NEC Infoset 408 Vm Voice Processing System Managers Guide

							InfoSet 408 System Manager’s Guide 2 - 7
Issue 1NEC America, Inc.
 
Refer to:
Setup Information Record on page 3-1
Setting Up Your System Schedule on page 3-4
Ongoing Maintenance on page 5-1
Creating A Special Opening Greeting For Holidays on page 5-1
2.3 Determining the System Schedule
The system schedule that you define determines when your
system is in day mode and when it is in night mode. Day mode
is active during your normal business operating hours. When
day mode is active, callers hear the day greeting, and external
callers who need assistance are transferred to the operator.
When you define a schedule interval, you identify only the day
mode. InfoSet 408 Voice Mail automatically goes into night
mode during the hours not included in the range you have
identified.
2.3.1 System Schedule
Intervals (A, B, C) are used to set your organization’s
schedule. 
To accommodate organizations with operating hours
that vary from day to day, InfoSet 408 Voice Mail
stores up to three system schedule intervals (A, B, C). 
A single schedule interval stores a single time span
(for example, 8:00 A.M. to 6:00 P.M.) and the days of
the week that the time span is in effect (for example,
Monday through Friday).
If your office telephones do not have lettered keypads,
you can use call routing keys to create a directory of
subscribers.
If you do not want external callers to be able to reach
subscribers directly, do not mention the directory in your
opening greeting. 
						

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2 - 8 InfoSet 408 System Manager’s Guide
Night mode is active during all hours outside your
normal business hours, defined by the system
schedule you set. When night mode is active, callers
hear the night greeting, and external callers who need
assistance are routed to the Operator mailbox to
leave a message.
Note:A third operating mode, holiday mode, overrides your
normal system schedule. When holiday mode is active,
callers hear the holiday greeting and callers who need
assistance are routed to the Operator mailbox to leave a
message. You turn holiday mode on and off manually
through the opening greeting question in the system
manager ’s conversation.
2.3.2 Your Organization’s Schedule
You specify the system schedule for your organization
in the system manager’s conversation.
If you have the same business hours every day you
are open, such as:
8 A.M.–6 P.M., 
Mon.–Fri.
Use interval A only
Interval A: 
8–6, Mon.–Fri.
If you are open longer on some days than others, for
example:
9 A.M.–5 P.M., 
Mon.–Fri.,
9 A.M.–12 P.M.,
Sat.
Use intervals A and B
Interval A:
9–5, Mon.–Fri. 
						

							InfoSet 408 System Manager’s Guide 2 - 9
Issue 1NEC America, Inc.
Interval B: 
9–12, Sat.
If you close for lunch from 1:00 to 2:00 each day, such
as:
9 A.M.–1 P.M., 
2 P.M.–5 P.M., 
Mon.–Sat.
Use intervals A and B
Interval A: 
9–1, Mon.–Sat.
Interval B: 
2–5, Mon.–Sat.
Refer to:
Recording Your Opening Greeting on page 3-3
Setting Up Your System Schedule on page 3-4
Ongoing Maintenance on page 5-1 
						

							Setting Up Your System3 - 1
Setting Up Your System
 
SECTION  1  UNDERSTANDING YOUR SYSTEM SETUP
As part of installation, your technician sets up InfoSetm 408 Voice Mail to
work with your telephone system and to meet the needs of your
organization. After installation, ask your technician to complete the Setup
Information Record. This record lists the settings that customize InfoSet
408 Voice Mail to work with your telephone system configuration.
SECTION 2  SETUP INFORMATION RECORD  
When setting up the InfoSet 408 Voice Mail, you need to perform the
following actions and record the response action taken in the Response
column of this table.      
Action Needed Response
To call the system from outside the office, dial 
the number that gets you to the Automated 
Attendant, then enter your personal ID, i.e. 
912.
To call the system from inside the office, dial 
50 (default voice mail extension). 
Valid mailbox extension numbers are 10 ~ 59.
System Manager’s password is:
The operator ’s extension is:
The fax extension is: 
						

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3 - 2 InfoSet 408 System Manager’s Guide
SECTION 3  GETTING STARTED
There are a few tasks you need to complete right away to customize the
system for your organization. These tasks are described in the following
checklist. To complete these tasks efficiently, use the following
guidelines: 


Complete the tasks in order. 


Complete each task, including tasks that direct you to read
other material.
Getting Started Tasks
1. Familiarize yourself with how InfoSet 408 Voice Mail works and
the decisions you need to make about customizing it for your
organization. System Overview on page 1-1 and Planning Your
System on page 2-1 provide the information you need.
2. Access the system manager’s conversation. 
3. Record your opening greeting.
4. Set up your organization’s system schedule.
5. Set up your operator’s extension and mailbox.
6. Change the system manager’s password.
7. Open your voice mailbox and become familiar with subscriber
conversation.
8. Leave a welcoming message to all mailbox owners.
To send the same message to everyone at once, send it to the special
ALL group, which has the system ID 255. Your message can be similar to
the following:
Fax notification is:
is enabled
is not enabledAction Needed Response 
						

