Key Voice Voice Processing System Supervisor And Subscriber Guide

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-22Note:Only the mailbox that is designated as the “Owner” of the Routing box (theOwner box is specified on the Routing Box setup screen) can make changesto the Routing box.  Therefore, you must log into the owner’s mailbox (if thisis different than the supervisor mailbox) over the phone, before you canmake changes to the Routing box.  When prompted for the box number youwant to modify, you can then indicate the Routing box number.1. From a telephone, call into voice mail and log into the mailbox that is designated as the
owner of the Routing box.  The system voices the Main menu:
“To listen to your messages press 1.  To send a message press 2.  To change your options
press 3.”
2. Press 3 to change options.  The system voices the Options menu:
Options MenuTo Record your NamePress 1To Record your GreetingPress 2To Change your PasswordPress 3To Change your Call-Transfer featurePress 4To Change your Message Notification featurePress 5To Change your Pager featurePress 6To Review msgs scheduled for Future DeliveryPress 7To Change your Personal Distribution ListsPress 8To Retrieve a Message Previously SentPress *To Return to the Main MenuPress #3. From the Supervisors menu, press 2 for Routing box administration.
4. When prompted, enter the number of the Routing box with which you want to work. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-235. When prompted, press 1 to confirm the number you entered or press # if the number you
entered was incorrect.   Once you press 1 to confirm, the system voices the Routing Box
administration menu options:
To AddPress 1To DeletePress 2To ModifyPress 3To ExitPress # 
6. To make modifications to the Routing box, press 3.  The system voices the options:
To Change the GreetingPress 1To Change the RoutingPress 2To ExitPress # 
7. To change the routing structure, press 2.  The system voices the prompt, “For digits zero
through nine, please enter the digit, or press * for special routing options.”
8. Press the digit for which you want to modify the call routing.  The system voices a
prompt identifying the current call routing set up for the digit.
9. When prompted, press 1 to change the routing for the digit.  Then, when prompted, enter
the number of the box to which you now want callers who press the digit to route.  The
system voices a prompt stating the new call routing structure.
 Note that you can make special call routing refinements by pressing * in step 8 above.
The system voices the following special routing options:
To change the destination for the star digitPress *To change the destination for the pound digitPress #To change the No Digits DestinationPress 1To change the Invalid Digit DestinationPress 2To change the Voice Detected DestinationPress 3 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-24Once you access this menu, be advised that you must not press # to exit it, since the # key
invokes a change to the destination for the pound key.  If you want to return to the
previous menu, simply make no entry when you hear the special routing options prompt.
1.4 Performing Supervisor Functions from VP System
ScreensTo access program screens on which you can perform supervisor functions you must log onto
the VP system PC using the Customer/Administrator password.  The technician who installed
the VP system can provide this password to you.
The procedure you use to access system screens depends on whether the VP system is DOS-
based or NT-based.  The VP system technician can inform you which type of system you
have and which procedures you must follow in this document to access program screens.
WARNING:It is critical you make no modifications to any field on any screen or to anyfile on the VP system unless you are directed to by this guide or by the VPsystem installation technician.  Incorrect modifications you make may impairthe ability of the VP system to perform call processing and messagingfunctions.To access screens through the DOS-based VP system screen interface:
1. From the LINE STATUS screen, press .  The Main menu displays, and you are
prompted to enter a password.
2. Type the password then press  to log on to the VP system. The Main menu
displays.
The following illustration shows the structure of the DOS-based VP system menus.  Note that
depending on the type of VP system installed and the password you entered to log on, you
may not have access to all menus and options. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-25Question BoxMail Boxscreen 1Mail BoxMail Boxscreen 2Main menuBox menuGeneralLine InformationCall TransferBusiness HoursTechnicalTechnicalCall TransferBusiness HoursscreenGeneral InformationLine InformationscreenscreenscreenscreenSystem menuGroup BoxRouting BoxscreenscreenscreenscreenscreenDatabaseDisplayDirectory BoxLine Statusscreen 3PagePage 2Page 3ExitTo screenTo fileTo printerHoliday ScheduleHoliday ScheduleDisplay Line StatusBox InformationSystem InformationMail BoxQuestion BoxRouting BoxGroup BoxDirectory BoxACD BoxClass of ServiceClass of ServicescreenOptional FeaturesOptional Featuresmenu screenAccount NumberDisplay DatabaseOptional FeaturesscreenOptional feature boxsetup screenscreenscreenACD BoxscreenAcct Number BoxDOS-based VP System Menus 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-26To access screens through the NT-based VP system screen interface:
1. From the Windows NT desktop, double-click the VP DATABASE icon.  You are prompted
to enter a password.
