Lucent Technologies Octel 100 Implementation And Service Manual

							17. W orking with V-Trees
Implementation and Service ManualDeleting a V-T ree 17-53
4.  To delete the menu option, click Yes. The option is deleted from the V-Tree, and a
blank option displays.
5.  To undo the deletion of a menu option, you must immediately select Undo from the
Edit menu. If you perform any action on the V-Tree after deleting a menu option, you
cannot undo the deletion.
Deleting a V-Tree
Use these procedures to:
·  Delete a mailbox V-Tree
·  Delete a V-Tree file
Deleting a V-Tree from a Mailbox
Use this procedure to delete a V-Tree from a mailbox. If the system has the Visual
Architect Dev eloper’s Toolkit installed and the V-Tree for the mailbox has also been
sav ed to a V-Tree file, the file is not deleted when you complete this procedure. You
must delete the file from the system using any of the file deletion features of OS/2.
To delete V-Trees from mailboxes:
1.  From the Mailbox menu, select Clear. The Clear Mailbox dialog box displays.
 
2.  Under Items to be cleared, select the V-Tree option.
To delete a mailbox V-Tree, the mailbox must be in the entered range of mailbox
numbers, in the entered company, and in the entered div ision. Otherwise, the
mailbox V-Tree is not deleted. For example, if you include all mailbox numbers in
the range of div isions and enter ABC for the company, only V-Trees in mailboxes in
company ABC are deleted.
3.  If you do not want to include all the system mailboxes in the range to delete, enter
the number of the first mailbox number in the range you want to delete in the From
field under Clear Mailboxes, and enter the last mailbox number in the range you
want to delete in the To field. If you only want to delete a V-Tree for a single
mailbox, enter that mailbox number in both the From and To fields. 
						

							17. W orking with V-Trees
Implementation and Service ManualDeleting a V-T ree 17-54
The number entered in the From field must be equal to or smaller than the number
entered in the To field.
4.  In the Company field, enter the name of the company to clear or enter All to delete
V-Trees for all companies on the system. If this field is left blank, the system
includes all companies in the range.
5.  In the Div ision field, enter the name of the div ision to clear or enter All to delete
V-Trees for all div isions on the system. If this field is left blank, the system includes
all div isions in the range.
6.  To delete V-Trees based on the entered options, click OK. A clear mailbox
confirmation dialog box displays.
 
7.  Clear selected items as follows:
a. To delete the V-Tree for only the displayed mailbox, click OK. The next mailbox
in the range of mailboxes displays, or, if there are no more mailboxes in the
range, the main system window displays.
b. To retain the V-Tree for the displayed mailbox and continue with the next
mailbox in the range, click Skip. The next mailbox in the range displays, or, if
there are no more mailboxes in the range, the main system window displays.
c. To delete all the V-Trees in the mailboxes in the range you specified without
being prompted for each mailbox, click No Ask. All of the V-Trees in the
mailboxes in the range are deleted and the main system window displays.
8.  To cancel deleting any additional V-Trees in mailboxes, click Stop. No additional
V-Trees in mailboxes in the range are deleted and the main system window displays.
Note that all V-Trees in mailboxes that were deleted before you clicked Stop remain
deleted.
Deleting a V-Tree File
To delete a V-Tree file from the system, use any of the deletion tools av ailable in OS/2.
A V-Tree file is deleted the same way as any other file in OS/2. Note that none of the
mailbox V-Trees you created by copying this file to a mailbox are affected when you
delete a V-Tree file. 
						

							17. W orking with V-Trees
Implementation and Service ManualPrinting a V-Tree 17-55
Printing a V-Tree
Use this procedure to print a V-Tree created using Visual Architect. The PC must be
attached and set up to use a printer to print a V-Tree. Note that Visual Architect
automatically prints to the default printer for the PC.
To print a V-Tree:
1.  Open the V-Tree you want to print.
2.  From the File Menu, select Print. The Print dialog box displays.
 
