Comdial Execumail Voice Processing System 6.5 Instructions Manual

							196 Screens ExecuMail6.5 
Quid&tart Application Screen, Page 1 
Use the QuickStart Application Screen, Page 1 to store general information about 
your configuration. 
1. Site name: Your Company Name 
2. Contact: Phone#: 
Calls Answered 
3. Total trunks/stations: 0 /O Calls/day: 0 
4. Day Calls Answered: All-trunks Night Calls: All-trunks 
5. All ports busy action: Ring-until-answered 
Access Numbers 
6. Trunk Pilot #: # of Trunks Answered: 0 
Alternate Trunk #s: 
7. Voice Port Stations Pilot #: 
Station Numbers: 
Figure 102: QuickStart Application Screen, Page 1 
Site name 
The name of your organization. 
Contact 
The person responsible for maintaining the voice mail system at your 
organization, such as the system manager. 
Phone# 
The contact’s telephone number. 
Total trunks/stations 
The number of trunks and stations on the Comdial telephone system. 
Calls/day 
The average number of calls answered each day. 
Day Calls Answered 
During the day, whether the voice mail system answers all trunks, some trunks, or 
no trunks. 
Night Calls 
During the night, whether the voice mail system answers all trunks, some trunks, 
or no trunks. 
All ports busy action 
Tells you how the Comdial telephone system is programmed to respond when all 
ports are busy, either ring until answered, forward to the operator, or play a busy 
signal. 
Trunk Pilot # 
The area code and telephone number outside callers dial to reach the voice mail 
system. 
# of Trunks Answered 
The number of trunks the voice mail system answers.  
						

							Reference Manual Screens 19 7 
Alternate Trunk #s 
Other telephone numbers outside callers use to reach the voice mail system. YOU 
can show up to 3 additional telephone numbers. 
Voice Port Stations 
The number of ports on the system used for voice mail. (This does not include 
other types of ports, such as fax ports.) 
Pilot # 
The internal extension number subscribers call to reach the voice mail system. 
Station Numbers 
The Comdial telephone system station numbers that are connected to a voice 
mail system port. 
QuickStart Application Screen, Page 2 
Use Page 2 of the QuickStart Application Screen to record special Opening Line 
prompts (lines 10, 11, and 12), to set the action the system takes if a caller 
presses no touchtones (line 13) to set the status for each port, rings to answer for 
each port, and to set the schedule and special options for each port. 
I Day Nt Day Nt Day Nt Day Nt 
, I I I 
10. Intro (Hello, this is...): :3
						

							198 Screens ExecuMail6.5 
Special 
Port Options 
Settings in this area control the way the system works with special telephone 
equipment. See the topic 
Port Applications. 
QuickStart Application Screen, Page 3 
Use Page 3 to configure how and when the system transfers callers to the human 
operator, and the action to take if no operator is available. For a detailed 
explanation of how to use this screen, see the topic 
Operator Box. 
zGreeting -->Action 
Day? Yes-->, 0 
>Day: 0:l.o Day: GotoID-->$PM 
Nite? No Nite: 0:08 Nite: GotoID-->$PM 
Await-Ax-->4 Rings 
Alt: 0:08 Max-msg: 90 set 
Intro: 0:02 Holding? No Edits OK? Yes 
Transfer Options : Active: D/N Send Msg Urgent? No 
After Msg: Say-bye 
Alternate System IDS for Special Operators on each Port: 
Figure 104: QuickStart Application Screen, Page 3 
System ID 
The operator’s System ID. 
Voice name 
The Operator Box’s recorded name. 
Rings 
This field indicates the number of times ExecuMail should ring the operator’s 
extension before taking the next step in the 
Transfer -> Greeting -> Action 
structure. Applies for Await Answer and Wait for Ringback transfer types only. 
Intro 
This is a voice field containing a short recording which the system plays to the 
caller before attempting to transfer the call to the operator. The default Intro 
recording is 
‘11’11 transfer you now. ” 
Holding? 
