NEC EliteMail Vms/Elitemail Limited Technician Guide

							9 - 2Messages Issue 3 EliteMail VMS/EliteMail Limited
One-Way Messages
A one-way message is left for a subscriber by an outside caller. The
subscriber who hears the message cannot automatically reply, because
the voice mail system does not know the sender identity. 
Many messages for a subscriber are one-way messages. All messages
taken by a transaction box or an interview box are also one-way
messages. These messages are delivered to the subscriber that owns the
box.
Two-way Messages
Two-way messages are left between subscribers or between subscribers
and their guests. A subscriber leaves messages for other subscribers or
guests during the subscriber conversation with the system. 
In the subscriber conversation, the subscriber can select who should
receive a message either by the recipient last name or extension number
(actually the recipient Extension # ID). To select by name, the subscriber
spells the first three letters of the recipient last name. The system then
offers a list of matching names, and the subscriber selects the recipient.
Now, the voice mail system knows the identity of both the sender and
recipient of the message, and the recipient can send an immediate reply
as soon as the message is heard. The recipient does not need to identify
who should receive the reply.
Leaving an automatic reply to a subscriber message is the major
difference between one-way and two-way messages.
A subscriber may leave two-way messages for other subscribers or
guests. A guest, however, can leave two-way messages only for the host
subscriber. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 3
Differences between One-way and Two-way Messages
One-way messages emulate answering machine messages. When
replying to an answering machine message, you must pick up the
telephone and dial the number of the person who called. After listening to
a message from an outside caller, you must call the person who left you
the message to reply.
Two-way messages are interactive. After listening to a two-way message
you can immediately leave a reply without pressing a single key on the
telephone. Two-way messages can be linked in a continuous exchange,
as each subscriber or guest replies to the other previous message.
Public Messages
A public message is a message from either an outside caller or the voice
mail system itself. A caller can leave a public message three ways: 
For the Public Interview Box (Transaction Directory)
You can set up the system to interview callers who call after hours.
The interview is performed by the Public Interview Box and the
resulting message is a public message.
For the Public Fax Box (Application screen Page 6) 
You can set up the system to route callers to the Public Fax Box
where they can leave a fax. The system creates a notice of the fax,
plus you can also have a caller record a message that is added to
the fax notice. The notice and attached message is a public
message, so anyone with public message access can redirect the
notice and message to the person who received the fax.
For the Operator Box (Application screen Page 3) 
You can set up the system to take messages in the Operator Box
when the operator is unable to take a call. Any message left for the
Operator Box is also a public message.
The system can leave a public error notice in the Operator Box if certain
error conditions occur. For details, refer to Section 4 The Message Life
Cycle for the Error Messages later in this chapter.
For details on public messages, refer to Chapter 14 Public Interview Box
and Public Messages. 
						

							9 - 4Messages Issue 3 EliteMail VMS/EliteMail Limited
SECTION 2 
I
DENTIFY YOURSELF 
TO THE SYSTEMSubscribers who forget to enter a Personal ID when calling the system,
are handled by the system like an outside caller and any messages they
leave are one-way messages or public messages. However, subscribers
or guests can identify themselves by entering a Personal ID when the
system is listening for IDs or extension numbers.
 
