Comdial Execumail Voice Processing System 6.5 Instructions Manual

							Learning ExecuMailLesson 3: Adding Subscribers & Guests55
This third method “delivers” a subscriber’s messages directly by phone. A
subscriber need not think about messages until the voice mail system calls.
Message delivery is flexible and adaptable. In fact, the system can “hunt” for a
subscriber by dialing a series of telephone numbers. (Note that while a guest
does not have an extension, the voice mail system does announce that messages
are waiting when a guest calls the system. The voice mail system can call a guest
periodically, as well.)
Message notification and delivery are controlled by settings found on each
subscriber’s and guest’s Personal Directory page. The subscriber can change
many, though not all, of these settings by phone using setup options. The system
manager can also change these settings at the system console. Let’s look at this.
If you are signed out, at the Banner Screen, sign back in as “Chris”...
Press: QPlease enter your ID:
Type: 8890 
(-1QuickStart APPLICATION Page 1
is shown.
After you sign in...
Press: [ctrlHPERSONAL DIRECTORY isshown.Chris Aaronson’s Personal Directory page should be on-screen now. Notification
via a message lamp (or stutter dialtone) and delivery are controlled in the
Message 
Notif ication and Delivery area of the screen. Let’s look at
these features briefly.
Lamp notification can be turned on or off. 
lamp # holds the number the system
must dial to activate and deactivate the lamp. The current lamp status is
displayed in the right-hand comer.
Lines 1 to 4 are programmed with each number the system should try for
delivery. Line 1 is usually considered the subscriber’s “work’ telephone number.
This field usually contains the shorthand x notation meaning deliver messages to
the extension first. Line 2 is typically a subscriber’s home telephone number.
Lines 3 and 4 are provided for alternate delivery numbers (a car telephone and a
pager, for example). Line 4 is typically used for delivering urgent messages only.
Various combinations of options let you tell the system how long to wait after a
message is received before trying to deliver it, and the valid delivery times and
days. You can tell the system how many times to ring 
ttie delivery telephone
number before assuming no answer and how long to wait before trying again.
Finally, you can turn delivery to a particular telephone number on or off, and if
delivery is on, specify whether each message should be delivered as it arrives or
allowed to accumulate in batches. You can also program the system to deliver
only urgent messages.
The 
QuickStart Application Screen, Page 5 controls the initial message delivery
and notification settings for a Personal Directory page. Delivery features are
highly flexible. A wide range of situations can be accommodated. For an in-depth
discussion of the fields and options, see the Reference 
Munua[.
;
:
.:. 
						

							56Lesson 3: Adding Subscribers 6: GuestsExecuMail6.5
Access CodesLet’s look at the other individual subscriber options available on the Personal
Directory page. These control subscriber access to certain features and control
how to transfer calls and take messages for the subscriber. Since a guest does not
have an extension, these features do not apply to guests.
The many access, transfer, and message taking options have been preset by your
installer to best meet your initial needs. These features make the system
adaptable to wide range of situations. The 
QuickStart Application Screen, Page 5
contains the initial settings used for any new Personal Directory page.
We’ll look at these features briefly. For a detailed discussion, see the Reference
Manual.
Access lets you configure an individual subscriber’s ability to do key things on
the system. You can enter a series of one-letter access codes to grant or deny
particular system features to subscribers. For example, placing the letter R in this
field prevents a subscriber from redirecting messages- There are many valid
access codes and they can be used in many combinations. Access codes are set
initially by your installer.
Access Code Options WindowThe system provides a special 
popup window to remind you of the access codes
and what they do. Take a look...
iE
I:
Personal ID: 8890
xtension # ID: 890
=ACCESSCODE
A 
[ 1 No Setup Options
B [‘I No Rect Summary
C [*I No Public Notify
D [ 1 Not in Directory
E [ 1 Messages by Ext
F [ 1 First-Time Enroll
G [ 1 Cant Edit Greet
H [ 1 Unused
I [ 1 Unused
‘reSSfJ+t TABorSh
:.:.;;.; ‘ip’:&:;Xf :+C.-o. N ‘:p; .&I,- .., .E) ,,I R:,.E:‘C T -0 R YNariie: A&&son; &i-isSYSTtiM MANAGEVoice name: 0Hold/Archivev..,,DPTIONS== Press ESC to Exit
J 
[ 1 Unused
K [ 1 Can Edit Holding
L [ 1 Message Length
M 1 1 Menu Mode
N [ 1 Hands-Free Play
0 [ I No Old Messages
P [ 1 No Public Message
Q [ 1 No Urgent Message
R [ 1 Cant RedirectCant Send Message
Traditional Order
Not to Subscribers
No Private Message
No Future Delivery
No Receipt Request
No Open Groups
Automatic Receipts
ift.-TAB to move; Press SPAlZE to add or remove a code=
Figure 2: The Access Code Options windowThe ACCESS CODE OPTIONS window is
displayed.
The cursor moves to the first access code
option.
Each access code option is listed, along with a brief description of what the code
does. Also notice that an additional description of the access code appears in the
one-line help at the bottom of the screen. You may press 
m and
(@ahiftHrab%i) repeatedly to move through the list of access codes. Watch the
bottom of the screen to see how the one-line help changes as you move from
code to code.
The help information at the bottom of the
screen changes for each access code. 
						

