Comdial Execumail Voice Processing System 6.5 Instructions Manual

							Learning ExecuMailLesson 3: Adding Subscribers & Guests45
Lesson 3: Adding
Subscribers & GuestsIn this lesson you’ll learn the basics of using the voice mail system as system
manager. You’ll add new subscribers and a guest to the system. You’ll learn how
to assign system manager status to a subscriber and you’ll learn how to edit
subscriber information and all other information stored on the system. Finally,
you’ll practice using local connect to record names and you’ll learn about the
various message taking, notification, and delivery options available to each
subscriber.
Please note that we’ve designed the samples used in this lesson carefully to avoid
conflicts with actual subscribers or other information. You can enter the sample
information and train without concern, while your system processes normal calls.
At the end of Lesson 5, we’ll show you how to erase the training samples and
return your system to its original state.
Adding New SubscribersAdding new subscribers to the system is a simple process. All you have to do is
add a new page to the Personal Directory Screen and enter the subscriber name,
extension, and other preliminary information. The system’s enrollment
conversation guides the subscriber through the process of setting up the mailbox
for use.As part of installation and setup, your installer has already added current
subscriber information for you. But, it is important for you to know how to do
this for yourself. You’ll work with this part of the system often, adding and editing
subscribers, and mirroring physical changes in extension numbering and
locations.
At the Banner Screen, sign in to the system as “Thomas 
jefferson”...Press: 
[F2)Please enter your ID: is shown.
Type:TOM(-]
ortype:866(W)
QuickStart APPLICATION Page 1
is shown.
mBefore you continue, make sure that the CAPS, NlJM, and INSERT keylock
indicators are OFF--check the upper-right comer of your screen.
Move to the Personal Directory Screen...
,.’ 1:  .  .
.:;  .  
.I  
..Press: 
(Ctrl@)PERSONAL DIRECTORY isshown. 
						

