Comdial Execumail Voice Processing System 6.5 Instructions Manual

							2 16 Screens 
ExecuMail6.5 
1. Switch: COMDIAL ExecuTech 2000 Series COM820 20 
2. InteuratiOn OutiOnS: COMVM DTMFCP HUT=A DT DT3=3 
3. Outdial Access: 9, 
4. Transfer Initiate: &,X 
Recall: & 
Connect: Q Busy Recall: & 
5. TT Prompt/Msg/Record: 5 /7 /9 Release on LCR? Yes 
6. Answer on ring low? Yes Off-hook delay: 5 
I. Ring-on time: 10 Ring-off time: 40 
8. Pooled delay: 450 
Figure 122: QuickStart Switch Setup Screen, Page 1 
Switch 
A brief description of the Comdial telephone system model and the Switch Setup 
filename. 
Integration Options 
Special parameters that affect how the voice mail system works with your 
Comdial telephone system. 
Outdial Access 
The number(s) the voice mail system dials to access an outside line, such as for 
message delivery. 
Transfer Initiate 
The sequence the voice mail system dials to put an outside caller on hold and 
ring an extension. 
Recall 
The sequence the voice mail system dials to return to the outside caller if an 
extension doesn’t answer. 
CoMect 
The sequence the voice mail system dials to complete a transfer to an extension. 
Busy Recall 
The sequence the voice mail system dials to return to the outside caller if an 
extension is busy. 
TT Prompt/Msg/Record 
The minimum length, in hundredths of a second, the voice mail system expects a 
touchtone to last. Normally, you should not change the values in these fields. If 
the voice mail system uses DSP boards, these fields have no effect. 
Release on LCR? 
Controls whether the voice mail system assumes the caller has hung up when it 
receives a loop current open signal. 
Answer on ring low? 
Whether the voice mail system waits through a complete ring on incoming calls 
before answering.  
						

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,‘. 
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Off-hook delay 
How long the voice mail system waits after answering the telephone, before 
speaking or accepting touchtones. The value is in hundredths of a second. 
Ring-on time / Ring-off time 
The length of time of the on/off periods in an incoming ring cycle, in hundredths 
of a second. 
Pooled delay 
The length of time, in hundredths of a second, the voice mail system waits for the 
ring signal to settle. 
QuickSfarf Switch Setup Screen, Page 2 
Use Page 2 to set message waiting lamp codes, dialout timing and call holding 
parameters. See the topic Switch Setup for details. 
10. Message Lamp On: *3,X 
Off: #3,X 
Reset All Lamps? No Retries: 2 
Interval (mins): 4 
Daily Lamp Reset: 
11. Dialout (,I= 200 
pause (;)= 300 Hookflash (&)= 50 (%I= 200 
12. Dialout DTMF duration: 10 DTMF interdigit delay: 12 
13. Dialtone delay: 150 
14. Max lines holding total: 16 
15. Number tries between TT checks: 4 Max lines holding for ext: 16 
Extra hold time between tries: 50 
Figure 123: QuickStart Switch Setup Screen, Page 2 
Message Lamp On 
The code to turn message waiting lamps on. 
Message Lamp Off 
The code to turn message waiting lamps off. 
Retries 
The number of times the voice mail system should dial each message waiting 
lamp on/off code to make sure it takes effect. 
Interval (mins) 
The number of minutes to wait between dial out attempts to light the same 
message waiting lamp. 
Reset All Lamps? 
Thii field lets you manually cause the system to light message waiting lamps. 
Immediately after you change this field to Yes, the system dials out to light 
message waiting lamps for subscribers with messages waiting. 
Daily Lamp Reset 
The time the system automatically dials out to make sure message waiting lamps 
are turned on for subscribers with new messages waiting.  
						

