NEC EliteMail Vms/Elitemail Limited Technician Guide

							9 - 52Messages Issue 3 EliteMail VMS/EliteMail Limited
Figure 9-17   Message-Taking Fields on Application Screen Page 5
Message Counts
When the Expanded Transfer Options window is closed, you can see
the following display-only message counts for a subscriber.
New Msgs: 0 =0:00   Total: 0 =0:00
The first number in the New Msgs: field shows new messages,
followed by the combined time of these messages in hours:minutes.
The first number in the Total: field shows total messages, followed by
the total time of all the messages in hours:minutes. 
These message counts do not
 include public messages or group
messages and may not be accurate if a message was added or
deleted in the last five minutes. If you press 
 to delete all
subscriber messages, the counts in these fields do not change to
zero for a few minutes, especially if the system is busy processing
calls.
Use Access Codes to Control Subscriber Messages
You can use access codes to control whether or not a subscriber:
can leave messages for other subscribers, guests, or groups
can leave messages for open message groups
can mark messages for special delivery
can edit messages to other subscribers.
For details, refer to Chapter 20 Subscribers.

















		 	

	




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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 53
Transaction Box Message Fields
Transaction boxes can also take messages. The message-taking fields for
a transaction box are shown below. These fields are only active if at least
one of the Day: or Nite: fields is Take-msg. The fields operate the same
as those on a subscriber Personal Directory page.
Figure 9-18   Message-Taking Fields on Transaction Box 
Take Messages in the Operator Box
The system Operator Box can take messages. Usually, however, you
should use the Public Interview Box to take messages for the Operator
Box (using GotoID$PM). The interview questions can ensure you get all
the information you need from a caller to properly forward the message. 
Take Messages in Interview Boxes
Interview boxes take messages, even though they do not use the
Transfer®Greeting®Action structure. You may use interview boxes to
take messages because they allow you to ask questions of the caller
leaving the message. To use an interview box for message taking, set the
Action field to GotoID and include the System ID of the interview box.
Also Refer To:
Section 1 Message Types on page 9-1
Section 5 Message Delivery on page 9-9
Section 10 Message Playback on page 9-31
Chapter 2 Section 2 Call Transfer on page 2-11
Chapter 2 Section 3 Screen Calls on page 2-16
Chapter 6 Interview Boxes















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							9 - 54Messages Issue 3 EliteMail VMS/EliteMail Limited
Chapter 11 Opening Greeting
Chapter 20 Subscribers
Appendix B Action Codes
SECTION 13  
M
ESSAGE WAITING 
L
AMPSThe voice mail system can alert subscribers with new messages by turning
on a message waiting indicator on the telephone. This eliminates the need
to repeatedly check with the system to see if any new messages are
received. Usually, this indicator is a message waiting lamp or LED
message. For simplicity, all message waiting indicators are called
message waiting lamps. 
This section describes message waiting lamps and the fields that affect
them.


You can also set the system to deliver messages by dialing an extension or
external telephone number. For details, refer to Section 5 Message Delivery
on page 9-9.
Set Fields for Subscriber Message Waiting Lamp
Message waiting lamp fields are in the Message Notification
 section of
the Personal Directory pages. Refer to Figure 9-19 Message Waiting
Lamp Fields for Subscriber.       
Figure 9-19   Message Waiting Lamp Fields for Subscriber
Lamp #
This is the extension number the system dials when attempting to
turn a message waiting lamp on or off. X
 in this field indicates the
extension ID listed on the screen.





















