Comdial Execumail Voice Processing System 6.5 Instructions Manual

							226 Subscribers ExecuMail6.5 
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 turn off specific system 
features. You can specify any combination of the following access codes: 
A [No Setup Options &cess] 
This denies the subscriber access to changing setup options by phone. With this 
code, the subscriber cannot change personal greetings, message groups, call 
transfer options, message delivery, recorded name, spelled name, security code, 
or directory listing. The access codes 
A and T may be combined to deny access 
to all setup options except personal greetings. 
B 
[No Receipt Summary] 
The system does not tell the subscriber that the messages he or she sent to a 
particular person were received, unless the subscriber marks a message for 
explicit return receipt. 
C 
&ncel Public Message Notification] 
This prevents the system from notifying the subscriber when a public message is 
received. A public message is not addressed to a particular extension. Use this 
code for subscribers who have public message access (that is, who do 
not have 
the P code), but want their message waiting lamp lit only for messages sent 
specifically to them. 
D @rectory Restriction / Unlisted] 
This excludes the subscriber from the automatic directory of subscribers. 
E [Address Messages by &tension] 
The subscriber leaves messages by extension number instead of by the first three 
letters of the recipient’s last name. 
F Eit-Time Enrollment Conversation] 
The voice mail system will enroll the subscriber by phone the next time the 
subscriber calls the system. The system does 
not try to deliver message-s to a 
subscriber with the F access code. 
G 
[Cannot Change @eting] 
The subscriber cannot change his or her personal greetings. 
K [Can Change Call Holding by Phone] 
The subscriber can change call holding by phone. 
L @mgtb of Messages Announced] 
The system announces the length of messages. With this feature, the system will 
announce how long new and old messages last, for example “You have 3 new 
messages totaling 
3 minutes, 20 seconds. Would you like to hear them?”  
						

							. 
Reference Manual Subscribers 22 7 
M &Ienu Mode Exclusively] 
The subscriber hears the system’s quick option menus for all 
voice mail features, 
instead of the usual yes-and-no conversation. This code cancels the effect of the 
T access code. 
N @*Hands Message Retrieval] 
This code turns on hands-free message retrieval. The system does not ask the 
subscriber 
“Would you like to hear them?” between message sources. This feature 
should 
not be used unless the Comdial telephone system provides “immediate 
disconnect.” 
0 [No Qld Messages] 
The subscriber cannot review old messages. 
P [No Public Messages] 
The subscriber cannot access public messages. Usually, only one or two people 
at any site need access to public messages. 
Q [No Urgent Messages] 
The subscriber cannot mark messages urgent. 
R [Cannot &direct Messages] 
The subscriber cannot redirect messages he or she has received. 
s [Cannot wd Messages] 
The subscriber cannot leave messages for other subscribers, guests, and groups. 
T [Traditional Conversation] 
The subscriber hears the four basic questions in the order used in a previous 
software version: Check new messages, Leave messages, Change greetings, 
Review old messages. To reach setup options other than greetings, the subscriber 
presses 
## after the system asks “Would you like to do anything else?“. The M 
access code cancels the effect of this code. 
u [No Messages to Sgbscribers] 
The subscriber cannot send messages to other subscribers. The subscriber can 
leave messages for his or her own guests and message groups. 
. V [No F’r$ate Messages] 
The subscriber cannot mark messages private. Any message the subscriber sends 
may be redirected by the recipient. 
W [No Future Delivery] 
The subscriber cannot mark messages for future delivery. 
X [No Return Receipt Request] 
The subscriber cannot mark messages for explicit return receipt. The subscriber 
cannot cancel a return receipt marked automatically by the system. 
Y [No Messages to Open Groups] 
The subscriber cannot create open message groups, or leave messages for open 
message groups. The subscriber can still create and leave messages for his or her 
own private message groups.  
						

							228 Subscribers ExecuMail6.5 
Z [Automatic Return Receipt] 
The system automatically marks every message sent by the subscriber for return 
receipt requested. To avoid redundant return receipts and receipt summary 
announcements, never use the z code without also using the B access code. 
