NEC EliteMail Vms/Elitemail Limited Technician Guide

							22 - 8System IDs Issue 3 EliteMail VMS/EliteMail Limited
The following rules apply for System IDs:
Each System ID must be unique.
Each System ID can have up to 10 characters, but can vary in length.
A shorter System ID cannot duplicate the beginning digits of another,
longer System ID (
e.g., 234 and 2345 are not unique).
System IDs that contain letters are translated into corresponding
touchtones (
e.g., on the Q=7, Z=9 keypad map, RANDY = SANDY =
72639).
SECTION 7 
D
EFAULT SYSTEM IDSThe voice mail system is shipped with certain default System IDs already
set. Refer to Figure 22-3 Default System IDs. If you decide to change any
of these System IDs, you should enter these changes on all the screens
where the old System ID is referenced.    
Figure 22-3   Default System IDs
SYSTEM ID ENTITY SCREEN
 0 (Extension ID) System Operator Application 
Screen Page 3
 9696 (Extension ID)
 NEC (632) (Personal ID)System Manager
(Amy Ronk)Personal
Directory Screen
 6453 (Personal ID) Guest of Amy Ronk
(Mike Rosen)Personal
Directory Screen
 555 (Extension ID) Automatic Directory Application 
Screen Page 6
 $PM (Internal ID) Public Interview Box Transaction 
Directory Screen 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 22 - 9
Sample Boxes and Directories
Three sample transaction boxes and one sample voice detect box are
included in the default system. You can study these examples to see how
System IDs are used. These examples are not required features of the
system. You may delete them, record them again, or change their System
IDs as necessary.
Box ID 411: Sample Departments Box
Box ID 700: Sales Department Box
Box ID 800: Technical Support Department Box
Box ID $VOICE: Sample Voice Detect Box
As an example of numeric directory assistance, the system also includes 2
directory menus and 4 directory groups on the Groups Screen. The
System ID for the numeric directory assistance example (that begins with
a directory menu called Numeric Directory) is $411. Directory groups and
submenu (Accounts, Customer Service, Sales, Shipping, and Technical
Support) do not have System IDs. For details, refer to Chapter 3 Directory
Assistance.
SECTION 8 
P
ERSONAL IDS AND 
S
ECURITY CODESIf you create Personal IDs from Extension # IDs, it is relatively easy for a
stranger or coworker to guess at a subscriber Personal ID. To increase the
system security, subscribers should add their own security code to the
system.
A security code can have up to 10 digits. Unlike a System ID, a security
code does not have to be unique. Two subscribers (with different Personal
IDs) can have the same security code. Also, because a security code is
not an ID code, a subscriber choice of security code is not limited by the
numbering plan you use for System IDs. 
This greatly increases the total number of security codes subscribers may
have and decreases the possibility of an unauthorized caller guessing the
security code.
Subscribers enter a security code on the telephone keypad after they enter
their Personal ID. An unauthorized caller must know both a subscriber
Personal ID and security code to break into the system. Unlike Personal
IDs, security codes are never displayed. 
						

							22 -  10   Sys te m  IDs
Also Ref er  To: 
						

							Reference23 - 1
System Manager
 

The System Manager is responsible for day-to-day management of the voice
mail system. 
System Managers can sign in at the computer console to modify system fields,
create subscribers, groups, guests, or other boxes. Only System Managers
can record voice prompts or fields at the console. The person designated
System Manager must be a responsible person who is available to other
subscribers for questions and system changes.
SECTION 1 
W
HO CAN BE A 
S
YSTEM 
M
ANAGER?You can assign System Manager status to any subscriber and should have at
least two System Managers, so that one is always available.
System Managers should be on-site. On-site System Managers are typically
office managers, office administrators or receptionists that are trained to do
routine maintenance, such as adding and deleting subscribers.
SECTION 2 
S
IGN IN AS SYSTEM 
M
ANAGEROnly System Managers can sign in at the computer console.
To sign in at the system console, from the Banner Screen, press 
. Enter a
System Manager ID, and press 	
. If asked, enter the System Manager
security code, and press  	
.
If this is the first time you use the system, or if you have not yet created
another System Manager, sign in as the default System Manager, Amy Ronk,
whose Personal ID is NEC (632).
After a system is installed and a new System Manager assigned, you should
change Amy Ronk ID to protect the system from unauthorized access. You
may want to delete Amy Ronk from the system altogether. (However, be
aware that any transaction boxes, private message groups, or guests owned
by Amy Ronk are also deleted.)
To  change Amy Personal ID, go to Amy page on the Personal Directory
Screen, and enter the new ID over the existing one in the Personal ID field. 
						