This situation often occurs when the Electra Elite system extensions and
the voice mail system are programmed for Call Forward to Personal
Greeting. A subscriber may call another telephone extension in your office.
If that extension is busy or no answer, the call may be automatically
forwarded to the recipient message box on the voice mail system. The
caller hears the recipient personal greeting. Because the subscriber has
not yet entered a Personal ID, the voice mail system treats the subscriber
as an outside caller and takes a one-way message.
To leave a two-way message, a subscriber can enter a Personal ID while
the recipient personal greeting is still playing. The system then recognizes
the caller as a subscriber and responds:
“Press one to leave a personal message for .”
If the subscriber presses 1, the system takes a two-way message for the
recipient.
SECTION 3 
S
PECIAL DELIVERY 
O
PTIONSSubscribers can mark messages for special delivery
. Delivery options
include:
Urgent 
Urgent messages are heard first.
Private 
Subscribers cannot redirect a private message.
Future delivery 
Specifies a future date and time for the message to be sent.
Return receipt requested 
The sender is notified when the recipient hears the message. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 5
If a subscriber is authorized to use special delivery options, the system
asks each time the subscriber records a message if the message should
be marked for special delivery.
Subscribers can mark messages for more than one special delivery
option. For example, subscribers can send urgent private messages with
return receipt requested. Subscribers can also change or add to the
special delivery options of messages already sent, if the messages have
not yet been received.
Access Codes Control Special Delivery Options
You can restrict a subscriber from using any or all special delivery settings
by adding access codes to the 
Access field on the subscriber Personal
Directory page. These access codes affect special delivery:
B
No receipt summary
Q
No urgent messages
V
No private messages
W
No future delivery
X
No return receipt request
Z
Automatic return receipt
For complete descriptions of all access codes, refer to Appendix A Access
Codes.
The system can automatically assign special delivery access codes to
each new subscriber you add to the system, or you can add access codes
only for certain subscribers.
Urgent Messages from Guests
Guests can leave urgent messages for their host. However, they cannot
access other special delivery options. The system can automatically mark
every message from a guest as urgent, or the system can ask the guest
whether or not to mark a message urgent. For details, refer to Chapter 5
Guests.
Urgent Messages from Outside Callers
You can allow outside callers to leave urgent messages for particular
subscribers. For any subscriber, you can set the system to mark all
messages from outside callers urgent, mark none
 of the messages from
outside callers urgent, or ask
 the callers if they want to mark their
messages urgent. For details refer to Chapter 20 Subscribers. 
						

							9 - 6Messages Issue 3 EliteMail VMS/EliteMail Limited
You can also allow outside callers to leave urgent messages for
transaction boxes, interview boxes, the Public Interview Box, and the
Operator Box. For details, refer to:
 Chapter 6 Interview Boxes.
Chapter 12 Operator Box
Chapter 14 Public Interview Box and Public Messages 
Chapter 24 Transaction Boxes.
SECTION 4 
T
HE MESSAGE LIFE 
C
YCLEAll messages are subject to the same retention (aging) pattern: 
New message  Old message  Archived message.
New Messages
New messages are those not yet heard or saved as new. After
access, the system stores a message for a limited time as an old
message. You can keep a new message as new by pressing *
 during
playback. The next time you call, the system offers the message
again as a new message.
After you open a message, the system sends a receipt to the sender,
even if you save it as new (if the sender is set up for receipt
summaries or return receipts). Also, after you open a message, the
sender cannot cancel it or change its special delivery options.
Old Messages
An old message is one that you have heard but not archived. Old
messages allow you to review recent messages. An old message is
stored for a limited time, typically less than a day. If you want to store
a message for a longer period, you must archive it. Each time you
listen to an old message, you must archive it. Otherwise, the old
message is deleted. An old message must be saved each time it is
heard
 or it is deleted. 
Old messages are stored for the number of days indicated in the
Hold
 field on a subscriber Personal Directory page. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 7
Archived Messages
You may explicitly save any message as an archived message. The
time the system stores archived messages, Archive time, is
independent of the Hold time, allowing archived messages to be
stored for a longer period. You can save an archived message more
than once, to extend its life. An archived message must be saved
each time it is heard or it is deleted.
Error Messages
The system indicates a system error by displaying a text message at
the system console and, for some errors, by also sending a voice
message. 
• Text Error Message
The system displays text error messages at the bottom of the
Banner Screen and logs messages in the Call Log (the
ERRLOG.RPT file). Each message has a special code that
identifies the problem. To view the error messages, run an
Error Log or Call Log Report.
• Voice Error Message
For certain errors, you can set the system to send a voice error
message and display a text message at the console.
For these errors, the system also writes a more detailed
message in the Call Log (also called REPLOG) file that
describes the error and offers some steps you can take to
resolve the problem. 
You control who receives an error notice by using the Error notices
to field on Application screen Page 6. Refer to Figure 9-1 Error
Notices to Field on Application Screen Page 6. The system is set by
default to send error notices to the Operator Box (System ID Ø) that
are then available to anyone with public message access. 
						

