Mitel Fax Memo Manual

							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&n 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 Oflline or Online Menu: 
Select: 
0 
Q+- Forget Changes 
Prompt 
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 simu.lmneously pressing 
another key to execute shortcut commands at an Centigram Se&s 6 server 
maintenance console. 
GCOS menus, return to the VoiceMemo 
Configuration Menu and save any entries. 
From the oflline 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. 
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							Preparing for a Configuration Session 
Before you begin a configuration session, you need the following: 
l The VoiceMemo R&wnce and ConJ;guation Manual 
.~ 
l A Centigram Series G server maintenance console (video monitor and 
keyboard) and VoiceMemo module, with power on 
l At least two telephones for configuration testing 
l A blank 3.5-inch diskette on which you can copy your configuration 
l Completed worksheets (an initial supply of blank worksheets is included in 
the VoiceMemo ltejmence and Configuration Manmzl) ” 
. . . 
Xl11  
						

							1 FaxMemo Features and Functions 
FaxMemo is an optional feature that allows VoiceMemo users and outside callers to 
exchange faxes through user mailboxes and special mailboxes. It consists of one or 
more FaxMemo cards and software integral to the Centigram Series 6 
Communication Server, and provides a set of fax-related features and limits that you 
can assign to VoiceMemo mailboxes. 
In a common fax transmission, the sender inserts a document into the sending fax 
machine. The document is scanned and sent as data to the receiving fax machine, 
where it is printed out, as shown in Figure l-l. 
8. 
FAX 
a . . . - 
. . . 
. . . - 
. . . - 
. . . . . . 
. . . - 
eJ . . . - 
. . . 
. . . a 
. . . . . . 
FAX 
WOlFAX 
Figure l-1 Common Fax Transmission 
With FaxMemo, fax documents are stored electronically as “fax messages” in 
VoiceMemo mailboxes. From there, faxes can be delivered to any fax machine at any 
time, distributed to other mailboxes, sent over a network, or viewed on a PC 
(requires the OneView optional feature). Figure l-2 shows the basic operation of 
FaxMemo. 
FAX 
fB 
. . . - 
. . . - 
. . . 
. . . - 
. . . . . . 1 
?A . . . - 
f&3 . . . - 
. . . - 
. . . . . . 
FAX 
6002FAX 
Figure 1-2 
Fax Transmission 
With FaxMemo 
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							FaxMemo Features and Functions 
FaxMemo overcomes many of the problems inherent in typical fax communication: 
0 Callers sending a fax do not have to wait due to the receiving fax 
machine being busy with another transmission. 
0 Faxes are stored in password-protected user mailboxes. Faxes do not sit 
at the fax machine for anyone to read. 
0 Recipients receive notification when a new fax arrives. Incoming faxes 
do not sit for days because recipients do not know they are there. 
0 Faxes can be annotated with voice messages (also called voice 
coversheets), relieving the sender of typing out explanatory notes. 
0 
The recipient decides when and where a fax is printed out. For example, 
a FaxMemo user away from the office could call his VoiceMemo mailbox 
and direct a fax, deposited there by someone else, to be delivered to his 
hotel, the airport, or wherever there is a convenient fax machine. After 
reading the fax, he could call back into his mailbox and send the fax to 
another party, perhaps a prospect waiting for a quotation. 
For a description of end-user features and functions, see the User Gaidefor 
VoiceMemo and Fdmo. 
FaxMemo Applications -- 
FaxMemo applications include Fax Mail, Fax Broadcast, Guaranteed Fax, Fax 
Publishing, and Walkaway Fax. You can use one or more of these applications, in 
any combination. For more information about planning and configuring these 
applications, see the “Sofiware Configuration Planning” chapter. 
Fax Mail 
Fax Mail is the most general and widely used application of FaxMemo. With Fax 
Mail, incoming faxes are stored electronically as “fax messages” in a user’s mailbox- 
the same mailbox that stores voice messages. Users are then notified of their new fax 
messages in the same manner as with voice messages (for example, message waiting 
light, pager, stutter dial tone). 
By calling into their mailboxes, users can retrieve their fax messages at any time by 
sending them to any fax machine. In addition, users can call into their mailboxes 
from fax phones and retrieve their fax messages “online” at that fax machine. Users 
of Fax Mail have the same options that are available to them through voice mail: fax 
messages can be played, answered, 
or given to another mailbox, distribution list, or 
off-system telephone (fax> number. 
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							FaxMemo Feanues and Functions 
Fax Broadcast 
Fax Broadcast allows a user to make and send a fax message simultaneously to 
multiple destinations using a distribution list. The destinations can include any 
other users’ mailboxes, users on another VoiceMemo system connected with 
Centigram’s MESA-Net digital network, or outside telephone numbers. For 
example, a product manager could disseminate price changes to the sales force with a 
copy of the new price list and an attached voice message explaining the changes. Fax 
Broadcast messages can be scheduled for future delivery (when rates are lower), and 
the Series 6 server can automatically retry calls to numbers that are busy or do not 
answer. 
Guaranteed Fax 
with FaxMemo, delivery of incoming faxes can be guaranteed even when the 
company or department fax machine is busy, runs out of paper, or is otherwise 
disabled. One or more Guaranteed Fax mailboxes are assigned to a hunt group with 
the fax machine. When the machine is busy, the incoming faxes are routed to and 
stored in the mailboxes; the caller never realizes that the fax did not go directly to a 
fax machine. The mailboxes then automatically and continually try to deliver the 
stored faxes to the same or another f$x machine. 
Fax Publishing 
You can configure a FaxMemo mailbox to deliver a voice message and a fax to any 
caller on reaching the mailbox. This provides a convenient way to publish frequently 
requested information to employee users, customers, or any outside callers. 
The caller can reach the mailbox containing the appropriate information directly or 
be led by voice prompts through a mailbox tree or chain structure. The mailbox 
containing the fax can do either of the following: 
a 
Play a voice coversheet or a menu or both, giving the caller the choice to 
either receive the fax online or enter a telephone number for delivery of 
the fax. 
l Immediately begin transmitting the fax. 
Walkaway Fax 
Walkaway Fax appears to the sender exactly like a regular fax machine. With this 
feature, callers dial a telephone number (from a fax machine or a PC running fax 
software) and immediately send a fax, without a voice coversheet, directly into a 
user’s mailbox. Callers do not have to respond to prompts or monitor the call. The 
walkaway Fax Mailbox listens for fax tone while playing a greeting, and if detected, 
receives the incoming fax. If none is detected, normal message recording ensues. 
1-3  
						

