Key Voice Voice Processing System Installation And Maintenance Manual

							INSTALLATION AND MAINTENANCE MANUAL 4/005-28ScheduleResultNIGHT SERVICEMessages are auto-forwarded only during Night Service, as
defined on the BUSINESS HOURS screen.SCHEDULE A, B, C, or DMessages are auto-forwarded only during the schedule, as
defined on the MAILBOX PAGE 3 screen (VP systems) / by
pressing the View Schedules button (NTVP systems).NT-based VP system users can view and modify the schedules defined for the mailbox by clicking on the
View Schedules button.
 Message Delivery
This section describes each field associated with the message delivery feature.  See section 7.6 for more
information on message delivery.
     VP:Call (Page 2 screen)
NTVP:Call (Message Delivery tab)
Enter the telephone number the VP system is to call to inform the mailbox owner that there are new
messages in his/her mailbox.
The field can contain the DTMF digits 0-9, the characters * and #, and any of 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 the 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.{}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. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-29CharacterAction IndicatedHHang up immediately after dialing the number (must be last character in the
number).MInstructs the VP system that the number has an answering-machine attached
(must be the last character in the number).  When the VP system calls the
number, it announces that there are messages, as usual.  The
announcement plays the number of times specified by the NOTIFY REPS
parameter in the configuration file (see section 12).  If the VP system does
not receive a DTMF digit (1 for YES, anything else for NO) by the end of the
announcement cycle(s), it assumes that it is talking to an answering machine
and plays each new message in turn.VInstructs the VP system to immediately begin playing the message upon
answer.  Include V as the last character when setting up delivery to a voice
pager or when setting up network message delivery between VP systems
across sites.  (See sections 7.5 and 7.26.)IInstructs the VP system that the number is an internal number (must be the
first character).  This entry instructs the system to override the INTERNAL
parameter (in the configuration file VM.CFG) and treat this number as an
internal call regardless of the number of digits.  The VP system does not dial
the sequence specified in GENERNAL INFORMATION / DIGITS TO GET A
LINE ON EXTERNAL CALL.EInstructs the VP system that the number is an external number (must be the
first character).  This entry instructs the system to override the EXTERNAL
parameter (in the configuration file VM.CFG) and treat this number as an
external call regardless of the number of digits.  The VP system does not dial
the sequence specified in the DIGITS TO GET A LINE ON EXTERNAL CALL
on the GENERAL INFORMATION screen (VP systems) / PBX
INFORMATION screen (NTVP systems).Any other
characterCan be used for punctuation and is ignored.The owner of a mailbox can call in and remotely change the first message notification number, but cannot
indicate special characters.
     VP:Repeat (Page 2 screen)
NTVP:X Times (Message Delivery tab)
This field indicates the number of successful calls that the VP system is to make to each telephone
number.  A successful call is generally defined as one where the VP system has seized an available line
port, dialed the number, and detected an answer.  If the call is not successful (for example, the called
number was busy) the VP system automatically re-tries every few seconds up to twenty times.
     VP:Interval (Page 2 screen)
NTVP:Intervals of X (Message Delivery tab)
If the field to the left of this field contains a number greater than 1 or there are additional call number
sequences, this field indicates the interval (in minutes) between calls to this number and/or the interval
before proceeding to the next call number sequence. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-30     VP:Schedule (Page 2 screen)
NTVP:During X (Message Delivery tab)
This field indicates when the VP system is to deliver messages to this number.  The options are:ScheduleResultALWAYSThis number is called any time there are new messages in the
mailbox.DAY SERVICEThis number is called only during Day Service, as defined on the
BUSINESS HOURS screen.NIGHT SERVICEThis number is called only during Night Service, as defined on the
BUSINESS HOURS screen.SCHEDULE A, B, C, or DThis number is called only during the schedule, as defined on the
MAILBOX PAGE 3 screen (VP systems) / by pressing the View
Schedules button (NTVP systems).NT-based VP system users can view and modify the schedules defined for the mailbox by clicking on the
View Schedules button.
