Key Voice Voice Processing System Installation And Maintenance Manual

							INSTALLATION AND MAINTENANCE MANUAL 4/005-18     VP:Name Recorded (Page 1 screen)
NTVP:Name button
This field indicates whether the mailbox owner has recorded his/her own name.  On NT-based VP
systems, an existing recording is signified by a red light displaying on the button.
On DOS-based VP systems, when you bring the cursor into this field, a menu appears, offering the option
to play, delete, copy, or record the name.  By selecting RECORD you can record the name via a telephone
line connected to the voice processing board.  To record the name, select RECORD, press , and call
into voice mail line 1.  When voice mail answers, select RECORD and speak the name.  To end the
recording, press  again.  To hear the recording, select PLAY.
On NT-based VP systems, you can record the name by clicking on the Record Name button, then using
the controls on the Sound Recorder dialog box.  At the lower right of the dialog, click on the circle button
to begin recording.  Click on the rectangle button (to the left of the circle button) to end the recording.
See section 15 for more information on using the Sound Recorder dialog box.
Note:If there is no name recorded for the mailbox, the mailbox is not included in the systemdirectory and the system prompt “that extension” is used instead of the name in variousphrases.The name is used:
· When the VP system initiates a transfer:
“Please hold while I transfer your call to [name].”
· When the called party is busy:
“[Name] is busy.  You are number [number] in line.”
· When the called party does not answer and there is no personal greeting recorded:
“[Name] is not available right now.  If you would like to leave a message press 1.”
· When the VP system calls the owner to deliver his/her new messages (message notification):
“Message for [name].  Press 1 if you would like to hear your messages.”
· When another mailbox owner uses the send message feature to send a message to this box.  The
VP system plays the name for this box and asks for confirmation:
“[Name]—if this is correct, press 1.”
· When the directory feature is being used.  The VP system plays each name that matches the
letters entered by the caller.
“[Name]—if this is the person you want, press 1.”
· When a mailbox owner opens his/her mailbox.
“[Name]—You have [number] new messages.”
     VP:Greeting Recorded (Page 1 screen)
NTVP:Record Greeting button
This field indicates whether the mailbox owner has recorded his/her own personal greeting. On NT-based
VP systems, an existing recording is signified by a red light displaying on the button. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-19If this mailbox is allowed multiple greetings in its assigned class of service, this field only reports the
status of the first greeting, greeting 0.
On DOS-based VP systems, when you bring the cursor into this field, a menu appears, offering the
options to play, delete, copy, or record the greeting.  By selecting RECORD, you can record the greeting
via the telephone line connected to the voice processing board.  To record the greeting, select RECORD,
press , and call in to voice mail line 1.  When the VP system answers, select RECORD and speak
the greeting.  To end the recording, press  again.  To hear the recorded greeting, select PLAY.
On NT-based VP systems, you can record the greeting by clicking on the Record Greeting button, then
using the controls on the Sound Recorder dialog box.  At the lower right of the dialog, click on the circle
button to begin recording.  Click on the rectangle button (to the left of the circle button) to end the
recording.  See section 15 for more information on using the Sound Recorder dialog box.
The personal greeting is played when a caller is routed to the mailbox and any of the following occur:
· The VP system attempts to transfer the call, but the called number does not answer
· The transfer type is set to NO TRANSFER
· The transfer-bypass feature is used
If no personal greeting is recorded, the VP system plays the default greeting prompt:
“[Name] is not available right now.”
This default greeting prompt, like every other recorded phrase in the system, can be re-recorded to suit a
particular application. If neither the name nor the greeting is recorded, the VP system plays:
“That extension is not available right now.”
After playing the personal or default greeting, the VP system offers several options to the caller.  If the
caller does not select any of these options, the call proceeds as programmed on the MAILBOX screen in the
field AFTER PLAYING GREETING.
Note:If you want each mailbox owner to offer the options from the table shown below in his/herown personal greeting, configure the class of service for the mailbox so the VP systemdoes not automatically offer these options.DigitFeatureDescription1MessageThe VP system says, “Please speak after the tone,” and takes a message.2PageIf the pager type is tone, the VP system takes a message, then calls the pager.
