Mitel Fax Memo Manual

							, If a user enables automatic fax delivery, all fax messages sent to their mailbox automatically will 
be delivered to their default fax number. These messages also will be stored in the user’s saved 
queue. If the user is going on vacation and prefers not to have his/her fax messages downloaded 
for a period of time, this option easily can be changed through the User Options menu. 
Retrieve all unplayed faxes allows a mailbox owner to download multiple fax messages by 
pressing a single key in the user options menu. All unplayed faxes in the user’s mailbox at that 
time are concatenated and sent to the user’s default fax number. 
A mailbox owner can choose to listen to the tutorial at any time by choosing the “activate 
tutorial” option in the User Options menu. 
A user can schedule the message delivery option to any telephone, using single-digit commands. 
Message deliveries can be programmed to occur at any time or date, and can &sily be changed. 
For example, if a mailbox owner is working at a different location for a day, they can program 
the system to deliver all of their new or urgent messages to that specified number, obviating the 
need to constantly check their mailbox for new voice or fax messages. 
Users can also choose a paging schedule and a pager number to be notified of all or urgent 
messages only. 
6.5 Advanced Subscriber Features 
Automatic Wakeup 
If you are having trouble hearing your alarm in the morning, you can schedule a wakeup call 
from the VoiceMemo system any time, any day and anywhere. If the first call doesn’t wake you 
up, 
you can program wakeup calls to occur multiple times at specified intervals, until you answer 
the phone. If this feature becomes habit forming, users can schedule a wakeup call to occur 
every day on a long-term basis. 
- Mailbox on Demand 
Mailbox on Demand allows network operators the opportunity to provide telephone answering 
and messaging capability for their subscribers who do not own mailboxes. It can be used in 
~ 
multiple ways, such as: 
l Allowing outside callers to record messages for subscribers who don’t own 
mailboxes. 
l Allowing subscribers with mailboxes to leave messages for subscribers who don’t 
own mailboxes. 
Page 19  
						

							l Notifying subscribers without mailboxes of new “Mailbox on Demand” messages 
they have received through short message service (SMS), stutter dial tone, message 
waiting lights, message delivery, paging, etc. 
This is accomplished by having the system administrator create a template Mailbox on Demand 
mailbox (the template with the appropriate classes of service is predefined on the Series 6 system 
but can be modified) for one or more line groups. Once the template is created, outside callers or 
mailbox owners can record messages for network subscribers who do not own mailboxes just by 
calling them. A temporary mailbox is automatically created for the subscriber, and the 
subscriber is notified of the new message. 
Notification can occur in one or more ways, as defined in the template mailbox. It can be 
through message delivery, in which case the Series 6 system outdials to the subscriber to send 
them the actual recorded message left by the caller. It can occur through shoq message service- 
where an alphanumeric message is delivered to the mobile handset of the subscriber-notifying 
them that they have unplayed messages and instructing them on how to retrieve them. It also can 
occur through message waiting lights, stutter dial tone, or other message wait notification options 
available on the Series 6 system. 
The subscriber then logs into the mailbox on demand and listens to the unplayed message(s). At 
midnight the mailbox is purged, unless there are unplayed messages that are less than two hours 
old. A new mailbox on demand can be created when another caller dials the subscriber and is 
unable to reach them. Both of these options are configurable by the system administrator in the 
template mailbox. 
Mailbox on Demand activity is tracked in Centigram’s Call Detail Recorder (CDR) billing 
package. There are 26 fields which record details of mailbox on demand activity. Imormation 
available for usage and/or billing includes: 
l Creation of mailbox on demand-including date and time 
l Purge of mailbox on demand--including date and time 
0 Number of unplayed, urgent, and fa messages in a mailbox on demand 
0 Number of messages played, kept or discarded in a mailbox on demand 
0 Number of minutes a subscriber was logged into a mailbox on demand 
Mailbox on Demand benefits carriers by: 
l Increasing the number of subscribers who purchase and use voice mail by easily 
introducing the concept to them. 
l Increasing airtime through increased call completion. 
Page 20  
						

