Mitel Fax Memo Manual

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VoiceMemo Release 6.OA and later 
QED Set Fax Storage limits 
9. Go to the FaxMemo Limits Menu. 
10. Set the maximum number of faxes allowed to be stored in a mailbox. 
Select: (B) FaxMemo Message Count 
prompt: Enter maximum number of fax messages allowed 
Response: The maximum number of faxes (O-73) allowed 
or 
0 (zero) or a period (.) to allow an unlimited number of faxes to be 
stored. 
11. Go to the Message Retention Limits Menu. 
12. Set the number of hours the server retains played fax messages. 
Select: (A) Played Fax Message Retention 
prompt: Enter hours to keep played fax messages 
Response: The number of hours (o-8760) a played fax message is kept, if not 
deleted by the user. 
13. Set the number of hours the server retains unplayed fax messages. 
Select: 
(B) Unplayed Fax Message Retention 
prompt: Enter hours to keep unplayed fax messages 
Response: The number of hours (o-8760) a unplayed fax message is kept. 
14. Set the number of hours the server retains urgent fax messages. 
Select: (C) Urgent Fax Message Retention 
Prompt: Enter hours to keep urgent fax messages 
Response: The number of hours (o-8760) a urgent fax message is kept. 
15. Set the number of hours the server retains fax receipts. 
Select: (D) Fax Receipt Retention 
prompt: ELnter hours to keep receipts 
Response: The number of hours (o-8760) a ax receipt is kept, if not deleted by the  f 
user. 
16. Save the modified limits by exiting to the System Configuration Menu. 
Reference 
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							CP7509 
Configure Time Zones fo,r FaxMemo 
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VoiceMemo Release 6.OA and later 
This procedure describes how to configure time zones so that the correct time stamp 
appears on the default cover page of outgoing faxes. 
Step Note: The server does not put a time stamp on company cover pages or personal cover 
pages. If your FaxMemo applications do not use default cover pages, you do 
not need to configure time zones. 
1. Reach the Time Zone Configuration Menu from the System Maintenance - 
Additional Options Menu. 
2. Identify the time zone that you want to configure. 
Select: 
(A) Current time zone 8. 
prompt: Enter timezone number to modify: 
Response: The number (l-26) of the time zone that you want to configure. vienu Map 12 
Note: Time zone 
1 is automatically used as the local time zone for 
the Series 6 server. Be sure to configure a name for time 
zone 1, but do not configure an offset. 
3. Set the number of hours difference (offset) from the local time zone of the Series 6 
server. 
Note: Each mailbox also has a Time Zone Offset 
parameter. When sending 
a fax from a mailbox that uses a default cover page, the server looks 
for a time zone configured here that matches the offset in the 
mailbox. The server prints the name of the matching time zone on 
the default cover page. 
Select: (B) Set current time zone offset 
Prompt: Enter time zone offset (3 char): 
Response: The number of hours difference between the time zone of the Series 6 
server and the time zone of the mailbox owner. Valid values are -23 to 
+23. 
- 
4. Enter a name for the time zone. 
Select: (C) Name time zone 
Prompt: Enter time zone name: 
Response: A name (up to 35 characters) that identifies the time zone. You can use 
the full time zone 
name, such as Pacific Standard Time, or an 
abbreviation, such as PST. 
5. Repeat steps 2 through 4 until you have set values for all time zones used by 
mailbox owners. 
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VoiceMemo Release G.OA and later 
Step 
6. Verify the settings that you have made. 
Select (D) Display 
zone name 
&-~mpt: Display Time Zone 
----------------- 
(A) Show a time zone 
(B) Show all time zones 
(X) Exit 
Response: B to see a table of all 26 time zones, or 
A to see the configuration of one specific time zone. 
7. When you are satisfied with the time zone settings, exit to the System MainteQance 
Menu. Reference 
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							Define a Fax Group 
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VoiceMemo Release 6.OA and later 
This procedure describes how to define a fax group and connect it with line groups. It 
assumes that you have already added the line cards and fax cards to the Resource 
Manager configuration. 
Step Re$rence 
1. Reach the VoiceMemo Configuration Offline Menu, then go to the Fax Group 
Menu. 
Enter the requested information, as described in the following steps, from your 
completed FaxMemo Card Planning Worksheet. 
2. If desired, use the menu options to show all defined fax groups and/or show 
unassigned fax channels. 
3. Specify the fax group number that you want to define. 
Select: (G) Current Fax Group 
f’rompt: Enter a group number = 
Response: Number of the fax group (l-42) to that you are defining. 
4. Identify the module for the fax group. 
Select: (M) Module of Current Fax Group 
prompt: Enter module number = 
Response: Number of the module (l-4) that contains the fax cards that you want 
included in the fax group. 
5. Add the desired fax channels. 
Select: (B) Add Channels to Current Fax Group 
prompt: Enter fax channels to add = 
Respanse: The fax card slot number (O-l 5) and channel number (O-8) that you 
want to add to the fax group. Separate the two numbers with a colon (:>. 
