Inter-Tel Axxess Administrators Guide

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INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Day And Night Modes
DAY AND NIGHT MODES
There are separate lists in the database for class-of-service, outgoing-access, allowed-answer,
and ring-in assignments for day and night modes. When an administrator enters the Night Ring
feature code, the system uses the night mode lists. When the system is in day mode, the day
lists are used. (Active calls are not affected when the mode is changed.)
Night mode also affects the night transfer relays on the Options Card (OPC). The relays are
activated when the system is placed in night mode.
Administrators can place any or all remote nodes into night mode or day mode. The default
feature code for Enable Network Night is 9861. The default feature code for Disable Network
Night is 9862. NOTE: The Night Ring On/Off feature code (9860) affects only the node on
which the administrator resides. See page 6 for a complete explanation of administrator fea-
tures.
DIRECT INWARD SYSTEM ACCESS (DISA)
DISA is a programmable feature that allows an outside party to dial into the system from an
external DTMF telephone and then dial extension numbers, hunt group pilot numbers, and off-
node device extensions. (DISA callers do not have access to outgoing trunks or page zones.)
Any of the trunk groups can be programmed to receive incoming DISA calls in day and/or
night mode. When not in use for DISA, the trunk group can be used for placing outgoing calls
by stations with outgoing access permission.
NOTE Due to the natural characteristics of the trunk, the volume level of DTMF tones trans-
mitted over the trunk may be substantially reduced before reaching the AXXESS System. This
natural degradation in tone volume may adversely affect the reliability of the DISA feature.
Other factors which can affect DISA performance are trunk noise and the quality and strength
of the DTMF tones generated by the off-premises phone itself. If the system cannot recognize a
DTMF digit, the call is automatically sent to the primary attendant.
When a DISA user calls a station extension number, the call rings as a direct ring-in call, even
if the called station is busy or in do-not-disturb. The DISA caller hears music or ringing (deter-
mined by a system-wide option in database programming) until the Transfer Available or
Transfer Busy timer expires; then if the call is not answered it recalls the called station’s atten-
dant. If the called station is forwarded, the call follows the programmed forward. 
When a hunt group pilot number receives a call through DISA, the call rings or circulates
according to how the hunt group is programmed (i.e., linear or distributed). 
If a caller dials a valid hunt group pilot number that has no members assigned to it, the call
automatically rings at the primary attendant station until the Abandoned Call timer expires. If
the call is not answered before the Abandoned Call timer expires, the call is disconnected.
Security Codes
DISA trunks can be assigned security codes (up to eight digits in length) that are required for
access to the system. The installer can program separate codes for each DISA trunk group to be
used during day and/or night modes. NOTE: To prevent unauthorized access to the outgoing
trunks, all trunk groups using DISA should have a security code.
During database programming, the programmer can determine the number of times that a
caller may unsuccessfully attempt to enter a security code and/or dial an extension number. If
the user does not succeed within the determined number of attempts, the call will be discon-
nected (if the security code is invalid) or transferred to the primary attendant (if the extension
number is invalid). 
						

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Direct Inward System Access (DISA) Using DISA
NOTE If DTMF decoders are unavailable when a DISA call is received, the incoming DISA
call is automatically sent to the primary attendant.
T
O USE DISA:
  (1)From a DTMF telephone, dial
the telephone number of the
DISA trunk. When the call is
answered by the system, you
hear system intercom dial
tone.
If you hear a single progress
tone, enter the appropriate
(day or night) DISA security
code, followed by pound (#).
  (1)Dial an extension number or a
hunt group pilot number. (To
call the primary attendant,
dial 0.) You hear music or
ringing until the call is answered.
DISA
Caller dials DISA
number, hears
dial tone, and
enters password
(if required)
AXXESS
Caller can dial AXXESSORY
Talk, station, or hunt group exten-
sion number
1
2 
						

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INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Keyset Features
KEYSET FEATURES
VOLUME CONTROLS
On some Analog Keysets, speaker volume and ring tone volume are controlled by two thumb-
wheels on the right-hand side of the keyset. 