2. Type the password then press  to log on to the VP system.  The Main screen
displays.
The following illustration shows the structure of the NT-based VP system menus.  Note that
depending on the type of VP system installed and the password you entered to log on, you
may not have access to all menus and options. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-27Question BoxMail BoxMain menu barBoxes menuGeneralLine InformationBusiness HoursBusiness HoursscreenGeneralLine InformationscreenscreenSystem menuGroup BoxRouting BoxscreenscreenscreenscreenDatabaseDisplayDirectory BoxscreenTo screenTo fileTo printerHoliday ScheduleHoliday ScheduleFileBoxesDiagnosticsMail BoxQuestion BoxRouting BoxGroup BoxDirectory BoxACD BoxClass of ServicescreenClass of ServicePBX InformationscreenAccount Number BoxOptional Featuresscreen
Optional feature box setup
menu screenscreenscreenACD BoxscreenAcct Number boxSystemHelpPBX InformationOptional FeaturesOptional feature setup
menu screenTrace SetupscreenTrace SetupCustom FlagsCustom FlagsscreenDiagnostics menuPrompt RecorderNT-based VP System Menus 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-281.4.1 Creating, Modifying, or Deleting a Mailbox through VP
System Screens
You can create, modify, or delete a mailbox using options on VP system screens.  Through
the screen interface, intricate technical modifications can be made to the mailbox that cannot
be made through the VP system telephone interface.  This guide includes instructions on
making on-screen entries in fields that do not require an in-depth knowledge of the VP
system.  Before making modifications to fields other than those documented here, contact the
VP system installation technician.
To create, modify, or delete a mailbox through the DOS-based VP system screen
interface:
1. From the Main menu, select BOX INFORMATION.  The Box Information menu displays.
2. Highlight MAIL BOX from the Boxes menu then press .  To add a new box, press
.  To modify or delete an existing box, press.
3. Enter the box number you want to create, modify, or delete, then press .  If you
are creating a box, the VP system makes a copy of prototype mailbox 9994 (a template
mailbox) and displays the new box.  If you are modifying or deleting an existing box, the
VP system displays the box’s setup screen.  You can make modifications to the box from
this screen or delete the box completely. If you want to delete the box, verify you are
viewing the box you want to delete, then press .  When you are prompted to confirm
the deletion, press .
For information on making modifications to fields on this screen, consult the information
provided below and the program’s online help file (accessible by pressing ).
4. When you have made necessary modifications, press  to save the changes.
To create, modify, or delete a mailbox through the NT-based VP system screen
interface:
1. From the Main screen, access the BOXES pull-down menu.
2. Select MAILBOX from the Boxes menu.
3. Select the New button at the top of the screen to create a new box.  When prompted, enter
the number of the box you want to create.  The VP system makes a copy of prototype
mailbox 9994 and displays the new box.  To modify or delete an existing box, select the 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-29Select button and choose the number of the box you want to modify or delete.  The box
displays on-screen.  To delete the box, verify you are viewing the box you want to delete,
then select the Delete button.  When you are prompted to confirm the deletion, select the
Yes button.
For information on making modifications to fields on this screen, consult the information
provided below and the program’s online help file (accessible by pressing ).
4. When you have made necessary modifications, select the Save button to save the
changes.
Working with the Mailbox Screen
Note:See section 1.4.9 for screen illustrations.The field descriptions provided below identify the function of many of the fields on the
MAILBOX screen.  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.