							learning ExecuMailLesson 3: Adding Subscribers & Guests57
Check the Codes for Subscribers Used in these Lessons
For the purposes of these lessons, we want to make sure Chris Aaronson has
a particular set of access 
codes. These codes will be different, depending on
whether your system is set for alphabetic access or numeric access. (If you are
not sure how the system is set, check with your installer before continuing.)
Look at the access codes assigned to Chris, and check to make sure the codes
match the ones for Chris shown in the table below. If your system uses keypads
without letters, make sure the 
E access code is included.
For systems set for alphabetic access:
Subscriber
Access Codes
Aaronson, ChrisPCFQVWXI
All Other Sample SubscribersPCQVVJX
For systems set for numeric access:
Subscriber
Aaronson, Chris
All Other Sample Subscribers
Access Codes
PCEFQVWX
PCEQVWX
If the codes do not match, use the (Tab4) and (QShiftHrab%] keys to highlight
the bracketed field next to the description of the code you want. To add or
remove a code, press 
@%3G].
Take another minute to check the Personal Directory pages for the other sample
subscribers: Xavier, Yale, Yeoman, Ying, Zaftig, Zeller, Zink. Press 
(PgDnl
several times to see their Personal Directory pages. Make sure their access codes
match those in the table below. 
Note that only Chris Aaronson has the F
access code.
When you have finished checking the access codes, press m several times
(or use the “Jump” command) to return to Chris Aaronson’s Personal Directory
page and continue our tour of the Personal Directory Screen’s fields.
Call Transfer and Message TakingTransfer
-> Greeting-> Action is the area of the page that controlswhat happens to a call after it is transferred by the system. Transfer? can be
set to Yes or No. As you have seen in creating the samples, a setting “no
transfers” causes the system to take a message immediately. When this field is setto Yes, the voice mail system will transfer to the number shown in the dialing
field immediately to the right. This is usually x, meaning transfer to the number
shown in the Extension # ID field. Note that, while often the same, the
system Extension 
# ID and a subscribers actual telephone extension number can
be different. This is often exploited to overcome extension numbering limits on
some types of telephone equipment. It has other uses, too. For example, two or
more subscribers might share the same telephone station.:
/
.‘.?7 .:: ”i::. ... ::.
.: 
						

