Key Voice Voice Processing System Supervisor And Subscriber Guide

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-42     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.  Consult the VP system installation
technician for information on completing 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.
Note:When a message is automatically forwarded in this way, the original copy isdeleted from the original mailbox.  When a mailbox receives a message thathas been auto-forwarded, the VP system informs the mailbox owner bysaying, “This message was automatically forwarded from [name of originalrecipient].”     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.NIGHT 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). 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-43NT-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.
     VP:Call (Page 2 screen)
NTVP:Call (Message Delivery tab)
This field contains the telephone number the VP system is to call to inform the mailbox
owner that there are new message in his/her mailbox.
The field can contain the DTMF digits 0-9, the characters * and #, and other special
characters.  Consult the VP system installation technician for information on completing this
field.
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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-44     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.  The options are:OptionAction IndicatedDISABLEDThe VP system does not deliver any messages for the
mailbox. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-45OptionAction IndicatedURGENT MSGS ONLYThe VP system delivers only messages marked as urgent.
Non-urgent messages are not delivered.ALL MESSAGESThe VP system delivers all messages sent to the mailbox.Setting this field to DISABLED overrides the field indicating the schedule.
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 timeand 24:00 for the END time. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-46     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.
     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.
     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.
     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)
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. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-471.4.2 Creating, Modifying, or Deleting a Group Box through VP
System Screens
Group distribution lists, which are defined in a Group box, provide subscribers an easy way
to send one message they record to multiple individuals, without specifying each individual
recipient’s extension.  Though a subscriber can set up 1-4 personal distribution lists specific
to his/her needs in his/her mailbox, many organizations also set up group distribution lists
that can be used by all company employees.  A group list a company maintains may, for
example, contain the names of all company employees, of all employees in a particular
department, of all employees that work a specified shift, etc.
When a mailbox owner wants to send a message to a Group box, he/she logs into his/her
mailbox, then selects the option to send the message.  At the prompt, “Please enter the box
number,” the mailbox owner enters the number of the Group box containing the mailboxes to
which the message is to be sent.
To create, modify, or delete a Group box through the DOS-based VP system screen
interface:
1. From the Main menu, select BOX INFORMATION.  The Box Information menu displays.
2. Highlight GROUP 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 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 Group box through the NT-based VP system screen
interface:
1. From the Main screen, access the BOXES pull-down menu. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-482. Select GROUP BOX 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 displays the new box.  To
modify or delete an existing box, select the Select button and select 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 Group Box 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
GROUP BOX 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
NTVP:Box Number
This field displays the Group box number.  A box number can be any number between 1 and
9899 (boxes 9900 - 9999 are reserved for the system).  You cannot change the box number on 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-49the screen.  To view a new box, use keys  (select a box number),  (previous Group
box), or  (next Group box).  To add a new Group box, press  (add).  (NT-based VP
system users can also select from icons at the top of the screen.)
     VP:Name Recorded
NTVP:Record Name button
This field identifies whether the name of the Group box has been recorded.  On NT-based VP
systems, an existing recording is signified by a red light displaying on the button.
The name is played as soon as a caller selects to send a message to the Group box.
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.
     VP:Number of Messages
NTVP:Number of Messages Currently in Box
This field cannot be changed from the keyboard.  It indicates the number of messages in the
Group box.
     VP:Max Message Time
NTVP:Max Message Length X Seconds
This field is used to specify the maximum length of a message (in seconds) that can be sent to
this Group box. 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-50     VP:List of Members
NTVP:(Unlabeled List of Members area)
These fields indicate the current members of the Group box.  To add a mailbox to the group,
enter the mailbox number on this list.  To delete a mailbox from the group, move the cursor
to the mailbox number to be deleted, and delete the number from the field.  A Group box can
contain up to 50 members.
To send messages to groups containing more than 50 mailboxes, use one of the following
methods:
· Use the Send to Multiple Mailboxes option to send the message to additional Group
boxes.  After selecting the first Group box and recording the message, press the # key
for more options.  From the menu that plays, choose option 6 to send the message to
several mailboxes or Group boxes.
· Connect a Group box to a text file, which can contain an unlimited number of
members.  Create a text file in the C:\VM directory with the name GBOxxxx.LST,
where xxxx is the number of an existing Group box.  Note that if the existing Group
box number is less than 4 digits, you must include leading zeros before the mailbox
number in this filename.  For example, to create an extended member file for Group
box 601, create a text file named GBOX0601.LST and list each additional mailbox on a
separate line in the file (do not duplicate members in the Group box screen and the
text file).
1.4.3 Modifying Company Business Hours through VP System
Screens
  Use the BUSINESS HOURS screen to define the Day Service mode period and Lunch Service
mode period.  By default, any period not defined as part of Day Service or Lunch Service is
considered part of Night Service mode.
  The VP system automatically switches between Day Service mode, Night Service mode, and
Lunch Service mode based on the times you enter in these fields. (See section 1.2 for more
information on how the system uses service modes and the hours you designate.) 
						

							SYSTEM SUPERVISOR AND SUBSCRIBER GUIDE 9.0 VER. 11-51To modify the company business hours through the DOS-based VP system screen
interface:
1. From the Main menu, select SYSTEM INFORMATION.  The Box Information menu
displays.
2. Highlight BUSINESS HOURS from the menu then press .   The BUSINESS HOURS
screen displays.
3. Modify the business hours on the BUSINESS HOURS screen.  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 ).  When you have made
necessary modifications, press  to save the changes.
To modify the company business hours through the NT-based VP system screen
interface:
1. From the Main screen, access the SYSTEM pull-down menu.
2. Select  BUSINESS HOURS from the menu.  The BUSINESS HOURS screen displays.
3. Modify the business hours on the BUSINESS HOURS screen.  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 ).  When you have made
necessary modifications, select the Save button to save the changes.
Working with the Business Hours Screen
Note:See section 1.4.9 for screen illustrations.  For each day of the week, enter the opening and closing times for the business.  If the
business is closed all day, enter 00:00 in both the DAY SERVICE BEGINS and DAY SERVICE
ENDS fields.  This places the VP system in the Night Service mode for that entire day.
  If the business is open 24 hours on a particular day, enter 00:00 for the DAY SERVICE BEGINS
time and 24:00 for the DAY SERVICE ENDS time.