Nitsuko Nvm-2002 Voice Mail With Automated Attendant Programming Guide

							    Chapter 2:  Understanding and Changing the Default Setup
Issue 1-07
TABLE 3:  Default Subscriber Mailbox Features at a Glance (cont’d)
Feature Default Value Where To Find Instructions to Change the Default Values
Use this Document: Chapter # Feature Title in Chapter
Block AutomatedAttendant CallsDisabled (No extension isblocked from receiving AutoAttendant Calls).
Programming Guide:
- to enable Block Auto  Attendant calls4 - Blocking Automated Attendant   Calls
Re-routing aSubscriber’s Callers(Next Call RoutingMailbox)
- After leaving a message for a  Subscriber, a caller can press  0 to get the lowest numbered  extension. - Blocked Automated Attendant   callers are automatically re-   routed to lowest numbered   extension.
Technically, this means:  CallRouting Mailbox 802 with DialAction Table (DAT) 1 is assignedto each Subscriber Mailbox. Key0 in DAT 1 is set up forunscreened (blind) transfer tolowest numbered extension.
Programming Guide:
- to assign a different Next  Call Routing Mailbox
- to re-route a caller to a  different extension (this is  where the Dial Action  Table programming  comes in)
4
3
 - Re-Routing a Subscriber’s   Callers
 - Setting Up a Dialing Options    Menu
Mailbox NameNo Mailbox Names areprogrammed (assigned) orrecorded.
Programming Guide:
- to program a name- for Administrators to   record names
User’s Guide:
- for users to record   names
45
N/A
 - Assigning a Mailbox Name - Recording a Subscriber’s   Mailbox Name
- Recording a Mailbox Name
Setting the Message
Limit25 Messages.  The SystemAdministrator can set themaximum number of messagesallowed in a Subscriber Mailbox(0-300 is the range.)
Programming Guide
-
  for System   Administrators to change   the number of messages   in a Subscriber Mailbox.
4- Setting the Message Storage  Limit for a Subscriber’sMailbox
Message NotificationNo Message Notification is setup.  Message Notification allowsusers to set up their mailboxes sothat NVM-2 notifies them whenthey have new messages.  Theyspecify the type of number thatthey want NVM-2 to call:  outside,extension or digital pager.
User’s Guide
-
  for  Users to set up   Message Notification at   their phones.
N/AN/A
Forced Unscreened(blind) Transfer
This feature does notapply to the PortraitPhone System
Disabled .  (Extensions receivescreened transfers and NVM-2handles incomplete transfers.)
System Guide:
- To force unscreened  transfers4 - Using Forced Unscreened Transfer 
						

							    Chapter 3:  Customizing Automated Attendant Features
8Issue 1-0
Setting Up Schedules for the Main Greetings
Description
The Automated Attendant can answer calls with different recorded
Main Greetings (technically called “Instruction Menus”).  For example,
you can have one Main Greeting for business hours and another Main
Greeting for off-hours.  But you have to set up schedules for the Main
Greetings so they will play when you want them to play.  Hence the
NVM-2 term “Answering Schedules.”
When you program an Answering Schedule, NVM-2 will want you to
enter the following four items:
· 
A schedule number (1-20).  In other words, NVM-2 allows you to
set up 20 different schedules.
· 
Day, date, or range of days that the desired Main Greeting should
play (for example, Monday through Friday).
· 
Time of day that the Main Greeting should start playing (for
example 8:30 AM)
· 
Call Routing Mailbox number (802, 803, 804) that should answer
the call.  Remember:  in essence a Call Routing Mailbox is the
NVM-2 Automated Attendant Mailbox.  It answers an outside call
and lets callers press numbers on their Touch Tone phone to send
(route) their own call to the desired extension (or other pre-
programmed destination).
Default
· 
Schedule 1:  Monday to Friday, Starting at 9:00 AM, using Call
Routing Mailbox 802.
· 
Schedule 2:  Monday to Friday,  Starting at 5:00 PM,  using Call
Routing Mailbox 803.  (Saturday and Sunday follow Schedule 2
since another schedule has not taken over.  A new schedule will not
take over until Monday at 9:00 AM.)
Example
For example, suppose your company is on a 4-day work week schedule.
· 
Schedule 1 can be for Monday-Thursday, starting at 8 AM, using
Call Routing Mailbox 802.
· 
Schedule 2 can be for Thursday, starting at 5 PM, using Call
Routing Mailbox 803.
Notes
To record a Main Greeting (Instruction Menu) for a schedule, you have
to enter the Call Routing Mailbox number that you assigned to the
schedule. 
						