     VP:Run This Sequence X Times (Page 2 screen)
NTVP:Run This Cycle X Times (Message Delivery tab)
This field indicates the number of times the VP system is to run the message delivery sequence.  Once the
VP system calls every number listed, it has run the message delivery sequence one time.
     VP:Currently Enabled (Page 2 screen)
NTVP:Deliver These Messages (Message Delivery tab)
This field indicates which messages the VP system is to deliver.  On DOS-based VP systems, the options
are:OptionAction IndicatedDISABLEDThe VP system does not deliver any messages received in the
mailbox.URGENT MSGS ONLYThe VP system delivers only messages marked received in the
mailbox as urgent.  Non-urgent messages are not delivered.ALL MESSAGESThe VP system delivers all messages received in the mailbox.Setting this field to DISABLED overrides the field indicating the schedule.
On NT-based VP systems, the options are:OptionAction IndicatedVOICEThe VP system delivers voice messages received in the mailbox.E-MAILThe VP system delivers e-mail messages received in the mailbox
via the unified messaging feature. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-31OptionAction IndicatedONLY WHEN MARKED
URGENTThe VP system delivers only messages voice mail and/or e-mail
messages marked as urgent.  Non-urgent messages are not
delivered.The owner of a mailbox can call in remotely and turn his/her message delivery feature ON or OFF or
change the first number to be called.  The other telephone numbers, if in use, cannot be changed remotely.
     VP:Schedule (Page 3 screen)
NTVP:Schedule (Schedule dialog box)
The four schedules (A, B, C, and D) can be applied to any of four features:  call transfer, pager
notification, automatic forwarding of new messages, and message delivery.  The feature or features
assigned to a schedule operate only between the START and END times for the days specified.
     VP:Start (Page 3 screen)
NTVP:Start (Schedule dialog box)
This field indicates the time at which this schedule begins on the day.  Time is indicated in 24-hour
format (for example, 8:00 PM is specified as 20:00).
     VP:End (Page 3 screen)
NTVP:End (Schedule dialog box)
This field indicates the time at which this schedule ends on the day.  Time is indicated in 24-hour format
(for example, 8:00 PM is specified as 20:00).
Note:If you want the schedule to be active all day, enter 00:00 for the START time and 24:00 forthe END time.     VP:Hotel Guest Privileges Only (Page 4 screen)
NTVP:Hotel Guest Privileges Only (Hotel tab)
When set to YES, this field restricts the options available to the mailbox.  When the mailbox owner opens
his/her mailbox, the only options are listening to his/her messages or scheduling a wake-up call.  See
section 8.
     VP:Wake-Up Time (Page 4 screen)
NTVP:Wake-Up Time (Hotel tab)
This field displays the time the VP system places a call the extension indicated in the TRANSFER TO field.
The VP system does not actually place the call at the time specified here unless the CURRENTLY
SCHEDULED field (below) is set to YES.  The mailbox owner can also schedule a wake-up call by calling
into the system. (See section 8). 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-32     VP:Currently Scheduled (Page 4 screen)
NTVP:Currently Scheduled (Hotel tab)
If this field is set to YES, the VP system calls the extension indicated in the TRANSFER TO field at the time
specified in the WAKE-UP-TIME field.  (See section 8 for more information).
     VP:Enabled (Page 4 screen)
NTVP:Enabled (Distribution lists tab)
Each mailbox can create up to 4 personal distribution lists, each containing up to 20 mailbox numbers.
This field controls how many lists are available to the mailbox.  Use this field to indicate whether the
corresponding list is available to the mailbox owner.
     VP:Members (Page 4 screen)
NTVP:(Unlabeled Members fields) (Distribution lists tab)
Each distribution list can contain up to 20 members.  Only mailboxes can be members of a personal
distribution list (you cannot include a Group box on the list).  These fields indicate the mailboxes
currently included as part of each distribution list.
