Mitel Fax Memo Manual

							2 Configuring Receptionist II 
Typically, Receptionist II functions as a layer of programming within an integrated 
system. This means that you assign a line group to the integration software and 
configure Receptionist II parameters within the same line group. Occasionally, an 
integration might require that you configure Receptionist separately from the 
application. In this case, as in an in-band integration, the integration instructions 
direct you to assign Receptionist II to a separate line group. In either case, the 
Receptionist II configuration parameters are the same, whether you reach the 
Receptionist Menu through the integration software line group or through a line 
group specifically assigned to Receptionist II. 
C 
Parameter Groups 
Receptionist II instructions, or parameter values, fall into three main groups. 
l Line group assignment: index number, name, and number of lines in the 
line group. For information on line groups, refer to the VoiceMemo 
Reference and Confguration Manzd. 
l Messaging functions, or the handling of greetings and messages from 
callers. The line group uses the same information that is provided for the 
VoiceMemo application, which are discussed in the VoiceMemo Reference 
and Conjguration Manual. 
l Receptionist II call processing functions: The administrator sets call 
processing instructions for Receptionist II in the Receptionist Menu shown 
in Figure 
2-l. Instructions on reaching this menu are in the procedures 
section of this chapter, following the discussion of call-processing 
parameters. 
Receptionist 
------------ 
(D) Dialing Plan Options 
(F) Flow Options 
(P) PBX Dial String Definitions 
(T) Trunk / Extension Treatment Types 
Figure 2-l Call Processing Menu Options 
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							Configuring Receptionist II 
Receptionist II Call Processing Parameters 
This section discusses the parameters shown in Figure 2-l. 
Dialing Plan Options 
This section discusses the dialing plan for the automated attendant functions of 
Receptionist II. If Receptionist II is integrated with the PBX system, then this 
dialing plan must match the PBX dialing plan. 
The mailbox dialing plan for messaging functions is discussed in the 
VoiceMemo 
R4erence and Conjguration Manual. 
(I?) Dialing Plan = [4,4,4,4,4,4,4,0,0] 
(D) Delete Digits = [O,O,O,O,O,O,O,O,O] 
(F) Offset Table 4 
(T) Timeout for Receipt of First Digit (.l seconds) = [0] 
(Y) PBX Console Attendant Day Access Code = [OH] 
(2) PBX Console Attendant Night Access Code = [OH] 
PBX Dialing Plan 
The dialing plan controls the extension numbers that an outside caller dials to reach 
a user. A caller reaching Receptionist II hears the prompt, “Please enter an extension 
number, or wait for assistance.” When the call er enters a number, Receptionist II 
checks the input against the DBX dialing plan. 
If the number conforms to the PBX dialing plan, Receptionist II proceeds to delete 
any leading digits and add any offsets that are specified (see “Delete Digits Table and 
Offset Table” later in this chapter). Receptionist II then checks the mailbox dialing 
plan. 
If the result is a valid mailbox number, Receptionist II checks the mailbox data file, 
and dials the “Mailbox’s Extension Number” set up by the administrator. The call is 
then processed according to the instructions configured for that mailbox. 
If the result is not a valid extension, Receptionist II dials the number that was 
originally input by the caller, then hangs up. 
The dialing plan is a string of nine numbers. The first number in the string shows 
the number of digits allowed for extensions that begin with 1. Each number that 
follows gives the number of digits allowed for extensions that begin with 2 through 
9. 
A V” at any position indicates that the number of allowable digits (can have up to 
eleven) for that position is variable; Receptionist II accepts any extension input with 
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							Configuring Receptionist II 
that particular leading digit. The system uses a three-second timeout to determine 
when input is finished. 
Dialing Plan Example 
0,4,3,3,3A,V,O,O 
The values indicate the number of digits allowed for extensions starting with digits 1 
through 9. The sample dialing plan is interpreted as follows, for extensions that 
begin with the numbers listed: 
l l-no extensions starting with “1” 
l 2-must have four digits (for example, 2112) 
l 3 through 5-must have three digits (for example, 303,415, 504) 
l &“A” makes “6” the dial-by-name access digit 
l 7- the number of digits is variable (for example, 798,7734, 765379) 
l 8 and 9-no extensions start with 8 or 9 
If the PBX dialing plan is 3,3,3,3,3,3,3,&O, all extensions that begin with digits 1 
through 7 must have three digits. No extensions start with the digits 8 or 9. This 
disallows pressing 8 or 9 to dial out from Receptionist II; in addition, the 
Administrator mailbox number (default, 998) and Attendant mailbox number 
(default, 999) cannot be reached from Receptionist II. 