On all Digital Keysets and on AIM and Inter-Tel/DVK Analog Keysets, volume is controlled
by pressing volume control keys on the keyset. 
•On the Executive, Standard, and Basic Digital Keyset, an illustration on the key (that
looks like this ) represents higher and lower volume levels. Press the
lower end in place of the down arrow and the higher end in place of the up arrow. 
•The Analog Keysets have separate VOL UP and VOL DOWN keys.
T
O CHANGE VOLUMES ON AN AIM, DIGITAL, OR DVK KEYSET:
  (1)Press the appropriate key to raise or lower the volume, using one of the procedures
listed below. A confirmation tone will alert you when you have reached the highest or
lowest possible volume. On display keysets, the display shows VOLUME LEVEL X.
The “X” represents the level and changes as the volume is raised or lowered.
a.To change handset intercom voice volume: Adjust the volume while on an off-
hook (handset) intercom call.
b.To change handsfree intercom voice and paging volume: Adjust the volume
while on an on-hook (speakerphone) intercom call.
c.To change handset outside call voice volume: Adjust the volume while on an off-
hook (handset) outside call.
d.To change handsfree outside call voice volume: Adjust the volume while on an
on-hook (speakerphone) outside call.
e.To change background music volume: Adjust the volume while listening to
music through the keyset speaker.
NOTE The selected background music volume level is automatically saved.
f.To change alerting tone (ring tone) volume: Adjust the volume while the keyset
is ringing or idle. OR, while on hook, press both edges of the Volume key on a Dig-
ital Keyset or the pound key (#) on an Analog Keyset to hear the currently pro-
grammed volume, then adjust it up or down.
NOTE The selected alert tone volume level is automatically saved.
g.To change handset progress tone volume: press the desired arrow to while listen-
ing to intercom dial tone through the handset.
h.To change speakerphone progress tone volume: press the desired arrow to while
listening to intercom dial tone through the speakerphone.
  (2)To save the setting on a Digital Keyset: Press both edges of the Volume key at the
same time. The display shows VOLUME SAVED.
To save the setting on an Analog Keyset: Press the pound (#), SAVE, or ACCEPT
key. The display shows VOLUME SAVED.
If this step is not performed, the keyset will return to the previous volume level when
the call, or tone ends (except for the ringing alert tone or background music volume,
which is automatically saved at the most recent volume level).  
						

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Selectable Ring Tone T
O RE T U R N A KEYSET TO DEFAULT VOLUME LEVELS:
While on or off hook, enter the Default Station feature code (394). If off hook, hang up.
The display shows STATION DEFAULTED.
NOTE Entering this feature code also cancels do-not-disturb, manual call forwarding,
background music, ring intercom always, all calls following account code, headset
mode, and queue requests; and restores handsfree mode, pages, hunt group calls, and
system forwarding.
SELECTABLE RING TONE
The tone of the keyset ring signals (all tones except call waiting) can be changed by the user to
create distinctive ringing. If stations are placed close together, changing the tone makes each
station’s ring easier to recognize. On all keysets, the tone is changed by entering a feature code
and a code, as described below.
There are ten ring tone options (0-9). Selection 0 will turn off the ring signals.
T
O CHANGE KEYSET RING TONE:
  (1)While on hook, enter the Program Ring Tone feature code (398). Displays SELECT
RING TYPE (0-9) OR SCROLL.
  (2)To select a specific ring tone: Enter a number 1-9 for the desired ring tone. The display
shows RING TYPE X SELECTED.
To scroll through the tones: Press the low end of the Volume key or PREVIOUS key
to scroll backward through the tones. Press the high end of the Volume key or NEXT
key to scroll forward. (You cannot scroll to selection 0, you must enter it as described
below.) The display shows RING TYPE X SELECTED.
To turn off ringing: Enter 0 or press the RINGER OFF menu key. The display shows
RING TYPE OFF SELECTED.
  (3)Lift and replace the handset or press the pound key (#), both ends of the Volume key, or
the ACCEPT key to exit. The selected tone will be heard when the keyset rings (unless
ringing was disabled). The display shows RING TYPE X SAVED.
