NEC EliteMail Vms/Elitemail Limited Technician Guide
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15 - 8Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited 11. The system asks if you want to replace or append to the current voice field recording. Press / to append. After the recording is appended, the voice field displays how many seconds the complete recording lasts. 12. Repeat these steps if you want to add another recording. Append a Beep The system is shipped with a prerecorded beep that you can append to the end of any recording. This is useful when the Beep on record ? field on Application screen Page 6 is No. This keeps the system from automatically playing a beep after prompting a caller to record a message. If you want the system to beep at the end of such a prompt, just append the prerecorded beep to the recording voice field. Highlight the voice field for the recording that requires a beep. 1. Press to display the Command Menu. 2. Press to Copy. 3. Press ! for Into current field. 4. Enter BEEP, and press . 5. Press / to append the beep. after the beep is appended, the voice field displays how many seconds the recording, including the beep, lasts. 6. Repeat these steps if you want to add another beep. Append Silence When you record a prompt that asks a caller to press touchtones, you should include a pause so the caller has time to make a selection. Although you can add a pause simply by not saying anything while recording, you may inadvertently record background noise or static. To solve this problem, the system is shipped with a file called SILENCE that contains a half-second of complete silence. Append this sound file to the prompt (once or as many times as you need to) to add completely silent pauses to the recording. 1. Highlight the voice field for the recording that requires silence. 2. Press . The system displays the Command Menu. 3. Press to Copy. 4. Press !for Into current field.
EliteMail VMS/EliteMail LimitedIssue 3 Reference 15 - 9 5. Enter SILENCE, and press . The system asks if you want to append or replace the prompt. 6. Press / to append the silence or press 8to record only silence in the field. The voice field displays how many seconds the recording, including the silence, lasts. 7. Repeat these steps if you want to add another half second of silence. SECTION 9 D ELETE A RECORDING IN A VOICE FIELD 1. Sign in to the system and highlight the voice field for the recording you want to delete. 2. Press . The system asks you to confirm. 3. Enter Y, and press . SECTION 10 R ECORD QUICK PLAY P ROMPTSThe voice mail system uses a feature called Quick Play to index the prompts most often used in the conversation. This allows the system to copy these prompts to an index file, so that they can be played quickly when they are needed. Quick Play significantly speeds the flow of the conversation. You can record Quick Play prompts again (marked QP in a voice field) the same way you record other prompts. However, until you restart the system, the newly recorded prompt is played from the hard drive and not from Quick Play. You can change the list of prompts the system uses for the Quick Play feature. For details, refer to Quick Play in Section 3 The Voice Prompt Editor Screen on page 15-2. If you accidentally delete a recording you made, you cannot restore it unless you copied the recording in a sound file. Restarting the system disrupts all calls in progress. Restart the system after business hours.
15 - 10Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited Also Refer To: Chapter 11 Opening Greeting Chapter 12 Operator Box Chapter 13 Port Applications Chapter 14 Public Interview Box and Public Messages Chapter 17 Schedules EliteMail VMS/EliteMail Limited Voice Mail User Guide #750178-0
Reference16 - 1
Reports
The voice mail system can provide a great deal of information about your
organization incoming and outgoing telephone calls. You can use the
information to help make decisions about your organization, such as staffing
levels, productivity, and your telephone hardware needs.
The voice mail system provides the following reports:
Usage Reports
Directory Reports
Busy Ports Report
Call Log
Error Log
You can view reports, print them on a printer connected to the voice mail
system, copy them to files, or import them to other applications.
This chapter describes each report, and explains how to create and view each
report.
SECTION 1
S
TORE DATA FOR
R
EPORTSEach day, the system creates a special file to store data about its actions and
call traffic. The system uses these daily files to create reports.
The
Call Report Aging
field on Application screen Page 6 controls the time
the system stores this information. Refer to Figure 16-1 Call Report Aging
Field. The default is 14 days.
