Inter-Tel Axxess Administrators Guide

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Introduction
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
The AXXESS Telephone System
Introduction
This Administrator’s Guide provides all the information an administrator should need about
the AXXESS system hardware and features, and it gives detailed instructions on their use.
Refer to the user guide provided with each phone for simplified instructions on using telephone
and voice mail system features.
THE AXXESS TELEPHONE SYSTEM
The Inter-Tel AXXESS System is a state-of-the-art, digital, voice/data, hybrid telephone sys-
tem. As a hybrid system, it incorporates many of the user-friendly features of key systems with
many of the expanded features and flexibility of private branch exchange (PBX) systems.
The AXXESS System is designed to meet the needs of growing businesses. In fact, the sys-
tems unique digital signal processing (DSP) structure allows it to be easily adapted and
expanded as business communication needs change, especially with the Caller ID, Automatic
Number Identification (ANI), Dialed Number Identification Service (DNIS), and Integrated
Services Digital Network (ISDN) features. The modular design makes the system easy to
install and service. And, the programmable features provide an abundance of user-friendly
applications to meet each customers needs. Highlights of the systems design include:
•Advanced microprocessor technology.
•Modular, easily replaceable hardware with add-on capabilities for optional features.
•Flexible programming to customize many system and station features.
AXXESS NETWORKS
With AXXESS software version 5.0 (and higher), you can connect two or more AXXESS sys-
tems to form a network that provides a seamless interface between the systems. To the user, the
network appears as though it is one integrated system. With few exceptions, the user can per-
form all of the functions across the network that he can within a single AXXESS system.
In this manual, all references to a “network” mean two or more connected AXXESS systems.
Each AXXESS system in a network is called a “node.”
The maximum capacities of the AXXESS network are listed in the following table.
* The maximum number of stations and trunks that can be installed is limited by the number of
voice channels and/or system memory resources available.
FEATURE/DEVICES CAPACITY
AXXESS System Nodes per network 63
Local devices per AXXESS node 512*
Off-node devices per AXXESS node 8000
Devices per network 20,000 
						

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Introduction
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
AXXESS System Administrator Duties
AXXESS SYSTEM ADMINISTRATOR DUTIES
As an AXXESS System Administrator you can provide the following services:
•Place the local phone system or other systems in the network in night mode or day
mode
•Set the date and time of the local system
•Set the network date and time and re-synchronize clocks in the network.
•Make database changes (see page 9 for a list of programming areas)
•Program system speed-dial numbers on the local system
•Receive and clear displayed system and network alarms
•Using diagnostic mode features:
—Freeze and unfreeze database history on the local system or other systems in the
network
—Print error logs
—Seize specific devices for troubleshooting purposes
Administrator features are described in detail beginning on page 6.
Any keyset can be designated as an administrator station during database programming. All
administrator stations should be equipped with display keysets to show system alarms and
make programming easier. 
						

