IPS 308/416 Revision 4 System Guide
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Page 15 Door Phone Operation Details Any extension with the exception of Extension #00 and the System Manager’s extension may be configured to be a door phone. Door phones may be placed at any location requiring a hands free intercom station. In addition, any ordinary phone ca n be used as a door phone. When a person at the door phone goes offhook (or presses the button on the door phone), an alert ring is heard on the first four available extensions in the Standard Incoming List. This is similar to an incoming call wher e the first four available ext ensions in the Standard Incoming List are rung. Any of the ringing phones may go offhook within the next 12 seconds to make a connection with the Door Phone extension. More than one phone ma y connect to the Door Phone extension. Also, any extension can make an intercom call to a door phone and they will be immediately connected with the door phone operating in a hands- free mode. An intercom call to an ordinary phone connected to an extension programmed to be a door phone will ring normally.
Page 16 Call Forwarding / Call Follow Me Occasionally you may be required to work in an associate’s office and will want to have your phone forwarded to the other person’s office. This feature is called “Call Forwarding” when you enter the forwarding command from your extension. The feature is called “Call Follow Me” when you issue the command from the extension to which you want the calls forwarded. NOTE: In some installations, it may not be desirable to allow any user the ability to have calls transferred by invoking the Call Follow Me command. For instance, a person at an extension in a hotel could accidentally cause calls meant for the Operator to be directed to them. To disable the Call Follow Me function: To enable the Call Follow Me function: A special exception to Call For warding is made to facilitate operation between a manager and their secretary. If the manager has their calls for warded to the secretary’s extension, the secretary (but no one else) is able to make an intercom call to the manager’s extension or transfer an outside call to the manager. Any other extension attempting such a call would have the call for warded to the secretary’s extension. 7822 In the programming mode, lift the handset and enter “7822”. Pause for the confirmation tone. Hang up or continue programming. 7823 In the programming mode, lift the handset and enter “7823”. Pause for the confirmation tone. Hang up or continue programming.
Page 17 Require Star Key Before User Programming All of the user programming commands begins with the ‘4’ or ‘5’ digit. In some installations, it may be desirable to requir e that the user enter a ‘*’ key from the keypad of the phone before entering one of these commands. This will prevent unintentional programming if a person dials a phone number beginning with a ‘4’ or a ‘5’ but forgets to dial ‘9’ (or ‘0’) to connect to an outside line. For instance, an extension could be accidentally placed in the Do Not Disturb mode or the Day/Night setting could be changed. When this new parameter is set, dia ling a ‘4’ or a ‘5’ without first dialing a ‘*’ digit will give an error tone. NOTE: Telephone sets with rotary dials cannot dial a ‘*’ digit. Thus, this setting should not be enabled if there are pulse dialing telephones connected to the system. To require a ‘*’ digit to be entered before a ‘4’ or a ‘5’: To not require a ‘*’ digit to be entered before a ‘4’ or a ‘5’: NOTE: When using the break-in feature a ‘*’ is not required before entering the digit ‘5’. 7838 At the System Manager’s extension, lift the handset and enter “7838”. Pause for confirmation tone. 7839 At the System Manager’s extension, lift the handset and enter “7839”. Pause for confirmation tone.
Page 18 Central Office Lines - Incoming Calls Introduction: Configuring Outside Lines This chapter, which describes how incoming calls are handled in the IPS, begins the discussion of how to configure the outside lines. The next chapters describe the main configuration commands, followed by a discussion of Auto-Attendant or DISA (Dir ect Inward Station Access), then a description of Outgoing Call Groups, and finally a discussion of DOSA (Dir ect Outward Station Access). Later in this ma nual is a discussion of advanced topics concerning the setup of outside lines. Overview: Choices in Handling Incoming Calls Your flexible IPS system offers many options for handling incoming calls. The choices are as follows: Standard Incoming Line or Private Incoming Line The first choice to be made for each outside line is whether you want the IPS to handle incoming calls in a “standard” fashion or whether you want a particular line to be a “private incoming line” and ring at an extension other than the Operator. Outside line #1 is always a Standard Incoming Line while each of the others may be optionally configured to be Private Incoming Lines. Auto-Attendant or Direct Inward Station Access (DISA) Next, you can decide if you want the IPS to automatically connect incoming calls to a recorded voice announcement which leads the caller through options for reaching individual extensions. In this mode, the IPS can also be programmed to listen for an incoming FAX tone and route the call directly to the extension where the FAX machine is located. This type of operation is called Auto-Attendant or DISA (Direct Inward Station Access). The alternative to DISA is that the IPS will sense an incoming call and cause one or more extensions to ring. In this case, a connection to the outside line will not be made until one of the ringing extensions goes offhook. Day Time and Night Time Handling of Incoming Calls The IPS can operate in the Da y Mode or the Night Mode and each outside line can be set to operate differently when in the two modes. For instance, an outside line can operate as a Standard Incoming Line during
Page 19 the day and as a Private Incoming Line during the night. You can have an incoming call ring at one group of extensions during the day and a different group of extensions at night. You can also choose to have the Auto-Attendant (or DISA) mode operate during the day, night, or both. Incoming Call Alert Tone to the Paging System Calls can be set up to ring over a paging system in addition to ringing at individual extensions. Anyone can answer the call from any extension by dialing “3”. This is recommended for businesses where employees are not seated at desks with phones, or where there is no dedicated receptionist / operator. Incoming Calls to an Auto-Attendant System If you are using an external auto-attendant / Voice Mail system, you can choose to have incoming calls ring at the Voice Mail unit or at an operator’s extension. Simply enter the Standard Incoming Line list to reflect the extensions to which you would like to direct the incoming calls. Defining the Standard Incoming Line In most installations, all outside lines would be configured as a Standard Incoming Line. You will first define a list of extensions, which will ring when an incoming call is detected. You might also choose to define a second list of extensions, which will ring when an incoming call is detected in the Night Mode. The operation of an outside line configured to be a Standard Incoming Line is as follows. When an incoming call is detected, the IPS checks the extensions starting at the top of the appropriate (day or night) list to find the first available extension. This extension will start ringing. Zero to nine rings later (see “Multiple Ringing Time”, page 95), the IPS will find the next three available extensions in the list and start them ringing. After 5 to 60 seconds have passed (see “Rollover on Standard Incoming Calls Timing”, page 92), the IPS will ring an available Rollover Extension (usually a Voice Mail unit or answering machine). Additionally, all key phones with the ‘RP’ (Ring Position) indicator set will also ring when incoming calls are detected on outside lines configured as Standard Incoming Lines.
