Mitel Fax Memo Manual

							2 Planning Outside Caller Access 
With the FaxMemo optional feature, outside callers can leave fax messages for 
mailbox owners just as if they were sending a fax to a fax machine. In most 
instances, callers believe they are dialing directly to a fax machine, and are not 
prepared to perform any special functions to deliver a fax. Therefore, for the fax 
mail application to be effective, the system must allow the callers to deposit faxes into 
the appropriate mailboxes without any unexpected requirements. 
In most non-service provider FaxMemo installations, mailbox owners have two 
mailboxes on the system. The first is their standard mailbox where they receive and 
play their messages. The second is a broadcast mailbox with walkway fk enabled 
which is transparent to the mailbox owner and automatically sends fax messages into 
the mailbox’owner’s standard mailbox upon message receipt, as shown in Figure 2-1. 
The reason for the broadcast mailbox is to allow mailbox owners to publish a 
telephone number where callers can send a fax directly to them. This second number 
goes directly to the broadcast mailbox without first ringing at any telephone. This 
allows for a situation that is familiar to both the caller and the mailbox owner. 
~ 
Voice calls to 
. . . ext. 1234 
. . . 
. . . 
. . . 
Fax cells to 
ext 1235 
PBX/CO 
RNA/Busy forward 
Figure 2-l The Broadcast Fax Mailbox Setup 
There are several ways that callers sending faxes can be routed to the correct 
mailboxes. These include DID routing, Switch Integration routing, Switch Tie 
Trunk Integration routing, and General Access. It is possible to combine two or 
more of these methods to meet user needs and cost requirements. 
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							Planning Outside Caller Access 
Note: The primary purpose of the call routing scenarios in this chapter is 
to show possible switch connections. There are many ways to 
configure line groups and assign fax resources. Fax resources can be 
dedicated to a single lime group or shared by inbound and 
outbound line groups. 
DID Fax Call Routing 
The simplest routing method is to connect a second FaxMemo-equipped inbound 
line group to DID trunks directly from the CO. In this scenario, each mailbox 
owner that has fax mail capability is provided with a DID telephone number that 
allows a caller to deposit a fax message, or voice and fax message, into a broadcast 
mailbox on the system. Because the DID method involves additional trunks from 
the central office that bypass the PBX, it can be used in any &itch environment. It 
does incur the expense of the DID lines and DID numbers for all users with 
FaxMemo capability. Figure 2-2 shows this configuration. 
and Messages 
Fax Retrieval 
A - Inbound Integrated Line Group without Fax Resources 
B - inbound DID Line Group with Assigned Fax Resources 
C - Outbound Line Group with Assigned Fax Resources 
Figure 2-2 
DID Fax Call Routing 
Switch Integration Fax Call Routing 
Fax Mail is supported by most of Centigram’s PBX and Centrex integrations. 
Switch integration works the same way as DID fax call routing in that the caller is 
directed immediately to the appropriate mailbox. This method requires every person 
with Fax Mail capability to have a-second DID number (both CO and PBX) that 
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							Planning Outside Caller Access 
goes to a software-only phantom extension on the PBX. The phantom extension 
numbers must correspond to the broadcast mailbox numbers, and must be hard- 
forwarded to the VoiceMemo pilot number. This method of fax call routing is 
shown in Figure 2-3. 
voice Calls and Messages 
FAX 
m-9 
. . . - 
. . . 
. . . - 
. . . - 
Fax Retrieval 
A - inbound Integrated Line Group with Assigned Fax Resources 
B - Outbound, Line Group with Assigned Fax Resources 
Figure 2-3 
Switch Integration Fax Call Routing, Method 1 
The advantage of this method is that fax calls are answered immediately by the 
desired party’s FaxMemo broadcast mailbox, and it does not require any trunks 
directly from the central office. However, it does require the expense of an 
additional DID number for each mailbox owner with fax capability. 
Not all switches support a phantom extension capability. If your switch does not 
support this, then you must use another method If your switch supports multiple 
in-bound line groups, you can use the second method of switch integration. 
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							Planning Outside Caller Access 
Voice Calls 
and Messages 
FAX 
@3 
. . . - 
. . . - 
. . . 
