Key Voice Voice Processing System Supervisor And Subscriber Guide

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-2If you press # once when asked for the password, the VP system assumes you do not want to
log in to the mailbox.
2.2 Completing the New User TutorialThe first time a new owner opens his/her mailbox, the VP system provides a brief tutorial
session that explains a few basic functions, then allows the owner to record his/her name and
personal greeting and select a password.  The tutorial text and functionality is described
below.Tutorial PartTutorial TextKeypress ResultsTutorial
Introduction“Welcome to your new
mailbox.  In order to
familiarize you with your new
mailbox, we would like to
briefly describe some of its
features.  You may exit from
this tutorial at any time by
pressing the pound key.”If you press #, the tutorial stops and the
system voices the mailbox Main menu.
Pressing # does not permanently remove the
tutorial, the next time you log into the mailbox
the tutorial starts again.
If you press *, the tutorial stops and the system
voices the mailbox Main menu.  Pressing *
does permanently disable the tutorial.  It will
not be played the next time you log into the
mailbox.Recording
Your Name“There are times when I need
to say your name.  For
example, when the system is
about to transfer a call to your
extension, the caller will hear:
‘Please hold while I transfer
your call to Mary Jones.’  I
need to record your name.
Press 1 if you would like to
record your name.
Otherwise, press 2.”If you press 1, the system prompts you to
record your name.  After recording the name,
the system voices it back to you and allows
you to accept the recording or re-record or
delete it.
If you press 2, the VP system does not prompt
you to record a name and proceeds to the next
step in the tutorial.
If you press # or * the tutorial ceases as
described above, and the VP system voices
the mailbox Main menu.
Note:Until the mailbox owner records his/her
name, the VP system substitutes the prompt,
“that extension” as a default. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-3Tutorial PartTutorial TextKeypress ResultsRecording
Your
Greeting“If you are not able to answer
your phone, I will play your
personal greeting to the
caller.  Your greeting should
sound something like this:
‘Hello, this is Mary.  I’m sorry I
cannot take your call right
now.  If you would like to
leave me a message, press 1,
or press 3 if you would like to
speak to someone else.’
Once you have recorded your
greeting, you can change it at
any time.  Press 1 if you
would like to record your
personal greeting now.
Otherwise, press 2.”If you press 1, the VP system prompts you to
record your greeting (if the mailbox is allowed
multiple greetings in its assigned class of
service, the greeting recorded here is greeting
0).  After the system records the greeting, it
plays it back to you and allows you to accept it
or re-record or delete it.
If you press 2, the VP system does not prompt
you to record a greeting and proceeds to the
next part of the tutorial.
If you press # or * the tutorial ceases as
described above and the VP system voices the
mailbox Main menu.
Note:Until the mailbox owner records his/her
greeting, the VP system substitutes the system
default greeting “...is not available right now.”Entering a
Password“To protect your privacy, you
will be asked to enter your
password each time you open
your mailbox.  This prevents
unauthorized callers from
gaining access to your
messages.  You should
change your password
frequently.  If you would like
to change it now, press 1.
Otherwise, press 2.”Note: By default, each new mailbox uses the
mailbox number as the initial password.
If you press 1, the VP system prompts you to
enter a new password up to the maximum
number of digits allowed by the system.  When
you enter a new password, the VP system
repeats the digits and asks for confirmation.
You can accept the new password or select to
enter a different password.
If you press 2, the tutorial does not prompt you
to enter a new password, and the default
password is retained.
If you press # or *, the tutorial ceases as
described above, and the VP system voices
the mailbox Main menu. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-4Tutorial PartTutorial TextKeypress ResultsIncluding
Your Name
in the
System
Directory“If you would like to be
included in the dial-by-name
directory, press 1.  Otherwise
press 2”.If the last name field of the mailbox on the
mailbox screen is blank (or if it consists entirely
of digits), the VP system offers you the option
to have your name included in the system’s
directory, which is available to callers
attempting to access a specific party.
If you press 1, the VP system prompts you to
indicate the numbers on the telephone keypad
corresponding to the letters that spell out the
first 3 letters of your last name.  Once you
enter the numbers (letters), the VP system
repeats them.
If you press 2, your name is not included in the
dial-by-name system directory.
If you press # or *, the tutorial ceases as
described above, and the VP system voices
the mailbox Main menu.
Note:If there is no name recorded for this
mailbox, it will not be included in the directory.Concluding
the tutorial“Thank you for taking part in
the tutorial.  The tutorial will
be repeated each time you
open your mailbox.  If you
would like to cancel it, press
the star key now.”If you press *, the tutorial is disabled for the
mailbox.  If you press nothing, the mailbox
Main menu plays and the tutorial will repeat
the next time you log into the mailbox.2.3 Selecting Main Menu OptionsWhen you open your mailbox, the VP system voices your name and tells you how many
messages you have.  For example, “John Smith, you have five new messages (two of these are
marked urgent) and one old message.” 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-5The VP system then plays the Main menu, offering you various options:
Note:Not every system or mailbox has access to every option.“To listen to your messages, press 1.
