NEC EliteMail Vms/Elitemail Limited Technician Guide

							9 - 12Messages Issue 3 EliteMail VMS/EliteMail Limited
Any other character entered in the telephone number field is ignored
when the system dials the telephone number. To make it easier to
read, you may include parentheses and dashes.


The system does not dial telephone numbers with letters such as 555-
INFO. Enter the actual touchtone digits represented by these letters
instead.
Delay
If Batch delivery is selected, the after __ min field sets the minutes
the system waits after receiving a new message before making its
first attempt to deliver a message to this number. This allows you to
prioritize message delivery numbers for each subscriber. If you set
Phone #1 to 0 minutes delay time and Phone #2 to 60 minutes delay,
for the first 60 minutes the system tries to deliver a new message
only to Phone #1. After 60 minutes, the system attempts to deliver
the message to both Phone #2 and Phone #1. 
Do not confuse this initial delay with the delivery interval. This field
only sets the delay of the first attempt to deliver a message to this
number. In contrast, the delivery interval controls how much time
elapses between subsequent delivery attempts.
Delivery Schedule
This field specifies the hours and days that message delivery to this
number is active. Include both beginning and ending hours and days
of the week (M T W H F S U). H is Thursday, and U is Sunday. When
the message delivery schedule overlaps with another, the system
tries to deliver messages to both numbers. 
Rings
This field specifies how many rings the system waits for an answer
when calling this message delivery number. For most applications,
set 3 rings or greater. If you are using call forward on ring-no-answer,
the number of rings to wait should be set 2 rings less than the
number of rings programmed on the Electra Elite telephone system.
Interval
This field specifies the minutes the system waits after an
unsuccessful message delivery attempt before trying each active
message delivery number again. An unsuccessful delivery attempt
occurs when the message delivery number is busy or goes
unanswered or is answered by a person (or answering machine) that
does not enter the subscriber Personal ID. Delivery interval may be
set to a maximum of 999 minutes (16 hours, 39 minutes). 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 13
Method
The system can deliver Each, Batch, or Urgent messages: 
•Each 
The system starts the message delivery process for this
number as soon as each new message is received. 
•Batch
The system starts the message delivery process when the first
new message is received for a subscriber. If this first message
delivery is unsuccessful, the system waits for the specified
delivery interval before trying this number again. With this
method, the system never calls a message delivery number
more often than the specified interval. 
The difference between Each and Batch is best shown by
example. Look at the following message delivery settings:
#2: 555-1234 after 0 min, 8:00am- 5:00pm MTWHFSU 5
rings 30 min, Each
#3: 555-6789 after 0 min, 8:00am- 5:00pm MTWHFSU 5
rings 30 min, Batch
Assume the system is not very busy, ports are always available
for message delivery, and neither 555-1234 nor 555-6789
answers when the system calls. If a new message comes in at
1:00pm, the system immediately calls Phone #2 and Phone #3.
If neither answers, the system schedules the next try for these
numbers for 1:30pm. If, however, another new message comes
in at 1:10pm, the system immediately tries Phone #2 again,
because Phone #2 is set to Each. The system does not try
Phone #3 again until 1:30pm, because it is set to Batch.
Notice that the initial delay, delivery schedule, delivery interval,
and delivery method all work together to determine when a
message delivery number is called. If Phone #3 had an initial
delay set to after 20 min, the system would make its first
delivery try to this number at 1:20pm rather than 1:00pm.
• Urgent
The system delivers only new urgent messages. 
Delivery may also be Off to turn off message delivery to a number. 
						

							9 - 14Messages Issue 3 EliteMail VMS/EliteMail Limited
Subscribers may use a touchtone telephone to turn message delivery on
or off or change their delivery method between Each and Urgent.
Subscribers cannot change between Batch and Urgent delivery by
telephone.


To use Each or Urgent delivery, the 
after __ min field must be zero. If you
set this field to any number other than zero, Batch delivery is required.
Special Dialing Characters
You may include special characters in the Phone #1, Phone #2, Phone #3
and Phone #4 fields. The characters affect how the voice mail system dials
these numbers. Refer to Appendix E Special Dialing Characters for
descriptions of the special characters.
The timing characteristics of the special characters (%, ;, &, and ,)can be
changed on Switch Setup screen Page 2. For details, refer to Chapter 21
Switch Setup. 
Dialing External Telephone Numbers
By default, if a telephone number field has more than five characters
(including special dialing characters), the voice mail system assumes that
it is an outside number and automatically dials the outdial access code
first. The outdial access code is defined on Line 3 of Switch Setup screen
Page 1. Refer to Figure 9-4 Outdial Access Code on Switch Setup Screen
Page 1. (The default code is 9.) 
Figure 9-4  Outdial Access Code on Switch Setup Screen Page 1
If you do not specify an outdial access code on the Switch Setup Screen,
you must remember to include the correct code every time you set
message delivery to an outside number at the console. Subscribers must
also include the correct code when they change message delivery
numbers by telephone.