EXTENSION NUMBER, USERNAME, TIME AND DATE DISPLAY
When a display keyset is idle, the extension number, username, time, and date are displayed.
While on a call, in do-not-disturb, or unconditionally forwarded, other displays are shown. In
these circumstances, use the following procedure to redisplay the date, time, name, and exten-
sion number for five seconds.
T
O DISPLAY THE DATE, TIME, USER NAME, AND EXTENSION NUMBER:
Press the Special key   and enter the Display Time/Date feature code (300). The
date, time, user name, and extension number are displayed for five seconds.
“ALL TRANSIENT DISPLAYS” STATION FLAG
The “All Transient Displays” station flag, when enabled, will allow all transient call handling
displays to appear on the keyset display. If it is disabled, the CALL TRANSFERRED TO
XXXX and MESSAGE LEFT FOR XXXX transient displays will not appear.
Each transient display is shown for five seconds before another display can take its place. Dis-
abling the flag allows high-traffic stations (such as attendants) to change displays more quickly
after a message is left by the station user or after a call is transferred.
This station option cannot be programmed by the user. It is a database-programmable flag.
∞ 
						

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“DKTS Alternate Transient Display Timer” Station Flag And Timer
“DKTS ALTERNATE TRANSIENT DISPLAY TIMER” STATION FLAG AND TIMER
As an alternative to (or in addition to) disabling the call transfer and message transient dis-
plays, as described above, the programmer can use a combination of a station flag and a timer
to control all of the station’s transient displays (not just the call transfer and message displays).
The “DKTS Alternate Transient Display Timer” station flag, if enabled, allows all transient
displays to be controlled by the “DKTS Alternate Transient Display” timer.
The “DKTS Alternate Transient Display” timer can be set to 1-255 tenths of a second (0.1-25.5
seconds). The default value is 10 tenths of a second (1 second). This timer affects only those
keyset stations with the “DKTS Alternate Transient Display Timer” flag enabled.
“TRANSIENT CALL INDICATION ON CALL ANSWER” STATION FLAG
This programmable station flag determines whether the station user will see a call display
when answering a call by pressing a secondary extension key or by reverse transferring. If
enabled, the display will tell if the call was ringing, recalling, transferred, or holding at the
other station.
USING DSS/BLF KEYS (DSS/BLF UNIT OR KEYSET DSS/BLF) 
Direct Station Selection/Busy Lamp Field (DSS/BLF) keys provide one-key access to exten-
sion numbers. It also shows the status of the station or hunt group (local or off-node) associ-
ated with the key, unless the station is an off-node device. DSS/BLF keys can be programmed
on keysets or on DSS/BLF Units. 
The lamps in DSS/BLF keys (keyset or DSS/BLF unit) indicate the status of the associated sta-
tion or hunt group, using the flash rates described on page 64.
DSS/BLF keys that are programmed for feature code access can be used in place of the associ-
ated feature code or key in the procedures described in this FEATURES section.
NOTE Executive and Standard keysets with DSS/BLF Units need to be identified in database
programming and equipped with PCDPMs.
P
LACING AN INTERCOM CALL USING DSS/BLF KEYS:
  (1)To use the handset: Lift the handset. The display shows ENTER EXTENSION NUM-
BER.
To use the speakerphone: While on hook, press the SPKR key or the IC key. The
SPKR key lights. The display shows ENTER EXTENSION NUMBER.
  (2)If you want to place a private (non-handsfree) call to a keyset, press the pound (#) key.
The display shows RING EXTENSION NUMBER.
  (3)Press the desired DSS/BLF key. 
If calling a keyset with handsfree answering enabled, you are immediately connected.
If placing a private call, calling a hunt group, calling a single-line set, or calling a
keyset with the Handsfree feature disabled, you hear repeating double tones until the
call is answered.
If the called OHVA-enabled station is busy and your station is enabled for immediate
OHVA transmit, do not hang up when calling a busy keyset. Press the DSS/BLF key
again. If the keyset’s secondary voice path is available, you are immediately connected
for an off-hook voice announce call and may speak. (For more information concerning
the Off-Hook Voice Announce feature, refer to page 133.) 
