NEC EliteMail Vms/Elitemail Limited Technician Guide

							7 - 4Keypad Maps Issue 3 EliteMail VMS/EliteMail Limited
What do you want callers to hear?
If the letters Q and Z do not appear on most caller telephone
keypads, consider using the Q=7, Z=9 keypad map. A system using
this keypad map tells callers where to find Q and Z. Callers leaving
messages or using the automatic directory hear:
“
Please press the first three letters of the person last name. For Q,
press 7. For Z, press 9. Please enter the letters now.”
If the letters Q and Z do appear on most caller telephone keypads,
consider using one of the other lettered keypad maps. Callers leaving
messages or using the automatic directory hear:
“Please press the first three letters of the person last name.”
If only numbers appear on most caller telephone keypads, consider
using the Numbers Only keypad map. For details on systems using
numbers only, refer to Chapter 10 Numeric Access.
Also Refer To:
Chapter 3 Directory Assistance 
						

							Reference8 - 1
Live Record/Live Monitoring
 
Live Record allows subscribers to record a telephone conversation from an
outside caller and leave it as a message in a voice mailbox. Live Monitoring
allows a subscriber to hear a message through the speaker of the telephone
as the message is being left by an outside caller.
This chapter explains how to set up Live Record/Live Monitoring for your
system at the EliteMail console, at each telephone extension, and how to use
Live Record/Live Monitoring.
You can decide how to use Live Record to balance subscriber needs with
system resources and requirements. Here are some examples.
Electronic Message-Taking
A receptionist may use Live Record as an electronic message-taking device,
replacing hand-written and hand-delivered messages. Your receptionist
records the conversation live and then assigns it to a mailbox.
   
SECTION 1 
S
ET UP LIVE 
R
ECORD 
S
YSTEM-WIDEWhen you install EliteMail, system settings for Live Record are set to an initial
state that lets you begin to use Live Record immediately. You can adjust each
setting. Refer to Figure 8-1 Live Record Settings.
Recording telephone conversations may be illegal under certain
circumstances and laws; consult a legal advisor before recording a
telephone conversation.  Some federal and state laws require the
party recording a telephone conversation to use an alert tone to
notify all parties to the telephone conversation.  Some laws provide
strict penalties for illegal recording of telephone conversation. 
						

							8 - 2Live Record/Live Monitoring Issue 3 EliteMail VMS/EliteMail Limited
 
Figure 8-1   Live Record Settings 
Live Record beep interval
Many locales require telephone systems to issue a beep
 during
conversations being recorded. This field allows you to set an interval
(in seconds, from 0 to 65) for a short beep to confirm that the
conversation is being recorded. When this field is 0
, no beep is
issued.
Live Record after transfer
When this field is Yes
, the system continues to record a live
conversation after the subscriber who initiated Live Record transfers
the call to another extension.
When this field is No
, the system ends the recording session when
the call is transferred to another extension.
SECTION 2 
C
USTOMIZE LIVE 
R
ECORD AT EACH 
E
XTENSIONThe Live Record feature requires a multiline telephone programmed to
support at least one button to record calls. EliteMail supports six additional
programmable functions to manage Live Record sessions. You can
customize Live Record abilities for individual extensions by programming
buttons to support these required and optional Live Record functions,
listed in Figure 8-2 Live Record Features Programmed at Each Extension. 


A station equipped with DTU-16D-2, DTU-32D-2, or DTU-8D-2 may also
access live record features using enabled softkeys.
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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 8 - 3
Figure 8-2   Live Record Features Programmed at Each Extension
FUNCTION DESCRIPTION BUTTON
Record
Starts a recording:
Enter the number of a voice mailbox anytime. The 
recording is sent when you end the call or the 
recording session.Required
Pause
Stops recording:
Press Pause again to resume. Pause does not 
add elapsed time to recorded message.Recommended
Erase
Erases the recorded call:
The caller remains on the line. Start another 
recording with the Record button.Optional
End
Stops a recording and sends it to the 
specified address:
Caller remains on line after recording ends. If 
address is unspecified (Automatic Callback off), 
the recording is placed in the voice mailbox of the 
one who initiated Live Record. Optional
Rerecord Erases and automatically restarts recording Optional
Address
Starts the Automatic Callback conversation if 
pressed immediately after the recorded call is 
completed:
If pressed during the Live Record session, the call 
ends and the Automatic Callback conversation 
begins. Address lets you review, delete, and 
address the recording, and add an introduction. Recommended
Urgent
PageNotifies a subscriber of an urgent message
through a pager:
EliteMail calls the pager number specified by the
subscriber in setup options, within the hours set
by the pager message delivery schedule. 
Urgent Page resets the subscriber pager status. If
the pager is off, Urgent Page resets it to on.Requires display 
telephone 
						

