NEC EliteMail Vms/Elitemail Limited Job Specifications Manual

							2 - 8Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
 
Table 2-2  Sample Worksheet 2 – The Opening Greeting
Worksheet
2The Opening Greeting
The opening greeting is recorded in a default transaction box ($Greeting).   You may select the default 
prompt or write an announcement suitable for your application. Also identify what should happen if 
the caller does not respond to the prompts.
System ID  
  $Greeting
 
Call Transfer
Transfer the calls reaching this box to an extension?
Day hours  
 Yes, to extension  
  
 No
Night hours                
           Yes, to extension _____    

 No
Call transfer type 

  Await Answer  for  
 4
   r i n gs      
 R e l e as e      
  Wait for Ringback  for ___ rings
            (3 rings or more)   (3 rings or more)
Transfer options
 
  
Announce   
  
Confirm   
 
Introduce    
 
Message Screen   
  
Screen    
  
None
(Use only with Await Answer call transfer)
Use call holding?
    Yes   
  Vox  
  No
(Do not use with Release call transfer)
Greeting
Day Greeting      I’m  sorry
, all of our technicians are answering other calls.
 Please hold and I’ll 
connect you
 to an operator.
                                              
Night GreetingYou’ve reached our network support desk after hours.
  You may leave a message 
for our technicians
.  Be sure to include your telephone  number.
                                                                 
Use one-key dialing during greeting?    
   Yes   

  No
 1=   ________     2 =   ________                 3 =   ________                 4 =  _________             5 =   _________
 6 =  ________     7 =   ________                 8 =   ________                 9 =   _________            0 =   _________
Action After Greeting
Day Night(check one box for Day hours and one box for Night hours)
 
  
Say “Goodbye” then hang up
 

  
Transfer the caller to the operator
 
  
Restart the call at the opening greeting
 
  
Route the call to another subscriber or transaction box  (Use Go-to-ID
)
 
  
Interview the caller  (Use Go-to-ID
 $PM)
 
  

Take a message
If taking message:
Maximum Message Length       
 180
   seconds     Allow caller to edit message? 

  Yes     
  No
Mark the messages urgent?    
  Yes   
  No    

  Ask
  Action after message?  Say Goodbye
   
Transaction Directory 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 9
SECTION 3 
W
ORKSHEET 3:  
O
PERATOR HANDLINGWhen callers reach your organization during normal business hours, they
must have easy access to an operator.  Callers need to know how and
when they can be connected to an operator. 
20. When is an operator available to handle calls?
Identify when an operator is available to answer calls.  Most organizations
have operator coverage only during normal business hours. Operator
availability during night hours varies widely from one organization to
another. 
If operator is not available for either day or night, check the No boxes and
go to the next worksheet.  
Transferring Calls to the Operator 
What is the operator extension number? 
Enter the actual operator extension number on the NEC telephone
system, both for day and night.  At many organizations, the operator
extension number is 0. If your operator has a different extension number,
fill in the blank with the number.  The voice mail system automatically dials
this extension when transferring a call to your operator.  The extension
numbers can be different for Day Mode and Night Mode. 
Call transfer type to use for the operator extension 
The voice mail system can transfer a call to the operator three ways.  If
you are not sure which to use, select Release, the most common method
for transferring to the operator. 

Release 
The voice mail system puts the caller on hold, dials the extension
and then releases the call to the NEC telephone system.  The voice
mail system does not check the progress of the call or the status of
the called extension.  If the extension is busy or not answered, the
telephone system determines what happens to the call.
Releasing a call to the operator clears the voice mail system port to
take other calls.

Await Answer 
The voice mail system puts the caller on hold and dials the operator.
If the operator answers within the number of rings specified in the
rings
 field, the voice mail system puts the caller through.  
						

							2 - 10Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
If the extension is busy or does not answer within the specified
number of rings, the voice mail system plays the operator greeting
and then takes an action (typically, goes to a special interview box).
For details on this call transfer type, refer to the EliteMail VMS/
EliteMail Limited Technician Guide.

Wait for Ringback
The voice mail system puts the caller on hold and dials the operator
extension.  If the extension rings the number of times specified in the
rings field, the voice mail system releases the call to the NEC
telephone system. 
If the extension is answered while the voice mail system is counting
rings, the voice mail system puts the call through.  If the extension is
busy, the voice mail system plays the extension greeting and takes
the specified action.  The operator cannot
 use call screening
features.  For details on this call transfer option, refer to the EliteMail
VMS/EliteMail Limited Technician Guide.

rings 
This specifies the number of rings the voice mail system waits for a
call to be answered.  The minimum number of rings is three.  
Enter the number of rings for your application.  Using three or four
rings is recommended.
 Table 2-3  Sample Worksheet 3 – Operator Handling
Worksheet
3Operator Handling
20. When is an operator available to handle calls?
Day

  Yes
   No
Night
  Yes

  No
Transfer Calls to the Operator  
   What is the operator extension number on the telephone system?  
Day    


  0 (zero) 