To send a message, press 2.
To change your options, press 3.
To listen to questionnaire answers, press 4.   (heard only if mailbox owns a Question box)
To change languages, press 5.   (heard only if multi-lingual capability is in use)
For supervisor functions, press 6.
To place an outgoing call, press 0.
Or, to exit, press #.”
Each of the Main menu choices is explained in this section.  For an overview, a map of the
voice menus you hear in the VP system is shown in below.  Optional features (Fax
Distribution, Talking Classifieds, Outbound Telemarketing, IVR) are not included.
Note: If the VP system is equipped with one or more optional modules, this menumay be slightly modified. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-61.  New message2.  Old messages#.  Exit1.  New answers2.  Old answers#.  Exit1. Listen to messages2. Send a message3. Change options4. Listen to questionnaire    answers5. Change languages6. Supervisor functions7. Fax  *#. Exit9. Short-cut to new messages1. Change name2. Change greeting6. Pager number5. Notification number4. Transfer number3. Change password#. ExitMain Voice menuGoes to box defined inSystem Information screenfield labeled After exitingopen Mail box, go to box in0. Place an outgoing callMessage menuOptions menuQuestionnaire answer menuSupervisor menu8.  Rewind9.  Fast forward0.  Pause1. Replay answer set2. Next answer set4. Delete answer set5. Hear time and date#. Exit3. Save answer set as new*.   Get Faxmail *7. Review future delivery8.  Replay previous answer9.  Skip to next answer0.  Pause1. Play a greeting2. Re-record a greeting3. Delete a greeting5. Select the active greeting#. Exit4. Change TC category *1.   Replay message2.   Next message3.   Save message as new4.   Delete message61. Forward the message#.   Exit5.   Message time and date7.   Tag Faxmail for retrieval *62. Reply to message63. X-fer to message sender*.    Get Faxmail *Enter box number to which1.  Send2.  Replay3.  Re-record4.  Cancel5.  Send with confirmation6.  Send mutliple copies7.  Add a Fax document*8.  Append9.  Recap*.  Schedule for future     deliverySee section onsupervisor functionsmessage should be sent,or press star for directory.8. Personal distribution lists0. ACD logon / logoff*.  Retrieve sent message9. Enable tutorialMap of the VP System Voice Menus 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-72.4 Listening to MessagesIf you press 1 from the Main menu to listen to messages, the VP system asks you whether
you want to hear new messages (those you have not heard before) or saved (old) messages
(those you have heard before, but have not yet deleted):
“For new messages, press 1.
For saved messages, press 2.
Or, to exit, press #.”
If you make no choice, or choose # to exit, the VP system returns you to the Main menu.
When the VP system voices messages, it plays each one in turn beginning with the oldest.  If
any of the messages are marked urgent, the VP system plays them first. As the VP system
plays each message, it provides certain information about the message.
Before the message plays, the system provides the following information:
· If the sender indicated the message is urgent, the VP system says, “This message is
marked urgent.”  Urgent messages are played before non-urgent messages.
· If the sender indicated the message is private, the VP system says, “This message is
marked private.”  Private messages cannot be forwarded to another mailbox.
· If you indicated the message is to be deleted, the VP system reminds you that it is
marked for deletion, “You have asked for this message to be deleted.”  The message
is deleted a few minutes after you exit from your mailbox.
· If the sender specified that he/she wants to be informed when you hear the message,
the VP system says, “The sender will be notified that you have received this
message.”
· If the message was sent to a Group box of which you are a member, rather than
specifically to your mailbox, the VP system tells you the name of the Group box, for
example, “Message for all managers.”
After the message plays, the system provides the following information:
· If there was an account number associated with the call, the VP system says the
account number, for example, “from 5552211.” 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-8· If the message was sent by another mailbox owner from within his/her mailbox, the
VP system says the name of the sender, for example, “From Ted Smith” (see note
below).
· If the message was manually forwarded, the VP system says who the original
recipient was, for example, “This message was forwarded from Mary Jones” (see
note below).
· If the message was automatically forwarded, the VP system says who the original
recipient was, for example, “This message was automatically forwarded from Mary
Jones” (see note below).
· The VP system plays the message time and date (see note below).
2.4.1 Listening to New Messages
If you press 1 to listen to new messages, the VP system plays each of the new messages in
turn. Any urgent messages are played first (oldest first), then any non-urgent messages are
played (oldest first).  The VP system pauses between each message to allow you to decide
what to do with the message.  When you have heard all new messages, the VP system says,
“You have no more new messages,” and returns you to the Main menu.
