Mitel Fax Memo Manual

							Configuring Receptionist II 
Special Actions on Reorder Tone Encountered 
This dial string tells Receptionist II what to do when an extension is dialed, and a 
reorder tone is encountered. 
l Some PBXs return a reorder tone when an extension is set to “Do Not 
Disturb.” If Receptionist II is integrated with this type of PBX, enter “R’ 
for the Special Actions on Reorder Tone Encountered dial string. When 
Receptionist II receives a reorder tone, it returns to the caller, says “I’m 
sorry, [called party’s name] did not answer,” then follows the RNA 
treatment of the called party’s mailbox. 
l A dial string can be entered to direct the call to an assistance number, or to 
a number where the caller can report that the extension is malfunctioning. 
r. 
l If no string is found here, Receptionist II treats the call like a dead line: the 
Dial String for Return on Failure to Connect is dialed and the caller is 
told, “That is not a valid extension number. Please enter another extension 
number.” 
There is no default Special Actions on Reorder Tone Encountered dial string. If a 
dial string is entered, but later it is necessary to reset the value to “no string,” enter a 
period to erase the dial string. 
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							Configuring Receptionist II 
Default Settings for Pre-Programmed Dial Strings 
Table 2-3 lists the default values in the Default menu and the default values for each 
dial string group that is pre-programmed for 
a specific PBX. These settings can be 
modified. 
Table 2-3 Default Values for PBX Dial String Groups 
option 
(A) Post 
Directory 
number dial 
string 
(B) Pre 
Directory 
number dial 
string / 
Attendant 
xfer string 
(E) Dial 
string for 
Return on 
Called Party 
Refused 
(F) Dial 
string for 
Return on 
Called Party 
Busy 
(G) Special 
actions on 
Reorder Tone 
Encountered 
(H) Dial 
string for 
Return on 
Called Party 
RNA 
2-12 Defaul 
t 
+h 
s+ 
++ 
s+ 
OH 
s+ 
SOLM 
CBX 
++ 
s+*7 
s+*1 
s+ 
R 
s+*1 NT 
x-1 
+ 
s+ 
++ 
S+ 
s++ ATT 
Dil.ll. 
+ 
S+ 
++ 
s+ 
s+ 
Mite1 
sx 
+ 
s+ 
++ 
s+ 
s++ NEC 
2400 
+ 
S++ 
++ 
s+ 
R 
s++ Cen- 
+ 
s+++ 
++ 
s+ 
s+s+ 
Fujitsu 
Focus 
+ 
Fl+ 
++ 
s+ 
s++ 
Hitach 
iDX 
+ 
e 
S+ 
++ 
s+ 
R 
s++ 
IYelex 
. 
1001 
+ 
F33 
F30 
s+ 
F30 
Siem. 
Saturn 
+ 
s+ 
++ 
s+ 
OH 
s+  
						

							Configuring Receptionist II 
Extension and Trunk Treatment Types for Mailboxes 
“Treatment types” are instructions to Receptionist II for processing calls to 
mailboxes. Treatment types are configured for each mailbox that uses Receptionist 
II. If no treatment type is configured, the Receptionist II default treatment is to play 
the mailbox greeting. 
Treatment types are either extension or trunk. Receptionist II offers 
16 extension 
and trunk treatment types, ten of which are defaults. The administrator can 
configure six additional treatments. 
l An Extension treatment type provides instructions for processing 
incoming calls to mailboxes. The Extension treatment type specifies 
whether or not Receptionist II should screen calls; menus options to 
play/actions to take (1) when the extension rings, but there is no answer; 
(2) when the extension is busy; and (3) when a screened call is rejected by 
the called party. 
l A Trunk treatment type provides instructions for processing mailboxes 
dialing numbers that are not answered by a person (long distance calls in 
zones that do not require a “ 
1” to initiate the call, for example). When 
the number is dialed, Receptionist II either receives a response that 
indicates that the connect criteria have been met or failure to connect. 
