NEC EliteMail Vms/Elitemail Limited Job Specifications Manual

							2 - 28Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
If the fax extension is answered while the voice mail system is
counting rings, the voice mail system puts the fax call through.  If the
extension is busy and call holding for the fax extension is turned off,
the voice mail system takes the alternate action (typically, transfer to
the operator).
Use call holding?
Indicate whether or not caller can hold if the fax extension is busy.  To use
call holding, you must use Await Answer or Wait for Ringback call transfer.
The system provides two call holding types. You can set the system so
that outside callers can press 
1 or say 
“Yes” to hold for an extension.
With this first type, outside callers must have touchtone telephones.  With
the second type, outside callers do not need touchtone telephones: The
system listens for spoken sound, using the system voice detect feature.
On the worksheet, select 
Ye s if callers should press a touchtone to hold for
the Public Fax Box.  Select 
Vo x if callers should say 
“Yes” to hold. Select
No if call holding should be turned off for the Public Fax Box by default.
Alternate Action
Indicate how the system should handle the caller if the transfer to the fax
extension is unsuccessful (and call holding is not allowed). The most
common choice is transfer to operator. The possible actions are as follows:

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

Transfer to operator
Transfer the caller to the operator.

Restart the call
Return the caller to the opening greeting.

Go to another ID
The system routes the caller to another System ID.  Enter the System
ID if you choose this option.

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

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Announce Options
Indicate if the system should send a public notice when it transfers a call to
the fax machine, and if it asks the person sending a manual fax to record a
message describing the fax and who it is for.  Values include: 
Always,
Voice, 
Post, and 
Never.   
If you use fax notification, the fax notice is delivered to the Operator Box
and received by any subscriber who has public message access.
(Typically, this is the operator or System Manager.) 
Ask Caller to 
Record a 
Message?Notify when Fax Call is 
Transferred?
AlwaysYe sYe s
VoiceYe sOnly when caller records a 
voice message
PostNoYe s
NeverNoNo 
						

							2 - 30Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Table 2-8  Sample Worksheet 8 – Public Fax box
Worksheet
8Public Fax Box
You can route incoming faxes to a particular extension, called the Public Fax Box. This extension is then con-
nected to one or more fax machines. Use this worksheet to specify how to set up the Public Fax Box. If you are 
not using the Public Fax Box, you may skip this worksheet.
Fax ID: 
 $_FAXBOX         

  FAX (329)      
  Other: ____________________
Voice Name:    

“...the Public Fax Box...”        
  Other: ____________________
NOTE: If you use the default Fax System ID, callers cannot dial the Public Fax Box directly. 
Transfer calls to the Public Fax Box?

  Yes, to extension   
  345
      
 No (Turn off Public Fax Box)
Call transfer type

  Await Answer  for   4
  rings      
   Release    
 Wait for Ringback  for ___ rings
Use call holding?

  Yes  
  Vox  
  No   (Do not use holding with Release call transfer type)
Alternate Action:  (if fax call transfer is unsuccessful)
    
Say Goodbye then hang up                       
Route  call to another subscriber or  transaction
    

Transfer the call to the operator                         box (Use Go-to-ID -> ______)
    
Restart the call at the opening greeting     
Hang up
Announce Options
Use this decision chart to decide how to handle manual fax calls and how to announce calls that are transferred 
to the Public Fax Box. Circle the choice you want for Announce=.
Application Screen Page 6
Announce =
NEVERAnnounce =
POSTAnnounce =
ALWAYSAnnounce =
VOICE Send a public announcement
when a fax call is transferred?Ask caller to record an introduction
?
Send a public announcement
when a fax call is transferred? YES
NO
NONOYESYES 
						

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SECTION 9 
W
ORKSHEET 9:  
S
UBSCRIBER LISTSubscribers can be enrolled on the system by range or individually.  There
are advantages and disadvantages to each method.
Before you fill in, read
 Ways to Enroll Subscribers below to decide which
method to use. 
If you enroll subscribers by range, use worksheet
 to list starting and
stopping Extension # ID of each range. 
If you enroll subscribers individually, use worksheet
 to list the extension
number and name of each subscriber you want to add to the system.  If
you already have a list of subscribers, use it instead of this worksheet.
Ways to Enroll Subscribers

A System Manager can  enter each subscriber ID and spelled name,
record a name, and set any special options to enroll individual
subscribers at the console. 

