Lucent Technologies Definity Audix System Administration Instructions Manual

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-3 Subscriber Survey 
A
Subscriber Survey
You may want to tailor the following  survey to meet your own need s and  send  it to 
sub sc rib ers. It is intend ed  to p rovid e feedb ac k that would  allow you as DEFINITY 
AUDIX system ad ministrator to measure sub sc rib er satisfac tion, d efine and  
q uantify the b enefits of the DEFINITY AUDIX system within your p artic ular 
org anization, and  g ather id eas for imp roving  servic e. 
D EFI N I TY AU D I X SU BSC RI B ER SU RVEY
SU BSC RIB ER N A ME:______________________EXTEN SIO N :___________________
(No ind ivid ual resp onse to this survey will b e rep orted  within your c omp any. Your 
name is req uested  only so that we c an c ontac t you if we have a question or 
would  like to follow up  with you on your rec ommend ations.)
For eac h sec tion of this q uestionnaire, p lease c irc le the ap p rop riate answer and  
p rovid e exp lanations as req uested .
BACKGROUND INFORMATION
1 . You r job :__________________________________________________________
2. Do you use the DEFINITY AUDIX system?
a. Yes
b . N o. (A ny  p ar t ic u lar  reas on? _______________________________ )
3. Is your job  p erformed entirely in one offic e b uild ing ?
a. Yes
b. No
If you answered  “ no”  to q uestion 3, p lease c omp lete q uestions 4 and  5. 
Otherwise skip  to the next sec tion.
4. How many d ays p er week are sp ent OUTSIDE of the offic e?
5. Where d o you work when you are outsid e of the offic e?   (Circ le as many 
as ap p ly and  fill in hours p er week.
Hours p er week
a . H om e _______________
b . *O n t he Roa d * _______________
c . An othe r offic e l oc at ion ________________
d . Other    
      (Pl eas e ex p l ai n: __________________ ) 
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-4 Subscriber Survey 
A
FEATURES  /  ENHANCEMENTS
1. Ap p roximately how many times p er d ay d o you p erform the following  
func tions using  the DEFINITY AUDIX system?
Ti m e s  p e r D a y
a . Lea vi ng  m es sa g e s ______________
b . Re tr iev in g  me ss ag es ______________
c.Re c ord i ng  “ Per so nal  G reet ing s ” ______________
d . Broad c a st ing  a  me ss ag e  ______________
to a group of people
2. How many messages d o you usually find  on a sing le “ retrieval session” ?
Mi nim um : __________________
Max i mum : __________________
Av er ag e : __________________
3. What feature(s) of the DEFINITY AUDIX system d o you like b est?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
4. What feature(s) of the DEFINITY AUDIX system d o you like least?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
5. What feature(s) would  you like to see ad d ed  or c hanged ? Please exp lain?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
6. If you c ould  mod ify the DEFINITY AUDIX system and  use it for something  
else that involved  rec ord ing  the human voic e, what other uses would you 
p rop ose for your offic e? (Be c reative!)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________ 
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-5 Subscriber Survey 
A
CALLER REACTION
1. What kind  of feed bac k have you rec eived from outsid e c allers sinc e the 
DEFINITY AUDIX system was introduc ed ? (If app rop riate, c irc le more than 
one answer.)
a. Very p ositive 
b . No c omment either way
c. Negative
If you c irc led  more than one answer, p lease exp lain.
____________________________________________________________
____________________________________________________________
____________________________________________________________
2. What sp ec ific  reac tions/c omments have you had  from the p ub lic  (ag ents, 
insured s, c laimants, attorneys, etc .)?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
3. Are most p eop le who c all you willing to leave messag es or d o they feel 
unc omfortable “ talking  to a mac hine”  or insist up on sp eaking  to a human 
being? Explain.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
4. Is there any p artic ular g roup  or typ e of c aller (for examp le, ag ents, home 
offic e p ersonnel, etc .) who really likes the DEFINITY AUDIX system? Name 
the g roup  (s) and  g ive the reasons why you feel they like it.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
5. Is there any p artic ular g roup  or typ e of c aller (for examp le, ag ents, home 
offic e p ersonnel, etc .) who really d islikes the DEFINITY AUDIX system? 
Name the g roup  (s) and  g ive the reasons why you feel they d islike it.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
6. List any sug g estions you have for imp roving  the DEFINITY AUDIX system 
so that c allers may feel more c omfortab le leaving  messag es:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________ 
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-6 Subscriber Survey 
A
EFFEC T O N  PRO D U C TI VI TY  /   B EN EFI TS TO YO U R C O M PA N Y
1. Does the DEFINITY AUDIX system assist you with your job ?
a. Most d efinitely
b . Somewhat
c . Not at all
d . Interferes with job
Exp lain your answer. (How d oes/d oesn’t the DEFINITY AUDIX system 
assist you with your job ?)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. How muc h has the DEFINITY AUDIX system affec ted  your p rod uc tivity?
a. Big  imp rovement
b. Some improvement
c. No change
d . I’m less p rod uc tive
Exp lain your answer. (In what ways are you more/less p rod uc tive b ec ause 
of the DEFINITY AUDIX system?)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
3. If you feel that the DEFINITY AUDIX system allows you to b e more 
p rod uc tive, how muc h time p er d ay would you estimate that the DEFINITY 
AUDIX system saves you?
__________________________________________________________________
4. If you feel that the DEFINITY AUDIX system red uc es your p rod uc tivity, how 
muc h time p er d ay would  you estimate that the DEFINITY AUDIX system 
costs you?
__________________________________________________________________
5. How has the DEFINITY AUDIX system c hang ed  (for b etter, worse or b oth) 
your resp onsiveness to c allers?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________ 
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-7 Welcome to the DEFINITY AUDIX System 
A
6. List sp ec ific  b enefits or shortc oming s of the DEFINITY AUDIX system.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
7. Please c omment on the overall ap plic ab ility and  effec tiveness of the 
DEFINITY AUDIX system to your comp any’s b usiness.
__________________________________________________________________
__________________________________________________________________
Welcome to the DEFINITY AUDIX 
System
We’ve provided this “template”  to help you compose an introductory letter for 
new DEFINITY AUDIX system sub sc rib ers. Please fill in text sp ec ific  to your 
c omp any where sq uare b rac kets are ind ic ated , and  feel free to modify this letter 
to reflec t the c irc umstanc es at your site. We rec ommend that you d istribute your 
c ustomized  introd uc tory letter with the 
Voic e Messaging  Quick Reference, 
585-300-702, and  the 
Voic e Messag ing  Wallet Card, 585-300-704. 
TO:
 New DEFINITY AUDIX System Sub sc rib ers 
FROM:
 [ Fill in name of your c omp any’s system ad ministrator]  
DATE:
 [ Fill in d ate of d istrib ution]  
SUBJECT:
 Introd uc tion to the DEFINITY®  AUDIX®  System† 
WELCOME TO THE DEFINITY AUDIX SYSTEM
 