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Introduction
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
AXXESSORY Talk
AXXESSORY TALK
The Inter-Tel AXXESSORY Talk voice processing system can be used for any of the following
applications:
•Voice Mail: This application handles all calls that are directed to voice mail (other than
through the Message Notification/Retrieval application) by subscribers and non-sub-
scribers. Callers will hear the main company greeting, followed by a menu of available
options. Stations can forward or transfer calls directly to their mailbox using this appli-
cation’s.
•Directory Services: Directory services provide callers with a list of mailboxes and
extension IDs.
•Automated Attendant: The automated attendant is a programmable feature that can be
used to provide automated call answering service. Calls can transfer, forward, or
directly ring in to an automated attendant. When an automated attendant answers a call,
it plays a recording that gives dialing instructions. After hearing the recording (or at any
time while it is playing), the caller may then dial an extension or mailbox number. 
•Automated Attendant Recall Destination: If a call, that is transferred by the auto-
mated attendant, is not answered before the Transfer AXXESSORY Talk timer expires,
the call recalls the Automated Attendant Recall Destination. The Recall Destination
announces that the station is unavailable and allows the caller to leave a message (if the
station has an associated mailbox) or dial another extension. 
•Call Routing Announcement: Call Routing Announcements can be used two ways:
—A Call Routing Announcement application can be used in place of a playback
device. The playback device function is especially useful for programming hunt
group announcement and overflow stations. When called, the Call Routing
Announcement application will play a recording and then hang up. 
—The Call Routing Announcement application can use Digit Translation which
allows the caller to press a single digit for access to a mailbox, a Fax On Demand
function, or a station or hunt group that has an associated mailbox or extension ID.
Digit translation can be programmed for each digit 0-9, #, and *, plus a Timeout
that is used when the caller does not enter a digit. Each digit can lead to a “digit
translation node” that has its own digit translation values. This layered Call Rout-
ing Announcement digit translation creates a “tree” of programmable digit transla-
tion nodes.
•Record-A-Call: This feature allows a station user to record an ongoing call in an
AXXESSORY Talk mailbox message. When a station user enters the Record-A-Call
feature code, the system places a call to the stations assigned Record-A-Call applica-
tion. When the application answers, the system sets up a conference call with the sta-
tions Record-A-Call mailbox. If programmed, the mailbox plays a greeting to indicate
that the recording is in progress.
•STAR: The Scheduled Time-Based Application Router (STAR) enhances the program-
mability of the voice mail application greetings. With STAR, applications can be pro-
grammed to play alternative greetings for holidays and weekends. A STAR application
is a table of up to 20 entries, that serves as a “routing table” which tells the AXXES-
SORY Talk which application will be used, based on day and time information in the
table. (The applications are programmed to play the greetings, not the STAR applica-
tion. The STAR routes the call to the right application.)
•Station Message Detail Recording (SMDR) Information Storage: SMDR informa-
tion can be stored on the AXXESSORY Talk’s hard disk and then processed using call
record sorting software, such as Inter-Tel’s Inside Track. 
						

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Introduction
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
AXXESSORY Talk Voice Mail Networks
AXXESSORY TALK VOICE MAIL NETWORKS
An AXXESSORY Talk Voice Mail unit can be installed on any or all nodes in the AXXESS
network. These AXXESSORY Talk Units can also be networked together to allow a caller to
leave a message on the local AXXESSORY Talk for a mailbox located on another AXXES-
SORY Talk in the network. 
The maximum capacities of the network are listed in the following table.
a This is the maximum number of nodes supported by the software. System traffic may limit
the actual number of nodes that can be supported without affecting system performance. 
b This is the maximum number of mailboxes supported by the NT-based software. The maxi-
mum number of mailboxes on an OS/2 AXXESSORY Talk should be limited to 500 for opti-
mum performance.
For more information on AXXESSORY Talk networks, see page 242.
AXXESSORY TALK VOICE MAIL ADMINISTRATOR DUTIES
As the voice mail System Administrator, you can use special features that are not provided to
other voice mail users. The System Administrator mailbox has all standard subscriber features
plus the ability to do the following: 
•Record a broadcast message
•Perform mailbox and group list maintenance
•Create and select custom audiotex recordings (voice mail company greetings, auto
attendant recordings, call routing announcements, and hunt group overflow and
announcement station recordings)
•Import fax documents
•Customize voice mail prompts
Voice Mail System Administrator features are described in detail on page 32.
FEATURE/DEVICES CAPACITY
AXXESSORY Talk Units (nodes) per network
100a
Local or Off-Node Mailboxes and/or Extension IDs per 
AXXESSORY Talk node2000b
Group Lists per node
    Members per group list100
100
Remote Message Notification Numbers per mailbox 18 
						

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Administrator Procedures
Any keyset can be designated as an AXXESS System Administrator and/or an AXXESSORY
Talk Voice Mail System Administrator during database programming. All administrator sta-
tions should be equipped with display keysets to show system alarms and to make program-
ming easier. 
This section gives you all instructions for using the Administrator Features of the AXXESS
System and the AXXESSORY Talk. 
•AXXESS System Administrator Features begin on the next page.
•AXXESSORY Talk Administrator Features begin on page 32.
A quick reference card is located in the front of this book for your convenience.
Refer to the AXXESS System Features and AXXESSORY Talk Features chapters for detailed
descriptions of the AXXESS System and AXXESSORY Talk and for general user procedures. 
						