							InfoSet 408 System Manager’s Guide 3 - 3
Issue 1NEC America, Inc.
Welcome to the InfoSet 408 Voice Mail system! Now that your mailbox is
open, please spend a few minutes reading the 
InfoSet Voice Mail User
Guide
, which introduces you to the new system. Also, leave a short reply
to this message, so I will know that you successfully heard my message.
Keep a checklist of individual replies and contact those people who have
not opened their mailboxes after a reasonable time.
Refer to:
Using The System Manager’s Conversation on page 1-4
Recording Your Opening Greeting on page 3-3
Setting Up Your System Schedule on page 3-4
Setting Your Operator ’s Extension and Mailbox on page 3-6
Changing the System Manager’s Password on page 3-8
Training Users on page 4-1
Ongoing Maintenance on page 5-1
Message Groups on page 5-4
InfoSet Voice Mail User Guide
SECTION 4  RECORDING YOUR OPENING GREETING
Callers hear the opening greeting when their call is answered by the
InfoSet 408 Voice Mail automated attendant. InfoSet 408 Voice Mail
plays the appropriate greeting during business hours, after business
hours, and for holidays.
The system manager’s conversation prompts you to record both a day
greeting and a night greeting. If you have already recorded these
greetings, you can review them and rerecord them. You also record a
holiday greeting in this part of the conversation.
To record your opening greeting:
1. Access the system manager’s conversation.
2. Select action 5, as prompted, to change opening greetings. 
						

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3 - 4 InfoSet 408 System Manager’s Guide
3. Press 1 if you want to change to or remain in holiday mode;
otherwise, press 2.
4. Press 1, as prompted, to change the greeting .
5. Record your greeting.
Refer to:
Using The System Manager’s Conversation on page 1-4
Planning Your Opening Greeting on page 2-4
Ongoing Maintenance on page 5-1
SECTION 5  SETTING UP YOUR SYSTEM SCHEDULE
The system schedule determines whether your system is in day mode or
night mode, which opening greeting and operator greeting callers hear,
and how callers are routed. To present the best image of your organization to a caller, your
greeting should sound crisp and professional. A friendly tone
encourages people to dial an extension directly and reduces
the number of calls the operator receives. 
You control the volume and clarity of the recording by the
loudness of your voice and the distance between the
telephone handset and your mouth. Practice recording your
greeting until you are satisfied with its sound.
Tell callers how they can reach the operator for personal
assistance.
Practice your pace and phrasing. You might speak a little too
quickly at first.
Record in a quiet area to reduce background noises. 
						

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Issue 1NEC America, Inc.
Note:You turn holiday mode on and off manually through the opening
greeting question in the system manager’s conversation. 
To set the system schedule:
1. Access the system manager’s conversation. 
2. Select action 6, as prompted.
3. Verify that the current time and date are correct. 
4. Indicate which schedule interval you want to change.
5. Enter the start time for the schedule interval.
6. Enter the end time for each schedule interval.
7. Enter the days of the week that each schedule interval is in effect: 
1 = Sunday
2 = Monday
3 = Tuesday
4 = Wednesday
5 = Thursday
6 = Friday
7 = Saturday
Note:When the system asks you to enter the time, you can use either
a 12- or 24-hour format (either 2:00 P.M. or 1400 hours). The
system asks you to specify A.M. or P.M. if necessary.
For example, enter the time as 430 for 4:30.
Refer to:
Using The System Manager’s Conversation on page 1-4
Determining the System Schedule on page 2-7
Recording Your Opening Greeting on page 3-3 
						

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3 - 6 InfoSet 408 System Manager’s Guide
Setting Your Operator’s Extension and Mailbox on page 3-6
Ongoing Maintenance on page 5-1
Creating A Special Opening Greeting For Holidays on page 5-1
SECTION 6  SETTING YOUR OPERATOR’S EXTENSION AND MAILBOX
During installation, your technician indicates the telephone assigned to
the operator’s extension. Callers are transferred to the operator when: 


They dial 0 during the opening greeting.


They do not press any keys during the opening greeting.
If the operator is busy or unavailable, callers are transferred to the
Operator mailbox. The person designated to receive the Operator
mailbox messages, including any fax notifications, is responsible for
acting on each caller’s request and for redirecting messages to the
appropriate mailbox.     
To confirm or change the extension for operator calls: 
1. Access the system manager’s conversation.
2. Select action 8 and then 4, as prompted.
3. Verify that the extension number for the operator station is correct. If
not, enter the correct extension.
Operator Mailbox Greetings
Callers who are transferred to the Operator mailbox hear either a day
greeting or night greeting, depending on which schedule is active. InfoSet
408 Voice Mail includes prerecorded operator greetings for both day
mode and night mode. You can rerecord these greetings to suit your
organization’s needs.
To prevent messages from accumulating in the Operator
mailbox, resulting in a reduction of available recording
space, the operator must regularly check the messages lef
t
in the Operator mailbox. 
						

							InfoSet 408 System Manager’s Guide 3 - 7
Issue 1NEC America, Inc.
To review or change the Operator mailbox greetings:
1. Access the system manager’s conversation.
2. Select action 8 and then 5, as prompted.
3. Review the greetings for day mode and night mode and exchange
them if necessary.
Setting Up Fax Notification
If you turn on fax notification, the system sends a public message to the
Operator mailbox simply stating that a call was transferred to the fax
machine. If you do not turn on fax notification, callers can still send faxes
to the fax extension, but the system does not send notification to the
Operator mailbox. Fax notification is set to ON by default when fax
routing is enabled.    
Note:Fax notification can only be used if the fax machine is connected
to a telephone extension using a single line telephone adapter
(SLT Adapter) or an APR-U10 Unit.  Fax routing and notification
cannot be used when the fax machine is connected to the FAX
CO Branch port of the switch.
To set up fax notification:
1. Access the system manager’s conversation.
2. Select action 8 and then 6 when prompted.
3. Indicate or confirm the fax extension and whether to turn fax
notification on or off.
Refer to:
Using The System Manager’s Conversation
The Operator’s Additional Responsibilities
Maintaining Your System
If you change your fax extension, remember to update
your opening greeting.