NEC EliteMail Vms/Elitemail Limited Technician Guide

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 3 - 5
Prevent Subscriber From Changing Directory Listing
1. At the voice mail system Banner Screen, press 
 to sign in. Enter a
System Manager ID, and press 	
. If asked, enter the System
Manager security code, and press  	
.
2. Press 	
- to view the Personal Directory.
3. Press 
 key repeatedly, or use the Jump command, to view
the subscriber Personal Directory page.
4. Press    to move the cursor to the Access field.
5. Enter A, and press 	
. This also prevents the subscriber from
changing any other setup options. Verify that the Insert key is active
so you do not overwrite other options by mistake.
Use First Names in the Automatic Directory
You can use first names instead of last names in the automatic directory.
Setting up the system for first names affects the system conversation in
these ways: 
Outside callers look up a subscriber extension by pressing the first
three letters of the first name.
Subscribers leave messages by pressing the first three letters of the
recipient first name.
Subscribers use first names to add and delete members from their
message groups by telephone.
Subscribers who enroll on the system by telephone spell their first
name for the automatic directory.
When setup options are used to change directory listing by
telephone, the subscriber spells the first name. 
						

							3 - 6Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited
To use first names
1. Connect to EliteMail using CoSession.
2. Exit to DOS prompt from voice mail application on EliteMail.
3. From C:\vmail, Enter NAMES FIRST, and press  	
.
4. Enter VM START, and press 	
to run voice mail application.
5. After voice mail application boot up, subscriber first and last names
must be swapped manually in the Personal Directory.
  Smith (first name), David (last name)
>  David (first name), Smith (last name)


The name must be changed in each mail box.
SECTION 3 
N
UMERIC DIRECTORY 
A
SSISTANCESome organizations may want to offer directory assistance using numbers
instead of letters. These organizations can set up the system so that
callers press numbers to look up a subscriber extension, instead of
pressing the first three letters of the subscriber name. Numeric directory
assistance is especially useful if many callers have telephone keypads
without letters. 
Using numeric directory assistance involves grouping subscribers by a
common characteristic. In most cases, subscribers are grouped by
department or function. However, they can also be grouped by location,
schedule, alphabet, or any other grouping. Numeric directory assistance
combines the features of the system message groups and transaction
boxes.  Directory groups that list the people in your organization can be
set up (in much the same way that message groups to let subscribers
send the same message to several people at once are set up). Next, the
directory groups can be added to a directory menu to create one-key
dialing menus automatically (much like the one-key dialing used in
transaction boxes).
The Groups Screen
Set up numeric directory assistance at the Groups Screen. To view the
Groups Screen, sign in to the system. Press 	
-. Directory menus and
directory groups are listed alphabetically and are included with the
message groups on the system. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 3 - 7
Directory Groups
A directory group lists subscribers with a common characteristic, such as
a department, location or schedule. Each directory group on the system
has a Groups Screen page. It is easy to distinguish between the pages for
message groups and the pages for directory groups; the word
DIRECTORY appears in all capital letters on the right side of the page.
Refer to Figure 3-2 A Directory Group.     
Even though the directory group pages are included in the Groups Screen,
directory groups are different from message groups in these ways:
A message group lets you leave the same message for several
people at once. You cannot leave a message for a directory group.
Every directory group is owned by the system. Note that the upper
right part of the screen is identified by: DIRECTORY group of
•SYSTEM•.
A directory group can have its own System ID in the Directory ID
field. Callers press this ID to access the directory group. Assigning a
System ID to a directory group is optional. While most sites allow
callers to select a directory group from a directory menu (by pressing
a single digit instead of a System ID), you can also route callers to a
directory group using the GotoIDfield on a transaction box,
interview box, Operator Box, Public Interview Box, or even from a
subscriber mailbox.
The list of members under Member name also includes the member
recorded name (in the Voice column to the right of Member name),
and Extension # ID (in the column labeled Ext # ID). Each subscriber
recorded name and Extension # ID are added automatically, when
you add the subscriber to the directory group.
Figure 3-2   A Directory Group

