A System Manager can add a range of subscriber mailboxes with the
F
 access code, and let subscribers enroll themselves by telephone
when they first call the system. 
When using enrollment by telephone, the System Manager may want to go
through the Personal Directory in ID sort order and enter the full name of
each subscriber.  
Extension # ID Range 1, 2 and 3
If you decide to add subscribers by range, write down the starting and
stopping Extension # ID of each range.  If you have more than three
ranges, make copies of the worksheet.
Extension / Last Name / First & Middle Names
Enter each subscriber you want to add to your system, in extension
number order, beginning with the lowest extension number.  This makes it
easier to add the subscriber to the system later.
Unlisted
Indicate if any subscribers should not
 be listed in directory assistance.
Some subscribers may not want to be in directory assistance, so that
outside callers can’t get their extension number without asking the
operator.  If the site uses automatic directory assistance, subscribers can
change their automatic directory listing by telephone anytime, by
accessing setup options.  If the site uses numeric directory assistance,
only a System Manager can add or remove someone in the numeric
directory. 
						

							2 - 32Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
   
Table 2-9  Sample Worksheet 9 – Subscriber List
Worksheet
9Subscriber List
Page 1   of   1
To add subscribers 
by range, list the range of Extension IDs (for example, 210-320). To add subscribers 
one-by-one, make copies of this worksheet and create a list of all subscribers. For each person, enter the 
full name and extension number, with the lowest extension first.  Check off any subscriber you do 
not want 
listed in directory assistance. If you have a list or directory of all personnel and their extension numbers, 
you may use it in place of this worksheet.
Extension # ID Range 1Start:
           220              Stop:
          241               
Extension # ID Range 2Start:
           247              Stop:
          360               
Extension # ID Range 3Start:
 ____________   Stop:
 _____________
EXTENSION LAST NAMEFIRST & MIDDLE NAMESUNLISTED
                                                                                            
________      
 
 
 
                                                          
                                                                 
                                                                 
                                                                      
                                                                 
                                                                   
                                                                 
                                                                   
                                                                  
                                                                 
                                                                 
                                                                 
                                                                 
                                                                
                                                                 
                                                                 
                                                                 
Personal Directory Screen 
						

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SECTION 10  
W
ORKSHEET 10:  
G
UESTSSome subscribers may wish to provide more personal call handling for
special clients, contacts, friends, or family.  Rather than accessing the
system as outside callers, these individuals can be enrolled as guests of a
particular subscriber.  Each guest receives a Personal ID.  The system
greets guests by name and gives them immediate access to their host
subscriber voice mailbox.
A guest can leave messages for the host subscriber and receive
messages from the host subscriber the same way other subscribers leave
two-way messages.
Use this worksheet to list each guest on the system, and the guest host
subscriber.  Be sure to ask subscribers to identify guests they would like
added to the system.
Host Subscriber 
List the name of the subscriber who hosts the guest.  Only the subscriber
host can leave messages for the guest and receives two-way messages
from the guest.
Guest Name 
List the guest name. There is no limit to the guests a subscriber may host.
If the system uses a lettered keypad, the host can use the first three letters
of the guest last name to leave messages for the guest. Otherwise, the
host can use the guest Personal ID.
Guest Personal ID
Enter the Personal ID the guest uses to access messages from the host
subscriber.  Like any other System ID, the guest Personal ID must be
unique.  For details, refer to the EliteMail VMS/EliteMail Limited Technician
Guide.
Urgent?
Specify if the guest can send urgent messages to the host subscriber. 
						