							8 - 4Live Record/Live Monitoring Issue 3 EliteMail VMS/EliteMail Limited
SECTION 3 
U
SE LIVE RECORDLive Record can be started from any telephone with a Record button.
1. With an outside call in progress, press Record.
A beep is heard, if enabled, and the Record key lights to indicate that
recording is in progress. Display telephones indicate recording
functions.


If Automatic Recording is enabled, the recording begins immediately
after an outside call is answered.
2. Dial the mailbox number where the recording should be addressed.
The number may be dialed anytime during the conversation before
the recording party releases the call. The mailbox number can be
changed by entering a new extension during the recording.
To send a recording to multiple mailboxes, send the recording to your
own mailbox, and then redirect it accordingly.
3. Replace handset to end call. The recording is sent to the applicable
mailbox. Refer to Figure 8-2 Live Record Features Programmed at
Each Extension. If additional Live Record function keys are
programmed at each extension, they function as described.
SECTION 4 
R
ECORD AFTER 
T
RANSFERSubscribers using Live Record also may want to continue to record a
conversation after the call is transferred. 
The subscriber that initiates a Live Record can do this if your Electra Elite
system supports Live Record after transfer and if you have enabled Live
Record after Transfer
 on Switch Setup screen Page 2 shown in Figure 8-
1 Live Record Settings. If unaddressed, the recording is sent to the
initiating subscriber mailbox.  
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 8 - 5
SECTION 5 
L
IMITED RECORDING 
T
IME ON THE VOICE 
M
AIL SYSTEMIf a site uses Live Record frequently, System Managers should carefully
monitor available recording time. Recording time is displayed on the
Banner Screen at the top right corner, just below the keylock status, and
indicates the time still available for new messages. For example, 
1:15
indicates the system has 1 hour and 15 minutes of recording time. If
available recording time falls below 5% of the total possible recording time
for your system, EliteMail VMS does not permit initiating a Live Record
session. If a subscriber attempts to begin a Live Record session, NEC
display telephones display (OUT OF MSG SPACE) on the LCD.  
The Disk full warning at    mins left field on Easymade Application Screen 6
sets the minimum storage time allowed for Live Record for EliteMail
Limited.  EliteMail Limited Subscribers cannot use Live Record if available
storage space is less than or equal to twice this setting (usually 15
minutes).  Maximum storage time is 4 hours.
Also Refer To:
Chapter 9 Section 7 Message Groups on page 9-18
SECTION 6 
S
ET UP LIVE 
M
ONITORINGYou can use a special pop-up window to add or remove manual or
automatic Live Monitoring access code.  Refer to Figure 8-3 Access Code
Options Window.  On the pop-up window, an active code has *
 in its
checkbox. 
Figure 8-3    Access Code Options Window

















 		






 	    




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							8 - 6Live Record/Live Monitoring Issue 3 EliteMail VMS/EliteMail Limited
Add or remove Live Monitoring codes at the Access Code Options 
window:
1. Press	
-.
2. Press	
.
3. Press ,#$%&	-,
 

	,
,  , or
 key to highlight I or J.
4. Press#
( to add or remove a code.
5. Press  to close the window.
SECTION 7 
F
EATURE KEY 
A
SSIGNMENTThe Live Monitoring feature key is required for feature operation.  The 
terminal user can assign the key on a Feature Access or One-Touch key.  
The Feature code for Live Monitoring is 07.
SECTION 8 
L
IVE MONITORING 
R
ESTRICTIONSVoice mail must have Live Monitoring set per mailbox to one of the 
following:
Manual Mode
Automatic Mode
Not Available (Default).
Live Monitoring is not available for internal calls but is available for the
following outside calls:
Calls forwarded to Voice Mail
Calls transferred to Voice Mail
DIT/DID calls to Voice Mail.