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
AXXESS System Administrator Features
AXXESS SYSTEM ADMINISTRATOR FEATURES
Any display keyset station (attendant or non-attendant) can be assigned as a system administra-
tor. Administrator stations provide the following services:
•Place the local node or other nodes in the network in night mode or day mode
•Set the date and time of the local node
•Set the network date and time and re-synchronize clocks in the network.
•Make database changes (see page 9 for a list of programming areas)
•Program system speed-dial numbers on the local node
•Receive and clear displayed system and network alarms
•Using diagnostic mode features:
—Freeze and unfreeze the database history for the local node or any node in the net-
work using programmed freeze zones
—Print error logs
—Seize specific devices for troubleshooting purposes
Any keyset station can be programmed to be an Administrator station by the database pro-
grammer or by another Administrator station.
If a non-Administrator station user attempts to use the Administrator features, the user will
hear reorder tones and the display will show CANNOT ACCESS RESERVED FEATURE.
PLACING THE SYSTEM IN NIGHT MODE
An Administrator station can place the local node in day or night mode. The day/night mode
determines which lists the system will use for trunk access, toll restriction, etc.
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.
T
O TURN NIGHT MODE ON OR OFF:
While on hook, enter the Night Ring On/Off feature code (9860). You hear a single
confirmation tone. The display shows NIGHT MODE IS ON (or OFF). Then, if night
mode was turned on, the display shows THE SYSTEM IS IN NIGHT MODE until day
mode is turned on.
PLACING NODES IN DAY OR NIGHT MODE
An Administrator station can place one or more nodes in day or night mode. The day/night
mode determines which lists the system will use for trunk access, toll restriction, etc.
The network determines the day/night mode status of a call based on the day/night mode status
of the node where the trunk resides.
T
O TURN NIGHT MODE ON:
  (1)While on hook, enter the Enable Network Night feature code (9861). 
  (2)You are prompted to enter a node number. Enter the desired node number.
  (3)You hear a single confirmation tone. The display shows NIGHT MODE IS ON. Then
the display shows NODE X IS IN NIGHT MODE until day mode is turned on.
T
O TURN DAY MODE ON:
  (1)While on hook, enter the Enable Network Day feature code (9862). 
  (2)You are prompted to enter a node number. Enter the desired node number.
  (3)You hear a single confirmation tone. The display shows DAY MODE IS ON. 
						

