NEC EliteMail Vms/Elitemail Limited Technician Guide

							Reference19 - 1
Security Codes
 	
A subscriber security code prevents unauthorized callers from accessing
confidential messages. 
For maximum security, the system never displays the security code on the
screen or reads it over the telephone, even to the subscriber. System
Managers cannot change or set a subscriber security code. Only the
subscriber can set the code, and only by telephone.
This chapter explains how security codes work, including how subscribers set
a security code by telephone, and what to do if subscribers forget their
security code.
SECTION 1 
S
ECURITY CODES 
AND PERSONAL IDA security code is like a Personal ID because the subscriber enters it on the
touchtone pad as part of the subscriber identification process. A security code
is different from a Personal ID because a subscriber can change the security
code anytime.
Two subscribers with different Personal IDs can have the same security code
with no conflicts. The total possible security codes each subscriber may have
decreases the possibility of an unauthorized caller successfully cracking the
system. Unlike Personal IDs, the security code is never displayed anywhere.
SECTION 2 
S
ET A SECURITY 
C
ODEA subscriber can set a security code during the enrollment conversation or by
accessing setup options.
If the subscriber enrolls in the system by telephone, the system asks the
subscriber to set a security code. The subscriber can set the security code
then, or skip setting a code and add one later using setup options. The
subscriber can also use setup options to change the code anytime.
A subscriber that does not set a security code may access the voice mail
system just by calling a Personal ID. However, privacy or unauthorized use is
not assured unless a security code is used.
To set a security code by telephone, refer to the EliteMail VMS/EliteMail
Limited Voice Mail User Guide #750178-0. 
						

							19 - 2Security Codes Issue 3 EliteMail VMS/EliteMail Limited
SECTION 3 
U
SE A SECURITY 
C
ODEWhen a subscriber who has set a security code calls the system and
enters a Personal ID, the system asks:
“Please enter your personal security code.”
The subscriber then enters the security code on the keypad. If the
subscriber enters the code correctly, the system begins the subscriber
conversation.
If the subscriber enters the wrong security code, the system informs the
subscriber, then restarts the call. 
The subscriber must enter the Personal ID before the system asks for the
security code again. This makes it more difficult for an unauthorized caller
to break into the system and prevents the subscriber from entering the
wrong Personal ID.
You may program the maximum number of retries a subscriber can make
to enter a valid Personal ID and security code in the Max ID attempts
 field
on Application screen Page 6. 
The system does not
 play the subscriber recorded name until after the
correct security code is entered.
A subscriber who realizes the security code entered is wrong can press
the pound key and enter a correct personal ID and security code.
Security Codes and Other Security Issues
Each system subscriber must use a security code to protect the subscriber
from unauthorized or fraudulent use of the voice mail system. Subscribers
should also be cautioned to:
Keep their security code secret. 
Change their security code frequently. Use a code that is easy to
remember, but hard for others to guess.
Notify the System Manager if their EliteMail VMS/EliteMail Limited
Voice Mail User Guide #750178-0 or Quick
 Option Menus card is
stolen. Someone may try to crack the system by guessing Personal
IDs or try to find a mailbox without a security code. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 19 - 3
If your organization uses the first-time enrollment conversation, you can
further protect the voice mail system by limiting the number of unused
voice mailboxes on the system. Check the Personal Directory frequently to
find out if new subscribers are promptly enrolling themselves by
telephone. Contact any subscribers not yet enrolled, and encourage them
to do so. Delete unused voice mailboxes from the system.
SECTION 4 
F
ORGOTTEN SECURITY 
C
ODESThe System Manager is not allowed to view, set, or change a security
code for another subscriber. The system indicates if a security code is set
by a subscriber by placing the letters SC on the subscriber Personal
Directory page. Refer to Figure 19-1 Personal Directory Page with a
Security Code Set. The system also records all incidents of an incorrectly
entered security code in the Call Log to alert a System Manager of
possible unauthorized callers. For details refer to Chapter 16 Reports. 
If a subscriber forgets the security code, the System Manager cannot look
up the security code on any system screen, but he can delete the
subscriber security code at the Personal Directory Screen. The subscriber
should then call the system and set a new security code.
Figure 19-1   Personal Directory Page with a Security Code Set
See if subscriber has a security code or delete it by telephone
1. Call the system and sign in with your Personal ID and security code.
2. Press 0 to skip to the System Manager conversation.
3. Press  to skip to the operator mailbox 
options.





















	
 










 	 
    
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							19 - 4Security Codes Issue 3 EliteMail VMS/EliteMail Limited
Delete a subscriber security code at the console
1. Press 

 to sign in at the voice mail system Banner Screen. 
2. Enter a System Manager ID, and press 


. If asked, enter the 
System Manager security code, and press 


.
3. Press 	
- to jump to the Personal Directory Screen. 
4. Press 
 (or use the Jump command) to display the subscriber 
Personal Directory Page.
5. Press 
.
6. Press   to highlight Security Code, and press  	
.
7. When prompted, press  to delete the code. After you delete the 
code, the 
SC is removed from the subscriber page.
8. Encourage the subscriber to call in immediately to set a new security 
code.
Also Refer To:
Chapter 17 Schedules
Chapter 19 Security Codes
EliteMail VMS/EliteMail Limited Voice Mail User Guide #750178-0 
						

							Reference20 - 1
Subscribers
 

Most people enrolled in the voice mail system are called subscribers. A
subscriber can receive messages from outside callers, leave messages for
other subscribers, be a host for guests, create message groups by telephone,
and use many of the system voice mail and automated attendant features. 
The system uses a page of the Personal Directory to store each subscriber
Personal ID, Extension # ID, personal greetings, and settings for call transfer
and message delivery. Subscribers can change many of these settings by
telephone. The System Manager can also change subscriber settings at the
system console.
This chapter explains:
The default settings for subscribers
The first-time enrollment conversation
The Personal Directory and its screens
Subscriber access codes
The personal secretary feature
Adding subscribers one by one, or by range
Deleting a subscriber, or just subscriber messages
Sorting the Personal Directory
The subscriber conversation
Quick keys and quick option menus
SECTION 1 
D
EFAULT 
S
UBSCRIBER 
S
ETTINGSTo make adding subscribers quick and easy, Application screen Page 5 lets
you program settings for all new subscribers. Refer to Figure 20-1 Application
Screen Page 5. This screen stores the default settings for Personal IDs,
languages, message retention, access codes, voice mail and call transfer
features, message notification, and message delivery.  
						

							20 - 2Subscribers Issue 3 EliteMail VMS/EliteMail Limited
Figure 20-1  Application Screen Page 5
Before
 you add subscribers, set the fields on this screen for the features
most subscribers use. Each time you add a subscriber to the system, the
system automatically sets the subscriber Personal Directory page with the
defaults. You can then change the settings on individual subscriber pages
for those subscribers who want features different from the defaults.


When you change settings on Application screen Page 5, the system uses
the new settings only for subscribers added 
after the changes are made.
Making changes to the defaults has 
no effect on current subscribers.
SECTION 2 
T
HE FIRST-TIME 
E
NROLLMENT 
C
ONVERSATIONThe system can be configured to play a special enrollment conversation
for new subscribers the first time they call the voice mail system. The
enrollment conversation makes setting up the voice mail system fast and
easy. If the system uses a lettered keypad map, the conversation asks
new subscribers to record their name, spell their name, choose whether or
not to be listed in the alphabetic directory, record a personal greeting, and
set a security code. If the system uses the number-only keypad map, the
conversation does not ask a subscriber to spell a name, or to choose
whether or not to be listed in automatic directory assistance.
The F access code causes the system to play the enrollment conversation
for a subscriber. To have all
 new subscribers enroll themselves by
telephone, add F
 to the Access
 field on Application screen Page 5. 
New subscribers hear the enrollment conversation only the first time they
call. After a subscriber is enrolled, the system automatically removes the F
code.

















		 	

	




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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 3
You can also add the F access code to the Access field on individual
subscriber Personal Directory pages. The system plays the enrollment
conversation for those subscribers the next time they use the voice mail
system.


The system 
does not deliver messages or turn on message waiting lamps
for subscribers with the 
F access code. The system enables message
delivery only after enrollment.
For more information on using the enrollment conversation to speed up the
process of adding subscribers to the system, refer to Section 7 Add
Subscribers on page 20-10.
SECTION 3 
T
HE PERSONAL 
D
IRECTORYEach subscriber, guest and System Manager in the system has a page in
the system Personal Directory. Refer to Figure 20-2 The Personal
Directory. Use the Personal Directory to customize features for individual
subscribers. This screen also has expanded windows for setting access
codes and for setting Expanded Transfer Options.
Figure 20-2   The Personal Directory
The fields on the Personal Directory you can edit are:
Personal ID
The subscriber unique Personal ID. 
Voice name
The subscriber recorded name.
Extension # ID
The touchtone number a caller presses to reach a subscriber.





















	
 










 	 
    
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							20 - 4Subscribers Issue 3 EliteMail VMS/EliteMail Limited
Hold/Archive msgs
This dual field defines how long the system saves the subscriber old
and archived messages. The hold time or the archive time can be set
to up to 99 days. However, to conserve disk space, you should set it
for 7 days or less.
Access
Uses one-letter codes to turn on or turn off specific system features.
You can specify combinations of the access codes listed and
described in Appendix A Access Codes. 
New Msgs / Total
The number of new messages waiting, and the time (in hours and
minutes) the messages last. Total messages includes new messages
and old messages.
Transfer?
Controls call transfer to the subscriber extension. If call transfer is on,
the field also specifies the telephone number or extension where
calls are transferred. 
Call Transfer Type
This unlabeled field, below the Transfer? field, sets the way calls are
transferred and can be: Await-Ans (Await Answer), Release, or
Wait-Ring (Wait for Ringback). For details, refer to Chapter 2 Section
2 Call Transfer on page 2-11 and Section 3 Screen Calls on page 2-
16.
Rings
The number of extension rings before a caller is transferred to the
subscriber voice mailbox for Await Answer or Wait for Ringback.
Screening?
Controls Screening Options. If yes, the subscriber Screening
Options are active. The subscriber must have Await Answer call
transfer to use the system transfer and screening options.
Holding?
Controls call holding and allows you to queue up several callers that
are waiting when the subscriber extension is busy. The values
allowed in this field are: Yes (To let outside callers press 1 to hold),
Vo x (To let outside callers say Yes to hold), or No (To turn holding
off). You can use call holding only with Await Answer or Wait for
Ringback call transfer. For details, refer to Chapter 2 Section 1 Call
Hold on page 2-1. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 5
Greeting
Contains the voice fields for the subscriber standard, internal, and
alternate personal greetings. The system indicates the greeting
currently being used with >>. If a field displays 0:00, no greeting is
recorded and the subscriber uses the system default standard,
internal, and alternate greetings. You can use a local connection to
record a subscriber greeting. For details, refer to Chapter 15
Recording Voice Fields.
Action
Defines how the system handles a caller after playing the subscriber
greeting. Enter the letter for the Action you want:
G Go to system ID
H Hangup
O Transfer to operator
R Restart
S Say good-bye
T Take message
Refer to Appendix B Action Codes for complete descriptions of these
codes.
Max-msg
Sets the time in seconds (maximum 9999) messages from outside
callers can last and applies only if the Action field is Take-msg.
Edits OK?
Applies only if the Action field is Take-msg and controls whether or
not outside callers hear this after leaving a message:
“Thank you. If you would like to add to your message, press 1. To
listen to it, press 2. To re-record it, press the pound key. Otherwise,
I’ll make sure your message is delivered.”
Lamp # / Activate Lamps?
These fields control message waiting lamps for the subscriber. When
the Activate Lamps? field is Ye s, the system dials the number in the
Lamp # field to turn message waiting lamps on and off for the
subscriber (or on some telephone systems, to play a distinctive dial
tone). For details, refer to Chapter 9  Section 13 Message Waiting
Lamps on page 9-54.
On Now?
Tells you if the subscriber message waiting lamp is on now. 
						

							20 - 6Subscribers Issue 3 EliteMail VMS/EliteMail Limited
#1 - #4
Lines 1 through 4 each set a message delivery telephone number,
schedule, and delivery method. Subscribers can also change
message delivery telephone numbers, schedules, or delivery
methods by telephone.
For details, refer to Chapter 9 Section 13 Message Waiting Lamps
on page 9-54.
SECTION 4 
A
CCESS CODES 
W
INDOWYou can use a special Access Code Options window to set access codes
for an individual subscriber, or to set the default codes for each new
subscriber added to the system. 
To view the Access Code Options window for a subscriber, press 	
-,
then press 	
 at the subscriber Personal Directory page. Refer to
Figure 20-3 Access Code Options Window for a Subscriber.
Figure 20-3 Access Code Options Window for a Subscriber
To view the Access Code Options for each new subscriber added to the
system, press 	
-, then press 	
 at Application screen Page 5.
The Access Code Options window gives a brief description of each access
code. To select and remove codes for a subscriber, highlight the code
checkbox and press #
. To move through the codes, Press ,
#$%&	-, *, , , or  . As you move the cursor through the list of
codes, the one-line help at the bottom of the screen displays a longer
description of each code.





















	
 










 	 
    
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