    VP:(Page 5 screen)
NTVP:(Enhanced Tab)
This screen contains fields that are functional only with certain phone systems that provide call recording
capabilities. Field entries indicate whether the mailbox owner is permitted to use the record call feature;
whether and how often a beep, audible to all conversation participants, is to sound during recordings; the
minimum length in seconds a recording must be to be retained on the system; the maximum number of
recording minutes allowed per call; and whether, when a caller is prompted to leave a message in the
mailbox, a short ringburst is to sound on the subscriber’s phone.  Each recorded call is stored as a new
message in the mailbox owner’s voice mailbox.
    VP:(No such field)
NTVP:  Account Number (E-mail tab)
If the mailbox owner has more than one e-mail account, the E-MAIL tab can include information for up to
3 different accounts. Once all fields are completed on this screen for the first e-mail account, you can
access a second and third e-mail tab to enter information for additional accounts by clicking on the left
and right arrow buttons next to the ACCOUNT NUMBER field.
Note:The e-mail reader will not be able to voice e-mail over the telephone for any account thatis not set up on the subscriber’s desktop.     VP:(No such field)
NTVP:  Is Account Active (E-mail tab)
When un-checked, this box indicates an account that is currently not an active account for the mailbox
owner.  The e-mail reader will not access voice and e-mails for this account. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-33     VP:(No such field)
NTVP:  Account Information Area – Friendly Name (E-mail tab)
This field indicates the name that is to display in the From field on messages recipients receive in their e-
mail Inbox from this mailbox owner.  Typically, the Friendly Name is simply the mailbox owner’s first
and last name.
     VP:(No such field)
NTVP:  Account Information Area – E-Mail Address (E-mail tab)
This field indicates the e-mail address to be used to send the subscriber’s e-mail messages.
     VP:(No such field)
NTVP:  Outgoing Mail Area – Default Account for Outgoing Mail (E-mail tab)
This field is active only if more than one E-MAIL tab is completed for the subscriber because he/she has
multiple e-mail accounts.  Check the field on the appropriate E-MAIL tab to indicate which account is to
be used to send outgoing e-mail the subscriber sends.
     VP:(No such field)
NTVP:  Outgoing Mail Area – Account Type (E-mail tab)
This field cannot be changed at this time.  (The VP system requires that e-mail client software sends
messages via SMTP.)
     VP:(No such field)
NTVP:  Outgoing Mail Area – Host Name (E-mail tab)
This field indicates the name assigned to the e-mail server that is to be used to send the subscriber’s
outgoing e-mail.
     VP:(No such field)
NTVP: Incoming Mail Area – Account Type (E-mail tab)
This field cannot be changed at this time.   (The VP system communicates with the e-mail server via
POP3 technology.)
     VP:(No such field)
NTVP:  Incoming Mail Area – Host Name (E-mail tab)
This field indicates the name assigned to the e-mail server that receives the subscriber’s incoming e-mail.
     VP:(No such field)
NTVP:  Incoming Mail Area – User Name (E-mail tab)
This field indicates the User Name the subscriber uses to log on to the e-mail server that receives the
subscriber’s incoming e-mail. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-34     VP:(No such field)
NTVP:  Incoming Mail Area – Password (E-mail tab)
This field indicates the password the subscriber uses to log on to the e-mail server that receives the
subscriber’s incoming e-mail.
Note:  Alert subscribers that if they change their e-mail server access password at anytime, the system administrator must update it on the MAILBOX SETUP screen.  Ifthe password is not up-to-date, subscribers attempting a system log in may find that theircomputer is locked.  This occurs because when the Inbox is not up and running on a clientPC desktop, the PEC attempts to access e-mails from the e-mail server on the client PC’sbehalf.  It must log on to e-mail server using the password you provide here.  If it attemptsto log on with the password you enter in this field after this password has been changedby the subscriber, after several log in attempts, the server may lock down the client PC.Be particularly aware of this in an Exchange Server environment, since anytimesubscribers change their network login password in this setting, they must inform theirsystem administrator.(This is a temporary issue that will be resolved in an upcoming release of the unifiedmessaging feature.)On NT-based VP systems, if you click on the Advanced button from the E-MAIL tab on the MAILBOX
SETUP screen, the ADVANCED PROPERTIES screen displays.  This screen is only applicable in
environments where an Exchange Server e-mail server is used with the Exchange Service.  Do not alter
the defaults on this screen unless authorized to do so by a technical support representative.