The DEFINITY AUDIX system is a c omp lete and  easy-to-use voic e mail and  
messag e servic e available to you 24 hours a d ay from any touc h-tone telep hone. 
This system c omb ines the c ommunic ation advantag es of an answering mac hine, 
c onferenc e room, and  sec retary/rec ep tionist into one powerful tool. 
The acc ompanying 
Voic e Messag ing  Quic k Referenc e will introd uc e you to the 
p rimary DEFINITY AUDIX features and  p roc ed ures. The system has many other 
useful features that are not mentioned  in this d oc ument. If you need  more 
in for m ati on o r hav e p ro b lem s or  su g g es tion s,  c al l ___________________________
_______[ fill in name, title, and  telep hone number] . The ac c omp anying  
Vo i c e  
Messag ing  Wallet Card
 p rovid es a b rief list of task op tions and basic  sec ond ary 
DEFINITY AUDIX c ommand s so you c an c arry DEFINITY AUDIX instruc tions with 
you. 
GETTING STARTED
 
The DEFINITY AUDIX system has b een ad ministered  to answer your telephone 
c alls automatic ally. The DEFINITY AUDIX system c an use a stand ard  system 
g reeting  to answer your c alls, or you c an rec ord your own p ersonal g reetings. 
When you have voic e mail messag es, the messag e-waiting lamp  on your 
telep hone will lig ht.  
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-8 Welcome to the DEFINITY AUDIX System 
A
To use the DEFINITY AUDIX system the first time, you must d ial your DEFINITY 
AUDIX system telep hone numb er, _____________ [ fill in]  and  enter a d efault 
p as sw o rd , __________ [ f il l i n] . ( The  c o mp le te p ro c ed u re fo ll ow s .)  O nc e  yo u 
und erstand  how to log  in to the DEFINITY AUDIX system, c hang e your p assword  
immed iately to p rotec t your messag es (if your system d oesn’t p romp t you for 
this). 
Getting Help
 