When this field is set to Yes, the caller can press a touchtone to hold for the 
operator when the operator’s line is busy. When this tield is set to 
VOX, the caller 
can say “Yes” to holding. When this field is set to 
NO, call holding is turned off. 
Only available with the Await Answer and Wait for Ringback call transfer types. 
See the topic 
Call Holding. 
Transfer Options 
This field controls how calls are transferred to the operator. For more details on 
how to set up call transfer, 
see the Call Transfer & Call Screening topics. 
1, 
,.. 
c.- : 
Greeting Day/Nite/Alternate 
These voice fields store the Operator Box’s greetings.  
						

							Reference Manual Screens 199 
Active 
This field tells you which greeting is currently active. D/N means the standard 
Day or Night greeting is active (depending on which mode the schedule is 
currently in). 
Alt means the alternate greeting is currently active. 
Action 
Day/Nite 
The action the system should take if the caller does not press any touchtones 
during the operator’s greeting. The default action for the Operator Box is 
GotoID-- 
>$PM, for the Public Interview Box. 
Max-msg 
Applies only if the Action is Take-msg. This sets the maximum length in 
seconds an outside caller’s message can last. The maximum value is 9999 
seconds (2 hrs, 46 min). For more details, see the topic Message 
Taking. 
Send Msg Urgent? 
Applies only if the Action is Take-msg. This field controls whether outside 
callers are allowed to leave urgent messages. For more details on urgent 
messages, see the topic 
Messages. 
Edits OK? 
Applies only if the Action is Take-msg. This field controls whether outside 
callers are asked if they want to add to, listen to, or rerecord their message. For 
more details, see the topic Message 
Taking. 
After Msg 
Applies only if the Action is Take-msg. This field controls whether the system 
takes another action atier recording a message from the caller. See the topic 
Message Taking for more details. 
Alternate System IDS for Special Operators on each Port 
This field allows you to route callers pressing 0 to a different operator, depending 
on which system port the call came in on. See the topic 
Port Applications for 
details about programming your system to handle calls differently for each port. 
QuickStart Application Screen, Page 4 
Use the QuickStart Application Screen, Page 4 to set Day and Night Modes, and 
to schedule holidays. For more details, see the topic 
Schedules. You can also use 
the 
Todays date and Time Now fields to set the date and time for the 
voice mail computer. 
31. Schedule #1 
Schedule #2 Schedule #3 
a: S:OOam- 5:OOpm MTWHF - 
b: iTi; ;i 
c: c: c: 
Current mode: DAY 
Current mode: NIGHT Current mode: NIGHT 
Ignore holidays? No Ignore holidays? No Ignore holidays? No 
32. Schedule #4: DAY 
33. Holidays: 
34. Daylight Savings? No Cm Now? N/A 
Date On: 
Off: Hours: 1 
Figure 105: QuickStart Application Screen, Page 4  
						

							200 Screens 
Today’ s Date/Time Now 
ExecuMail6.5 
The date is set in the Today’ s date field. The Time Now field shows the 
current clock setting. Both the date and time are stored in the system’s battery- 
powered clock/calendar. 
Schedule #l, Schedule #2, and Schedule #3 
The voice mail system can handle calls differently between its day and night 
schedules. The fields on line 31 let you set the range of hours and days of the 
week for these two modes of operation. 
Current mode 
This field tells you whether a schedule is currently in Day Mode or Night Mode. 
Ignore holidays? 
This field controls whether a schedule goes into Night Mode on holidays. 
Schedule #4 
Schedule #4 is an additional schedule that can be manually set to either Day 
Mode or Night Mode. Once set, it never changes mode, unless the system 
manager changes the mode at the system console. 
Holidays 
Line 33, Holidays contains fields for up to 18 dates. Dates are entered in 
day-month format 
(15-Jan, for example). If the Ignore holidays? field is 
set to No, on each holiday the system will operate on a NIGHT schedule all day 
long. 
Daylight Savings? 
