Inter-Tel Axxess Administrators Guide

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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Seizing A Device
SEIZING A DEVICE
For troubleshooting purposes, the Seize Device feature code allows an Administrator to enable
diagnostics mode and then seize a specific trunk or extension by entering the board, circuit,
and device number.
The Seize Device is affected by trunk restriction. The Administrator’s station must have outgo-
ing access permission for the trunk to seize it. Toll restriction is applied to any calls placed
after the seizure of the trunk.
T
O SEIZE A DEVICE:
  (1)While on hook, enter the Diagnostics Mode feature code (9900) to turn on diagnostics
mode. The display shows DIAGNOSTICS ON.
  (2)Press the Special key   and enter the Seize Device feature code (9973). The dis-
play shows ENTER BOARD.
  (3)Enter the board number on which the device to be seized is located (if you enter a single
digit, press   after the digit to continue). (If you enter an invalid board number, the
display shows INVALID BOARD NUMBER.) Do not enter the CPU board number (0).
The display shows ENTER PORT.
  (4)Enter the port (circuit) number of the device to be seized (if you enter a single digit,
press   after the digit to continue). Valid numbers depend on the type of board. (If you
enter an invalid board number, the display shows INVALID BOARD NUMBER.) 
If there is only one device on the selected port, the selected device is seized as if the
user had directly entered the extension or trunk number.
If there is more than one device on the selected port, the display shows ENTER
DEVICE. Enter the number of the device to be seized. Valid numbers depend on the
type of devices installed. (If you enter an invalid board number, the display shows
INVALID BOARD NUMBER.) When the device has been selected, it is seized as if
the user had directly entered the extension or trunk access number.
  (5)Enter the Diagnostics Mode feature code (9900) to turn off diagnostics mode. The dis-
play shows DIAGNOSTICS OFF.
For example, if the Administrator wanted to seize the T1 trunk on the tenth circuit of the T1C
in card slot 3 (circuit 3.10.0), the entries would be as follows:
ENTER BOARD: 3
ENTER PORT: 10
(Device number not required.)
However, to select the first single-line device connected to the second circuit of the KSC in
card slot 5 (circuit 5.2.1), the entries would be as follows:
ENTER BOARD: 5
ENTER PORT: 2
ENTER DEVICE: 1
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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
AXXESSORY Talk Voice Mail System Administrator Features
AXXESSORY TALK VOICE MAIL SYSTEM ADMINISTRATOR FEATURES
The Voice Mail System Administrator can use special features that are not provided to other
mailbox owners. The System Administrator mailbox has all standard mailbox features plus the
ability to do the following: 
•Record a broadcast message
•Perform mailbox and group list maintenance
•Import fax documents
•Create and select custom audiotex recordings (voice mail company greetings, auto
attendant recordings, call routing announcements, and hunt group overflow and
announcement station recordings)
•Customize voice mail prompts
To enter the System Administrator’s mailbox, the System Administrator dials the Voice Mail
access number, presses   to access the main menu, enters the System Administrator’s mail-
box number, then presses   to reach the System Administrator Menu. (There is not a prompt
for entering the  .)
BROADCAST MESSAGES
The System Administrator has the ability to make a single recorded message and send it to all
Standard and Receive-Only mailboxes. (Extension IDs do not receive Broadcast Messages.)
T
O RE C O RD A BROADCAST MESSAGE:
  (1)Dial the Voice Mail application access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter the System Administrator mailbox number and password.
  (4)Press   to access the System Administrator’s Menu.
  (5)When you hear the System Administrator Menu list of options, press   to send a
broadcast message.
  (6)Record your message. 
To pause while recording: Press  . To continue, press any key except  . 
To erase and re-record your message: Press  .
If you exceed the maximum allotted time for message length, a prompt will notify you
and allow you to re-record the message or send it.
If Voice Mail is full, a message will notify you that it cannot accept your message. Hang
up and try again later.
  (7)When you have completed your message, you have the following options:
If you are satisfied with your message, hang up. OR press   for more options.
If you wish to hear your message, press . 
If you wish to add to your message, press   and continue your message as described in
step 6.
To erase and re-record your message, press .