Fields used in DOS-based VP systems are prefaced below with VP, and fields used in NT-
based VP systems are prefaced with NTVP.  If the NTVP field resides on a certain tab on the
screen or if the VP field resides on a certain screen page, the tab or page is identified next to
the field name.
Several field descriptions discuss setting fields to YES or NO settings.  In NT-based VP
systems, this equates to checking or un-checking the field’s checkbox, which you do by
clicking on it.
     VP:Box Number (Page 1 screen)
NTVP:Box Number
Every box has its own unique box number, which can range from 1 to 9899.  You cannot
change this field on the screen.  To view a different box, press  (select a box number),
 (previous mailbox), or  (next mailbox).  If you want to add a new mailbox, press
 (add).  (NT-based VP system users can also select from icons at the top of the screen.)
The box number is the number an outside caller dials to reach the mailbox owner.  The VP
system looks inside the mailbox specified for the owner’s extension number and transfers the 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-30call to that number. The mailbox number can be the same as its owner’s extension number, or
it can be different.  For example, an arbitrary range of mailbox numbers 5100 through 5109
can transfer calls to extensions 20 through 29.
Hint:For setup and system maintenance ease, create mailboxes with numbersthat match the extensions to which they transfer calls.     VP:First Name (Page 1 screen)
NTVP:Name (first)
The first name of the individual to which the mailbox is assigned is used for record-keeping,
and it appears on the database listing.
Prior to initiating a transfer, in standard operation the VP system plays the system prompt
“Please hold while I transfer your call to [name],” inserting the called party’s name.
If you insert the @ symbol before the name in this field, (for example, “Mary” becomes
“@Mary”), the recorded name is substituted with the system prompt “that extension.”
If you insert the & symbol before the first name, no system prompt or recorded name plays.
     VP:Last Name (Page 1 screen)
NTVP:Name (last)
The last name of the individual to which the mailbox is assigned is used in conjunction with
the Directory box feature.  It also appears on the database listing.
The mailbox is not included in the system directory voiced to callers requesting it if the @
symbol is inserted before the first letter of the last name (for example, “Jones” becomes
“@Jones”).  (The mailbox is also not included in the system directory if no Name prompt has
been recorded for the mailbox.)
     VP:Transfer Type (Page 1 screen)
NTVP:Transfer Type area (Call Transfer tab)
When a call is routed to the mailbox, the first action taken is to transfer the call to the number
specified in the TO: field.  The VP system offers several options as to how the call is 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-31transferred.  For information on selecting or modifying a transfer type, consult the VP system
technician.
     VP:To (Page 1 screen)
NTVP:Transfer to (Call Transfer tab)
This field contains the number to which the VP system transfers the calls that route to this
mailbox.  The owner of the mailbox can call in and remotely change the number in the TO:
field (unless the number is enclosed in brackets).  After logging into a mailbox and selecting
the Options menu, he/she is prompted, “To change your call transfer feature, press 4.”
     VP:Get Caller’s Name (Page 1 screen)
NTVP:Get Caller’s Name (Call Transfer tab)
If you select YES in this field, the VP system prompts the caller for his/her name before
transferring the call (if the caller does not speak a name, the VP system transfers the call
anyway).  If the transfer type is set to SCREEN, when the called party answers, the VP system
prompts:
“I have a call from [caller’s name] for [mailbox owner’s name].  Press 1 to take the call,
press 2 if you would like me to take a message...”
If the transfer type is set to WAIT FOR ANSWER, when the called party answers, the VP system
simply announces the caller’s name and connects the call.
     VP:Record All Calls (Page 1 screen)
NTVP:Record Every Call (Call Transfer tab)
If you select YES in this field, the VP system remains on the line after completing the transfer
and records the conversation.  The recorded conversation is stored as a message in the
mailbox.
     VP:Currently Enabled (Page 1 screen)
NTVP:Currently Enabled (Call Transfer tab)
Use this field to turn the call transfer service on or off from the keyboard.  The owner of a
mailbox also can call in and remotely change his/her call transfer setup.  If this field is set to