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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 55
Activate Lamps?
Enter Yes to turn on the message waiting lamp function for an
individual subscriber.
On Now?
This field indicates the current state of the subscriber message
waiting lamp. It can be changed manually when you are testing or
resetting message waiting lamps.
Set Fields for Message Waiting Lamps System-Wide
Message waiting lamp fields that apply to all subscribers are entered at the
top of Switch Setup Screen Page 2. Refer to Figure 9-20 System-Wide
Message Waiting Lamp Fields.   
Figure 9-20   System-Wide Message Waiting Lamp Fields
These fields are automatically filled in when you enter the NEC switch on
Line 1 of Switch Setup Screen Page 1. For details, refer to Chapter 21
Switch Setup.
Message Lamp On:
Use this field to set the code sent to the subscriber telephone to turn
on the message waiting lamp. For EliteMail, X indicates the
extension number.
Off:
Use this field to set the code sent to the subscriber telephone to turn
off the X code. 














          	 
   
      



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							9 - 56Messages Issue 3 EliteMail VMS/EliteMail Limited
Retries:
Use this field to set the number of times the system sends the
Message Lamp
 On or Message Lamp Off sequence to the
subscriber telephone. Retries are necessary if the message waiting
lamp does not light after a single attempt.
Interval (mins)
Use this field to specify the time (in minutes) between retries.
Reset All Lamps?
Use this field to tell the voice mail system to immediately reset all
message waiting lamps. Use this field if the Electra Elite was
temporarily unavailable and turned off message waiting lamps.
When you set this field to Ye s, the voice mail system lights the
message waiting lamp for each subscriber with new messages. 
Daily Lamp Reset
Use this field to specify a time for the voice mail system to reset mes-
sage waiting lamps. Each day at the time you specify (
e.g., 2:00 am), 
the voice mail system turns on the message waiting lamp for each 
subscriber with new messages waiting.
Message Notification Dial Out
The voice mail system must have enough dialing ports to light message
waiting lamps promptly and deliver new messages to subscribers. The
system also needs enough answering ports to take messages and handle
incoming calls. Control this with port status settings, on Application screen
Page 2. Refer to Chapter 21 Switch Setup.   
Figure 9-21   Port Status

















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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 57
Correctly setting Line 14 of Application screen Page 2 is vital to light
message waiting lamps promptly and call to pagers and extensions.
The voice mail system must have at least one port available for dialing out
to light message waiting lamps and deliver messages, but more dial-out
ports may be required.
Consider the following factors when configuring the port status:
A dial-out port used to call subscribers for message delivery likely is
tied up by the subscribers that the voice mail system contacts while
the subscribers sign in and check their messages. Any dial-out to
activate message waiting lamps must wait for the dial-out port to
become free. This may result in a message waiting lamp or pager not
being activated until long after a message is received.
If the voice mail system answers calls on a dial-out port, the system
ability to dial out can be compromised by incoming call traffic.
A very busy system, lighting dozens of message waiting lamps and
notifying dozens of subscribers of their messages every hour,
requires two or more dial-out ports.
If the voice mail system has too many dial-out ports dedicated to
message waiting lamps or message delivery, there may not be
enough free ports to accept incoming calls, causing callers to get a
busy signal when they try to leave or retrieve messages.
Setting one port on the system to either A/L or Lamp and setting all
other ports to A/M, Msg or Ans guarantees that the voice mail
system uses only one port for all message waiting lamp calls.
The port status options that affect message waiting lamps are explained
below.
Dial
Dial out only. The port is dedicated to dialing out to deliver messages
and to light message waiting lamps. It does not answer incoming
calls.
Lamp
Lamp only. The port is dedicated to dialing out to light message
waiting lamps exclusively. It does not answer incoming calls. 
						

							9 - 58   Mess ages
  A/D  (A nsw er/D ia l  o ut) 
						

