Comdial Execumail Voice Processing System 6.5 Instructions Manual

							186 Reports 
Report Type 
Any Usage Graph Report 
Any Usage Table Report 
Subscriber Report 
Extension List 
List of Message Groups 
Group Membership 
Groups Including Person 
Busy Ports 
Call Log 
Error Log 
Figure 
98: Filenames for reports ExeculVail6.5 ,- 

						

							-. Reference Manual Schedules 187 
Schedules 
Most offices are not open around the clock. You can configure the voice mail 
system to handle calls differently during the hours your company is closed. You 
define for the system the hours and days of the week your office is open for 
business. You can also specify holidays when your office is closed. 
This topic describes how to set the system’s schedules and how they affect the 
system’s Day and Night Modes of operation. The parameters that affect schedules 
are on the QuickStart Application Screen, Page 4 (Figure 99). 
31. Schedule #l 
Schedule #2 Schedule #3 
a: 8:OOam- 5:oopm MTWHF a: 
b: 
b: g; 
C: c: c: Current made: DAY 
Current mode: NIGHT Current mode: NIGHT 
Ignore holidays? No 
Ignore holidays? No Ignore holidays? No 
32. Schedule #4: DAY 
33. Holidays: 
l-Jan 
25-Dee 
34. Daylight Savings? No 
Date On: 
Off: 
Figure 99: QuickStart Application Screen, Page 4 
On Now? N/A 
Hours: 1 
Day and Night Modes 
You can configure the system for two different modes of operation: Day Mode 
and Night Mode. You define the hours and days the system is to operate in Day 
Mode, when your office is open. The rest of the time the system operates in Night 
Mode, when your office is closed. Day Mode hours do not have to be normal 
daylight hours. Day Mode hours are simply your business hours: the hours that 
your office is open or your standard telephone service is available. 
Using Multiple Schedules 
You can define up to four different Day Mode schedules, numbered #l - #4, then 
assign particular system ports or transaction boxes a different Day Mode 
schedule. For example, if you had a Customer Service Department that was open 
on weekends when the rest of the office was closed, you might create an 
extended Day Mode schedule for the calls routed to that department from a 
particular port. 
By default, the system uses only Schedule #l, unless you explicitly tell the system 
to use Schedule #2, #3, or #;4.  
						

							188 Schedules ExecuMail6.5 
Using Schedule #I, #2, or #3 
Schedule #l, #2, and #3 can each have up to three 
ranges of hours and days that define that 
schedule’s Day Mode. These ranges are labeled a:, 
b : , c : (see example). Schedule #I 
Whenever the current time and day falls within any 
one of the ranges you have defined for a schedule, that schedule is in Day Mode. 
The rest of the time, the schedule is in Night Mode. The Current mode field is 
a display-only field that tells you the mode that schedule is currently in (for 
example, Current mode 
: NIGHT). 
Using Schedule #4 
Schedule W is a special schedule. Schedule +@ stays in either Day Mode or Night 
Mode, 24 hours a day, 365 days a year. The mode will not change unless you 
change it at the console. This allows you to set a group of ports or transaction 
boxes to stay in a particular mode regardless of the time of day. By changing the 
setting of Schedule #4, you can reset all the ports or transaction boxes that use 
Schedule 4. The Schedule #4 field has no impact on Schedule “1, #2, or #3. 
Defining a Day Mode Schedule 
To define a schedule’s Day Mode, enter the Day Mode hours and days under that 
schedule’s heading. For example, enter your company’s normal business hours 
under the Schedule #l field. Typically, you will need to enter only one range 
of hours in the a : field. For example, if your company is open from 8 to 5, 
Monday through Friday, you would enter 8 : 00~ - 5 : OOpm MTWHF in the 
a: field under Schedule #l. If your company has different weekend or 
evening hours, you can enter these hours in the b: and c : fields for that 
schedule. 
The seven days of the week are designated by MTWHFSU. Note that H = Thursday 
and U = Sunday. Also note that 12 : OOam = Midnight, and 12 : OOgm = Noon. 
Remember, the Current mode field displays what mode that schedule is 
currently in, based on the ranges that define that schedule. As you change the 
hours of the schedule, this field may change from Current mode : DAY to 
Current mode: NIGHT or vice versa. Even if this field displays Current 
mode: NIGHT, remember to define only the hours znd days this particular 
schedule will be in Day Mode. 
Defining Additional Schedules 
‘w ._ 
i : 
!: : 
. . 
-_; 
: .: 
In most applications, you use only one schedule throughout the entire system. 
However, there may be cases when you want to define and apply additional Day 
Mode schedules. Define the additional schedules under the headings 
Schedule #2 and Schedule #3,thesamewayyou define Schedule #l.  
						