							58Lesson 3: Adding Subscribers & GuestsExecuMail6.5
Holding? set to Yes allows callers with touchtone telephones to hold when
the extension is busy, by pressing 1. You can also set this field to VOX to allow
callers without touchtone telephones to hold by saying “Yes”. Setting this field to
No turns off call holding.
Other field settings in this area control whether the system waits for an answer
(and the number of rings to wait) and other transfer and call screening options.
The 
-> Greeting section of the screen shows whether the subscriber has
recorded a standard and an alternate greeting message. A subscriber records his
or her optional greetings from the telephone. You can also do this with local
connect as system manager. You’ll record a greeting and a name from the
telephone in the next lesson.
The 
--> action section controls how the system handles the call after the
caller hears the subscriber’s greeting. In most cases, this will be set to
Take-msg.
Maxmsg controls how long, in seconds, a single message from an outside caller
to a subscriber may be. Edits OK? controls whether an outside caller is given
the option to review, add to, or redo a message.
In addition to the access codes expanded window, the Personal Directory page
also has an “expanded” mode that allows you to set up advanced transfer
options for subscribers. You took a look at the expanded mode in Lesson 2. The
fields on the expanded transfer options window set additional call transfer and
screening options using letter codes that enable certain features.
The fields also tell you which greeting is active, set additional transfer options
after callers leave a message, and set up call transferring based on single
touchtones. See the Reference 
Manuul for details on using these options.
SummaryThis is the end of Lesson 3. You have now learned 90% of the routine keyboard
work that you’ll perform as system manager. Once you complete the initial start-
up and training phases with the system, you’ll spend relatively little time at the
console. Most of your keyboard-related work as system manager will then
concern adding and editing subscriber and guest information.
In the remaining lessons, you’ll move from working at the console to
concentrating on using the system by phone, as a 
subscriber. Therefore, please
review the topics covered in this lesson carefully. 
						

							Learning ExecuMailLesson 3: Adding Subscribers & Guests59
Key Topics and TerminologyAdding a subscriber
How an “extension number” is used by the system
The definition and use of a “Personal ID”
The cause of a “duplicate ID” warning message
Assigning system manager statusEditing commands
Recording a name with local connect
Adding a subscriber’s guest
Directory movement commands
Message notification options
Message delivery options
Command Functions
[F81 to add a new subscriber, add a guest, or change system manager status
[F91 to record a voice field
(Space] to start and stop local connect recording, add and remove access
codes from a pop-up window
M to view expanded options from the Personal Directory or QuickStartApplication Screen, Page 5
m / [eshifik!TabGi) to move highlight forward and backward
a / @ to move highlight up or down
FJ / a to move cursor left or right
@iJ / fZGJ-@ to delete characters at the cursor
[Home) / [End) to move to the first and last directory page
&%JJJ / IF2) then LJ to jump to a specific name or extension number
Additional lnformafionPlease see these Reference Manual topics for discussions related to this lesson:
Call Holding
Call Transfer & Call Screening
Guests
Messages
Message Delivery
Message 
Waiting Lamps
Subscribers
System 
IDS
Recording Voice Fields
i.j 
						

							60Lesson 4: Leaving & Retrieving Messages
ExecuMail6.5
Lesson 4: Leaving &
Retrieving Messages
In this lesson, you’ll switch from your role of system manager to that of a regular
subscriber. You’ll learn to use the voice mail system from a subscriber’s point of
view, leaving and retrieving messages. In addition, you’ll learn how to review
messages already heard, and how to redirect a message you have received into
another subscriber’s mailbox.
We’ll show you how easy it is to change your mind: you’ll learn how to cancel or
redo a message you have already sent, but that has not yet been heard by the
recipient. Finally we’ll show you how a subscriber can record his or her name
and a standard greeting by phone.
Overall, this lesson will teach you what you, in turn, need to teach other
subscribers. The features demonstrated in this lesson can form the basis of your
own demonstrations of the system.
As in Lesson 3, the sample information you enter here will not affect your
working system. We’ll show you how to erase all training samples at the end of
Lesson 5.
Before You Begin
For the exercises in this lesson to work, you need to make sure the access codes
on the Personal Directory pages for your sample subscribers have been set
correctly. (If you just checked the sample subscribers’ access codes in the last
lesson, you may skip this section.) Your installer may have set the default access
codes to give all subscribers the enrollment conversation or special delivery
options. For these lessons, though, we won’t be using all these features.
Alphabetic Access Versus Numeric Access
Your system may be set so that subscribers leave messages by spelling a name, or
by pressing a number. These last two lessons are designed to work whether you
are using alphabetic access or numeric access. The system will tell you whether
to spell a name or enter a number. The steps in the lessons always show both
ways of using the system-just follow the step that applies to you.
If your system uses numeric access, your sample subscribers should also have the
E access code. (Check with your installer if you are not sure whether your system
is set for alphabetic or numeric access.):
j
; ::
:.- . .
Let’s take a look at Chris Aaronson’s access codes... 
						