If the pager-type is digital, the VP system asks for the caller’s telephone
number, then calls the pager and transmits the number (see section 7.5).3Other optionsThe VP system routes the caller via information entered in the field IF CALLER
CHOOSES OTHER OPTIONS.4Blind transferThe VP system transfers the call to the number listed in the mailbox, then
hangs-up.5P.A.The VP system announces the call over the public-address system, then
transfers the call to the extension listed in the mailbox (see section 7.8). 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-20DigitFeatureDescription6HoldThe VP system keeps the caller on hold, then re-tries the extension at regular
intervals (see section 7.9).7Send FaxMail (with
voice message)(Only valid if the optional FaxMail module has been installed and the class of
service of this mailbox allows it to receive FaxMail messages.) The VP system
prompts the caller to speak a brief description of the document to be faxed,
then prompts the caller to begin sending.8Send FaxMail (no
voice message)(Only valid if the optional FaxMail module has been installed and the class of
service of this mailbox allows it to receive FaxMail messages.) The VP system
prompts the caller to begin sending the fax document.0OperatorIf the system is in Day Service mode, the call is routed to the box designated
as the Day Service operator box.  If the system is in Lunch Service or Night
Service, the call is routed to the box designated as the Night Service operator
box.  The operator boxes are defined in the class of service assigned to each
mailbox.#Open
mailboxThe caller is asked for the mailbox password.  If it is entered successfully,
he/she is able to access to the mailbox (see section 6).Table 5-1  Caller Options when Listening to Mailbox Greeting
Note that a mailbox can have up to 10 pre-recorded greetings (numbered 0-9), with 0 being the default
greeting).  The number of greetings a mailbox owner can pre-record is specified in the class of service
assigned to the mailbox (see section 4.10).  By calling in from any telephone and opening his/her
mailbox, each mailbox user can record his/her greetings or select one of their pre-recorded greetings as
their active greeting (the greeting played to callers).
     VP:Class of Service (Page 1 screen)
NTVP:Class of Service (General tab)
This field indicates the class of service assigned to the mailbox.  A class of service is a set of privileges
that are assigned to the mailbox owner.  There are 8 classes of service available, numbered 0 through 7.
For example, class of service 7 may have supervisor privileges.  This class of service should be assigned
only to mailboxes whose owners are to be provided access to the Supervisor menu functions.  Class of
service 1 may be designed to be assigned to mailboxes that are issued to temporary employees.  As such,
class of service 1 may provide its mailboxes with access to only 1 personal greeting and no other
additional privileges.  Class of service 3 may be designed to be assigned to most “average” employees.
This class of service may provide its mailboxes access to a certain set of features, such as call queuing
and P.A. call announce capabilities.  See section 4.10 for more information.
NT-based VP system users can view and modify the classes of service by clicking on the Review Class of
Service button.
     VP:Restricted - Client Of (Page 1 screen)
NTVP:Restricted Access (General tab)
If a valid mailbox number is entered into this field, the VP system treats this mailbox as a restricted
mailbox.  A restricted mailbox can receive messages only from other mailbox owners and can send
messages only to its host mailbox, which is the mailbox number entered in this field.  The restricted
mailbox cannot perform any other mailbox functions. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-21    VP:(No such field)
NTVP:Uses VCM / Uses Unified Messaging (General tab)
This field indicates whether the mailbox owner is permitted to use the VCM feature and/or unified
messaging feature.
Note:The VCM, unified messaging, and e-mail reader features are available as optional add-onfeatures to the NT-based VP system.  Access to the VCM and unified messaging featureis sold on a per-seat license.  Though you can check the USES VCM and USES UNIFIEDMESSAGING checkbox on as many subscriber MAILBOX SETUP screens as you like, theVP system will not permit access to the feature by more users than the number of licensespurchased with the system.  If, for example, a 5-seat unified messaging license waspurchased with the system, only 5 subscribers can have the unified messaging featurerunning with their desktop Inbox at one time.  Similarly, access to the e-mail reader featureis sold on a by-port license. If a 2-port license is purchased, for example, up to 2subscribers can access use the e-mail reader feature to hear their e-mail over thetelephone at one time.     VP:Sequence to Turn ON Message-Waiting Lamp (Page 1 screen)
NTVP:Sequence to Turn on Message-Waiting Lamp (General tab)
This field indicates the sequence of digits the VP system uses to turn on the message-waiting lamp at the
extension associated with this mailbox.  The VP system turns on the message-waiting lamp to inform the
owner that he/she has new messages.  If this extension does not have a message-waiting lamp, leave this
field blank.  The field may contain digits 0 through 9 and the characters * and # as well as the following
special characters:CharacterAction IndicatedPUse pulse (also known as “rotary”) dialing.T TUse tone dialing (the default).,Short pause (duration can be changed on the TECHNICAL INFORMATION
screen (VP systems) / PBX INFORMATION screen (NTVP systems).  The
default is 1 second).%Medium pause (length equal to 4 commas).LLong pause (length equal to 8 commas).!Hook-flash (duration can be changed on the TECHNICAL INFORMATION
screen (VP systems) / PBX INFORMATION screen (NTVP systems).  The
default is 1 second).\FLong hook-flash (4 seconds, Rhetorex systems only).FThe VP system replaces this with the number in the TRANSFER TO field of the
mailbox.XThe VP system replaces this with the mailbox number itself.WThe VP system inserts the current new message count.  Use this character only
when connecting to telephone systems that use this information to update the
user’s display telephone set.  If the telephone system always expects a two-
digit number (such as 5 new messages must be sent as 05), enter WW.  Also
include the statement REPEAT MW in the system VM.CFG file (See section 12). 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-22CharacterAction Indicated{}Used to specify a line-group (for example, {A}555-1212 indicates the system is
to select any line in line group A and dial the number 555-1212).  See section
7.16.Any other
characterCan be used for punctuation and is ignored.For the VP system to turn on and off a message-waiting lamp, it must be able to make a call.  Ensure that
at least one line is set for outgoing calls (see section 4.5) or that the specified line group has at least one
line in it (see section 7.16).