							FaxMemo Features and Functions 
FaxMemo Flexible Configuration 
The FaxMemo configuration software includes menu selections so the system 
administrator can assign FaxMemo resources to line groups and add the fax options 
to existing FCOSs (Features Classes of Service), LCOSs (Limits Classes of Service), 
and NCOSs (Network Classes of Service) e RCOS (Restriction Class of Service) 
settings can also be used to control fax delivery destinations. 
Class of Service Options 
Following are lists of FaxMemo feature, limit, and network options. Each of these 
options is described in detail in chapter 4, Software Configuration Planning. 
FCOS Fax Options 
4 
Receive fax messages 
Make fax messages 
Give fax messages 
Deliver fax to default fax phone number 
Deliver fax online 
Deliver fax to designated telephone number 
User changeable default fax phone number for fax delivery 
Fax on demand 
Receive fax messages only 
Automatic receipt for fax message sent 
Fax cover page 
Walkaway Fax 
Discard fax messages after delivery 
Fax verify 
Deny user change of fax cover page 
Display a FROM field on fax cover pages 
Display a promotional message on fax cover pages 
Automatic fax retrieval 
End of session delivery 
Retrieve all unplayed faxes 
Receive fax on record timeout 
Play fixed initial prompt for walkaway fax 
LCOS Fax Options 
l Maximum number of digits allowed for the fax delivery phone number 
l Number of fax messages per mailbox 
e 
CNG tone detection length 
l Fax delivery retry frequency 
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							FaxMemo Features and Functions 
l Fax delivery retry interval 
l Retention time for played, unplayed, and urgent fax messages 
l Retention time for fax receipts 
NCOS Fax Options 
l Make fax message to the network 
l Give fax message to the network 
l Answer fax message to the network 
Cover Page Options 
FaxMemo provides three cover page options for faxes sent out from the server: 
1. 
Each mailbox owner can have a personal fax cover page. This option 
allows a mailbox owner to fax their own cover. page into their mailbox 
(via the User Options Menu). The system sends the personal cover page 
with any fax sent from the mailbox to a telephone number. Faxes 
retrieved online do not include a cover page. 
2. 
The system can send a company cover page. If a cover page is put in the 
administrator’s mailbox, it becomes the cover page for all faxes sent from 
that line group for all mailboxes that do not have a personal cover page. 
You can assign separate administrator’s mailboxes, each with a different 
cover page, to each outbound line group with fax capability. 
3. The system generates a default cover page for any mailboxes that do not 
have a personal or company cover page. The default cover page contains 
the following information: 
l 
l 
l 
l 
l 
e 
Note: 
A “To” field showing the name of the sending mailbox 
A “From” field, indicating the system or service that the fax was 
sent from (optional) 
The number of pages in the fax 
A time field, showing the time that the fax was sent, including a 
time zone designator 
The date that the fax was sent from the mailbox (not the date the 
fax was sent to the mailbox) 
A promotional or greeting message of up to 60 characters 
(optional) 
If feature bit 200 is not enabled for a mailbox, the system does not 
send any cover page. 
l-5  
						