							i:::!+.
46Lesson 3: Adding Subscribers & GuestsExecuMail6.5i:.i
The Personal Directory Screen for the first person in your organization should
now be on-screen. (In most cases, the names will be sorted alphabetically, or
they may be sorted numerically by ID number.) The first person may be a guest
(for example, George Washington) or a regular subscriber.
In the steps that follow, you’ll add subscribers and a guest for a hypothetical
company to your “live” system. You’ll train with this information in parallel with
your existing subscribers, message groups, and other “real” information. 
This
activiy won’t affect normal call processing operations.
?i
: 
::
r.
During training, you’ll be acting as “Chris Aaronson,” system manager for the
newly installed voice mail system at XYZ Widget Corporation. XYZ Widget
employs 8 people-you and the corporation’s 7 founding partners. Conveniently,
the partners’ names begin with the letters X, Y, or Z. (This keeps them grouped
together at the end of the Personal Directory and separate from your actual
subscribers and guests.)
Naturally enough, XYZ Widget sells the world’s finest widgets in an evergrowing
number of shapes, sizes, and colors. Business is booming and the voice mail
system was purchased to handle the explosion in telephone traffic. In these next
3 lessons, you’ll configure the voice mail system to answer and route calls, and to
take and deliver voice mail.
_’ :.
Assigning IDS:
Each subscriber must have a unique extension number and Personal ID. A guest:
must have a unique Personal ID, as well:
Extension number This is what an outside caller presses to reach a particularsubscriber. It is entered in the Extension # ID field on the subscriber’s
Personal Directory page. Since this number must be unique for each subscriber,
we refer to this as the 
Extension #ID in other technical manuals. The system
allows extension numbers of up to 10 digits (or the equivalent touchtone letters,
for systems using lettered telephone keypads). Note that while the system’s
Extension 
# ID is usually the same as the subscriber’s actual telephone extension
number, it is not 
required to be the same. We’ll look at the reasons for this later
in the lesson.:
Personal ZL) A subscriber uses this number to send messages, receive messages,
and perform personal “housekeeping” (changing options, security codes, and so
forth) by phone. The system supplies a suggested Personal ID based on theextension number. In most cases, this is the digit 
“8” plus the extension number.
While similar, a guest’s Personal ID is used only to sending messages to, and
retrieve messages from his or her host subscriber. Guests don’t have an extension,
so a guest’s Personal ID is usually selected by agreement between the host and
guest.
Our samples use extensions 890 through 897. These should not conflict with any
of your existing numbers, unless your system uses 89, 890897, or any longer
extension, Personal ID, or other System ID number starting with “89.”
i’ ‘.:
 . .
If you do try to enter a duplicate extension number, Personal ID, or other
conflicting System ID number, you’ll get a message that says “Duplicate ID.” This
message will give the conflicting ID and the name of the subscriber, guest, group,
or transaction box already using the number. This prevents any potential
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							Learning ExecuMail
Lesson 3: Adding Subscribers & Guests47
problems or confusion. If you were entering actual information, you would simply
review the conflict and choose a different 
ID number.
NOTE: If you get a “Duplicate ID” message during training, it means one of
two things:
1.Another person has already completed these lessons but has failed to
erase the sample information. Suspect this if you see “Chris Aaronson”
and the other sample subscriber names on the system. If this is the case,
follow the instructions at the end of Lesson 5 to erase the sample
information completely before you continue.
-OR-
2.You have a genuine ID conflict. While unlikely, contact your installer for
assistance. Your installer can supply an alternate system for training or
arrange to resolve ID conflicts for you before you continue.Subscribers and guests are usually sorted alphabetically by last name. Entering
the last name first helps the system keep things sorted. Enter 
on/y the last
name-without a comma, space or any extraneous characters.
XYZ Widget Corporation
LastFirstPositionExt.Per. IDI
AaronsonChrisSystem Manager8908890Let’s first add Chris Aaronson’s Personal Directory page. New pages are added
with the 
[FB) command.
Press: FJADD MENUisshown. Subscriber ishighlighted.
The Personal Directory “Add” menu gives you the choice of adding either a
subscriber or a guest, or adding many subscribers in a range of extensions (the
popup menu may have additional options depending on the subscriber currently
on screen). The 
[WI lets you move between these choices. Try it now...
Press: [Space)Guest is highlighted.
Press:&z=qRange is highlighted.
Since you really want to add a subscriber...
Press:[m)Until Subscriber is highlighted.
[xr) adds a new page for the highlighted choice.
press:[piqEnter extension number (Press
ESC to quit)::  
..CI....I  . .: _:1, . . . I..
::
:.
Type:8 9 0 [-Enter)Enter last name: C8901 
						

							48Lesson 3: Adding Subscribers & GuestsExecuMail6.5
Type:Aaronson[e-1Enter)Enter first and middle names:
{note, two “A’s”}Type: 
ChrisC_t-Enter)Full middle names or initials are optional. If you include a middle name or an
initial for actual subscribers or guests, use a space to separate them.Enter Personal ID: 8890
Your system may create a different suggested Personal ID, since the ID created iscontrolled by the setting of the default personal ID field on the 
QuickStart
Application Screen, Page 5.
mIF your system creates Personal IDS different t?om the ones shown in the text,
correct the 
ID to match the one shown on page 47 before you continue.
To accept the default Personal ID...
press: [-jziqEnter extension number (Press
ESC to quit):
That’s all there is to entering a new subscriber. For convenience, the system
always assumes that you are entering a series of new subscribers. It suggests the
next extension number in sequence, so you can simply press 
[mEnter( to
continue adding subscribers. We want you to explore some other features first,
so...Press: 
[Esc)PERSONAL DIRECTORY page forAaronson, Chris 
isadded.
Apart from the name, Personal ID, and extension number, all other fields on a
Personal Directory page are filled automatically. The settings used are the defaults
contained on the 
QuickStart Application Screen, Page 5. (These will have been
preset by your installer.)
Assigning System Manager Status
You have added Chris as a subscriber, but not as a system manager. How do you
add a system manager?Press: 
[F81ADD MENU is&own. Subscriber is
highlighted.
Notice that the Add menu has four choices. The fourth choice lets you promote
any existing subscriber to system manager status. Remember, the system allows
as many “system manager” status subscribers as you need. Assign system
manager status to Chris...
Thewords SYSTEM MANAGER
are now added to the screen,
to the right of Chris’ name. 
						