Any of the formats shown in the following examples are valid: 
Ekdmp Le Specif;es 
* 
All channels in the given module 
10:* All channels on the fax card in slot 10 
8-10 All channels on fax cards 8 through 10 
V:O-10:2 All channels on the card in slot 9 through channel 2 on the 
card in slot 10 
7:0,8:1,9:* Slot 7 channel 0, slot 8 channel 1, and all channels on the 
fax card in slot 9 
Depending on the Series 6 server model that you have, your server may 
have fewer than 15 slots and fewer the 8 channels on a fax card. rlenu Map 13 
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VoiceMemo Release 6.OA and later’ 
step 
6. Drop any desired fax channels. 
Select: 
(D) Drop Channels from Current Fax Group 
Prompt: Enter fax channels to drop = 
Response: Channels(s) to remove from the current fax group; values and formats 
are the same as described above for adding channels. 
7. Repeat steps 2 through 6 for each fax group that you want to define. Note that if 
you have lime groups that have cards in more than one module and you want to give 
those line groups fax capability, you must define a fax group for each module. 
8. 
8. Exit from the Fax Group Menu back to the Lime Groups Menu. 
9. Select a line group that you want to associate (connect) with one or more fax 
groups. 
Select: 
(G) Current Group 
prompt: Enter a group number = 
Response: Number of the line group (142) to that you want to connect with fax 
groups. 
10. Identify the fax group(s) to associate with the line group. 
Select: 
(C) Fax group connections for current line group 
prompt: Line group x, Module y: 
(where x is the line group that you selected in step 9, and y is the first 
number of the first module that has voice ports in line group x.) 
Response: Number of the fax group (142) to that you want to connect with the 
line group. You can connect a fax group with more than one line group. 
The system requests a fax group number for every module that has voice ports in the 
line group. 
- 
11. Repeat steps 9 through 10 for each line group that you want to associate with fax 
groups. 
12. Exit to the VoiceMemo Configuration Offline Menu, saving the changes. 
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							4 Software Configuration Planning 
This chapter is designed to help you plan the changes that you must make to your 
software configuration when you add FaxMemo applications to your Series 6 server. 
It describes all of the software options for FaxMemo, and explains how they are used 
in the various applications. 
Planning Your FaxMemo Configuration 
Before you can configure any FaxMemo applications, you must first assign fax 
groups to any line groups that will carry fax traffic. You can then plan and configure 
the applications you choose to enable, including any of the following tasks: 
l Assign fax options to existing classes of service (COSs) 
0 Update current mailboxes and create fax broadcast mailboxes (if 
required) for each new FaxMemo user 
0 Create Fax Publishing mailbox trees and/or chains 
l Create and configure Guaranteed Fax mailboxes 
0 Create master fax distribution (broadcast) lists 
0 Create and store a company fax cover page 
Each of these tasks is covered in detail under the application name. 
Off line Configuration 
a 
After you install the FaxMemo cards but before you assign fax features to COSs, you 
must create fax groups and then associate (connect) the fax groups with line groups. 
The FaxMemo Card Planning Worksheet from the previous chapter has spaces for 
the information that you need. Use the most recent Configuration Report to 
determine which line groups to connect with fax groups. 
FaxMemo Classes of Service (COSs) 
The system administration menus contain FaxMemo configuration parameters for 
feature, limit, and network classes of service (FCOS, LCOS, and NCOS). All of 
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							Sofmwe Configuration Planning 
these options are described below. Read through their descriptions before 
completing the remaining worksheets. Some of the options are similar to those for 
voice messaging, but some are unique to fax handling. When you assign a FaxMemo 
feature to a mailbox, the appropriate user and outside caller prompts are enabled 
automatically. The voice prompts are described in the User Guidefor VoiceMemo 
and FaxMemo. 
Fax Features 
The feature bits described below are included with FaxMemo. 
190 Receive fax messages (master feature) 
This feature allows a mailbox to receive fax messages. When callers reach the 
mailbox, they are first prompted to leave a voice message, then prompted to press L 
to leave a fax with the voice message. Callers can ignore the message prompt and 
press L to leave a fax without a voice coversheet. When the user accesses the 
mailbox, the user is informed that there is a message with a fax there and given 
options to retrieve the fax online or direct the fax to a fax machine after hearing the 
voice message. 
Note: The mailboxes must also include one or more of the fax delivery 
features 
(193, 194,195, 237) to permit the users to retrieve faxes 
stored in the mailboxes. 
If feature bit 240 is enabled, callers do not needto press L to begin 
sending a fax; the system will detect an incoming fax when it does 
not hear speech. 
191 Make fax messages 
When this feature is assigned to a mailbox, the mailbox owner can make a voice 
message, and then press L to leave a fax with the message. The fax is then delivered 
to the addressed party or parties with the voice message. 
192 Give fax messages 
This FaxMemo feature allows users who are able to receive faxes in their mailboxes to 
forward the faxes along with voice comments directly to other users or to outside 
lines. They cannot include another fax as a comment. 
Note: This feature requires feature bit 190. 