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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Mailbox/Group List Maintenance
MAILBOX/GROUP LIST MAINTENANCE
Using the System Administrator’s mailbox, the administrator may provide basic voice mail
mailbox and group list system maintenance. This maintenance includes the following:
•Record the name of a standard mailbox, extension ID, or a group list
•Record the mailbox greeting and set personal options for a mailbox
•Set the password for a mailbox or extension ID
NOTE To provide system security, all mailboxes and extension IDs should have a password.
To make the passwords difficult to guess, they should not match the mailbox number or consist
of one digit repeated several times. This is especially important in the System Administrator’s
mailbox which, allows programming access to the other mailboxes.
The System Administrator does not need to know the mailbox’s password to perform mainte-
nance.
T
O PERFORM MAILBOX/GROUP LIST MAINTENANCE:
  (1)Dial the Voice Mail application access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter the System Administrator mailbox number and password.
  (4)Press   to access the System Administrator’s Menu.
  (5)When you hear the System Administrator Menu list of options, press   to access the
Mailbox/Group List Maintenance option.
  (6)Dial the mailbox, extension ID, or group list number to be accessed.
If programming a mailbox or extension ID, you hear the Personal Options menu. Fol-
low the instructions on page 232 to program the personal options (name, password,
message envelope, or greeting) for the selected mailbox.
If programming a group list, the current name is played. You are prompted to enter a
name. After the tone, record the name for the selected list. When you are finished, press
. Then press   again to accept the name. (Or, press   to replay the name you just
recorded,   to erase and re-record it.)
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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Importing Fax Documents
IMPORTING FAX DOCUMENTS
If you have a fax card in your AXXESSORY Talk unit, you can use the voice mail System
Administrator’s mailbox to import fax documents. Imported documents can then be requested
by callers who use the Call Routing Announcement application that is programmed to provide
the Fax On Demand service.
T
O IMPORT A FAX DOCUMENT:
  (1)Using a fax machine, dial the Voice Mail application access number. You hear the main
menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter the System Administrator mailbox number and password.
  (4)Press   to access the System Administrator’s Menu.
  (5)When you hear the System Administrator Menu list of options, press   to select the
Import Fax option. (Note that, if the Fax On Demand feature is not enabled, the system
will not accept this digit). The system may inform you of one the following, if not, con-
tinue to the next step.
All system fax ports are busy: Hang up and try again later.
The system already contains the maximum number of fax documents allowed: Until one
or more fax documents are deleted from the system, there is no room for additional doc-
uments.
The system does not have enough disk space to import any more documents: Until one
or more fax documents are deleted from the system, there is no room for additional doc-
uments.
The system currently is at or above the Maximum Fax Library Size: Until one or more
fax documents are deleted from the system, there is no room for additional documents.
  (6)When prompted, enter the fax document number. (Or, to exit to the System Administra-
tor’s Menu, press  .) One of the following occurs when you enter the number:
If the document number does not already exist, the system asks you to verify the num-
ber. Press   if the number is correct and go to the next step. Or press   if you wish to
re-renter the number.
If the document number already exists, the system asks if you wish to replace it. Press
 if you wish to replace the document and go to the next step. Or press   if you wish
to re-renter the number.
If the document is currently being sent, updated, or deleted, that document number can-
not be used right now. You are prompted to enter a new number. Repeat step 6.
If you did not enter a valid number, you are prompted to enter a new number. Repeat
step 6.
  (7)When prompted, press the START button on your fax machine. One of the following
may occur: 
If the system cannot communicate with your fax machine, check that it is working prop-
erly and press   to try again.
If the system runs out of disk space while importing the document or if the document
will cause the system to exceed the Maximum Fax Library Size, you cannot import this
document until one or more fax documents have been deleted from the system to create
disk space. Press   to return to step 6.
  (8)When the fax transmission is complete, the system tells you that the document was
received. Press   to continue importing documents, or press   to exit.
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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Custom Audiotex Recordings
CUSTOM AUDIOTEX RECORDINGS
The voice mail System Administrator can create and select up to 500 custom audiotex record-
ings (voice mail company greetings, auto attendant greetings, call routing announcements, and
hunt group announcement/overflow recordings). Each recording has an assigned number.
Numbers are then assigned to specific applications using the System Administrator’s mailbox
or through database programming.
Any recording number (001-500) can be assigned to any AXXESSORY Talk application. In
the default state, Recording 001 is automatically defaulted to play the system-provided Voice
Mail main greeting and Recording 002 is the Automated Attendant main greeting. The default
recordings can be changed, but will be returned to system-provided values if the AXXES-
SORY Talk system is defaulted. A single recording may be used for multiple applications.