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-09
Setting Up Schedules for the Main Greetings (cont’d)
Programming Instructions
To set up Answering Schedules:
1. 
Log onto System Administrator Mailbox (lowest numbered
extension) as follows:
From outside:
  Lift handset, dial NVM-2 phone number, wait for
the Main Greeting (Instruction Menu), dial #, dial extension
number, dial Security code if requested.
From your 124i extension:
  Press Voice Mail key. (Or, press
CALL key, dial *8. On Single Lines, dial *8).
From your Portrait extension:
  Press SPK, press ICM, dial
NVM-2 Direct Log-On Number (98) (or press Mailbox Logon
key).
From your VS/DS01 extension:
  Press Intercom key, press MSG
key.  On Single Lines, dial *6.
2. 
Wait for NVM-2 to answer.  Dial Security Code, if requested.
3. 
Press DM for Database Management Menu.
4. 
Press AN for Answering Schedules.
5. 
Follow the voice prompts.
Related Programming
· 
To record a Main Greeting (Instruction Menu), see Recording the
Main Greetings
 in this chapter.
· 
To temporarily override all Main Greetings and play a different
one, see Temporarily Overriding All Main Greetings
 in this
chapter. 
						

							    Chapter 3:  Customizing Automated Attendant Features
10Issue 1-0
Recording the Main Greetings
Description
A Main Greeting (technically called an “Instruction Menu”) is the
recorded message that plays when the Automated Attendant answers a
call.  The Main Greeting should do the following:
· 
Welcome the caller (Thank you for calling
).
· 
List the available dialing options (e.g., Press 1 for Sales, Press 2
for Technical Support
).
Default
Thank you for calling.  If you are calling from a Touch Tone phone
please dial the extension number you wish to reach or dial zero for
assistance.  If you are calling from a Rotary Dial Phone, please stay
on the line for assistance.
Example
Thank you for calling ACME Auto Parts.  If you are calling from a
Touch Tone phone and know the extension number you wish to
reach, please enter it now.  For Sales,  press 1.  For Technical
Support, press 2.   If you are calling from a rotary dial phone, please
stay on the line for assistance.
Notes
· 
NVM-2 can accommodate more than one Main Greeting, but you
must set up (or check) the Answering Schedules before you record
the Main Greeting (see Setting Up Answering Schedules For the
Main Greetings)
 in this chapter.  This is because the Answering
Schedule includes a Call Routing Mailbox number and you must
enter that number when you record a Main Greeting (Instruction
Menu).
· 
The recorded dialing options that belong in a Main Greeting come
from the Dial Action Table that is assigned to the Call Routing
Mailbox (see the Note above).
For your convenience, the Call Routing Mailbox numbers and their
Dial Action Table assignments are shown below:
Call Routing Mailbox 802 has Dial Action Table 1.
Call Routing Mailbox 803 has Dial Action Table 2.
Call Routing Mailbox 804 has Dial Action Table 3.
So:  If you set up an Answering Schedule that uses Call Routing
Mailbox 804, you will have to enter 804 when you go to record the
Main Greeting (Instruction Menu) for that schedule.  And, that
Main Greeting must include instructions for using the dialing
options that you set up in Dial Action Table 3.  For details on the
Dial Action Tables, see Setting Up a Dialing Options Menu
 in this
chapter. 
						

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-011
Recording the Main Greetings (cont’d)
Programming Instructions
To record a Main Greeting (Instruction Menu):
1. 
Log onto System Administrator Mailbox (lowest numbered
extension) as follows:
From outside:
  Lift handset, dial NVM-2 phone number, wait for
the Main Greeting (Instruction Menu), dial #, dial extension
number, dial Security code if requested.
From your 124i extension:
  Press Voice Mail key. (Or, press
CALL key, dial *8. On Single Lines, dial *8).
From your Portrait extension:
  Press SPK, press ICM, dial
NVM-2 Direct Log-On Number (98) (or press Mailbox Logon
key).
From your VS/DS01 extension:
  Press Intercom key, press MSG
key.  On Single Lines, dial *6.
2. 
Wait for NVM-2 to answer.  Dial Security Code, if requested.
3. 
Press SA for System Administrator Menu.
4. 
Press I for Instruction Menu.
5. 
Follow the voice prompts.
Related Programming
· 
To let NVM-2 know when you want the Main Greeting to play
(day/date and time), see Setting Up Schedules For the Main
Greetings 
in this chapter.
· 
To set up the dialing options for your system, see Setting Up a
Dialing Options Menu 
in this chapter. 
						