Page 20 The Operator Extension One ext ens ion is des ignated to b e the Op erator. The Op erator extens ion is used by the IPS in the following ways: ¨ Any extension may dia l ‘0’ (or ‘9’) to place an intercom call to the Operator or to transfer an outside call to the Operator. ¨ The Day mode Operator only may issue a ‘56’ comma nd or a ‘57’ command to manually switch the IPS into the Night mode or the Day mode. ¨ An incoming call to an extension on a Private Incoming Line that goes una nswer ed will ring the Op erator ext ension if the Op erator is not busy. ¨ A call left on hold too long will ring at the extension that placed it on hold. If that extension does not answer or is busy, the call will ring at the Operator extension if it is not busy. ¨ A call parked at an extension will ring the Operator (or a Rollover Extension, as programmed by the S ystem Manager) if the extension at which the call is parked does not become available or if the extension becomes available but does not answer when the phone rings. ¨ A blind transfer of an outside call to an extension which does not answer will ring the Operator (or a Rollover Extension, as programmed by the System Manager) if the extension to which the call is being transferred does not answer. ¨ If an incoming caller to an outside line operating in the Auto- Attendant (or DISA) mode specifies an extension which does not answer, the call will transfer to the Operator. ¨ If no input (either DTMF digits or a FAX Calling Tone) is detected during a DISA call, the call will ring at either the Operator or the FAX extension, as progra mmed by the System Manager.
Page 21 The Standard Incoming List - Which Extension is the Operator The first (non-Rollover) extension in the Standard Incoming List is defined to be the Operator. This mea ns that if your Standard Incoming Line List directs incoming calls to an Auto Attenda nt / Voice Mail, the Operator will be defined as the next extension in the list after the Voice Mail extensions (because your Voice Mail extensions would be defined as Rollover Extensions). Since there is a separate list for Day and Night operation, a differ ent Operator extension can be defined for each mode. Entering the Standard Incoming List 730 or 790 In the programming mode, enter “730” for the Day Mode list or enter “790” for the Night Mode list. Enter two-digit extension numbers (‘00’ to ‘15’) assigned to the Standard Incoming List. Enter all of the extension numbers in succession. You can assign up to 16 extensions. Be sure to enter the extensions in the order you want them to be searched. Hang up. Hanging up is necessary for the assignments to register.
Page 22 Keep a record of your Standard Incoming List Assignments. Write the 2-digit extension numbers in the following table. Extens io n Numbers in the Standard Incoming List, Day ModeExtens io n Numbers in the Standard Incoming List, Night Mode Enter 730 790 1st (Operator): 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th
Page 23 Private Incoming Lines You may wish to configure one or more of the outside lines to operate as a Private Incoming Line. This would allow an incoming call to ring at an extension other than the Operator. Outside lines 2, 3, and 4 may be defined as Private Incoming Lines. As such you can define the list of extensions which the IPS will search when an incoming call is detected on that line. Only one extension will ring. This is different from outside lines defined as Standard Incoming Lines where more than one extension can ring at the same time. Entering the Private Incoming List(s) 731 Outside Line 2, Day Mode List 732 Outside Line 3, Day Mode List 733 Outside Line 4, Day Mode List 791 Outside Line 2, Night Mode List 792 Outside Line 3, Night Mode List 793 Outside Line 4, Night Mode List For non-DISA calls to a Private Incoming Line, the IPS will ring the first available extension in the appropriate (day or night) list. If the extension does not answer within the “Rollover After Call to Extension” time, the call will start ringing at the next available extension in the Private 73n or 79n In the programming mode, enter the code for the desired Private Incoming List. Enter two-digit extension numbers (‘00’ to ‘15’) assigned to the Private Incoming List. Enter all of the extension numbers in succession. You can assign up to 16 extensions. Be sure to enter the extensions in the order you want them to be searched. Hang up. Hanging up is necessary for the assignments to register.
Page 24 Incoming List, not including the extension which is currently ringing. This process will repeat until the incoming caller hangs up and the ringer signal is no longer present. Thus, the first two available extensions in the Private Incoming List will alternately ring until the call is answered or the ringer input goes away. One typical configuration would be to put the Operator as the second ext ens ion in a Private Incoming List. If the Op erator does not answer, the call will start ringing at an available Rollover Extension. Another typical configuration would be to put an answering machine or voice mail unit extensions in the list. Since the IPS unit allows both Day Mode and Night Mode lists, you will want to make sure that an answering machine or voice ma il is the first or second extension in the night list so that calls received after hours will never go unanswered. In any case, it is best that the Private Incoming List be filled with enough entries so that the call always has a place to ring. If there is no available extension in the Private Incoming List, the call will park at the first extension in the list and give a beep signal to that extension if it is a single line telephone every few seconds to inform them that a call is waiting.