Manual Mode is available only on terminals with Softkeys.
Live Monitoring is not available:
During an internal call to a station
If a station places a conference call on hold 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 8 - 7
For Voice Mail messages sent to multiple mailboxes
For Voice Mail messages sent to mailboxes that do not correspond
to the actual station number.
If DND, Call Forward - All Call, or station Outgoing Lockout is set during
Live Monitoring Mode, Live Monitoring is canceled.  If required, a station
user must set up Live Monitoring after setting Call Forward - All Call.
SECTION 9 
E
NABLE/DISABLE 
L
IVE MONITORINGLive Monitoring is enabled or disabled using Softkeys.  When enabled,
softkeys can set Live Monitoring to automatic or manual mode. 
If your telephone does not have softkeys, the system manager can set up
Automatic Live Monitoring.
In automatic mode, a Live Monitoring session starts as an outside caller
begins leaving you a message.  Pick up the handset or press Speaker
anytime to connect to the caller.
In manual mode, you choose when to start.  As an external caller begins
leaving a message, the softkey LCD shows START and CANCEL.  Press
START to begin Live Monitoring or CANCEL to end.   After you press
CANCEL, the message continues to be recorded and is sent to your voice
mailbox. Pick up the handset or press Speaker anytime to connect to the
caller.  The message recorded before you connect is also saved in your
mailbox.
During Live Monitoring, the Feature Access or One-Touch key that is
assigned for Live Monitoring flashes green and the large LED flashes red. 
						

							8 - 8Live Record/Live Monitoring Issue 3 EliteMail VMS/EliteMail Limited
SECTION 10  
L
IVE MONITORING 
O
PERATING 
P
ROCEDURES
1. Press the Feature Access key or One-Touch key assigned as
Live Monitoring.
2. Dial the password (same as Station Outgoing Lockout password;
default is 









).
3. Live Monitoring key flashes red while feature is set.
1. Press the START softkey while the CO caller is leaving a
message.
2. Press the CANCEL softkey to stop Live Monitoring.
3. Pick up handset to connect to the caller.
Press the Cancel softkey.
OR
Press the Live Monitoring Feature Access key.
Press the Live Monitoring Feature Access key.
Pick up the handset.
OR
Press the Speaker key.
To enable Live Monitoring:
To operate Manual Live Monitoring while the caller is leaving a 
voice mail message:
To stop Live Monitoring while the caller is leaving a voice mail 
message in Automatic mode:
To cancel the Live Monitoring Feature when not in use:
To retrieve a call during the Live Monitoring Feature:   
						

							Reference9 - 1
Messages
 
This chapter presents an overview of messages and their life cycle. It also
explains message options, that include: 
Edit
Mark for special delivery.
SECTION 1 
M
ESSAGE TYPESThe system handles messages differently depending on whether or not it
knows the identity of the sender and recipient of the message. 
Identified Callers or Outside Callers
A caller that enters a Personal ID is identified as a subscriber or guest enrolled
on the system. This gives the caller access to more message features than a
caller who is unidentified. Unidentified callers are termed outside callers
. Any
caller that has not entered a Personal ID is considered an outside caller by the
system, even a subscriber who forgets to enter an ID or a person that calls
from an extension of the telephone system.
Messages on the system include:
One-way and two-way messages are described. Public messages are
discussed only briefly here. For details, refer to Chapter 14 Public Interview
Box and Public Messages.MESSAGE  LEFT BY: LEFT FOR:
One-way Outside Caller Subscriber
Two-way  Subscriber or 
GuestSubscriber or Guest
Public  Outside Caller or 
SystemSubscribers with public 
message access