Delete Digits Table and Offset Table 
Ideally, extension numbers are identical to the mailbox numbers within a system. For 
instances where they do not match, Receptionist II must convert extension numbers 
to mailbox numbers, using values contained the Delete Digits Table and the Offset 
Table. 
Delete Digits Table 
The delete digits table is a string of numbers that represent, from left to right, 
extension numbers that begin with 1 through 9. The number shown at each position 
indicates the number of digits that Receptionist II must delete from an extension to 
convert it to a mailbox number. 
The digits are deleted in the order received. For example, if the number in the 
Delete Digits table is 2, Receptionist II deletes the first two digits that it receives. 
Example 
If the delete digits table is 0,0,0,1,0,0,0,3,0 
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							Configuring Receptionist II 
l No leading digits are deleted from extensions that begin with 1, 2, or 3 
(that is, they are unchanged) 
l One leading digit is deleted from all extensions that begin with 4 (for 
example, 4657 becomes 657) 
l Extensions that begin with 5,G, or 7 are unchanged 
l Three leading digits are deleted from extensions that begin with 8 (for 
example, 8657 becomes 7) 
l Extensions that begin with 9 are unchanged 
The default Delete Digits table is O,O,O,O,O,O,O,O,O, which means that all extension 
numbers are passed through unchanged. If you need to make changes to this table, 
record the new table on Receptionist II Worksheet 2 at the end of this chapter. 
Of&et Table 
To complete the conversion of an extension number to a mailbox number, 
Receptionist II can add an offset after deleting any leading digits. The offset can be 
positive or negative. Offset tables are numbered 1 through 9. The default values for 
each offset table is 0, as shown in Figure 2-2. The table number refers to the leading 
digit of the extension number 
before any digits are deleted. Table 1 shows the offset 
to be added to extensions that begin with 1. If the extension is 1678, the offset value 
read is the one in Table 1, even if during the conversion, the leading digit might be 
deleted); Table 2 specifies the offsets for extensions that begin with 2; and so on. 
OFFSET: s 
Table offset for #l = [0] 
Table offset for #2 = [0] 
Table offset for #3 = [0] 
Table offset for #4 = [0] 
Table offset for #5 = [0] 
Table offset for #6 = [0] 
Table offset for #7 = [0] 
Table offset for #8 = [0] 
Table offset for #V = [0] 
Figure 2-2 Offset Table 
Example 
For example, if the offset value for Table 5 is +25, the mailbox number for extension 
560 (+25) is 585. 
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							r 
Configuring Receptionist II 
How Receptionist II Uses These Tables 
The following examples shows the process of transforming extension numbers to 
mailbox numbers: 
Example 1 
Assume 
Delete Digits = 
0,0,1,0,0,2,0,0,0 
Table offset for #3 = -50 
This means that Receptionist II transforms an extension that begins with 3 to a 
mailbox number using the following procedure: 
*. 
3275 (extension that was entered) 
275 (delete one leading digit) 
-50 (add signed offset from Table 3) 
225 (mailbox number) 
Under the same circumstances, extension “3276” is converted to mailbox number 
226, “3280” is converted to mailbox number 230, etc. 
Example 2 
Assume 
Delete Digits = O,O,O,O,O,O,O,O,O 
Table offset for 
#l = 200 
This means that any extension number that begins with 1 maps as follows: 
17 (extension that was entered) 
- (do not delete any leading digits) c 
+200 (add signed offset from Table 
1) 
2 17 (mailbox number) 
Timeout for Receipt of First DTMF Digit 
This is a timing parameter that the administrator can configure to allow a pause 
before Receptionist II starts processing digits that a caller dials. The default timeout 
value is 0, indicating that the feature is turned off. The timeout value is a number 
between 0 and 50 in tenths of a second. 
PBX Console Attendant Day/Night Access Code 
The PBX console attendant day and night access codes usually contain a system 
attendant number to which a caller is transferred during the configured time period. 
