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Lucent Technologies Definity Audix System Feature Descriptions Manual
Lucent Technologies Definity Audix System Feature Descriptions Manual
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DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 41 Applications The nonresid ent sub sc rib er would need to p rovid e the c lient with only the telep hone numb er of the automated attend ant and the sub sc rib er’s voic e mailb ox numb er. The c lient c ould then d ial the numb er for the automated attend ant, listen to the attend ant menu, enter the voic e mailb ox numb er and hear the g reeting for that sub sc rib er. Then the c lient c ould either leave a messag e or transfer to a sales c lerk. Shared Extensions The Automated Attend ant feature c an p rovid e voic e messag ing c apab ilities for several p eop le who share a sing le telep hone. For examp le, a university d ormitory room has three roommates (Jerry Jones, Don Parker, and Brent Deven) b ut only one telep hone numb er. By ad ministering that extension as an automated attend ant and c reating three voic e mailb ox numb ers that d o not exist in the switc h d ial p lan, eac h roommate c an have a p rivate mailb ox without having a sep arate telep hone. See the Shared Extension feature for more information. Automated Attendants with Multiple Personal Greetings An automated attend ant that is used with the Multip le Personal Greeting s feature c an b e a very flexib le tool. The automated attend ant would need to b e ad ministered only onc e on the Subsc rib er sc reen, while the Multip le Personal Greeting s feature c ould p rovid e availab le op tions d ep end ing on the typ e of c all. For examp le, one automated attend ant c ould voic e any of the following g reeting s d ep end ing on whether the c all is an internal, external, or out-of-hours c all: nFor all internal c alls: To leave a messag e for a sp ec ific p erson, enter the extension numb er. To reac h p ersonnel, p ress one. To reac h b enefits, press two. nFor all external c alls: Welc ome to Davis Corp oration. To reac h the p ersonnel d ep artment, p ress one on your touc h-tone telep hone. To reac h the b enefits d ep artment, p ress two. To leave a messag e for a sp ec ific p erson, enter that p erson’s four-dig it extension numb er. For assistanc e, p lease wait. nFor all out-of-hours c alls: Welc ome to Davis Corp oration. Our normal offic e hours are 8:00 A.M. to 5:00 P.M. mountain standard time. To leave a message for a specific p erson, enter that p erson’s four-dig it extension numb er using your touc h-tone telep hone. If this is an emerg enc y, p lease p ress nine.
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 42 Applications Automated Attendants with the Multilingual Feature Multiling ual automated attendants c an b e set up with two or more lang uag es. The first stag e of an automated attend ant in a multiling ual environment mig ht ask the user to selec t a lang uag e, and sub seq uent stag es c ould imp lement the Auto-Attend ant func tion in the lang uag e c hosen. If using only two lang uag es with the Automated Attendant, the system ad ministrator c ould set the Call Answer Lang uag e Choic e field to y (yes) on the Automated Attend ant Sub sc rib er or COS sc reen. The ad ministrator then c an rec ord Dual Languag e Greeting s rather than Multip le Personal Greeting s. The p rimary g reeting would tell the c aller, in the sec ondary lang uag e, to p ress to switc h to the sec ond ary lang uag e. If using the Multiling ual feature with the Multip le Personal Greeting s feature, the system ad ministrator would set the Call Answer Lang uag e Choic e field to n (no) on the Automated Attend ant Subsc riber or COS sc reen. Sinc e the ad ministrator rec ord s the automated attend ants, automated attend ants are not limited to only two lang uag es. The automated attend ant main menu c ould d irec t c allers to several lang uag es. For examp le: In English, For English, press 1. In Canad ian Frenc h, For Frenc h, p ress 2 . In Sp anish, For Sp anish, p ress 3 . Then for eac h c hoic e, the ad ministrator would rec ord a nested automated attend ant in the ap p rop riate languag e. Automated Attendants for Business and Holiday Schedules You c an c reate up to four automated attend ants for varying b usiness sc hed ules and four ad d itional automated attend ants for holid ays. These features ensure that c allers rec eive ac c urate automated attend ant messages at a variety of times. First, a c aller may b e asked to c hoose from a list of languag es. Sec ond , the c aller may b e asked to c hoose from a menu of b usiness sc hed ules that may, for examp le, c orresp ond to time zones they may be c alling from. [ Chec k ac c urac y.] *1
