Panasonic Kx-tvs50, Kx-tvs80 Voice Processing System Installation Manual

							5.1 STARTING UP
CUSTOMIZING THE SYSTEM
101
8.Activating the Quick Setup
Screen output:
To activate the Quick Setup, 
Press [1]. The VPS begins to change system programming 
data.
Screen output:
Selecting No in the above screen cancels all changes made to this point.
Then 
PORT TEST. 
SYSTEM SETUP... and 
1...2...3... appear on the screen one by 
one. 
Screen output:
Screen output when Quick Setup is finished:
Press ENTER.
Screen output:
System Administration Top Menu
Quick Setup - Setup
To set up the mailbox and restart, select Yes.
To cancel and exit, select No.
1: Yes            2: No
Quick-Setup
               To set up the mailbox and restart, select Yes.
               To cancel and exit, select No.
                         1: Yes        2: No
Setup 101
PORT TEST ...
SYSTEM SETUP ...
1 ...  2 ...  3 ...
**ON LINE MODE**
>
1 : Program
2 : System Reports
3 : Utility Command
4 : System Reset/Clear
5 : Quick Setup (VT100 Mode Only)
Enter the number : = 
						

							5.2 PORT SETTING OPTIONS
102CUSTOMIZING THE SYSTEM
5.2 PORT SETTING OPTIONS
Design each system to suit the needs of the customer. You should be familiar with all options 
for port assignment so that customers get exactly what they need and expect. Each port can be 
assigned as Voice Mail, Interview Service, Automated Attendant, or Custom Service. Custom 
Service is the most flexible of all the services because it allows access to the other services by 
pressing one key. 
We recommend programming all ports as Custom Service for caller 
convenience.
5.2.1 Custom Service Setting Example
Custom Service incorporates all features of the Automated Attendant and Voice Mail. Custom 
Service offers callers a menu of single digits that they may use to reach the desired location 
quickly and easily. 
Sample Company Greeting 1 *1
Thank you for calling the ABC company.(Company greeting should be short!)
Sample Custom Service Message
Thank you for calling ABC company. If you know the extension number of the person you are 
calling, you can dial it at any time. For a list of extensions, Press [1]; to reach the sales section, 
Press [2]; to reach the service section, Press [3]; if you would like to place an order, Press [4]; 
all other callers, please wait and an operator will be right with you.
Sample Custom Service Tree
Create a tree to design a route leading callers to the desired extension, mailbox, or next menu. 
This tree should include all available caller options and cannot be deeper than 8 layers. Discuss 
available options with the customer before programming the system.
*1Available for the KX-TVS80 only
Company Greeting
Custom Service
100
Main Greeting
all ports day
Custom 2
Extension ListCustom 3
Extension List
New CarsUsed Cars
Transfer
to ServiceTransfer
to Orders
*1 
						

							5.2 PORT SETTING OPTIONS
CUSTOMIZING THE SYSTEM
103
The top of the tree should include what callers will hear when they are first connected to the 
VPS. Then create a branch for each option. This should be done until each caller option has 
been documented. Next, fill in each box with the action that it represents so you can easily 
remember what action corresponds to each keystroke.
Remember that it is possible and often necessary to have 1 custom service lead to another 
custom service. For example, if someone presses [1] for sales, you might want another menu 
to say 
for new car sales, press [1]; for used car sales, press [2]. This way, callers are routed 
directly to the person best suited to handle them.
Sample Custom Service for Foreign Languages
If you are an airline or travel agency, your callers might not be fluent in English. You can easily 
accommodate several languages with Custom Service. For example, each key on the keypad 
(there are 12 keys) could be assigned to a language. Record Custom Service Menu 100 so that 
the caller can select a language with one-touch dialing. For example, the top menu could be: 
For English, press 1. For French, press 2. For Spanish, press 3. For German, press 4. For 
Japanese, press 5. For Chinese, press 6... etc.
 (Of course, selections should be recorded in 
their respective languages.)
At the next level, create menus in each language for day mode. For example, Custom Service 
Menu 2 (the one for English callers) might be: 
For departure information, press 1. For arrival 
information, press 2. For reservations, press 3. To leave a message, press 4. To send a fax, press 
5. Thus at this level (or at an even lower level) a caller can be guided in his native tongue to 
the right person (extension), the right message-taker (mailbox), or the right device (fax 
machine).
In parallel, create menus in each language for night mode. For example, Custom Service Menu 
16 might be: 
Sorry, we are closed for the day. Our regular business hours are from 9 am to 5 
pm, Monday through Friday. If you would like to leave a message, press 1 now. If you would 
like to send a fax, press 2 now. Record a similar message for the other languages in night 
mode.
5.2.2 Custom Service Features
Day Service (1 - 5 - 2)
Set each day for the correct day - night mode. These greetings will work independent of the 
telephone switch for the various greetings.
Intercom Paging (1 - 5 - 7 - 7)
This feature is only available with APT/DPT Integration. 
When needed, change the paging code for each of the paging groups. 
						