New Msgs / Total 
The number of new messages waiting, and the number of hours and minutes 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. 
Call Transfer Type 
This field, which is below the Transfer? field, isn’t labeled on the screen. It is 
used to set the way the voice mail system transfers calls to subscribers. It can 
have one of three values: Await-An8 (Await Answer), Release, or Wait- 
Ring (Wait for Ringback). 
See the Call Transfer & Call Screening topic for details 
on the call transfer types. 
Rings 
The number of times the extension should ring before a caller is transferred to 
the subscriber’s voice mailbox. This applies only if the call transfer type is Await 
Answer or Wait for Ringback. 
Screening? 
This field controls which set of call transfer options is currently active for the 
subscriber: Transfer Options or Screening Options. If this field isset 
to yes, the subscriber’s Screening Options are active. The subscriber must 
have an Await Answer call transfer type to use the system’s transfer and screening 
options. 
Holding? 
This field controls whether the subscriber uses call holding. The call holding 
feature allows you to “queue up” several callers who are waiting when the 
subscriber’s extension is busy. The values allowed in this field are: Yes (to let 
outside callers press 1 to hold), VOX (to let outside callers say ‘Yes” to hold), or 
No (to turn holding off). You can only use call holding with the Await Answer or 
Wait for Ringback call transfer 
types. See the Call Holding topic for details. 
Greeting 
This section of the screen contains the voice fields for the subscriber’s standard 
and alternate personal greetings. The system indicates which greeting is currently 
being used with the >> symbol. If a field displays 0 : 00, no greeting is recorded 
and the subscriber uses the system’s default standard and alternate greetings. You 
can use a local connection to record a subscriber’s greeting. See the topic 
Recording Voice Fields for details. 
Action 
This field defines how the system handles a caller after playing the subscriber’s 
greeting. The possible values are:  
						

							Reference Manual Subscribers 229 
G [Go to System ID] 
The system routes the call to another System ID. You must type a valid System ID 
directly to the right of the 
GotoID--> arrow. (For example, GotoID- -> $PM 
routes a call to the Public Interview Box.) Be careful not to create a closed loop 
of linked System IDS, in which each ID routes back to the other. 
The system immediately hangs up, without saying goodbye. 
0 [Transfer to Operator] 
The system routes the call to the Operator Box (QuickStart Application Screen, 
Page 3). 
R [Restart] 
The system returns the call to the Action prompt of the Opening Line. 
S [Say Goodbye] 
The system says “If you need further assistance, press the pound key now.  
Thank you and goodbye, 
” then hangs up. 
T [Take a Message] 
The system says, ‘lf you’d like to leave a message, I’ll record it now, ” then takes a 
message. 
Max-msg 
This field sets the number of seconds messages from outside callers can last. You 
can enter any number up to 9999. This field applies only if the Action is set to 
Take-msg. 
Edits OK? 
This field controls whether outside callers hear this after leaving a message: 
“‘Press 1 to add to your message, 2 to listen to it, the pound sign to re-record it or if 
you’re satisfied with your message, press the star key to send it. 
” [PH-Box~FirstEditMenu) 
This field applies only if the Action is set to Take-msg. 
Lamp # / Activate Lamps? 
These fields control message waiting lamps for the subscriber. When Activate 
Lamps? 
is set to Yes, the system dials the number in the ~arnp # field to turn 
message waiting lamps on and off for the subscriber (or on some Comdial 
telephone systems, to play a stutter dialtone). 
See Message Waiting Lumps for 
details. 
On Now? 
This field tells you whether the subscriber’s message waiting lamp is on now. 
#l - #4 
Lines 1 through 4 in the lower part of the screen each set a message delivery 
telephone number, schedule, and delivery method for up to 4 telephone 
numbers. Subscribers can also change their message delivery telephone numbers, 
schedules and delivery methods by phone. 
For more information, see the topic 
Message Delivery.  