Figure 16-1 Call Report Aging Field
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16 - 2Reports Issue 3 EliteMail VMS/EliteMail Limited The system can store a file for each of the last 365 days, but to conserve disk space you should set the value in the Call Report Aging field to no more than 31 days. If you choose a start date for a report that is earlier than the number of days in the Call Report Aging field, the report covers only the number of days in the field. Always check the top of the report to find the actual start and stop dates for the report. SECTION 2 U SAGE REPORTSUsage reports give you a picture of how much the voice mail system is being used over time. You can run a usage report for an individual guest, subscriber, Extension # ID, or System ID. You can also track usage of the entire voice mail system. You can create the report as a bar graph or a table. Specify a range of days to be covered by the report. The Usage Bar Graph Reports For an individual guest, subscriber, Extension # ID, or System ID, the bar graph shows the percentage of each hour that the person or box was using the voice mail system. Refer to Figure 16-2 Sample Subscriber Usage Bar Graph Report. This percentage is equal to the number of minutes the person or box used the system, divided by 60 minutes. Figure 16-2 Sample Subscriber Usage Bar Graph Report When you run a usage report on a subscriber name or Personal ID, the report shows all usage for that mailbox. However, you can create a report that shows usage just for a subscriber message box (calls from outside callers) by running the report by Extension # ID. \ ^ G 7 E , #,! ,!, > FK ^ ^ E D ^ ^ [ #[ ![ >[ F[ C[ K[ B[ [ [ ^ ^ aaaaeaaaaeaaaaeaaaaeaaaaeaaaaeaaaaeaaaaeaaaaeaaaaeaaaa ^ ^ C : K X[Y ^ ^ K : B X[Y ^ ^ B : f X#[Y ^ ^ : fffff X[Y ^ ^ : ffffffff XC[Y ^ ^ :# fffffff X>[Y ^ ^ #: fffffffffff X##[Y ^ ^ : # ffff XB[Y ^ ^ #: ! ff X![Y ^ ^ !: > f X#[Y ^ ^ >: F X[Y ^ ^ F: C X[Y ^ ^^ _NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNN`
EliteMail VMS/EliteMail LimitedIssue 3
Reference 16 - 3
The bar graph report for the entire system shows the percentage of
each hour that the voice mail system ports were in use. Refer to
Figure 16-3 Sample System Usage Bar Graph Report. This
percentage equals the number of minutes the ports were busy,
divided by the number of minutes they could have been busy. The
number of minutes they could have been busy equals 60 minutes
times the number of ports on the system.
Figure 16-3 Sample System Usage Bar Graph Report
This report tells you when the voice mail system is busiest, so you can
decide when you need to add ports to the system to answer more calls.
The Usage Table
When you run the usage table for an individual guest, subscriber,
Extension # ID, or System ID, the report totals the number of calls by
system port, and totals the number of minutes the calls lasted. Refer
to Figure 16-4 Sample Subscriber Usage Table Report.
Figure 16-4 Sample Subscriber Usage Table Report
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16 - 4Reports Issue 3 EliteMail VMS/EliteMail Limited A usage table for the entire system shows, for each hour of the day, the total number of calls answered by each system port, and the total number of minutes the calls lasted. Refer to Figure 16-5 Sample System Usage Table Report. The report also includes grand totals for day, night, and an entire 24-hour period. For reports, DAY refers to the hours between 6:00am and 6:00pm, and NIGHT refers to the hours between 6:00pm and 6:00am. + ++= >2 O &=&$ &=&6 )&=&6=9@ P J $ J J 6 J # ++ :: ++ :: ++ :: ++ :: ++ :: ............ ........... C8 @ & &&& & &&& & &&& & &&& & &&& @8 A & &&& & &&& & &&& & &&& & &&& A8 9 B6 $B# $$ &$ $C &6C $$ & $B &6B 98$& #@ $B $& &# $ &#$ $B &#& $& &6& $&8$$ C# 6&$ $ &BA $6 &B & &BC $& &$B $$8$J C@ $A C &#B & &B $ && 9 &$ $J8 $J #C $&$ $ &$# $$ &$9 $ &$B $$ &$6 $J8 J B@ $B@ $C &# $# &69 $6 &$ $# &# J8 6J C# &A $ &$A 6 $&& $@ &6B $ &$B 6J8 #J B $9 A &$ $# &66 $$ &66 $9 &B #J8 BJ A &$9 @ &$@ $ && & &&& & &&& BJ8 CJ $ &&$ $ &&$ & &&& & &&& & &&& #B9 $@$6 $ # #$ $# B&# $$$ 6B6 $&& 6B P J $ J J 6 J # ++ :: ++ :: ++ :: ++ :: ++ :: ............ ........... CJ8 @J & &&& & &&& & &&& & &&& & &&& @J8 AJ & &&& & &&& & &&& & &&& & &&& AJ8 9J & &&& & &&& & &&& & &&& & &&& 9J8$&J &&# $ &&6 $ &&$ & &&& & &&& $&J8$$J & &&& & &&& & &&& & &&& & &&& $$J8$ & &&& & &&& & &&& & &&& & &&& $8 $ $ &&& $ && & &&& & &&& & &&& $8 & &&& & &&& & &&& & &&& & &&& 8 6 & &&& & &&& & &&& & &&& & &&& 68 # & &&& & &&& & &&& & &&& & &&& #8 B & &&& & &&& & &&& & &&& & &&& B8 C & &&& & &&& & &&& & &&& & &&& 1: 6 &&# &&B $ &&$ & &&& & &&& # : #C $@$@ $C #C $B B&B $$$ 6B6 $&& 6B Figure 16-5 Sample System Usage Table Report
EliteMail VMS/EliteMail LimitedIssue 3
Reference 16 - 5
SECTION 3
D
IRECTORY REPORTSDirectory reports show you the structure of the system, its subscribers,
System IDs, message groups, and numeric directory assistance. You can
run the report for everyone enrolled in the system, for all Extension # IDs,
for message groups, or for numeric directory assistance.