3.  To print the V-Tree as it appears on screen, select Graphical View under Print W hat,
then click OK. A graphical representation of the report prints at a v iew of 100%.
To quickly print a graphical v iew of the V-Tree, click the Graphical View toolbar
button.
4.  To print a text description of the V-Tree, select Report under Print W hat, then click
OK. The report prints the title of each menu option, the prompt number v oiced by
that option, the comments entered for that option prompt, v ariable information, and
the assigned actions. Note that blank menu options are not printed in the report.
To quickly print a report for the V-Tree, click the Report toolbar button.
Changing the V-Tree Display
In Visual Architect, use these procedures to:
·  Set display options
·  Change the magnification of the displayed V-Tree
·  Hide and display blank options on the V-Tree
·  Expand and collapse menus 
						

							17. W orking with V-Trees
Implementation and Service ManualChanging the V-Tree Display 17-56
Setting V-Tree Display Options
Use this procedure to specify how V-Tree options are displayed. These options do not
affect the V-Tree functions; they only change how options are displayed in Visual
Architect.
To set display options:
1.  Open the V-Tree you want to v iew.
2.  From the Options menu, select Preferences. The Preferences dialog box displays.
 
3.  Select display options as follows:
a. To display the keypress that the caller must press to perform an action next to
an option, select DTMF Selection for Option.
b. To display the action name next to each menu option, select Action Name.
c. To display the title for an action next to the menu option, select Node Title. Note
that some actions, such as Disconnect, cannot hav e associated titles. If you do
not enter a title for an option, the title for the option displays as Undefined.
d. To display the action v ariables for the options that contain v ariables, select
Action Variables. This displays the mailbox number or fax number that you enter
for an action that requires a v ariable.
4.  To sav e the entered options, click Sav e. The Visual Architect main window displays
the V-Tree based on the display options selected. 
						

							17. W orking with V-Trees
Implementation and Service ManualChanging the V-Tree Display 17-57
Changing the V-Tree Magnification
Use this procedure to change the magnification of the displayed V-Tree. This feature
enables you to v iew more or less of the V-Tree at one time by changing the
magnification.
To change the magnification:
1.  Open the V-Tree you want to v iew.
2.  Select the desired V-Tree magnification as follows:
a. To v iew the V-Tree at 50%, select Zoom, then 50% from the View menu.
b. To v iew the V-Tree at 75%, select Zoom, then 75% from the View menu.
c. To v iew the V-Tree at 100%, select Zoom, then 100% from the View menu. Note
that the V-Tree is displayed at 100% by default.
You can also change the magnification by clicking the Zoom In or Zoom Out toolbar
button to increase or decrease the magnification of the V-Tree by 25%, respectiv ely.
Hiding and Displaying Blank V-Tree Options
Use this procedure to hide and display the blank options on a V-Tree. Blank options
simply denote options that do not hav e actions assigned to them. To assign an action to
a menu option, the blank options must be displayed so that you can drag actions to that
menu option.
To hide and display blank options:
1.  Open the V-Tree you want to v iew.
2.  If the blank options are currently hidden, select Show Blank Nodes from the View
menu to display the blank options. A check mark displays next to Show Blank Nodes
and the blank options on the V-Tree display.
If the blank options are currently displayed, select Show Blank Nodes from the View
menu to hide the blank options. The check mark next to Show Blank Nodes is
remov ed and the blank options on the V-Tree are hidden.
Expanding and Collapsing V-Tree Menus
You can control how much of a V-Tree displays at a time by expanding and collapsing
options on the V-Tree. W hen you expand a portion of a V-Tree, you display all of the
options av ailable under another option. W hen you collapse a portion of the V-Tree, you
hide all of the options under another option.
A plus sign icon next to an option on the V-Tree indicates that there are other options
under that option. A minus sign icon denotes that all options under the option are
displayed. If neither a plus or minus icon displays next to an option, there are no options
under it. 
						