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							Software Configuration Planning 
193 Deliver fax to default fax phone number 
This feature allows a user to have faxes delivered to a personal (default) fax telephone 
number after listening to the voice annotation. This number can be a department or 
company fax machine and is entered by the system administrator during 
configuration. When the user selects this option, another menu is played giving 
further options to schedule delivery, cancel delivery, or deliver the fax now. 
Note: This feature requires bit 190. The system must have a fax group 
connected to an outbound line group to deliver faxes to phone 
numbers. 
194 Deliver fax online 
This feature permits users accessing their mailboxes from a fax phone to receive 
stored faxes online. 
Note: This feature requires feature bit 190. The system must have a fax 
group connected to an inbound line group to deliver faxes online. 
195 Deliver fax to designated telephone number 
When this feature is included in a mailbox and the user wishes to retrieve a fax or 
deliver it to someone else after listening to the voice annotation, the prompt 
Press 
I to input a number for this fm 
is included in the fax transmittal options menu. After the user selects I and inputs 
the number, another menu is played giving the choices of scheduling the delivery, 
canceling it, or having the fax delivered now. 
Note: This feature requires bit 190 for fax functionality and bit 95 to 
schedule fax delivery. The system must have a fax group connected 
to an outbound line group to deliver faxes to phone numbers. 
Additionally, a “fax pager index” must be set in the user’s mailbox. 
196 User changeable default fax phone number for fax del’kery 
This feature allows users to change their personal (default) fax delivery numbers 
through the user options menu in their mailboxes. 
Note: This feature requires bit 1%.  
						

							Sohare Configuration Planning 
197 Fax on demand 
198 Receive fax messages only 
199 
200 
This feature is for Fax Publishing. When it is assigned to a greeting only mailbox, 
the caller is greeted and given a prompt to get ready to receive the fax deposited in 
the mailbox, either online or at another number. The mailbox LCOS and RCOS 
control the delivery features. 
Note: This feature requires feature bit 194 and/or 195. 
This feature prevents a mailbox from receiving voice messages and allows it to receive 
only fax messages. It is used for both Guaranteed Fax and broadcast mailboxes in 
Fax Mail. No greeting or prompts are played to the calling pyty and only faxes are 
recorded. A fax session starts immediately when the server arkvers the call. 
A Guaranteed Fax mailbox must have both this bit and message delivery enabled. 
Note: This feature requires feature bit 190. 
Automatic receipt for fax message sent 
When this feature is included in a mailbox and the user schedules a fax delivery, a 
receipt with a time stamp is automatically placed in the sending user’s mailbox. 
Fax cover page 
This feature causes the system to send a cover page with outgoing faxes. The cover 
page identifies the user as the fax recipient at the company or department fax 
machine. Mailbox owners can fax a personal cover page into their mailboxes which 
th e system sends each time they retrieve faxes. When a cover page is deposited in the 
system administrator’s mailbox, it becomes the company fax cover page and it is 
delivered with faxes retrieved by users who do not have a personal cover page. If 
neither a personal cover page nor a company cover page is available, the system 
generates a default cover page. 
If this bit is not enabled in an FCOS, the system does not send any cover sheet with 
outgoing faxes. 
Note: Feature bit 230 disables the mailbox personal fax cover page option 
so that mailbox owners cannot override the company or default 
cover page. 
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							Software Configuration Planning 
203 Walkaway fax 
A mailbox with this feature is set to expect calls from fax machines rather than from 
live callers. When a call is routed to a mailbox with this feature, CNG detection is 
enabled while the mailbox greeting is playing. If the system detects fax tone, it 
processes the incoming fax. If it does not detect fax tone, it plays the recorded 
mailbox greeting and prompts. This permits callers 
to dial into a user’s mailbox and 
immediately send a fax without a voice coversheet, and without having to respond to 
prompts or monitor the call. 
Feature bit 256 causes the system to play a brief introductory prompt for walkaway 
fax mailboxes. 
Note: When feature bit 203 is active, the system listens@ fax tone 
(CNG) in order to act like a receiving fax machine when the call is 
initiated by a sending fax machine. 
When feature bit 240 is active, the system always defaults to 
accepting a fax when it does not detect voice. This is similar to the 
function of bit 203. However, callers will hear fax signals if their 
voice recording times out. 
This feature requires feature bit 
190. 
206 Fax delete 
This feature automatically deletes a fax from a mailbox after it has been delivered. It 
is used in Guaranteed Fax to prevent resending the same message to the fax machine. 
Note: Feature bit 237 (Automatically deliver fax to default number) 
overrides this feature. 237 is for user mailboxes, not guaranteed fax 
mailboxes. Do not use both bits in the same FCOS. 
207 Fax verify 
This feature is assigned to Guaranteed Fax mailboxes which are on the same hunt 
group as the fax machines. It checks incoming faxes with those already stored in the 
mailbox to prevent the same fax from rotating through the hunt group and getting 
stored in the mailbox again when the fax machine is down or busy. 
230 Deny change to fax cover page 
This feature disables a mailbox owner’s ability to create a personal fax cover page. If 
feature bit 200 is enabled, the system will send either a company cover page (if one 
has been placed in the administrator’s mailbox) or the system default cover page. 
This feature has no effect if bit 200 is not enabled. 
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