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							Configuring Receptionist II 
Receptionist II dials the appropriate string for the time period under the following 
circumstances: 
l A caller waits for assistance before dialing an extension. 
l A call fails to go through after the caller has entered an extension, assistance 
is required, and there is no attendant’s extension number in the mailbox 
data file. 
Console access codes are PBX-dependent, and can be determined by actually 
transferring a call to the operator from a station set. Table 2-l shows the coding 
choices available. 
Table 2-l Day/Night Access Codes 9 
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Code Meaning .. 
o-9, *, # Numbers and characters on a standard DTMF keypad 
A through D Fourth column DTMF keys 
( Start pulse dialing 
> Stop pulse dialing; resume tone dialing 
T Wait for dial tone 
S Switch hook flash 
F Switch hook flash and wait for dial tone 
+ Pause one second 
H Hang up (go on-hook) 1 
Note: Do not program a G (wait for greeting) into a PBX Console 
_ -_- 
Attendant Day or Night Access Code, or into the Pre-DN string or 
Post-DN string; internal Receptionist II programming does not 
allow a successful transfer if a G appears in any of these strings. 
The default dial string is “OH,” for both the PBX Console Attendant Day Access 
Code and the PBX Console Attendant Night Access Code. This string means “issue 
DTMF zero, then hang up.” For most PBXs, this is suflicient to transfer the call to 
the Attendant. 
The Receptionist II day or night dialing access code proceeds in the following 
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							Configuring Receptionist II 
l Execute the Pre Directory Number (Pre-DN) dial string that is set under 
“PBX Dial String Definitions”; the Pre-DN string usually contains all the 
instructions for the transfer. 
l Dial the appropriate PBX console attendant access code 
l Execute the Post Directory Number (Post-DN) string, then wait for a 
greeting (Receptionist II programming always appends a G to the end of 
the Post-DN string after a PBX Console Attendant Access Code has been 
dialed). 
The default day and night console access codes are blind transfers, which 
are available only if the PBX allows a blind transfer to the operator. A 
blind transfer means Receptionist II releases the call before the greeting 
starts. Instructing Receptionist II to release the call after dialing the 
number ensures that the PBX does not continue the transfer when the 
caller has decided to hang up. 
If there is no PBX console attendant during the day, or during night/weekend hours, 
entering a period deletes the access code for that time period. When there is no 
access code, the caller who “waits” (in response to the prompt, “Please enter a 
mailbox number or wait”) is prompted to leave a message in the attendant’s mailbox. 
(Receptionist II thanks the caller and hangs up if the attendant’s mailbox has also 
been deleted.) 
Flow Options 
The Flow Options parameters contain information on how Receptionist is to handle 
given calls. 
Mailbox Message Prompt Greeting/Name 
The Mailbox Message Prompt value determines what message the caller hears if the 
called party is not available. If the default value of G, for greeting, is chosen, the 
caller hears the mailbox owner’s personal greeting. If N, for Name, is chosen, the 
caller hears the prompt, “Please leave a message for [name recorded in mailbox] .” (If 
no name was recorded for the mailbox, the caller hears, “Please leave a message for 
] mailbox number] .“) 
PBX Console Operation 
PBX Console Operation provides the option to specify that the initial welcome 
greeting be replaced by a short dial tone to prompt the operator that Receptionist II 
is ready to receive the extension number. 
PBX Console Operation is set to the default value of N when normal Receptionist II 
call processing is desired. 
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							Configuring Receptionist II 
CAUTION! 
Do not change the default unless you specifically want to replace 
greetings with a short dial tone. 
PBX Dial String Definitions 
Receptionist II simulates the actions of a human console attendant. Since different 
PBX’s have different console operator protocols, certain coding must be entered into 
the Receptionist II configuration file to tell Receptionist II how to process calls under 
all the possible conditions, using signals understood by the PBF. 
Pre-programmed dialstrings for eleven different PBXs: ROLM CBX, Northern 
Telecom SL-1, AT&T Dimension, Mite1 SX, AT&T System 75185, NEC 2400, 
Centrex, Fujitsu Focus, Hitachi DX, Telex 100 1, and Siemens Saturn can be selected 
from the Online Configuration Menu . If the PBX at the installation site is not 
shown on the menu, the dial strings must be programmed in the Default PBX 
Options Menu. 
The easiest way to determine the proper coding for each dial string is to attach phone 
sets to three PBX extensions, one for the “caller,” one for the “called party,” and one 
for simulating the actions of the PBX console operator, then follow the steps that are 
given in the descriptions below. 
