Comdial Execumail Voice Processing System 6.5 Instructions Manual

							246 Switch Setup ExecuMail6.5 i: 
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Recall 
The Recall sequence is what the ExecuMail system dials to return to the outside 
caller when the internal extension did not answer. It is most commonly &, for 
hookswitch flash, then pause. 
Busy Recall 
Busy Recall is what the system dials to return to a caller on hold when the called 
extension is busy. It is usually the same as the Recall sequence. 
CoMect 
Connect is what the system dials to complete the transfer of an outside caller to 
an internal extension. Typically, it is Q for hangup. 
Touchtone Sensitivity 
NOTE: The touchtone parameters listed on Line 5 of the QuickStart Switch 
Setup Screen, Page 1, are for analog voice boards only. These parameters 
have no effect on DSP boards’ touchtone sensitivity. 
When the ExecuMail system is playing and recording messages and prompts, it 
has the difficult task of trying to recognize real touchtones dialed by the caller 
while screening out the “false” touchtones which momentarily occur in natural 
human speech. 
Since there is no real audible difference between the sound of dialed touchtones 
and the spoken ones, the system can only distinguish between them on the basis 
of their length. Dialed touchtones are usually longer than spoken ones, so the 
ExecuMail system ignores tones below a certain length. 
The ExecuMail system has three different minimum lengths for touchtones. One is 
used when the system is playing a prompt and expects the caller to enter 
touchtones. The second is used when the system is playing back a message 
recorded over the telephone and knows that the caller might enter a touchtone. 
The third is used when the system is recording a message and doesn’t expect the 
caller to enter a touchtone. Those are stored on Line 5 of QuickStart Switch Setup 
Screen, Page 1. 
Unless you experience problems with the system failing to recognize touchtones, 
you do not need to change these values. If you experience a problem with the 
ExecuMail system not recognizing dialed touchtones, try reducing the “prompt” 
DTMF length by one unit at a time until EkecuMail consistently recognizes dialed 
touchtones. The minimum value you can enter is “4” (40 milliseconds). 
The three different levels are specified on line 5. They are specified in 
hundredths of a second (for example, a 6 means ignore tones shorter than 6 
hundredths of a second or 60 milliseconds). 
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							Reference Manual Switch Setup 24 7 
Incoming Call Timing 
The following parameters affect the ExecuMail system’s response to an incoming 
ring signal. There is no need to adjust these values unless you are experiencing 
problems with ExecuMail failing to answer incoming calls, except for Ring-on 
and Ring-off times. All timing parameters are in hundredths of a second (for 
example, 50 means one-half second). 
Answer on ring low 
Answer on ring low tells the ExecuMail system whether to wait through a 
complete ring on incoming calls before answering. 
Off-hook delay 
Off-hook delay tells the ExecuMail system how long to wait after answering the 
telephone before speaking or accepting touchtones. 
Ring-on timeandRing-off time 
Incoming calls send a ring signal to the ExecuMail system with a voltage 
alternating on and off. Line 7 specifies (in tenths of a second) the length of the 
on and off periods in the ring cycle. The defaults are: Ring on Time: 10, 
Ring off time 40,which means 1 second for on, 
4 seconds for off. 
Pooled Delay 
Pooled Delay is the length of time the ExecuMail system should wait for the ring 
signal to settle after answering a call when the lines are set for pooled ringing. 
ExecuMail ignores any ring signals received during this waiting period. This can 
be modified for systems which do not stop the ring signal to other ports quickly. 
Release on LCR 
This tells the ExecuMail system whether to assume the caller has hung up when it 
receives a loop current reversal signal from the Comdial telephone system. 
Message Wajthg Lamps 
Message waiting lamps are programmed on the QuickStart Switch Setup Screen, 
Page 2 (Figure 137). 
10. Message Lamp On: *3,X 
Off: #3,X 
Reset All Lamps? No Retries: 2 
Interval (mins): 4 
Daily Lamp Reset: 
11. Dialout (,)= 200 
pause (;)= 300 Hookflash C&j= 50 (%)= 200 
12. Dialout DTMF duration: 10 DTMF irterdigit 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 137: QuickStart Switch Setup Screen, Page 2 
For ExecuMail to control message waiting lamps on the Comdial telephone 
system, ExecuMail must know: 
n The code to dial to turn a message waiting lamp on 
n The code to turn a message waiting lamp off  
						

							248 Switch Setup ExecuMail6.5 
n How many times to dial each code to make sure it takes effect 
n How long to wait between dialout attempts to the same message waiting 
lamp 
These values are entered on Line 10 of the QuickStart Switch Setup Screen, 
Page 2. The two dialing codes must include an x to indicate where the extension 
number should go. 