Note:You can specify a time that the VP system is to refresh all message waiting lamps eachday.  During the refresh, the VP system sends the message waiting ON sequence to eachmailbox containing at least one new message and sends the message waiting OFFsequence to each mailbox containing no new messages.  See section 4.9 for moreinformation.     VP:Sequence to Turn OFF Message-Waiting Lamp (Page 1 screen)
NTVP:Sequence to Turn off Message-Waiting Lamp (General tab)
Enter the sequence of digits the VP system is to use to turn off the message waiting lamp at the extension
associated with this mailbox.  If there is no message waiting lamp at this extension, leave this field blank.
The field may contain digits 0 through 9 and the characters * and pound # as well as the special characters
listed above.
Note:By default, the VP system checks to see if it needs to turn off an extension’s messagewaiting lamp each time the mailbox owner exits from his/her mailbox.  If there were newmessages in the mailbox when it was opened and none when it was closed, the VPsystem dials the sequence to turn off the message waiting lamp.  If you want the VPsystem to dial the message waiting OFF sequence every time the owner exits from his/hermailbox, use the REPEAT MW parameter in the VM.CFG configuration file (see section12).     VP:New (Page 1 screen)
NTVP:New Messages (General tab)
This field cannot be changed from the keyboard.  It indicates the number of new messages in the mailbox.
A message is new if the mailbox owner has not yet listened to it.  Once the owner has listened to the
message, it becomes an old message.  A mailbox can hold a maximum of 200 messages.
     VP:Old (Page 1 screen)
NTVP:Old Messages (General tab)
This field cannot be changed from the keyboard.  It indicates the number of old messages in the mailbox.
Once the owner has listened to and/or saved a message, it becomes an old message.  A mailbox can hold a
maximum of 200 messages. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-23     VP:Pager Number (Page 2 screen)
NTVP:Pager Number (Pager tab)
This field indicates the telephone number of the paging service.  The mailbox owner may change the
number remotely.  Normally, access codes for outside lines are not required here.  Instead, enter that
information on the GENERAL INFORMATION screen (VP systems) or PBX INFORMATION screen (NTVP
systems).  Note that to use the call paging feature, at least one line must be allowed outgoing calls on the
LINE INFORMATION screen, or the pager number must be assigned to a line group.
To restrict pager calls to use lines in a particular line group, enter the letter (A, B, C, or D) of the line
group in braces { } before the telephone number (for example, {A}5551212).
Tone or Voice pagers can be set up under the Message Delivery portion of this screen.  See section 7.5 for
more information on setting up pagers.
The pager number can contain the digits 0 through 9 and the characters * and pound #, as well as the
following special characters:CharacterAction IndicatedPUse pulse (also known as “rotary”) dialing.TUse tone dialing (the default).,Short pause (duration can be changed on the TECHNICAL INFORMATION
screen (VP systems) / PBX INFORMATION screen (NTVP systems).  The
default is 1 second).%Medium pause (length equal to 4 commas).LLong pause (length equal to 8 commas).!Hook-flash (duration can be changed on the TECHNICAL INFORMATION
screen (VP systems) / PBX INFORMATION screen (NTVP systems).  The
default is 1 second).\FLong hook-flash (4 seconds, Rhetorex systems only).NNo progress tones (must be last character).  The VP system ignores all call
progress tones during the course of the call.  When it has finished dialing, it
immediately assumes the pager system has answered.[ ]Enclosing the number inside brackets prevents the mailbox owner from being
able to call in and change it.  (See section 6.6 for information on remote
control of features.){}Used to specify a line-group (for example, {A}555-1212 indicates the system
is to select any line in line group A and dial the number 555-1212).  See
section 7.16.Any other
characterCan be used for punctuation and is ignored.     VP:Pager Type (Page 2 screen)
NTVP:Pager Type area (Pager tab)
The VP system supports both Tone and Display (digital) pagers in this section of the mailbox
programming.  This field specifies which type of pager the mailbox owner has. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-24When a caller asks the VP system to page a mailbox owner, the VP system looks for a free line on which
to call the paging service.  If no lines are free to make the call, the VP system queues the request and re-
tries every 10 seconds for about 10 minutes.