While using  the DEFINITY AUDIX system, you c an g et more information or hear 
ad d itional op tions any time. Simp ly p ress     for HELP, and  the DEFINITY 
AUDIX system will “ p romp t”  you throug h every p roc ed ure. 
Log g ing  in to the DEFINITY AUDIX System the First Time 
To log  in to the DEFINITY AUDIX system the first time: 
1 . D ia l _____________ [ fil l i n] . 
2. Enter your extension and  p ress  . (If you’re c alling  from your own offic e 
telep hone, you c an simply p ress  .)
3 . Enter  th e d ef aul t p as s w ord , __________ [ fil l in]  a nd  p res s   . 
Re m e m b e r, you will b e asked  to c hang e your p assword  after log ging  in. 
[ System Ad ministrator: If you make the d efault password  shorter than the 
minimum p assword  leng th, c allers will b e req uired  to c hang e their 
passwords when they first log in.] 
4. Press  , sp eak your name, and  p ress   ag ain. (The DEFINITY AUDIX 
system will use this rec ord ing  when answering  your c alls.) 
If you’d  like to re-rec ord  your name, rep eat step  4. When you’re satisfied  
with the rec ord ing , p ress    .
[ System Ad ministrator: If your c omp any’s DEFINITY AUDIX system d oes 
not have the Name Rec ord  b y Sub sc rib er feature ac tivated , it will not 
p rompt users for this information. Please delete app lic ab le step s ab ove.]  
5. Listen to the DEFINITY AUDIX Ac tivity Menu (also shown in the 
ac c omp anying  d oc ument.) 
The DEFINITY AUDIX system will announce an abbreviated menu of 
op tions. To c omp lete the DEFINITY AUDIX system tasks, simp ly listen to 
the voiced instruc tions and follow the steps or use the DEFINITY AUDIX 
d oc umentation. The 
Voice Messag ing Quick Referenc e provides 
important command options and shortcuts that will help you to use the 
DEFINITY AUDIX system more effic iently. 
Re m e m b e r, you c an always p ress     for HELP
 any time. 
*H
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*H 
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-9 Welcome to the DEFINITY AUDIX System 
A
Changing Your Password
 
To c hange your p assword : 
1. Log  in to the DEFINITY AUDIX system. 
2. Press .
3. Press .
4. Enter your new password and press  .
5. Re-enter your new p assword and  p ress  .
TIPS
 
nOnc e a messag e has b een d elivered  to another user’s mailb ox, you 
c annot d elete the messag e. 
nIf you d elete one of your own messag es, you c an retrieve it b y p ressing    
   immed iately after pressing     .
nPeriodic ally c hec k your outg oing  mailb ox (p ress   after log in). This 
op tion g ives you a status of your messag es. 
QUESTIONS OR PROBLEMS
 
We hop e you enjoy using  the DEFINITY AUDIX system. For q uestions or 
p rob l ems , c all  ______________________. [ Fil l i n na me and  te le p h one  num b er .]  
5
4
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*U*D
4 
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-10 Template Letter for the Multilingual Feature 
A
Template Letter for the Multilingual 
Feature
We’ve provided this “template”  to help you compose a letter for subscribers 
using the Multiling ual feature. 
This letter is intend ed  for subsc ribers with the Call 
Answer Languag e Choic e field  set to “ y”  (yes) allowing  c allers a c hoic e of two 
lang uag es.
 Please fill in text spec ific  to your c omp any where sq uare b rac kets are 
indic ated , and  feel free to mod ify this letter to reflec t the c irc umstanc es at your 
site. You may want to translate this letter into the lang uag es used  at your site. 
TO:
 Users of the Multiling ual Feature 
FROM:
 [ Fill in name of your c omp any‘s system ad ministrator] 
DATE:
 [ Fill in d ate of d istrib ution]  
SUBJECT:
 Using  the DEFINITY®  AUDIX®  System Multiling ual Feature† 
As a subsc rib er on the DEFINITY AUDIX system, you have a p rimary lang uag e 
and  a sec ond ary lang uag e available to you. We rec ommend  that you rec ord  a 
p ersonal g reeting  b oth in the p rimary lang uag e and  in the sec ond ary lang uag e. 
When rec ord ing  eac h g reeting , instruc t the c aller, in the alternate lang uag e, to 
p ress     to switc h to the alternate lang uag e. If you d o not rec ord  p ersonal 
g reeting s, the system g reeting s for eac h lang uag e will instruc t the c aller to p ress 
   to switc h to the alternate lang uag e. 
If the c aller d oes not switc h to the alternate lang uag e, DEFINITY AUDIX p romp ts 
for the c all will be in your desig nated  p rimary lang uag e. If a switc h is mad e to the 
alternate lang uag e, the DEFINITY AUDIX p rompts for the c all will b e in your 
d esig nated  sec ond ary lang uag e. 
Sinc e you will b e using the Dual Lang uag e Greeting s c ap ab ility of the 
Multiling ual feature, you will not b e ab le to use the Multiple Personal Greeting s 
feature. 
Use the following  p roc ed ure to administer Dual Lang uag e Greeting s: 
1. Log  into the DEFINITY AUDIX system. 
2. Press   at the DEFINITY AUDIX Ac tivity Menu. 
3. To administer your primary greeting, press  .
4. To ad minister your sec ond ary g reeting , p ress  .
5. Press   to rec ord  a p ersonal g reeting . 
6. Press   to app rove your g reeting . 
*1
*1
3
1
2
1
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							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-11 Template Letter for AMIS Analog Networking 
A
Template Letter for AMIS Analog 
Networking
We’ve p rovid ed this “ temp late”  to help  you c omp ose a letter for users of the AMIS 
Analog  Networking  and /or Messag e Delivery features. Please fill in text sp ec ific  
to your c omp any where ind ic ated  b y sq uare b rac kets, and  feel free to modify the 
information to reflec t the c irc umstanc es at your site. We rec ommend  that you 
d istrib ute your c ustomized  letter with any other introd uc tory sub sc rib er 
information, suc h as the voic e messag ing quic k referenc e and /or wallet c ard  for 
your system. 
TO:
 Users of the AMIS Analog  Networking  and /or Messag e Delivery Features 
FROM:
 [ Fill in system ad ministrator’s name]  
DATE:
 [ Fill in d ate of d istrib ution]  
SUBJECT:
 Using  the AMIS Analog  Networking  and  Messag e Delivery Features 
In ad dition to the features desc rib ed  in your voic e mail sub sc rib er information, 
your Luc ent voic e messag ing  system p rovid es the following  features for send ing  
voic e mail messag es to ad d itional telep hone numb ers or loc ations: 
nAMIS Analog Networking
 enab les you to send  voic e mail messag es to 
remote voic e mail systems that have b een ad ministered on our loc al 
DEFINITY AUDIX system. 
nMessage Delivery
 enab les you to send  voic e mail messag es to 
touc h-tone telep hones that have b een ad ministered  on our loc al DEFINITY 
AUDIX system or to a rang e of telep hone numb ers that have b een 
ad ministered  on our system. 
Using  the p roc ed ures in this letter, you c an ad d ress a voic e mail messag e to 
either a remote voic e mail system using  analog  networking or to ad ministered  
touc h-tone telep hones. 
Note: Messag es d esig nated as 
private will not be delivered. Messages 
designated as 
priority will be delivered, but appear as regular voice mail 
messag es to the rec ip ient. 
AMIS ANALOG NETWORKING
 