After making the required recordings, the System Administrator must determine which ones
play during the telephone system’s day and night modes of operation. This can be done from
either the System Administrator’s mailbox or through database programming.
The System Administrator must enter a valid two digit recording number (or a single digit fol-
lowed by   for recordings 1-9) before a custom audiotex recording can be made. If a valid
number has been entered and a previous recording exists, AXXESSORY Talk will play it.
(This includes the two standard default greetings.) When no recording is associated with
recording number, the System Administrator will be prompted to create a recording.
Once the recording is installed it replaces any previous recording. The only recordings that can
be retrieved are system default recordings 001 and 002. They can be retrieved by defaulting the
AXXESSORY Talk database.
The maximum recording time for each custom audiotex recording is determined in database
programming when the maximum greeting lengths are established for all mailbox owners.
In database programming, several greetings can be linked together for one application and/or
use the special UCD/ACD hunt group characters that tell the caller how many calls are ahead
and how long the wait will be. If you use the System Administrator’s mailbox to record or
assign a recording to an application with a list of several recordings, your input will change
only the first entry in the list. You cannot change the other entries using the System Adminis-
trator’s mailbox.
T
O RECORD CUSTOM AUDIOTEX RECORDINGS:
  (1)Dial the Voice Mail application access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter the System Administrator mailbox number and password.
  (4)Press   to access the System Administrator’s Menu.
  (5)When you hear the System Administrator Menu, press   to select the Custom Record-
ings option.
  (6)The next prompt asks if you wish to make a custom recording or select a custom
recording. Press   (make a recording).
  (7)When prompted, enter the desired recording number (001-500). If a recording exists, it
is played. If not, go to the next step. 
To hear the recording again, press .
If you wish to leave the recording unchanged, press . 
If you wish to re-record the recording, press   and continue to the next step.
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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Custom Audiotex Recordings   (8)When prompted, record the greeting or message. 
To pause while recording, press  . To continue, press any key. 
If you exceed the maximum allotted time for recording length, a prompt will notify you
and allow you to re-record or save it.
If the AXXESSORY Talk PC disk is full, a prompt will notify you that it cannot accept
your recording. Hang up and try again later.
  (9)When you have completed your recording, you have the following options:
If you are satisfied with your recording, hang up. OR press   for more options.
If you wish to hear your recording, press . 
If you wish to add to your recording, press   and continue your recording as described
in step 3.
To erase and re-record your recording, press .
T
O ASSIGN CUSTOM AUDIOTEX RECORDINGS TO SPECIFIC APPLICATION EXTENSION NUMBERS:
  (1)Dial the Voice Mail access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter the System Administrator mailbox number and password.
  (4)Press   to access the System Administrator’s Menu.
  (5)When you hear the System Administrator Menu list of options, press   to select the
Custom Recordings options.
  (6)The next prompt asks if you wish to make a custom recording or select a custom
recording. Press   (select a recording).
  (7)When prompted, enter the extension number of the application to be programmed. (For
example, if users dial 299 to reach Voice Mail, enter 299 to program the Voice Mail
greeting.) Or, press   to exit to the System Administrator menu.
  (8)When prompted, select whether the recording will be played during day mode (by
pressing  ) or during night mode (by pressing  ).
  (9)When prompted, enter the desired recording number (001-500). If a recording exists, it
is played. (If not, you hear a warning that the recording has not yet been made.)
  (10)If it is the correct recording, press  . Return to step 7.
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Administrator Procedures
INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000
Custom Audiotex RecordingsCustomized AXXESSORY Talk Prompts
All of the pre-recorded prompts in AXXESSORY Talk can be customized, using the voice mail
System Administrator’s mailbox. 
If the Multilingual feature is enabled, and the Japanese prompts have been loaded, the System
Administrator can change either the English prompts or the Japanese prompts. When the Sys-
tem Administrator’s keyset is in English mode, the English prompts will be changed when the
following procedure is performed. If the System Administrator’s keyset is in Japanese mode,
the Japanese prompts will be changed.
A list of all pre-recorded prompt numbers (001-595) and their text is provided in Figure 4,
beginning on page 38. The Japanese prompts have the equivalent text in the same prompt num-
bers. If you change any of the prompts, you should create a chart like the one on the Figure that
shows the new text.
