DuVoice DV2000 Mailbox Administration Instructions Manual
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DV2000 Mailbox Administration - Service Release 3.0 1 Published by: DuVoice Corporation 150 Lake Street South, Kirkland, WA 98033 www.duvoice.com Copyright ã 1999, 2000 by DuVoice Corporation All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Printed in the United States of America. DuVoice publications are available from DuVoice Corporation or from authorized DuVoice dealers. E-mail literature requests to [email protected], or telephone DuVoice at 425-889-9790 Microsoft, NT, Exchange, Outlook, Lucent, and all other registered trademarks appearing in this publication are the property of their respective owners. Companies, names, and/or data used in screens and sample output are fictitious unless otherwise noted.
DV2000 Mailbox Administration - Service Release 3.0 2 Mailbox Administration Table of Contents QUICK START............................................................................................6 WINDOWS NT LOGON...................................................................................................6 MAILBOX ADMINISTRATION PASSWORD...................................................................6 AUTO ATTENDANT SETUP............................................................................................6 Record Non Business Hours Greeting.........................................................................7 Record Business Hours Greeting.................................................................................7 Change Greeting Schedule..........................................................................................7 Change One Touch Actions.........................................................................................7 Adding Mailboxes.........................................................................................................8 DV2000 TERMINOLOGY.................................................................................................9 FOR PAL AND FRONTDESK USERS............................................................................9 USING THIS MANUAL...................................................................................................10 Using Online Help.......................................................................................................10 Conventions in this Manual........................................................................................10 THEORY OF OPERATION............................................................................................11 MAILBOX ADMINISTRATION MENU............................................................................12 RIGHT-CLICK MENU.................................................................................13 Open option................................................................................................................14 Copy option.................................................................................................................14 Delete option...............................................................................................................15 Reset Statistic option..................................................................................................15 Reset Mailbox option..................................................................................................16 Message Information option.......................................................................................17 Detailed Message Information....................................................................................18 Scheduled Events option............................................................................................19 Pending Events dialog.................................................................................................19 Release Subscriber Lock option.................................................................................20 Import Fax Document option......................................................................................20 ARRANGE ICONS.........................................................................................................21 Arrange by Name option.............................................................................................21 Arrange by Number option.........................................................................................21 Arrange by Extension option......................................................................................21 Arrange by Description option....................................................................................21 MAILBOX EDITOR.....................................................................................22 OWNER SETTINGS TAB...............................................................................................23 COS Class of Service.................................................................................................25 Message Settings tab..................................................................................................25 Send Options...........................................................................................................26 Receive Options.......................................................................................................26 Storage....................................................................................................................27 Review & Timing Parameters:....................................................................................27 Subscriber Settings tab................................................................................................28 Call Transfer:............................................................................................................29 Subscriber Options:..................................................................................................29 Other Options:..........................................................................................................29 Location Assignment.................................................................................................30 Language Selection..................................................................................................30 Options Field:..............................................................................................................31 Call Blocking On.........................................................................................................31 Call Screening On.......................................................................................................31
DV2000 Mailbox Administration - Service Release 3.0 3 Hide from Directory.....................................................................................................31 Tutorial Complete........................................................................................................31 Administrator..............................................................................................................31 System Mailbox...........................................................................................................31 Greetings Field............................................................................................................32 RNA...........................................................................................................................32 Blocking......................................................................................................................32 Busy...........................................................................................................................32 Name/Extension..........................................................................................................32 Prompt Details button..................................................................................................32 Default Prompt Assignments.....................................................................................34 User interface..............................................................................................................34 MAILBOX STATISTICS TAB.........................................................................................36 Date of Mailbox Creation...........................................................................................36 Date of Last Modifications.........................................................................................36 Date of Last Statistics Refresh...................................................................................36 New Messages –......................................................................................................36 Archived Messages...................................................................................................36 Total Messages Received.........................................................................................36 Completed Notifications............................................................................................37 Subscriber Logins.....................................................................................................37 Total Minutes in