							    Chapter 3:  Customizing Automated Attendant Features
12Issue 1-0
Temporarily Overriding All Main Greetings
Description
This feature lets you temporarily override all answering schedules and
have the Automated Attendant answer calls with a substitute Main
Greeting (Instruction Menu).  This feature is technically called
Answering Schedule Override. This is how it works:
· 
Select one of NVM-2’s Call Routing Mailbox numbers (802, 803,
or 804) to be the “override” mailbox.  Keep in mind that a Call
Routing Mailbox [“Automated Attendant Mailbox”] is the actual
NVM-2 mailbox that answers a call.  These Call Routing
Mailboxes may already be part of the existing Answering
Schedules, but you must pick one anyway.  Ideally, you are
currently using only two of the Call Routing Mailboxes in the
Answering Schedules and there is an unused Call Routing Mailbox.
· 
Record the substitute Main Greeting (Instruction Menu) for the
override Call Routing Mailbox number.
· 
Turn on Answering Schedule Override.
Default
Answering Schedule Override is off.
Example
Suppose there was a violent storm and you had to close your business in
the middle of the afternoon.  You could pick a Call Routing number and
record an Instruction Menu something like this:  Thank you for calling
XYZ company.  Due to the storm we will be closed for the rest of the
day.
   Then you simply turn on Answering Schedule Override.
Notes
The override Call Routing Mailbox (with its substitute Instruction
Menu) will answer calls every day and around the clock UNTIL YOU
TURN OFF Answering Schedule Override.
Programming Instructions
To use Answering Schedule Override:
1. 
Log onto System Administrator Mailbox (lowest numbered
extension) as follows:
From outside:
  Lift handset, dial NVM-2 phone number, wait for
the Main Greeting (Instruction Menu), dial #, dial extension
number, dial Security code if requested.
From your 124i extension:
  Press Voice Mail key. (Or, press
CALL key, dial *8. On Single Lines, dial *8).
From your Portrait extension:
  Press SPK, press ICM, dial
NVM-2 Direct Log-On Number (98) (or press Mailbox Logon
key).
From your VS/DS01 extension:
  Press Intercom key, press MSG
key.  On Single Lines, dial *6.
2. 
Wait for NVM-2 to answer.  Dial Security Code, if requested.
3. 
Press SA for System Administrator Menu.
4. 
Press SO for Answering Schedule Override.
5. 
Follow the voice prompts. 
						

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-013
Temporarily Overriding All Main Greetings (cont’d)
Related Programming
· 
To record a Main Greeting (Instruction Menu), see Recording the
Main Greetings
 in this chapter.
· 
For information on Answering Schedules, see Setting Up the
Schedules for the Main Greetings
 in this chapter. 
						

							    Chapter 3:  Customizing Automated Attendant Features
14Issue 1-0
Setting Up a Dialing Options Menu
Description
NVM-2 lets you set up a menu of dialing options for Automated
Attendant callers who are using Touch Tone phones.  Callers simply
press a Touch Tone key (during the recorded Main Greeting/Instruction
Menu) to direct their own call to a pre-programmed destination.  For
example, you could set up it up so that a caller can “Press 2 for John
Smith
.”
You program the dialing options in a Dial Action Table.  In this table
you assign an action and number to each Touch Tone key (0-8).  When
the caller dials (presses) the key, the Automated Attendant performs the
action and dials the number.  The available actions and their associated
numbers are listed under the gray box.
Example:  Suppose you want callers to press Key 5 to listen to
recorded directions to your company.  First, you  record an
Announcement Message for Announcement Mailbox 800 (or 801). The
Announcement Message is simply the directions to your company.
Then, in the Dial Action Table, you assign the MG action (Go to a Pre-
Defined Mailbox) and the number 800 (or 801) to Key 5.
An NVM-2 Dial Action Table also lets you assign an action and
number to the Time-out
 function.  The Time-out
 function determines
how NVM-2 handles a call if the caller does not press a valid Touch
Tone digit within 7 seconds of the end of the Main Greeting
(Instruction Menu).  The Time-out
 function is primarily for callers who
are using rotary dial phones.  It is also used when a FAX machine is
connected to an extension.  (By default, this is extension 17 in the
Portrait and 308 in the other phone systems.  You can change this
number.)  Seven seconds is required to give the Voice Mail enough
time to detect FAX calling tone (CNG 1100 Hz).
NVM-2 provides 3 Dial Action Tables. They are numbered 1, 2, and 3.
Dial Action Tables (1-3) are associated with Call Routing (Automated
Attendant) Mailboxes 802, 803 and 804 respectively.  So if Call
Routing Mailbox 802 is answering calls, NVM-2 will let callers use the
options in Dial Action Table 1.  To let callers know which actions you
have selected, include them in the Main Greeting (Instruction Menu)
that you record for Call Routing Mailbox 802.  For more information
on how a Call Routing (Automated Attendant) Mailbox answers calls,
see Setting Up Schedules for the Main Greetings 
in this chapter.  For
more information on Recording Main Greetings (Instruction Menus),
see Recording the Main Greetings
 in this chapter.
Actions and Numbers for Touch Tone Keys
The bold letters in parentheses (next to the action’s name) are
programming codes.  You must enter these codes to assign the action to
a key when you program a Dial Action Table.  In addition, at the end of
this list are special codes that you can enter if you need them. 
						