							Reference Manual Schedules 189 
Applying Additional Schedules 
Once you have defined additional schedules, you apply the additional schedule 
by entering the appropriate schedule number (1, 2, 3 or 4) in one of these fields: 
To apply the schedule to a 
particular port: 
To apply the schedule to a 
transaction box 
QuickStart Application Screen, Page 2, 
16. Day/Night schedule (1..4) 
Transaction Directory Screen, in the upper 
right comer, in the field labeled: 
Schedule # 
NOTE: Unless you apply a particular schedule to a transaction box, the 
transaction box follows the schedule used by the port that answered the call 
routed to the box. 
Holidays 
You may specify up to 18 different holidays, during which the system will operate 
in Night Mode for the entire day. Enter your company’s holidays on the two rows 
below the label 33. Holidays. You may enter up to 9 holidays on each row. 
Enter each holiday as a day and month, as in 
l-Jan, 25-Dec. The date 
entered will be considered a holiday every year. For holidays which fall on 
different dates in different years, you should change the date each year. 
NOTE: If Schedule #4 is set to Day Mode, it will stay in Day Mode even 
during system holidays. 
Ignoring Holidays 
You can control whether Schedule #I, #2, or #3 operates in Night Mode on 
holidays. This feature is useful for organizations with varied holiday schedules. 
For example, a hospital may close its business office on holidays, but keep its 
.emergency clinic open 365 days a year. 
The 
Ignore holidays? field controls whether a schedule recognizes 
holidays. If 
Ignore holidays? is set to No in a schedule, ports and boxes 
following that schedule will operate in Night Mode throughout the holidays. This 
is the default setting for each schedule. 
If 
Ignore holidays? is set to Yes in a schedule, that schedule will operate 
as if no holidays were specified for the system, and will follow the regular Day 
Mode schedule as defined. 
Note that a schedule can only recognize the entire list of holidays, or no holidays 
at all.  
						

							190 Schedules ExecuMaii 6.5 .I 
: 
Daylight Savings Time 
You may configure the system to automatically adjust to Daylight Savings Time. 
To activate this feature, set the 
34. Daylight Savings field to Yes. In the 
Date On and Off fields, enter the dates that Daylight Savings Time begins and 
ends for the current year. These settings should be updated yearly. 
At 2:OOam on the date that is specified in 
the Date On field, the system will set 
its clock ahead by the number of hours specified in the pours field. 
At 2:OOam on the date that is specified in the field 
Off, the system will set its 
clock back by the number of hours specified in the 
Hours field. 
For related information, see: 
n Applications 
n Opening Line 
n Operator Box 
n Port Applications 
n Transaction Boxes 
See also: 
n The QuickStart Application Manual  
						

							-/ 
> 
,! 
i 
. . 
.:: 
_- 
‘: 
” 
?. 
i’ 
! 
\. Reference Manual Screens 19 1 
Screens 
The voice mail system’s many powerful features can be configured at the system 
console. The more familiar you are with the system console screens the easier it 
is for you to configure the system. 
This topic describes each system screen, its fields, and the keys you press to 
move around the screens, It also indicates where fields are explained in more 
detail in other parts of this manual. 
The Banner Screen 
The Banner Screen is the screen you see before you sign in at the console. It 
gives you information about the system’s ports, the date and time, the system 
schedule, and the number of hours of storage available on the system’s hard 
drive. (See Figure 100.) 
Fl Help 
F3 Select Port F5 Versions 
F2 Sign-in 
F4 Local on/off ESC Exit 
inter any character. 
P Fir lure 100: The Banner Screen 
1. Ails 
2. AXIS 
3. AILS 
4. A/D 12 :37pn DAY 29-Jan-94 
Recording Tine: 3:oo 
Condial Corporation 
II 
Port status: The upper-left comer of the screen shows port numbers (1, 2, and so 
on) along with an abbreviation stating each port’s current status. A port is a 
singleline connection to the system. Status is displayed real-time, and, therefore, 
changes while calls are answered and processed.  
						