Line 34 contains 4 fields that control the automatic use of daylight savings time. 
To activate this area, set Daylight Savings? to Yes. Set the Date On and 
Date Off fields to the Sunday dates when the time changes. When daylight 
savings time is in effect, the 
On Now? indicator shows Yes. 
QuickStart Applicaiion Screen, Page 5 
Use Page 5 to program the default settings for each new subscriber. This screen is 
documented in the 
Subscribers topic. 
Personal ID: 8X 
Hold/Archive msqs: 0 /2 days 
Access: PCBF 
-->Transfer 
Transfer? Yes-->.X aGreeting 
-7 zAction 
Take-mso Await-Ans-->Q Rings 
Screening? No Holding? No Max-msg: 90 set Edits OK? Yes 
---Message Notification 
Lamp #: x 
#l: x Activate Lamps? Yes 
after 0 min, min,Off 
;;i 8:OOam- 6:OOpm MTWHF 4 rings 30 
after 0 min, 
after 0 6:OOpm- 9:OOpm 
MTWHF min. 5 rings 60 m.i;,gzz 
#4: 12:OOam-11:59pm MTWHFSU 0 rings 30 , 
after 0 min. 12:OOam-11:59pm MTWHFSU 4 rings 60 min,Urgent 
,- 
’ 
. . 
. 
Ctrl-E for expanded options 
Figure 106: QuickStart Application Screen, Page 5  
						

							Reference Manual Screens 20 1 
Personal ID 
The convention used to create Personal IDS for subscribers. See also the topic 
System IDS. 
Hold/Archive msgs 
The number of days the system stores subscribers’ held and archived messages. 
See also the topic Messages. 
Access 
This field controls which features subscribers have access to by default. 
Transfer 
The fields in this section control whether and how calls are transferred to a 
subscriber’s telephone extension. See also the topic Call Transfer dt Call Screening 
for details explaining call transfer. 
Action 
The action the system takes after playing a subscriber’s greeting. See also the 
topic Message Taking. 
Message Waiting Notification 
The fields in this section control whether the system lights message waiting lamps 
for subscribers, and the default message delivery schedule. See also the topic 
Message Waiting Lamps and Message Delivery. 
Access Code Options 
Press @)-@, then I-1 to view a help screen for selecting access codes. 
These codes will be used by each new subscriber added to the system. Press 
[-Bar) to add or remove a code. For a complete description of each of 
these codes, see the Subscribers topic. . . . . . . ., . / . . . . . . . . . . ., ., ,. / . . . . . . . ., ., ., ,. .,.,. ., .,., ., ., ., ., ., ., ., ., ., ., ., ., . . . . . . . ., . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . / . . . . .., .,., 
~~~~~~~~~~~~~~~~~~~,~~~~,~~~~~:~~~~~~~,~~~~~~~~~,~~~~~~~~~~~~,~~~~~,~~~~~~~,~~~~~~~~~~~~~~~~~~~~~ 
. . .  . :.“:.:.:.:‘3’6’“:‘: ‘.6g$.g&%.& st I .f6F Taco. ‘..~~~ . . . . . . . . . ~~~M~~~~~~~ . . . . . . . . . . . . . .  . . . . . . . . . . . . . . . . . . . . . . . :. .,.,. . . . . . ,.... . . . . . . . . . . . . . . . . . . . . ..i. . . . . . . . . ..i............. . . . 