						

							230 Subscribers ExecuMail6.5 
Access Codes Window 
You can use a special Access Code Options window to set codes for an 
individual subscriber, or to set the default codes for each new subscriber added 
to the system. 
To view the Access Code Options window for a subscriber, press m, then 
[-Enter) at the subscriber’s Personal Directory page (Figure 128). 
k 
t No Setup Options 
No Rect Summary 
No Public Notify 
Not in Directory 
Messages by Ext 
First-Time Enroll 
Cant Edit Greet 
Unused 
Unused 
ress ? 1 +t TAB or Shif 
it- .TAB to move; Press SPACE :t :o add or remove a cod+  OPTIONS Voice name: 0:02 
Hold/Archive msgs: 
Press ESC to Exit 1  0 /2 days 
J 1 I Unused 
K 1 I Can Edit Holding 
L [ I Message Length 
M [ I Menu Mode 
N [ 1 Hands-Free Play 
0 [ I No Old Messages 
P [*I No Public Message 
Q [ I No Urgent Message 
R I I Cant Redirect  Personal ID: 812312 
Extension # ID: 12312 
ACCESS CODE 
Cant Send Message 
Traditional Order 
Not to Subscribers 
No Private Message 
No Future Delivery 
No Receipt Request 
No Open Groups 
Automatic Receipts 
Figure 128: Access Code Options window for a subscriber 
To view the Access Code Options for each new subscriber added to the system, 
press m, then (Enter) at the QuickStart Application Screen, Page 5 
(Figure 129). 
-j: j’i:: ~~~~:ji;‘:il.;i::iii~~~ ~?$~,~~~@ :‘.I : :: .::, ., . . . . . . . . . . . . . . . . . . . . . . . .., ., . .  . . . .., . . . . ., . . . :. . . . ..,.,. .::.:.:,:.:,:,. .,. . . . . y. . . . . . . . . . . . . . . . . . 
40. !J: +ii bli:iS,bii’iip;,i~~~~~~i i$ i i:~~~~~~P-:~~~:~:~~~~~~~~~~.~~~.~~~~:~~~~~~~~~~~~~~~~~~~~.~~~~:~,~~~~~:~ 
:..... .::: . . . . . . . . . . . . . . . . ,.......,.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 
Defaults for each new Subscriber: ,...,,,,. 
Personal ID: 8X 
Hold/Archive msos: 0 /2 days 
=ACCESS CODE 
A [ 
B [* 
: ;* 
E 1 
F I* 
ii: 
1 [ No Setup Options 
No Rect Summary 
No Public Notify 
Not in Directory 
Messages by Bxt 
First-Time Enroll 
Cant Edit Greet 
Unused 
Unused 
ress ? 4 +t TAB or Shii 
it- .TAB to move; Press SPACE  OPTIONS 
J [ I Unused 
K [ ] Can Edit Holding 
L [ 1 Message Length 
M [ I Menu Mode 
N [ I Hands-Free Play 
0 1 I No Old Messages 
P [*I No Public Message 
Q I 1 No Urgent Message 
R [ I Cant Redirect 
= 
I t =-Press ESC to Exit 
S [ ] Cant Send Message 
T [ I Traditional Order 
U [ I Not to Subscribers 
V [ I No Private Message 
W [ I No Future Delivery 
X [ I No Receipt Request 
Y [ I No Open Groups 
Z [ I Automatic Receipts 
:o add or remove a cod-, 
Figure 129: Default Access Code Options window 
The Access Code Options window gives a brief description of each access code. 
You can select and remove codes for a subscriber by highlighting the code’s 
checkbox, then pressing the [W). To move through the codes, press 
m, (WWrab%), 0, a, @, or a. As you move the cursor through 
the list of codes, the one-line help at the bottom of the screen displays a longer 
description of each code. 
To select or remove an access code: 
1. 
Highlight the checkbox ( [ 1) to the left of the description of the code. 
