NEC EliteMail Vms/Elitemail Limited Job Specifications Manual

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual1 - 3
SECTION 4 
A
BOUT THIS MANUALThe Quick Install method has two basic functions:

Fill in the Worksheets
The first half of this manual explains how to fill in each worksheet.
After the worksheets are completed, you should have a solid
understanding of what the application really is and how to make it
successful. A complete set of blank worksheets is included in
Appendix A.
Worksheets 1-13 are basic worksheets that should be completed for
every
 installation using automated attendant or voice mail features.
Worksheets 14-17 are advanced worksheets that cover such
features as automatic call routing, audiotext applications, interviews,
multilingual systems, and numeric directory assistance. They should
be completed only if required for the site application.
Many system features are preset with default values when the
software is shipped. The default setting for an option is marked
with *
.

Fill in the Screens
The second half of the manual helps you to fill in the system screens.
After you complete the worksheets, it is easy to configure the system
because the line numbers and blanks on the worksheets correspond
with the field numbers and labels on the screen. Each worksheet
identifies the corresponding system screen.
SECTION 5 
E
LITEMAIL LIMITEDDescriptions and procedures in this manual are intended for both EliteMail
Limited and EliteMail VMS.   Refer to Figure 1-1 EliteMail Limited Banner
Screen.  The only difference between the banner screens should be the
system title and the recording time.  The differences that make the
EliteMail Limited unique are described below. 
						

							1 - 4 Job Specification Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Refer to Figure 1-2 FMS( )-U10 ETU.  The 64 MB IDE Flash Memory
module is configured as a single-drive partition for the Electra Elite 48
telephone system (it can also be used in the Electra Elite 192).   System
configuration and differences are described below.

System Configuration
• 40 subscriber mailboxes
• 2 or 4 ports
• 4 hours message storage and live recording time
• Single system language

EliteMail Limited has No softkey or Live Monitoring ability, but they
are being considered as add-on options.
Figure 1-1  EliteMail Limited Banner Screen
NEC Corporation should read NEC America, Inc. 
						

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Job Specifications Manual1 - 5

Available Recording Space Warning
The Disk Full warning at 15 mins left field on Easymade Application
Page 6 also sets the minimum storage space allowed for live record
messages.  For EliteMail Limited only, subscribers are  prevented
from using live record when the available storage space is less than
or equal to twice the indicated disk full warning value.
Live record messages can quickly fill up available storage
space. Subscribers are encouraged to promptly delete all
unnecessary voice and live record messages.
Figure 1-2  FMS( )-U10 ETU 
						

							Job Specifications Manual2 - 1
Fill  in the Worksheets
 

SECTION 1 
W
ORKSHEET 1:  
S
ITE INFORMATIONUse this worksheet to collect information about the NEC telephone system
that may be helpful to a service technician in the future.  Although providing
the information on Lines 1-6 has no
 effect on how the voice mail system
operates, filling in this worksheet is a good way to keep the information in one
place.
1. Site name
Enter the name of the site where the voice mail system is installed.
2. Contact name and telephone #
Enter the name of the contact person at the site. The person is usually a
System Manager. Enter the work telephone number of the contact person,
including the extension number.
Calls Answered
3. Total number of trunks/Total number of stations
Enter the number of trunks and stations in the NEC telephone system.
Number of calls per day
Enter the average daily number of calls the telephone system handles.
4. Day calls /Night calls to be answered
Select the calls the voice mail system answers, and when. It can answer all
incoming calls or only certain trunks, depending on the site needs. You can
also set whether or not it answers calls differently during normal office hours
(Day Mode) than after hours (Night Mode). Your choices are:

All trunks 
The system is a primary automated attendant and answers all incoming
calls. Callers may reach an operator or receptionist if they press a
particular touchtone or have a telephone that lacks touchtones.

Some trunks
A live operator answers most calls. The system is a back door
automated attendant to answer either overflow calls or incoming calls on
a particular set of trunks. 
						

							2 - 2Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited

No trunks
An operator answers all incoming calls first, then may forward certain
calls to the voice mail system. In this configuration, the system
automated attendant features are not used.
5. Action to Take for Overflow Calls
Choose how the voice mail system handles incoming calls when all its
ports are busy:

Ring system until it answers
When all ports are busy, an incoming call continues to ring until an
EliteMail port is free. If the system is being used as an automated
attendant, this causes all outside ports to be handled by EliteMail
.
Ensure that the number of ports on the system can handle the call
traffic you expect.

Forward calls to Operator
When all EliteMail ports are busy, an incoming call is forwarded to a
live operator.

Issue busy tone
When all EliteMail ports are busy, incoming callers hear a busy
signal. They must hang up and call back.
System Access Numbers
6. Trunk Pilot Number
Enter the telephone number that outside callers dial to reach the voice
mail system. Leave this field blank if the voice mail system only answers
forwarded calls.
Number of trunks answered by system
Enter the number of trunks that the voice mail system answers.
Alternate trunk numbers
Enter other published telephone numbers that outside callers use to reach
the system, such as 800 numbers and service numbers.
7. Voice Port Stations
Enter the number of voice mail ports on the system. 
						