Personal ID: 8X 
Hold/Archive msgs: 0 /2 days 
ACCESS CODE 
OPTIONS Press ESC to Exit 
A [ 1 No Setup Options J [ ] Unused S [ J Cant Send Message 
B [*I No Rect Summary 
K [ ] Can Edit Holding T [ ] Traditional Order 
C [*I No Public Notify L [ 1 Message Length U [ ] Not to Subscribers 
. D [ 1 Not in Directory 
M [ 1 Menu Mode V [ ] No Private Message 
E [ 
1 Messages by Ext N [ I Hands-Free Play W [ ] No Future Delivery 
F [*I First-Time Enroll 
0 [ I No Old Messages X [ ] No Receipt Request 
G [ 1 Cant Edit Greet P [*I No Public Message Y [ I No Open Groups 
H [ I Unused Q [ I No Urgent Message Z [ ] Automatic Receipts 
I [ I Unused 
R I 1 Cant Redirect 
Press ? h-t&TAB or Shift-TAB to move; Press SPACE to add or remove a cod 
Figure 107: Access Code Options window for new subscribers added to the system 
,‘  
						

							202 Screens ExecuMail6.5 
Expanded Transfer Options 
Press [Clrl)o, then @ [t-l) to view additional call transfer settings on the 
QuickStart Application Screen, Page 5. For more details on expanded transfer 
options, see the topics 
Subscribers, Call Transfer & Call Screening, and Message 
Taking. 
One key dialing: l> 
6> 2> 3> 4> 5> 
-?> 8> 9> 02 
Figure 106: QuickStart Application Screen, Page 5 with expanded transfer options 
Transfer Options / Screening Options 
The one-letter codes in these fields control how calls are transferred to a 
subscriber by default. 
Send 
Msg Urgent? 
This field controls whether outside callers are asked to leave urgent messages. 
After msg 
The action the system takes after recording a message from an outside caller. 
One key dialing 
Use these fields to program a menu of choices for outside callers. The menu 
choices you set on the QuickStart Application Screen, Page 5 are set for each 
new subscriber added to the system. 
QuickStart Application Screen, Page 6 
Use Page 6 to configure system-wide parameters. 
52. Max recording:  person-person 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 
51. OS Surrender- Dailv: Screen Type: Auto 
weeklvz Keypad: Q=l, Z=9 keys 
Monthlv: 
: 
Figure 109: QuickStart Application Screen, Page 6  
						

							Reference Manual Screens 203 
Maximum Message Life 
The number of days the system keeps a new message on the system. See the 
topic 
Message Taking. 
Call Report Aging 
The number of days of information the system stores for creating reports. See the 
topic 
Reports. 
Public Hold/Archive msgs 
The number of days the system keeps held and archived public messages. See 
the topics 
Message Taking and Public Interview Box & Public Messages. 
Max person-person recording 
The maximum number of seconds a message between subscribers can last. See 
the topic 
Message Taking. 
Max screening recording 
The maximum number of seconds an outside caller has to reply to the question 
“who may I say is calling?” See the topics Message Taking and Call Transfer & 
Call Screening. 
Skip back time on # 
The number of seconds the system moves forward or backward when a 
subscriber presses 
the 7 or9 keys during message playback.Seethetopic 
Message Taking. 
Max ID attempts 
The number of times a subscriber can try to enter a valid Personal ID. See the 
topic 
System IDS. 
Bad ID Goto--> 
Callers who enter an invalid Personal ID the number of times indicated in the 
Max ID attempts field are routed to the System ID in this field. See the topic 
System IDS. 
Record Pauses . ..Beginning/Short ending/Long ending 
These parameters control how the system decides when a caller has stopped 
talking. See the topic 
Message Taking. 
Beep on record? 
The field controls whether the system plays a beep after prompting a caller to 
record. See the topic 
Message Taking. 
Disk full warning at 
mins left 
The system asks subscribers to delete unnecessary messages when the number of 
minutes of message storage left on the system is equal to or less than the value in 
this field. See the topic 
Message Taking. 
Blank PC screen? 
This field controls whether the system displays the AWAITING A KEY message 
after a few minutes of inactivity. See the 
Screens topic for details. 
Screen Type 
The type of monitor that the system determined was in use when the software 
was installed.  
						

							204 Screens ExecuMail6.5 
Keypad 
The keypad map set for the system. This field is not editable. See the topic 
Keypad Maps for details. 
OS Surrender Daily/Weekly/Monthly 
This field lets you program the system to exit to the MSDOS operating system 
automatically to back up the system, run utility programs, or run reports. 