						

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Using DSS/BLF Keys (DSS/BLF Unit Or Keyset DSS/BLF)  T
RANSFERRING CALLS TO STATIONS:
  (1)While on a call, press the desired DSS/BLF key. The call is placed on transfer hold.
a.Transfer to a station that is forwarded to voice mail: You hear repeating double
tones and the display shows DEST FORWARDED TO VOICE MAIL.
b.Transfer to voice mail: The system waits for you to enter the mailbox number
(display shows ENTER MAILBOX). Enter the desired mailbox number. If you do
not enter a mailbox number before you hang up, the caller will be connected to the
voice mail unit and must enter the mailbox number after listening to the introduc-
tory prompts.
c.Transfer-to-park: If transferring to a park location, hang up or press HOLD to
complete the transfer. Then page the desired party and announce the call. The party
must reverse transfer the call. Note that if the call is not answered, it will recall
your station if transferred directly or will recall the called transfer-to-park location’s
attendant if transferred to hold.
  (2)If desired, wait for an answer and announce the call. If you are calling a device that
does not accept handsfree calls (such as an automated attendant or transfer-to-park loca-
tion), the display shows HANG UP TO FINISH TRANSFER.
  (3)You have the following options:
To complete the transfer: Hang up or press another Call key. The display shows
CALL TRANSFERRED TO (username).
To transfer the call to hold: Press the HOLD key, or press the Special key 
and enter the Individual Hold feature code (336). The call will not ring or send call
waiting signals until the Hold timer expires.
To try another station: Press another DSS/BLF key.
To return to the caller: Press the lit Call key, trunk key, or IC key.
T
O REVERSE TRANSFER (PICK UP) A CALL RINGING OR HOLDING AT ANOTHER STATION:
EITHER, enter the Reverse Transfer feature code (4) and then press the DSS/BLF key
of the station where the call is ringing.
OR, press the desired DSS/BLF key and then press the Special key   and enter
the Reverse Transfer feature code (4).
∞
∞ 
						

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User-Programmable Feature Keys
USER-PROGRAMMABLE FEATURE KEYS
Individual keyset keys can be designated as “user-programmable” in the keymaps during data-
base programming. The installer can program the default feature codes and the station user can
reprogram the feature codes as desired. Default keyset feature codes are shown on page 61. Up
to 20 user-programmable keyset keys can be programmed to enter any of the general feature
codes. 
The Executive Digital Keyset has a FWD key when the keys are in the default state. (However,
it can be reprogrammed to use any of the Forward feature codes.) When the default Executive
Digital Keyset FWD key is pressed, the display shows a menu of call forwarding options. The
user must then select the desired option by pressing the corresponding key next to the display.
If the FWD key is programmed to use any other Forward feature code (355-358) the forward-
ing options will not be displayed when the FWD key is pressed; the Executive Digital Keyset
will operate the same as other keysets. Any keyset user can make any user-programmable key
a FWD key that uses any one of the forwarding feature codes (355-358). 
Speed-dial keys are programmed using the procedure shown in paragraph 10.8. Entering an
extension number, using the instructions in paragraph 10.7, will create a DSS/BLF key for that
extension number, not a speed-dial key (even if the key was previously programmed as a
speed-dial key).
Secondary extension keys (described on page 62) can be assigned to user-programmable keys
during keymap programming. If so, the keyset user can determine the primary station that is
associated with the secondary extension key by using the feature key programming procedures
given below.
T
O DISPLAY THE CURRENT KEY ENTRIES:
  (1)While on hook, enter the Review Keys code (396). The display shows PRESS THE
KEY TO REVIEW.
  (2)Press the feature or speed-dial key(s) to be displayed. The display shows the feature,
user name, or speed dial location name and KEY VALUE: (feature code, extension
number, or location code). For a secondary extension key, the display shows SECOND-
ARY: (station).
T
O RETURN THE KEYS TO DEFAULT VALUES:
While on or off hook, enter the Feature Key Default feature code (395). If off hook,
hang up. Display shows FEATURE KEYS DEFAULTED.