2. Press (Spacebar). 
3. Repeat steps 1 and 2 for as many access codes as you want. 
4. Press @ to close the Access Code Options window.  
						

							Reference Manual Subscribers 23 1 
Expanded Transfer Options Window 
You can use a special Expanded Transfer Options window to set advanced call 
transfer options for a subscriber, or for all new subscribers added to the system. 
To view Expanded Transfer Options for a subscriber, press [mNEj, then @ 
[z) at the subscribers Personal Directory page (Figure 130). 
Personal ID: 812312 - SC Voice name: 0:02 
Extension # ID: 12312 Hold/Archive msgs: 0 /2 days 
I= EXPANDED TRANSFER OPTIONS= Press ESC to Exit 
-->Transfer 
>Greeting >Action 
Transfer? No >Std: O:OOTTake-msg 
Await-Ans-->4 Rings 
Screening? No Holding? No 
Alt: 0:OO Max-msq: 90 set Edits OK? Yes 
BTransfer Options : A Send Msq Urgent? No 
Screening Options: Active: STD After Msq: Say-bye 
One key dialing: 1> 
2> 3> 4> 5> 6> I> 8> 9> o> 
1 I 
I I 
Figure 130: Personal Directory with Expanded Transfer Options displayed 
To view the default Expanded Transfer Options for each new subscriber, press 
[GtrlHE), then @ IEnter) at the QuickStart Application Screen, Page 5 
(Figure 131). 
I Personal ID: 8X 
Hold/Archive msgs: 0 /2 days 
I== EXPANDED TRANSFER OPTIONS= Press ESC to Exit 
-->Transfer 
Transfer? Yes--z-,X , >Greetinq ~;;;Ltnq 
Await-Ans-->4 
Rings 
Screening? No Holding? No Max-msq: 90 set Edits OK? Yes 
,Transfer Options : A Send Msq Urgent? No 
Screening Options: After Msq: Say-bye 
One key dialing: 1~ 
2> 3> 4> 5> 
6> 12 8> 9> o> 
v 4 
I I 
Figure 131: Default Expanded Transfer Options 
Expanded Transfer Options let you program the call transfer and calf screening 
option sets, change which personal greeting is active, and program additional 
message taking options. 
Transfer Options / Screening Options 
These fields contain one-letter codes that control how the voice mail system 
transfers calls to a subscriber. The subscriber can turn on the call transfer option 
set by turning on call transfer to his or her extension by phone. The subscriber 
turns on the call screening option set by turning call screening on. To use these 
options (except for 
D Dialtone Detection), the Transfer? field must be set to 
Yes, and the call transfer type must be 
Await-Am. You can use any 
combination of these codes:  
						

							232 Subscribers EkecuMail6.5 
A [kimounce] 
The subscriber hears a beep before being connected to the caller. Use this to let 
subscribers know exactly when the call is being connected or that a call is an 
outside call. 
c [Conflrrn] 
Before a call is transferred, the subscriber can choose whether or not to take the 
call. If the call is refused, the system returns to the caller to play the appropriate 
greeting and take an action (typically “take message”). 
D [Diahone~tection] 
The voice mail system checks for dialtone before the call is transferred. Use this 
transfer option if the Comdial telephone system does not provide disconnect 
signaling. For this transfer option to work, you must also use the DT integration 
option. See the Switch Setup topic for details. 
I [Introduce] 
The subscriber hears “Call for -zsubscriber’s name>9’ before being connected to 
the caller. Use this when several subscribers share the same telephone. 
M [MessageScreen] 
Callers are asked to record their name. Before the call is transferred, the 
subscriber hears “Call horn recorded name>. ” If the caller leaves a message 
instead, the recorded name is added to the start of the message. Even if the caller 
doesn’t leave a message, the subscriber still receives the recorded name as a 
message box message. Do not use with the s call transfer option. 
s w-1 
Callers are asked to record their name. Before the call is transferred, the 
subscriber hears “Cull from 
recorded name>. ” The recorded name is not saved. 
Do not use with the M call transfer option. 
Active 
This field tells you whether the standard (STD) or alternate (ALT) greeting is 
currently active. The subscriber can switch between a standard and alternate 
greeting by phone. The system manager can also change which greeting is active 
at the console by highlighting the field, then typing s (for standard) or A (for 
alternate) (tx]. 