Dialout Timing 
, 
Dialout timing parameters affect voice mail system’s dialing out to place calls. All 
times are specified in hundredths of a second. i_ 
” 
c: 
.._ 
Dialout Pause 
The two Dialout Pause fields on line 11 specify the length of a pause for a 
comma (,) and a semicolon (;) in a dialing sequence. 
Hookflash Times 
Hookflash times on Line 11 specify the on-hook period of a hookflash when 
encountering an ampersand (&) and percent sign (%) in a dialing sequence. 
Dialout DTNF Duration 
/ DTMF interdigit delay 
Dialout DTMF Duration and DTMF Interdigit Delay on Line 12 specify how long 
ExecuMail should sound a touchtone and how long it should wait between 
touchtones when dialing. Dialout DTMF Duration is a locked field. 
I 
Dialtone Delay 
Dialtone Delay specifies the length of time ExecuMail should wait before dialing 
after going off hook to place a call. 
Call Holding 
#en FxecuMail attempts to transfer a call and the line is busy, the caller can be 
allowed to hold until the line becomes free. This process is described in the 
Call 
Holding 
topic. The following parameters on the QuickStart Switch Setup Screen, 
Page 2 affect call holding. 
Maximum Lines Holding 
On line 14, you may specify the maximum number of calls allowed to hold in the 
system at one time and the maximum number of calls allowed to hold for a 
particular extension at one time. Each holding call occupies one port, so you will 
want to set the maximum to a value less than the voice mail system’s total 
number of ports to avoid having the whole system tied up with calls on hold. .- 
..- 
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$-- 
Holding Pattern 
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							Reference Manual Switch Setup 249 
Extra hold time between tries 
Specifies how long (in tenths of a second) ExecuMail should wait between 
transfer attempts. Setting this parameter lower tends to put calls through a little 
more quickly. Setting it higher tends to make the holding conversation sound 
better to the caller. The default value is 50, which means ExecuMail waits 5 
seconds between transfer attempts. 
Ring Defection 
Whenever ExecuMail dials out, either for message delivery or to transfer a call, it 
monitors the line and listens for a ringback signal, busy signal, or connection. To 
detect these signals correctly, ExecuMail must know what the ringing and busy 
signals sound like on the Comdial telephone system. In particular, ExecuMail 
needs to know the signal patterns or ringback (the on and off periods) of these 
signals. 
The QuickStart Switch Setup Screen, Page 3, Lines 20 through 28, lists the 
parameters that tell ExecuMail what signal patterns to expect on the Comdial 
telephone system. The parameters on Lines 20 through 28 (Figure 138) are 
locked. 
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 let high %: 9 
25. lax short low in dbl ring: 1 26. Max time busy 1st low: 60 27. lax 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 
Balo~ 1st lOW %: 10 
Below 2nd low %: 8 Below 1st high %: 9 
fin long low: 287 
pax time busy 2nd low: 60 Busy states over rings: 0 
Max ail. long: 350 ehort: 350 
Figure 138: QuickStart Switch Setup Screen, Page 3 
Voice Defect Paramefer 
TheMax time to wait for voice field on Line29 0ftheQuickStar-t 
Switch Setup Screen, Page 3 sets the number of seconds the system waits for a 
caller to speak for voice detect boxes, and boxes using voice detect call holding. 
This parameter is not locked. See the topics 
Voice Defect and Cull Holding for 
details. 
For related information, see: 
n Applications 
n Call Holding 
n Call Transfer & Call Screening 
n Opening Line 
n Operator Box 
n Port Applications 
n Voice Detect 
See also: 
n The QuickStafl Application Manual 
n The Installation Manual  
						

							250 System IDS ExecuMail6.5 
System IDS 
Every entity, whether a subscriber, guest, interview box, transaction box, voice 
detect box, directory group, or directory menu, is identified by a unique 
System ID. System IDS are crucial to the system’s proper operation. They are used 
to route calls to the proper extensions and mailboxes, and can be used to link 
transaction boxes, voice detect boxes, and interview boxes for advanced call 
routing and audiotext features. 
