Comdial Execumail Voice Processing System 6.5 Instructions Manual

							236 Subscribers ExecuMail6.5 
7. The system prompts you to enter another Extension # ID for the next 
subscriber you want to add. To add more subscribers, repeat steps 4 through 
6. Otherwise, press @ to cancel. 
Adding Many Subscribers by Range 
To speed up the process of adding subscribers to the system, you can add many 
subscribers at once in a range of Extension # IDS. 
NOTE: This process may take several minutes and may keep the system from 
answering calls, depending on how many subscribers you add. Add ranges of 
extensions when call traffic is light, or busy out all the system ports and 
transfer calls to the operator. 
To add many subscribers at once: 
1. 
Sign in to the system. Press lX3J.Q to display the Personal Directory. 
2. Press a to Add. 
3. b?SS @ato select Range (-Ii 
4. Type the starting number of the range and press (Tabl. Type the ending 
number of the range and press (W). 
Enter 
Range of Extension # IDS 
Start: stop: 
5. If desired, type any numbers or letters as a prefix to the Extension # IDS 
you’re adding. Press ITab). Type any numbers or letters as a suffix to the 
Extension # IDS you’re adding. Press (a). 
Constant prefix: 
Constant suffix: 
The system displays the range you selected and asks you to confirm. 
6. To accept the range, press Q. Otherwise, press a. Follow these steps 
again to add a new range of Extension # IDS. 
Once you confirm the range, the system displays a series of status messages 
as it adds the Extension # IDS. 
If an ID in the range conflicts with a System ID already in your system, that 
particular ID is 
not added. You will see this message: 
ID . . . conflicts with existing 
ID: CID and name of 
mailbox, and was not added. 
Please make a note of this. 
Do you want to continue with the 
next Extension # ID (Y/N)? 
To continue adding the remaining Extension # IDS in the range, press a 
(piziq.  
						

							Reference Manual Subscribers 23 7 
To stop the process altogether, press @. You may then repeat these steps to 
add different ranges of Extension * IDS that do not include the conflicting 
IDS. 
When the system finishes adding the range of Extension # IDS, look through the 
Personal Directory to find the pages the system added. Each new subscriber has 
a spelled name with the Extension # ID in curly brackets { }. 
Personal ID: 812314 Voice name: 0:OO 
Extension # ID: 12314 Hold/Archive msgs: 0 /2 days 
Access: PCBF New Msgs:O =O:OO Total:0 =O:OO 
-->Transfer >Greeting --r>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:OOam-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 132: Subscriber added by range 
Recording a Name 
Unless your system is using the enrollment conversation, be sure to record a 
voice name for each subscriber you add to the system. For complete steps, see 
the topic 
Recording Voice Fields. 
Deleting Subscribers or their Messages 
When you delete a subscriber, the system deletes all the subscriber’s messages, 
private message groups, transaction boxes, and interview boxes. The system 
reassigns ownership of a subscriber’s open message groups to - SYSTEM- . You 
can reassign these open groups to other subscribers, who will then be able to 
change the message groups by phone. It’s best to delete subscribers when call 
traffic is light, since all system ports must be simultaneously free before the 
subscriber is deleted. 
You can also delete just a subscriber’s messages. When you delete a subscriber’s 
messages, the system deletes all the messages to and from the subscriber. The 
system does not delete the subscriber’s message groups, transaction boxes, or 
interview boxes. 
NOTE: The system cannot delete a subscriber while any system port is 
active. When you delete a subscriber, the console screen will remain “frozen” 
until all system ports have cleared. Only then will the system actually delete 
the subscriber. 
To delete a subscriber from the system: 
1. 
Sign in to the system. 
2. Press m to display the Personal Directory. Press IPsDnl (or use the 
Jump command) to display the subscriber’s page.  
						