Subscriber Report
The Subscriber Report
lists each subscriber and guest enrolled in
the system. Refer to Figure 16-6 Subscriber Report. The report
includes each Personal ID, the number of new messages waiting,
the total number of new and old messages, the date the person last
called the voice mail system, the number of days the system saves
old and archived messages, and the personal access codes.
Figure 16-6 Subscriber Report
If the subscriber has more than eight access codes, +
is displayed at
the end of the access codes list. To view the subscriber additional
access codes, look at the
Access
field on the subscriber Personal
Directory page.
If access codes are not listed, the person is most likely a guest.
The Extension List
The Extension List
shows every subscriber on the system with an
Extension # ID, and the System ID for any transaction box and
interview box the subscriber owns. Refer to Figure 16-7 Extension
List Report. This report does not
include guests.
For each subscriber, the report lists: whether call transfer is on or off,
the phone number calls are transferred to, the call transfer type, how
many times the extension rings before taking action (applies to Await
Answer and Wait for Ringback call transfer only), call transfer
options, and if call holding is
Ye s, Vo x, or No.
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16 - 6Reports Issue 3 EliteMail VMS/EliteMail Limited Figure 16-7 Extension List Report The Extension List uses these codes: YYes NNo X A telephone extension that matches subscriber Extension # ID A Await Answer call transfer R Release call transfer W Wait for Ringback call transfer In the transfer Options field, the report uses the voice mail system standard transfer and screening option codes. For details on the codes, refer to Chapter 2 Section 2 Call Transfer on page 2-11 and Section 3 Screen Calls on page 2-16. Group Reports The Group Reports give current information about the message groups and directory groups in the system. The information about message groups changes often, because all authorized subscribers can create message groups using the telephone. By running the Group Reports from time to time, you can verify that each message group is used, and that there are no duplicate groups. Group reports include: Group List This report can include all message groups, open message groups only, or all the groups owned by a particular subscriber. Refer to Figure 16-8 Group List. The list shows the group spelled name, whether the group is open or private, whether or not it has dispatch distribution, and the group owner. \ ^ ; L ^ ^ ; #,>, K F ^ ^^ ^ ()L 5 .A A)% + ^ ^ aaaaaaaaaaaaaaaaaa aaaaaaaaa aaaaaaaaaaaaa aaaaaa aaaaaaaaa aaaaaa ^ ^ / ># :4; :4> ^ ^ / !C :4; :4> ^ ^ / ( ^ ^ / ( # # ^ ^ / ( ! ! ^ ^ !> :4; :4> $; ^ ^ G ?D !K :4; :4> ^ ^ EG 7 !B :4; :4> ^ ^ 7G / ! :4; :4> ^ ^ ? > :4; :4> ^ ^ D > :4; :4> ^ ^^ ^^ _NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNN`
EliteMail VMS/EliteMail LimitedIssue 3 Reference 16 - 7 When listing groups owned by an individual subscriber, the report includes open and private groups. Figure 16-8 Group List Group Membership Lists all members of a group. Refer to Figure 16-9 Group Membership. It also includes the last time a message was sent to the group, and when each member heard the last message. Figure 16-9 Group Membership Subscriber Membership Lists all message groups on the system that a subscriber or guest is a member of. Refer to Figure 16-10 Subscriber Membership. Figure 16-10 Subscriber Membership 7G L ^ 7 A % ) A ) )+ #,>, K ) # ^ ^^ ^ 7 A .A % A)&9 0 ^ ^ 3333333333333333333333 3333333 333333333 3333333333333333333333333 ^ ^ A . A = . ^ ^ % A V ^ ^ %-) ^ ^ )55 %-) %= ^ ^ )55 %-) % ^ ^ & %& AA ) A % ^ ^ $%& %+ ) %-) ;-% Q ^ ^^ ^^ ^^ ^^ _NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNN` 7GL ^ 7 A J %A A ) )+ #,>, K ) ># ^ ^ 7 A A . A 7 A 5 = . ^ ^ % A)& 7 A ) ) B> #:A ^ ^ J ) & )&)+ J ) & )&)+ ^ ^3333333333333333333333333333333333 3333333333333333333333333333333333 ^ ^ % B!! #:A = . F! ##:A ^ ^ ;-% Q ^ ^ %= % ^ ^ V5)% ) >C #:A V ^ ^ V% = Q.^ ^^ ^^ ^^ ^^ _NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNN` /L ^ J & %J J %A A ) )+ #,>, K ) >! ^ ^ %= % J 5 ^ ^ 7 A 7 A ^ ^ 333333333333333333333333333333 333333333333333333333333333333 ^ ^ A . ^ ^^ ^^ ^^ ^^ ^^ ^^ ^^ _NNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNNN`