NEC EliteMail Vms/Elitemail Limited Technician Guide

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 24 - 5
After Msg
This field controls how the system handles the call after recording a
message from the caller and applies only if the Action field is
Take-msg.
SECTION 3 
O
NE-KEY DIALING 
(S
INGLE-DIGIT MENUS)This section at the bottom of the Transaction Directory Screen allows you
to program single digits for full-System IDs for subscriber Extension # IDs,
transaction boxes, or interview boxes. Instead of entering the full System
ID, the caller presses a single key. This makes it easy for callers to use
menus. The system listens for one key dialing selections during the
transaction box greeting, and during the phrase played when the box
Action field is Say-bye. When you record the transaction box greetings,
explain the menu selections, and include pauses so the caller has time to
make a selection. 
Example
You could create a transaction box for a Weekend Information Center with
a greeting that says: 
“You have reached our Weekend Information Center: For the weather
forecast, press 1; for latest sports scores, press 2; for the special events
calendar, press 3.... That’s 1 for weather, 2 for sports, and 3 for special
events. Have a great weekend!”
In the 1>, 2> and 3> fields of the One key dialing section, enter the
System IDs for the transaction boxes containing messages on weather,
sports and special events. 
						

							24 - 6Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
Delay between Single Digits
You can set the system to pause a certain number of seconds for
additional touchtones before routing the call according to any transaction
box one-key-dialing menu.
Figure 24-2   Startup Options, Application Screen Page 6
This pause lets callers enter full System IDs to bypass one-key dialing,
even during a greeting. Program how long the system waits between
touchtones using the OK option in the 
Startup field on Line 58 of
Application screen page 6. Refer to Figure 24-2 Startup Options,
Application Screen Page 6. If this field is blank or zero, callers cannot
override the one-key dialing offered in transaction boxes.
Change the time the system waits during one- key dialing
1. Sign in to the system, and press 
 repeatedly to display
Application Screen Page 6.
2. Press  repeatedly until you highlight the Startup
 field.
3. Press   repeatedly to move the cursor past any option codes in the
Startup
 field. Enter OK
n, where n is the number of seconds the voice
mail system should wait before processing a touchtone entered in a
transaction box.  Press  	
. Enter 1
 if the voice mail system
should wait 1 second before processing a touchtone during one-key
dialing.

















		 	

	




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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 24 - 7
SECTION 4 
S
AMPLE TRANSACTION 
B
OXESThe voice mail system includes sample transaction boxes. The samples
illustrate how you might use transaction boxes to handle sales calls and
technical support calls. These sample transaction boxes are:
 
Figure 24-3   Sample Departments Box
Callers access the sample Departments Box by entering 411, usually
during the opening greeting. The Departments Box does not attempt a call
transfer. Refer to Figure 24-3 Sample Departments Box. It immediately
plays the greeting:
“Press 1 for sales, 2 for support, or 3 for a list of all personnel. Once again,
that’s 1 for sales, 2 for support or 3 for a list of all personnel.”
BOX NUMBER DESCRIPTION
411 A sample departments box
700 Informs the caller that no one in the sales department 
is available to take the call, and transfers the caller to 
the operator.
800 Informs the caller that no one in Technical Support is 
available to take the call, and transfers the caller to the 
operator.















		
 










 	 
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							24 - 8Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
If the caller does not press any touchtones during the greeting, the system
transfers the call to the operator. One-key dialing is programmed for this
box. If the caller presses 1, the system routes the call to transaction box
700. If the caller presses 2, the system routes the call to transaction box
800. If the caller presses 3, the system routes the call to the automatic
directory.
This type of transaction box is useful for companies that receive a large
volume of calls for one or more departments, particularly if callers do not
know the name of a subscriber they need to speak with. This lets callers
quickly reach the department they need without going through the
operator. Callers who do know the name or department, can reach the
subscriber through directory assistance. For details, refer to Chapter 3
Directory Assistance.
The sample Sales Box (Box 700) is set to transfer the call, although the
extension number is blank. Refer to Figure 24-4 Sample Sales Box. 
Figure 24-4   Sample Sales Box
To use this transaction box, enter a valid telephone extension number for
the system to transfer callers to. If the telephone extension is busy or does
not answer, the system plays the greeting:
“There is currently no one available to take your call, but if you’ll leave your
name and number, a member of the sales staff will return your call.”
After playing the greeting, the system transfers the call to the operator.
The sample Technical Support Box (Box 800) is also set to transfer the
call, but the extension number is blank. Refer to Figure 24-5 Sample
Technical Support Box.   