. . . - 
. . . . . . 
t 
VoiceEax 
Message Deposit 
A+- 
d&l 
PBX 
RI&BUS 
Fonvar 
J 
+ 
Hunt 1 
El .._..__.-.. 
-gzB 
..A.......... 
. . . a 
. . . - 
w - L a 
. . . ema=Ax 
. . . a 
. . . . . . 
A - Inbound Integrated Line Group without Fax Resources FAX B - Inbound Integrated Line Group with Assigned Fax Resources 
Fax Retrieval C - Outbound Line Group with Assigned Fax Resources 
Figure 2-4 
Switch Integration Fax Call Routing, Method 2 
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							Planning Outside Caller Access 
Switch TIE Trunk Integration Fax Call Routing 
This method utilixes the tandem switching capabilities of many PBXs. If the 
integration routing method is not supported by your switch, this method still allows 
you to use a line group to the switch from the CO, but could require additional 
cards in the PBX This method also requires everyone with fax capabiliry to have a 
second DID number from the CO. 
When the switch receives a call on one of the DID lines, it passes the call and its 
related information to the Series 6 server over a set of TIE trunks. The call 
information allows the server to connect the caller to the appropriate mailbox. 
Figure 2-5 shows this method of fax call routing. 
E . . . 
. . . 
::: 
voice call.5 
and Messages 
vok9/mt 
Message Deposit 
m7FAx 
A - Inbound Integrated Line Group without Fax Resources 
B - Inbound TIE Trunks Line Group with Assigned Fax Resources 
Fax Retrieval _ C - Outbound Line Group with Assigned Fax Resources 
Figure 2-5 Switch TIE Trunk Integration Fax Call Routing 
One disadvantage of TIE trunk integration is that many PBXs do not allow callers to 
transfer on TIE trunks. If most of the calls on these trunks are fax calls though, few 
callers need to transfer. 
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							Planning Outside Caller Access 
General Access Fax Call Routing 
The alternative to DID or switch integration routing is to have a single fax message 
number that, upon answering, requests that the caller enter the mailbox number of 
the party who will receive the fax. 
Figure 2-6 shows these calls routed directly to the 
inbound line group. The advantage of this access method is the security arid 
screening that it offers, since only those who know the mailbox number can access it. 
This method is available on any PBX or key system with no special hardware or 
software requirements. 
Voice calls 
and Messages co 
I  
PBX 
I 
RNA/BUS 
Forwe JJ 
Hunt 
-43 
a 
Fax Retrieval 
A - Inbound Line Group with Assigned Fax Resources 
B - Outbound Line Group with Assigned Fax Resources 
Figure 2-6 General Access Fax Call Routing 
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							3 Hardware Installation Warming 
Planning the hardware to support FaxMemo involves: 
l Knowing how you will route fax calls to the Series G server (Chapter 2) 
a Understanding the relationship of fax cards to line cards 
l Understanding the requirements of the FaxMemo application(s) that you 
will use on your system 
*, 
l Knowing the expected volume of fax call traffic for your system 
0 Following the five hardware configuration rules 
You need all of this information to fill out the FaxMemo Card Worksheets. 
How Fax Cards and line Cards Communicate 
Fax cards and line cards work together to provide fax services on a Series 6 server. 
The line card handles all line signaling, supetision, and voice/f+ transmissions. 
The fax cards have no direct connection to telephone services, but communicate with 
the line cards over the MVIP bus, as shown in Figure 3-l. 
MVIP Buss 
Figure 3-l Fax Card to line Card Communication 
A voice port requests a fax resource over the ANIP bus when it detects an incoming 
fax tone during a walkaway fax call session or when a user pushes a key to leave a fax. 
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							Hardware Installation Planning 
Once an association with a fax channel is made, the voice port passes all fax-related 
data to the fax channel, which converts it into a format suitable for storage on the 
system hard disks. When the fax transmission/reception is complete, the voice port 
releases the fax channel and continues with the call session. The fax channel is 
immediately available to service other voice ports. 