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 43 Applications Holid ay sc hed ules, unlike b usiness sc hed ules, are ac tivated automatic ally. These sc hedules, once administered, automatically override other automated attend ants on the d ay they are sc hed ules for. TTY Automated Attendants The Telec ommunic ations Devic e for the Deaf (TDD) announc ement set enab les the system ad ministrator to set up teletyp ewriter (TTY) automated attend ants that p rovid e automated attend ant servic e to hearing -imp aired c allers. (The TDD announc ement set is not required to set up TTY automated attend ants; b ut, it d oes make it more c onvenient to b uild a TTY automated attend ant.) See the TTY Automated Attend ant feature for c omp lete information on what is req uired to set up a TTY automated attend ant. Luc ent Tec hnolog ies strong ly rec ommend s that TTY automated attend ants and voic ed automated attend ants have sep arate telep hone numb ers. The Multiling ual feature c an b e used to ad minister an automated attend ant with nested TDD menus and nested voic e menus, b ut TTY users will see nothing or unreadab le c harac ters resulting from voic ed p romp ts or g reeting s, and hearing users will enc ounter some TTY messag ing noise. Providing Information to Callers An automated attend ant c an b e used to route c allers to Bulletin Board s that p rovid e them with various typ es of information. For examp le, a state’s Division of Wild life c ould use an automated attend ant to route c allers to sp ec ific Bulletin Board s that c ontain information on fishing c ond itions and stoc king rep orts for d ifferent reg ions of the state. Nesting Attendants An automated attend ant menu selec tion c an lead to another automated attend ant (this is c alled nesting automated attend ants). In this way a sop histic ated hierarc hy of information c an b e p resented to c allers. The stand ard DEFINITY AUDIX c all-d istrib ution g roup hand les all inc oming automated attend ant c alls, so c allers always hear the c orrec t automated attend ant g reeting . Security An automated attend ant c an also p rovid e sec urity or c ontrolled ac c ess to conference b rid g e sessions, host comp uter ports, or voice mailb oxes. For examp le, to join c onferenc e b ridg e sessions without manual intervention, a c aller d ials a numb er that red irec ts the c all to the DEFINITY AUDIX system. The automated attend ant for that number p romp ts c allers for a password . Eac h numb er of the p assword is a menu c hoic e that lead s to another (nested ) automated attend ant, and the last numb er selec ts the c aller’s intend ed b ridg e session.
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 44 Using Rotary Phones with an Automated Attendant With the DEFINITY AUDIX system’s d ial ahead c ap ability, the p assword may b e entered all at onc e (c allers d o not need to p ause b etween d ig its). When the final d ig it is entered , the DEFINITY AUDIX system transfers the c all b ac k to the switc h and the c aller is p lac ed in the intend ed b rid g e session. The system administrator c an c hang e these nested menus freq uently to p rovid e g reater sec urity. An inc orrec t p assword may route the c aller to another automated attend ant for error hand ling and aud it trac king of break-in attemp ts. Name Addressing The automated attend ant c an b e ad ministered to use name ad d ressing . For examp le, the automated attend ant c ould g reet c allers with the following: “ Thank you for c alling ABC Comp any.” “To leave a message for one of our sales agents, please enter his or her name starting with the last name.” To administer name ad d ressing , enter name in the Ad dressing Format field on p ag e 2 of the Sub sc rib er sc reen. On p ag e 3 of the Sub sc rib er sc reen, enter e in the extension c olumn for b uttons 2 throug h 9. It is rec ommend ed that a Timeout Treatment also b e ad ministered on p age 3 of the Sub sc riber sc reen. If the Leng th of Timeout on Initial Entry field is set to “ 1” or “ 0” , c allers to the automated attend ant will be transferred immed iately if they d o not enter a sub sc rib er’s name. When the DEFINITY AUDIX system find s four or more matc hes for name ad d ressing , the system req uests more d ig its. “ Enter more c harac ters followed b y the p ound sig n. If you just c omp leted entering the last name, enter the