5.5.5 Resetting a Mailbox
When you reset a mailbox, the VP system:
· Deletes all messages from the mailbox
· Enables the mailbox tutorial
· Deletes all personal greetings recorded in the mailbox
· Resets the password to a default password (copied from the prototype mailbox)
· Removes the mailbox from the dial-by-name directory
There are 3 ways to reset a mailbox:
· A supervisor can reset the mailbox via his/her Supervisor options.
· You can press  and enter the number of the mailbox to be reset.
· If the VP system is integrated with a hotel/motel PMS system, the PMS informs the mailbox that
a new guest is checking into the room.
5.5.6 Using the Demo Mailbox 9993
Demo mailbox 9993 functions like other mailboxes, but it does not store messages.  As soon as a caller
leaves a message in this mailbox, the message is played back to the caller.  This feature allows users to 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-35experience a demonstration of the VP system’s recording capabilities.  It can also be used as a training
device.  For example, the greeting in the demo mailbox 9993 may be recorded as:
“Please record a short message after the tone, and press any key to hear it played back to you.”
Note that the VP system does not play the normal prompt (“Please speak after the tone”) prior to
recording the caller’s test message.  This is to allow more flexibility in setting up the greeting.
After the message has been re-played to the caller, the VP system takes whatever action is specified in the
MAILBOX screen AFTER LEAVING MESSAGE field (VP systems) / AFTER RECORDING MESSAGE field
(NTVP systems).
5.6 Setting up a Question Box5.6.1 What Does a Question Box Do?
When a caller is routed to a Question box, the VP system plays the box greeting (if one is recorded).
After playing the greeting, the VP system begins asking questions and storing the answers, which can be
either verbal or keypress.  The sequence of actions in a Question box is summarized in Figure 5-2.
Note that for simplicity, some actions, such as owner notification, have been omitted from the chart.
Note:When a Question box is set up to collect keypress responses, the data is stored in a file,which can then be processed by other third-party software packages.  Keypress answerscan also be sent to a printer at the conclusion of each set of questions.  See section 7.19for more information on using the Question box data entry features.The VP system can prompt callers with up to 10 questions per box.  It asks each question in turn and
stores the answer, until it reaches either a question that has not been recorded or question number 10.  The
VP system then plays system prompt 100, “Thank you for answering our questions,” and it takes
whatever action is specified in the field AFTER QUESTIONS on the QUESTION BOX screen.  You can re-
record this prompt if necessary to meet the requirements of a particular application.
You can record the greetings and questions for the Question box either from the PC, as you complete the
Question Box screen, or by calling in as a Supervisor (see section 7.11).
When the owner of the Question box logs into his/her mailbox, he/she is told by the VP system how many
messages and Question box answers are in the mailbox.  If the mailbox owns at least one Question box,
an extra option (Option 4 - Listen to Question box answers) is included in the main menu voiced to the
mailbox owner. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-36What is
answer typePlay questionPlay greetingCall is routed to
this boxRecord answerNext question
recorded?Say “Thank you”Go on to next boxAre digits correct?Repeat digits to
callerDigit confirmation
required?Accept digitsDigits
No Yes
Yes NoYesNoVoiceFigure 5-2   Sequence of Actions in a Question Box 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/005-375.6.2 Question Box Screens
DOS-based VP System Question Box ScreenNT-based VP System Question Box Screen5.6.3 Question Box Field Descriptions
Be advised that due to differences in the screen design between DOS-based and NT-based VP systems,
the placement of fields on several system screens vary slightly.  To locate the information on a particular
field most easily, consult the Index to find the page number of this document that contains the field
description.