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Setting System Date And Time
SETTING SYSTEM DATE AND TIME
Occasionally, the system time or date needs to be reset (for example, when the system is
defaulted or for daylight-saving time). Any Administrator can change the date and time that
appears on all display keysets and in the SMDR reports. The day of the week is automatically
calculated and set by the system when the date is entered.
T
O SET THE SYSTEM DATE AND TIME:
NOTE You may backspace to correct entries by pressing the MUTE key or you may press 
or CANCEL to leave it unchanged and start over. 
  (1)While on hook, enter the Set Date/Time feature code (9800). Your display shows DATE
(current date).
If you do not need to change the date, press   or ACCEPT to skip to the TIME
XX:XX prompt.
  (2)Use the keypad keys to enter the month, day, and year. For example, press 010398 for
January 3, 1998. When finished, the display shows TIME (current time). If you entered
the date incorrectly, the display shows INVALID DATE and you are prompted to enter
a new date. NOTE: If using a station programmed for Japanese, enter the date as year,
month, date. For example, 980103 for January 3, 1998.
If you do not need to change the time, press   or ACCEPT twice to exit. The display
shows SYSTEM DATE AND TIME UPDATED.
  (3)Use the keypad keys to enter the time in hours and minutes. (For example, enter 0900
for 9:00.) If you entered the time incorrectly, the display shows INVALID TIME and
you are prompted to enter a new time. 
  (4)If the system is set for 12-hour display format, the display shows SELECT AM OR PM
(AM=1 PM=2). Press   for AM (or the AM menu key) or press   for PM (or the PM
menu key). The display shows SYSTEM DATE AND TIME UPDATED. If you press
any key other than 1 or 2, the display shows INVALID TIME and you are prompted to
enter a new time. NOTE: If using a station programmed for Japanese, the prompts will
be reversed and you will set the AM/PM before the hour and minutes.
SETTING NETWORK DATE AND TIME
Occasionally, the network time or date needs to be reset (for example, when the system is
defaulted or for daylight-saving time). Any Administrator can change the date and time that
appears on all display keysets and in the SMDR reports in the network. The day of the week is
automatically calculated and set by the system when the date is entered. 
T
O SET THE SYSTEM DATE AND TIME:
NOTE You may backspace to correct entries by pressing the MUTE key or you may press 
or CANCEL to leave the date and time unchanged and start over. 
  (1)While on hook, enter the Set Network Date and Time feature code (9810). Your display
shows DATE (current date).
If you do not need to change the date, press   or ACCEPT to skip to the TIME
XX:XX prompt.
#
#
12
# 
						

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Synchronize Network Time   (2)Use the keypad keys to enter the month, day, and year. For example, press 010398 for
January 3, 1998. When finished, the display shows TIME (current time). NOTE: If
using a station programmed for Japanese, enter the date as year, month, date. For exam-
ple, 980103 for January 3, 1998.
If you entered the date incorrectly, the display shows INVALID DATE and you are
prompted to enter a new date.
If you do not need to change the time, press   or ACCEPT twice to exit. The display
shows SYSTEM DATE AND TIME UPDATED.
  (3)Use the keypad keys to enter the time in hours and minutes. (For example, enter 0900
for 9:00.) NOTE: If using a station programmed for Japanese, the prompts will be
reversed and you will set the AM/PM before the hour and minutes.
If you entered the time incorrectly, the display shows INVALID TIME and you are
prompted to enter a new time.
If the node is set for 12-hour display format, the display shows SELECT AM OR PM
(AM=1 PM=2). Press   for AM (or the AM menu key) or press   for PM (or the
PM menu key). The display shows SYSTEM DATE AND TIME UPDATED. If you
press any key other than 1 or 2, the display shows INVALID TIME and you are
prompted to enter a new time. 
SYNCHRONIZE NETWORK TIME
Administrators can synchronize the minutes past the hour across the network without changing
the hour. This is useful when the nodes are in different time zones. NOTE: If a node’s time is
off by more than 30 minutes, synchronizing the minutes may cause the hour to change. Also,
network time is automatically synchronized every day at 12:30 AM (00:30), using the time set-
ting on the node with the lowest number.
An Administrator can synchronize the clocks in all nodes in the network using the following
procedure.
T
O SYNCHRONIZE NETWORK TIME:
While on hook, enter the Synchronize Network Time feature code (9811). You hear a
confirmation tone and the display shows NETWORK TIME SYNCHRONIZED.
#
12 
						