							5.2 PORT SETTING OPTIONS
104CUSTOMIZING THE SYSTEM
Example for KX-TA624: All sales telephones have been placed in extension group 3 in 
system program [600]. Station Hunting feature is disabled in [100]. Assign each 
salespersons mailbox to a different COS in the KX-TVS50/80 and assign the paging group 
to that COS. (This tells the VPS which paging group to dial). In the Intercom paging section, 
assign the number 333 to the paging group assigned to the sales dept.
Fax Management (1 - 5 - 7 - 8)
Assigns up to 2 fax machines that can be extensions from the PBX. If the CNG tone is heard, 
the KX-TVS50/80 will automatically forward the call to the first fax machine. If the first fax 
machine is busy or doesnt answer (is out of paper), the call is forwarded to the second fax 
machine. Also allows assigning an extension as the fax manager to be notified on incoming 
faxes.
Disconnect Parameter (1 - 5 - 7 - 9)
Determines how many seconds of silence the KX-TVS50/80 allows during a callers message 
before disconnecting the call.
RS-232C Settings (1 - 6 - 1)
Allows the system administrator to change the baud, bit, etc.
Port Setting (1 - 6 - 2)
Only to be used if bringing actual CO lines into the VPS. Use the CPC control of the telephone 
switch for normal disconnect problems.
Dialing Parameters (1 - 6 - 3 - 1)
These parameters are set automatically when Quick Setup is conducted.
Most of the settings will be left alone. The one setting that is changed quite often is the Transfer 
Sequence for the operator or the extension. By default it is set at FX on APT/DPT Integration 
and FTX for Inband Integration. In other words, the voice processor dials the flash, waits for 
intercom tone and dials the extension number. By default the KX-TVS50/80 will stay on the 
line to monitor the status of the call. If the extension user answers the voice processor will 
announce 
you have a call prior to releasing the call. This can be alleviated by adding the letter 
A or D to the sequence. A stands for answer; the call will be transferred without the 
you 
have a call For a blind or unscreened transfer, add the letter D for disconnect. 
						

							5.2 PORT SETTING OPTIONS
CUSTOMIZING THE SYSTEM
105
5.2.3 Custom Service Programming
After the tree is complete, enter the 
System Programming Custom Service Settings Menu.
Access the 
Custom Service Setting Menu through the following sequence:
System Administration Top Menu:
The system then asks what Custom Service number you want to edit. Enter the desired number 
(1-100).
The 
Custom Service screen is displayed:
Enter The Number: = 1  (Program)
Enter The Number: = 4  (Service Settings)
Enter The Number: = 2  (Custom Service)
2. Prompt Mode [ System ]
    1:System 2:User1 3:User2 :=
3. Menu Repeat Cycle [ 3 ] (1-3 times) :=
4. Call Transfer Anytime [ Extn. ] (Extn./Mbx/No) :=
5. Wait for Second Digit (1-5 s) :=
6. No DTMF Input Operation [ c ] (a - f) 
    a. Transfer to Mailbox
    b. Transfer to Extension
    c. Operator
    d. Exit
    e. Previous Menu
    f. Custom Service
  Select Operation :=
7. Keypad Assignment
   Keypad 0 [ c ]
     a. Transfer to Mailbox
     b. Transfer to Extension 
     c. Operator
     d. Exit 
     e. Previous Menu 
     f. Custom Service
     g. Voice Mail Service  Program - Service Setting - Custom Service Setting - Custom 1 (Not recorded)
1. Description [    ]
    :=
h. Call Transfer Service
i. Subscriber Service
j. Department Dialing
k. Dial by Name
l. Repeat Menu
m. Main Menu
n. Fax Transfer 
						

