Nitsuko Nvm-2002 Voice Mail With Automated Attendant Programming Guide

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-017
Setting Up a Dialing Options Menu (cont’d)
Unscreened (Blind) Transfer to a Pre-Defined Extension (UX)
This lets the caller press one key to make an unscreened transfer to a
specific Subscriber extension.  If the transfer is incomplete, the phone
system handles the call.
Unscreened Transfers to Caller-Dialed Extensions (UC)
This lets the caller dial extension numbers to make unscreened transfers
to those extensions.  Assign UC to the 1st digit of the extension
numbers.  There is no need to assign a number to the UC action.  If the
transfer is incomplete, the phone system handles the call.
In the Portrait phone system, by default, UC is assigned to  Keys 1, 2, 3
which corresponds to the 1st digit of the phone system extension
numbers (the digits 1, 2, 3).  There is no need to assign a number to the
UC action.
Message Recording For a Pre-Defined Subscriber Mailbox (MR)
This lets the caller press one key to leave a message in a specific
Subscriber Mailbox. The number for this action is simply the desired
Subscriber Mailbox number.
Directory Dialing Using First Names (DF) or Last Name (DL)
This lets the caller press one key to access Directory Dialing 
either by
First Names 
or by Last Names.  There is no need to assign a number to
the DF or DL action.  After pressing the key, NVM-2 lets the caller dial
the first few letters of a Subscriber’s first name or last name to transfer
to the Subscriber’s extension.  NVM-2’s voice prompts guide the caller
through the name-dialing process.  (You can have one Directory
Dialing per system, so you can select Direct Dialing 
either by First 
or
by Last Names.  You cannot use both.)
When integrating with the 124i, VS or DS01, NVM-2 makes the type of
transfer (screened or unscreened) that you have selected in the Dial
Action Table.  With the Portrait, NVM-2 makes an unscreened (blind or
unsupervised) transfer.
Make sure you assign (program) a name for each Subscriber Mailbox.
Otherwise Directory Dialing simply will not work.
In addition, if you assign the same name to two or more Subscriber
Mailboxes, you will also have to record a name for each Subscriber
Mailbox.  Then, if someone dials one of these names, NVM-2 will say
For person A, dial
 ___ For person B, dial
 ___
, where person A
 and
person B 
are the recorded names for each Subscriber’s Mailbox.
Undefined Key (UK)
This removes the action and number assigned to a key.
Restore Default Parameters (RD)
This restores the default actions to the keys.  See default settings on the
next page. 
						

							    Chapter 3:  Customizing Automated Attendant Features
18Issue 1-0
Setting Up a Dialing Options Menu (cont’d)
Enter these codes          For this special entry:
*F Flash
*S Wait for any type of
    sound
*W Wait for dial tone
*P Non-monitored pause
(the Voice Mail
    pauses 2 seconds,
   dials next digit.)
** * (star key)
*# # (pound key)
*1 [ (open bracket)
*5 ] (close bracket)
Default
Key Number Default Dial Action in Portrait Default Dial Action in
VS/DS01
Key 0 (DialingOptions Menu 1)
Key 0 (DialingOptions Menu2,3)
(UX) Unscreened Transfer tolowest numbered extension
MR) Message Record forlowest numbered extension.
UX) Unscreened Transfer tolowest numbered extension
MR) Message Record forlowest numbered extension.
Keys 1 and 2(UC) Unscreened transfer tocaller-dialed extensionUndefined
Key 3(UC) Unscreened transfer tocaller-dialed extension.(CT) Screened transfer tocaller-dialed extension.
Keys 4-8UndefinedUndefined
Key 9Hang up callHang up call
Key *Leave “Quick Message” incaller-dialed mailbox.  That is,the caller dials * (star), then aSubscriber Mailbox number toleave a message in thatmailbox.
Leave “Quick Message” incaller-dialed mailbox.  That is,the caller dials * (star), then aSubscriber Mailbox number toleave a message in thatmailbox.
Key #Log onto a Subscriber Mailbox.That is, the caller dials #, thena Subscriber Mailbox numberto log onto that mailbox andlisten to messages and/or useother Voice Mail user features
Log onto a Subscriber Mailbox.That is, the caller dials #, thena Subscriber Mailbox numberto log onto that mailbox andlisten to messages and/or useother Voice Mail user features
Time-out(Dialing OptionsMenu 1)
Time-out(Dialing OptionsMenu 2,3)
(UX) Unscreened transfer tolowest numbered extension.
(MR) Message Record forlowest numbered extension.
(UX) Unscreened transfer tolowest numbered extension.
(MR) Message Record forlowest numbered extension. 
						

