NEC EliteMail Vms/Elitemail Limited Job Specifications Manual

							2 - 38Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Table 2-11  Sample Worksheet 11 – Message Groups
Worksheet
11Message Groups
Page  3  of    9
If a subscriber wants to regularly send messages to a group of other subscribers or guests, create a 
message group. Subscribers can also create their own message group by telephone. Decide whether 
message groups should begin with letters or numbers. If message groups begin with numbers, in-
clude the special System ID for sending group messages. For each group you need, enter the group 
name or number and the group owner. Indicate if the owner is the 
only person who can send mes-
sages to the group. A group can also be set for dispatch distribution, so that only the 
first person to 
hear the message actually receives it.
Select message groups by name or by number?

Use named groups   (Message group names begin with 3 letters)
Use numbered groups   (Message group names begin with 3 numbers)
System ID for numbered groups: ___________   
(Application Screen Page 6)
Group Name or Number:     
    Sales
 Group Owner:    Jonathan Winter
               
Deliver message only to the first person who
hears it?
Yes (DISPATCH distribution)

NoCan someone besides the owner send a 
message to this group?

    Yes (OPEN group)
     No (PRIVATE group)
Group Members
       Ron Shadbolt  
       William Richmond  
       James Cole  
       Diana Peck     
___________________________________________
___________________________________________
___________________________________________
___________________________________________
___________________________________________
___________________________________________
___________________________________________
___________________________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
Groups Screen 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 39
SECTION 12  
W
ORKSHEET 12:  
S
PECIAL SUBSCRIBER 
S
ETTINGSIt is easy to customize features for individual subscribers with special
needs.  The System Manager can change the values on a subscriber
Personal Directory page to configure features individually for any
subscriber, anytime.  Subscribers can also change many features
themselves from any touchtone telephone.
Make a copy of Table 2-12 Sample Worksheet 12 – Special Subscriber
Settings for each subscriber that requires a configuration different from the
default settings you entered on Table 2-5 Sample Worksheet 5 – Default
Subscriber Settings.  Then, complete a separate worksheet for each
subscriber to document the customized features.
Personal data

Name
Enter the name of the special subscriber.

Personal ID
Enter the subscriber Personal ID.  You may change the Personal ID
to something other than the default numbering scheme, but each
subscriber Personal ID must be unique.

Extension # ID
Indicate the ID outside callers press to reach the subscriber
telephone or voice mailbox.  The best Extension # ID is usually the
same as the subscriber actual telephone extension number, but it
doesn’t have to be.

Hold / Archive Messages
If different from the default subscriber settings, indicate the number
of days the system saves old and archived messages.

Access Codes
To Indicate the features you want to turn on or turn off, enter the
access code for those features.  An access code is a single letter
that turns on or off a specific feature for a subscriber.  You can
specify any combination except M and T of the access codes listed in
the Worksheet 5 discussion.  
						

							2 - 40Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Call Transfer
Transfer calls to subscriber?
Indicate if call transfer should be turned on (
Y/
N).  When call transfer is
turned on for a subscriber, the voice mail system transfers incoming calls
to the subscriber extension.  The subscriber can turn call transfer on or off
from any touchtone telephone. 
If you select 
N, outside callers may still leave a message in the subscriber
voice mailbox, but they cannot directly reach the subscriber extension
without going through the operator.  Select 
N if the subscriber uses voice
mail only.
Call transfer type
Select the call transfer type that the voice mail system uses for the
subscriber.  The voice mail system can transfer a call to a subscriber using
Await Answer, Release, or Wait for Ringback.

Await Answer   
The voice mail system puts the caller on hold and dials the extension.
If the extension is answered within the range of specified rings, the
voice mail system puts the caller through.
If the extension is busy or does not answer within the specified
number of rings, the voice mail system plays the extension greeting
and then takes an action (usually take message).  

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 is not answered, the
caller can leave a message only when the telephone system
supports Call Forward to Personal Greeting.
Releasing a call to an extension clears the voice mail system port to
take other calls.  However, the subscriber 
cannot hold or screen
calls. 
						

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Job Specifications Manual2 - 41