first name and p ound sig n.” When three or fewer matc hes exist, the c aller then selec ts a name from the three or fewer matc hes. The c aller may p ress to d elete the previously d ialed characters. Using Rotary Phones with an Automated Attendant Automated attendants c an work with rotary telep hone users if the DEFINITY AUDIX system has an attac hed p ulse-to-tone c onverter. A p ulse-to-tone c onverter is a small b ox outsid e the switc h b etween the switc h and the c entral offic e. Set the Between Dig its at Auto-Attend ant or Stand alone Menu field on the System-Parameters Features sc reen to b etween 3 and 12 sec ond s (5 or 6 sec ond s is rec ommend ed ). This sets the d elay in sec ond s b efore the DEFINITY AUDIX system times out. Determine the b est value after ac tual use. *D
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 45 Requirements NOTE: Customers who have larg e numb ers of sub sc rib ers or c allers who use rotary-d ial telep hones may want to set the Between Dig its at Auto-Attend ant or Stand alone Menu field to a hig her value to allow rotary-d ial users time to enter their selec tions. If the c aller fails to enter any tones at an automated attend ant menu, the DEFINITY AUDIX system uses the timeout treatment ad ministered on the Automated Attend ant Sub sc rib er sc reen. The timeout treatment on the Automated Attend ant Sub sc rib er sc reen should b e g reater than the Between Dig its at Auto-Attend ant or Standalone Menu field on the System-Parameters Features sc reen, or the automated attendant may time out b efore the first d ig it can be entered. If not using a p ulse-to-tone c onverter, leave the Between Dig its at Auto-Attend ant or Stand alone Menu field on the System-Parameters Features sc reen at the d efault of 3. Requirements The Automated Attend ant feature may affec t the numb er of p orts that should b e installed in the system. Eac h Automated Attend ant menu need s ab out 10 sec ond s for all the op tions to p lay, and usually another 2 to 7 sec ond s to transfer the c all out of the DEFINITY AUDIX system. This ad d itional p ort use should b e fig ured into the total numb er of p orts need ed when ord ering the system. Feature Operation Automated attendants are set up as DEFINITY AUDIX sub sc rib ers on the Sub sc rib er sc reen and ap p ear the same as reg ular sub sc rib ers exc ep t they are id entified as an automated attend ant in the Permissions-Type field , and have a third p ag e where the menu c hoic es are d efined . If the automated attend ant extension is to b e c alled d irec tly, the attend ant’s extension must b e ad ministered on the switc h and forward ed to the DEFINITY AUDIX system. If the attendant will b e reac hed only b y other automated attend ants, it c an be a nonresid ent sub sc rib er extension ad ministered in the DEFINITY AUDIX system b ut not on the switc h. The attend ant menu that is voic ed b y the automated attend ant is ac tually the p ersonal g reeting for that automated attend ant extension. This is c onvenient b ec ause you c an easily c hang e the text of the messag e just as you would any p ersonal g reeting . You c an also use the Multip le Personal Greeting s feature to p rovid e a d ifferent menu of op tions for different typ es of c alls or Dual Languag e Greeting s with the Multiling ual feature.
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 46 Interactions with Other Features The ac tions eac h attend ant p erforms when sp ec ific keys are p ressed are sp ec ified on the last p ag e of the Sub sc rib er sc reen. Extensions are assig ned to keys ( throug h ) and a c all-treatment c od e is assigned to d etermine if the DEFINITY AUDIX system should transfer the c all throug h the switc h to an extension’s telep hone (treatment transfer) or d irec tly into the extension’s voic e mailb ox to leave a messag e. If the c all is transferred d irec tly to a voic e mailbox, the c all-treatment c od e also sp ec ifies whether the system Guest Password g reeting or the subsc rib er’s Call Answer g reeting is p layed . The system Guest Password greeting is played if the c all-treatment is guest-greeting. If the c all-treatment is call-answer, the sub sc rib er’s Call Answer greeting is p layed if one is rec ord ed and ac tive, otherwise the system Call Answer g reeting is p layed . Transfers from an automated attend ant to a nested automated attend ant should b e g iven a treatment of c all-answer so that c allers remain in the DEFINITY AUDIX system and are not transferred through the switc h. This makes nesting transp arent to the c aller