FaxMemo Application Port Requirements 
Each FaxMemo application has unique requirements for fax-equipped ports on a 
Series 6 server. You can combine any or all FaxMemo applications on the same line 
groups, provided you allow enough FaxMemo cards to carry the call traf&. 
Fax Port Planning for Fax Mail 
For general purpose Fax Mail between outside callers and mailbox owners, and 
between mailbox owners, you need fax groups connected with both inbound and 
outbound line groups. The requirements parallel those for voice message handling. 
Inbound line groups with fax are required for outside callers or users depositing faxes 
in mailboxes and for users retrieving faxes online. Outbound line groups with fz are 
required for users to deliver their faxes to a fax machine, or to send a fax to an off- 
system number. (The “give fax message” option is handled by software and does not 
use a fax port.) 
Fax Port Planning for Fax Broadcast 
Fax Broadcast is like Fax Mail, but with many recipients for each fax message. Fax 
Broadcast allows a user to send a fax message to a number of people by using the 
VoiceMemo distribution list features. The sender uses an inbound fax-equipped 
port to send the fax to a personal distribution list or to a master broadcast mailbox. 
The server distributes the fax directly to on-system users (no fax port is needed for 
distribution). Fax groups connected with inbound and outbound line groups are 
required for users to retrieve their faxes as described in Fax Mail. 
If users broadcast often to off-system numbers, you must size the system with the 
appropriate number of outdialing ports that can use fax resources. 
Fax Port Planning for Guaranteed Fax 
In Guaranteed Fax, you include FaxMemo mailboxes in a hunt group with company 
or department fax machines to handle the overflow when the machines are busy or 
out of service. Guaranteed Fax requires an inbound line group with fax for the 
mailboxes on the hunt group. Faxes outbound from these mailboxes to fax machines 
need outbound fax port capability. If traffic allows, you can assign the outbound 
port capability to Fax Mail or Fax Broadcast outbound ports. 
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							Hardware Installation Planning 
Fax Port Planning for Fax Publishing 
A Fax Publishing application usually has some number of documents stored in 
special fau mailboxes on the Series G server. Callers that reach the system use their 
push-button phones to request that certain documents be faxed to them. Fax 
Publishing requires a minimum number of fax channels connected with inbound 
line groups to place the documents in the system for retrieval. 
If you allow callers to receive the fax documents online (that is, while calling from a 
fax machine), you need fax groups connected with an inbound line group. If you 
require callers to input the phone number of their fax machine for delivery, you only 
need fax groups connected with an outbound line group. If you offer callers their 
choice of methods, you need fax groups for both inbound and outbound line 
groups. You might require dedicated fax groups, depending on the number of calls 
expected and the number of faxes published sirnultaneonsly. 
Fax Port Planning for Walkaway Fax 
Walkaway Fax is a special feature that you can activate for Fax Mail, Fax Broadcast, 
and Guaranteed Fax applications. When Walkaway Fax is activated, callers can send 
from a normal fax machine (or PC with a fax card) to the Series G server just as if 
they were sending to another fax machine - they do not need to listen or respond to 
any voice prompts before sending a fax. 
Walkaway Fax by itself only requires fax groups connected with inbound line groups 
to deposit faxes. Depending on which other FaxMemo applications you are using 
with Walkaway Fax, mailbox owners may be able to use the same inbound line 
group to retrieve the faxes on line, or you may need fax groups on an outbound line 
group so that users can deliver their faxes to fax machines. 
FaxMemo Hardware Configuration Rules 
It is easier to plan fax cards if you familiarize yourself with these five hardware 
a 
configuration rules. 
Rule #l: Every voice port that either sends or rece’nres a fax must have 
access to 
a fax channel. 
Any call that either deposits a fax or retrieves a fax message on line (caller is calling 
from a fax phone) must be answered by a voice port with access to a fax channel. 
Likewise, any outbound call that delivers a fax must be made from a voice port with 
access to a fax channel. Voice ports in line groups that are not assigned to a fax 
group cannot send or receive faxes. 
Fax channels do not have to be assigned in a one-to-one relationship with voice 
ports. Because the FaxMemo cards use the h4VIP bus to communicate with the line 
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