When it receives a failure to connect response, Receptionist II then 
proceeds with the specified failure treatment. 
Extension Treatment Type Parameters 
This section describes extension type parameters. 
Index Number 
Each treatment type is represented by an index number. When creating/modifying a 
mailbox, the Administrator enters this number to select the treatment type. 
Index Name 
Each treatment type has an index name that corresponds to an index number. To be 
useful, index names should adequately describe the treatment type. For example, an 
extension treatment type that screens calls and plays redial menu M for all failure 
conditions (Busy, RNA, Rejected) could be named “screeningiredial M.” Up to 24 
characters are allowed for each index name. 
When creating a mailbox, the Administrator is prompted for day and night 
treatment types. The online help text for these treatment types is a display of index 
numbers, followed by the corresponding index names. For example, the ten default 
treatment types have index numbers 
1 to 10, and their names are Treatment 1, 
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							Configuring Receptionist II 
Treatment 2, and so on (see Table 2-l). The administrator can give more descriptive 
names to the default or new treatment types. 
Authorized Period(s) 
The authorized period restricts access to a mailbox and to its associated 
extension/trunk number 
to a certain time period, such as daytime hours only. The 
default authorized period is 
A (all). Other selections are D (day only) or N 
(night/weekend only). Call ers who try to access an extension at a time that is not 
within the authorized period hear the message 
“I’m sorry, that number is not 
available for access at this time.” You set day/night hours in the Day/Night Menu. 
This selection is not used for ordinary day/night treatment variations. The 
Administrator can select different day and night/weekend treatment types to provide 
these variations. e 
Authorization Code 
An authorization code requires that every caller enter this code to access the 
extension or 
trunk that has this treatment type. An authorization code is used only 
for special circumstances, such as to restrict access to a modem, or to a WATS line. 
Table 2-4 shows the characters that you can use in any combination within an 
authorization code. 
Table 2-4 Authorization Codes 
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Code Meaning 
0 through 9, *, # Keys on an ordinary pushbutton telephone 
A through D 
Fourth-column DTMF keys on special telephones 
M The caller can gain access by entering any valid mailbox 
number. 
P 
The caller must input a valid mailbox number and its 
corresponding passcode 
Up to 
10 characters are allowed for each authorization code. The default value is 
“blank” (no authorization code needed). 
Screen Calls 
This parameter applies to Extension Treatment Types only. When instructed to 
screen calls, Receptionist II asks every caller for his or her name, then puts the caller 
on hold, calls the desired extension, announces the name, and gives the called party  
						

							Configuring Receptionist II 
the opportunity to accept or reject the call. The default value is Y (yes). Entering N 
disables this feature. 
Ring No Answer (RNA) Treatment 
The Ring No Answer (RNA) treatment tells Receptionist II what to do when an 
extension rings, but no one answers it. This parameter applies to Extension 
Treatment Types only. Table 
2-5 shows the code choices for the RNA treatment. 
Table 2-5 Ring No Answer Treatment Coding Choices 
1 Code 
A 
M 
R Meaning 
Caller is transferred to the Attendant’s extension number that is 
stored in the mailbox data file. If no Attendant’s &tension number 
has been specified, the caller is transferred to the Console Attendant. 
Caller is prompted to leave a message in the called party’s mailbox. 
The redial menu that is selected under “Default Treatment on RNA 
and Busy Calls” is played, and Receptionist II follows the caller’s 
instructions. 
The default vame IS K 
Note: If the Attendant’s extension number does not terminate in an “H” 
(for hang up), and the call to the Attendant’s number does not 
complete (due to Busy, RNA, Rejected, or Failure condition), then 
Receptionist II looks at the Attendant’s extension failure condition 
and follows the failure treatment that is specified for the extension 
originally called. 
Busy Treatment 
The Busy treatment tells Receptionist II what to do with incoming calls when the 
extension is busy. Choices are the same as for the RNA treatment. This parameter 
applies to Extension Treatment Types only. 