          	 
   
      



     





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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 15
Override the Outdial Access Code
You can prevent the system from dialing the outdial access code with
particular telephone number fields (even on telephone numbers with more
than five characters). To do this at the system console, insert
 , as the first
character in the telephone number field. To do this by telephone, press the
pound key to insert a pause as the first character of the telephone number.
Change Length of External Telephone Numbers
By default, if a telephone number field has more than 5 characters, the
voice mail system assumes it is an external call. However, you change this
value by adding the outdial trigger length option to the 
Integration
Options field on the Switch Setup screen Page 1. The outdial trigger
length option defines the number of characters that must be in a telephone
number field before the voice mail system recognizes the number as an
external call. 
To change the outdial trigger length, in the 
Integration Options field,
enter 
OTL=n, where 
n is a number between 4 and 15 (
e.g., enter
OTL=11). In this example, the system considers telephone numbers with
11 or fewer characters internal extension numbers. All telephone numbers
with 12 or more characters are considered external calls. 
Prioritized Message Delivery
Message delivery delay allows subscribers to prioritize between multiple
delivery telephone numbers that are active at a given time and day. The
subscriber most probable location is tried first, then if the subscriber
cannot be reached in a reasonable time, other locations or a pager are
included in delivery attempts.
With Batch delivery, you can assign different priorities to delivery
telephone numbers by specifying different delay times in the 
after __ min
field on each delivery telephone.
The system calls a particular delivery telephone only when all three of the
following conditions are true:
A new message pending for longer than the number of minutes
specified in the 
after __ min field.
The current day and time is within the message delivery schedule.
The delivery method is Batch. 
						

							9 - 16Messages Issue 3 EliteMail VMS/EliteMail Limited
Dispatch Message Delivery
You can use the system initial delay feature to deliver new messages to a
series of people in priority order. To do this, create a test subscriber, with
the telephone numbers of up to four subscribers entered as message
delivery numbers. The after __ min field can then prioritize which
subscriber is called first to receive the message. 
In the opening greeting you can include instructions for callers to dial a
specific extension to request emergency service. This extension is the
System ID of an interview box belonging to a test subscriber. The system
asks the caller to answer a series of questions to collect information about
the emergency. After the caller records a message, the system begins
calling the four message delivery numbers for the test subscriber that are
actually the pager numbers for four on-call technicians. One of the
technicians can then call the system and enter the test subscriber
Personal ID and security code to retrieve the message.
Change Message Delivery by Telephone
You can use any touchtone telephone to turn message delivery on or off,
or change many of the delivery settings. The EliteMail VMS/EliteMail
Limited Voice Mail User Guide #750178-0 details how to set message
delivery by telephone. You can use setup options to change these
message delivery features: 
Turn message delivery on or off.
Change the message delivery telephone number.
Change the days and/or hours the message delivery number is
active.
Switch between the Each and Urgent message delivery methods.
You cannot adjust the number of rings to wait for an answer, the initial
delay, or delivery interval by telephone. You cannot change the delivery
method of a message delivery number that is set to Batch (even if the
Batch delivery number is currently turned off) by telephone. Only a System
Manager can change these settings at the console.
Enter Pauses for Message Delivery by Telephone
When setting a message delivery telephone number by telephone, you
can press # to enter a pause in the delivery number. This pause is
displayed on screen as 
, . All other special dialing characters must be
entered at the console. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 17
Set Default Urgent Message Delivery Number
By default, delivery number #4 (Your spare telephone) is set for Urgent
delivery and is active 24 hours a day. Over the telephone, a subscriber can
turn on message delivery to a spare telephone, set a message delivery
telephone number, and have urgent messages delivered, without extra
configuration by the System Manager.
Keep Subscriber from Changing Message Delivery
You can restrict a subscriber from changing message delivery settings by
adding A to the Access field on the subscriber Personal Directory page.
This keeps the subscriber from hearing the setup options conversation.
The subscriber then cannot change personal greetings, message groups,
call transfer options, message delivery, recorded name, spelled name,
security code, or directory listing by telephone. To allow the subscriber to
change personal greetings only, use the A and T access codes.
Set the System to Call a Pager
The system may activate a pager to notify a subscriber or guest of new
messages. Enter the pager telephone number as one of the message
delivery telephone numbers on a Personal Directory page. Refer to Figure
9-5 Sample Personal Directory Screen, with Message Delivery to Pager. 
Figure 9-5   Sample Personal Directory Screen, with Message Delivery to Pager
To display the voice mail system telephone number on the pager display,
enter the pager telephone number in the field for the message delivery
telephone number, followed by a few seconds of pause (using commas),
then the voice mail system telephone number (
e.g., 555-1234,,,555-5678).
Phone #3 is set as your pager telephone, but you can set any delivery
telephone number to call a pager; it does not have to be Phone #3.
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							9 - 18Messages Issue 3 EliteMail VMS/EliteMail Limited
Use Special Characters for Pagers
In most cases, you only need to call a pager to activate it. To set the voice
mail system to call these pagers, enter the pager telephone number in the
field for the message delivery telephone number followed by a few pauses
and a disconnect (
e.g., 555-1234,,,Q) Q means disconnect.
Other pagers require that you dial the number, wait for answer, and then
dial the number the subscriber should call back. For details on how best to
deliver messages to these types of pagers, contact Technical Support.
Also Refer To:
Section 1 Message Types on page 9-1
Section 10 Message Playback on page 9-31
Chapter 20 Subscribers
EliteMail VMS/EliteMail Limited Voice Mail User Guide #750178-0
SECTION 7 
M
ESSAGE GROUPSMessage groups let you send the same message to a group, such as a
department. You send a message to a message group
 just like you send
a message to a subscriber, identifying the group by name or group
number. The System Manager can create and maintain message groups
at the system console. Subscribers can also create and maintain their own
message groups from any touchtone telephone, by accessing setup
options. Guests cannot create or send messages to message groups.
This section explains how to create and maintain message groups.
The Group Owner
Every message group has an owner
. The owner is either a subscriber that
creates the group by telephone or is assigned as the group owner by the
System Manager at the console. A System Manager can be a group
owner.
Only the owner of a group can change the group by telephone, including:
Add or delete group members
Change the group name or number
Delete the group itself.
However, the System Manager can change any group at the console. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 19
Some groups may be owned by the system instead of by an individual
subscriber or System Manager. Groups owned by the system can be
changed only at the console, not by telephone. However, the System
Manager can reassign a group owned by the system to a new owner to
allow that person to change the group by telephone.
The Group Members
Message group members are the people listed to receive a message. A
message to a group is sent to all the group members. Any subscriber can
be a member of any message group. Guests can be members of certain
groups owned by the guest host. 
Differences between Private and Open Groups
You can create private or open message groups.
Private 
The only person who can send messages is the group owner. 
Open 
Any authorized subscriber can send messages. A subscriber does
not have to be a member of an open group to send a message to
that group.
The System Manager can enter Y in the Access field on the subscriber
Personal Directory page to limit any subscriber from creating and sending
messages to open groups. You can restrict only a subscriber from sending
messages to all open groups. The Y code also restricts a subscriber from
creating open groups. For details, refer to Keep Subscriber from Sending
to Open Groups on page 9-27.
Private Groups and Guests
Guests cannot be members of open groups. Because a guest is created to
trade messages only with the host subscriber, a guest can only be a
member of the private groups owned by the host.
Dispatch Distribution
With dispatch distribution, the first group member to listen to a group
message is the only one who receives it. After a subscriber hears all of the
message, the system removes the message from the other group member
voice mailboxes. 
						