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-019
Setting Up a Dialing Options Menu (cont’d)
Example
You have a Portrait phone system.  Extension 24 is for your Sales
person, and you want callers to be able to press 2 to make a transfer to
that extension.  To set this up in Dial Action Table programming you
would do the following:
1. 
Select the action UX. The code UX is for 
Unscreened (Blind)
Transfer to a Pre-Defined Extension.
2. 
Select the number:  24.
3. 
Press the key for the action:  2
The result is as follows: When the caller presses key 2, the Automated
Attendant transfers the call to extension 24.  In the Instruction Menu,
you would typically say, For Sales, press 2.
Notes
· 
The actions for Keys 9, * and # cannot be changed.
· 
To assign an action and number to the Time-out
 function, you must
press the * key when NVM-2 asks you to Please press
 the key for this action.
· 
If a caller records a message using a Distribution Mailbox, the
message will go into each Subscriber Mailbox whether or not there
is an associated extension. You should set the Message Storage
Limit to 0 (zero) for Subscriber Mailboxes that do not have
extensions.
· 
The default actions for Key 0 and Time-Out are different in Dial
Action Table 1 than in Dial Action Tables 2 and 3.  In Dial Action
Table 1, Key 0 is set up so that when callers press Key 0, they are
transferred to extension 0.  The Time-Out function is set up so that
if callers do not press a Touch Tone digit within 7 seconds at the
end of the Main Greeting, they are transferred to the lowest
numbered extension.
Dialing Options Menus 2 and 3 are used with Call Routing
Mailboxes 803 and 804.  The schedule for playing the Main
Greeting for these Call Routing Mailboxes is Monday-Friday,
starting at 5 PM.  This is after regular business hours for many
companies.  And, as a result, an operator may not be present to
answer the phone.  For this reason, in Dial Action Tables 2 and 3,
Key 0 is set up so that when callers press the key, they can record a
message for the lowest numbered extension.  The Time-Out
function is set up so that if callers do not dial a Touch Tone digit
within 7 seconds at the end of the Main Greeting, they can record a
message for the lowest numbered extension. 
						

							    Chapter 3:  Customizing Automated Attendant Features
20Issue 1-0
Setting Up a Dialing Options Menu (cont’d)
Programming Instructions
To set up the dialing options in a Dial Action Table:
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 VS/DS01 extension:
  Press Intercom key, press MSG
key.
From your Portrait extension:
  Press SPK, press ICM, dial
NVM-2 Direct Log-On Number (98)(or press Mailbox Logon key).
From your 124i extension:
  Press Voice Mail key. (Or, press
CALL key, dial *8. On Single Lines, dial *8).
2. Wait for NVM-2 to answer.  Dial Security Code, if requested.
3. 
Press DM for Database Management Menu.
4. 
Press DA for Automated Attendant Dial Action Tables.
5. 
Select a Dial Action Table number (1, 2, or 3).
6. 
Follow the voice prompts.
Related Programming
· 
To record the Announcement Message for an Announcement
Mailbox (that is part of the CM or CG action),  see Recording an
Announcement Message
 in this chapter.
· 
For Directory Dialing, make sure you have assigned a name to each
Subscribers Mailbox. See Assigning a Mailbox Name 
in this guide.
For Directory Dialing by First Names, assign a Subscriber’s first
name to their mailbox.  For Directory Dialing by Last Names,
assign the Subscriber’s last name to their mailbox.  If you assign
the same name to two or more mailboxes, record a name for each
Subscriber Mailbox.  See Recording a Subscriber’s Mailbox Name
in this guide.
· 
To let callers know about the options in a Dial Action Table, you
must record a Main Greeting (Instruction Menu) for the
corresponding Call Routing Mailbox.  See Recording the Main
Greetings
 in this chapter. 
						

							    Chapter 3:  Customizing Automated Attendant Features
Issue 1-021
Recording an Announcement Message
Description
An Announcement Message is recorded for an Announcement Mailbox.
An Announcement Message typically plays some type of information
(movie schedules, sales promos, insurance rates, directions) for
Automated Attendant callers.  When the Announcement finishes
playing, the caller goes back to the Automated Attendant Instruction
Menu.
Default
No Announcement Messages
Example
It is common to record your business hours or directions to your
business in an Announcement Message.
Notes
· 
There are two Announcement Mailboxes in the system:  800 and
801.
· 
The Announcement Message can be up to 5 minutes long.
Programming Instructions
To record an Announcement Message:
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 VS/DS01 extension:
  Press Intercom key, press MSG
key.  On Single Lines, dial *6.
From your Portrait extension:
  Press SPK, press ICM, dial
NVM-2 Direct Log-On Number (98)(or press Mailbox Logon key).
From your 124i extension:
  Press Voice Mail key. (Or, press
CALL key, dial *8. On Single Lines, dial *8).
2. 
Wait for NVM-2 to answer.  Dial Security Code, if requested.
3. 
Press SA for System Administrator menu.
4. 
Press AN for Announcement Message.
5. 
Follow voice prompts.
Related Programming
To let an Automated Attendant caller access the Announcement, you
must assign the Announcement Mailbox to a key in a Dial Action
Table.  See Setting Up a Dialing Options Menu
 in this chapter. 
						

							    Chapter 4:  Customizing Subscriber Mailbox Features
22Issue 1-0
Creating a System Administrator Programming Extension
Description
NVM-2 lets you convert any Subscriber extension into an NVM-2
System Administrator extension.  (By default extension 17 in the
Portrait and 308 for the other phone systems is reserved for a FAX.
You can change this number).  A System Administrator extension can
be used to program all the NVM-2 system features (that is, all the
features in this guide).  In addition, a System Administrator extension
has access to all the features of a Subscriber Mailbox.
Default
The following Subscriber extensions are permanent System
Administrator extensions:
Portrait           - Extension   10
124i                - Extension 301
VS and DS01 - Extension 300
Example
You have a Portrait phone systems, and it is more convenient to
program NVM-2 from extension 23 than extension 10.  Simply use the
programming instructions below to make extension 23 into a System
Administrator.  Then you can log onto Subscriber Mailbox 23 (in the
normal way), and use the instructions in this guide to access the
programming menus.  These menus let you record Main Greetings
(instruction menus), assign names to mailboxes, set up dialing menus
for callers, etc.
Notes
· 
You cannot remove the System Administrator capabilities from
extension 10 in the Portrait, extension 301 in the 124i and 300 in
the VS/DS01.
· 
Extension 17 in the Portrait or extension 308 in 124i/VS/DS01 is
reserved for a FAX machine and does not have a mailbox.  You
can make this extension into a System Administrator.
Programming Instructions
To set up a System Administrator extension from
extension 10:
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 Line, dial *6.
2. 
Wait for NVM-2 to answer.  Dial Security Code, if requested. 
						

							    Chapter 4:  Customizing Subscriber Mailbox Features
Issue 1-023
Creating a System Administrator Programming Extension (cont’d)
3. Press DM for Database Management Menu.
4. 
Press MP for Subscriber Mailbox Programming.
5. 
Press SA for System Administrator.
6. 
Follow the voice prompts.
Related Programming
To assign a Security Code to any Subscriber Mailbox (including one
that has been converted into a System Administrator), see the User’s
Guide. 
						