							Reference10 - 1
Numeric Access
 	
The voice mail system is flexible enough to allow subscribers to leave
messages for subscribers, guests, and message groups by pressing either
numbers or letters. This chapter describes how a system is set up for numeric
access.
SECTION 1 
S
ET UP THE 
S
YSTEM FOR 
N
UMERIC ACCESSAreas of the system affected if numeric access is used include: 
Access to subscribers and guests 
The Access
 field on subscriber Personal Directory pages should contain
E. With E, the system asks the subscriber for an extension number to
leave messages for other subscribers or guests. You also can set
numeric access as the default for new subscribers added to the system
by adding E to the Access
 field on Application screen Page 5.
Access to message groups 
Set up a special System ID for numbered message groups. Subscribers
press this special System ID before they leave a message for a
numbered message group. Set this ID on Line 59 of Application screen
Page 6, in the field labeled ID for Num Groups
. For details, refer to
Chapter 22 Section 2 Special System ID for Numbered Groups.
Verify that the first three characters of each message group name are
numbers. A message group name is displayed in the upper left corner of
the Groups Screen. To leave a message for a message group,
subscribers press these three numbers. The group number should also
be in the group recorded name (
e.g., Group 234: Sales Department). For
details, refer to Chapter 9 Section 7 Message Groups on page 9-18.
Numeric directory assistance 
Numeric directory assistance allows outside callers to find a subscriber
extension number without spelling the name. For details, refer to
Chapter 3 Directory Assistance. (You can use numeric directory
assistance even on systems that do not use numeric access.) 
						

							10 - 2Numeric Access Issue 3 EliteMail VMS/EliteMail Limited
SECTION 2 
L
EAVE MESSAGES BY 
N
UMBERA comparison of the conversation for numeric access and the
conversation for lettered access is shown below:
Figure 10-1   Comparison of Conversations for Numeric and Lettered Access Codes
With numeric access, you can leave messages for subscribers, guests,
and message groups by number. To leave a message for a subscriber by
number, enter the subscriber Extension # ID. To leave a message for a
guest by number, enter the guest Personal ID. To leave a message for a
message group, first press the special System ID for numbered groups.
Then, press the three-digit number for the group you want.


You can use the system wildcard character to select a numbered message
group. For example, if the wildcard character is 1, press 511 to list all
message groups starting with the number 5. Or, press 111 to list all
message groups you can send a message to.
Switch between Using Numbers and Using Letters
If the system uses a lettered keypad map, you can switch from leaving
messages by number to leaving messages by letter (and back again).
While the system is asking, 
“Please enter the extension number or
 for groups...”
, press 
 twice. The system immediately asks
you for letters: 
“Please enter the first three letters of the last name...”
To switch back to numeric access, press 
 twice again during this
prompt. After you switch to lettered access, the system continues using
lettered access until you switch back or hang up.
NUMERIC ACCESS
(USING E ACCESS CODE 
AND 77 FOR THE SPECIAL SYS-
TEM ID)LETTERED ACCESS
(NO E ACCESS CODE)
“Would you like to leave any mes-
sages?”“Would you like to leave any mes-
sages?”
“Please enter the extension number 
or 77 for groups.”“Please enter the first three letters of 
the last name...”
If the subscriber presses 7 7, the 
system continues with:
“Please enter the three-digit group 
number.” 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 10 - 3
Set Up Special System ID for Numbered Groups
With numeric access, message groups have numbers instead of spelled
group names. Subscribers send a message to a numbered group by first
pressing a special System ID for numbered groups, followed by the group
number. This way, the system does not confuse Extension # IDs with
message group numbers. Message group numbers do not have to be
unique, but all System IDs must be unique. 
Set the System ID for numbered groups in the 
ID for Num Groups field on
Application screen Page 6. Refer to Figure 10-2 The ID for Num Groups
Field on Application Screen Page 6.    
Figure 10-2   The ID for Num Groups Field on Application Screen Page 6
The ID for numbered groups is a System ID, and must be unique.
When choosing this special ID, follow these guidelines:
Choose a short number. Short numbers are easier to remember, and
make the conversation flow better. 
Remember that the ID you choose prevents you from using a range
of other System IDs. For example, using 77 for the special System ID
makes the ranges 770-779 and 7700-7799 unavailable.
Also Refer To:
Chapter 3 Directory Assistance
Chapter 7 Keypad Maps
Chapter 9 Messages
Chapter 20 Subscribers

















		 	

	




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