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Job Specifications Manual2 - 3
Station Pilot Number
Enter the extension or telephone number that subscribers use to dial the
voice mail system internally. This is also called the 
master hunt group
number
.
Station Number for each voice mail system port
Enter the physical station number of the NEC telephone system that is
connected to each port of the voice mail system. (
e.g., a 4-port system has
only 4 blanks filled in.)
Telephone System Information
Keypad Map
Indicate which keypad map the voice mail system uses. The keypad map
defines how letters and numbers are arranged on the touchtone keypad.
The system supports several keypad maps, including a numbers-only
map. The keypad map is set automatically during installation.
If the numbers-only keypad map is used, subscribers send messages to
other subscribers, guests, and message groups by pressing numbers
instead of letters. You can also set up numeric directory assistance for
outside callers.
If you want to set the system for a keypad map other than the default, you
must run a special utility.
For details about the numbers-only keypad map, numeric directory
assistance, or changing the keypad map, refer to the EliteMail VMS/
EliteMail Limited Technician Guide. 
						

							2 - 4Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Table 2-1  Sample Worksheet 1 – Site Information
Worksheet
 1Site Information
1. Site name   The Franklin Shipping Company  
                              
2. Contact name   Jonathan Winter 
               Telephone  # 214-555-1000 
            
Calls Answered
3. Total number of trunks          12         
Total number of stations        75Number of calls per day     800   
   
4. Day calls to be answered   (select one)
             
      All trunks
                   Some trunks
                   No trunks   (forwarded calls only)
Night calls to be answered   (select one)

    All trunks
    Some trunks
   No trunks   (forwarded calls only)
5. Action to take for overflow calls, when all system ports are busy   (select one)

      Ring system until it answers   (System answers as soon as a port is free.)
      Forward calls to Operator   (Live Operator handles overflow calls.)
      Issue busy tone
System Access Numbers
6. Trunk pilot number 214-555-1000
Alternate trunk numbers 800-555-2001
 Number of trunks answered by system        4
 
7. Voice Port Stations                           4Station pilot number   
  71
Station Number for each port:
1.              201        
5.    
                        
9.                            
13.                          
17.                          
21.                          
25.                          
29.                          
33.                          
2.               202         
6.                                
10.                             
14.                             
18.                             
22.                            
26.                             
30.                             
34.                             
3.             203          
7.                             
11.                           
15.                           
19.                           
23.                           
27.                           
31.                           
35.                           
4.               204        
8.                             
12.                           
16.                           
20.                           
24.                           
28.                           
32.                           
36.                           
Application Screen Page 1
Telephone System Information
Manufacturer   
  NEC
   Model  Electra Elite
     Software Release #   
     
Switch Setup Screen Page 1
Keypad Map
Default (Q=7, Z=9)
QZ on the 0 Key       
Numbers Only Keypad
  
QZ on the 1 Key
Swedish Keypad 
						

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SECTION 2 
W
ORKSHEET 2:  THE 
O
PENING GREETINGYou should customize the opening greeting for your application. Ensure
that the quality of the recording is good. Keep background noise to a
minimum, and don’t overwhelm callers with a long list of options. Include
the name of your organization, and be sure to thank people for calling.
This worksheet helps you plan your opening greeting.  You can set up
different opening greeting prompts for the system Day Mode and Night
Mode.
Greeting
Day Greeting / Night Greeting
Enter the text of the day and night greetings for the transaction box.
The caller hears either the day or night greeting when call transfer is
turned off, or the extension is busy or does not answer. 
Use one-key dialing during greeting?
If this transaction box uses one-key dialing, enter the System IDs.
The one-key dialing menu lets you set up single digits to represent full
System IDs for other transaction boxes, interview boxes, or extension
numbers.  Enter an existing System ID for each single digit the caller may
press.  As you record the greeting, include pauses in your recording so the
caller has time to make a selection.
One-key dialing lets the caller press a single digit during or after the
greeting; the system translates that single digit to the corresponding
System ID, and routes the call accordingly.
Action After Greeting
Select the action, for Day and Night Mode, the system should take if the
caller doesn’t press touchtones during the greeting.  
If greeting is not recorded, the voice mail system takes this action
immediately.
You may specify a different action to be taken during Day Mode than
during Night Mode. The possible actions are described below.

Take a message
Take a message from the caller. This is the most commonly used
option. 
						

							2 - 6Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited

Transfer to operator
Transfer the caller to the operator.

Say Good-bye
The system says 
“If you need further assistance, press the pound
key now. Thank you and good-bye”
 and hangs up.

Hang up
The system hangs up, without saying good-bye.

Go to another ID
The system routes the caller to another System ID you enter.

Restart the call
Except in special applications, return the call to the opening greeting
that answered the call.
If Take a Message is Used
If you want the transaction box to take a message, answer the rest of the
questions on the worksheet.

Maximum Message Length
Enter maximum time in seconds a message from an outside caller
can last.

Allow caller to edit message?
Specify if callers should be asked if they want to record again or add
to their message to the subscriber.

Mark the messages urgent?
Indicate how the system marks the priority of messages from outside
callers. Select 
Ye s to automatically mark 
all messages from outside
callers urgent. Select 
No to leave messages from outside callers
unmarked. Choose 
Ask if you want the system to 
ask outside callers
if the message should be marked urgent. 
						

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Action after message?
Choose how the system handles callers after they record a message.
The system cannot take another message. The possible choices are:
• Transfer to operator
Transfer the caller to the operator.
• Say Good-bye
The system says 
“If you need further assistance, press the
pound key now. Thank you and good-bye”
 and hangs up.
• Hang up
The system hangs up, without saying good-bye.
• Go to another ID
The system routes the caller to another System ID you Enter.
• Restart the call
Except in special applications, return the caller to the opening
greeting that answered the call.