NOTE If you change the text of the prompts, be sure you keep the content similar to the
default text. Otherwise, the prompts will not make sense to the listeners when played by
AXXESSORY Talk. 
T
O RECORD CUSTOM SYSTEM PROMPTS (OR RESTORE SYSTEM PROMPTS):
  (1)Dial the Voice Mail application access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter the System Administrator mailbox number and password.
  (4)Press   to access the System Administrator’s Menu.
  (5)When you hear the System Administrator Menu, press   to select the System Prompt
Replacement option.
  (6)Enter the desired prompt number (001-545) followed by   or the ACCEPT menu key.
If the number is valid, the current system and/or custom prompt is played. (If the num-
ber is not valid, you hear an error message and must choose another prompt number.)
  (7)Do one of the following:
To hear the prompt again, press .
If you wish to replace the current system or custom prompt with a new custom prompt,
press   and continue to the next step.
To delete a custom prompt and reinstate the system prompt, press  .
If you wish to leave the prompt unchanged and return to the previous menu, press .
  (8)Record the new prompt. (To pause while recording the prompt, press  . To continue,
press any key.)
If the AXXESSORY Talk PC disk is full, a prompt will notify you that it cannot accept
your prompt. Hang up and try again later.
  (9)When you have completed recording your prompt, you have the following options:
If you are satisfied with your prompt, hang up.
If you wish to hear your prompt, press . 
If you wish to add to your prompt, press   and continue as described in step 3.
To erase and re-record your prompt, press .
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Administrator Procedures
INTER-TEL AXXESS MANUAL – Issue 5.1, March 2000
Default AXXESSORY Talk Voice Prompts
FIGURE 4.Default AXXESSORY Talk Voice Prompts
001 To leave a message, please enter a 
mailbox number.
002 For the directory, press pound.
003 To reach an operator, press 0.
004 I’m sorry...
005 ...is not available.
006 The number entered is not valid.
007 Using the keys on your telephone, 
please spell the last name of the per-
son, then press POUND. For the let-
ter Q, press 7. For the letter Z, press 
9.
008 To exit the directory, press STAR.
009 Mailbox number...
010 If this is correct, press POUND.
011 For the previous name in the direc-
tory, press 1.
012 To hear additional information, press 
2.
013 To hear the next directory name, 
press 3.
014 To spell a new name, press 4.
015 Extension number...
017 ...is not a valid choice.
018 Please try again.
019 After the tone, please record your 
message. When finished, you may 
hang up to deliver the message or 
press POUND for more options.
020 Message delivered.
021 To replay, press 1.
022 To erase and re-record, press 3.
023 To append this recording, press 2.
024 To accept, press POUND.
025 Please record after the tone. To end, 
press POUND.
026 Recording erased.
027 Recording stopped.
028 Please begin speaking after the tone.
029 Message play stopped. To continue, 
press POUND.030 Enter the destination mailbox or 
group list number.
031 Logon canceled.
032 Enter your password. Then press 
POUND.
033 There have been 3 invalid attempts 
to log onto your mailbox.
034 Invalid password.
035 Thank you for calling. Good-bye.
036 To access voice mail features, you 
must change your system-assigned 
password.
037 You have not finished setting up 
your mail box.
038 Subscriber access denied.
039 Because this is the first time you are 
entering your mailbox, you must 
record your name for the company 
directory.
040 Since you are entering your mailbox 
for the first time, you should be 
aware of a few standard features. To 
cancel an option you have accessed 
and return to the previous menu, 
press STAR. To accept your record-
ing or dialing sequence, or to 
advance to your next message, press 
POUND. For help, you may press 0 
at any time you are at a menu and 
voice mail will replay the current 
menu and or give you additional 
information. Certain voice mail fea-
tures such as remote messaging are 
available from your mailbox only if 
authorized by your System Adminis-
trator. Your mailbox is now fully set 
up.
041 Your password may be up to 12 dig-
its.
042 Enter your new password, then press 
POUND. If you don’t want a pass-
word, press POUND now.
043 You new password is...
044 The number entered is too long. 
						

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Administrator Procedures
INTER-TEL AXXESS MANUAL – Issue 5.1, March 2000
Default AXXESSORY Talk Voice Prompts
FIGURE 4. Default AXXESSORY Talk Voice Prompts (Cont.)