							23 - 2System Manager Issue 3 EliteMail VMS/EliteMail Limited
SECTION 3 
C
REATE SYSTEM 
M
ANAGERSOnly a System Manager can create or demote another System Manager.
Before you can create another System Manager that subscriber must be
enrolled on the system. 
Promote a subscriber to a System Manager
1. Sign in to the system, and press 	
- to jump to the Personal
Directory Screen.  Press 
 or 
 to page to the Personal
Directory of the subscriber you want to promote to System Manager. 
2. Press 
 to view the Add Menu.
3. Press; to add System Manager status to the subscriber. SYSTEM
MANAGER
 is displayed to the right of the subscriber name.
Remove System Manager status
1. Sign in to the system, and press 	
- to jump to the Personal
Directory Screen.
2. Press 
 or 
 (or use the Jump command) to display the
subscriber Personal Directory page. 
3. Press 
.
4. Press   to highlight Manager Status
, and press 	
.
5. Press  to confirm.


You cannot delete or remove System Manager status for the System
Manager ID you used to sign in. If you press 

 at that System
Manager Personal Directory page, you can only delete messages.
Also Refer To:
Chapter 18 Screens
Chapter 20 Subscribers
Chapter 22 System IDs 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 23 - 3
SECTION 4 
I
MPROVED SYSTEM 
M
ANAGER 
C
ONVERSATIONThe new System Manager conversation is easy to access and allows the
System Manager to maintain the voice messaging system over the
telephone. After you have System Manager access in the console, access
the System Manager conversation with your Personal ID and security
code. If you use the Yes/No conversation, the setup options question now
concludes with, 
Would you like to access System Manager options? If you
use the Menu Mode conversation, the main menu now contains a System
Manager Options choice. 
If you are using a Multiline Terminal with softkeys, the MGR softkey is
displayed to access System Manager Options. 
						

							Reference24 - 1
Transaction Boxes
 

A transaction box is a special mailbox that you can use to program special call
routing, create menus, or provide announcements of recorded information. 
The applications for transaction boxes can be as simple or complex as you
wish. Some organizations use transaction boxes to route callers to different
departments, or provide morning, afternoon, and evening greetings. Other
organizations use transaction boxes to play detailed audiotext messages,
route callers to other submenus, and route callers to interview boxes.
This chapter describes how transaction boxes work and explains how to use
them.
SECTION 1 
A
CCESS A 
T
RANSACTION 
B
OX To access a transaction box 
1. The caller dials the box System ID.
2. The caller presses a single touchtone in response to a one-key dialing
menu.
3. The GotoID
 action automatically routes the caller to a transaction box.
4. The system answers a port with the transaction box.
SECTION 2 
T
HE TRANSACTION 
D
IRECTORYEach transaction box has a page in the Transaction Directory. Refer to Figure
24-1 Sample Transaction Box.    
						

