Mitel Fax Memo Manual
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Table of Contents About This Manual Who Should Read This Manual.. ...................................................................... vii How to Use This Manual ................................................................................. vii Reference Chapters.. ..................................................................................... ..vi i Task Lists ....................................................................................................... vii Procedures ... ..................................................................................................... VI11 Menu Maps and Other Navigation Aids ... ............................ . ......................... ..Vlll Worksheets ....................................................................................................... Conventions Used in This Manual .................................................................... ix Reader Advisories.. .............................................................................................. x Before You Start.. ............................................................................................... xi Console Tips and Techniques ......................................................................... xi Viewing Menus ...................................................................................... xi Accepting Defaults ................................................................................. xi Avoiding Automatic Exit.. ....................................................................... xi Quitting an Entry Session ...................................................................... xii Shortcut Commands .............................................. . ............................... xii 1 Introduction Receptionist II Features .................................................................................... l-2 Console Attendant Functions ....................................................................... l-2 Day/Night Greetings.. .................................................................................. l-2 Configurable Prompts Languages ................................................................. l-2 Automatic Outdialing to Trunks.. ................................................................ l-2 Call Screening/Automatic Announcement for Users.. ................................... l-2 Flexible Rerouting of Calls ........................................................................... l-2 Customized Treatments for Individual Users.. .............................................. l-3 Separate Day and Night/Weekend Call Treatments for Individual Users ..... l-3 Directory/Menu Capabilities.. ...................................................................... l-3 Single-Digit Access ....................................................................................... l-3 Dial-by-Name.. ............................................................................................ l-3 # Dial Around.. ............................................................................................ l-3 Logging Into Your Mailbox.. ........................................................................ l-3 Receptionist II Operation ................................................................................ I-4 . . . 111
Table of Contents Call Flow and Call Processing .......................................................................... l-4 Typical Call Transfer.. .................................................................................. l-4 Leaving a Message ................................................................................ 1-4 Screened Transfer ......................................................................................... l-5 Caller Waits or Dials “0” .............................................................................. 1-6 Converting an Extension Number to a Mailbox Number ............................. l-7 Dialing an Extension .................................................................................... 1-8 Mailbox Call Processing ............................................................................... 1-P Single-Digit Access Menus ........................................................................... l-9 2 Configuring Receptionist II Pararneter Groups ............................................................ ..A ........................... -2-l Receptionist II Call Processing Parameters ....................................................... 2-2 Dialing Plan Options ................................................................................... 2-2 PBX Dialing Plan ................................................................................. 2-2 Delete Digits Table and Offset Table ................................................... 2-3 How Receptionist II Uses These Tables ............................................... 2-5 Timeout for Receipt of First DTMF Digit .......................................... .2-6 PBX Console Attendant Day/Night Access Code ................................. 2-6 Flow Options ............................................................................................... 2-7 Mailbox Message Prompt Greeting/Name ........................................... 2-7 PBX Console Operation ....................................................................... 2-8 PBX Dial String Definitions ......................................................................... 2-8 Pre-Directory/Post-Directory Number Dial String.. ............................. 2-8 Connect Dial String on Called Party Accept ..................................... .2- 10 Dial Suing for Return on Called Party Refused.. ............................... .2-10 Dial String for Return on Called Party, Busy, or RNA.. ..................... 