Startup 
This field lets you program special parameters that take effect when you start the 
voice mail system. 
Error notices to 
This field sets who receives a voice message if certain system errors occur. See 
the 
Messages topic for details. 
ID for Alpha Directory 
The System ID for the automatic directory. See the topic Directory 
Assistaance. 
Auto xfer? 
Whenever there’s only one matching name for the three letters a caller enters in 
the automatic directory, the system automatically transfers the caller to the 
subscriber’s extension. See the topic 
Directory Assistance. 
ID for Nura Groups 
For subscribers who leave messages by number, the System ID to press before 
leaving a message for a message group. See the topic Message 
Groups. 
Fax ID 
The System ID for the fax box. See the topic 
Faxes & the Public Fax Box and 
System IDS for more details. 
Voice name 
The fax box’s recorded name. See the topics 
Faxes & the Public Fax Box and 
Recording Voice Fields for details. 
Transfer? 
The Transfer section controls whether and how calls are transferred to the fax 
machine’s telephone extension. See the topics 
Faxes & the Public Fax BOX and 
Call Transfer & Call Screening for more information. 
Holding? 
This field controls whether callers can hold for the fax machine if the fax 
extension is busy. See the topics 
Faxes & the Public Fax Box and Call Holding for 
more information. 
Alt Action 
This field sets the action the system takes if the fax extension doesn’t answer, or 
is busy (and call holding is not allowed). For details, see the 
Faves & the hrblic 
Fax Box.  
						

							I 
Reference Manual Screens 205 
Announce 
This field controls whether the system sends a public message when it delivers a 
fax to the fax machine, and whether the system asks an outside caller to record a 
message describing the fax. See the topic 
Faxes & the Public Fax Box for more 
details. 
Personal Directory Screen 
The Personal Directory Screen contains one page for each subscriber, guest and 
system manager enrolled in the system. Use this screen to customize transfer, 
screening, holding, message box and delivery options for individual subscribers. 
The directory can be sorted by subscriber last name or Extension # ID. For 
details, 
see the Subscribers topic. 
Personal ID: 812312 SC Voice name: 0:02 
Extension # ID: 12312 Hold/Archive msgs: 0 /2 days 
Access: PCB New Msgs: 0 =O:OO Total:0 =o:oo 
-->Transfer 
>Greeting ->Action 
Transfer? Yes-->,X 
*Std: 0:OO Take-msg 
Await-Ans-->4 
rings 
Screening? No Holding? No 
Alt: 0:OO Max-msg: 90 set Edits OK? Yes 
-Message Notification 
Lamp #: x Activate Lamps? Yes On Now? No 
#l: x 
after 0 min, E:OOam- 6:OOpm MTWHF 4 rings 30 min,Off 
#2: 
after 0 min, 6:OOpm- 9:OOpm MTWHF 5 rings 60 min,Off 
after 0 min, 12:00am-11:59pm MTWHFSU 0 rings 30 min,Off 
after 0 min, 12:00am-11:59pm MTWHFSU 4 rings 60 min,Urgent 
1 Ctrl-E for expanded options 
Figure 110: Personal Directory Screen 
Personal ID 
The subscriber’s unique Personal ID. If the letters SC are displayed a few spaces 
after the Personal ID, the subscriber has set a security code. 
Extension # ID 
The touchtone number a caller presses to reach a subscriber. 
Hold/Archive msgs 
This pair of fields defines how long the system saves the subscriber’s old and 
archived messages. The hold time or the archive time can be set to up to 99 
days. However, to conserve disk space, we recommend that you set it for 
7 days 
or less. 
Access 
The Access field uses oneletter codes to turn on or rum off specific system 
features. 
New Msgs / Total 
The number of new messages waiting, and the number of minutes and seconds 
the messages last. The total number of messages includes new messages and old 
messages. 
Transfer? 
The field controls whether calls are transferred to the subscriber’s extension. If 
call transfer is turned on, the field also specifies the telephone number or 
extension calls are transferred to.