Use.................................................................................................37 Available Message Storage.......................................................................................37 Message Storage in Use...........................................................................................37 Reset button.............................................................................................................37 DISTRIBUTION LIST TAB.............................................................................................38 ADDRESS LIST TAB.....................................................................................................39 Mailbox Address.........................................................................................................40 Address Definition.......................................................................................................41 NUMBER RESTRICTIONS TAB....................................................................................43 Outdial Pattern to Restrict..........................................................................................43 Outdial Length.............................................................................................................44 Add Restriction dialog.................................................................................................44 Total length of outdial string pattern..............................................................................44 Beginning digits to examine in pattern...........................................................................44 Outbound dial strings of this type are not permitted–......................................................44 Access Type...............................................................................................................44 MESSAGE NOTIFICATIONS TAB................................................................................45 Protected.....................................................................................................................47 Map to DTMF..............................................................................................................47 Template Definition.....................................................................................................47 Description..................................................................................................................47 Notification Address....................................................................................................47 Notification Technique................................................................................................47 Light for every message.............................................................................................48 Notification Method.....................................................................................................48 Template disabled......................................................................................................48 Additional Information:................................................................................................48 Rollovers:.................................................................................................................48 Unsuccessful notifications:........................................................................................48 Multiple notifications:.................................................................................................48 MESSAGE DELIVERY TAB...........................................................................................51 Template Definition.....................................................................................................53 Description..................................................................................................................53 Delivery Address.........................................................................................................53 Forward to Mailbox......................................................................................................53 Delivery Technique......................................................................................................53 Forward Message to Mailbox.....................................................................................53 Forward Message to e-mail (VeMail Messaging).........................................................53 Delivery Method..........................................................................................................53
DV2000 Mailbox Administration - Service Release 3.0 4 Template disabled......................................................................................................53 SCHEDULED EVENTS TAB..........................................................................................55 Starting at....................................................................................................................56 Ending at.....................................................................................................................56 Days............................................................................................................................56 Description:.................................................................................................................56 CALL ROUTING PLANS TAB........................................................................................58 Assigned template (display window)..........................................................................59 Starting at/Ending at...................................................................................................59 Days............................................................................................................................59 Route Calls to Address...............................................................................................59 Use Technique............................................................................................................59 On Routing Complete/Chain......................................................................................59 Optional Completion Events:......................................................................................60 On Ring No Answer.....................................................................................................60 On Busy.....................................................................................................................60 On No Active Routing..................................................................................................60 On Telephone Network Problems.................................................................................60 Template disabled.......................................................................................................60 SINGLE DIGIT ACTIONS TAB......................................................................................61 SPEED AND VOLUME TAB..........................................................................................63 DROP DOWN MENUS................................................................................64 PASSWORD MENU.......................................................................................................65 Change Password option...........................................................................................65 MAILBOX MENU OPTIONS..........................................................................................66 Create Mailbox Dialog................................................................................................67 Create Range Dialog..................................................................................................68 Mailbox Creation Wizard............................................................................................69 Edit Mailbox dialog......................................................................................................73 Delete Mailbox Dialog.................................................................................................74 Delete Mailbox Range................................................................................................75 Search Criteria dialog.................................................................................................76 By Mailbox Number.....................................................................................................76 By Owner’s Last Name................................................................................................76 Reset Mailbox.............................................................................................................77 TEMPLATES MENU......................................................................................................79 New Template dialog..................................................................................................80 Open Template File dialog.........................................................................................81 Template - Save As dialog.........................................................................................82 Delete Template