							Learning ExecuMailLesson 4: Leaving & Retrieving Messages6 1Sign in to the system console as “Chris”...
Press: 
QPlease enter your ID:
Type: 8890 
(-Enter)QuickStart APPLICATION Page 1
is shown.
Go to the Personal Directory...
Press: IpJQPERSONAL DIRECTORY forchris Aaronson
is shown.Take a look at the Access field. If your system uses alphabetic access, the only
access codes in the field should be PCFQVWX. If your system uses numeric
access, Chris’ access codes should be PCEFQVWX. If not...The Access field is highlighted.
Add any missing access codes for Chris, or remove any extra ones.
For systems set for alphabetic access:
SubscriberAccess Codes
Aaronson, ChrisAil Other Sample SubscribersPCFQVWX
PCQVWX
For systems set for numeric access:
SubscriberAccess Codes
Aaronson, ChrisPCEFQVWXIAll Other Sample Subscribers
PCEQVWXTake another minute to check the Personal Directory pages for the other sample
subscribers: Xavier, Yale, Yeoman, Ying, Zaftig, Zeller, Zink. Press 
jPgDnl to see
their Personal Directory pages. Make sure their access codes match those in the
table above. If your system uses numeric access, be sure your sample subscribers
have the 
E access code. Note that only Chris Aaronson has the F access code.
This code says the person will hear the enrollment conversation the next time he
or she calls the system.
If any access code letters are missing or needed, be sure to change them before
continuing this lesson. 
						

							62Lesson 4: Leaving 6: Retrieving Messages
ExecuMail6.5
NOTE: This lesson assumes that your system uses the standard voice
prompts. If your installer has m-recorded the system prompts, the words you
hear may differ from those in the lesson text.
However, changes in prompt wording won’t affect the touchtone steps shown
in the text-the intent of the lesson won’t change. You should note any
differences you hear (this will help you in your own lesson planning), and
continue with the lesson.
Once you have finished checking access codes, sign out of the system console.
Calling the SystemIn this lesson, you’ll use the system as an ordinary caller. You’ll practice leaving
messages both as an outside caller and as a subscriber.
For this lesson, you should be signed out of the system. You’ll use the telephone
normally--not connected locally. In fact, you can complete this lesson from any
touchtone telephone-in your office or away.
NOTE: You should be signed-out from the system console to do this lesson.
The Enrollment ConversationThere are two ways to add subscribers to the system: console enrollment and
over-the-phone enrollment. Console enrollment means your installer, or you as a
system manager, enter all the information needed for each subscriber at the
system console, including the subscriber’s complete spelled name, recorded
name, Personal ID, and Extension 
* ID. When the subscriber calls in to the
system, everything is set up, ready to go.
Over-thephone enrollment allows you to set up a range of voice mailboxes for
the extensions in your office, and then have subscribers enroll themselves by
phone, by listening to a special conversation. When a subscriber first calls in to
the system and enters the correct Personal ID, the system enrolls the caller by
asking the subscriber to record his or her name, spell his or her name for the
automatic directory (if applicable), record a personal greeting, and set a security
code.
The enrollment conversation can save you time, because you don’t have to set
up subscribers’ mailboxes for them. It can also help subscribers learn about the
voice mail system, because it guides them through several of the most frequently
used features.The F access codes (for “first-time caller”) means a mailbox is set up for
enrollment by phone. Since Chris 
Aaronson has an F access code, you can hear
the enrollment conversation by calling in as Chris. Let’s try it now...
NOTE: Since it is hard to read and listen to the telephone at the same time,
read through the telephone steps before you start dialing! 
						