							Learning ExecuMailLesson 3: Adding Subscribers & Guests49
Editing Subscriber and Other InformationEditing the Personal ID or any other field on any screen page is easy. You simply
move the highlight and cursor to the desired field, and make the change.
Remember, the “highlight” shows the field currently “live” for editing. The
“cursor” shows the current typing position within the highlighted field.
You move the highlight/cursor with these keys:
Key(s)ActionMoves highlight forward to the next field. Action is left to
right, top to bottom.
Moves highlight backward to the prior field. Action is right to
left, bottom to top.
ElMoves highlight to the closest field below the current field.
ElMoves highlight to the closest field above the current field.
ElMoves cursor left one character. If you are at the start of the
current field, it acts like 
(WWlrab%).
ElMoves cursor right one character. If you are at the end of the
current field, it moves you to the first character of the next
closest field. (It acts like 
@&J.)In these lessons, you’ll only leave and retrieve messages for Chris and the other
sample subscribers, so you need to tell the system not to try ringing a sample
“extension” before taking messages. This feature is controlled by the
Transfer? field. If this is set to Yes the system will try to route the call to the
number shown in the transfer dialing field before taking a message.
In most cases, the transfer number on a Personal Directory page will be X. This is
shorthand for “extension.” When the system sees only an x in a dialing field, it
automatically uses the actual entry found in the Extension # ID field.
Setting Transfer? to No tells the system to skip the step of trying to transfer a
call to the extension, and take a message directly.
Transfer? is highlighted.
Type:
N(m)Transfer dialing field is highlighted.
You should set Transfer? to No for each sample subscriber you add.
Before we continue, spend a minute or two experimenting with the highlight and
cursor movement keys. Try the following:
. .:
Move highlight to Edits OK?
Move highlight to the Access field. 
						

							50Lesson 3: Adding Subscribers & GuestsExecuMail6.5
Move the cursor to the end of the PersonalID field.
Move cursor to the start of the extension # ID field.
If you accidentally modify any of the fields while you are moving around,remember that pressing 
@ while you are still in the affected field will return it
to its original setting.
If you have already moved the cursor to another field before you discover your
mistake, you’ll have to edit the field back to its original setting.
There are three other keys that help while editing:
Key(s)
pJ
Action
Deletes the character at the cursor. Any remaining characters
to the right of the cursor are moved left to fill the gap made
by the deletion. The cursor stays in its current position.
Deletes the character to the left of the cursor and moves the
cursor to the left.
Deletes all characters from the cursor to the right-hand end of
the field. The cursor stays in its current position.
Using Local Connect to Record Names
In the last lesson, you used local connect to listen to voice fields. Now, you’ll
record voice fields, as well, First, you must set up the local connection. Refer to
the detailed instructions on page 40 if you need to refresh your memory.
Dial the system. When it answers, press IF3) to
move the 
“x-” indicator to the port taking your call.
Press 
IF4) to connect locally.
Use the 
m key to place the cursor on the Voicename field.
You should now be connected locally. The cursor should be positioned on theVoice name field for the Personal Directory page belonging to Chris Aaronson.
When you are on a voice field, the IF9) command !% you record into it.Press: 
lgTo start recording press SPACE
andtalk after the beep. Press
ESC to skip.
Notice that one-line help tells you exactly what to do. Try it yourself. Hold the
telephone handset normally. Speak clearly and at a conversational speed. It is
natural to speak a little too quickly at first. If there is a lot of background noise in
your work area, it will be picked up in the recording, so it is important to work in
a quiet area or at a quiet time. For best results, the microphone should be 2 or 3
inches (about 7 centimeters) away from your mouth. 
						