							l Increasing airtime by having subscribers without mailboxes call in to get their 
“Mailbox on Demand” messages. 
l Increasing revenues by billing subscribers for messages received. 
l Reducing system administration time and costs by having Mailbox on Demand 
mailboxes automatically created for subscribers, without system administrator 
intervention. 
Mailbox on Demand also allows subscribers the chance to receive messages from outside callers 
and mailbox owners. When an outside caller is unable to reach a subscriber (the line is busy or 
ring-no-answer), they are given the opportunity to record a message for the subscriber. A 
Mailbox on Demand is automatically created, the message is placed in the mailbox, and the 
subscriber is notified that they have a new message. 
Mailbox on Demand benefits subscribers 
without mailboxes by allowing them to: 
r. 
l Become familiar with the concept of voice mail. 
l Become familiar with the concept of fax mail. 
l Receive messages from callers who weren’t able to reach them real time. 
l Have messages delivered to them through message delivery (the Series 6 system dials 
their number and attempts to deliver the message to them). 
l Receive notification that they have new messages. 
Page 2 1  
						

							Section 7: Multimedia Messaging with OneView 
OneView for Windows is a client software application that operates with the Series 6 to provide 
voice and fax messaging on the desktop PC. OneView allows users to manage, create, and 
review their VoiceMemo and FaxMemo messages from a PC. With OneView, users have 
complete control over voice and fax messages and can: 
l Integrate voice and fax messaging with their PC desktop 
l View all their messages instantly 
l Play, view, and create compound voice and fax messages 
l Deliver faxes cost-effectively using the Centigram server 
l Archive messages onto their local PC e 
l Keep in touch anywhere with remote modem access-- and message download 
capability 
0 Use OLE to exchange Centigram voice and fax messages with other Windows 
applications 
7.1 Easier and Faster Messaging 
OneView uses a personal inbox to display all of a mailbox owner’s voice and fax messages. At 
one glance a user can see each message in the mailbox, including information on the sender’s 
name, the message-type (e.g., voice or fax), the subject line of the message, and the date and time 
of the message. 
Moreover, urgent messages are flagged with an exclamation point and 
confidential messages with a lock. From the inbox a user can double-click on a voice message, 
and OneView will automatically play the message either through a sound card on the user’s PC 
or through any telephone. 
In addition to playing voice messages and viewing faxes, &review provides a number of easy 
- point-and-click functions to help users manage their voice and fax messages. Users can Make, 
Give, and Answer messages directly from OneView. With a few simple commands users can 
record a voice message, address it another user, attach a fax, and send the compound message to 
the recipient. 
To help the user address and send messages, OneView utilizes address books and distribution 
lists. When addressing a message, the user can select a recipient from any of these address books 
or distribution lists. The distribution lists are the same system and personal distribution lists 
available to the user through the touch-tone telephone interface. OneView accesses two types of 
address books: a system address book and a personal address book. The system address book 
has the names and mailbox numbers of everyone with a mailbox on the local Series 6 system. 
Page 
22  
						

							The personal address book is where users keep a personalized list of names, phone numbers and 
fax numbers of colleagues, suppliers and customers. 
7.2 FaxMemo and OneView 
In addition to viewing fax messages from their PC, OneView improves a user’s ability to create 
and send of faxes. Users can create a fax message from any Windows application and send it to 
any mailbox on the Series 6 or to any fax machine in the world. OneView eliminates the need for 
having a fax board in every PC and an analog DID phone line in every office. Users can share 
the server fax resources on the Series 6. 
7.3 Saving Messages 
OneView allows users to drag-and-drop messages from the inbox into messaie folders, where 
they are saved on the local hard drive or on a network file server. In addition, users can convert a 
voice message into a standard Windows .WAV file or convert a fax into a standard .TIF file and- 
save it in a local Windows folder. Once in these standard formats, users can embed these 
messages into any OLE-enabled document (e.g., MS Word, cc:Mail) using the OLE interface. 
7.4 OneView Remote 
OneView Remote is a new product the allows subscribers to access their messages from their PC 
using a telephone line and modem. Remote users can call into the Centigrti system from any 
location and have full OneView access to their mailbox. OneView provides two modes of 
operation for remote users, online and offline. In the online mode, users can directly access their 
mailbox functions, as they would from a local PC connected to the Centigram system. In the 
offline mode, users can download the contents of their messages to their local PC and then log 
off. Their mailbox information is now stored on the local PC and they can manage their 
messages (e.g., listen to, respond to, delete, keep, make, etc.) offline, at a time and location 
convenient to them. After completing their messaging activities, subscribers then reconnect to 
- the Centigram system and resynchronize their mailbox. 
Page 23  
						