045 To accept this entry, press POUND.
046 To erase and re-enter, press 3.
047 Password erased.
048 Password saved.
049 Your mailbox is full and cannot 
receive any new messages. Please 
delete old messages.
050 Not used; Available for custom 
prompts
051 Not used; Available for custom 
prompts
052 Your mailbox is almost full. Please 
delete any messages you no longer 
need so new messages may arrive.
053 You have...
054 You have one new message.
055 ...new messages.
056 ...of which is priority.
057 You have no new messages.
058 You have one saved message.
059 ...saved messages.
060 Remote messaging is currently 
enabled.
061 To listen to new messages, press 1.
062 To record a message, press 2.
063 To listen to saved messages, press 3.
064 For personal options, press 4.
065 To setup remote messaging, press 5.
066 For your primary setup, press 1.
067 For your alternate setup, press 2.
068 If this is the correct destination, press 
POUND.
069 To send this message now, press 
POUND.
070 For special delivery options, press 9.
071 To return to the previous menu, press 
STAR.
072 Message canceled.
073 To mark this message private, press 
1.
074 To mark this message for certified 
delivery, press 2.075 To mark this message priority, press 
3.
076 Message marked private.
077 Message marked certified.
078 Message marked priority.
079 To send this message to additional 
mail boxes, press POUND.
080 To backup within your message or 
recording, press 1.
081 To pause at any time, press 2.
082 To advance press 3.
083 To lower the voice mail volume, 
press 4.
084 To increase volume, press 6.
085 To save this message, press 7.
086 To delete this message, press 9.
087 To skip to the end of your message 
or re cording, press POUND.
088 To return to the main menu, press 
STAR.
089 To reply to this message, press 2.
090 To forward a copy of this message to 
another destination, press 3.
091 To skip back to the previous mes-
sage, press 4.
092 To replay the message envelope, 
press 5.
093 To listen to your next message, press 
6.
094 There are no previous messages.
095 Message saved.
096 Message deleted.
097 There are no further messages.
098 Message received...
099 ...at...
100 ...from...
101 ...totaling...
102 ...minutes...
103 ...minute...
104 ...seconds...
105 ...second... 
						

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Administrator Procedures
INTER-TEL AXXESS MANUAL – Issue 5.1, March 2000
Default AXXESSORY Talk Voice Prompts
FIGURE 4. Default AXXESSORY Talk Voice Prompts (Cont.)
106 Message received from an outside 
caller.
107 To record an introduction with a 
copy of this message, press 1.
108 To change your personal greeting, 
press 1.
109 To change your name in the direc-
tory, press 2.
110 To change your password, press 3.
111 To change your message envelope, 
press 4.
112 To replay the message, press 1.
113 To use your primary greeting, press 
1.
114 To select your alternate greeting, 
press 2.
115 To select the system greeting, press 
3.
116 After the tone, please record your 
greeting, then press POUND.
117 Greeting saved.
118 After the tone, please record your 
name, then press POUND.
119 Name saved.
120 Your message envelope is currently 
set to return...
121 ...all information.
122 ...time and date...
123 ...message source...
124 ...and...
125 ...message length...
126 To turn on all envelope options, 
press 4.
127 For message source, press 2.
128 For message length, press 3.
129 This option is now off.
130 This option is now on.
131 For time and date, press 1.
132 Your message envelope will play 
all options.
133 ...is turned on to call you at...
134 AM135 PM
136 ...Extension ID number...
137 ...Every day.
138 ...Monday through Friday.
139 Sunday
140 Monday
141 Tuesday
142 Wednesday
143 Thursday
144 Friday
145 Saturday
146 To turn this number on or off, press 
1.
147 To change the phone number, press 
2.
148 To change times of day, press 2.
149 To change days of the week, press 
3.
150 For pager notification, press 1.
151 For personal phone notification, 
press 2.
152 For notification of all new mes-
sages, press 1.
153 For priority-only, press 2.
154 Please enter the destination tele-
phone number and wait for further 
instructions.
155 The new number is...
156 Please enter the start time.
157 Please enter the stop time.
158 I’m sorry. You must program a tele-
phone number first.
159 Invalid time.
160 For AM, press 1.
161 Please select the days of the week 
on which you wish to be notified.
162 Not used; Available for custom 
prompts
163 Please enter your mailbox number.
164 Today
165 Yesterday