							2 18 Screens ExecuMail6.5 
Dialout pause 
The length of a pause in a dialing sequence. A comma (, ) means a hundredth of 
a second. A semicolon (;) means threehundredths of a second. 
Hookflash 
The length of the on-hook period in a dialing sequence, in hundredths of a 
second. 
Dialout DTMF duration 
The length of time the voice mail system plays a touchtone in a dialing sequence, 
in hundredths of a second. This field is display only. 
DTMF interdigit delay 
The length of time between each touchtone the voice mail system plays in a 
dialing sequence, in hundredths of a second. 
Dialtone delay 
The length of time the voice mail system should wait before dialing after going 
off hook to place a call, in hundredths of a second. 
Max lines holding total 
The maximum number of calls allowed to hold at one time, on the entire system. 
See also the topic 
Call Holding. 
Max lines holding for ext 
The maximum number of calls allowed to hold at one time for a particular 
extension. See also the topic 
Call Holding. 
Number tries between TT checks 
The number of times the voice mail system tries to transfer a caller on hold to an 
extension, before checking back with the caller. See also the topic 
Call Holding. 
Extra hold time between tries 
The length of time, in tenths of a second, the voice mail system waits between 
transfer attempts while an outside caller is on hold. See also the topic 
Call 
Holding. 
QuickStart Switch Setup Screen, Page 3 
Lines 20 through 28 on Page 3 modify ring detection and are locked on the 
appropriate settings for your Comdial telephone system. 
20. Call Analysis Delay: 25 
21. Debounce Silence: 9 Voice: 3 
22. Tolerance above 1st low %: 10 
23. Tolerance above 2nd low %: 8 
24. Tolerance above 1st high %: 9 
25. Max short low in dbl ring: 1 
26. Max time busy 1st low: 60 
21. Max time busy high: 67 
28. Size of long high: 65 
29. Max time to wait for voice: 3 Ring to begin on: 1 
Leading edge detect? Yes 
Below 1st low %: 10 
Below 2nd low %: 8 
Below 1st high %: 9 
Min long low: 207 
Max time busy 2nd low: 60 
Busy states over rings: 0 
Max sil. long: 350 short: 350 
Figure 124: QuickStart Switch Setup Screen, Page 3  
						

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Line 29 pax time to wait for voice is used for voice detect boxes and 
voice detect call holding. This field, which is not locked, controls the number of 
seconds the system waits for an outside caller to speak. See the topics 
Voice 
Detect 
and Call Holding for details. 
See also: 
n QuickStart Application Manual 
n Learning ExecuMail Manual  
						

							220 Security Codes ExecuMail6.5 
Security Codes 
A subscriber’s security code provides an additional level of protection to prevent 
unauthorized callers from gaining access to confidential messages. For maximum 
security, system managers cannot change or set a subscriber’s security code at 
the console. The system never displays the security code on the screen or reads it 
over the phone, even to the subscriber. Only the subscriber may set the code, 
and only by phone. 
Thii topic explains how security codes work, including how subscribers set a 
security code by phone, and what to do if subscribers forget their security codes. 
Security Codes and Personal IDS 
A security code is similar to a Personal ID in that the subscriber enters it on the 
touchtone pad as part of the subscriber identification process. A security code is 
different from a Personal ID in that a subscriber can change the security code at 
any time, or can choose not to use a code at all. 
Two subscribers with different Personal IDS can have the same security code 
without any conflicts. This greatly increases the total possible number of security 
codes each subscriber may have, decreasing the possibility of an unauthorized 
caller successfully cracking the system. Also unlike Personal IDS, the security 
code is never displayed on the console or in any report. 
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How a Subscriber Sets a Security Code 
A subscriber can set a security code in either of two ways: 
n By setting a security code during the enrollment conversation 
n By accessing setup options 
If the subscriber enrolls in the system by phone, the system asks the subscriber to 
set a security code. The subscriber can set the security code then, or skip setting 
a code and add one later using setup options. The subscriber can also use setup 
options to change the code as often as he or she desires. 
If the subscriber doesn’t set a security code, he or she may access the voice mail 
system simply by calling in and entering his or her Personal ID. However, for 
greater security, we recommend that subscribers use a security code. 
To add or change a security code by accessing setup options: 
1. 
Call the system and enter your Personal ID and security code, if you already 
have one. 
c.  
						

