Key Voice Voice Processing System Supervisor And Subscriber Guide

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-32YES, the VP system transfers calls to the specified number.  If the field is set to NO, the VP
system does not transfer calls, but takes messages instead.
     VP:Transfer Schedule (Page 1 screen)
NTVP:During This Schedule (Call Transfer tab)
If the mailbox transfer type is any value other than NO TRANSFER, this field indicates when
calls to this box are transferred.  The options are:ScheduleResultALWAYSCalls to this mailbox are transferred at all times.DAY SERVICECalls are transferred only during Day Service, as defined in
the BUSINESS HOURS screen.NIGHT SERVICECalls are transferred only during Night Service, as defined in
the BUSINESS HOURS screen.SCHEDULE A, B, C, or DCalls are transferred only during the schedule, as defined on
the MAILBOX PAGE 3 screen (VP systems) / by pressing the
View Schedules button (NTVP systems).Setting the CURRENTLY ENABLED? field to NO overrides the transfer schedule feature.  The
VP system does not attempt transfers, but does play the greeting and takes a message.
NT-based VP system users can view and modify the schedules defined for the mailbox by
clicking on the View Schedules button.
     VP:Password (Page 1 screen)
NTVP:Password (General tab)
When an owner tries to open his/her mailbox to retrieve messages, the VP system asks for a
password.  The password can be up to 10 digits long and can consist of the digits 0 through 9
and the character *.  For security reasons, it is recommended that box owners use passwords
at least 4 characters long and that they change them regularly.
If the password is set to 0000 (four zeros), the VP system allows access to the mailbox
without asking for a password.  Use this feature with caution. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-33If the password is enclosed in brackets [ ], it cannot be changed remotely by the mailbox
owner.
If the password begins with two question marks (for example, ??1234), the VP system
ignores the question marks when checking the password (the user enters 1234 when asked for
the password.
     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.
Note:If there is no name recorded for the mailbox, the mailbox is not included inthe system directory and the system prompt “that extension” is used insteadof the name in various phrases.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.” 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-34· 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.
If 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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-35The 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.”
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.  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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-36NT-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.
     VP:(No such field)
NTVP:Uses VCM
This field indicates whether the mailbox owner is a Visual Call Management (VCM) user.
     VP:Sequence to Turn ON/OFF Message-Waiting Lamp (Page 1 screen)
NTVP:Sequence to Turn on/off 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.  Consult the VP installation technician for
information on the entry that must be made in this field.
     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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-37     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.
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).
Consult the VP system technician for more information.
Tone or Voice pagers can be set up under the Message Delivery portion of this screen.
Consult the VP system technician for more information.
The pager number can contain the digits 0 through 9 and the characters * and pound #, as
well as the several special characters: Consult the VP system technician for more
information.
     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.
When 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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-38Note:This field is used to tell the VP system how long to wait between calls to thepaging service.     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.  If the caller does not dial a digit by
the time the VP system finishes 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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-39· 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.  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 aretimes when the VP system may begin recording a message before detectingthe call has ended.  In these cases, the mailbox ends up containing a short,blank message.  By using the WAIT FOR DIGIT option rather than RECORDIMMEDIATELY, 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). 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-40Note:If the PAGER TYPE is DISPLAY / DIGITAL and the Pager notification serviceis currently turned off (either manually or due to the call schedule), callershear the system prompt, “I’m sorry, I am unable to page that party rightnow,” and the call continues by taking whatever action is specified in theAFTER LEAVING MESSAGE field (VP systems) or AFTER RECORDINGMESSAGE field (NTVP systems).· 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.
If 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 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-41greeting 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.
· 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.