Pre-Directory/Post-Directory Number Dial String 
The “directory number” in the Pre-Directory/Post-Directory Number Dial String 
refers to the extension number associated with a mailbox number. The 
Pre-Directory Number Dial String puts the caller on hold so VoiceMemo can dial 
the PBX attendant. The Post-Directory Number Dial String is the number or letter 
code that Receptionist II dials after the extension has been dialed. Table 2-2 shows 
Pre-Directory/Post-Directory Number coding choices. 
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							Configuring Receptionist II 
Table 2-2 Pre-Directory/Post-Directory Number Codes 
Code Meaning 
o-v, *, # Numbers and characters on a standard DTMF keypad 
A through D Fourth column DTMF keys 
( Start pulse dialing 
> Stop pulse dialing; resume tone dialing 
T Wait for dial tone 
S 
Switch hook flash 
F Switch hook flash and wait for dial tone 
*. 
+ 
Pause one second 
H 
Hang up (go on-hook) 
he-Directory Number Dial String 
The default Pre Directory Number (Pre-DN) dial string is “S+,” which tells the PBX 
to do a Switch hook flash, then wait one second before dialing the extension number 
(which may be a trunk number) that is in the mailbox. (Remember that 
Receptionist II uses the Delete Digits table, and the Offset Table to transform the 
extension that is input by the caller into a mailbox number, and then dials the 
extension number that is stored in the mailbox’s data file.) 
The Pre-DN string is also used with Receptionist II Console Access Codes. 
Before 
the appropriate Console Access Code is dialed, Receptionist II executes the Pre-DN 
string, then waits for the internally programmed greeting to be played. 
Note: Do not program a G (wait for greeting) into the Pre-DN string; 
internal Receptionist II programming does not allow a successful 
transfer to the console attendant if a G appears in this string. 
Post Directory Number Dial String 
The default Post Directory Number (Post-DN) dial string is “+,” which tells 
Receptionist II to wait one second before taking any other action. This gives the 
PBX enough time to make the connection to the extension. If no Post -DN dial 
string is needed, enter a period. 
The Post-DN suing is also used with Receptionist II Console Access Codes. After 
the appropriate Console Access Code has been dialed, Receptionist II executes the 
Post-DN string, then waits for the internally programmed greeting to be played. 
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							Configuring Receptionist II 
Note: Do not program a G (wait for greeting) or a T (wait for dial tone) 
into the Post-DN string; internal Receptionist II programming 
does not allow a successful transfer to the console attendant if a G 
or T appears in this string. 
When an H appears in the Post-DN string, every call that 
Receptionist II makes is a blind transfer. Receptionist II transfers 
the call without invoking treatment types, connect strings, or 
return strings. 
Connect Dial String on Called Party Accept 
Receptionist II uses this dial string to connect a caller with the called party in the 
following situations: 
l When call screening is not configured for the extensi& dialed 
* When there is no mailbox associated with the extension dialed 
l When a mailbox is configured for call screening, and the call is answered 
and accepted by the called party 
There is no default for Connect Dial String on Called Party Accept, since the 
automatic release is usually sufficient to connect the caller with the called party. If a 
dial string is entered, but later it is necessary to reset the value to “no string,” 
entering a period erases the dial string. 
Dial String for Return on Called Party Refused 
This dial string is used to reconnect to the caller when call screening is in effect and 
Receptionist II has successfully connected with the extension, but the called party has 
refused the call. The default Dial String for Return on Called Party Refused is “++,” 
which tells Receptionist II to wait two seconds before doing anything else. The two 
second delay gives the called party time to hang up his/her phone. For most PBXs, 
this action is sufficient to reconnect the caller with Receptionist II. If no dial string 
is needed, enter a period. 
Dial String for Return on Called Party, Busy, or RNA 
When Receptionist II dials an extension, and the call does not go through because a 
busy or reorder tone is encountered, or because there is no answer, or because silence 
on the line indicates that the extension number is not valid, the Dial String for 
Return on Called Party Busy or RNA is used to tell the PBX to reconnect 
Receptionist II with the caller. The default dial string is “S+,” which means that 
Receptionist II issues a switch hook flash, and then waits one second before doing 
anything else. If no dial string is needed, enter a period. 
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