		
 










 	 
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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 24 - 9
 
Figure 24-5  Sample Technical Support Box
This box plays the greeting:
“
All of our support lines are currently busy. Please leave your name and
number and someone will return your call.”
SECTION 5 
T
HE TRANSACTION 
B
OX OWNERBefore adding a transaction box, decide which subscriber (or System
Manager) owns the box. The box owner controls the box in several ways: 
Any messages recorded in the box (if the Action
 field is Take-msg
)
are available only to the box owner.
The owner can record the box greetings by telephone.
If you delete a subscriber, you also delete all the transaction boxes
owned by that subscriber.


You cannot change who owns a transaction box or copy a transaction
box to someone else.
Create a Test Box Owner
In complex applications, you may create a test subscriber (one who does
not really exist) and make this subscriber the owner of a set of transaction
boxes. Test subscribers are not deleted from the system, so you avoid
accidentally deleting the transaction boxes the test subscriber owns.
You can then tell the actual subscriber who maintains these transaction
boxes to regularly call the system using the test subscriber Personal ID to
check messages left in the transaction boxes or change the box greetings.
If this subscriber leaves your organization, change the test subscriber
Personal ID or security code to deny access to the transaction boxes.















		
 










 	 
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							24 - 10Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
Record Transaction Box Greetings by Telephone
The transaction box owner can record the transaction box greeting from
any touchtone telephone.


Transaction box owners who use numeric access 
cannot record a
transaction box greeting by telephone if the transaction box System ID
starts with 
$ or any symbol not on a telephone keypad.
1. Call the system. Enter your Personal ID and security code. 
2. Start to leave a message for the transaction box. Spell the first three
letters of the transaction box name, or enter the box System ID. The
system tells you which greeting is currently active.
3. Answer the questions to record the standard day and night greetings,
to record an alternate greeting, or to switch between the standard
and alternate greetings.


To record all three transaction box greetings by telephone, do this
twice: once for the standard day and night greetings, and once for the
alternate greeting.
SECTION 6 
A
DD TRANSACTION 
B
OXESThe System Manager adds transaction boxes at the system console,
either one by one, or by a range of System IDs. 
When you add transaction boxes, the system uses the values in the
Transfer and Action sections of the transaction box currently on-screen.
If an interview box is on-screen, the transaction box uses the default
values for new subscribers, as entered on Application screen Page 5.


The box name serves two functions:
The first three digits or letters of the box name can be used by the box
owner to access the box and record the box greetings again over the
telephone.
Transaction boxes are sorted on the Transaction Directory Screen by
box name or by System ID. You may use a special naming convention
for transaction boxes to keep them sorted together on-screen. You
could start all transaction box names with T or Tbox, or reserve a
range of System IDs for transaction boxes. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 24 - 11
Add Transaction Boxes by Range
To speed up adding transaction boxes to the system, you can add many
boxes at once in a range of System IDs.


This process may take several minutes and keep the system from
answering calls, depending on how many transaction boxes you add. Add
ranges of System IDs when call traffic is light, or busy out all the system
ports and transfer calls to the operator.
To add a range of hidden transaction boxes that cannot be dialed by a
caller, add 
$ as the constant prefix (or suffix) of the System IDs.
1. Sign in to the system, and press 	
- to display the Transaction
Directory.
2. Press 
 to Add.
3. Press   to select Range, and press 	
.
4. Press  	
 to assign ownership of the transaction box to the
System Manager, or press  to choose a different owner. Enter the
owner last name, and press 	
.  Press 	
 when the system
displays the name you want.
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 System IDs
you are adding. Press . Enter any numbers or letters as a suffix
to the System IDs you are adding.  Press 	
. 
Confirm the range you selected. To accept the range, press .
Otherwise, press . Follow these steps again to add a new range of
System IDs.
After you confirm the range, the system displays a series of status
messages as it adds the transaction boxes.
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)?
To continue adding remaining System IDs in the range, press
[Y]. 
To stop the process altogether, Press . You may then repeat these
steps to add different ranges of System IDs that do not include the
conflicting IDs. 
						