							24 - 2Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
Figure 24-1   Sample Transaction Box
Each box has a spelled name, a unique System ID, and an owner. The
owner name is displayed in the Transaction Box of
 field in the upper-right
corner of the screen. The owner of the box receives all messages left in
the transaction box, and can record the box greetings by telephone.
The Schedule #
 field determines which system schedule the box follows
(1, 2, 3 or 4). Set the system schedules on Application screen Page 4. (For
details, refer to Chapter 17 Schedules).
If you do not enter a Schedule #, the box uses the schedule of the port that
answered the call coming in to the transaction box.
The Transfer 

 Greeting 

 Action Structure
Each page in the Transaction Directory has this structure. If call transfer is
turned on, the voice mail system first tries to transfer a call to the
telephone number or extension listed. If the call transfer is unsuccessful,
the system plays the applicable greeting for the box, then follows the
instructions programmed in the Action
 area.
Unlike a subscriber Personal Directory page, a transaction box can be
programmed for Day Mode or for Night Mode.
The transaction box uses these fields to establish the Transfer ® Greeting
® Action sequence:















		
 










 	 
  + /( &)% J( 5 = 	. 
 .)  K $%&  # &+ * 

23345 333333333333333336347)% 333634	&)% 3333333333333333333333338
 .9 ::4 !#!  <. B  . A) 
 %)9   %) #  %) =: 
 
 	0%):	::4F %  	)   (:   & 
 ) # +%9   +%) ?9  
 5 A)%  	  	&)%- ,  +  G)9 	= 
   	5)  .:J. 
233333333333333333333333333333@33333333333333@3333333333333333333333333333333338
  =. +%% 4 #4 !4 >4 F4 
 C4K4B4 44 


H333333333333333333333333333333333333333333333333333333333333333333333333333333I 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 24 - 3
Transfer
 
Day?/Nite?
Use these fields to turn call transfer on/off for Day/Night Mode. If
either field is 
Ye s, enter the telephone number or extension the
system should transfer calls to. The transfer number may be different
for Day and Night Modes. 
Call Transfer Type
This unlabeled field below the Nite? field, sets how calls are
transferred to the transaction box and can be: 
Await-Ans (Await
Answer), 
Release, or 
Wait-Ring (Wait for Ringback). For details on
these types and the other fields that affect call transfer, refer to
Chapter 2 Section 2 Call Transfer on page 2-11 and Section 3
Screen Calls on page 2-16. For complete descriptions of each call
transfer option, refer to Appendix C Call Transfer Options.
Greeting
 
Day/Nite/Alt
This section controls the transaction box greetings. A transaction box
can have three separate recorded greetings. The fields display how
many seconds each greeting lasts. The subscriber who owns the
transaction box can record all three greetings and switch between
the active Day or Night greeting and the alternate greeting. The
System Manager can also record transaction box greetings at the
console using a local connection. 
If you don’t want the system to play a greeting, copy silence into the
transaction box greeting fields. For steps, refer to Chapter 15
Recording Voice Fields.


The greeting does not have to be an actual greeting. It can be any
message you wish. However, it should be consistent with the Action
you program.
Active
This field tells you which greeting is currently active. 
D/N means the
standard Day or Night greeting is active (depending on which mode
the box schedule is currently in). 
Alt means the alternate greeting is
currently active. If the alternate greeting is active, it is used in both
Day Mode and Night Mode. When the standard greeting is active,
but not recorded, the system plays one of these default standard
greetings:
• “ is not available right now.”
• “ is on the telephone now.” 
						

							24 - 4Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
When the alternate greeting is active but not recorded, the system
plays the default alternate greeting:
• “ is out today.”
Action
Day/Nite
These fields tell the system what to do if the caller does not press any
touchtone during the greeting. You can set a different action for Day
and Nite. The actions include:
G Go to system ID
H Hangup
O Transfer to operator
R Restart
S Say good-bye
T Take a message
Refer to Appendix B Action Codes for descriptions of these codes.
Max-msg
Applies only if the Action field is Take-msg, and sets the time in
seconds (maximum 9999 seconds, 2 hours and 46 minutes) an
outside caller message can last.
Edits OK?
Controls whether 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.”
Send Msg Urgent?
This field controls urgent messages that are heard first in the
transaction box owner message stack. Options include:
•Yes
All outside caller messages are marked urgent
•No 
No outside caller messages are marked urgent
•Ask
Callers are asked if they want to leave an urgent message