Reject Treatment 
The Reject treatment tells Receptionist II what to do with screened calls that are 
rejected by the called party. Choices are the same as for the RNA treatment. If R is 
chosen, be sure to set the “Redial Menu to Use” (see the next section) to a selection 
other than R. This parameter applies to Extension Treatment Types only. 
Redial Menu to Use 
This parameter applies to Extension Treatment Types only. When “R” (redial) is 
selected as the treatment for any of the failure conditions (RNA, Busy, or Reject), 
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							Configuring Receptionist II 
and the caller simply waits, the Redial Menu to Use offers the following options: R 
(redial), M (message), A (assistance) and D (disconnect). The default value is M. 
Table 2-G shows the text of each redial menu. 
Table 2-6 Redial Menu Coding Choices 
2-16 
1 Receptionist II hangs up after 3 tries.  Code 
R 
M 
D 
A Meaning 
Press zero for assistance 
Press star (*) to hold for [called party’s name]; the system rings the 
extension again every 
10 seconds, but does continuously monitor the line 
Enter another extension number or 
wait to leave a message 
c. 
Enter another extension number 
Press zero to return to the Attendant 
or wait to leave a message 
Press star (*) to leave a message, 
zero to return to the Attendant, 
or enter another extension number. 
Press star (*) to leave a message, 
enter another extension number, 
or wait for assistance 
Note: Administrators may choose only one redial menu for each 
treatment type; any failure condition where Redial is specified 
(Busy, RNA, Reject) causes Receptionist II to play the same redial 
menu. 
Reclial menu R is not a suitable treatment for RNA or rejected calls, since a user who 
rejects a call does not want the caller to instruct Receptionist II to continually redial 
his or her number. When selecting a Redial Menu to Use for RNA and Reject 
Treatments, M (Force to Mailbox) or A (Force to Assistance) are the appropriate 
choices. 
Default Extension Treatment Types 
Table 2-G shows the values for the ten default extension treatment types 
preconfigured in Receptionist II.  
						

							Configuring Receptionist II 
Table 2-7 Default Extension Treatment Types 
Index 
Name Time Default RNA 
Busy Reject Screen 
Auth 
Code 
1 
Treatment 1 
A D R R R Y 
2 Treatment 2 
A D R R R N 
3 Treatment 3 
A A R R R Y 
4 
Treatment 4 A 
M R R R Y 
5 Treatment 5 
A M M M R N 
6 
Treatment 6 
A M M M, M Y 
7 Treatment 7 
A R M R M Y 
8 Treatment 8 
V R R R M Y 
9 Treatment 9 A R R R R N 
10 Treatment 10 
A M A A A Y 
Trunk Treatment Types 
Like extension treatment types, trunk treatments types have an index number, a 
name, authorized period(s), and authorization code. For a discussion of these 
parameters, see the Extension Treatment Types parameters. - 
This 
section describes the parameters that are unique to trunk treatment types. 
Connect Criteria 
This parameter applies to Trunk Treatment Types only. The connect criteria are the 
conditions under which a trunk call is considered to have connected successfully with 
the called party. 
The default value is C, for cut-through, which means that all trunk calls that are 
outdialed ate considered to be successful. You must use this when the PBX cannot 
provide supervision of outside lines.) 
Other choices are T, where the call is successful if it is answered by a computer tone 
or a dial tone; and R, where a ring-back tone indicates that the trunk call has gone 
through. 
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							Configuring Receptionist II 
Failure Treatment 
This Trunk Treatment Types parameter tells Receptionist II what to do with a trunk 
call if the connect criteria are not met. The choices for failure treatment are the same 
as those for the RNA parameter for Extension Treatment Types. 
A 
Caller is transferred to the Attendant’s extension number that is stored in 
the mailbox data file. If no Attendant’s extension number has been 
specified, caller is transferred to the Console Attendant. 
M Caller is prompted to leave a message in the called party’s mailbox. 
R 
The redial menu that is selected under “Redial Menu to Use” (see below) 
is played, and Receptionist II follows the caller’s instructions. 
c. 