 _____    
                                                                                                              
Night  

  0 (zero ) 
_____
    Call transfer type to use for operator extension  

  Release
                                                                             
Await Answer         for ______ rings
                      
Wait  for Ringback   for ______ rings                
                             (3 rings or more)
Application Screen Page 3 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 11
SECTION 4 
WORKSHEET 4:  
S
YSTEM SCHEDULESMost organizations set regular working hours.  You can set up the voice
mail system to handle calls differently when your organization is open and
closed.  The voice mail system uses a Day Mode schedule to define the
hours your organization is open.  The rest of the time the system operates
in Night Mode.
You can define up to four different Day Mode schedules, and then assign
to different voice ports or transaction boxes different Day Mode schedules.
In most cases, however, you use only Schedule #1. This worksheet
defines only one schedule.  You can define others later.
31. Daytime Schedule
Enter regular business hours for your organization.  Sample completed
Schedules Worksheet is shown below.
Each working schedule you define for a site can be specified in three
different time ranges.  These ranges (a, b, c) define the hours classified as
Day Mode.  You may specify any range as Day Mode; it need not fall in the
range that is normally considered daytime.  For any hours 
not specified,
the voice mail system operates in Night Mode.
Typically, you specify only one range, such as 8:00 am - 5:00 pm Monday
through Friday.  However, if your organization has different weekend
hours, you may specify ranges for Saturday and Sunday.  The sample
schedule is completed for a business that is open from 9:00 am to 8:00 pm
Monday through Friday; from 10:00 am to 5:00 pm on Saturday, and 11:00
am to 3:00 pm on Sunday.
If your organization closes for lunch hour, you can specify Day hours as
8:00 am to 12:00 pm in range a and 1:00 pm to 5:00 pm in range b.  The
voice mail system is then in Night Mode from noon to 1:00 pm.
Ignore holidays?
In most cases, because your organization is closed on holidays, you want
the voice mail system to operate in Night Mode for 24 hours on those
days.  This is the default setting. If Schedule #1 should not
 follow your
regular Day Mode and Night Mode hours on official holidays (that is, if you
want Schedule #1 to operate in Night Mode for 24 hours) select No and fill
in 33. Holidays
.  If you want the system to follow your regular Day and
Night schedule on holidays, select Yes, and skip the 33. Holidays
 section
of the worksheet. 
						

							2 - 12Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
32. Schedule #4
Schedule #4 is a special schedule that stays in either Day Mode or Night
Mode 24 hours a day, all days a year.  The mode does not change unless
you change it at the console.  Use Schedule #4 to set a group of ports or
transaction boxes to stay in a particular mode regardless of the time of
day.  By changing the setting of Schedule #4, you can reset all the ports or
transaction boxes that use Schedule #4.  This field has no effect on
Schedules #1, #2, or #3.
33. Holidays
At most sites, the voice mail system operates in Night Mode for 24 hours
on any day marked as a holiday.  You may specify up to 18 holidays. List
only the day and month for each holiday.  You must update the holiday
schedule each year to cover holidays that fall on a different date each
year. 
34. Automatically adjust system for Daylight Savings Time?
The voice mail system can automatically adjust its internal clock for
Daylight Savings Time in those countries and locations that recognize it.
Select 
Ye s if you want the voice mail system to adjust for Daylight Savings
Time, and enter the dates when Daylight Savings Time changes.  If you
select 
No, you may still manually reset the computer clock twice a year for
Daylight Savings Time. 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 13
Table 2-4  Sample Worksheet 4 – System Schedules
Worksheet
4System Schedules
Use this worksheet to define the system Day Mode operating schedule. This usually matches the company 
office hours. All other hours the system operates in Night Mode. You may specify up to three ranges of 
hours and days for Day Mode operation.
31. Daytime Schedule   (Enter up to three ranges of hours and days for Schedule #1)
a:    
  9:00
    
am
 / pm  to     
  8:00
       
am / pm  on  
Mon  Tue  Wed  THu  Fri  
Sat
  S
Un
b:    
 10:00     
am
 / pm  to     
  5:00
       
am / pm  on  
Mon  
Tue  
Wed  T
Hu  
Fri  
Sat  S
Un
c:     
 11:00    
am
 / pm  to     
  3:00
       
am / pm  on  
Mon
  Tue
  Wed
  T
Hu
  Fri
  Sat  SUn
Ignore holidays?
  Yes

  No
32. Special Schedule (#4)     

  Day     
  Night
33. Holidays   (Write in the day and month of up to eighteen holidays)
          1 - J an            
  2 5 - D e c                     ___________   ___________   ___________   ___________   
   ___________    ___________    ___________   ___________   ___________   ___________   
   ___________   ___________   ___________   ___________   ___________   ___________   
34. Automatically adjust system for Daylight Savings Time?

Yes                      Date On        1-Apr   
     Date Off       28-Oct   
       No
Application Screen Page 4 
						

							2 - 14Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
SECTION 5 
W
ORKSHEET 5:  
D
EFAULT SUBSCRIBER 
S
ETTINGSThis worksheet helps you plan the default settings for every new
subscriber.
EliteMail makes adding subscribers with standard features quick and easy.
Just fill in Application Screen Page 5 with the settings you want for each
subscriber.  Then, each new subscriber you add has the settings you
choose on this default screen.  This saves you time, because you do not
have to configure each subscriber individually.  Of course, you can still
change any setting for any particular subscriber that wants settings
different from the default.
Use this worksheet to specify default settings for: Personal IDs, feature
access, call transfer, message waiting lamps, and message delivery.
Personal ID and Access Codes
Personal ID for Subscribers
First, write down the convention you want the system to use when creating
Personal IDs for the subscribers.
On the default setup, when you add a new subscriber, the system
automatically creates a unique Personal ID for the subscriber by adding 9
to the beginning of the subscriber Extension # ID (write as 
9X).  You can
change 9 to another number or string of numbers plus X (the extension
number). 

Although you do not have to base the Personal IDs on extension numbers,
this saves you from having to think of a unique Personal ID each time you
add a subscriber to the system.
If you want to change the default convention, enter that on the worksheet.  
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 15
Access Codes
Set up the access codes for each subscriber. Access codes allow or deny
particular features, such as special delivery options, the enrollment
conversation, and if subscribers can send open group messages. Specify
any combination except M and T of the following access codes:
 ANo Setup Options Access
This denies subscriber access to change setup options by
telephone. The subscriber cannot change personal
greetings, message groups, call transfer options,
message delivery, recorded name, spelled name, security
code, or directory listing. The access codes A and T may
be combined to deny access to all setup options 
except
personal greetings.
 BNo Receipt Summary
The system does not tell the subscriber that the messages
sent to a particular person are received, unless the
subscriber marks a message for explicit return receipt.
CNo Public Notify
This prevents the system from notifying the subscriber
when a public message is received. A public message is
not addressed to a particular extension. Use this code for
subscribers who have public message access (no P code)
but want their message waiting lamp lit only for messages
sent specifically to them.
DNot in Directory
Excludes subscriber from automatic directory.
EMessages by Extension
The subscriber leaves messages by extension number
instead of the first three letters of the last name.
FFirst-Time Enroll
The system enrolls the subscriber by telephone the next
time the subscriber calls the system. The system does 
not
deliver messages to subscriber with the 
F access code.
GCan’t Edit Greeting
The subscriber cannot change personal greetings.
ILive Monitor On?
Enables Live Monitoring for the subscriber.
Upgrade option on EliteMail Limited. 
						

							2 - 16Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
JAuto Live Monitor
Sets enabled Live Monitoring to automatic mode.
Upgrade option on EliteMail Limited.
KCan Edit Hold
The subscriber can change call holding by telephone.
LMessage Length 
The system announces how long new and old messages
last, for example 
“You have 3 new messages totaling 3
minutes, 20 seconds. Would you like to hear them?”
MMenu Mode Exclusively
The subscriber hears the system quick option menus for
all voice mail features, instead of the usual yes-and-no
conversation. This code cancels the T access code. 
NHands-Free Play 
This code turns on handsfree message retrieval. The
system does not ask the subscriber 
“Would you like to
hear them?”
 between message sources.
ONo Old Messages
The subscriber cannot review old messages.
PNo Public Messages
The subscriber cannot access public messages. Usually,
only one or two people at any site need access to public
messages.
QNo Urgent Messages
The subscriber cannot mark messages urgent.
RCan’t Redirect
The subscriber cannot redirect received messages.
SCan’t Send Message
The subscriber cannot leave messages for other
subscribers, guests, or groups.
TTraditional Order
The subscriber hears  four basic questions in this order:
Check new messages, Leave messages, Change
greetings, Review old messages.  To reach setup options
other than greetings, press # # after the system asks
“Would you like to do anything else?”.  The M access code
cancels this code. 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 17
Call Transfer
Transfer calls to subscribers?
Select 
Yes if you want the voice mail system to transfer calls to
subscribers.  When call transfer is 
Ye s, the voice mail system transfers
callers to the actual subscriber extension.  If the extension is busy or does
not answer, the caller may leave a message.
If you select 
No, callers may leave a message in a subscriber voice
mailbox, but they cannot directly reach a subscriber extension without
going through the operator.  Select 
No if you want to use voice mail only.
UNot to Subscribers
The subscriber cannot send messages to other 
subscribers. The subscriber can leave messages for 
guests and message groups.
VNo Private Messages
The subscriber cannot mark messages private. Any
message the subscriber sends may be redirected by the
recipient.
WNo Future Delivery
The subscriber cannot mark messages for future delivery.
XNo Receipt Request
Subscriber cannot mark messages for explicit return
receipt. The subscriber cannot cancel a return receipt
marked automatically by the system.
YNo Open Groups
The subscriber cannot create open message groups, or
leave messages for open message groups. The
subscriber can still create and leave messages for private
message groups.
ZAutomatic Receipts
The system automatically marks 
every message sent by
the subscriber for return receipt requested. 

To avoid redundant return receipts and receipt summary
announcements, never use this code without also using
the 
B access code.