							Section 8: Application Mailboxes 
Numerous, tailor-made advanced applications can be designed on Centigram’s Series 6 system 
simply by using FCOS. These are known as application mailboxes. Nine different application 
mailboxes are described below. 
8.1 Greeting Only 
Greeting Only mailboxes are used to provide information to a caller, but do not allow the caller 
to leave a message. There are three types of greeting only mailboxes: 
l Voice greeting 
l Faxgreeting 
l Voice and fax greeting . . 
Voice greeting only mailboxes greet all callers with specific voice information (such as weather 
information or traffic reports). Fax greeting only mailboxes are used by callers to receive faxes 
on demand. Callers who dial from a phone connected to a fax machine automatically receive a 
particular fax document, such as the company’s annual report. 
Voice and fax greeting only mailboxes allow a caller to hear a voice message and retrieve a fax 
with one telephone call. The voice message can describe the contents to help the caller decide 
whether to retrieve the fax. 
8.2 Tree 
Tree mailboxes route calls to pre-selected mailboxes when callers enter a single digit. The 
single-digit options are announced in the greeting. For example, a company’s human resources 
information number might play a tree mailbox greeting such as “Thank you for calling Company 
- 
XYZ’s human resources information number. Press 1 for benefits information, 2 for job listings, 
3 for job applications...” 
Tree mailboxes can also be configured to handle rotary dialers. An FCOS bit will automatically 
route rotary callers to the first or last mailbox in the tree, or transfer them to the operator. 
8.3 Chain 
Chain mailboxes allow a caller to enter a mailbox number and be transferred to that mailbox 
upon hearing the greeting. 
If the caller does not know the number of the party they wish to 
reach, they can also dial the name of the mailbox or mailbox owner. 
Page 24  
						

							8.4 Rotational 
Rotational mailboxes allow an administrator to create audiotext applications where callers have 
one of a number of greetings that constantly change. Greetings change either by time and date 
(in a period-type rotational mailbox) or with every call (in an index-type rotational mailbox). 
Rotational mailboxes can be programmed as “greeting only,” meaning that after a caller hears a 
greeting, the phone hangs up. They also can be programmed to allow the caller to leave a 
message after the greeting. 
A movie theater can use period-type rotational mailboxes to inform callers of daily movie 
features. Callers on Monday hear the regular greeting, the day of the week, the feature film, and 
the show times for that film. Callers on Tuesday hear the regular greeting and the relevant 
information for Tuesday’s showing, and so on. r. 
Index-type rotational mailboxes are programmed to automatically change the greeting on a 
per-call basis. For example, retail store might have ten different sales going on at a particular 
time. Instead of greeting each caller to the store with information about all ten, the system gives 
the first caller the first sale message, the second caller the second sale message, the third caller 
the third message, and so on. If the first caller calls the store a second time, they (will likely) 
hear a different sale message. Rotational, tree and chain mailboxes can be combined or used 
independently. 
8.5 Broadcast 
Broadcast mailboxes allow both system users and outside callers to record and send a single 
message to multiple users. To illustrate the use of a broadcast mailbox, imagine that the manager 
of a company health club wants club members to know about an upcoming tournament. Instead 
of leaving messages for every member separately, the manager can log into their mailbox and 
make a message for the broadcast mailbox. The broadcast mailbox, in turn, sends the message to 
all of the members’ mailboxes. 
A broadcast mailbox’s distribution list (the club members in the example above) is completely 
configurable by the system administrator or the end user. Each distribution list can contain up to 
65,535 members. 
Broadcast mailboxes can be used to send out voice messages, fax messages, or combined voice 
and fax messages. 
Page 25  
						