sinc e there is no d elay b etween the ac tion selec ted at the first attend ant and the b eg inning of the selec ted attend ant’s voic e p romp t. Interactions with Other Features This sec tion id entifies the interac tions of the Automated Attend ant feature with switc h features and other DEFINITY AUDIX features. Interactions with Switch Features The Automated Attend ant feature interac ts with switc h features as follows: nCall Coverag e: Chec k the following list for imp ortant Call Coverag e feature interac tions that may affec t the exp ec ted p erformanc e of the automated attend ant: — The automated attend ant extension should b e ad ministered on the switc h to red irec t c alls to another numb er in c ase the DEFINITY AUDIX system is b usy or is not working (req uires vec toring — Generic 3 only). For examp le, a live ag ent or other staffed p osition should be used as a backup if possible. — If telephone users on System 75 or DEFINITY Generic 1 switc hes p ress for Op erator, they g o to a human attendant, not the DEFINITY AUDIX automated attend ant. The button is hard -c od ed in System 75 and DEFINITY Generic 1 switc hes to transfer to a live op erator or attend ant, and c annot c urrently b e reassig ned to direc t c alls to the DEFINITY AUDIX system. The automated attend ant is reac hed b y d ialing the assig ned (nonzero) automated attend ant extension numb er. — On most switc hes, sub sc rib ers c annot transfer c alls direc tly to an attend ant c onsole using either the Transfer Out of AUDIX feature or an automated attend ant. Chec k your switc h d oc umentation for restric tions on attend ant op eration and c all transfers. 09 0 0
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 47 Interactions with Other Features nPhantom Extensions: For System 75 and Generic 1 switc hes, it is nec essary to add a p ort b oard for eac h p hantom extension. This is not nec essary for Generic 3 switc hes. NOTE: Se e Installation and Switc h Ad ministration for DEFINITY AUDIX System, 585-300-122, for c omp lete step -b y-step instruc tions for ad ministering a DEFINITY AUDIX automated attend ant on a switc h. Always see the ap p rop riate switc h d oc umentation for switc h interac tions and p roc ed ures. Interactions with Other DEFINITY AUDIX Features The Automated Attend ant feature interac ts with other DEFINITY AUDIX features as follows: nADAP: The AUDIX Ad ministration and Data Ac q uisition Pac kag e (ADAP) p rovid es the system administrator with the ab ility to d ownload information on automated attend ants to a p ersonal c omp uter (the information is stored in d BASE III PLUS format). All of the information p rovid ed on the Sub sc rib er and List Attend ants sc reens c an be transferred . nAutomated Attend ant: The Automated Attendant feature c an transfer c alls to other automated attend ants; this is c alled nesting automated attend ants. The p erson resp onsib le for ad ministering the automated attend ants must ensure that nested attend ants c annot b ec ome loc ked into a rec ursive loop. The only way this situation c an oc c ur is if the time-out field s for attend ant “ A” are ad ministered for the extension of attend ant “ B” with c all-answer or transfer c all-treatment, and if the time-out field s for attend ant “ B” are ad ministered for the extension of attend ant “ A” with c all-answer or transfer c all-treatment. To illustrate, if a c aller d ials attend ant “ A” and is not using a touc h-tone telep hone, that c aller must wait to b e timed -out and transferred to attend ant “ B” . The c aller will hear the attend ant menu for “ B” and then must wait to be timed -out and transferred b ac k to attend ant “ A” . This loop will c ontinue until the c aller hang s up . nBulletin Board: The Automated Attend ant feature c an b e used to p rovid e callers with a menu of Bulletin Boards. By pressing the appropriate button on a telep hone keyp ad , the c aller c an transfer to any of the Bulletin Board s d efined on the automated attend ant menu. By sp ec ifying the ap p rop riate c all-treatment (treatment g uest-greeting ) on the Sub sc rib er sc reen, the system ad ministrator c an allow c allers to leave messag es in the Bulletin Board ’s voic e mailb ox. nCall Answer: Automated attend ants are given auto-attend ant Call Answer p ermission; this is d efined on the COS or Sub sc riber sc reen. Also, b y d efining the c all-treatment as c all-answer, c allers are transferred d irec tly to the voic e mailb ox of the d esired extension and hear the ap p rop riate Call Answer g reeting (either p ersonal or system).