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							3 - 8Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited
Both a message group and a directory group may be needed for some
departments or subscribers. The message group allows you to send the
same message to subscribers, and the directory group allows the system
to list them in the same place in numeric directory assistance.
Directory Menus
Use directory menus to create one-key dialing menus automatically for
numeric directory assistance. Refer to Figure 3-3 A Directory Menu.   
The system uses the entries under the Key and Directory Name columns
to create a one-key dialing menu. The Key column number is the
touchtone assigned to the directory group listed next to it. Refer to Figure
3-3 A Directory Menu. The system automatically creates this one-key
dialing menu, using each directory group recorded name:
For Sales, press 1. For Shipping, press 2. For Customer Service, press
3.”
You can also add directory menus in the Directory Name column, to offer
callers a submenu of additional choices. The Customer Service directory
submenu offers two additional choices: one for Technical Support, and
one for Accounts.
Each directory menu is owned by the system. The upper right part of the
screen is identified by: DIRECTORY menu of •SYSTEM•.
Figure 3-3   A Directory Menu

































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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 3 - 9
A directory menu has its own System ID in the Directory ID field at the top
of the screen. Outside callers can enter this System ID to hear this menu.
You can use the Directory ID to route callers to this menu automatically
by using the GotoID Action on a transaction box, interview box,
Operator Box, Public Interview Box, or a subscriber Personal Directory
page.
You cannot use a directory menu to transfer calls, play a greeting, or
record messages. A directory menu is used only to create one-key dialing
menus for numeric directory assistance.
Numeric Directory Assistance Example
Refer to Figure 3-4 Numeric Directory Assistance Using Directory Groups
and Directory Menu. This example of numeric directory assistance for the
XYZ Corporation includes a directory menu, several directory groups, and
a directory submenu. The opening greeting tells callers the System ID to
press to reach the numeric directory.
The system is shipped with the directory menus and directory to create
this application already added. The System ID for the numeric directory
assistance example is $411. To use this example, change the System ID
to an ID callers can dial using the telephone keypad, and add subscribers
to the directory groups. (If you want to keep the default opening greeting,
use the System ID 411, and change the System ID for any other box
already using the System ID 411.) 
						

							3 - 10Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited
Figure 3-4 Numeric Directory Assistance Using Directory Groups and Directory Menu
Opening Greeting
Thank you for calling the XYZ Corporation!  If
you are calling from a touchtone telephone,
you may enter the extension anytime.  If you
don’t know the extension, press 411 for a
directory
4 1 1
Numeric Directory Assistance
      Directory Menu ID: 411
For Sales, press 1. For Shipping,
press 2. For Customer Service, 
press 3.
  1  2
Sales: Dial the
extension anytime
.
Chris Aaronson, 890
Jan Xavier, 891
Hugh Yale, 892
End of Sales.Shipping: Dial the
 extension anytime.
Mike Yeoman, 893
Sue Ying, 894
Pat Zeftig, 895
End of Shipping.Customer Service:
For Technical Support,
press 1.
For Accounts, press 2.
Technical Support:
Dial the extension
anytime:
Neil Zeller, 896
Jay Zink, 897
End of Technical
Support.Accounts:  Dial the
extension anytime:
Yoshi Acki, 850
Les Benson, 851
Sally Caslon, 852
End of Accounts.
12
3 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 3 - 11
Set Up Numeric Directory Assistance
Setting up numeric directory assistance involves these main steps: 
1. Create a directory group for each group of subscribers (by location,
schedule, or department) you want listed in the numeric directory at
the Groups Screen. A directory group lists the subscribers in each
group and their Extension # IDs. Use a local connection to record a
name for each directory group. Define who belongs in the directory
group by adding subscribers to it. 
2. Add a directory menu. Do this from the Groups Screen, too. You
can add up to eight different directory groups and directory menus on
each directory menu. A directory menu lists the name of each
directory group or submenu. The system automatically creates a
one-key dialing menu from the list of directory groups and menus.
Outside callers hear directory assistance for a particular directory
group, or choose a submenu by pressing a single touchtone key.
3. Record the opening greeting again to let outside callers know how to
reach directory assistance.
Add a Directory Group or Directory Menu     
The System Manager maintains numeric directory assistance at the
Groups Screen. 
1. Sign in to the system, and press 	
- to display the Groups
Screen.
2. Press 
 to add.
3. Press    to highlight Directory Assistance, and press
	
. 
4. Press 	
 to select Directory Group, or press  to highlight
Menu for Directory, and press 	
.
5. Enter the name for the directory group or menu, and press  	
.
6. The system prompts you for a System ID for the directory menu.
Adding a System ID is optional. However, to allow callers to access
the directory group or menu by pressing an ID, or to route callers to
the directory group or menu automatically, you must use a System
ID. 
						