The Audio Messaging Interchange Spec ification (AMIS) Analog Networking 
feature enab les you to exc hang e voic e mail messag es with other Luc ent or 
non-Luc ent voic e mail systems anywhere in the world , p rovid ed  those systems 
also have AMIS analog  c ap ab ilities. You c an use one-step  (
p re-ad ministered) 
ad d ressing  or two-step  (
casual) add ressing , d ep end ing on how your system 
ad ministrator has set up  the c onnec tion to the remote voic e mail system you are 
trying to reac h.  
						

							DEFINITY AUDIX System Administration  585-300-507  Issue 7
May 1999
Communicating with Subscribers 
A-12 Template Letter for AMIS Analog Networking 
A
After you address an AMIS message, your local Lucent voice mail system 
attemp ts to deliver the messag e d uring  the interval(s) defined  b y your system 
ad ministrator. The system makes three attemp ts to d eliver the messag e. If all 
attemp ts fail, the system send s you a new voic e mail messag e informing  you that 
the messag e was und eliverab le. The messag e is saved in your outg oing  mailb ox 
so you c an attemp t to send  it ag ain if you wish. 
Using AMIS Analog One-Step Addressing
 
You c an use one-step  (
p re-ad ministered) ad dressing  to exc hang e voic e mail 
messag es with the following  remote voic e mail systems: 
[ list the sp ec ific  remote voic e mail systems that have b een ad ministered  for 
one-step ad d ressing  on your loc al system]  
Use the following  p roc ed ure to send a voic e mail messag e to one of the remote 
voic e mail systems listed  ab ove: 
1. Follow the step s in your q uic k referenc e c ard  for forward ing  a voic e mail 
message or for recording and approving a new message. 
2.When p romp ted  for the rec ip ient’s extension, enter the following: 
a. [ AMIS p refix and /or ad d ress p refix for this mac hine, if d efined ]  
b . mailb ox ID (usually the extension) of the rec ip ient on the remote 
voic e mail system 
c.  
NOTE:
Ad ministered  remote sub sc rib ers may alternatively b e 
addressed by name (last-name-first). All recipients on remote 
systems ad ministered  for one-step  ad d ressing  may b e 
inc lud ed  in mailing  lists or personal d irec tories if they are 
addressed by extension number. 
3. Ad d  any other loc al or remote extensions if you wish, then c omp lete 
(approve) addressing as described in your quick reference card. 
NOTE:
As an option, you c an sp ec ify a time when you want the messag e 
d elivered . At the sp ec ified  time, the loc al system d elivers the 
messag e to the AMIS transmission q ueue, but the messag e may not 
b e transmitted  until the next ad ministered  outc alling  p eriod . 
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