							9 - 8Messages Issue 3 EliteMail VMS/EliteMail Limited
Figure 9-1   Error Notices to Field on Application Screen Page 6
Like other voice messages, an error notice includes a day and time
stamp and can be redirected to other subscribers or groups.
However, you cannot reply to it.
You can specify one or more subscribers that should receive error
notices by setting the Error notices to
 field to one or more Personal
IDs. If an error occurs, these subscribers receive a notice from the
voice mail system. This notice is played after urgent messages. 
To send error notices to more than one subscriber, separate the
subscriber Personal IDs using 
, (e.g., 9123,9456,9789)
. You can also
send error notices to everyone with public message access and to
one or more subscribers (
e.g.,Ø,9123,9456,9789)
.
The field can contain only the System ID for the Operator Box
(usually Ø), and/or one or more Personal IDs. System IDs for other
boxes are not allowed.
If you delete a subscriber who receives error notices, replace that
subscriber Personal ID in the Error notices to
 field. Otherwise,
unless there is another valid ID in the field, the system cannot send
the voice message if an error occurs. The system can only display a
text message at the system console.
To turn off this feature, remove all the System IDs from the Error
notices to
 field. The system does not send voice error notices, but
even when this field is blank, the system displays text error
messages at the system console.

















		 	

	




  C 5 C 




FL (%  
%5     +. 
 A) 	% > +. 
FL J%& +,	&%-   ,# 0  1 ) 1 
23333333333333333333333333333333333333333333333333333333333333333333333333333338
F#L ( A:A &+% ! & ( &% &+% C 
F!L =%A J&= )%  * > (  ))A) > /+  7)::4 
F>L &+ LLL/%% F ) +% # 
 +% ! 
FFL /A  &+9  %= 5 0% ) F % 5) 
23333333333333333333333333333333333333333333333333333333333333333333333333333338
FCL /= 
 &9  & .A 	) ?.A+ U1K V1 =. 
FKL  +: %. D=. ). 
FBL ))A  )%& )  
F L  5 	A %&). FFF 	) (59   5  7A 
2333333333333333333333633333 J%& E( /( 333336333333333333333333333333333338
 E(  MaE	;/;  59   	) 	&)% A) 
 $%&  #  	0%):	::4> %  
  +%9   	& 	0. 
H333333333333333333333@33333333333333333333333333@33333333333333333333333333333I 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 9
Also Refer To:
Section 5 Message Delivery on page 9-9
Section 6 Message Delivery Telephone Numbers on page 9-11
Section 10 Message Playback on page 9-31
Section 11 Message Receipts on page 9-42
Section 12 Take a Message on page 9-45
Section 13 Message Waiting Lamps on page 9-54
Chapter 2 Section 2 Call Transfer on page 2-11
Chapter 2 Section 3 Screen Calls on page 2-16 
Chapter 5 Guests
Chapter 16 Reports
Chapter 15 Recording Voice Fields
Chapter 20 Subscribers
Chapter 22 System IDs
EliteMail VMS/EliteMail Limited Voice Mail User Guide #750178-0
SECTION 5 
M
ESSAGE DELIVERYThe voice mail system can call subscribers to deliver your messages. This
feature is called message delivery
. Subscribers can set up the system to
call at home, at work extensions, or on pagers or mobile telephones to
deliver new messages. 


Messages are delivered only after the subscriber accesses the system.
The system can make message delivery calls at regular intervals or as
each new message is received. The system can also dial long-distance
numbers, both domestic and international. You can also set the system to
call only when you have an urgent message. Guests may also use
message delivery.
This section describes how to set up message delivery. 
						