							5.2 PORT SETTING OPTIONS
106CUSTOMIZING THE SYSTEM
Enter data into the Custom Service menu; use the table below as a guide.
Ta b l e  2 0  
Description Value Range 
(Default)Description/Function
Prompt Mode 1. System
2. User 1
3. User 2
(System)Specifies the language that the caller will hear when 
calling this Custom Service.
Menu Repeat 
Cycle1-3 Times
(3)Specifies the number of times the Custom Service 
menu is repeated before the No DTMF Input entry is 
used.
Call Transfer
Any TimeExtn./Mbx/No
(Extn.)Specifies where a caller is transferred when dialing an 
extension or mailbox number during the menu. If this 
entry is set to Extn., the caller is transferred to the 
corresponding extension. If it is set to Mbx, the caller 
is sent directly to the corresponding mailbox. If it is set 
to No, extension transfer and mailbox transfer are 
disabled; only 1-digit entries work (following the 
Custom Service menu).
Wait for
Second Digit1-5 s
(1)Used when the first digit of an extension is also a menu 
choice within the Custom Service. If a second digit is 
not dialed within this time, the menu choice is used.
No DTMF
Input 
Operationa.-f.
(c.)This is used when a caller does not dial anything when 
hearing the menu (usually rotary callers).
Keypad
Assignmenta.-n.
( =d, 0=c,
others=None)This entry specifies the actions that is performed when 
a keypad digit is dialed. Callers can access these 
services by pressing the keys on their telephones. 
						

							5.2 PORT SETTING OPTIONS
CUSTOMIZING THE SYSTEM
107
Keypad Assignment Options
Ta b l e  2 1  
Entry Function
a. Transfer to MailboxSends the caller to the designated mailbox 
and plays the personal greeting.
b. Transfer to ExtensionTransfers the caller to the specified 
extension.
c. Operator Transfers the caller to the operator.
d. ExitPlays the Custom Service exit prompt and 
disconnects the caller.
e. Previous Menu Returns the caller to the previous menu.
f. Custom ServiceSends the caller into the designated Custom 
Service and plays the menu.
g. Voice Mail Service Activates Voice Mail Service.
h. Call Transfer Service Activates Automated Attendant Service.
i. Subscriber ServiceAllows the caller to enter subscriber service. 
Digits received after entering this code are 
assumed to be the subscribers mailbox 
number.
j. Department Dialing Plays the Department Dialing Menu.
k. Dial by NameAsks the caller to enter the first 3 or 4 
characters of the person (last name) they 
wish to reach, then allows transfer to that 
extension.
l. Repeat Menu Repeats the menu prompt.
m. Main MenuReturns the caller to the top level of Custom 
Service tree. Plays the menu for that service.
n. Fax TransferTransfers the caller to the extension 
designated as the fax extension in system 
programming. 
						

							5.2 PORT SETTING OPTIONS
108CUSTOMIZING THE SYSTEM
5.2.4 Recording Menus
Once you have finished entering the parameters in each menu, the menu messages should be 
recorded. Menu messages tell the caller what options are available and what keys correspond 
to those options. For this reason, the prompts must match the programming that has been input. 
1.Access the Message Managers mailbox (998) by dialing an extension connected to the 
VPS.
2.When the VPS answers, 
Press [#6 998] to enter the Message Managers mailbox.
3.Press [5] to modify messages.
4.Press [4] to change the Custom Service Menu.
5.You will hear:
Enter the Custom Service prompt number [1] through [100].
To record Custom Service Exit prompt, press [0].
6.Enter Custom Service number you want to record.
7.You will hear:
Custom Service number (entered number).
Record menu at the tone...
Follow the instructions until all Custom Service prompts have been recorded, using the tree that 
you created as a guide.
5.2.5 Checking Operation
After you have entered and recorded all menus, it is important to try the program yourself to 
see that all functions perform properly. Dial into the system and try all the choices to see if you 
are routed correctly. Verify that each menu choice works as it should.
5.2.6 Voice Mail
Voice Mail service is a message-taking service that allows non-subscribers to leave messages 
for subscribers. This service is often assigned when incoming calls are answered by a live 
person. This person can then send the caller to the Voice Mail service if desired.
Callers can access Voice Mail service by:
•Voice Mail Port
 
- This service can be programmed independently of any or all ports of 
the VPS. Callers reaching these ports immediately access Voice Mail service.
•Service Access Command
 
- A caller can switch to Voice Mail service by dialing [#6] 
during a call.
•Custom Service
 
- This service can be assigned to a keypad digit within a Custom 
Service. After pressing this key, the caller enters Voice Mail service. 
						