2-10 Special Actions on Reorder Tone Encountered ................................. .2-l 1 Default Settings for Pre-Programmed Dial Strings ............................. 2-12 Extension and Trunk Treatment Types for Mailboxes ................................ 2-13 Extension Treatment Type Parameters ....................................................... 2-13 Index Number .................................................................................... 2-13 Index Name ...................................................................................... .2-13 Authorized Period(s) .......................................................................... 2-14 Authorization Code ............................................................................ 2-14 Screen Calls ........................................................................................ 2-14 Ring No Answer (RNA) Treatment ................................................... 2-15 Busy Treatment .................................................................................. 2-15 iv
Table of Contents Reject Treatment ................................................................................ 2-15 Redial Menu to Use ........................................................................... 2-15 Default Extension Treatment Types ................................................... 2-16 Trunk Treatment Types ............................................................................. 2-17 Connect Criteria ................................................................................ 2-17 Failure Treatment .............................................................................. 2-18 Modifying or Creating Mailboxes .................................................................. 2-18 Mailbox-Receptionist II Interaction.. .......................................................... 2-l 8 Special Mailboxes for Single-Digit Access.. ................................................ .2-l 9 Receptionist II Extensions.. ............................................................................ 2-19 Receptionist II Worksheets ............................................................................ 2-19 Worksheet l.............................................................. .‘:. ..................... .2-19 Worksheet 2.. ..................................................................................... 2-20 Worksheets 3 and 4 ............................................................................ 2-20 Task List and Procedures Worksheets Index List of Figures Figure l-l Receptionist II Supervised Call Transfer .............................................. l-5 Figure l-2 Call Screening by Receptionist II ........................................................ 1-G Figure l-3 Intermediate Attendant Call Flow.. ..................................................... l-6 Figure l-4 Extension-to-Mailbox Number Conversion ........................................ l-8 Figure l-5 Single-Digit Access Menu Call Flow ................................................... 1-9 Figure 2-l CaIl Processing Menu Options ............................................................ 2-l Figure 2-2 Offset Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4 V
Table of Contents List of Tables Table 2-l Day/Night Access Codes ....................................................................... 2-G Table 2-2 Pre-Directory/Post-Directory Number Codes ....................................... 2-Y Table 2-3 Default Values for PBX Dial String Groups ........................................ 2-12 Table 2-4 Authorization Codes ........................................................................... 2-14 Table 2-5 Ring No Answer Treatment Coding Choices ...................................... 2-15 Table 2-6 Redial Menu Coding Choices ............................................................ .2-16 Table 2-7 Default Extension Treatment Types .................................................... 2-17 vi
About This Manual This manual describes how to configure the Receptionist II software in any of the Centigram Series G Communications Servers: l Model 640 l Model 120 l Model 70 Who Should Read This Manual This manual is intended for technicians and administrators who are responsible for configuring the Receptionist II application on the Centigram Series G server. How to Use This Manual This manual contains detailed reference information, a list of tasks that you can perform, a collection of procedures for performing the tasks, and reader aids such as menu maps. Reference Chapters m - Use the material in Chapters 1 and 2 for detailed inquiry into the installation and configuration of Receptionist II in a Centigram Series 6 Communications Server. These chapters discuss how components are related, elaborates on concepts, gives operational details, and contains all necessary tables and figures about configuration. Use the Centigram Series GInstuLkztion and Service Manualappropriate for your platform for an actual server installation and the VoiceMemo Reference and Conjguration Manzral for VoiceMemo software configuration. -c&W g Task lists K g, 6 Task lists follow Reference chapters that include procedures. Use the task list, starting with a principal task (shown in boldface), to install and configure Receptionist II. Each task listed is described in more detail in a procedure. The task list is alphabetized, which helps most readers find the desired task (and procedure) quickly. No particular sequence of tasks is implied. The following example shows how a task list is organized: vii