							9 - 10Messages Issue 3 EliteMail VMS/EliteMail Limited
The Message Delivery Conversation
When the system calls to deliver a subscriber messages, it dials a number
then waits for a certain number of rings for an answer. If the telephone is
answered, the system says:
“This is the voice mail system calling with a message for .
Please press your Personal ID now to receive the message.”
If the person who answers the telephone enters the correct Personal ID
and security code, the system proceeds with the normal subscriber
conversation and plays the subscriber messages. If the correct Personal
ID and security code are not entered, the system hangs up and logs an
unsuccessful message delivery.
Set Message Delivery Fields
When you add a subscriber or guest to the system, the system sets the
Personal Directory page with the values in the message notification and
delivery fields on Application screen Page 5. You can save time by setting
the fields the way you want for most subscribers, before adding new
subscribers.


The system 
does not deliver messages for subscribers with the 
F access
code. The system enables message delivery only after access.
You can also set message delivery individually on a Personal Directory
page for a subscriber or for a guest. Refer to Figure 9-2 Message Delivery
Fields on the Personal Directory Page. The message delivery fields are at
the bottom of the screen on the lines labeled #1
, #2
, #3
, and #4
. Each line
stores the message delivery settings for one telephone number.
Figure 9-2   Message Delivery Fields on the Personal Directory Page
Each message delivery line sets the telephone number, the delivery delay,
delivery schedule, the number of rings per delivery attempt, the interval
between delivery attempts, and the delivery method. 





















	
 










 	 
    
    !# 
 $%&  # 
()% *  !# +,	&%-   ,# +. 
 	&& 
/ 0  1 ) 1 
23345 333333333333333336347)% 333634	&)%33333333333333333333333338
 59    %  )   
 &%9  +%9   	)   (:   & +%) ?9  
233 )%5%&)% 333333@33333333333333@3333333333333333333333333333333338

A * ; 	&)%-) 
A9   09  
* 5)  % B: CA DE F % ! %55 
*# 5)  % CA:  A DE > % C %55 
*! 5)  % #:F A DEG  % ! %55 
*> 5)  % #:F A DEG > % C %G)
23333333333333333333333333333333333333333333333333333333333333333333333333333338
 
): 5 (A++ A)% 
H333333333333333333333333333333333333333333333333333333333333333333333333333333I 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 11
Each field is explained in detail below. The fields that control message
waiting lamps (Lamp #, Activate Lamps?, and On Now?) are described
in Section 13 Message Waiting Lamps.
SECTION 6 
M
ESSAGE DELIVERY 
T
ELEPHONE NUMBERSYou can set four different message delivery telephone numbers to provide
message delivery at different numbers on different days, or establish a
cascading priority of which number to try first, second, third, or fourth. 
The system allows subscribers to change several of the message delivery
settings over the telephone. For convenience, the system identifies the
message delivery numbers as follows:
You can assign message delivery numbers using a different convention
(
e.g., message delivery for Phone #1 can be assigned to a subscriber
home number). Tell subscribers which number is referred to in each case.
For each message delivery number you use, you should set up several
options. Figure 9-3 Fields in the Message Delivery Line shows where
these options are entered on each line.
 #1:X      after 0 min,8:00am-6:00pm MTWHF 3 rings 30  min   Off  
    \____/\_________/\__________________/\_______/\______/ \____/
   Ext.No. Delay     Delivery Schedule    Rings   Interval Method
                     
Figure 9-3   Fields in the Message Delivery Line
Ext. No.
The extension number or telephone number to dial for message
delivery is entered in the first field of the message delivery line. The
telephone number can have up to 40 characters. (The field scrolls to
the left to accommodate long telephone numbers.) You may use the
standard touchtone digits and symbols (0 through 9, *, #) and certain
letters and characters that have special meanings. These characters
are listed in Appendix E Special Dialing Characters. 
ON SCREEN IDENTIFIED AS
#1
Your work telephone
#2Your home telephone
#3Your pager telephone
#4Your spare telephone