							8.6 MESA-Forms 
MESA-Forms is a voice forms application that gives outside callers the ability to leave messages 
in a way that simulates written information on paper forms. Applications include order entry, 
questionnaires, routine requests for information, or an overflow for a busy ACD group. Callers 
accessing a MESA-Forms application will automatically be moved through a series of 
pre-recorded questions. The system waits for the caller to record their answer before moving on 
to the next question. System users who transcribe the responses can log into a single mailbox 
and hear an uninterrupted sequence of replies. 
One example of a MESA-Forms application is a golf course that wishes to schedule tee times. 
Callers can call into a designated mailbox extension and leave their name, phone number, date 
and time they wish to play golf, and number of persons in their party. Callers can also have the 
option of transferring to an attendant in lieu of leaving the requested information, or of 
transferring to an attendant after leaving the information. e 
8.7 Shared Extension 
This application is commonly used in universities and colleges. One system can be subdivided 
so that one telephone number accesses more than one individual. When a caller reaches a shared 
extension, they could hear, “You have reached the American University. To leave a message for 
Diana Thompson, please press 1. To leave a message for Jim Smith, press 2. To leave a 
message for George Johnson, press 3.” The general greeting can easily be changed and the 
system can also be configured so that an outside caller does not hear a general greeting. 
8.8 Guaranteed Fax 
A guaranteed fax mailbox allows the system administrator to create a “never-busy” fax machine 
application. If a fax machine is busy, faxes are forwarded to a “guaranteed fax” mailbox that 
receives and stores them, without the caller knowing it. Once received, the ,-anteed fax 
mailbox will attempt to deliver the stored fax to the fax machine until it gets through. 
8.9 Walkaway Fax 
Walkaway fax allows callers to dial one telephone number and immediately send a fax, without a 
voice coversheet, directly into a user’s mailbox. The walkaway fax mailbox simultaneously 
listens for fax tone and plays the user’s personal greeting. If CNG tone is detected, the mailbox 
receives the incoming fax. If none is detected, the mailbox prepares to receive a voice message. 
Walkaway fax mailboxes can be configured to play the user’s normal greeting upon answering or 
a brief, instructional prompt, followed by the user’s greeting. The former is often used for 
mailboxes that receive both voice and fax messages and fax messages with voice coversheets. In 
Page 
26  
						

							this situation, the caller reaches the walkaway fax mailbox and hears the user’s greeting. The 
caller can leave a voice message, leave a voice message and append a fax by pressing the Start 
button on the fax machine, or just send a fax at any time by pressing the Start button on the fax 
machine. 
The abbreviated prompt, which instructs the caller to press 1 to leave a voice message or Start to 
leave a fax, can be used when the mailbox receives predominantly fax messages. 
If the caller 
doesn’t take action, they will hear the user’s personal greeting. Both options can be used in 
providing one number voice/fax mailboxes to mailbox owners. 
Page 
27  
						

							Section 9: System Administration 
The system administrator is responsible for creating and maintaining all mailboxes on the 
system. The Series 6 system allows an administrator to perform the following tasks: 
l Use Functionally Partitioned System Administration (FPSA) to enhance system 
security and establish unique access privileges 
l Create, modify and delete mailboxes 
l Perform routine maintenance of the software files 
l Change the system time and date, when required 
l Bill clients 
l Run system reports 
. . 
l Set up systemwide distribution lists and broadcast mailboxes 
l Build FCOS, LCOS, GCOS, RCOS, TCOS, NCOS 
0 Create messages of the day 
l Change phone line exceptions 
l Configure optional features, such as CallAgent 
l Use Alarm Reporting Monitor (ARM) to proactively not@ technicians and 
administrators of possible system errors 
The VoiceMemo application comes pre-installed in the Series 6 system with default values. 
These values can easily be changed through the Series 6 console. The system issues prompts to 
guide the system administrator. To receive help online, the system administrator can type “?” in 
response to any prompt. 
All ports on the Series 6 system are assigned to line groups. Each line group, in turn, is assigned 
- 
to a single application, and any programming done for that application applies to every 
port in 
the line group. 
The number of ports in each line group is configurable to adjust for the amount of 
phone traffic for each particular application. 
9.1 Functionally Partitioned System Administration (FPSA) 
FPSA adds a much higher level of security to system administrators. FPSA allows an 
administrator to limit access to operations, administration and maintenance (OA&M) functions 
on a departmental or individual basis. 
In addition, with FPSA, customers may offload or resell 
certain administrative functions to restricted groups within their organizations or within their 
customer base. 
Page 
28