							238 Subscribers ExecuMail6.5 
P 
DELETE MENU Voice name: 0:02 
Exte Hold/Archive msgs: 
0 /2 days 
This Subscriber New Msgs:O =O:OO Total:0 =O:OO 
->T 
Only Messages 
1 >Action 
Tr 
0 Take-msg 
AW 
Press [space] to view options, 
SC Press [enter] to select, 
0 Max-msg: 90 set Edits OK? Yes 
-Me 
LaImZ Esc to exit menu. I 
Activate Lamros? Yes On Now? No 
#1:-x #2: after 0 min, E:OOam- 
6:OOpm MTWHF 4 -rings 30 min,Off 
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, 12:00arn-11:59pm MTWHFSU 4 Rings 60 min,Urgent 6‘ 
. 
Ctrl-E for expanded options 
4. Press (-Enter). The system asks for confirmation: :. 
delete this subscriber and all 
Activate Lamps? Yes On Now? No 
after 0 min, E: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:OOam11:59pm MTWHFSU 0 Rings 30 min,Off 
after 0 min, 12:OOam-11:59pm MJWHFSU 4 Rings 60 min,Urgent 
Ctrl-E for expanded options 
5. Press [j=EZQ The system deletes the subscriber as soon as all ports have 
cleared. 
To delete just a subscriber’s messages: 
1. Follow steps 1 through 3 to delete a subscriber. 
2. When the system displays the Delete menu, press Q to select Only 
Messages [w). 
3. Press (e-l-1 to confirm that you want to delete all the subscriber’s 
messages. 
Activate Lamps? Yes On Now? No 
after 0 min, 
E:OOem- 6:OOpm MTWHF 4 rings 30 min,Off 
after 0 
min. 5 Rings 60 min,Off  6:00pm- 9:OOpm MTWHF 
after 0 min. 12:OOam-11:59pm MTWHFSU 0 Rings 30 min,Off 
after 0 min, 12:00am-11:59pm MTWHFSU 4 Rings 60 min,Urgent 
Ctrl-E for expanded options  
						

							Reference Manual Subscribers 239 
) ..- Sorting the Personal Directory 
 You can sort the pages of the Personal Directory either by subscribers’ last 
names, or by Personal ID. The current sort order is displayed in the upper right 
comer of each Personal Directory page. 
To sort the Personal Diiectory pages: 
1. Sign in at the system console. 
2. Press fjXQ@) to display the Personal Directory. 
3. Press IF2). Depending on how the directory is currently sorted, the system 
displays a Command menu. 
COWDMENU 
COPY 
Jump to page 
Sort by Name 
Reports 
Press [space] to view options, 
Press [enter] to select, 
ESC to exit menu. COMMAND MEND 
COPY 
Jump to page 
Sort by ID 
Reports 
Press [space] to view options, 
Press [enter1 to select, 
ESC to exit menu. 
4. Press FJ to select the way you want the pages sorted and press (-1. 
Or, press @ to keep the same sort order. 
The Subscriber Conversation 
Subscribers use the voice mail system by calling from any touchtone telephone, 
and identifying themselves to the system by entering a Personal ID and security 
code. Most subscribers use the system by answering a series of yes-and-no 
questions. This series of questions lets subscribers perform four basic actions: 
n Check new messages 
n Leave messages 
n Review old messages 
n Change setup options 
i .- 
L 
Through setup options, subscribers can change many aspects of their voice mail 
setup themselves by phone, including: 
n Record and switch between their standard and alternate personal greetings. 
n Create, edit, list, and delete message groups they own, including changing 
the group’s name or list of members. 
n Turn call transfer to their extension on or off, including changing the 
telephone number where calls are transferred 
n Turn call screening on or off (if available). 
I 
Turn call holding on or off (if available). 
n Change their message delivery telephone numbers and schedules. 
n Change several personal options, such as their security code, recorded 
name, spelled name, and directory listing. 
The system manager can control many of the features a subscriber can change 
by phone by adding or removing codes in the subscriber’s 
Access field.  
						