Note: If the Attendant’s extension number does not terminate in an “H” 
(for hang up), and the call to the Attendant’s number does not 
complete, then Receptionist II looks at the Attendant’s extension 
failure condition and follows the failure treatment that is specified 
for the extension originally called. 
Modifying or Creating Mailboxes 
After completing the setup for Receptionist, the system administrator must modify 
existing mailboxes or create new ones so that system users can use Receptionist II. 
Mailbox-Receptionist II Interaction 
The administrator must enter the following data for a mailbox so that it can interact 
with Receptionist II: 
l Receptionist day treatment 
l Receptionist night treatment 
l The extension number that Receptionist should dial when the mailbox is 
called (the trunk number is entered here when applicable). 
Note: Some mailboxes have no associated extensions. For example, the 
mailbox that plays the “specials of the day” for a business is a 
“greetings-only mailbox” for which you do not want to assign an 
extension 
l An extension pre-dial index, when the extension number (or trunk 
number) to be dialed exceeds 15 characters 
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							Configuring Receptionist II 
0 An attendant’s extension number (and pre-dial index, if necessary); this 
number is called when “assistance ” is chosen for any failure treatment. 
Special Mailboxes for Single-Digit Access 
You can configure a single-digit access menu for Receptionist II. This menu allows a 
caller to press a single digit to get to specified mailboxes. For example, the single- 
digit menu might provide the following choices: 
l To dial an extension, press 1. 
l For this week’s training schedule, press 2. 
a For a customer service representative, press 3. 
4 
For this menu, you configure the Administrator’s mailbox as a tree mailbox that 
allows the user to press a single digit to access other mailboxes. In the example given, 
pressing 
1 accesses a chain mailbox to dial an extension or dial by name. Pressing 2 
accesses a greetings only mailbox that plays the week’s training schedule. Pressing 3 
accesses a number answered by a customer service representative. 
For instructions on modifying and creating mailboxes, refer to the 
VoiceMemo 
Rgerence and Conjpration Manual. 
Receptionist II Extensions 
In an integrated Series 6 Server and PBX system, you can configure Receptionist II 
to answer a call to the main company number. In addition to the main number, you 
can configure other Receptionist II extensions to form a hunt group, such that if the 
main number is busy, the next call goes to another Receptionist II extension. 
Note: You configure Receptionist II extensions through the System 
Maintenance main menu option 
Automated Receptionist 
Extensions. 
Receptionist II Worksheets 
This section provides information on how to use Receptionist II worksheets. The 
worksheets are in the Worksheets section at the back of this manual. 
Worksheet 1 
If Receptionist II is integrated with a PBX system, you may not have to assign a 
separate line group for Receptionist II. Refer to the integration manual to determine 
whether the integration directs you to assign a line group to Receptionist II. 
2-19  
						

							Configuring Receptionist II 
l If you assign a separate line group for Receptionist II, complete both 
Offline Parameters and Online Parameters sections of Receptionist II 
Worksheet 1. 
l If the integration manual for the PBX switch at your installation site 
instructs you to configure Receptionist through the integration 
application menu, complete only the Online Parameters sections of 
Receptionist II Worksheet 1. 
The online 
parameters on Worksheet 1 are those that Receptionist II shares with the 
VoiceMemo application. See the VoiceMemo Reference and Configuration Manual for 
a detailed discussion of the parameters on this page. 
Worksheet 2 4 
Worksheet 2 contains parameters that are specific to Receptionist II software. 
Complete the DeEa& options section only if the PBX switch at your site is not 
listed in the preceding section, PBX Dial String options. 
Worksheets 3 and 4 
Worksheets 3 is the Extension Treatment Type worksheet into which you enter 
frequently-used instructions for specific mailboxes. You might have one set of 
instructions for managers’ mailboxes, another for customer support staff, and 
another for sales representatives. Putting these instructions in a Treatment Type 
allows you then to provide a customize mailboxes by using the Treatment Type, 
rather than by individually configuring each mailbox. 
2-20