							-.
. . ..i
Learning ExecuMail
Dial the system.
Lesson 4: Leaving & Retrieving Messages63
‘ ‘Hello, this is.. . ”
Press =: 8890‘Hello, and thank you for calling... ”
Answer the questions to enroll“i7rank you! Your voice mailbox is now set up. ”
Chris Aaronson on the system.
Press 
=: 1 to confirm Chris’ new
mailbox settings, then hang up.If your system’s subscribers are set up with the F access code, they will hear this
same enrollment conversation when they first call the system and enter their
Personal ID. Plus, they will hear only the questions that apply to them. For
example, when you just listened to the enrollment conversation as Chris
Aaronson, the system skipped asking you to record a name, because in Lesson 3
you already recorded a name for Chris using a local connection. Also, if the
system is set for telephone keypads with numbers only, the system does not ask
subscribers to spell their name for automatic directory assistance.
Leaving MessagesNow that Chris 
Aaronson is enrolled, and your other sample subscribers have
been enrolled from the console, let’s use their Personal 
IDS to leave and check
messages.
Outside Callers Versus SubscribersThe voice mail system categorizes messages in two broad groups:
n
Messages from outside callers (customers, clients, friends, etc.).nMessages from one subscriber or guest to another.
So far, when we’ve used the term “outside caller” it has meant specifically “not a
subscriber” (and “not a guest,” as well). In reality, any caller--subscriber or
not-is considered an outside caller unless they identify themselves with a
Personal ID.You make the outside caller/subscriber distinction when the system first answers
your call. Unless you tell the system you are a subscriber, it will treat you as an
outside caller. Subscribers hear one kind of conversation, outside callers hear
another. Let’s try it. First, you’ll leave a message for Hugh Yale as an outside
caller. Then you’ll leave a second message as “Chris Aaronson.”
Let’s call the system and dial Hugh’s extension:
Dial the system.“Hello, this is,.. ”
Press =: 892“Hugh Yale is not available right now. I’ll record
your message at the tone. When you are
finished, hang up or stay on the line for further
options. 
”(If you forgot to set Transfer? to NO for Hugh, you’ll hear “‘Please hold on
while I try that extension... ”first or some other prompts. You should press * * *:
::
-:
.”: 
						

							64Lesson 4: Leaving & Retrieving MessagesExecuMail6.5to disconnect and be sure call transfer for Hugh is set to No before continuing
this lesson.)Leave Hugh a short message...
Say:‘Hi Hqh, this is Pat Johnson. I’m calling for
more information on the new K-series super
w&&e& Please call me at 555-1234. ‘*Shortly after you finish speaking, you’ll hear...
-OR-
“Thank you. Your message has been sent. ”
‘Press I 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. Thank you. Your messagehas been
sent. ’ ’
Then...
“If you need further assistance, press
key now. Thank you and goodbye.”A few seconds later, the system disconnects.the poundIn this conversation, the voice mail system acted as an “automated attendant.”
The automated attendant feature frees your receptionist from the job of
transferring routine incoming calls. This feature can be used many ways. For
example, the voice mail system might answer all incoming calls. Or, a
receptionist might answer most or all incoming calls, depending on the voice
mail system as a backup during busy times. (Some organizations cannot use the
automated attendant feature, and instead use the system only for voice mail or
delivering audiotext to callers.)
Now leave a message as the subscriber Chris Aaronson, by dialing the system and
entering Chris’ Personal ID.
Dial the system.“Hello, this is... ”Press 
=: 8890“Chris Aaronson. Remember, I for Yes, and
2 for No. There are no new messages. Would
you like to leave any messages?”
Press *: 1 {for “yes”}‘Please enter the first three letters of the
person 
‘s last name.. . ”-OR-
‘Please enter the extension... ”Press 
=: YAL
or press extension =: 892
‘Hugh Yale. Press yes to confirm. ”
Press e: 1 {“yes”}“Okay, I’ll record your message now. ”
Say.“‘Hi Hugh, I’ve had seveml letters asking about
our new 
Kseries super widgets. Do we have
any sales kits ready for these yet?”