the upper left comer of the screen, the system tells you how much of the 
report you’ve viewed (for example, 50%). In the upper right comer of the screen, 
the system tells you the number of the last line displayed on screen (for example 
Line #18). 
Searching for Words and Phrases in Reports 
The voice mail system’s Jump command makes it easy to move through a report 
displayed on-screen, by letting you “jump” ahead to the information you’re 
interested in. First, display the report on screen. Then, use the Jump command to 
find dates, numbers, error codes, or any word or phrase up to 30 characters long. 
The Jump command is especially useful for reading a Call Log report that covers 
many days. Just use the Jump command to search for the date you want, or to 
search for values in data fields. See the chart on page 180 for values that may 
occur in a Call Log report’s data fields. 
To jump to a word or phrase in a report: 
1. 
Run the report and view it on screen. 
2. Press IctrlKJI  
						

							:,; 
1. 
z 
Reference Manual Reports 185 
3. Type the characters you want to search for. You can use numbers or letters. 
You can type the letters in upper- or lowercase (the search facility is not 
case sensitive). Press [-Enter). 
To repeat a search for the same characters, press lctrlHJ again. The system 
displays the characters you used in your last search. Press I-1. 
Copying the Report to a File 
1. Run the report. The system displays the Output menu (Figure 97). 
2. Press a to highlight Copy [w). 
3. Select a filename for the report, 
By default, the system displays the filename that appears at the top of the Output 
menu. To accept the default filename and copy the new report file to the 
directory containing your system files, press (-1. 
To copy the report to a floppy disk, insert the disk in drive A: and type 
A:  [-Tj, where  is the MS-DOS filename. 
Once you copy the report file to a floppy disk, you can use it on another 
computer with most spreadsheet, database or word processing programs. 
NOTE: If you copy more than one report to a floppy disk, give each report a 
different filename. 
Printing a Report 
To print a report, you must have a parallel printer connected to the voice mail 
system. The printer must be connected and turned on before you start the voice 
mail system. 
To print a report: 
1. 
Run the report. The system displays the Output menu (Figure 97). 
2. Press a Q to highlight Print (cl]. 
The Previous Report Option 
The system stores the contents of the reports you run in disk files, located in the 
directory containing the voice mail system software. You can view, copy or print 
a report at a later time, just by requesting the report filename. 
To select a report you’ve already run: 
1. At the Reports Menu, repeatedly press Q to highlight Previous Report 
(i=EiG). 
2. When the system prompts you for a filename, type the name of the report 
file and press [-Enter).