Lucent Technologies Octel 100 Implementation And Service Manual

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up the Language Selection Prompt14-7
See Preinstallation Configuration Worksheets
W hen specifying daily business hours on the Greeting by Port dialog box, refer to
entries made in the Business Hours section on the Company Profile Sheet(s).
9.  If you chose the Selected Hours option, enter the time of day the company opens for
business and closes in the Open and Close fields in either standard 
AM/PM format or
military format.
10.  If you want to configure sev eral consecutiv e days with the same daily business
hours, click the Copy To: button to copy the information to the next day.
11.  To sav e the entered Greeting by Port information, click Sav e.
12.  To copy the entered information to the next consecutiv e port number on the system,
click Copy to Port #.
13.  To close the Greeting by Port dialog box, click OK. The main system window
displays.
Setting Up the Language Selection Prompt
The Language Selection prompt is v oiced on multilingual messaging systems to allow
callers to select the language in which they want to hear system prompts and to instruct
callers as to which key to press to change the language of the prompts v oiced by the
system.
If the system only uses one language, do not set up this prompt.
To set up the Language Selection prompt, you must specify the languages av ailable in
the Language Selection dialog box, then specify the Language Selection prompt in the
System Prompts dialog box. The field numbers on the Language Selection dialog box
correspond to the keypresses a caller must enter to select the languages. For example, if
you specify French in the number 2 field on the Language Selection dialog box, the
Language Selection prompt must instruct callers to press  to select French.
The Attendant Menu prompt and the Message Notification prompts can be v oiced in up
to fiv e languages. The language 1–5 fields under Attendant and Message Notification on
the System Prompts dialog box correspond to the languages specified in the number
fields on the Language Selection dialog box. For example, if French is specified in the
number 2 field of the Language Selection dialog box, and the caller presses  to
select French at the Language Selection prompt, the system searches the French phrase
files and v oices the Attendant Menu prompt or Message Notification prompt associated
with the prompt number specified in the Language 2 field on the System Prompts dialog
box. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up the Language Selection Prompt14-8
To set up the Language Selection prompt:
1.  Log into the system as a Lev el 3 superv isor.
2.  From the Options menu, select Language Selection. The Language Selection dialog
box displays.
 
See Preinstallation Configuration Worksheets
W hen completing the Language Selection dialog box, refer to entries made in the
“Languages to be supported…” section on the Company Profile Sheet(s).
3.  Under Primary Language, select the primary language from the drop-down menu.
The primary language is the language used for the system greeting prompts until a
caller selects another language.
If you change the primary language, all classes of serv ice that had the prev ious
primary language selected in the Language field on the Class of Serv ice dialog box
are updated to use the new primary language you indicate on the Language
Selection dialog box.
4.  To select secondary languages, click a language field under Secondary Languages
and select a language from the drop-down menu. The Secondary Language prompts
are used when a caller selects to hear system prompts in a language other than the
primary language.
5.  To sav e the language selections, click OK. The main system window displays. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up the Attendant Menu Prompt14-9
6.  From the Attendant menu, select Prompts. The System Prompts dialog box displays.
 