Send Msg Urgent? 
This field controls whether outside callers are asked to leave urgent messages. If 
this field is set to Yes, every message from an outside caller is marked urgent. If 
this field is set to Ask, the system asks an outside caller whether to mark the 
message urgent. If this field is set to No, outside callers cannot leave urgent 
messages. 
After Msg 
This parameter controls what follow-up action the system takes after taking a 
message. The possible actions are: 
G [GotoSystemID] 
The system routes the call to another System ID. You must type a valid System ID 
directly to the right of the GOtoID- - > arrow. (For example, GotoID- - > $PM 
routes a call to the Public Interview Box.) Be careful not to create a closed loop 
of linked System IDS, in which each ID routes back to the other.  
						

							: 
‘. Reference Manual Subscribers 233 
Personal 
Secretary Feature 
The system immediately hangs up, without saying goodbye. 
0 
[Transfer to Operator] 
The system routes the call to the Operator Box (QuickStart Application Screen, 
Page 3). 
R [Restart] 
The system returns the call to the Action prompt of the Opening Line. 
s [Say Goodbye] 
The 
system says “If you need further assistance, press the pound key now.  
Thank you and goodbye, 
” then hangs up. 
One key dialing 
Use the One key dialing portion of the screen to program a menu of 
choices the subscriber can offer in his or her personal greetings. In a one key 
dialing menu, a single touchtone represents a full System ID. A caller can then 
press a single key to route his or her call to another extension, the operator, a 
transaction box, or an interview box. 
See the Call TransFer and Message Taking topics for more information on 
Expanded Transfer Options. 
The Expanded Transfer Options window can be used to program the personal 
secretary feature for a subscriber. The personal secretary feature ensures that 
important calls are always handled, even when a subscriber is on the telephone 
or out of the office, by routing calls on to a subscriber’s secretary or assistant. 
You can combine settings in the 
Action, After Msg, or the One key 
dialing 
fields to provide this special routing in a variety of ways. 
When the voice mail system is used as a personal secretary, the system first 
transfers the caller to the subscriber’s extension. Then, if the subscriber’s 
extension is busy or not answered, the system can: 
n Automatically route the caller to another System ID, without playing the 
subscriber’s greeting. 
w Play the subscriber’s greeting, take a message from the caller, then 
automatically route the caller to a System ID in the After Msg field. 
n Play the subscriber’s greeting, which contains in2ructions for using a one 
key dialing menu so the caller can choose where the call is routed. 
To set up the personal secretary feature for a subscriber: 
I 
Use the Action field to tell the system how to handle the caller if no 
touchtones are entered during the subscriber’s greeting. 
n Use the After Msg field if you want the system to automatically route 
outside callers to another System ID after they leave a message. 
w Or, program a one key dialing menu to allow callers to choose where their 
call is routed.  
						

							234 Subscribers ExecuMail6.5 
Adding Subscribers 
Two Ways to Enroll Subscribers 
There are two ways to enroll subscribers in the system. A system manager can 
enroll all the subscribers at the console: entering each subscriber’s IDS and 
spelled name, recording a name, and setting any special options. An alternate 
way is to add a range of subscriber mailboxes with the 
F access code, and let 
subscribers enroll themselves by phone when they first call the system. Both 
methods are detailed below. 
There are advantages to each method, and some sites may use both methods of 
enrollment. Enrolling at the console gives the system manager full control. The 
subscriber’s last and first name can be fully spelled out on-screen, which makes it 
easier to maintain the system later. No extra, unused mailboxes are created. 
When the subscriber first calls the system, their voice mailbox is fully functional. 
Having subscribers enroll themselves by phone creates less work for the system 
manager, who can simply add a range of subscriber mailboxes and then tell 
users their Personal 1Ds. Through the enrollment conversation, subscribers learn 
about the system’s features. They are encouraged to record their own personal 
greetings and name, and set their own security code. The system may be less 
secure, however, if not all the mailboxes that are created are actually used. Also, 
the spelled name that a subscriber enters by phone is displayed onscreen in a 
way that may not match the subscriber’s actual name. 