							17. W orking with V-Trees
Implementation and Service ManualManaging Fax Retrieval Documents 17-58
To expand and collapse menus:
1.  Open the V-Tree you want to v iew.
2.  Specify how much of the V-Tree to display as follows:
a. To collapse the entire V-Tree so that only the first menu of options display,
select Collapse All from the View menu.
b. To expand the entire V-Tree so that all menu options on all menus display,
select Expand All from the View menu.
c. To collapse only a portion of the V-Tree, click the option for which you want to
hide all options under it, then click the minus sign icon 
.
d. To expand only a portion of the V-Tree, click the option for which you want to
display options under it, then click the plus sign icon 
.
Managing Fax Retrieval Documents
Fax Retriev al allows you to set up the system to automatically fax documents to callers
that request them from a V-Tree. W ith Fax Retriev al, people can call to request
information quickly and easily by selecting from documents on frequently requested
topics.
For example, you can instruct a caller to press  for a fax on the company’s history,
 for a fax on product information, or  for a fax of the product order form. Or, you
can set up Fax Retriev al to prov ide callers with fact sheets on any product in the
company’s catalog simply by prompting the caller to enter a certain number, such as the
catalog part number.
Using procedures prov ided in this chapter, you can:
·  Add Fax Retriev al documents to the system
·  Change the number of a Fax Retriev al document
·  Update a Fax Retriev al document
·  Set up a cov er page for the fax documents
·  Delete Fax Retriev al documents
For additional information on assigning the Fax Retriev al actions to a V-Tree, see the
topics, Send a Requested Fax and Adv ance, and, Send a Predefined Fax and
Adv ance, earlier in this chapter.
Before you can use the Fax Retriev al feature, you must:
·  Install and configure the fax board for the messaging system.
·  Set up the messaging system to use the Fax Retriev al options.
·  Create a mailbox to use as the storage location of documents for Fax Retriev al.
In the Class of Serv ice assigned to this mailbox, you must select the Fax
Receiv e option and set the Days to Sav e a Sav ed Message option to 99 to sav e
the faxes indefinitely. This mailbox number must also be specified in System
Setup as the Fax Retriev al Storage Mailbox.
·  Use the Fax Retriev al feature to fax into the system. 
						

							17. W orking with V-Trees
Implementation and Service ManualManaging Fax Retrieval Documents 17-59
Adding Fax Retrieval Documents
Use this procedure to add Fax Retriev al documents into the system. Fax documents are
stored in a specified mailbox, with a storage capacity of 99,999 documents.
Before you begin to add Fax Retriev al documents, disable the header feature on the fax
machine. Otherwise, the original header information will be transmitted every time that
fax is retriev ed. Fax machine header information includes the date and time the fax was
originally faxed into the system, and should not be confused with the cov er page that you
can define. Refer to the fax machine documentation for information on disabling the fax
machine header feature.
Note that ev ery page of all documents prepared for use with Fax Retriev al should
include identifying information on the sender (company name and phone number).
To add Fax Retrieval documents:
1. From a fax machine, load the first document in the fax machine’s tray as though you
were faxing it, then dial the extension that connects to the system.
2.  W hen the system answers, press  and log into a mailbox. You use the mailbox
you log into to send fax documents from the fax machine to the fax storage mailbox.
This mailbox must hav e the Fax Send feature av ailable in its assigned Class of
Serv ice, so you can send faxes from the mailbox.
3.  From the subscriber Main menu, press  to send a message.
4.  W hen prompted, enter the number of the fax storage mailbox.
5.  W hen prompted, record a short message describing the contents of the fax you are
sending, then press  to end the recording. Note that this message is only used to
help you identify fax documents in the fax storage mailbox. The message is not
voiced to callers.
6.  From the Deliv ery Options menu, press  to attach a fax to the message.
7.  W hen prompted, press the  button on your fax machine. The fax is sent to
the mailbox.
8.  Repeat steps 1-7 until the faxes hav e been sent to the mailbox storage mailbox,
then log out of the mailbox.
9.  From any extension, log into the fax storage mailbox, which now contains all of the
documents you faxed to it.
10.  Listen to the first message, then from the Message menu, press  for more
options.
11.  From the More Options menu, press  for Env elope Information. The system
v oices an 8-digit fax number.
The 8-digit fax number is only v oiced as part of Env elope Information if the Fax
V-Tree option is enabled in the mailbox’s Class of Serv ice. For more information on
specifying class of serv ice options, see the topic, Class of Serv ice Options, in
Chapter 16, “Managing System Mailboxes.” 
						