     VP:Times to Call (Page 2 screen)
NTVP:Call the Pager X times (Pager tab)
The VP system calls the pager the number of times indicated in this field.  This can be useful in
circumstances when the pager is turned off for a period or is temporarily out of pager range.
     VP:Minutes Between Calls (Page 2 screen)
NTVP:At Intervals of X Minutes (Pager tab)
If you enter a number greater than 1 in the above field, this field instructs the VP system how long it is to
wait between the re-calls.
Note:This field is used to tell the VP system how long to wait between calls to the pagingservice.     VP:Call Schedule (Page 2 screen)
NTVP:Activate Pager During These Times (Pager tab)
The pager notification feature follows a time schedule.  The options are:ScheduleResultALWAYSPager notification is available at all times.DAY SERVICEPager notification is available only during Day Service, as
defined on the BUSINESS HOURS screen.NIGHT SERVICEPager notification is available only during Night Service, as
defined on the BUSINESS HOURS screen.SCHEDULE A, B, C, or DPager notification is available only during the schedule, as
defined on the MAILBOX PAGE 3 screen (VP systems) / by
pressing the View Schedules button (NTVP systems).     VP:Enabled (Page 2 screen)
NTVP:Currently Enabled (Pager tab)
If this field is set to YES, the pager feature for this mailbox is currently on.  If this field is set to NO, the
pager feature is off.  Use this field to turn the service on or off from the keyboard.  Note that the mailbox
owner also can call in and remotely turn the pager notification service on or off.
Setting this field to NO overrides the call schedule set in the previous field.
     VP:After Playing Greeting (Page 2 screen)
NTVP:After Playing Greeting area (Recording tab)
When a caller has been routed to a mailbox and is listening to the greeting, he/she always has various
options available by dialing the appropriate digit (see Table 5-1  Caller Options when Listening to
Mailbox Greeting, earlier in this section).  If the caller does not dial a digit by the time the VP system 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-25finishes playing the greeting, the VP system immediately takes whatever action is specified in this field.
If the caller does dial a valid digit from the available options, his/her selection overrides the action entered
in this field.
· WAIT FOR A DIGIT
This option is to be used only if the mailbox owner instructs the caller to choose an option in the
personal greeting.  This option provides the caller more time to enter a digit. The actual amount
of time is specified using the RESPONSE TIME parameter (see section 12).  If the caller does not
enter a digit, the VP system then takes whatever action is specified in the field AFTER LEAVING
MESSAGE.
If a caller hangs up during the playing of the mailbox greeting, there are times when the VP
system might begin recording a message before it detects that the call has ended.  In these cases,
the mailbox ends up containing a short, blank message.  By using the WAIT FOR DIGIT option
rather than RECORD IMMEDIATELY, you will eliminate these false messages.
· RECORD IMMEDIATELY
The VP system voices the prompt, “Please speak after the tone,” and records the caller’s
message.
Note:If a caller hangs up during the playing of the mailbox greeting, there are times when theVP system may begin recording a message before detecting the call has ended.  In thesecases, the mailbox ends up containing a short, blank message.  By using the WAIT FORDIGIT option rather than RECORD IMMEDIATELY, you eliminate these false messages.· PAGE IMMEDIATELY
The VP system looks at what type of pager this mailbox is using.  If the PAGER TYPE field is set to
NONE or the PAGER NUMBER field is blank, the VP system takes whatever action is specified in
the AFTER LEAVING MESSAGE field (VP systems) or AFTER RECORDING MESSAGE field (NTVP
systems).
If the PAGER TYPE is TONE, the VP system takes a message and calls the mailbox owner’s pager.
If the PAGER TYPE is DISPLAY / DIGITAL, the VP system asks the caller to enter his/her own
telephone number then calls the mailbox owner’s pager and relays that number (no message is
taken).
Note:If the PAGER TYPE is DISPLAY / DIGITAL and the Pager notification service is currentlyturned off (either manually or due to the call schedule), callers hear the system prompt,Im sorry, I am unable to page that party right now,” and the call continues by takingwhatever action is specified in the AFTER LEAVING MESSAGE field (VP systems) orAFTER RECORDING MESSAGE field (NTVP systems).See section 7.5 for more information on setting up pagers.