dialog...............................................................................................83 Class of Service - Message Settings tab...................................................................84 Send Options:.............................................................................................................85 Send messages........................................................................................................85 Send priority messages.............................................................................................85 Send urgent messages.............................................................................................85 Send private messages.............................................................................................85 Future delivery..........................................................................................................85 Receive Options:.........................................................................................................85 Receive messages...................................................................................................85 Store messages........................................................................................................85 Play date/time..........................................................................................................85 Beep on immediate record.........................................................................................85 Allow fax mail...........................................................................................................85 Storage......................................................................................................................86 Maximum message size............................................................................................86 Minimum message size.............................................................................................86 Maximum message storage.......................................................................................86 Review & Timing Parameters:......................................................................................86
DV2000 Mailbox Administration - Service Release 3.0 5 Fast forward interval.................................................................................................86 Rewind interval.........................................................................................................86 Pause interval..........................................................................................................86 Subscriber Settings tab..............................................................................................87 Call Transfer:..............................................................................................................88 Number of rings........................................................................................................88 ID Call......................................................................................................................88 Call progress............................................................................................................88 Press * for busy queue..............................................................................................88 Subscriber Options:.....................................................................................................88 Record greeting........................................................................................................88 Change call blocking.................................................................................................88 Change call screening...............................................................................................88 Change notifications.................................................................................................88 Other Options:............................................................................................................88 Inband no password required....................................................................................88 Wake Up calls..........................................................................................................88 Hospitality................................................................................................................88 List style directory access..........................................................................................88 Location Assignment...................................................................................................88 Location –................................................................................................................88 Language Selection.....................................................................................................89 Call Routing tab..........................................................................................................90 Call Routing Properties:...............................................................................................91 Starting at/Ending at.................................................................................................91 Days........................................................................................................................91 Routing Address.......................................................................................................91 Routing Technique....................................................................................................91 Routing Method –.....................................................................................................91 Routing Complete/Chain...........................................................................................91 Edit Method button....................................................................................................91 Optional Completion Properties:...................................................................................92 Ring No Answer........................................................................................................92 Busy........................................................................................................................92 No Plan Active..........................................................................................................92 Telephone Network Problems....................................................................................92 Message Delivery.......................................................................................................93 Message Delivery Event –...........................................................................................94 Delivery Technique –...................................................................................................94 Notification dialog.......................................................................................................95 Scheduled Mailbox Events dialog..............................................................................98 Single Digit Mailbox Action Codes dialog...............................................................100 TOUCH TONE ADMINISTRATION...............................................................102 MAILBOX FEATURES.................................................................................................103 Types of messages...................................................................................................103 Accessing Voice Mail –..............................................................................................103 DV2000 User Menu...................................................................................................103 The system responds: Please enter the greeting number from one to nine that you would like to use, or to return to the previous menu, press star............................................106
DV2000 Mailbox Administration - Service Release 3.0 6 Quick Start Quick Start Windows NT Logon When the DV2000 boots up, a blue screen will appear with Windows NT Workstation Version 4.0 highlighted. You may wait or press Enter to speed this up. Do not select Windows NT Workstation Version 4.0 (VGA Mode) – this mode is for diagnostics only. Then the NT Begin Logon window will appear and will require Ctrl-Alt-Delete to log into the system. The user name Pairtree will appear. There is no password (leave blank) press Enter to log on. Mailbox Administration Password The default password is “duvoice” (lower case) and click on OK. Auto Attendant Setup Set Up Main Auto Attendant Greetings, Schedule and Single Digit Actions By default, Mailbox 991 is the main auto attendant mailbox. By default, Mailbox 991 plays the night greeting (Prompt 3). Mailbox 991 changes to the day greeting (Prompt 2) using a schedule within the mailbox (Day Schedule-Scheduled Event). The day and night single digit action menus are also controlled by the same day schedule. Quick Start This section covers the bare minimum steps to build a basic DV2000 system. For an understanding of theory of operation and complete details on the functions and features of the DV2000, please refer to the sections that follow.