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 48 Interactions with Other Features nClass of Servic e: The COS sc reen c an be used b y the system ad ministrator to d efine an automated attend ant (typ e auto-attendant Call Answer p ermission). This sc reen c an also b e used to d efine an entire c lass of servic e for automated attend ants. nDial-b y-Name: If c all transfer ( ) is administered for an automated attendant (using the Subscriber and System-Parameter Features sc reens), c allers c an use the Dial-By-Name feature to transfer to a DEFINITY AUDIX sub sc rib er. nEsc ap e to Attend ant: If is administered to transfer the c aller to a live attend ant, c allers c an transfer to the attend ant simp ly b y p ressing .To b e c onsistent with other DEFINITY AUDIX features, we rec ommend that b e reserved as the menu selec tion to reac h a live attend ant. nFull Mailb ox Answer Mod e: If an automated attend ant transfers a c all to a voic e mailb ox that is full, the c aller will hear the Full Mailb ox Answer Mod e announc ement. nGuest Password: An automated attend ant that offers nonresid ent extensions as c hoic es p rovides an alternative to the Guest Password feature in that c allers c an leave messag es d irec tly without having to know a Voic e Mailb ox numb er (if this is a menu selec tion) and the Guest Password . The Guest Password g reeting “ Please leave a messag e for < name> ” will b e p layed for the c aller if the c all-treatment for this extension is d efined as g uest-g reeting on the Sub sc rib er sc reen. If the c all-treatment is d efined as c all-answer, the c aller will hear the sub sc rib er’s Call Answer g reeting (either p ersonal or system). nMessag e-Waiting Ind ic ator: The Messag e-Waiting Ind ic ator (MWI) feature (either the messag e-waiting lamp or stutter d ial-tone) works as follows for nonresid ent and shared extensions: — Nonresid ent Extension — Sub sc rib ers who do not have a phone set and are assigned a false extension (on the switc h) must c all the DEFINITY AUDIX system or ad minister the Outc alling feature to get messag es (the MWI feature c annot b e ac tivated ). — Shared Extensions — The MWI feature on a shared extension will b e ac tivated only if a messag e is left for the extension. Messag e notific ation for users who share an extension and have voic e mailb ox numb ers that d o not c orresp ond to ind ividual telep hones on the switc h c an only b e ac c omp lished using the Outc alling feature. nMultiling ual: Multiling ual automated attend ants c an b e set up with two or more lang uag es. The first stag e of an automated attend ant in a multiling ual environment mig ht ask the user to selec t a lang uag e, and sub sequent stag es c ould imp lement the Auto-Attend ant func tion in the lang uag e c hosen. If only two lang uag es are inc lud ed in the automated attend ant, the system ad ministrator c an rec ord the menus as the primary and sec ond ary greeting s for the automated attend ant, Call Answer *T 0 0 0
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 49 Interactions with Other Features Lang uag e Choic e set to y (yes), rather than rec ord ing Multiple Personal Greeting s. The p rimary menu would have to tell the c aller, in the alternate lang uag e, to press to hear the menu in the alternate lang uag e. nMultiple Personal Greeting s: The Multip le Personal Greeting s feature c an b e ac tivated for automated attend ants. All of the greeting s and c all typ es are availab le to the attend ant. When using this feature with an automated attend ant, users must have a p ersonal g reeting rec ord ed for eac h c all type they have c hosen to d ifferentiate. The c omb ination of the Multip le Personal Greeting s and Automated Attend ant features make the DEFINITY AUDIX system an extremely flexib le tool. The Multiple Personal Greeting s feature c annot be used if the Call Answer Lang uag e Choic e is set to y (yes) on the Sub sc rib er or COS sc reen for the automated attend ant. nOnline Help: A c aller may ask the system to rep lay the automated attend ant menu at any time b y pressing . nPlayback and Recording Control: The Playb ac k and Rec ording Control features are available when c reating an automated attendant menu. These features are also availab le to c allers who have b een transferred to a voic e mailb ox and want to leave a messag e. Playb ac k c ommand s are not availab le while listening to the attend ant menu (p ressing will rep lay the menu). nShared Extension: The Automated Attend ant feature c an b e used to allow several sub sc rib ers to share an extension. The Shared Extension feature is a sub feature of the Automated Attendant feature. The automated attend ant menu used for a shared extension c an b e voic ed in multip le lang uag es. nTTY Automated Attend ant: The TDD announc ement set enab les the system ad ministrator to set up TTY automated attend ants that p rovid e automated attend ant servic e to hearing -imp aired c allers. nTr a f f i c R e p o r t s: Bec ause automated attend ants ap p ear as DEFINITY AUDIX sub sc rib ers, their use c an b e monitored throug h the Traffic Rep orts feature using the Subsc rib er Daily Traffic sc reen. This information c ould be esp ec ially useful on small systems, where the number of p orts d ed ic ated to Automated Attend ant may need to b e kep t at a minimum. The List Attend ants sc reen shows all automated attend ants in the system (sub sc ribers with an auto-attend ant in the Permission-Typ e field ) and their extension numbers. nTransfer Out of AUDIX: An automated attend ant must b e ad ministered to ac c ep t the (Transfer Out of AUDIX feature) c ommand using the Sub sc rib er and System-Parameter Features sc reens for this typ e of c all transfer to work. The system ad ministrator must ac tivate c all transfer (defined on the System-Parameters Features sc reen) in ord er to take ad vantag e of the c ommand or the transfer c all treatment op tion. nVoic e Mailb ox: Automated attend ants c an transfer c allers direc tly to a voic e mailb ox to leave a c all answer messag e. *1 *H *H *T *T
DEFINITY AUDIX System Release 4.0 Feature Descriptions 585-300-206 Issue 5 May 1999 Automated Attendant 50 Interactions with Other Features