Examples of System IDS 
There are several different types of System IDS. (See Figure 139.) For example: 
n Extension # IDS 
n Personal IDS 
n Box IDS 
n Directory IDS 
n Special System ID for numbered groups 
ID 
1 
Extension # ID 
Personal IDS 
Box IDS Identifies 
A subscriber’s mailbox. 
(Callers dial this 
“extension” to reach the 
subscriber.) 
Subscribers and Guests 
Transaction Boxes 
Interview Boxes 
Voice Detect Boxes 
Operator Box 
Public Fax Box 
Directory IDS Automatic Directory 
Assistance 
Numeric Directory 
Assistance (directory 
groups and menus) 
Special System ID for 
Numbered Groups Subscribers leaving 
messages for message 
groups by number 
Ygure 139: Types of System IDS ?ersonal Directory Screen 
Personal Directory Screen 
Transaction Directory Screen 
QuickZart Application Screen, Page 3 
QuickStart Application Screen, Page 6 ( 
QuickStart Application Screen, Page 6 
ID for Alpha Directory 
Groups Screen 
QuickStart Application Screen, Page 6 
ID for Num Groups  
						

							Reference Manual System IDS 251 
Extension # IDS 
An Extension # ID is the “extension” a caller dials to reach a subscriber. YOU 
may think of it as the number of the subscriber’s voice mailbox on the system. 
Usually an Extension # ID matches a subscriber’s actual telephone extension 
number. However, this may not always be the case. For example, two subscribers 
who share the same telephone extension will have different Extension # IDs on 
the voice mail system. 
Personal IDS 
A Personal ID identifies the caller to the system. The system identifies subscribers 
and guests through their Personal IDS. A subscriber’s Personal ID is often created 
by adding an extra digit onto the front of the subscriber’s Extension # ID, but 
other Personal ID conventions may be used. 
When 
subscribers call the system and enter their Personal IDS, they can listen to 
their messages, leave twoway messages for their own guests and for other 
subscribers, and change their setup options. When guests call and enter their 
Personal IDS, they can trade twoway messages only with their host subscriber. 
Box IQs 
A Box ID is similar to an Extension # ID, but it identifies a transaction box, 
interview box, or voice detect box, rather than a subscriber. On the Transaction 
Directory screen, this ID is simply labeled System 
ID. A Box ID is also used to 
reach the Operator Box or the Public Fax Box. Callers can dial Box IDS like any 
other Extension # ID to reach a particular box. The system may also use Box IDS 
for automatic routing of calls and in onekey dialing menus. 
Each voice detect box added to the system uses a Box ID. In most cases, callers 
are not allowed to dial a voice detect box’s ID, because it contains the $ symbol. 
The “$” symbol prevents callers from accessing the voice detect box directly. 
Usually, callers reach a voice detect box by speaking “Yes” or by being routed 
automatically, instead of pressing an ID. See Inter& 
IDS later in this chapter for 
more details on hidden IDS. 
The Operator Box ID is set on the QuickStart Application Screen, Page 3. The 
Operator Box ID is set to 0 (zero) by default. 
If your office uses Fax Detect, you may also use a special Box ID for the Public 
Fax Box. On the QuickStart Application Screen, Page 6, this ID is labeled Fax 
ID. Outside callers can press the Fax ID when they call you from a fax machine 
telephone. Once the caller hears the fax tone, he or she presses the Send or Start 
button on the fax machine to send the fax. Or, if the system hears a fax tone 
when it answers a call, it can route the incoming fax to the Public Fax Box 
automatically. 
Directory /Ds 
Callers press a Directory ID to hear directory assistance, when they don’t know a 
subscriber’s extension number. Some organizations use the automatic directory, 
which allows callers to find out a subscriber’s Extension # ID by spelling the first  
						

							252 System IDS EkecuMail6.5 
,” 
three letters of the subscriber’s last name on the touchtone keypad. The default 
Directory ID for automatic directory assistance is 555. 
For organizations with many callers who have only numbers on their touchtone 
keypads, or whose callers prefer to press numbers instead of letters, you can set 
up numeric directory assistance, using directory groups and directory menus. 
Each directory group and directory menu can have its own Directory ID. To give 
you an idea of how this type of directory assistance can be used, the system is 
shipped with an example of numeric directory assistance that uses the System ID 
$4 11. To try the numeric directory assistance example, change the System ID to 
an ID you can dial. For more details, see the topic 
Directory Assistance. 