							Learning ExecuMail
Lesson 3: Adding Subscribers & Guests51After the beep...
Say:
. ..then. to stop recording...
“Chris Aanmson ”
press: [SpaceBar)Recording time shown in Voice name field.
NOTE: Your recording of “Chris Aaronson” will be 2 to 3 seconds long.
When recording a name, avoid unnaturally long pauses at the beginning or
end. Be prepared to speak immediately after pressing the 
[Space]. Press it
again, immediately after you stop speaking. Since the recordings you make
will be combined with prompts to create a conversation with callers, long
pauses sound awkward.Recording names and prompts usually takes a little practice. Listen to your
recording. If you are not happy with the quality of it, record it again. Note that a
new recording erases an existing recording; you don’t need to press 
[Derl to
erase the field first.
Listen to the handset, and...
Press: 
@J“Chris Aaronson ”You should experiment with handset distance and the loudness of your voice.
You’ll quickly find a combination that works best with your particular equipment
and environment. The Reference Manual gives more tips and specifics.
Of course, each subscriber should record the name in his or her own voice. The
enrollment conversation guides subscribers through recording a name the first
time they call the system, as well as setting up other options. You may record an
initial name for subscribers though, since an empty Voice name field can
confuse callers. Also, you must record a guest’s Voice name field, since guests
cannot record their own name by phone. (Your installer may have already
recorded initial names for each of your actual subscribers.)
Note that subscribers don’t have to use local connect to record their names. This
field and the “greeting” field can be recorded by phone by the subscriber during
the enrollment conversation, or through setup options. You’ll try this yourself in
the next lesson.
Rerecord Chris’ name several
times for practice. Experiment withdiierent handset distances and the
loudness of your voice.
When you have finished, place the handset
on your desk-don’t hang up yet.
Now let’s add the remainder of the staff of XYZ Widget Corporation. Add each of
the remaining subscribers first, then come back and record each name. (Save Jay
Zink’s guest for later.) We’ll take you through enrolling the next person, Jan
Xavier, step by step. You’ll add the remaining 6 subscribers on your own.
. 
						

							52Lesson 3: Adding Subscribers & Guests
ExecuMail6.5:
XYZ Widget Corporation
FirstPositionExt.Per. ID
AaronsonChrisSvstem Manasrer8908890
XavierJanPresident8918891
YaleHughV.P. of Sales8928892
YeomanMikeNational Sales8938893
YingSueInternational Sales8948894
ZaftigPat
ZellerNell
Zink
Jay
ZonderDrewV.P. Product Support
8958895
Applications Support8968896
OEM Support8978897
Jay Zink’s Guest(None)8898
Add Hugh Yale through Jay Zink.
Press: l-JADD MENU isshown. Subscriber is
highlighted.
press:[e-IEnter]Enter extension number (Press
ESC to quit):
Type: 891 [m-JEnter last name:
Type: 
Xavier(W)Enter first and middle names:
Type:JanI-Enter Personal ID: 8891
press: (eJEnter)PERSONAL DIRECTORYpage forXavier,
Jan is added.Enter extension number (Press
ESC to quit): 892
Extension 892 is for Hugh Yale. Use the personnel chart to finish adding Hugh
and the other remaining subscribers. But don’t add the last person, Drew Zonder,
just yet.
mIf your system creates Personal Ds different horn the ones shown above,
correct the 
IDS to match the one shown in this table before you continue.
When you finish Jay...
Press: IgJPERSONAL DIRECTORY page for
Zink, Jay is added.
Jay Zink has a guest, named Drew Zonder. Drew is a buyer for a company that
uses huge numbers of widgets. He and Jay must communicate frequently.
“Guest” privileges let Drew leave messages for Jay like any outside caller. Butj  
‘, 
						