							9 - 20Messages Issue 3 EliteMail VMS/EliteMail Limited
If a group member listens to only the beginning of the message then saves
the message as new, the system does not mark the message as received.
Other group members may still retrieve the message until one of the group
members listens to the entire message.
For example, the manager of a customer service department might set up
a group with dispatch distribution that contains all the department service
representatives. The manager could send any message about a customer
problem to this group. The manager does not care which representative
gets the message and handles the problem, as long as someone in the
department does. With dispatch distribution, the manager can ensure that
one person in the group gets the message, without requiring everyone in
the group to listen to it.    
Figure 9-6  Message Group Definitions
SECTION 8 
T
HE GROUPS SCREENSubscribers can create and maintain message groups from any touchtone
telephone. The System Manager can also create and maintain message
groups at the system console, by accessing the Groups screen. Refer to
Figure 9-7 Sample Groups Screen. 
MESSAGE GROUP DEFINITIONS
Group Owner The subscriber who can change the group 
by telephone
Private Group Only the group owner can send messages 
to a private group 
Open Group Any authorized subscriber can send a mes-
sage to an open group.
Open Group of •SYSTEM• Any authorized subscriber can send a mes-
sage to this group. No one can change the 
group by telephone.
Dispatch Distribution The first group member to listen to a group 
message is the only one who receives it. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 21
Press 	
- to access the Groups Screen.
Figure 9-7  Sample Groups Screen
One message group is displayed at a time on the Groups screen.
Message groups are sorted by group name or number. If message groups
are not added to the system, all fields on the screen are blank. If the
system has message groups, press 
 or 
 (or press 	
-)) to
view other message groups in the system.
Name
The top line of the Groups Screen shows the group name in the field,
whether the group is open or private, and who the group owner is.
Dispatch 
Specifies whether or not the group is a dispatch group. The default
is No
.
Voice
This field contains the group recorded name. The numerical value in
the field displays the number of seconds the recorded name lasts. If
a name is recorded, the value in the field is greater than zero. If a
name is not recorded, the value in the field is 0:00.
The lower screen helps you track the members already added to the
message group and the date they last received a message for the group.
Member name
The names of all members are listed in this field. A message group
can contain more subscribers than the screen can display at once.
Press  or * to view all message group members. 

































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