							    Chapter 4:  Customizing Subscriber Mailbox Features
24Issue 1-0
Enabling or Disabling a Message Lamp
Description
This feature determines if NVM-2 will inform Subscribers that they
have received new messages in their mailboxes.  NVM-2 lights the
Message Lamp on Key phones. When the handset of a Single Line
phone is lifted, the Subscriber hears stutter dial tone to indicate that the
mailbox has new messages.
Default
Message Lamp is enabled for all Subscriber extensions.
Example
If you disable the Message Lamp at an extension, that extension user
will not know they have new messages.  Extension users will have to
periodically log onto their mailbox to check their messages.
Notes
In order for the Message Lamp to light or stutter dial tone to be
received (when enabled in programming), a port from the Portrait
Phone System must be connected to Voice Mail port 2 on the NVM-2
cabinet.  See the Setup Guide for details.
Programming Instructions
To enable or disable the Message Lamp (and stutter dial
tone):
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 MP for Subscriber Mailbox Programming.
5. 
Press MW for Message Wait Lamp.
6. 
Follow the voice prompts.
Related Programming
None 
						

							    Chapter 4:  Customizing Subscriber Mailbox Features
Issue 1-025
Blocking Automated Attendant Calls
Description
This feature prevents an Automated Attendant caller from reaching the
Subscriber extension.  NVM-2 lets the caller leave a message.  Or,
NVM-2 can automatically re-route the blocked caller to another
extension.
Default
Automated Attendant calls are not blocked.
Example
You may want to block Automated Attendant calls to the company
president’s extension and re-route them to an assistant’s phone.
Notes
· 
NVM-2 will re-route the blocked caller only if you assign a Next
Call Routing Mailbox to the Subscriber extension.  See Related
Programming below.
· 
When a Next Call Routing Mailbox is set up for the Subscriber
extension, NVM-2 re-routes the caller using the Key 0 (zero)
assignment in the Next Call Routing Mailbox’s Dial Action Table.
See Related Programming below.
Programming Instructions
To Block Auto Attendant calls for an extension:
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 MP for Subscriber Mailbox Programming.
5. 
Press BA for Block Auto Attendant Calls.
6. 
Follow the voice prompts.
Related Programming
· 
To assign a Next Call Routing mailbox to a Subscriber extension,
see Re-routing a Subscriber’s Callers
 in this chapter.
· 
To assign Key 0 to reach another extension, see Setting Up
 a
Dialing Options Menu
 in this guide. 
						

							    Chapter 4:  Customizing Subscriber Mailbox Features
26Issue 1-0
Using Forced Unscreened Transfer
Description
In a Voice Mail system that is set up for screened Automated Attendant
transfers to all extensions, you can use the Forced Unscreened Transfer
feature to force an extension to receive unscreened (blind) Automated
Attendant transfers instead.
This feature is not applicable to systems integrating with the Portrait
phone system.
Default
Forced Unscreened Transfers are disabled.
Example
You may want to assign Forced Unscreened Transfers to the
receptionist’s extension or to an extension that is connected to a fax
machine.
Notes
The difference between screened and unscreened transfers is in how an
incomplete transfer is handled.  An incomplete unscreened transfer (for
example, an unanswered transfer) is handled by phone system.  An
incomplete screened transfer is handled by the Voice Mail.  In other
words, the caller hears the voice prompts, To leave a message, press 1.
For other options, press 2.
This feature is not available when integrating with the Portrait phone
system.
Programming Instructions
To enable or disable Forced Unscreened Transfer for an
extension:
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 MP for Subscriber Mailbox Programming.
5. 
Press UX for Forced Unscreened Transfer.
6. 
Follow the voice prompts.
Related Programming
To set up unscreened or screened Automated Attendant transfers on a
system-wide basis, see Setting Up a Dialing Options
 Menu
 in this
guide.