							Learning ExecuMailLesson 3: Adding Subscribers & Guests53
unlike an outside caller, Drew can 
receiue messages from Jay. The host/guest
relationship is private. No subscriber other than Jay can leave messages for Drew.
Add Jay’s guest...
Press: (F81ADD MENU is shown. Subscriber is
highlighted.
Press: Ispace]Guest is highlighted.
press:pEiqAdd guest for Zink, Jay? (Y/N):
Press:(-1Enter Personal ID:
Since there is not an extension number for Drew, the system doesn’t create a
suggested Personal ID. When adding guests, select a Personal ID that is easy for
the guest to remember, yet secure enough to protect the voice mailbox. For now,
we’ll just use 
8898...Type: 8898 
(-1Enter last name:
Type: 
Zonder[z]Enter first and middle names:
Type: 
Drew[w]PERSONAL DIRECTORY page forZonder, Drew is added.
Notice that a guest page says Guest of. . . and gives the subscriber’s name.
The Send Msg Urgent? field controls whether a guest can send urgent
messages to his or her host subscriber. A guest page has fewer fields since there
is no need for an extension or call transfer information.
You have added a total of 9 new pages to the Personal Directory. The Personal
Directory can contain an unlimited number of pages. In large organizations, it is
common to have hundreds of extensions and subscribers. The voice mail system
includes commands that simplify finding a particular name in a large listing.
You move through Personal Directory pages with these keys:
Key(s)
(Home)
ActionMoves to the first subscriber (alphabetically).
Moves to the last subscriber.
[P9Dn)Moves to the next subscriber.Moves to the prior subscriber page.
[F21 then 0
-or--QZQJi)Either of these commands will ask you for the last name,
extension number or System ID you want to jump to. Enter
the first few letters of the desired last name and press
[pq. 
						

							54Lesson 3: Addina Subscribers & GuestsExecuMail6.5
wThese commands also work for moving through the pages of the Groups
Screen and the Transaction Directory Screen, since both of 
these screens are
also organized as a series of single, alphabetized pages. These commands
also work for the 
F?ompt Editor Screen, where ‘Jump” allows you to move
ahead 
to particular prompt sets or prompt numbers.
Before you record names for each new subscriber, practice using these directory
commands...
Use IF2) then Q to find Hugh Yale.(Try “ya]” [j=EiiiQ
Use 
m to move to the end of the directory.
Use 
m to find Chris Aaronson.
Use 
lcMHJl to find Jan Xavier.(Jjy ‘x” psiiq)
Now that you are back to Jan, record names for the remaining XYZ Widget
employees and Jay’s guest.
NOTE: In the remainder of this lesson and ail of the next, we’ll be asking
you to record names, greetings, messages, and 
so forth. It is very important
that you record each 
of these exactly as shown. If you skip recordings or take
shortcuts by reducing or changing the wording we give, you won’t be able to
review key features of the system and the resulting examples won’t make
sense.
Use the directory and cursor movement
commands and 
IF9) and m to record
and play names for Jan Xavier
through Drew Zonder.
Remember to set Transfer? to No
for each sample subscriber.
When finished, press 
IF4) to end your local connection
and 
m to sign out to the Banner Screen.
Message Notification and Delivery
Once callers leave voice mail, it is important that the system let subscribers know
that messages are waiting. The voice mail system can tell a subscriber that
messages are waiting in a number of different ways. This process is called
“message notification.”Here are the ways the system notifies a subscriber:n
By lighting a “message waiting” lamp or by activating a stutter dialtone as
provided by your Comdial telephone system.n
By announcing that messages are waiting when a subscriber calls the
system.n
By calling a subscriber periodically, and announcing that messages are
waiting.