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-015
Setting Up a Dialing Options Menu (cont’d)
Hear Current Parameters For Keys (HP)
This plays the current Dial Action Table assignments for the Touch
Tone keys.  (This is not an action for a key.)
Go to a Pre-Defined Mailbox (MG)
This lets the caller press a key to go to a pre-defined mailbox.  You can
enter the following mailbox numbers:
· 
Announcement Mailbox (800, 801).  NVM-2 plays the
Announcement that you record for the Announcement Mailbox.
Using the example:  Suppose you want callers to press Key 5 to
listen to recorded directions to your company.  First, you record the
directions in a Announcement Message for Announcement
Mailbox 800 (or 801).  Then, in the Dial Action Table, you assign
the MG action (Go to a Pre-Defined Mailbox) and the number 800
to Key 5.
 
· 
Call Routing Mailbox (802, 803, 804).  NVM-2 plays the Main
Greeting (Instruction Menu) that you record for the Call Routing
Mailbox, then lets the caller use the dialing options in the
associated Dial Action Table.  Keep in mind that Call Routing
Mailboxes 802, 803, and 804 have Dial Action Tables 1, 2 and 3
respectively.
 
· 
Distribution Mailbox (805).  NVM-2 lets the caller record a
message that will automatically be distributed to all Subscriber
Mailboxes.
 
 
Caller-Dialed Go to a Mailbox (CG)
This lets the caller dial mailbox numbers to go to those mailboxes.
Assign CG to Key 8, which is the first digit of the available mailbox
numbers in the system.  There is no need to assign a number to the CG
action.  See action GM (above) for the types of mailboxes  that the
caller can dial.
The CG action is frequently used to let a caller dial 800 or 801 (during
the Main Greeting) to listen to the Announcement Message that is
recorded for Announcement Mailbox 800 or 801.  If you use CG in this
way, make sure you record an Announcement for the Announcement
Mailbox. 
						

							    Chapter 3:  Customizing Automated Attendant Features
16Issue 1-0
Setting Up a Dialing Options Menu (cont’d)
Pre-Defined Extension Transfer [Screened] (ET)
This feature is not used when integrating with a Portrait phone system.
In the other phone systems, this lets the caller press one key to make a
screened transfer to a pre-defined Subscriber extension.
If the transfer is incomplete, NVM-2 retrieves the call after 3 rings and
lets the caller leave a message or return to the Automated Attendant
Instruction Menu.  A screened transfer will not ring an extension at all
if:
· 
The extension’s Subscriber Mailbox has Auto Attendant Do Not
Disturb on.  To turn it off, see Recording a Mailbox Greeting
 in
the User’s Guide.
· 
The Subscriber extension blocks Automated Attendant Transfers.
See Blocking Automated Attendant Calls 
in this guide.
· 
The extension is busy, not installed, or in Do Not Disturb.  If the
extension is busy, NVM-2 says Extension XXX
 (or recorded
mailbox name) is busy
.  To leave a message, press 1.  For other
options, press 2.
  If the extension is in Do Not Disturb, NVM-2
says Extension XXX is not available.
  To leave  a message, press
1.  For other options, press 2
 (for the Automated Attendant
Instruction Menu).
Caller-Dialed Extension Transfer [Screened] (CT)
This feature is not used when integrating with a Portrait phone systems..
This lets the caller dial extension numbers to transfer to those
extensions.  By default, CT is assigned to  Key 3 which corresponds to
the 1st digit of the phone system extension numbers (the digit 3).  There
is no need to assign a number to the CT action.  To keep it simple,
assigning CT to Key 3 lets a caller dial 3XX to make a screened
transfer to extensions 3XX.
If the transfer is incomplete, the Voice Mail retrieves the call after 3
rings and lets the caller leave a message or return to the Automated
Attendant Instruction Menu.  A screened transfer will not ring an
extension at all if:
· 
The extension has Auto Attendant Do Not Disturb on.  To turn it
off, see Recording a Mailbox Greeting
 in the User’s Guide.
· 
The Subscriber extension blocks Automated Attendant Calls. See
Blocking Automated Attendant Calls For An Extension
 in this
guide.
The extension is busy, not installed, or in Do Not Disturb.  If the
extension is busy, the Voice Mail says Extension XXX
 (or recorded
mailbox name) is busy.
  To leave a message, press 1.  For other
options, press 2.
  If the extension is in Do Not Disturb, the Voice Mail
says Extension XXX is not available.  To leave a message, press 1.
For other options, press 2
.