							24 - 12Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
After the system adds the range of System IDs, look through the
Transaction Directory to find the new boxes. On systems with lettered
keypad maps, each new transaction box has a three-letter spelled name
that corresponds to the System ID as it is entered on the telephone keypad
(
e.g., the spelled name for System ID 463 is GMD). You can change the
spelled name for any transaction box you added. Keep in mind that the
subscriber who owns the transaction box spells the first three letters on the
keypad to record greetings for the box.
Add Transaction Boxes One by One
1. Sign in to the system, and press 	
- to access the Transaction
Directory.
2. Press 
 for Add. The Add Menu appears.
3. Press 	
 to select Transaction box.
4. Press 	
 to assign ownership of the transaction box to the
System Manager, or press  to choose a different owner. Enter the
owner last name, and press 	
.  Press 	
 when the system
displays the name you want.
5. Enter the transaction box System ID, and press 	
.
6. Enter the name of the transaction box, and press 	
.
SECTION 7 
R
ECORD A NAMEYou should record a voice name for each transaction box you add to the
system. This is stored in the Voice name field. For details, refer to Chapter
15 Recording Voice Fields.
The system plays the box name to the box owner when it announces new
messages from the box. For example:
“The Sales Box has 4 new messages. Would you like to hear them?”
It also plays the box name when the owner selects it to record a new box
greeting. If no name is recorded for the box, the system plays the box
System ID instead. For example:
“Box 700 has 4 new messages. Would you like to hear them?” 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 24 - 13
SECTION 8 
D
ELETE A 
T
RANSACTION BOX OR 
I
TS MESSAGESYou can delete any transaction box, or delete just the box messages. 
Delete transaction box
1. Sign in to the system, and press 	
- to display the Transaction
Directory. 
2. Press 
 (or use the Jump command) to display the
transaction box you want to delete.
3. Press 
. The Delete Menu appears, with Box
 highlighted.
4. Press 	
 to select Box
.
5. Press 	
 to confirm.
Delete messages for a transaction box
1. Sign in to the system, and press 	
- to display the Transaction
Directory. 
2. Press 
 (or use the Jump command) to display the
transaction box you want to delete.
3. Press 
. The Delete Menu appears, with Box
 highlighted.
4. Press 	
 to select Box
.
5. Press  to highlight All Messages
.  Press 	
.
6. Press 	
 to confirm.
SECTION 9 
S
ORT THE 
T
RANSACTION 
D
IRECTORYYou can sort the pages of the Transaction Directory either by transaction
box names, or by System ID.
1. Sign in to the system and press 	
- to display the Transaction
Directory.
2. Press 
. The Command Menu appears.
3. Press  until you select the way you want the pages sorted, and
press 	
. 
						

							24 - 14Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited
SECTION 10  
O
THER TRANSACTION 
D
IRECTORY PAGESIn addition to transaction boxes, the Transaction Directory includes
interview boxes, the Public Interview Box, and voice detect boxes. These
boxes are covered in their own topics. The voice mail system also includes
three sample transaction boxes, that you can use as-is, or modify to fit
your needs. 
Also Refer To:
Chapter 2 Section 2 Call Transfer on page 2-11
Chapter 6 Interview Boxes
Chapter 9 Section 1 Message Types on page 9-1
Chapter 9 Section 12 Take a Message on page 9-45
Chapter 11 Section 1 The Opening Greeting Prompts on page 11-1
Chapter 13 Port Applications 
Chapter 15 Recording Voice Fields
Chapter 17 Schedules
Chapter 18 Screens for the application screens
Chapter 20 Subscribers
Chapter 22 System IDs
Chapter 25 Voice Detect
EliteMail VMS/EliteMail Limited Job Specifications Manual
#750176-1