							192 Screens ExecuMail6.5 
Date & time: The upper-right comer of the screen shows the date and time 
according to the system’s internal clock. It should be kept accurate, because the 
system uses this clock to stamp the time and date on each message and report. 
Day or Night Mode: Between the time and date displays, the system shows either 
DAY or NIGHT, depending on whether Schedule 4 is in Day Mode or Night 
Mode. 
Keylock status: Just below the date and time is an area that shows whether or 
not the [Caps, INurn], or (Insertl keys have been pressed on the 
console keyboard. When set on, 
CAPS keeps all letters UPPERCASE, NUM enables 
the console’s numbered pad, and 
INSERT means that typed characters will be 
inserted into a line (rather than typing over the existing characters). These keys 
may or may not be pressed on your keyboard. Try them now so you can see the 
status indicators on the screen: 
NTJM indicator toggles on or off. 
CAPS indicator toggles on or off. 
INSERT indicator toggles on or off. 
Try these keys several times. Leave them 
OFF when you finish. 
Recording Time: Just below the keylock status is the recording time status, 
which indicates the number of hours and minutes still available for new 
messages. Depending on your equipment, the total time available for message 
storage can range from a few hours to dozens of hours. Watching this number 
grow and shrink over time will give you a feeling for how much recording time is 
“normal.” If your business grows and this number starts to drop dramatically, 
your Comdial representative can quickly help you expand recording capacity. 
Screen 
window: The center area of the display is the window to the system’s 
database and parameters. It is organized around 6 sets of screens. 
n QuickStart Application Screen 
n Personal Directory Screen 
n Groups Screen 
n Transaction Directory Screen 
n Voice Prompt Editor Screen 
m QuickStart Switch Setup Screen 
For your protection, when no one is signed in at the console the system displays 
the Banner Screen, which prevents unauthorized users from viewing or 
configuring the system’s parameters. 
Function Keys: Along the bottom of the screen, there is a list of keys showing 
functions currently available. These correspond to the keys labeled Fl through F5 
on your keyboard. For example, pressing a gives you onscreen help. Different 
screens have different combinations of functions, but the ones available are 
shown here. 
One-line help: At the bottom of the screen, immediately below the function key 
list, is a oneline help indicator. This tells you what the system expects you to 
type. As you enter information in the system, watch this area for quick reminders. 
i.. 
::., 
i  
						

							Reference Manual Screens 193 
Moving from Screen to Screen 
Each of the six system screens can be thought of as a file folder containing 
information on one aspect of the voice mail system. For example, the Personal 
Directory Screen contains information on the people enrolled in the system, while 
the Quick&art Switch Setup Screen contains information on your Comdial 
telephone system. 
The screens are set up in a circular fashion (Figure 101). Relative to your starting 
position, the [F5) command moves you backwards (counterclockwise) through 
the screens, while the [F6) command moves you forward (clockwise). Pressing 
either [F51 or @ six times in a row returns you to the screen you started from. 
Screen Shortcut Keys 
With only six screens, you can move quickly through the system. However, there 
are also six shortcut key combinations to move directly to a particular screen. 
m QuickStart Application 
@)@ Personal Directory 
(Ctrl)(G) Groups m Transaction Directory 
m Voice Prompt Editor 
(ctrr)(s) QuickStart Switch Setup 
Moving from Page to Page 
Like a file folder, each screen contains one or more pages of information. For 
example, the Personal Directory Screen contains one page for each person 
enrolled in the system. 
Page Up and Page Down 
On the screens which have a fixed number of pages (QuickStart Application 
Screen and QuickStart Switch Setup Screen) you will see the page number on the 
far right side of the highlight bar. You can move from one page of a screen to the 
next by using the m and @jiJ keys. 
Moving Around Each Page 
Each screen page is divided into smaller areas by lines. These areas often have 
titles to show their general purpose. Information is organized and stored in 
data 
fields 
contained within each area. You enter and edit database information in 
these fields by typing in them. Fields also display stored information, and in some 
cases are display-only fields which do not accept typed input. 
The 
current live field area is indicated by a highlight and by a blinking typing 
cursor. The highlight shows the size of the field and the cursor shows the current 
typing point. Press the following keys to 
move the cursor within a field which 
has multiple characters, such as the 
Name field: 
a (Right Arrow) 
Q (Left Arrow) Moves the cursor to the 
next character. 
Moves the cursor to the previous character.  
						

							194 Screens 
ExecuMail6.5 
The Console Screens 
creen 
Moving between pages of a single screen 
I I 
Figure 101: The system screens  
						

							Reference Manual Screens 195 
When you get to the end of a field, the right and left arrow keys will move you to 
the next or previous field. To move around more quickly, press the following 
keys to move the cursor between fields: 
@5J Moves the cursor one field to the right. 
[pq.mz-) 
Moves the cursor one field to the left. 
a (Down Arrow) Moves the cursor to the closest field 
underneath. 
El CUP Arrow) Moves the cursor to the closest field above. 
(piiq 
Moves the cursor to the next 
field. 
Each time you move out of a field, any changes you made to the field will be 
saved. If you type something in a field accidentally, it’s easy to undo the mistake. 
B restores the field to its original unmodified state. 
NOTE: The (Escl key works only when the mistake is noticed immediately. 
You must press B before moving to another field. Once you move the 
cursor to another field (by pressing li%iiZf. l%IZF& or the arrow keys), 
your change is stored and you’ll have to return to the field and edit it 
manually. 
Awaiting a Key 
AWAITING A KEY 
I 
Generally, when you sit down at the console, the system will be turned on and 
active. However, the screen will probably be 
blank except for the message 
AWAITING A KEY. This is normal. Because the system is always on, it includes 
a feature that prolongs the life of the monitor. After a few minutes of keyboard 
inactivity, the system clears the full screen and displays this short message 
instead. The message itself changes screen position every few minutes. 
The “awaiting a key” message will disappear and the screen will return to normal 
when you press any key on the keyboard.