							5.2 PORT SETTING OPTIONS
CUSTOMIZING THE SYSTEM
109
5.2.7 Mailbox Groups
This program allows a message to be delivered to several mailboxes at the same time. The 
message activates the message waiting lamps on all of the proprietary telephones. These 
mailboxes may be assembled into a list called a System Group Distribution List. A voice label 
can be recorded for each System Group Distribution List; this is done by the Message Manager 
(see D6 RECORDING MESSAGES.) There are 20 group lists available and each group list 
can have up to 20 entries each.
To establish a mailbox group:
1.
From the System Administration Top Menu, 
Type [1-5-1-1-1] (Program - System 
Parameter - System Group Assignment - Mailbox Group - Enter).
2.Assign a list number to the Mailbox Group. This number can be from 2-5 digits (same as 
mailbox numbers.) It has to be an unused number. In other words, the number assigned to 
this group cannot be the same as another System Group Distribution List number or 
mailbox number. For example, well use the number 250.
There are 2 ways to use a System Group Distribution List:
Option A:
For inside messages: The System Group Distribution List number can be designed so 
that any subscriber can Press [2] to deliver a message, then enter the list number, which 
is [250] in this example. The message is delivered to all specified mailboxes.
Option B:
For outside messages: The System Group Distribution List number can be designed as 
a custom greeting for incoming callers. For instance, the greeting might be: 
To leave a 
message for the parts section, press 3. The digit 3 would be assigned to System Group 
Distribution List number 250 in Custom Service Setting.
Each message waiting lamp will remain on until the message is cleared from the 
individual station.
5.2.8 Extension Groups
An extension group places several extensions into the same mailbox. These extensions may be 
assembled into a list called a Extension Group List. The extensions in the group list cannot 
have a personal mailbox! When a message is left in this mailbox, it lights all of the message 
waiting lamps of the phones that are in this group list. There are 20 group lists available and 
each group list can have up to 20 entries each.
When a message is left for the extension group, it will light the message waiting lamps on each 
phone. The first person that retrieves the call cancels the message waiting lamp on the other 
phones. Extension groups work well in areas where the call would not be intended for a specific 
person (for example, a parts center, or a technical support group). 
						

							5.2 PORT SETTING OPTIONS
110CUSTOMIZING THE SYSTEM
To establish an extension group:
1.
From the 
System Administration Top Menu, 
Type [1-5-1-2-1].
(Program - System Parameter - System Group Assignment - Extension Group - Enter).
2.Enter a number that hasnt been assigned to another mailbox or Extension Group List. (This 
must be a vacant number). Enter the extensions that are to be assigned to this group list.
3.Enter the extension numbers that are to be assigned to the Extension Group List.
4.Return to the 
Main Program Menu.
5.Type [1-1-1].(Program - Mailbox Setting - Enter/Edit).
Assign the Extension Group List number to a mailbox. If you used the number 700 for an 
Extension Group List number, assign the number 700 as a new mailbox. You must also 
enter 700 as an extension.
Messages can be delivered to the new number through normal operation.
5.2.9 Interview Service
The subscriber can leave a series of prerecorded questions (up to 10) for the caller in an 
Interview Mailbox. As the caller answers questions, answers are recorded in the mailbox. After 
a caller records the answers, the interview mailbox lights a message waiting lamp. When 
retrieving the messages, the subscriber only hears the answers to the questions.
There are 2 ways to access an interview mailbox:
•
Assign an interview mailbox to an existing mailbox
•
Assign a port as an interview mailbox
To structure an interview mailbox:
1.
From the 
System Administration Top Menu, 
Type [1-1-1 Mailbox number-1]. 
(Program - Mailbox Setting - Enter/Edit - Mailbox number - Mailbox setting).
2.Enter the mailbox number that is to be assigned to the interview mailbox.
This should be an existing mailbox number for the person who responds to the questions.
3.At 6. Interview Mailbox Number parameter, enter a nonexistent mailbox number. This 
will be the interview mailbox for this subscriber — please make a written note of it for 
future reference. It will not show up in Mailbox Listing. If, at a later time, you want to delete 
the interview mailbox, press backspace at 6. Interview Mailbox Number.
4.Exit System Administration Programming.
5.Record the questions by entering the subscribers mailbox. Call the VPS and 
Press [#6 ] + 
the mailbox number assigned to the interview mailbox. From the 
Main Menu 
Press [6-1].
Note
When using the Custom Service setting, 1 digit can be assigned to go to the mailbox 
of the Interview Service. The mailbox owners message waiting lamp will go on for 
normal Voice Mail messages and for message left in the separate interview mailbox.