Wait for Ringback
The voice mail system puts the caller on hold and dials the
extension.  If the extension rings the number of specified times, 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 subscriber cannot screen calls.  
Turn screening options on?
When call screening is turned on, the system uses the screening options
to control how calls are transferred to the subscriber extension. 
Use call holding?
Indicate if the subscriber uses the voice mail system call holding feature.
The call holding feature allows you to queue up several callers who are
waiting for a busy extension.  The voice mail system periodically tells
callers their position in the queue, and allows them to hold, transfer to
another extension, or leave a message. 
The system provides two types of call holding.  You can set the system so
that outside callers can either press 1 or say 
“Yes” to hold for an
extension.  With the first type, outside callers must have touchtone
telephones.  With the other type, outside callers do not need touchtone
telephones: The system listens for spoken sound, using the system voice
detect feature.
Call holding is available with Await Answer and Wait for Ringback call
transfer.  Call holding is not available with Release call transfer.
On the worksheet, select Ye s if callers should press a touchtone to hold for
the subscriber extension.  Select Vox if callers should say 
“Yes” to hold.
Select No if call holding should be turned off for the subscriber by default.
Transfer options
Indicate which call transfer options the subscriber uses.  Transfer options
control how the voice mail system transfers calls to the subscriber and are
active only when call transfer is turned on and set to Await Answer.
Choose any or all of the following options:

Announce (A)
The subscriber hears a beep before being connected to a caller. 
						

							2 - 42Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited

Confirm (C)
The subscriber hears 
“Please press 1 to take the call or 2 and I’ll take
a message.”
  The subscriber can press1 to be connected to a caller.

Introduce (I)
The subscriber hears “
Call for ” before
being connected to a caller.

Screen (S or M)
With S, The caller is asked, 
“Whom may I say is calling?”, then the
system records the caller name.  Before the call is transferred, the
subscriber hears 
“Call from .”  The M option also adds
the caller name to a message the caller leaves.  Do not use both
options at the same time.

Screening options
If the subscriber uses call screening, indicate which transfer options
the subscriber uses when call screening is turned on.  You can use
call screening only with Await Answer call transfer.
In most cases, you use at least M and C for the screening options.  The
call screening feature lets subscribers find out who is calling before the
voice mail system puts the call through.
Choose any single or multiple options: A, C, D, I, M, or S described above
under Transfer Options.  (Do not use M and S at the same time.)
Action After Greeting
Specify how you want the voice mail system to handle callers after they
listen to the subscriber personal greeting.  Choose one of the following
options:

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

Other Action
Transfer the caller to the operator, restart the call, go to another ID, or
hang up.  Except in special applications, return the caller to the
opening greeting that answered the call. 
						

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Job Specifications Manual2 - 43

If taking a message
If the system is to take a message after the greeting, specify:
• Maximum Message Length ___
Enter the maximum time (in seconds) for messages from
outside callers.
• Allow caller to edit message?
Specify whether or not callers are asked if they want to record
again or add to their message to the subscriber.

Mark the messages urgent?
Select 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 mark none of the messages from outside callers
urgent.  
• Select Ask if you want the system to ask outside callers if the
message should be marked urgent.

Action after message?
Choose how you want the system to handle the callers after they
record a message for the subscriber.  You cannot have the system
take another message.  The possible choices are:
• Transfer to operator
• Say Good-bye
• Hang up
• Go to another ID
• Restart the call.

Use one-key dialing during greeting?
Select whether or not callers can press single touchtones to route to
other System IDs during the subscriber personal greeting.  If Ye s,
indicate on the back of the worksheet which touchtones and System
IDs are to be used. 
						

							2 - 44Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Message Notification and Delivery
When a subscriber or guest has messages pending, the voice mail system
can light a message waiting lamp or a special display or set a distinctive
dial tone on the subscriber extension to notify the subscriber . This feature
is supported by the NEC telephone system.  

Lamp #
Enter the number the voice mail system should dial to turn a
message waiting lamp on or off for the subscriber.  In most cases,
use the subscriber extension number.

Activate message waiting lamps for new messages?
Indicate if the voice mail system should activate message waiting
lamps for the subscriber when new messages come in.

For telephone #1 - #4
For 
each telephone number you want the voice mail system to call to
deliver messages for the subscriber, enter the following:
• Phone #
Enter the telephone number you want the system to dial.
• Wait _____ minutes
Indicate time you want the voice mail system to wait after a new
message arrives before dialing (batch message delivery only).
• Delivery Schedule
Enter the time the voice mail system should start delivering
messages and stop delivering messages.  Circle the days of the
week the voice mail system should follow this delivery
schedule.
Enter the number of times the voice mail system should ring
before hanging up, and how long it should wait before trying the
telephone number again. 
						

							EliteMail VMS/EliteMail Limited Issue 1
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Select one of the following delivery methods:

Each
The voice mail system calls the subscriber each time a
new message comes in.  This speeds up the delivery of
new messages, but increases system dialing.  The dial-
out ports may be tied up more frequently.  If the dial-out
ports are constantly busy, the voice mail system may be
delayed by holding dial-out requests in a queue until a
dial-out port is free.

Batch
With Batch message delivery, any message that comes in
since the last attempted delivery is added to the batch
and delivered at the next specified time interval.  A
30-minute delivery interval is suitable for most
installations.  This option decreases the time the voice
mail system ties up system ports dialing out to deliver
messages.