							FaxMemo Features and Functions 
Billing and Statistics 
The Series 6 server keeps records of fax traffic, both at the system and mailbox level. 
Mailbox owners can be billed for faxes sent and.received, either in terms of the 
number of faxes, or in terms of the total number of pages 
Series 6 servers offer two other methods of billing mailbox owners for fax usage. Fax 
transactions are recorded in Call 
Detail Recorder records, which can be downloaded 
to a computerized billing system for interpretation and billing. Or the server can 
place fax calls using mailbox owners’ long distance carriers and calling card numbers. 
This can eliminate the need for any further billing, because there is no toll incurred 
by the server. 
Fax 
statistics reports are also available to monitor the use of fax groups and fax 
4 
storage. 
See the 
FaxMemo Billing and Statistics chapter for more information on these 
topics. 
FaxMemo Hardware 
The MVIP faxcards used in Series 6 servers work with the line cards to provide fax 
services during call sessions. The MVIP fax cards do not have direct telephone 
interfaces. They communicate over the MWP bus with the line cards, which contain 
the telephone interface hardware and control the call sessions. -Figure 
l-3 illustrates 
these communication paths. 
MVIP Bus 
/ 
7 
Figure 1-3 Fax Card to Line Card Communication 
Because MVIP fax cards are not physically attached to an individual line or line card, 
they can communicate over the MVIP bus with any line card. In this way, they can 
1-6  
						

							FaxMemo Features and Functions 
serve as a fax resource to any line card. MVIP fax cards can be a dynamically- 
allocated resource pool for several line card groups, or they can be assigned to a single 
line group. When a fax group is assigned to a line group and the number of fax 
channels is the same as the number of line ports, the fax group is 
a’tdicated. With a 
dedicated fax group, there is always a fax resource available for every line port. 
See the Hardware Installation l%nnin g chapter for a further explanation of 
FaxMemo hardware. 
Equipment Supplied With FaxMemo 
Each FaxMemo package includes the following items: 
l Two 3.5-&h FaxMemo Optional Feature software ‘diskettes 
l One or more MVIP Faxh4erno cards with two, four, or eight-port 
capacities 
l One V&Nemo F’cMemo Manual (this document) 
l The number of user guides ordered 
If any of these items are missing, contact your Centigram distributor. 
Series 6 Server Requirements 
FaxMemo can be installed and enabled in any Series 6 server with VoiceMemo 
Release 5.02 Revision A software or later. Your system must have Release 6.0 or later 
to use MSQP FaxMemo cards that work with line cards on the MVIP bus. 
Your system must have one empty card slot for each FaxMemo card to be installed. 
You must take the sewer out of service for about I5 to 30 minutes for FaxMemo 
card installation. The total time required depends on the number of FaxMemo cards 
that you will iustall. tier you install the hardware and configure the software, you 
must activate the new corr&uration, resulting in a momentary loss of call processing 
capabilities. 
Note: If your Series G server was ordered as a new system with the 
FaxMemo optional feature, the FaxMemo cards and software were 
installed at the factory. 
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