							24 0 Subscribers ExecuMail6.5 / 
, 
,- 
Speed Keys 
Subscribers can use speed key sequences to jump ahead in the conversation 
directly to a particular option. The speed key sequences use the 4, 5,6, and 7 
keys on the keypad. For example, after entering a Personal ID and security code, 
a subscriber can press 754 to jump directly to adding a message group. By 
pressing 3 during a yes-and-no question, subscribers hear a help menu that lists 
the speed key .for each option associated with that question. : 
For complete details on speed key sequences, see the User’s 
Guide. 
Quick Option Menus 
Some subscribers may want to hear special quick option menus in place of the 
yes-and-no subscriber conversation. To do this, add the M access code to the 
subscribers Access field. For details explaining how the menu mode 
conversation works, see the User’s 
Guide and the Quick Option Menus card. 
For related information, see: 
m Calf Holding 
n Call Transfer & Call Screening 
n Messages 
n Message Delivery 
n Message Groups 
n Message Notification 
n Message Playback 
I Message Receipts 
8 Message Taking 
w Message Waiting Lamps 
w Security Codes 
w System IDS 
n System Manager 
Sac also: 
n 
The User’s Guide 
n The Quick Option Menus card 
‘.._ . 
,,.; :~ 
‘1. 
-; 
. 
.  
						

							Reference Manual Switch Setup 24 1 
Switch Setup 
You set up ExecuMail to work with your particular Comdial telephone system (or 
“switch”) at the QuickStart Switch Setup Screen. Since ExecuMail is shipped with 
pm-defined parameters for several Comdial telephone systems, filling in the fields 
on the QuickStart Switch Setup Screen is as easy as typing 
COM followed by a 
space, then pressing I-1 to select the correct Comdial model. 
This topic explains the fields on the QuickStart Switch Setup Screen, and provides 
guidelines if you need to change them after installation. 
For details on how to connect the voice mail system and the Comdial telephone 
system, see the Insfdlation Manual. For details about the Comdial telephone 
system, read the voice mail system’s on-line help, and check the Comdial 
telephone system documentation. 
Automatic Switch Setup 
To view the QuickStan Switch Setup Screen, sign in to the voice mail system and 
press [CtrlHS]. The default QuickStart Switch Setup Screen, Page 1, appears 
(Figure 133). Press m or ~ to view additional pages. 
1. Switch: ENTER COMDIAL HERE 
2. Integration Options: comvm dt Select Comdial Switch COMDEFS .6 
3. Outdial Access: 9, 
4. Transfer Initiate: &,X 
Connect: Q Recall: &, 
Busy Recall: &, 
5. TT PronptlMsglRecord: 5 II /9 
6. Answer on ring low? Yes 
I. Ring-on time: 20 
8. Pooled delay: 450 Release on LCR? Yes 
Off-hook delay: 25 
Ring-off time: 40 
Figure 133: QuickStart Switch Setup Screen, Page 1 
The QuickStart Switch Setup Screen sets the following information about the 
Comdial telephone system: 
n Call transfer access codes 
n Message waiting lamp activation codes 
n Outdial access code 
n DTMF (touchtone) sensitivity 
n Ring and busy cycle characteristics  
						