Urgent
Urgent message delivery works like Each message
delivery, except the voice mail system only calls you
when an urgent message comes in.  
						

							2 - 46Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Table 2-12  Sample Worksheet 12 – Special Subscriber Settings
Worksheet
12Special Subscriber Settings
Page  1  of   3
Name   Jonathan Winter
Personal ID  
  92219
    
Extension # ID     221 
                                            Hold / Archive messages       
   /   
     days
Access Codes  
 PCL
 
Call Transfer
Transfer calls to subscriber?

 Yes   
  No
Call transfer type

  Await Answer  for    6
   rings   
  Release     
  Wait for Ringback   for        
rings
                                                        (3 rings or more)                                                         (3 rings or more)
Turn screening options on? 

  Yes    
  No    
Use call holding?
  Yes  
  Vox 

  No
       (Do not use with Release call transfer)
Transfer options   

 
Announce  

 
Confirm     

 
Introduce    
 
Message Screen   
 
Screen     
  None
Screening options

 
Announce  

 
Confirm     

Introduce     
 
Message Screen   
 
Screen     
 None
(Use transfer and screening options only with Await Answer call transfer type) 
Action After Greeting

Take a message    
  Other Action  _______________________________________________
If taking message:
Maximum Message Length        
     seconds     Allow caller to edit message? 

  Yes       
  No
Mark the messages urgent?   
  Yes         
  No         

  Ask
Action after message?        hang up 
Use one-key dialing during greeting?  
 Yes        

  No
Message Notification & Delivery
Lamp #   
 221
   Activate message waiting lamps for new messages?

Yes   
No
(The telephone system must be programmed to support message waiting lamps or indicators)
Phone #1                  221 
                      Wait    
  0         minutes before trying to call.
Hours to deliver:        
  7:30
         
am / pm  to        6:00
   
am / pm  on  
Mon  Tue  Wed  THu  Fri  
Sat
  S
Un
Try for        
 6
    rings before hanging up.  Try again in      15  
    minutes.
Deliver   

  
Each new message    
  
Batches of new messages    
  
Urgent messages only
Phone #2           555-1234     
          Wait    
  0         minutes before trying to call.
Hours to deliver:        
 6:30
       
am / pm
  to        10:00      
am / pm  on  
Mon  Tue  Wed  THu  Fri  
Sat  S
Un
Try for        6
    rings before hanging up.  Try again in      30  
    minutes.
Deliver    

  
Each new message    
  
Batches of new messages     
  
Urgent messages only
Phone #3                
 555-1234
         Wait    
  0         minutes before trying to call.
Hours to deliver:        
  10:01
   
am / pm
  to        
 7:00
   
am / pm  on  
Mon  
Tue  
Wed  T
Hu  
Fri  
Sat  S
Un
Try for        12
   rings before hanging up.  Try again in        15
   minutes.
Deliver    
  
Each new message    
  
Batches of new messages    

  
Urgent messages only
Phone #4 _______________________    Wait _____ minutes before trying to call.
Hours to deliver:  __________     
am / pm  to   __________ 
am / pm  on  
Mon  
Tue  
Wed  T
Hu  
Fri  
Sat  S
Un
Try for        
      rings before hanging up.  Try again in        
      minutes.
Deliver    
  
Each new message    
  
Batches of new messages    
  
Urgent messages only
Personal Directory Screen 
						

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Job Specifications Manual2 - 47
SECTION 13  
W
ORKSHEET 13:  
P
UBLIC INTERVIEW 
B
OXThis is a special interview box.  Messages in the Public Interview Box are
public messages
 that are available to subscribers with public message
access.  When no operator is on duty, the Public Interview Box collects
messages from callers who don’t know where to send their message. 
By default, the Public Interview Box uses the System ID, $PM.  Do not
change this System ID.

If using the Public Interview Box, remove the 
P access code from the
subscriber Access field to set at least one subscriber for public message
access.  Most systems set the System Manager and the receptionist for
public message access.
Questions 
Enter the full text for each interview question.  You are allowed up to 20
questions for the Public Interview Box.  It is not limited to questions – you
may want to make a statement.  For example, at the end of all the
questions, you might want to say 
“Thank you for your order.”
The Public Interview Box comes with six prerecorded questions, listed
below:
1. “I’m going to ask you several questions. After each, please reply.
First, whom are you trying to reach?”
2. “Who is calling please?”
3. “At what number can you be reached?”
4. “What’s this in reference to?”
5. “What additional message would you like to leave?”
6. “Thank you, I’ll make sure your message gets attention.”
For each question you want to change, enter the maximum time (in
seconds) for reply a caller may leave.  For questions that normally have
short replies, such as “What is your telephone number?” a reply time of 6
to 10 seconds is usually enough.  For each question or statement that
does not require a reply, enter a zero reply time.