							->, Reference Manual Security Codes 221 
2. Access your setup options (follow the questions, or press 7). 
3. Answer yes to the question, 
“Would you like to access your personal 
options?” 
4. Follow the questions to add or change your security code. 
Using the Security Code 
When a subscriber who has set a security code calls the system and enters a 
Personal ID, the system asks: 
‘Please enter your personal security code. ” [PH-Sub-EnterSecuri~Code] 
The subscriber then enters the security code on the keypad. If the subscriber 
enters the code correctly, the system begins the subscriber conversation with: 
“‘a-ecorded name>, remember, 1 for yes and 2 for no. ” [PH-Sub-HelloOwner] 
If the subscriber incorrectly enters the security code, the system informs the 
subscriber, then restarts the call at the Opening Line. The subscriber must reenter 
the Personal ID before the system asks for the security code again. This makes it 
more difficult for an unauthorized caller to attempt to break into the system, and 
also covers the possibility that the subscriber entered an incorrect Personal ID. 
You may program the maximum number of retries a subscriber can make to 
enter a valid Personal ID and security code in the 
Max ID attempts field on 
the QuickStart Application Screen, Page 6. Note that the system does 
not play the 
subscriber’s recorded name until after the correct security code is entered. 
If the subscriber realizes the security code entered is incorrect, the subscriber can 
press the pound key (#> to return to the Opening Line and try again. 
Securify Codes anti Other Security issues 
It is very important that each subscriber on the system uses a security code. A 
security code protects the subscriber from unauthorized use of his or her voice 
mailbox, and can protect your organization from fraudulent use of your voice 
mail system. Also, subscribers should be encouraged to do the following: 
n Keep their security code secret. Subscribers should never write their security 
code down. 
n Change their security code frequently. Use a code that is easy to remember, 
but hard for others to guess. 
n Let the system manager know if their User’s Guide or Quick Option Menus 
card has been stolen. Someone may try to “crack” the system by guessing at 
Personal IDS, and trying to find a mailbox without a security code. 
In addition, if your organization uses the first-time enrollment conversation, you 
can further protect the voice mail system by limiting the number of unused voice 
mailboxes on the system. Check the Personal Directory frequently to make sure 
new subscribers are promptly enrolling themselves by phone. Contact any 
subscribers who haven’t yet enrolled, and make sure they do so as soon as 
possible. Be sure to delete any unused voice mailboxes from the system.  
						

							222 Security Codes fxecuMail6.5 
Forgotten Security Codes 
The system manager is not allowed to view, set or change a security code for 
another subscriber. The system does indicate whether a security code has been 
set by a subscriber by placing the letters 
SC on the subscriber’s Personal 
Directory Page (see Figure 125). The system also records all incidents of an 
incorrectly entered security code in the Call Log (see the Reports topic), to alert a 
system manager of possible unauthorized callers. 
If a subscriber forgets his or her security code, the system manager cannot “look 
up” the security code anywhere in the system. The only option is for the system 
manager to delete the subscriber’s security code at the Personal Directory Screen. 
The subscriber may then call the system and set a new security code. 
Extension # ID: 12312 
Access: PCB 
I I 
Activate Lamps? Yes On Now? No 
after 0 min, 8:OOam- 6:OOpm MTWHF 4 rings 30 min,Off 
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:OOam-11:59pm MTWHFSU 4 Rings 60 min,Urgent 
I Ctrl-E for exDanded oDtions I 
Figure 125: Personal Directory Screen, with a security code set 
To delete a subscriber’s security code at the console: 
1. Sign in at the system console. Press Ictrl)lo) to jump to the Personal 
Directory Screen. 
2. Press [PaDnl (or use the Jump command) to display the subscriber’s 
Personal Directory Page. 
Press 0. 
Press Q a to highlight Security 
Code [mq. 
Press 8 to delete the code. 
Do you want to delete the 
SECURITY CODE for this 
subscriber? (Y/N): 
No 
Notice that the SC is removed from the subscriber’s page. 
6. 
Encourage the subscriber to call in 
immediately to set a new security code. 
For related information, see: 
n Subscribers 
H System IDS  
						