Note:While listening to a message, you can fast-forward by pressing 9 or rewindby pressing 8. Listening to Saved (Old) MessagesIf you press 2 to listen to saved messages, the VP system plays each of the old messages.
Any urgent messages are played (oldest first), then any non-urgent messages are played
(oldest first).  The VP system pauses between messages to allow you to decide what to do
with the message.  The fast-forward, rewind, and pause functions operate as they do during
new message playback. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-92.4.2 Selecting Options Between Messages
Each time the VP system plays a message, it ends by offering you the following choices:
“To replay the message, press 1.
To save and play the next message, press 2.
To save the message as new, press 3.
To delete the message, press 4.
To adjust the volume, press 5.
For more options, press 6.
Or to exit, press #.”
Each option is defined below.  If you do not press a digit, the VP system returns you to the
Main menu.
· Replay Message—The VP system plays the current message again.
· Next Message—The VP system moves on to the next message in the mailbox, saving
the current message as an old message.  If you have just listened to the last new
message, the VP system says, “You have no more new messages.”
· Save As New—The VP system moves on to the next message, but stores the current
message as a new message (as if you have not yet listened to it).  This option can also
be used to undelete a message you have asked to be deleted (see below).
Note:When you save a message as new, mailbox functions such as messagewaiting lamp control and message notification also treat the message asnew (the message waiting lamp remains on).· Delete Message—The VP system marks the message to be deleted, and temporarily
stores it as a saved message.  The message is not actually deleted until you exit from
the mailbox.  If you play the message again, after requesting that it be deleted, the VP
system says, “You have asked for this message to be deleted,” then plays the
message.  If you decide you do not want to delete the message, press 3 to save the
message as new.  Once you press 3, the message is no longer marked for deletion.
It is good practice to delete messages as soon as possible to prevent the mailbox from
becoming full of old, unneeded messages.  Saved messages may be scheduled for
automatic deletion after a certain number of days. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-10· More Options—The VP system offers the following options:
“To forward a copy of this message, press 1.
To reply to the message, press 2.
To speak with the sender of the message, press 3.
To delete the message, press 4.
To hear the time and date of the message, press 5.
Or to exit, press #.”
Note:The VP system offers options 2 and 3 only if it has enough information toperform the functions (see the description of these options below).· Forward the Message—The VP system prompts you to indicate the mailbox to
which you want to forward the message, “Please enter the box number.  If you do not
know the box number, press star.”  Enter the box number or press * to use the system
dial-by-name directory.  You have the following sending options:
“To add your comments to the beginning of the message, press 1.
To add your comments to the end of the message, press 2.
To forward the message without comment, press 3.
To exit without forwarding, press #.”
If you select option 1 or 2, the VP system prompts you to speak your comments.
Once you record your comments, they are added to the message, and the message is
forwarded.
· Reply to a Message—The VP system places you in the mailbox of the sender
(assuming the message came from another subscriber on the system).  If the message
was manually forwarded, your reply is sent to the person who forwarded it.  If the
message was automatically forwarded, the reply is sent to the person who sent the
original message.
If the message was left by a caller rather than a mailbox owner, the VP system cannot
send a reply.  If in this case and you press 2 at the More Options menu, the VP
system says, “That was not a valid entry.” 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 12-11Note:The reply to message option is available only if a message was sent byanother mailbox owner from within his/her open mailbox (the sender haslogged in to his/her mailbox and chosen option 2, Send a message, from theMain menu).· Transfer to Message Sender—The operation is slightly different, depending on
whether the message is from an outside caller or from a mailbox owner:
If the message is from an outside caller:
This option is available only if the sender’s telephone number is attached to the
message (as the account number).  When you select the transfer to sender option, the
VP system interprets the account number as a telephone number.  It places you on
hold and dials the digits stored in the account number.  When it has finished dialing
the number, it connects you with the called party.
Certain additional conditions apply to this feature:
*If you select this option, the VP system assumes the account number
associated with the message is a valid telephone number and tries to dial it.
Do not use this option if the account number is not a telephone number.
*Before making the outgoing call, the VP system checks the RESTRICTED
DIGITS fields in the mailbox’s assigned class of service.  If the telephone
number is restricted, the VP system does not make the call.
If the message is from a mailbox owner:
The VP system places you on hold and dials the extension number associated with
the sender’s mailbox.  Certain additional conditions apply to this feature:
*The sender’s mailbox call transfer feature must be enabled.  If disabled, you
hear the mailbox owner’s personal greeting just as if you had called the VP
system and entered the mailbox number.
*Your telephone system must support extension-to-extension transfers.
· Delete the Message—See the delete message option description above.
· Hear the Time and Date—The VP system plays the time and date the message was
received.  The VP system consults the PC clock for this function, so it is important to
ensure the clock is set to the correct date and time.  You can configure the VP system