About This Manual Task List Paae 1 of 1 I VoiceMemo Releast &DA&d later Message Delivery Contigwation -..._ .-.._- -..w...l.....l...... . . . . . ..CP 3337 4 Procedures Procedures follow the task list in the Reference chapter. Follow the steps in Centigram Procedures (CPs) to accomplish the desired tasks. Readers familiar with a Centigram Series 6 server can use the CPs as a checklist if desired, while readers new to a Centigram Series 6 server can use CPs for step-by-step instructions. A reference column in each Cl? contains pointers, when necessary, to supplemental information such as another procedure, another manual, a technical reference, or a menu map. Each CP is numbered for document identification and referencing; numbering does not indicate a sequence of performance. A numerical list of all CPs in this manual is also provided. It gives each CR’s title, Chapter number, and which other procedures either call it or are called by it. Menu Maps and Other Navigation Aids Most of the documents in the new Centigram Series 6 document library have menu maps. You can refer to these document navigation aids at any point to help you reach a menu. And don’t overlook the index; it is the fastest way to find all references to a specific topic. . . . VII1
About This Manual Worksheets - m You will find blank worksheets in the back of this manual. Instructions for completing the worksheets are in the Reference chapters. Many of the CPs assume you have completed the appropriate worksheet. Conventions Used in This Manual The procedures in this manual use the following conventions to describe how you enter Receptionist II configuration information and how information is displayed on the Centigram Series 6 server console: % Press Enter Press the Enter key. For example, “Press Enter if the current number is correct.” On some keyboards, this key is labeled “Return” or has a return arrow (J) on it. Enter Type the text shown, then press the Enter key. For example, “Enter the line number (l-24)” means type a number from 1 through 24, and then press the Enter key. bold Words or characters in bold type indicate either a value to be entered by you exactly as shown or, when used to indicate a variable entry, describe the type of value to be supplied by you. See example above. What you select from a displayed menu A displayed prompt / for information I S&t: (G) Current Group / Prumpt: Enter a group number = Response: Number of the line group (l-24) to be used for the application. What you enter in response to the prompt Note: Unless otherwise stated, press Enter after each response you enter. ix
About This Manual Reader Advisories Reader advisories used in this manual are shown below. Note: Information especially useful in relation to this procedure. damage. CAUTION! Information that helps you prevent equipment or software A CAUTION! Information that helps you avoid electrostatic discharge (ESD) damage to the equipment. @ 0 I 0 WARNING! Information that helps you prevent an interruption to telecommunications traffic. WARNING! A hazard that can cause you personal injury. X DANGER! Warns of a condition that could severely injure or kill you.
About This Manual Before You Start This manual assumes that you are familiar with using a console and keyboard. This section describes how to use the Centigram Series 6 server effectively. Console Tips and Techniques The tips and techniques offered in the following paragraphs can make configuration entry sessions at the Centigram Series G server maintenance console more productive. Viewing Menus l When you finish entering a value for a parameter, the server displays an abbreviated form of the current menu, called the “short menu.” To view the complete current menu when a short menu is displsyed, just press Enter. l To return to the Main Menu from any VoiceMemo application configuration menu, press X (Exit), until the Main Menu appears. Accepting Defaults l To accept a default displayed in a prompt, just press Enter. l To accept a default displayed in a menu, no action is necessary. Avoiding Automatic Exit CAUTION! The Centigram Series 6 server “times out” after 15 minutes. This means that if you do not enter anything at the console for 15 minutes, the server automatically exits from the current program. When this happens, all work that has not been saved on the disk is lost. To avoid being timed out and losing your work, follow these steps: 1. When you need time to think, write down the name of the current menu. 2. Exit to the (server) Main Menu. 3. When you want to continue your work, enter the appropriate menu options to regain your place. xi
About This Manual xii If you find that the Centigram Series 6 server has timed out, follow the steps below. If your screen is blank, press any key to reactivate the screen and then continue with these steps. 1. Press any key to start the login sequence. 2. Enter your user ID and password (if requested). 3. Starting from the Main Menu, enter menu options to proceed to the menu from which the server timed out. 4. Reenter data as needed to regain lost work. Quitting an Entry Session At any point during entry of offline or online parameters, you ‘cap1 quit. Quitting discards all parameter entries you have made and leaves the VoiceMemo application configuration the way it was before you started entering parameters. To quit from the VoiceMemo Configuration Offline or Online Menu: Select: (Q) Quit-- Forget Changes lh~~~pt: Quit and forget changes? (y/n) = Response: Y to return to the VoiceMemo Configuration Main Menu. Shortcut Commands You can use the Ctrl (Control) key or the / (slash) key while simultaneously pressing another key to execute shortcut commands at an Centigram Series 6 server maintenance console. GCOS menus, return to the VoiceMemo Configuration Menu and save any entries. From the offline or online menus, or FCOS, LCOS, GCOS menus, return to the VoiceMemo Configuration Menu without saving any entries. Stop scrolling a displayed report. Resume scrolling a displayed report. Return to the VoiceMemo application when a # or $ prompt is displayed.