Special System Ill for Numbered Groups 
You may allow subscribers to leave messages for message groups by pressing 
numbers to identify the group, instead of spelling the group’s name. To allow 
subscribers to do this, you enter a special System ID in the 
ID for Num 
Groups 
field on the QuickStart Application Screen, Page 6, and starting each 
group’s name with three digits (for example, 234 Sales Department). 
To send a message to a message group by number, a subscriber first presses a 
special System ID for numbered groups, then the group’s number. Since the 
numbers used for message groups may duplicate other System IDS, the system 
uses the special System ID for numbered groups to tell when a subscriber is 
going to press a message group number. 
Rules for System IDS 
Callers enter System IDS from a touchtone telephone to tell the voice mail system 
how to route their call or to identify themselves to the system. Each System ID 
may be up to ten digits in length. 
Most important, each System ID must be 
unique. 
No two entities in the system can have the same System ID. 
A System ID is usually entered and displayed as numbers on-screen. However, it 
can also be represented as letters, or even include the symbol V’. 
For systems using a lettered keypad map, when letters are used in an ID, the 
system translates the letters into the corresponding numbers on the telephone 
keypad. On some keypads, there are three different letters associated with each 
of the touchtones 2 through 9. For example, on some keypads the touchtone 2 is 
associated with the letter A, B, or C. The touchtone 9 is associated with the letter 
W, X, or Y. If your system uses a lettered keypad map, as you assign System IDS 
keep in mind that it is the touchtone numbers themselves that make a System ID 
unique, and not the corresponding letters. For example, on the Q=7, Z=9 keypad 
map, the System ID “SANDY” is identical to the System ID “BANDY’, because 
each ID translates to the System ID “72639”. Similarly, the System ID “AAA” is 
identical to “BBB”, because both translate to “222” in touchtones. 
i., 
I, 
!. 
. . 
. 
. 
When a symbol (such as the dollar sign ‘I$“) is used, the System ID cannot be 
dialed from a touchtone telephone. This allows you to hide System IDS from 
direct telephone access.  
						

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Reference Manual System IDS 253 
How the System Listens for IDS 
Whenever the system asks a subscriber a question, it listens for touchtones that 
indicate the subscriber’s answer, usually 1 for yes, 2 for no, or a quick option 
menu choice. When the system asks for an “extension number”, it is listening for 
a System ID. At other times when the system speaks, it is also listening for 
System IDS. 
The system listens for System IDS on a digit-by-digit basis. When a caller enters an 
ID, the system examines the first touchtone to see if by itself it is a valid System 
ID. If not, the system adds on the second touchtone to see if it matches a valid 
two-digit ID. If it doesn’t, it adds on the third touchtone to see if it matches a 
valid three-digit ID. This process repeats for every touchtone, until the touchtones 
match a System ID or until there are no more touchtones to check. 
Touchtones entered: 76543 
THE SYSTEM DETERMINES: 
Does 7 
match a System ID? NO 
Does 76 
match a System ID? NO 
Does 765 
match a System ID? NO 
Does 7654 match a System ID? YES 
The System Routes the Call to Extension # ID 7654 
Figure 140: How the system listens for IDS 
As soon as the system matches a valid System ID, it responds with the 
appropriate action. If it matches a Personal ID, the system starts playing the 
subscriber conversation to allow the subscriber or guest to check messages. If it 
matches an Extension # ID or Box ID, the system follows the Transfer -> Greeting 
-> Action sequence that is programmed for the subscriber or transaction box, with 
that ID. Typically, this involves transferring a call to a particular telephone 
extension or taking a message if the line is busy or goes unanswered. 
Con fbcting IDS 
The system’s method of listening for System IDS provides quick responses from 
the system, but it has an important impact: 
it limits the number of unique 
System IDS. Since the system acts as soon as it heals; a valid System ID, it is 
impossible to have a long ID that begins with digits that match a shorter ID. For 
example, you cannot have both 234 and 2345 as System IDS, because as soon as 
the system hears the touchtones 2-3-4, it matches a valid System ID. Immediately, 
the system responds and directs the call accordingly. The system would never 
hear the ID 2345. 
The system gives you an error message. if you try to add a System ID that conflicts 
with an ID already created. For example, if the ID 234 is already stored as a valid 
System ID, you would not be able to add the System ID 23 or 2345, because each 
conflicts with the existing ID 234. You could, however, add the System IDS 233, 
235, or 24.  