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Database Programming
DATABASE PROGRAMMING
Any Administrator station can perform database programming using the keyset. However, it
requires a display keyset and an Executive Keyset is strongly recommended. (NOTE: If using
an Analog Keyset, the Administrator will need to use the PREVIOUS/NEXT or UP/DOWN
keys in place of the Volume key in the instructions in this section.)
The database areas that can be programmed by an Administrator station include the following:
Station Programming:
•Create or delete Administrator stations
•Create or delete Attendant stations
•Create or delete House Phones
•Assign stations to Attendants
•Program usernames
•Program station toll restriction
System Option Programming:
•Program do-not-disturb messages
•Program a password for the Database Programming feature
•Program station extensions
Trunk Programming:
•Individual trunk answer supervision type, caller information, hybrid balance, signaling
type (DTMF or pulse), and trunk group assignment
•Trunk group answer access, ring-in, toll restrictions, and trunk lists
Entry to the Database Programming feature at the Administrator stations can be protected
using a password. A password would prevent unauthorized users from altering the system data-
base. 
NOTE Passwords are very important to system security. Without sufficient password protec-
tion, the AXXESS database is vulnerable to unauthorized access.
Depending on the database changes made by the Administrator, the system may require a reset
after programming. If so, the system will prompt the Administrator for a reset and ask if it
should be done immediately or delayed. Delaying the reset would prevent interruption in ser-
vice. However, if a reset is required it should be done as soon as possible to permit proper sys-
tem operation. Note that a system reset will drop all calls in progress.
When entering alphanumeric information, such as a username, reminder message, or do-not-
disturb message, press the MSG key or USE ALPHA MODE/USE NUMERIC MODE menu
key to switch back and forth between alphanumeric and numeric mode.
•In numeric mode, the keypad keys are used to enter numbers 0-9, the pound (#) key is
used for entering a hyphen (-), and the asterisk (*) key is used for entering a colon (:).
For example, 1*00 would enter “1:00” in numeric mode.
•In alphanumeric mode, keypad keys are used to enter the desired letters, numbers, and
punctuation. The number of times a key is pressed determines which character is
entered. For example, 533266 would enter “JEAN” in English. When adjoining charac-
ters are located under the same key, press the FWD key to advance to the next character.
For example, 66FWD6667776 would enter “NORM.” Refer to the chart below to pro-
gram information in alphanumeric mode. (Note that letters correspond to the letters
printed on the keypad keys.) The Japanese characters will be available only if the Multi-
lingual Support premium feature is enabled and the Administrator’s Digital Keyset is
set for Japanese.  
						

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Database Programming Station Programming Using An Administrator’s Station
The station programming that can be performed by an Administrator station includes the fol-
lowing:
•Create or delete Administrator stations: An Administrator can program any other
keyset station to be an additional Administrator station, or delete Administrators. (You
cannot program this for your own station or a single-line station.)
•Create or delete Attendant stations: An Administrator can program any station to be
an Attendant station, or delete Attendants.
•Create or delete House Phones: An Administrator can program any station to be a
House Phone, or delete House Phones.
•Assign stations to Attendants: An Administrator can change the assigned Attendant
for each station.
•Program user names: The Administrator can program or change the user name for any
station.
•Program station toll restrictions: The Administrator can program toll restriction
classes of service for the stations. Station toll restrictions are described in detail on
page 107.
The Station Database Programming process is summarized in the flowchart shown on page 13.
See page 47 for a Program Planning Sheet.
If necessary, you can press the asterisk (*) key or SPKR, to cancel programming and discard
any unsaved changes, at any time during the following procedure.
S
TATION FLAG PROGRAMMING:
  (1)While on hook, enter the Program Database feature code (9932). 
  (2)If a password is required, the display shows ENTER PASSWORD. Use the keypad to
enter your 1-8 digit password and press  . (If you enter an incorrect password or do
not press  , the display shows INVALID PASSWORD.)
If a password is not required, skip this step.
  (3)The display shows ENTER DATABASE OPTION. (Executive Keysets also show the
options: STATION, SYSTEM, and TRUNK.) Press   or the STATION menu key. 
NUMBER OF TIMES KEY IS PRESSED
KEY1234567891011
ENGLISH CHARACTERS
KATAKANA CHARACTERS
1
-&()1AIUEOa
2AB C’2KAKIKUKEKOi
3DE F ! 3SASHISUSESOu
4GHI * 4TACHITSUTETOe
5JKL/ 5NANINUNENOo
6MNO# 6HAHIFUHEHOtsu
7PQRS7MAMIMUMEMOya
8T UV? 8YAYUYO.,yu
9WXYZ 9RARIRUREROyo
0@:.,0WAWONpabalong
#
#
1