When using enrollment by phone, you may want to do two things soon after 
general enrollment: 
n Delete any unused subscriber mailboxes 
n Go through the Personal Directory in ID Sort order and type in the full name 
for each subscriber. 
The Four Main Steps to Adding Subscribers 
n Program the default settings for new subscribers. Set the parameters for 
the features most subscribers will use, including parameters for feature 
access, call transfer, call holding, message notification and delivery, and the 
enrollment conversation. 
n Add the new subscribers, either one by one, or by range of IDS. 
n Record a name for each subscriber you add (the you’re letting 
subscribers enroll by phone). 
n Change settings on individual Personal Directory pages for each 
subscriber who wants settings different from the defaults. 
Adding Subscribers One by One 
1. 
Sign in to the system. 
:, : 
2. Press [ctrlHD) to display the Personal Directory. 
3. Press a. You’ll see the Add menu. Press I-1.  
						

							Reference Manual 
Subscribers 235 
,,’ 
. . 
.,; 
(’ 
‘s. : 
after 0 min, 12:OOam-lli59pm MTWHFSU 0 
after 0 min, 8:OOam- 9:OOpm MTWHFSU 4 Rings 60 min,Off 
Ctrl-E for expanded options 
4. 
Type the subscriber’s Extension # ID I*-‘]. 
. . 
:.: .:,: ::.: ::.:::.:::r.::.::.::..:::ii::: 
.,.,. > . . . . . . . 
..““” ..;,:‘::,:.:.:.: . . . . . . . 
.: . . . . > ,.,.,,,,,,, ,........ ::::‘.:.‘.::.::~~~l.li,I’I ‘,‘,::8’:is”r~~~~~~,~~~~~~~ wiB’.~f’:~i~~~,~~~~~~~~:~~~~~~~~ i~~:‘:risii.i.::~,~~~~~~~~~~~~ $Tg&$ 
..,. ::.::::::.:‘:.:..:.:.:...~::.: .  . 
yble .,.... s&.q’........ . . . . . . . . . . . . . . . . . . . ..,.................,,,,, 
,.,...., ..,.,.........................................  Name: 
P 
Exte 
-->T 
Tr 
I 
Manager Status 11 
its OK? Yes 
-Me Press [space] to view I1 I, 
Lap Press [enter] to select, Activate Lamps? Yes On Now? No 
#l: 
ESC to exit menu. 6:OOpm MTWHF 4 rings 30 min,Off 
;;; 9:OOpm MTWHF 5 Rings 60 min,Off 
after 0 min, 12:00am-11:59pm MTWHFSU 0 Rings 30 min,Off 
#4: after 0 min. 12:00am-11:59pm M7WHFSU 4 Rings 60 min,Urgent 
Ctrl-E for expanded options 
5. Type the subscriber’s last name (FEZ%]. Type the subscriber’s first and 
middle names [W). gyping a first and middle name is optional.) 
#3: 
#4: 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 
6. Choose a Personal ID. Press [(-IEnter) to accept the Personal ID the system 
offers, or type a new one (-Enter). 
P 
ADDMa 
Exte 
I Enter personal ID: /99 days 
Subscriber l:o =o:oo 
->T Guest 
Tr 
Aw 
SC 
-Me 
LamP 
;,; . Range 
Manager Status 812345 
ts OK? Yes 
Press [space] to view 
Press [enter] to select, Activate Lamps? Yes On Now? NO 
ESC to exit menu. 
6:OOpm MTWHF 4 rings 30 min,Off 
9:OOpm MTWHF 5 Rings 60 min,Off 
after 0 min, 12:OOam-11:59pm MTWHFSU 0 Rings 30 min,Off 
after 0 min. 12:OOam-11:59om MTWHFSU 4 Rincrs 60 min,Urgent 
Ctrl-E for expanded options