DV2000 Mailbox Administration - Service Release 3.0 7 Quick Start Record Non Business Hours Greeting (Steps from main greeting) *991# Access mailbox 991 1234# Enter (default) Password 4 Greetings Menu 3 Change Your Mailbox Prompts 2 Re-record Mailbox Prompts 3 Enter Prompt 3 (Non-Business Hours Greeting) 2 Delete and Re-record Prompt 1 Accept New Recording * To return to previous menu Record Business Hours Greeting (Steps from main greeting) *991# Access mailbox 991 1234# Enter Password 4 Greetings Menu 3 Change Your Mailbox Prompts 2 Re-record Mailbox Prompts 2 Enter Prompt 2 (Business Hours Greeting) 2 Delete and Re-record Prompt 1 Accept New Recording * To return to previous menu Change Greeting Schedule (Default: 8:00am -5:00pm M-F) In Mailbox Administration select Templates, then Open, then Scheduled Mailbox Events. Double click Day Schedule then edit the time you wish the business hours greeting to play. For days with different business hours create a new template using the Save As button and add the template to the scheduled events in mailbox 991. Example: For the Day Greeting to play on Saturday from 8:00am till 12:00 noon: Open the Day Schedule, click off all the weekday buttons and click on the Saturday button. Change the Start and End Times to 8:00am and 12:00pm then press the Save As button and name the template Saturday Schedule. Now open mailbox 991 and scroll over to the Scheduled Events Tab and press the Add button then select your new Saturday Schedule template. Change One Touch Actions (Day and Night) In Mailbox Administration, select Templates then Open then select Single Digit Action Codes. Double click Day Menu Action (991). Type in the extension to be transferred to next to the digit number or select an action from the drop down list. Example: For sales press 1 for a spell by name directory press 2. Type in the sales extension next to the digit one and select Directory next to the digit 2. Repeat this for the Night Menu Action. Note these menus are set up in mailbox 991 to correspond with the Day and Night greetings. (Defaults: 4 Directory, 8 Direct Message, 9 Disconnect, 0 go to Operator, # DTMF Mask (skip greeting), * Login, 123567 No Action, NI=No Input go to Operator)
DV2000 Mailbox Administration - Service Release 3.0 8 Quick Start Adding Mailboxes (Copy mailbox templates 995,996 & 997) Four System Template Mailboxes have been provided as templates to copy from: Normal (mailbox 995), Message Only (mailbox 996) and Audio Text (mailbox 997), Question and Answer (mailbox 998. In Mailbox Administration, right mouse click on mailbox icon for mailbox 995 then select copy. Enter the mailbox number to begin with then enter the number of mailboxes to create. All new mailboxes are created with the password 1234. For Message Only mailboxes copy mailbox 996. For Audio Text Mailboxes copy mailbox 997. If the Mailbox menu option is selected from the main Mailbox Administration screen and used to create single mailboxes, message-waiting lights will not work until the message waiting light on/off notifications are added to the mailbox notification tab. By copying mailbox 995 or using the Create Range option with the Mailbox to Copy From box, you will avoid this step and save time.
DV2000 Mailbox Administration - Service Release 3.0 9 Quick Start – DV2000 Terminology DV2000 Terminology For PAL and FrontDesk Users PAL / FrontDesk DV-2000 Definition Audiotext Mailbox A mailbox using a no input action in the SDA. Use Mailbox Template 997 for a pre-configured Audiotext Mailbox. A mailbox that does not take a message but does some other function after the greeting plays. Message Only A mailbox with call blocking on and disabled MWI on/off functions. Use Mailbox Template 996 for a pre- configured Message Only Mailbox A mailbox that does not have an associated extension. The automated attendant will transfer directly to this mailbox, rather than to this extension. Direct Page Relay Page The feature that allows a caller to enter a pager number to be displayed on the subscribers digital pager Interview Mailbox Q & A Mailbox A mailbox that plays multiple greetings, and records multiple responses. Time Out Action NI, No Input The One Touch / SDA function which is automatically executed after the mailbox greeting has played Touch Tree Menu Single Digit Action Template The menu of single keystroke commands available in each mailbox Business hours Greeting Greeting 1 in MB 991 The greeting which plays during the Daytime Scheduled event Non-business Hours greeting Greeting 2 in MB 991 The greeting that plays in the absence of a scheduled event.
DV2000 Mailbox Administration - Service Release 3.0
10 Getting Started - Using this Manual
Using this Manual
Using Online Help
Press the F1 function key to get context-sensitive help. Context-sensitive help is information that is
specific to your current location in the program.
With a menu option highlighted press to get a description of what that menu option is
used for, along with a list of related topics. Click on any item in that list to go directly to that topic.
In a dialog or tab window, press F1, to get a detailed description of the fields on that
screen. Many dialogs and tabs also have a Help button. This works the same as the F1 key; you
can also click on the Help button to get help specific for that screen. Finally, you can access the
Help menu (by clicking on it or pressing Alt+H) and choose the Help topics option. This will give
you access to the complete set of online help in an outline-type book format and in an index-type
format that can be searched.
Conventions in this Manual
When you see this image in the manual, take special notice, as the following section will contain
important information to help you avoid potential problems or extra work.
Page 80
This image indicates the page number of the manual where you will find information on filling the
template associated with this Mailbox Editor Tab.
This image indicates a summary of the functions of a particular tab or section. More complete details are
available later in the section.
Example
This image indicates a “real life” example of the operation discussed in the section.