							242 Switch Setup ExecuMail6.5 
The voice mail system is shipped with a Switch Setup library that includes these 
parameters pm-defined for Comdial telephone systems. 
To set the parameters for a Comdial telephone system: 
1. 
In the Switch field on the QuickStart Switch Setup Screen, Page 1, type 
COM followed by a space, then [-I. The first switch in the 
library appears. 
2. Press a to select the Comdial telephone system offered, or lj$j to display 
the next match. When the correct Comdial telephone system is displayed, 
press a. 
3. Recheck your choice and press fVJ to confirm. The fields on the QuickStart 
Switch Setup pages are filled in with the values b&suited for the Comdial 
telephone system. 
On-Line Help 
ExecuMail provides on-line help for the QuickStan Switch Setup Screen, for the 
Comdial telephone system currently selected, or for any other Comdial telephone 
system in the Switch Setup library. The on-line help for the QuickStart Switch 
Setup Screen describes each field on each page. The on-line help for a Comdial 
telephone system gives guidelines for programming it to work with the voice mail 
system. 
To view on-help for the QuickStart Switch Setup Screen: 
1. Sign in to the voice mail system. 
2. Press [MHS] to view the QuickStart Switch Setup Screen, Page 1. 
3. Press a to view help for the QuickStart Switch Setup Screen (Figure 134). 
The Switch Setup screen contains three pages of information 
that defines how the voice mail system works with your telephone system. 
************************************************************************** 
* 
Press [Fll again for help on the particular telephone system * 
* 
currently configured for the voice mail system. * 
******t*t***t***************************~~~~~~~~~*~~~~~~~~~~~~~~~~~~~~~~~~ 
CHOOSING A TELEPHONE SYSTEM 
Type COM followed by a space and press [Enter]. The voice mail system 
will offer you the matching phone system models and software versions it 
has in its switch library, one at a time. Be sure to select the correct 
software version and model number. 
If you select one of the choices the system offers, all the parameters on 
the Switch Setup Screen pages are automatically configured for that 
telephone system. 
Figure 134: Switch Help Screen 
4. Press 0 153 [Pg IPson) to view the help file. 
5. Press a again to view the help file for the Comdial telephone system 
currently selected (Figure 135).  
						

							Reference Manual Switch Setup 243 
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I. INTRODUCTION 
This file gives basic information on integrating the voice mail System 
with the Comdial ExecuTech 2000 Series telephone system, including: 
> Equipment Needed 
> Connecting the Voice Mail System 
> Switch Programming 
> Voice Mail Programming 
> Application Notes 
Refer to the Reference Manual for more information on the voice mail 
system. 
II. EQUIPMENT NEEDED 
1. OPX Module for every two single line station ports. Terminate these 
lines at two-line RJ14 jacks at the voice mail system location. 
Figure 135: Help screen for a particular Comdial telephone system 
6. Press @ to exit help. 
To view on-line help for a Comdial telephone system without setting its 
parameters: 
1. In the Switch field on the QuickStart Switch Setup Screen, Page 1, type 
COM followed by a space, then [t-r). 
2. Press Q to select the Comdial telephone system offered, or @ to display 
the next match. When the correct Comdial telephone system is displayed, 
press 8. 
3. When asked to confirm your choice, press a. 
4. When asked if you want to view help for the Comdial telephone system, 
press a. 
5. Press @ to exit help. 
Changing Switch Setup Parameters 
If the default parameters for the Comdial telephone system do not work correctly 
on the Comdial telephone system, you may need to change some of the 
parameters on the QuickStart Switch Setup Screen. 
The QuickStart Switch Setup Screen includes three pages: 
n Page 1 sets special integration options, dialing codes, touchtone sensitivity, 
and incoming call timing. 
m 
Page 2 controls message waiting lamps, dialout timing, and call holding. 
n Page 3 sets ring detection and a special parameter for voice detect. The ring 
detection parameters are locked. 
Integration Options 
The Integration Opt ions field on Line 2 of the QuickStart Switch Setup 
Screen, Page 1 sets special integration options that control how the voice mail 
system works with the Comdial telephone system (Figure 136).  
						