T
O PROGRAM A FEATURE CODE IN A USER-PROGRAMMABLE KEY OR ASSIGN A PRIMARY STATION TO
A
 SECONDARY EXTENSION KEY:
  (1)While on hook, enter the Program Keys feature code (397). (Display keysets show
PRESS THE KEY TO PROGRAM.)
  (2)Press the desired feature or secondary extension key. The display shows the current fea-
ture, station, or speed dial location name and KEY VALUE: (feature, extension, or
location code).
  (3)Enter the feature code or extension number to be stored under that key. (If programming
the FWD key, only Call Forwarding feature codes 355-358 will be accepted.) You hear a
single progress tone when the programming is completed. (Display keysets show the
newly programmed feature.) If you attempt to program a non-programmable key or
enter an invalid code, you will hear repeating reorder tones and the feature code
assigned to the key will remain unchanged. (Display keysets show NON-PROGRAM-
MABLE KEY or FEATURE CODE INVALID.) 
						

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Standard/Alternate Keymap Switching
NOTE If you do not enter a feature code, the programming mode times out when the
Long Interdigit timer expires; the feature code assigned to the key remains unchanged.
  (4)To program other keys, repeat the procedure.
T
O CREATE A SPEED DIAL LOCATION IN A USER-PROGRAMMABLE KEY:
  (1)While on hook, enter the Program Keys feature code (397). (Display keysets show
PRESS THE KEY TO PROGRAM.)
  (2)Press the desired feature key. The display shows the current feature, user, or speed dial
location name and KEY VALUE: (feature or name). 
  (3)Enter the Station Speed-Dial feature code (382) or the System Speed-Dial feature code
(381). The display shows SELECT STN SPEED or SELECT SYS SPEED.
  (4)Enter the desired speed-dial bin number (0-9 for station, 000-999 for system). The dis-
play shows the current contents of that bin.
  (5)To program a new number in a station speed-dial bin, follow the instructions given on
page 178. Administrators can use the procedures on page 26 to program system speed-
dial locations.
STANDARD/ALTERNATE KEYMAP SWITCHING
In database programming, each keyset is assigned a standard keymap and can also have an
alternate keymap. The user can switch between the keymaps by entering a feature code.
Having two keymaps provides the user with access to more features or trunks. In most situa-
tions, the user would have one key programmed with the Switch Keymap feature code (399) in
each keymap so that it would be easy to change the keymap. (If the user-programmed key has a
lamp, the lamp is lit when the alternate keymap is active.)
When keymaps are switched, any user-programmable keys in the maps retain their user-pro-
grammed values; they are not returned to default during the switch. However, if the keymaps
do not have the same user-programmable keys in the same positions, the location of individual
keys may change when the keymaps change.
If a user switches keymaps during an outside call, the call will appear on the appropriate trunk
or Call key for that keymap. The key assignment may not be the same for both keymaps. For
example, it could appear under a Call key on one map and an individual trunk key on the other. 
If a key is not available in the currently active keymap when a call rings in, the user will still
see the correct display, hear ringing, and can answer as usual.
T
O SWITCH BETWEEN KEYMAPS WHEN THE STATION IS IDLE:
While on hook, enter the Switch Keymap feature code (399). The display shows
STANDARD KEYMAP IS ACTIVE or ALTERNATE KEYMAP IS ACTIVE.
T
O SWITCH BETWEEN KEYMAPS DURING A CALL:
While on a call, press the Special key   and enter the Switch Keymap feature
code (399). The display momentarily shows STANDARD KEYMAP IS ACTIVE or
ALTERNATE KEYMAP IS ACTIVE.
∞ 
						

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Automatic Call Access
AUTOMATIC CALL ACCESS
This feature allows a keyset user to determine the way incoming calls are answered by entering
a feature code to select the type of call access. The four variations are as follows:
•No Automatic Call Access: The user hears intercom dial tone when the handset is lifted
and must press a Call or individual trunk key (or the ANSWER key) to answer an out-
side call, or press the IC key (or Call key, if there is no IC key) to answer an intercom
call.