						

							254 System IDS EiecuMail6.5 
NOTE: To lessen confusion, we recommend you use IDS that all contain the 
same number of digits. This also maximizes the total number of IDS available. : 
If a sequence of touchtones does not match a valid System ID, the system waits 
up to three seconds to see if any more touchtones are pressed. If not, the system 
responds: 
“1zn sorry, I did not hear your selection. Please reenter your selection now” 
[PH-Box_BadlDorPasswordj 
If a caller does not enter a valid Personal ID or Extension # ID after several tries, 
the system can either disconnect the caller or route the caller to a “need help” 
System ID, such as the System Operator Box (System ID 0). 
You control this feature on the QuickStart Application Screen, Page 6. Line 53 has 
two fields, Max ID 
attempts and Bad ID Goto-->. Enter the number of 
times a caller may try to enter a valid Personal ID in Max ID attempts. The 
default is 4 tries. Enter the System ID that callers who need help should be routed 
to in the Bad ID Goto--> field. 
lf you leave the Bad ID Goto-- > field blank, callers who do not enter a valid 
System ID in the maximum number of tries allowed are disconnected. 
Infernal IDS 
There may be occasions when you want to prevent callers from dialing up a 
subscriber or transaction box. You can do this by assigning a System ID that 
contains the symbol I’$” which cannot be dialed from a touchtone keypad. These 
are called internal IDS or 
hidden IDS. 
Internal IDS can still be used in the system’s automatic call routing features, but 
they cannot be dialed by callers directly. For example, any System ID with a 
dollar sign symbol ($) as the first character is an internal ID. 
. The most common use of internal System IDS is for linking voice detect boxes, 
transaction boxes, or interview boxes through the GotoID field, or the System 
ID if no !PTS field on the QuickStart Application Screen, Page 2. For 
example, the system comes with a Public Interview Box with a System ID of $PM. 
This ID is used because a caller never needs to dia! the Public Interview Box 
directly. A caller is routed to the Public Interview Box automatically only when 
the operator is not available, or when a caller does not press any touchtones 
when calling after hours. 
Planning Your System IDS 
Before assigning System IDS, you should first estimate what kind and how many 
System IDS you will need, then design an easy-to-remember numbering system 
that best meets these needs. 
!:;.. 
,^ I 
::; 
. . 
I 
:... 
. 
1 
. . 
The number of System IDS you require determines how many digits you should 
have in your IDS. The table shows you roughly how many unique IDS are 
available for a particular ID numbering plan. When determining how many digits 
‘L 
,’  
						

							Reference Manual System IDS 255 
to have in your IDS, be sure to allow plenty of spare System IDS for future growth. 
Remember, System IDS will be assigned not only to subscribers, but also to all 
transaction boxes, interview boxes, and subscribers’ guests. 
Number of ID Digits Number of Unique IDS 
3 900 
4 
9,000 (9 thousand) 
5 90,000 
6 
900.000 
7 
9,000,OOO (9 million) 
6 90,000,000 
9 
900,000,000 
10 9,000,000,000 (9 billion) 
assumes Operator Box ID = 0 
Ranges of System IDS 
You may want to assign particular ranges of IDS to a particular purpose. For 
instance, you could reserve System IDS 10 through 19 for menus (transaction 
boxes) which can be accessed by outside callers, IDS 200 to 399 for 
Extension * IDS for subscribers, IDS 8200 to 8399 for subscriber Personal IDS (8 + 
their Extension # ID), and IDS 7200-7399 for guest’s Personal IDS. You could also 
assign additional System IDS beginning with a dollar sign symbol ($) for internal 
IDS on transaction boxes that handle interviews or special call routing. 
Operator Box ID 
Note that the default System ID is 0 for the Operators Box (QuickStart 
Application Screen, Page 3). This precludes any other System ID beginning with 
the digit 0. 
Special System ID for Numbered Groups 
If you allow subscribers to leave messages for message groups by pressing 
numbers to identify the group, you must enter a special System ID in the 
ID for Num Groups field on the QuickStart Application Screen, Page 6, and 
start each group’s name with three digits (for example, 234 
Sales 
Department). 
For this special System ID for numbered groups, you should choose a number 
that is easy for subscribers to enter. While you should try to use a short number, 
keep in mind that a short number prevents you from using some System IDS. For 
example, using 14 prevents you from using any other System IDS that start with 
14, such as 14CL149 and 1400-1499.