							244 Switch Setup ExecuMail6.5 
3. Outdial Access: 9, 
4. Transfer Initiate: &,X 
Connect: Q Recall: & 
Busy Recall: & 
5. TT Prompt/l&g/Record: 5 /7 19 
6. Answer on ring low? Yes 
7. Ring-on time: 10 
8. Pooled delay: 450 Release on LCR? Yes 
Off-hook delay: 5 
Ring-off time: 40 
Figure 136: QuickStart Switch Setup Screen, Page 1 
The valid entries for the Integration options field are: 
COMVM 
Enables the Comdial integration. 
DT 
Enables the voice mail system’s dialtone detection. Whenever the ExecuMail 
system is recording a message, it will listen for dialtone. If ExecuMail detects a 
dialtone, it assumes the caller has hung up and ends the recording and the call. 
If the D call transfer option is used, ExecuMail also pauses a few seconds to 
check for dialtone on a call before transferring the call. If dialtone is detected, 
ExecuMail assumes the caller has hung up and terminates the call without 
transferring it. 
In general, the more sensitive the setting for dialtone detection, the more likely 
ExecuMail will mistake a caller’s voice for dialtone. If this happens during a 
message or transfer, ExecuMail will cut off the caller. If dialtone detection is not 
sensitive enough, ExecuMail will record dialtone into messages and transfer calls 
when the caller has already hung up. The following integration options control 
different aspects of the voice mail system’s dialtone detection sensitivity: 
DTl=n.n 
Threshold correlation to be seen as dialtone, where RR is a percentage. Default 
setting is DT1=35, the lower the threshold percentage is set, the more likely 
dialtone will exceed the threshold. Possible settings range from 15 to 95. 
DT3 =P 
Where R is the number of consecutive buffers which must have correlation in 
order for ExecuMail to detect dialtone. Default settir.2 is DT3=2, possible settings 
range from 1 to 5. The lower the setting, the more likely ExecuMail will detect a 
dialtone. 
DT~=M 
Number of nybbles (1 nybble = 4 bits) between samples, where rz~ is an even 
number between 16 and 128. Default setting is DT4=64. The smaller this number, 
the more samples are taken, which increases the likelihood of detecting dialtone. 
On the other hand, the lower the number is set, the more work ExecuMail is 
performing, and the more likely ExecuMail is to pause or hesitate. 
DT9=0 
Disable Checkpoint Dialtone detect on transfer. When Dialtone Detect is 
activated, entering DT9=0 on the Integration Options line will disable 
‘--  
						

							Reference Manual Switch Setup 245 
dialtone detection on transferring calls to the operator. ExecuMail will continue 
to listen for dialtone while recording messages, to make sure a caller has not 
hung up. To turn this feature back on, enter DT9=1. 
DTMFCP 
Tells the voice mail to listen for DTMF touchtones rather than ringback and busy 
when transferring. 
HUT=a 
Enable immediate disconnect signalling. Enterting HUT=a on the Integration 
Options line will enable immediate disconnect on hang up. 
OTL=n 
Outdial trigger length. By default, ExecuMail considers a telephone number to 
dial an external call if it has more than 5 characters (including any special 
dialing characters). However, if you need to change this value, you can do so by 
adding the outdial trigger length parameter. 
To change the outdial trigger length, enter 
OTL=n where R equals a number 
between 4 and 15. For example, enter 
OTL=ll. In this example, the system 
considers telephone numbers with 11 or fewer characters internal extension 
numbers, and longer telephone numbers are considered external calls. 
Dialing Codes 
The ExecuMail system needs to know what codes to dial in order to access 
particular features of the Comdial telephone system. These use special telephone 
number characters which are listed in the topic Message Delivery. 
Outdial Access 
For the ExecuMail system to place outside calls (to deliver messages off-site or to 
activate pagers), it must know the Outdial 
Access code. This sequence (typically 
“9,” for ninepause) is what ExecuMail dials to get an outside line. 
NOTE: By default, the voice mail system automatically dials the outdial 
access code before dialing any message delivery telephone number longer 
than 5 digits. This will cause a problem if your Extension # IDS or message 
waiting lamp control sequences are longer than 5 digits. To disable the 
outdial access code for any particular telephone number, put a comma (,) in 
front of the first digit of the telephone number (for example: ,5551234) or 
change the outdial trigger length. 
Call Transfer Sequences 
For the ExecuMail system to transfer calls, it must know the transfer dialing 
sequences for a single-line telephone. It must know how to put a caller on hold, 
call an internal extension, and connect the caller or return to the caller if the 
extension is busy or not answered. The specific call transfer sequences are as 
follows: 
Initiate 
The Initiate sequence is what the ExecuMail system dials to put an outside caller 
on hold and ring an internal extension. The & , 
x stands for a hookswitch flash, a 
pause, and the extension number.