							3 - 12Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited
7. To skip adding a System ID, press 	
.
8. To add a System ID, enter up to 10 characters (either letters,
numbers, or $), and press 	
. 
9. Record a name for the directory group or menu using a local
connection. For details, refer to Chapter 15 Recording Voice Fields.


A recorded name is required. If there is no recording, the directory
group or directory menu does not appear in numeric directory
assistance.
Delete a Directory Group or Directory Menu
When you delete a directory group or directory menu, the system
automatically removes it from any directory menus that contained it. This
could create a gap in a directory menu. 
If the Shipping directory group were removed from the example, the first
directory menu would announce 
“For Sales, press 1. For Customer
Service, press 3.”
 
1. Sign in to the system, and press 	
- to display the Groups
Screen.
2. Press 
 or 
 repeatedly (or use the Jump command) to
display the directory group or directory menu.
3. Check that the cursor is positioned in the top portion of the screen.
Press 
 to delete. Press  to confirm the deletion, or press  to
cancel it.
4. To delete additional directory groups or menus, repeat steps 2 and 3.
Add Subscribers to a Group Directory
1. Sign in to the system and press 	
- to display the Groups Screen.
2. Press 
 or 
 repeatedly (or use the Jump command) to
display the directory group.
3. Press 
. 
4. Press 	
 to select Member. 
5. Enter the first three letters of the subscriber last name, and press
	
. The system displays the first subscriber whose last name
matches the letters you entered. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 3 - 13
6. Press  to select and add the name. The system automatically
includes the subscriber recorded name and Extension # ID. Or,
press  to see the next match.
7. Repeat steps 3 through 6 until you add all the subscribers you want.
8. Press  to exit.
Delete a Subscriber from a Directory Group
1. At the Groups Screen, press 
 or 
 repeatedly (or use
the Jump command) to display the directory group.
2. Press  until you highlight the name of the subscriber you want to
delete from the directory group.
3. Press 
. Press  to remove the member or press  to cancel.
4. To remove additional members, repeat steps 3 and 4.
Add a Choice to a Directory Menu
You can add directory groups or directory submenus to a directory menu. 


The directory group or directory submenu you want to assign as a choice on
a directory menu must already be added to the system.
1. Sign in to the system and press 	
- to display the Groups
Screen.
2. Press 
 or 
 repeatedly (or use the Jump command) to
display the directory menu.
3. Press  until you move the cursor to a blank Directory Name field.
4. Press 
. The system prompts you to enter the name of the
directory group or submenu you want to add. Enter the first few
letters of the name, and press  	
.
5. The system displays the first match for the letters you entered.
Press  to select the name or press  to select another matching
name.
6. Repeat steps 3 through 5 until you add all desired groups or menus. 
						

							3 - 14Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited
Remove a Choice from a Directory Menu
Removing a choice from a directory menu does not delete the directory
group or directory submenu from the system. It prevents the system from
listing it on the directory menu one-key dialing menu.
1. Sign in to the system, and press 	
- to display the Groups
Screen.
2. Press 
 or 
 repeatedly (or use the Jump command) to
display the directory menu.
3. Press  until you highlight the name of the directory group or
directory menu you wish to delete.
4. Press 
. The system asks for confirmation.  Press  to confirm the
deletion or press  to cancel it.
5. To remove additional choices from the directory menu, repeat steps 3
and 4.
Allowing System IDs during Directory Menus
You can set the system to pause a certain number of seconds for
additional touchtones before routing the call to the directory submenu or
directory group listed on a directory menu. This allows callers to press full
System IDs during directory menus.
Set how long the system waits between touchtones using the MK option in
the Startup field on Line 58 of Figure 3-5 MK Startup Option on
Application Screen Page 6.   
Figure 3-5 MK Startup Option on Application Screen Page 6

















		 	

	




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