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							224 Subscribers ExecuMail6.5 
t 
Access: PCBF 
>Transfer 
>Greeting ->Action 
Transfer? Yes-->,X Take-msg 
Await-Ans-->4 Rings 
Screening? No Holding? No Max-msg: 90 set Edits OK? Yes 
Message Notification 
Lamp #:-x Activate Lamps? Yes 
#l: x after 0 
min, B:OOam- 6:OOpm MTWHF 4 rings 30 min,Off 
#2: after 0 min, 6:00pm- 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:OOam-11:59pm MTWHFSU 4 rings 60 min,Urgent 
Ctrl-E for expanded options 
Figure 126: QuickStart Application Screen, Page 5 
Before you add subscribers, set the fields on this screen for the features most 
subscribers will use. Then each time you add a subscriber to the system, the 
system automatically sets the subscriber’s Personal Directory page with the 
defaults. You can then change the settings on individual subscribers’ pages for 
those subscribers who want features different from the defaults. 
NOTE: When you change the settings on the QuickStart Application Screen, 
Page 5, the system uses the new settings only for subscribers added after the 
changes are made. Making changes to the defaults has 
no effect on current 
subscribers. 
The First-Time Enrollment Conversation 
The system can be configured to play a special enrollment conversation for 
new subscribers the first time they call the voice mail system. The enrollment 
conversation is designed to make setting up the voice mail system fast and easy. 
If the system uses a lettered keypad map, the conversation asks new subscribers 
to record their name, spell their name, choose whether to be listed in the 
alphabetic directory, record their personal greeting, and set their security code. If 
the system uses the number only keypad map, the conversation skips asking a 
subscriber to spell a name, and to choose whether to be listed in automatic 
directory assistance. 
The F access code controls whether the system plays the enrollment conversation 
for a subscriber. To have all new subscribers enroll themselves by phone, add the 
letter F to the Access field on the QuickStart Application Screen, Page 5 
(Figure 126). 
New subscribers hear the enrollment conversation only once, the first time they 
call. Once a subscriber is enrolled, the system automatically removes the F code. 
You can also add the F access code to the Access field on individual 
subscribers’ Personal Directory pages. The system will play the enrollment 
conversation for those subscribers the next time they use the voice mail system.  
						

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Reference Manual Subscribers 225 
I I 
NOTE: If available on the Comdial telephone system, the system does light 
message waiting lamps but does 
not deliver messages for any subscribers 
with the 
F access code. The system enables message delivery only after 
enrollment. 
I t 
For more information on using the enrollment conversation to speed up the 
process of adding subscribers to the system, 
see Adding Subscribers later in this 
topic. 
The Personal Directory 
Each subscriber, guest and system manager in the system has his or her own 
page in the system’s Personal Directory (Figure 127). 
Use the Personal Directory to customize features for individual subscribers. This 
screen also has expanded windows for setting Expanded Transfer Options, and 
for selecting access codes. 
I- 
Personal ID: 812312 - SC 
Extension # ID: 12312 
Access: PCB 
>Transfer 
Transfer? Yes-->,X 
I Await-Ans-->4 Rings 
Screening? No Holding? No Alt: 0:lO Max-msg: 90 set Edits OK? Yes 
-Message Notification I 1 
Lamp #: x Activate Lamps? Yes On Now? NO 
#l: x after 0 min. 8:OOam- 6:OOpm MTWHF 4 rings 30 min,Off 
g;; after 0 
min, 6:OOpm- 9:DOpm MTWHF 5 Rings 60 min,Off 
after 0 min, 12:OOam-11:59pm MTWHFSU 0 Rings 30 min,Off 
#4: after 0 min, 12:OOam-11:59pm MTWHFSU 4 Rings 60 min,Urgent 
Ctrl-E for expanded options 
Figure 127: The Personal Directory 
To customize features for a subscriber: 
1. 
Press [WH”) to view the Personal Directory screen. Press [PSDn) (or use 
the Jump command) to display the subscriber’s page. 
2. Press the [m a Q @ @ keys to move to the field you want to 
change. Look at the bottom of your screen to find out the values you can 
enter in the field. 
3. Type the new value and press [ZEnteT). 
The fields on the Personal Directory you can set for a subscriber are: 
Personal 
ID 
The subscriber’s unique Personal ID. 
Voice name 
The subscriber’s recorded name. 
Extension # 
ID 
The touchtone number a caller presses to reach a subscriber.