· RECORD THEN PAGE
The VP system looks at what type of pager this mailbox is using. If the PAGER TYPE field is set to
NONE or the PAGER NUMBER field is blank, the VP system records a message, but does not
activate the pager. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-26If the PAGER TYPE is TONE, the VP system takes a message, then calls the pager.  If the PAGER
TYPE is DISPLAY / DIGITAL, the VP system records a message, then calls the pager.  It sends the
mailbox number to the pager display.
     VP:If Caller Chooses “Other Options” (Page 2 screen)
NTVP:If Caller Chooses “Other Options” (Recording tab)
The caller chooses other options by pressing 3 during the mailbox greeting.
You have the following options:OptionAction IndicatedGO TO BOXAllows the call to route to another box.  The new box number is
entered in the next field.SAY GOODBYEThe VP system says, “Good-bye,” and hangs up.RETURNThe VP system goes back to the previous box that handled this
call (usually a Routing box).HANG UPThe VP system immediately terminates the call by going on-hook.     VP:Box (Page 2 screen)
NTVP:(Unlabeled Box field) (Recording tab)
This field contains the box number to which the call is to be transferred when the option GO TO BOX is
selected in the corresponding field.  This box is usually a Routing box containing a greeting or menu, or it
is the mailbox number of an individual taking calls for this mailbox owner.
     VP:After Leaving Message (Page 2 screen)
NTVP:After Recording Message (Recording tab)
You have the following options:OptionAction IndicatedGO TO BOXAllows the call to route to another box.  The new box number is
entered in the next field.SAY GOODBYEThe VP system says, “Good-bye,” then hangs up.RETURNThe VP system goes back to the previous box that handled this
call (usually a Routing box).HANG UPThe VP system immediately terminates the call by going on-hook.The VP system follows the action specified here when:
· The caller has recorded his/her message, pressed # for further options, and pressed 1 to send or 4
to cancel the message.
· The AFTER PLAYING GREETING field specified WAIT FOR DIGIT, and the caller did not enter a digit. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-27· The AFTER PLAYING GREETING field called for a paging option, but the pager’s ENABLED field is
set to NO (in this case, the caller first hears the system prompt, “I am not able to page that party
right now.”).
     VP:Box (Page 2 screen)
NTVP:(Unlabeled Box field) (Recording tab)
This field contains the box number to which the call is to be transferred when the option GO TO BOX is
selected in the corresponding field.  This box is usually a Routing box containing a greeting or menu, or it
is the mailbox number of an individual taking calls for this mailbox owner.
     VP:If Call is via D.I.D., Play Greeting in Language (Page 2 screen)
NTVP:Use Language (General tab)
This field indicates the language that callers hear when a call is routed to this mailbox via D.I.D.  This
entry is required, since the D.I.D. digits are received before the VP system is able to ask the caller which
language he/she wants to use.  See section 7.12 for more information on the multi-lingual option. (If the
system is not using the multi-lingual option, direct-inward-dialing (D.I.D.) or in-band integration, ignore
this field.)
     VP:Automatically Forward NEW Messages to Box X After X Hours (Page 2 screen)
NTVP:Automatically Forward New Messages to Box X After X Hours
If a message has been in a mailbox for the number of hours specified in this field and has not yet been
listened to by the owner, the VP system forwards the message to another mailbox or to a Group box.  To
disable the auto-forward feature, leave this field blank.
There is also an option, available on a system-wide basis, to change the hours units to minutes.  This
feature is enabled by entering 256 in a CUSTOM field on the OTHER CUSTOMIZATIONS screen (VP systems)
/ CUSTOM FLAGS screen (NTVP systems).  Entering 30 in the HOURS field then indicates 30 minutes, not
30 hours.  If zero is entered in this field, the message is forwarded immediately (on a busy system this
may actually take up to 15 minutes).  Note that the entry in this field is not automatically updated when
custom code 256 is used to change hours to minutes.
Note:When a message is automatically forwarded in this way, the original copy is deleted fromthe original mailbox.  When a mailbox receives a message that has been auto-forwarded,the VP system informs the mailbox owner by saying, “This message was automaticallyforwarded from [name of original recipient].”     VP:Schedule (Page 2 screen)
NTVP:During X (Recording tab)
Use this field to select when new messages are to be automatically forwarded.  The options are:ScheduleResultALWAYSMessages are auto-forwarded at all times.DAY SERVICEMessages are auto-forwarded only during Day Service, as
defined on the BUSINESS HOURS screen.