							17. W orking with V-Trees
Implementation and Service ManualManaging Fax Retrieval Documents 17-60
12.  Record this number, along with a brief description of the fax or on a copy of the fax
itself. This 8-digit number represents the fax document number and filename of the
fax, which is what the system uses to retrieve the fax for a V-Tree. You will use the
fax document number when assigning Fax Retriev al actions to a V-Tree. Keeping a
record of the faxes and their fax document numbers is helpful should you decide to
change the document numbers at a later time.
Do not specify the extra zeroes to the left of the fax document number when
indicating fax document numbers in V-Trees. These extra zeroes are added by the
system to create files with 8-digit filenames. A caller or the V-Tree creator does not
need to enter these zeroes when specifying a fax.
13.  Repeat steps 10-12 until you hav e listened to all messages and recorded all the fax
document numbers.
14.  Log out of the mailbox. You can now assign Fax Retriev al actions to options on a
V-Tree using the fax document numbers.
Changing the Number of a Fax Retrieval Document
Use this procedure to change the fax document number to a number you specify. For
example, you can use this procedure to change the fax document numbers to match the
catalog numbers of products, enabling customers using a V-Tree to receiv e a fax on a
product by entering the product’s catalog number.
If you do not know the document number of the fax you want to change, you can log into
the Fax Retriev al storage mailbox, obtain env elope information for the first fax message
and record the fax document number that is v oiced, print the first fax message and
record the fax document number on the printed fax, then repeat for each fax until the fax
you want to change is printed.
To change the number of Fax Retrieval documents:
1.  Identify the directory where the fax document file is stored on the system by
recording the last digit of the fax document number. This number indicates the last
number of the fax directories on the system.
  For example, if the fax document number is 00001005, the last digit of the fax
document number is 5, and the file is stored in the \FAX05 directory as
00001005.TIF.
2.  To change the number of the Fax Retriev al document, at the \CVR directory prompt,
type COPY \FAX0A\XXXXXXXA.TIF \FAX0B\YYYYYYYB.TIF
, where A is the last
digit of the original fax document number, X is the original fax number, B is the fax
directory where you want to store the changed fax, and Y is the new fax document
number.
  For example, if you want to change the fax document numbered 0001005 to
00023456, type COPY \FAX05\01005.TIF \FAX06\23456.TIF 
at the
\CVR directory prompt. Filenames must be 8 characters in length. If the filename is
not 8 characters, it must be left-filled with zeros to fill 8 characters. 
						