•Automatic Intercom Call Access Only: The user can answer ringing intercom calls by
simply lifting the handset, but outside calls must be answered by pressing a Call key, an
individual trunk key, or the ANSWER key.
•Automatic Outside Call Access Only: The user can answer ringing outside calls by lift-
ing the handset, but ringing intercom calls must be answered by pressing the IC key (or
Call key, if there is no IC key).
•Automatic Access For All Calls: The user can answer any ringing call by lifting the
handset. If no call is ringing, the user hears intercom dial tone when the handset is
lifted. (This is the way single-line sets work. When the system is in the default state, all
keysets have this type of call access.)
NOTE In any of the above variations, keyset users may still receive handsfree inter-
com calls (if enabled).
The selected option determines how all types of ringing intercom or outside calls (direct calls,
transferred calls, recalls, etc.) are answered. If more than one call is ringing at the station, the
first call received is the first answered.
When programmed for automatic outside call access, a station user with allowed answer, but
without ring in, for a ringing trunk must always press an individual trunk key for that trunk, or
enter the Automatic Trunk Answer feature code (350) to answer the incoming call. Transferred
calls and recalls can be answered by lifting the handset.
Camped-on calls cannot be answered by simply lifting the handset or pressing the SPKR key.
For example, a station is programmed to automatically answer ringing outside calls, but
requires pressing the IC key to answer ringing intercom calls. If a private intercom call rings in
and is immediately followed by an outside call ringing in, the display shows the intercom call
message and the outside call camps on. The intercom call also camps on when the handset is
lifted. The user can then choose between the camped on calls by pressing either the IC key or
the Call or individual trunk key (or ANSWER key).
The automatic call access options outlined below can be programmed at keyset stations only.
Single-line sets are designed to automatically answer ringing intercom and outside calls by lift-
ing the handset and cannot be changed.
T
O PROGRAM OUTSIDE CALL ACCESS:
To change the current outside call access option to its opposite (toggle on or off), enter
the Automatic Trunk Access On/Off feature code (360). You hear a confirmation tone.
The display shows AUTO TRNK ACCESS ON (or OFF).
T
O PROGRAM INTERCOM CALL ACCESS:
To change the current intercom access option to its opposite (toggle on or off), enter
the Automatic Intercom Access On/Off feature code (361). You hear a confirmation
tone. The display shows AUTO IC ACCESS ON (or OFF). 
						

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Music-On-Hold And Background Music
MUSIC-ON-HOLD AND BACKGROUND MUSIC
The Music-On-Hold feature not only makes waiting on hold as pleasant as possible, but it
assures the holding party that the call is still connected. 
Keyset users can choose to listen to background music by entering the Background Music fea-
ture code (313). 
The system can be equipped with one or more optional external music sources for the Music-
On-Hold feature. The music source can be a customer-provided radio, tape player, or other
device connected to the Central Processing Unit (CPU) Card and/or the Option Card(s) in the
KSU. When a music source is installed, music-on-hold is enabled or disabled in database pro-
gramming. If music is not desired, the system can be programmed for tick-tones or silence on
hold. (The Background Music feature uses the music source connected to the CPU Card only).
NOTE In some circumstances, there may be broadcast restrictions associated with the music
heard by callers on hold. Check with the music’s original distributor and/or the radio station for
copyright and broadcast restrictions concerning music-on-hold.
In an AXXESS network, each node has its own music source(s). If a caller on Node 1 is hold-
ing for a user on Node 2, the caller hears the music on node 2. Note that if a caller is holding
for a user on Node 1 and the call moves to Node 2 (due to a transfer, forward, or recall), the
user will stop hearing the music on Node 1 and will begin hearing the music on Node 2.
The music-on-hold option that will be heard by outside callers on the trunks in the trunk group
can be set for music, tick tones, or silence. Throughout the manual, the term “music” refers to
the selected option.
Background music is interrupted for calls, pages, keyset programming, and ringing.
T
O TURN KEYSET BACKGROUND MUSIC ON OR OFF:
While on or off hook, enter the Background Music On/Off feature code (313) or press
the Analog Keysets MUSIC key. If off hook, hang up. The display shows BACK-
GROUND MUSIC ON (or OFF).