							2 - 34Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Table 2-10  Sample Worksheet 10 – Guests 
Worksheet
10Guests
Page  1  of   1Page  1  of   1
A subscriber may have one or more guests.  Guests can leave and  receive messages on the system, but  
only with their host subscriber. Guests are usually important clients, family members, or others with whom 
a subscriber wants regular, two-way communication.  Copy this worksheet and enter each host subscriber, 
guest name, and guest Personal ID. If the subscriber wants to receive the guest messages as urgent mes-
sages, check  the urgent block.
HOST SUBSCRIBERGUEST NAMEGUEST PERSONAL IDURGENT?
Doug Wood          Alice Wood                 925423       
                         Brian Wood        94437        
                            Jaime Wood                9559         
                                                                
James Cole         Alan Green                92626        

                                                          
                                                         
Bob Thompson       Helen Thompson            943536       
                                                         
                                                         
                                                         
Personal Directory Screen 
						

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SECTION 11   
W
ORKSHEET 11:  
M
ESSAGE GROUPSThe voice mail system lets you create message groups of subscribers to
make it easy to send the same message to several people at once.   When
you send a message to a message group
, it is available to all members of
the group. 
Subscribers can create and maintain their own message groups from any
touchtone telephone.  A System Manager can also create and maintain
message groups at the system console.
This worksheet helps you plan the message groups created at the
console.  Make a copy of the worksheet for each message group you plan
to add.
Considerations
When you add message groups to the system, consider the following:

Does the system keypad map have letters or numbers only?
If the system uses a lettered keypad map, message group names
may begin with three letters. Subscribers send a message to a group
by spelling the group name using the touchtone keypad.
If some or all subscribers have only numbers on their keypads,
choose a System ID for sending messages to numbered groups.
Group names should begin with three numbers.  Subscribers send
messages to groups by pressing the System ID for numbered
groups, then the group number.

Can anyone but the owner send a message to the group?
 
A message group can be open
 or private
.  All authorized
subscribers can send messages to open message groups.  A private
message group belongs to a single subscriber, called the group
owner
.  Only the group owner can send messages to a private
group.  The members of a private group can hear group messages,
but they cannot send
 messages to the group.

Should the message be delivered only to the first person who
hears the message?
A message group can have broadcast
 or dispatch
 distribution.
With broadcast distribution, every member of the group receives a
copy of the message.  With dispatch distribution, only the first person
to hear the message receives it. 
						

							2 - 36Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Spelled Names or Numbered Names
Indicate whether the message groups on the system should begin with
three letters or three numbers.  If message group names begin with
numbers, also indicate the System ID subscribers press before leaving
group messages.
The special System ID for numbered groups must be unique. The number
should be short (two or three digits), to speed the flow of the conversation
(the system prompts a subscriber for the System ID each time a
subscriber leaves a message).  Remember that the ID you choose
prevents you from using a range of other System IDs.  For example, using
14 for the special System ID for numbered groups makes the ranges
140~149 and 1400~1499 unavailable.
Group Name or Number
Indicate the name or 3-digit number of the message group.  Remember
that subscribers use the message group name or number to leave
messages for the group.
For sites using spelled-name groups, carefully consider the names you
give open groups. Subscribers use the first three letters of the group name
to send messages to it, so the name you choose should be easy to
remember.  For example, it would be easier to remember that entering
ALL sends a message to a group containing all staff than to remember to
enter 
EMP for the same group that was named employees.
For sites using numbered groups, a 3-digit group number is not a System
ID, so it does not have to be unique. 

You should not use your system wildcard character (usually 1 or 0) in the
group number.
You can have more than one message group with the same spelled name
or group number. If this occurs, subscribers choose the correct group by
listening to the group recorded name, just as they do when choosing
between subscribers with the same last name.
Group Owner
Enter the name of the subscriber that owns this group.  Only the owner of
the group can change the group by telephone.
Deliver message only to the first person to hear it?
Select whether the group has dispatch or broadcast distribution.  Most
groups have broadcast distribution. 
						

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Can others send a message to this group?
Indicate whether the message group is open or private.  
If the group is open, all authorized subscribers can send messages to the
group. If the group is private, only the group owner can send messages to
the group.
Group Members
List the names of the subscribers included in the group.  Any subscriber
can be a member of a group.  A guest can be a member only of the host
private message groups.