7.  In the Language Select Prompt field, enter the prompt number of the prompt you
want the system to v oice. If the system is using one language, do not enter a
number in this field. If the prompt has not been recorded, record it using any of the
three tools described in Chapter 15, “Recording and Editing Prompts.” If you want to
use a prompt stored in the [Language]3.O32 phrase file where [Language] is the
primary language on the system, precede the phrase number with the letter D.
8.  To sav e the entered Language Selection, click OK. The prompt information is sav ed
and the main system window displays.
Setting Up the Attendant Menu Prompt
The automated attendant feature allows you to prov ide options to callers, such as
contacting specific subscribers, leav ing messages, and sending faxes. For example,
when callers call the company, the attendant may giv e them the options to dial a
particular extension, press  to speak to Sales, press  to speak to technical
support, press  to use the dial by name feature, press  to send a fax, or press
 to leav e a message. These options are v oiced to callers by the Attendant Menu
prompt. The Attendant Menu prompt is v oiced after the morning, afternoon, and ev ening
System Greetings prompts, and the Language Selection prompt, if one is set up on the
system. The Attendant Menu prompt is not v oiced during closed hours.
The Attendant Menu prompt you record should instruct callers to press  immediately
after entering an Attendant Menu option. This prev ents callers from experiencing a slight
delay while the system determines whether they are entering an Attendant Menu option
or a mailbox number. Callers entering a mailbox number at the Attendant Menu prompt
do not need to press . For example, 
“Enter the extension of the person you would
like to speak with, or press one of the following options, followed by . To speak to
Sales, press ; to leave a message, press ; to send a fax, press ; for a
directory, press ; or to speak to an operator, press .”
To set up the automated attendant, you must first record the Attendant Menu prompt
then configure the Attendant Menu prompt options. If no Attendant Menu prompt is
recorded, the system v oices the default prompt, 
“Please dial the number of the person
you are calling. If you have a mailbox on the system, please press . If you need
assistance, press . If you do not have a Touch-Tone phone, or require assistance,
please stay on the line.” 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up the Attendant Menu Prompt14-10
Record the Attendant Menu prompt before you configure the Attendant Menu prompt
options.
W hen you record the Attendant Menu prompt, consider the following:
·  If you want to prov ide an option for callers to transfer to departments, such as
Sales or Customer Serv ice, compile a list of the departments and the assigned
mailbox numbers to help you configure the Attendant menu options.
·  If you want to prov ide an option for callers to leav e a message for a subscriber,
you may want to inform callers that if they select this option, they are transferred
to v oice mail, not to the caller’s extension.
·  If you want to prov ide an option for callers to send faxes to a subscriber, you
may want to inform callers selecting this option that they must be calling from a
fax machine.
·  W hen you set up Attendant Menu prompts, record and specify a prompt for each
language you specified in the Language Selection dialog box. For additional
information, see the topic, Setting Up the Language Selection Prompt, earlier
in this chapter.
To set up the Automated Attendant prompt:
1.  From the Attendant menu, select Prompts. The System Prompts dialog box displays.
 
2.  In the Language fields under Attendant Menu, enter the prompt number of the
prompts you want the system to v oice for each language. If the system only uses
one language, specify the prompt number in the Language 1 field. If you want to use
a prompt stored in the [Language]3.O32 phrase file where [Language] is the primary
language on the system, precede the phrase number with the letter D.
  If the prompt has not been recorded, record it using any of the three tools described
in Chapter 15, “Recording and Editing Prompts.”
See Preinstallation Configuration Worksheets
W hen recording the Attendant Menu prompt, consider entries made on the Call Flow
Sheet and the Attendant Menu Prompt Sheet(s). Enter the number of the Attendant
Menu prompt you record in the Attendant Prompt # field on the Attendant Menu
Prompt Sheet. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up the Attendant Menu Prompt14-11
3.  To sav e the entered automated attendant prompts, click OK. The main system
window displays.
4.  To configure the Attendant Menu prompt options, select Attendant from the
Attendant menu. The Attendant Main Menu Editor dialog box displays.
 
5.  Enter the options for each caller keypress option in the field next to the keypress
icon based on the options recorded in the Attendant Menu prompt. W hen you
configure the Attendant Menu prompt options, there are four different options you
can assign to a keypress:
· Mailbox Number – If you want callers to be transferred to a particular
extension, enter the mailbox number in the field. For example, you can use
this option to transfer callers to a mailbox blocked by a V-Tree or to a
department administrator.
· FAX – If you want callers to be able to send a fax to system mailboxes, type
FAX 
in the field. Callers selecting this option are prompted to enter the number
of the mailbox to which they want to send the fax. The system deliv ers the fax
to the mailbox if the mailbox is enabled for fax receipt in its associated class of
serv ice, or to the local fax machine if the mailbox is not enabled for fax receipt.
· MESSAGE – If you want callers to transfer directly to v oice mail to leav e a
message for a subscriber, type MESSAGE 
in the field. The system prompts the
caller to enter the destination mailbox and record the message.
· DIRECTORY – If you want callers to be able to use the Dial by Name feature,
type DIRECTORY 
in the field next to the keypress. Dial by name allows callers
who do not know a subscriber’s extension or mailbox number to access it by
spelling the subscriber’s last name using the telephone keypad.
6.  To sav e the entered Automated Attendant options, click OK. The main system
window displays. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up Holiday Greeting Prompts14-12
Setting Up Holiday Greeting Prompts
The holiday feature allows you to designate as holidays specific days the office is closed
and to record special holiday greetings. During days designated as holidays, the system
v oices the Holiday Greeting prompt all day instead of the System Greetings prompts
(morning, afternoon, ev ening, and closed). Any messages left by callers are stored in the
After Hours Operator mailbox if it is specified.
To set up Holiday prompts:
1.  From the Attendant menu, select Holidays. Note that you can also access the
Holidays dialog box from the System Prompts dialog box by clicking the Holiday
Greetings button. The Holidays dialog box displays.
 
2.  In a Date field, enter the date of the holiday in month/day (MM/DD) format.
3.  In the Msg # field, enter the prompt number of the prompt you want the system to
v oice on the corresponding date. If the prompt has not been recorded, record it using
any of the three tools described in Chapter 15, “Recording and Editing Prompts.”
See Preinstallation Configuration Worksheets
W hen recording Holiday Greeting prompts, refer to information prov ided on the
Holiday Greetings Sheet(s). Enter the numbers of the prompts you record in the
Prompt # fields on the sheet.
4.  If you want the system to automatically retain the same date as a holiday for the
next year and v oice the same prompt, select the Retain option next to the Msg #
field.
5.  To sav e the entered Holiday prompts, click OK. If you accessed the Holidays dialog
box from the System Prompts dialog box, the System Prompts dialog box displays.
Otherwise, the main system window displays. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up Call Queuing Prompts14-13
Setting Up Call Queuing Prompts
The Call Queuing prompts allow you to record up to nine different messages the system
v oices to callers waiting in a call queue. For example, you can record messages about
the products and serv ices the company offers. You can also record a call-queuing
transfer prompt v oiced to the first caller in the queue when the system attempts to
transfer the caller to the busy extension. These queuing prompts are v oiced in addition
to the system Call Queuing prompts enabled on the Call Queuing tab in System Setup.
The system v oices the Call Queuing prompts in the order specified on the Call Queuing
System Prompts dialog box.
To set up Call Queuing prompts:
1.  From the Attendant menu, select Prompts. The System Prompts dialog box displays.
 
2.  Click Call Queuing Prompts. The Call Queuing Prompts dialog box displays.
 
3.  In each appropriate prompt field, enter the prompt number of the prompt you want
the system to v oice. If the prompt has not been recorded, record it using any of the
three tools described in Chapter 15, “Recording and Editing Prompts.”
See Preinstallation Configuration Worksheets
W hen recording Call Queuing prompts, refer to information prov ided on the Call
Queuing Prompts Sheet(s). Enter the numbers of the prompts you record in the
Prompt # fields on the sheet. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up Message Notification Prompts14-14
4.  To sav e the entered Call Queuing prompts, click OK. The System Prompts dialog
box displays.
5.  To close the System Prompts dialog box, click OK. The main system window
displays.
Setting Up Message Notification Prompts
Message Notification prompts are v oiced to subscribers when the system calls to inform
them of new messages that are in their mailboxes. The system v oices the Message
Notification prompt in the language specified in the class of serv ice assigned to the
subscriber’s mailbox.
W hen you set up Message Notification prompts, record and specify a prompt for each
language set up on the system. For additional information, see the topic, Setting Up the
Language Selection Prompt, earlier in this chapter.
To set up Message Notification prompts:
1.  From the Attendant menu, select Prompts. The System Prompts dialog box displays.
2.  In the Message Notification Language fields, enter the prompt numbers of the
prompts you want the system to v oice. If the system uses only one language, enter
the prompt number in the Language 1 field. If the prompt has not been recorded,
record it using any of the three tools described in Chapter 15, “Recording and Editing
Prompts.”
3.  To sav e the entered Message Notification prompts, click OK. The main system
window displays. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up Network Node Prompts14-15
Setting Up Network Node Prompts
Network Node prompts are v oiced as part of the destination information prov ided to
subscribers when they send a network message. The prompt v oices the site or company
name where the node sends the messages. If you do not record a prompt for the node,
the default system prompt,
 “To send to node  mailbox number , press pound now,”
 v oices when subscribers enter a network destination for a
message.
To set up Network Node prompts:
1.  From the Options menu, select Network Maintenance. The Select Node dialog box
displays.
 
2.  In the Enter Node Number field, enter the number of the node for which you
recorded the prompt, then click Edit. The Network Node Maintenance dialog box
displays. If you do not know the node number, use the search feature to help locate
the appropriate node. For additional information, see the topic, Searching for a
Node, in Chapter 18, “Using Network Messaging.”
 
3.
  In the System Prompt field, enter the number of the prompt you want the system to
v oice. If the prompt has not been recorded, record it using any of the three tools
described in Chapter 15, “Recording and Editing Prompts.”
4.
 To save the entered Network Node prompt, click OK. The main system window
displays. To save the entered Network Node prompt, click OK. The main system
window displays. 
						

							14. Setting Up System Prompts
Implementation and Service Manual    Setting Up Network Node Prompts14-16
Notes: