NEC EliteMail Vms/Elitemail Limited Technician Guide

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 7
Remove an access code
1. Highlight the [ ] to the left of the description of the code.
2. Press #
.
3. Repeat steps 1 and 2 for each access codes to delete.
4. Press  to close the Access Code Options window.
SECTION 5 
E
XPANDED TRANSFER 
O
PTIONS WINDOWYou can use an Expanded Transfer Options window to set advanced call
transfer options for a subscriber or for all new subscribers added to the
system. 
To view Expanded Transfer Options for a subscriber, press 	
-, then
press , and press 	
 at the subscriber Personal Directory page.
Refer to Figure 20-4 Personal Directory with Expanded Transfer Options
Displayed.
 
Figure 20-4   Personal Directory with Expanded Transfer Options Displayed





















	
 










 	 
    
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							20 - 8Subscribers Issue 3 EliteMail VMS/EliteMail Limited
To view the default Expanded Transfer Options for each new subscriber,
press 	
-, then press , and press 	
 at Application screen Page
5. Refer to Figure 20-5 Default Expanded Transfer Options.   
Figure 20-5   Default Expanded Transfer Options
Expanded Transfer Options let you program the call transfer and call
screening option sets, change which personal greeting is active, and
program additional message taking options.
Transfer Options / Screening Options
Contain one-letter code that controls how calls are transferred to a
subscriber. Subscribers can turn on call transfer or call screening
options to their extension by telephone. To use these options, the
Transfer?
 field must be Yes
, and the call transfer must be
Await-Ans
. 
You can use any combination of these codes:
A Announce
C Confirm
I Introduce
M Message screen
SScreen
Refer to Appendix C Call Transfer Options for complete descriptions
of each transfer option.
Greeting
These fields in the Expanded Transfer Options window differ
between the Application Screen and the Personal Directory Screen. 

















		 	

	




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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 9
Send Msg Urgent?
Controls urgent messages. If this field is Ye s, every message from
an outside caller is marked urgent. If this field is Ask, the system
asks an outside caller whether or not to mark the message urgent. If
this field is No, outside callers cannot leave urgent messages.
After Msg
Controls what follow-up action the system takes after taking a
message. This field applies only if the Action field is Take-msg.
One Key Dialing
Programs choices to offer in personal greetings. A single touchtone
represents a full System ID. A caller can then press a single key to
route the call to another extension, the operator, a transaction box,
or an interview box. For more information on Expanded Transfer
Options, refer to Chapter 2 Section 2 Call Transfer on page 2-11 and
Chapter 9 Section 12 Take a Message on page 9-45.    
SECTION 6 
P
ERSONAL 
S
ECRETARY FEATUREThe Expanded Transfer Options window can be used to program the
Personal Secretary feature for a subscriber. This feature ensures that
important calls are always handled, even when a subscriber is on the
telephone or out of the office, by routing calls on to a subscriber secretary
or assistant. You can combine settings in the Action, After Msg, and One
key dialing fields to provide this special routing in a variety of ways.
When the voice mail system is used as a personal secretary, the system
first transfers the caller to the subscriber extension. Then, if the subscriber
extension is busy or not answered, the system can:
Automatically route the caller to another System ID, without playing
the subscriber greeting
Play the subscriber greeting, take a message from the caller, then
automatically route the caller to a System ID in the After Msg field
Play the subscriber greeting that contains instructions for using a
one-key-dialing menu so the caller can choose where the call is
routed 
						

							20 - 10Subscribers Issue 3 EliteMail VMS/EliteMail Limited
Set up the personal secretary feature for a subscriber
Use the Action field to tell the system how to handle the caller if no
touchtones are entered during the subscriber greeting. 
Use the After Msg field if you want the system to automatically route
outside callers to another System ID after they leave a message. 
Program a one-key-dialing menu to allow callers to choose where
their call is routed. 
SECTION 7 
A
DD SUBSCRIBERSA System Manager can enroll all the subscribers by using the telephone or
the console to enter each subscriber ID and spelled name, record a name,
and set any special options or can add a range of subscriber mailboxes,
and let subscribers enroll themselves by telephone when they first call the
system. Both methods are detailed below. 
Each method has advantages – some sites may use both enrollment
methods. Enrolling at the console gives the System Manager full control.
The subscriber last and first name can be fully spelled out on-screen,
making it easier to maintain the system later. No extra, unused mailboxes
are created. When subscribers first call the system, their voice mailbox is
fully functional.
Having subscribers enroll by telephone creates less work for the System
Manager, who can add a range of subscriber mailboxes and then tell users
their Personal IDs. Through the enrollment conversation, subscribers learn
about the system features. They are encouraged to record personal
greetings and names, and set security codes. The system may be less
secure, however, if more mailboxes are created than are actually used.
The spelled name that a subscriber enters by telephone may be displayed
on-screen differently than the way the name is actually spelled.
When using enrollment by telephone, consider doing the following soon
after general enrollment:
Delete unused subscriber mailboxes.
Go through the Personal Directory in ID Sort order and enter the full
name for each subscriber. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 11
The Main Steps to Add Subscribers
Program the default settings for new subscribers. Set the fields for the
features most subscribers use, including access codes, call transfer, call
holding, message notification and delivery, and the enrollment
conversation.
Add Mailboxes Using the 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 6 to skip to the change mailbox options.
Add Subscribers Individually at the Console
1. At the voice mail system Banner Screen, press 
 to sign in. Enter a
System Manager ID, and press 	
. If asked, enter the System
Manager security code, and press  	
.
2. Press 	
- to display the Personal Directory.
3. Press 
. The Add Menu appears.
4. Press 	
. You’re prompted to enter the extension number.
5. Enter the subscriber Extension # ID, and press 	
. You’re
prompted for subscriber last, first, and then middle name.
6. Enter the subscriber last name, and press 	
. 
7. Enter subscriber first and middle names, and press 	
. (This
step is optional.) You’re prompted to enter a personal ID.
8. Choose a Personal ID.  Press 	
 to accept the Personal ID the
system offers, or enter a new one, and press 	
.
9. The system prompts you to enter another Extension # ID for the next
subscriber you want to add. To add more subscribers, repeat steps 4
through 6. Otherwise, press  to cancel.
Add Many Subscribers by Range at the Console
To speed up the process of adding subscribers to the system, you can add
many subscribers at once in a range of Extension # IDs. 


This process may take several minutes and may keep the system from
answering calls, depending on how many subscribers you add. Add ranges
of extensions when call traffic is light, or busy out all the system ports and
transfer calls to the operator. 
						

							20 - 12Subscribers Issue 3 EliteMail VMS/EliteMail Limited
1. At the voice mail system Banner Screen, press 
 to sign in. Enter a
System Manager ID, and press 	
. If asked, enter the System
Manager security code, and press  	
.
2. Press 	
- to display the Personal Directory.
3. Press 
 to Add.
4. Press   to select Range, and press 	
.
5. Enter the starting number of the range, and press . Enter the
ending number of the range, and press 	
.
6. If desired, enter any numbers or letters as a prefix to the Extension #
IDs you are adding.  Press . Enter any numbers or letters as a
suffix to the Extension # IDs you are adding.  Press 	
.
The system displays the selected range and asks to confirm. 
7. To accept the range, press . Otherwise, press . Follow these
steps again to add a new range of Extension # IDs.
8. After you confirm the range, the system displays a series of status
messages as it adds the Extension # IDs.
If an ID in the range conflicts with a System ID already in the system,
that particular ID is not added. The system displays this message:
ID... conflicts with existing
ID:  and was not added. 
Please make a note of this.
Do you want to continue with the 
next Extension # ID (Y/N)?
9. To continue adding the remaining Extension # IDs in the range, press
, and press 	
. 
10. To stop the process altogether,  Press . You may then repeat these
steps to add different ranges of Extension # IDs that do not include
the conflicting IDs.
11. When the system finishes adding the range of Extension # IDs, look
through the Personal Directory to find the pages the system added.
Each new subscriber has a spelled name with the Extension # ID in
curly brackets { }. Refer to Figure 20-6 Subscriber Added by Range. Enter Range of Extension # IDs
Start:     Stop:
Constant prefix:
Constant suffix: 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 13
 
Figure 20-6   Subscriber Added by Range
Record a Name
Unless the system is using the enrollment conversation, record a voice
name for each subscriber you add to the system.  Refer to Chapter 15
Recording Voice Fields.
SECTION 8 
P
ERSONAL GREETINGSSubscribers can record personal greetings that callers hear before leaving
messages. EliteMail allows each subscriber three different greetings: a
standard greeting, an alternate greeting, and an internal greeting. In most
cases, the standard greeting is for when the subscriber is in the office, and
the alternate greeting is used for special purposes, such as when the
subscriber is out of the office. The internal greeting is a special greeting
played to internal callers only. For example, a subscriber might want
coworkers to refer calls to a conference room all day. The internal greeting
is played only if the standard greeting is active. When the alternate
greeting is active, it plays for both internal and external callers.
To enable subscribers to record an internal greeting, use the Expanded
Transfer Options window on Application screen Page 5. To access, from
Application screen Page 5, press 	
-, then  , and  :	
.





















	
 










 	 
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							20 - 14Subscribers Issue 3 EliteMail VMS/EliteMail Limited
Figure 20-7  Enabling the Internal Greeting Option
When Int 
is Yes
, subscribers are asked if they want to record an internal
greeting during the enrollment conversation.
On the Personal Directory Screen, the Greeting
 section of the Expanded
Transfer Options window displays information about each subscriber
greetings. Refer to Figure 20-8 Subscriber Personal Greetings Fields.   
 
Figure 20-8   Subscriber Personal Greetings Fields
Std / Int / Alt
These voice fields are for the standard, internal, and alternate
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 and alternate greetings.
You can use a local connection to record a subscriber greeting. For
details, refer to Chapter 15 Recording Voice Fields.

















		 	

	




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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 20 - 15
Active
This field tells you whether the standard (STD) or alternate (ALT)
greeting is currently active. 


The internal greeting is used only when the standard greeting is
active.
Int
This field indicates when the subscriber internal greeting is activated.
It is initially Yes for all subscribers, but you can set it to No system-
wide on Application screen Page 5.
Record or Change Greetings
Subscribers can record, change, or switch between standard and alternate
greetings during the enrollment or subscriber conversation. Subscribers
can initially record an internal greeting during the enrollment conversation.
A subscriber can edit the internal greeting during the subscriber
conversation. The internal greeting can be turned on or off at the console
or through the menu mode or speed key mode conversation.
To change active greeting at the console, the System Manager can
highlight the field, enter S (standard) or A (alternate), and press :	
.


If a subscriber does not record a standard, internal, or alternate greeting,
the system plays the applicable default greeting.
SECTION 9 
D
ELETE SUBSCRIBERS 
OR THEIR MESSAGESIf you delete a subscriber, the system deletes all the subscriber messages,
private message groups, transaction boxes, and interview boxes. The
system reassigns ownership of a subscriber open message groups to
•SYSTEM•. You can reassign these open groups to other subscribers
who can change the message groups by telephone. 


The system cannot delete a subscriber while any system port is active.
When you delete a subscriber, the console screen remains frozen until all
system ports are cleared. Only then does the system actually delete the
subscriber.
You can also delete subscriber messages. When you delete a subscriber
message, the system deletes all the messages to and from the
subscriber. The system does not delete the subscriber message groups,
transaction boxes, or interview boxes. 
						

							20 - 16Subscribers Issue 3 EliteMail VMS/EliteMail Limited
Delete subscriber or reset mailbox for new subscriber using the
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 change mailbox options.
Delete subscriber using the console
1. Sign in to the system and press 	
- to display the Personal
Directory.  Press 
 (or use the Jump command) to display the
subscriber page.
2. Press 
. The Delete Menu is displayed.
3. Press 	
 to select This Subscriber. The system asks you to
confirm that you want to delete the subscriber.
4. Press 	
 to confirm. The system deletes the subscriber when all
ports are clear. 
Delete only subscriber messages using the console
1. Sign in to the system and press 	
- to display the Personal
Directory.  Press 
 (or use the Jump command) to display the
subscriber page.
2. Press 
. The Delete Menu is displayed.
3. Press  to select Only Messages, and press 	
. 
4. Press 	
 to confirm that you want to delete all the subscriber
messages.
Sort the Personal Directory
You can sort the pages of the Personal Directory either by subscriber last
names, or by Personal ID. The current sort order is displayed in the upper
right corner of each Personal Directory page.
1. Sign in to the system and press 	
- to display the Personal
Directory.
2. Press 
. The Command Menu is displayed.
3. Press  to select the way you want the pages sorted, and press
	
. Or, press  to keep the same sort order.