							17. W orking with V-Trees
Implementation and Service ManualManaging Fax Retrieval Documents 17-61
Do not specify the extra zeroes to the left of the fax document number when
indicating fax document numbers in V-Trees. These extra zeroes are added by the
system to create files with eight-digit filenames. A caller or the V-Tree creator does
not need to enter these zeroes when specifying a fax.
3.  Press . The system changes the fax document number to the entered
number.
Updating a Fax Retrieval Document
Use this procedure to replace an existing Fax Retriev al document with an updated
v ersion of the document. This procedure essentially inv olv es deleting the old Fax
Retriev al document that you want to replace, adding the new Fax Retriev al document on
the system, then changing the number of the new document to the same number as the
old Fax Retriev al document.
If you do not want to delete the old document from the system, you can simply add the
new document to the system, then set the V-Tree options and the fax document
numbers listed for callers to reflect the new fax document number.
If you do not know the document number of the fax you want to update, you can log into
the Fax Retriev al Storage Mailbox, obtain env elope information for the first fax message
and record the fax document number that is v oiced, print the first fax message and
record the fax document number on the printed fax, then repeat for each fax until the fax
you want to update is printed.
To update a Fax Retrieval document:
1.  Identify the directory where the old fax document file is stored on the system by
recording the last digit of the fax document number. This number indicates the last
number of the fax directories on the system.
  For example, if the fax document number is 00001005, the last digit of the fax
document number is 5, and the file is stored in the \FAX05 directory where the
system is installed as 00001005.TIF.
2.  To delete the old Fax Retriev al document from the system, use any of the file
deletion tools av ailable in OS/2. A Fax Retriev al document file is deleted the same
way as any other file in OS/2.
3.  From a fax machine, load the document to be added to the system in the fax
machine’s tray as though you were faxing it, then dial the extension that connects to
the system.
4.  W hen the system answers, press  and log into a mailbox. You use the mailbox
you log into to send fax documents from the fax machine to the fax storage mailbox.
This mailbox must hav e the Fax Send feature av ailable in its assigned class of
serv ice, so you can send faxes from the mailbox.
5.  From the subscriber Main menu, press  to send a message.
6.  W hen prompted, enter number of the fax storage mailbox.
7.  W hen prompted, record a short message describing the contents of the fax you are
sending, then press  to end the recording. Note that this message is only used to 
						

							17. W orking with V-Trees
Implementation and Service ManualManaging Fax Retrieval Documents 17-62
help you identify fax documents in the fax storage mailbox. The message is not
voiced to callers.
8.  From the Deliv ery Options menu, press  to attach a fax to the message.
9.  W hen prompted, press the  button on your fax machine. The fax is sent to
the mailbox.
10.  From any extension, log into the fax storage mailbox, which now contains the
document you faxed to it.
11.  Listen to the first message, then from the Message menu, press  for more
options.
12.  From the More Options menu, press  for Env elope Information. The system
v oices an 8-digit fax number.
13.  Record this number. This 8-digit number represents the fax document number and
filename of the fax, which is what the system uses to retriev e the fax for a V-Tree.
Do not specify the extra zeroes to the left of the fax document number when
indicating fax document numbers in V-Trees. These extra zeroes are added by the
system to create files with 8 digit filenames. A caller or the V-Tree creator does not
need to enter these zeroes when specifying a fax.
14.  Log out of the mailbox.
15.  To change the number of the new Fax Retriev al document to the old number, at the
\CVR directory prompt, type COPY \FAX0A\XXXXXXXA.TIF
\FAX0B\YYYYYYYB.TIF
, where A is the last digit of the new fax document number,
X is the new fax number, B is the fax directory where old fax document was stored,
and Y is the old fax document number.
  For example, if you want to change the fax document numbered 0001005 to
00023456, type COPY \FAX05\01005.TIF \FAX06\23456.TIF 
at the
\CVR directory prompt. Filenames must be 8 characters in length. If the filename is
not 8 characters, it must be left-filled with zeros to fill 8 characters.
16.  Press . The new fax document now has the same document number as
the old fax document.
Setting Up a Cover Page for Faxes
Use this procedure to set up the system to automatically fax a cov er page with ev ery
document. The cov er page displays the number the caller entered as the destination for
the fax and the caller’s extension, if one was entered.
To set up a cover page:
1.  Verify that the Use a Fax Cov er Sheet option is selected on the Fax Parameters tab
of System Setup. A cov er page is now automatically sent with each fax.
2.  If you want to add a logo or header to the top of the cov er page, fax the logo or
header into the system, then change the name of the fax document to HEADER.TIF
and sav e it in the \CVR1 directory.