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

							5.6 TRAINING THE SUBSCRIBER
CUSTOMIZING THE SYSTEM
121
5.6 TRAINING THE SUBSCRIBER
The System Administrator should explain the basic functions of the VPS to all the subscribers. 
He should explain which service (Voice Mail service, Automated Attendant service, Interview 
Service, or a Custom service) will play during the day, and what service will play during night. 
He should explain that outside callers are called non-subscribers because they do not have a 
mailbox. VPS guidance prompts will assist non-subscribers in reaching the extension or 
mailbox they need. He should explain the responsibilities of the System Administrator, the 
Message Manager, and the System Manager — and how each can be contacted (phone number, 
mailbox number, or email address, or all three).
The System Administrator should also explain the special privileges of VPS subscribers. 
Subscribers can call from any touchtone telephone in the world and get their messages. To 
check messages (or change mailbox parameters) from an outside phone, do the following:
As soon as the VPS plays a guidance message, 
Press code 
[# 6  ] and then 
the mailbox 
number. For example, a subscriber who has extension 115 and mailbox 115 would press 
code [# 6   115]. If the subscriber has a password enabled, the password must be entered.
If the subscriber forgets his password, he should contact either the System Administrator or the 
System Manager. Either one can clear the password so that the subscriber can establish a new 
password.
Explain the purpose of the General Delivery Mailbox. The Message Manager will periodically 
check it, and forward the contents to the appropriate subscriber.
Explain the purpose of the System Group Distribution Lists. They can be created by the System 
Administrator to facilitate the distribution of messages to several subscribers. In particular, 
senior staff members ought to know how to take advantage of System Group Distribution Lists. 
Twenty lists can be created, with twenty mailboxes in each list.
Finally, if Custom Service menus are used, subscribers should be encouraged to listen to these 
menus often and make suggestions for improvement. Custom service is a very powerful feature 
of the Panasonic VPS. Make the most of this feature. 
						

							5.6 TRAINING THE SUBSCRIBER
122CUSTOMIZING THE SYSTEM 
						

							FINAL SETUP123
Section 6
FINAL SETUP 
						

							6.1 MESSAGE MANAGERS MAILBOX (Mailbox 998)
124FINAL SETUP
6.1 MESSAGE MANAGERS MAILBOX (Mailbox 998)
The Message Manager is responsible for recording and updating a wide variety of system  
messages. Please see Appendix D (D6 RECORDING MESSAGES) to see the full array of  
recording tasks. Follow the instructions below to record Custom Service prompts and user  
prompts.
6.1.1 Accessing the Message Managers Mailbox
1.Enter  an extension number that is connected to the Voice Mail.
You will hear the initial prompt:
2. Press [# 6 9 9 8]  to access the message managers mailbox.
You will hear the following prompt if mailbox 998 has a password set:
3.Enter the message managers password (if programmed). Otherwise, you will hear the  Main 
Menu of Message Managers Service .
6.1.2 Main Menu of Message Managers Service 
6.1.
3Company G reetings  (Ente r # 6 998,5,1 ) (K X-TVS80  only)
1.Access the 
Message Managers Main Command Menu .
2.To modify messages, 
Press [5].
Good morning/Good afternoon/Good evening. 
Welcome to the Voice Processing System... 
Enter your password, followed by a pound sign. 
You have...messages. 
To transfer General Delivery Mailbox messages, press [1]. 
To set up message waiting notification, press [2].
To customize your mailbox, press [3]. 
To set the clock, press [4]. 
To modify message, press [5]. 
To end this call, press [   ]. 
						

							6.1 MESSAGE MANAGERS MAILBOX (Mailbox 998)
FINAL SETUP
125
3.To change the company greeting,  Press [1].
4.Continue following voice prompts through appropriate menus. Prompts lead you through  
the choices and recording process. 
After you record the company greeting, it may be necessary to enter programming through  
the terminal and set the company greeting assignment under the  Port Settings Menu. This 
tells the system what company greeting to play on each port. A company greeting should  
be very short. 
Example: Thank you for calling ABC Company. It is not necessary to give any other  
instruction within the company greeting because instructions will follow the company 
greeting automatically.
6 .1 .4 Recording the Company  Name (Enter # 6998,5,2)  (KX-
TVS80 only)
1.Access the  Message Managers Main Command Menu . 
2.To modify messages, 
Press [5].
3.To record the company name,  Press [2].
4.Continue following voice prompts through appropriate menus. Prompts lead you through  
the choices and recording process.
Note
The company name is only played when the External Message Delivery feature is  
used.
6.1 .5 Custom Se rvice G re e tings (Enter # 6998,5,4)
1.Access the 
Main Menu of Message Managers Service .
2.To modify messages, 
Press [5].
3.To change the Custom Service Menu , 
Press [4].
4.Continue following voice prompts through appropriate menus. Prompts lead you through  
the choices and recording process. 
Example: Custom Service Greeting: Thank you for calling ABC Company. If you know  
your partys last name, you may dial it at any time during this message.
6.1 .6 Customizing User  P rompts (Enter # 6998,5,6)
The customer may want to enter user prompts in place of the factory-provided system prompts. 
To change the user prompts:
1.Access the 
Main Menu of Message Managers Service . 
						

							6.1 MESSAGE MANAGERS MAILBOX (Mailbox 998)
126FINAL SETUP
2.To modify messages, 
Press [5].
3.To modify the user prompts, 
Press [6].
4.To change user prompt 1, 
Press [1]; to change user prompt 2, 
Press [2].
5.To change specified prompts, 
Press [1]; to change all prompts, 
Press [2].
6.Enter the prompt number you want to change.
7.Continue following voice prompts through appropriate menus.
Prompts lead you through the choices and recording process.
Note
Prompt 585: The system prompt is This is the General Delivery Mailbox. You can 
record User Prompt 1 or User Prompt 2 as, Thank you for calling ABC company. We 
are currently closed, however, if you leave your name and phone number, we will 
return your call as quickly as possible. 
						

							6.2 SETTING UP MAILBOXES
FINAL SETUP
127
6.2 SETTING UP MAILBOXES
The following steps complete the basic installation of the KX-TVS50/80 system. For each 
mailbox on the system, a no-answer, busy, and after hours greeting should be recorded, as well 
as the owners name and password. Please follow the steps below to set up the mailboxes 
accordingly.
6.2.1 Recording Personal Greetings
• The No Answer Greeting is played whenever the caller enters your mailbox during business 
hours.
• The Busy Greeting is played when the caller is told your line is busy and then elects to leave 
a message in your mailbox.
• The After Hours Greeting is played whenever the caller enters your mailbox during non-
business hours.
1.Enter an extension connected to the VPS.
2.When the port answers, 
Press [#6 ], then the mailbox number you wish to change.
3.Enter your password (if programmed), then the [#] key.
You are now inside the mailbox.
4.For mailbox management, 
Press [5].
5.To change the personal greetings, 
Press [1].
6.To change the No Answer Greeting, 
Press [1] again.
7.The system will then say: 
No Answer Greeting is not recorded. Record greeting at the 
tone.
8.State your greeting at the tone.
Example: Hi this is Tom. I am away from my desk right now but please leave a message at 
the tone and I will return your call as soon as possible.
9.When you finish speaking, 
Press [1].
10. The system gives the options of reviewing, accepting, or erasing the message.
11. To review the message, 
Press [1].
12. If the greeting is acceptable, 
Press [2].
13. The system will then play the menu for changing the No Answer Greeting, Busy signal 
Greeting and the After hours greeting. Record the busy signal greeting as you did the No 
Answer Greeting.
14. Continue on to the After Hours greeting and hang up when finished.
6.2.2 Recording the Owners Name
1.Enter an extension connected to the VPS. 
						

							6.2 SETTING UP MAILBOXES
128FINAL SETUP
2.When the port answers 
Press [#6 ], then the mailbox number you wish to change. 
3.Enter your password (if programmed), then 
Press [#].
 
You are now inside the mailbox.
4.For mailbox management, 
Press [5].
5.To change the owners name, 
Press [3].
6.The system will say: 
Owners name is not recorded. Record owners name at the tone.
7.State the owners first and last name at the tone.
8.Press [1] when finished.
• The VPS tells you the customers name.
9.Press [2] to accept.
TEST THE SYSTEM
Before backing up the system, call each extension to see that each port functions as it 
should. Check for proper greetings and call transfers. 
						

							6.3 BACKING UP THE SYSTEM
FINAL SETUP
129
6.3 BACKING UP THE SYSTEM
1.Choose the Utility Command. 
Type [SAVE], then 
Press ENTER. See screen output below.
from System Administration Top Menu:
KX-TVS50
KX-TVS80
2.To  s t a r t  
Press [2] and then 
ENTER.
3.Press RETURN or 
ENTER.
Following steps are for HyperTerminal as an example.
4. Select 
Receive File from the 
Transfer Menu.
5. Specify a folder where data is to be saved (if necessary, use B
rowse).
6. Select 
Xmodem as the protocol to save data.
7. Click R
eceive.
Enter The Number : = 3
Utility Command
$  SAVE
VPS Flash Memory Data Save ( VPS -> PC : Xmodem )
1:  Program
2:  Parameters
3:  System Prompts
4:  User Prompts-1
5:  User Prompts-2
6:  Custom Service Menu
7:  Personal Greetings
Select No. : = 2
$  SAVE
VPS Flash Memory Data Save ( VPS -> PC : Xmodem )
1:  Program
2:  Parameters
3:  System Prompts
4:  User Prompts-1
5:  User Prompts-2
6:  Custom Service Menu
7:  Personal Greetings
8:  Company Greetings
Select No. : = 2 
						

							6.3 BACKING UP THE SYSTEM
130FINAL SETUP
8. Enter desired filename and click OK.
The file transfer screen appears and shows download progress. Download time will vary 
depending on the communication speed and file sizes.
SAVE Completed will appear on the screen when the file has been saved. Continue saving 
the other items as needed. It is not necessary to save the Program because it is resident on 
the flash memory (Master) and cannot be altered. We do recommend all other data be saved 
including User Prompt 1 and User Prompt 2 if they have been recorded.
Notes
Recorded caller names for the Caller Name Announcement (System/Personal) cannot be 
saved by the above procedure, only Caller ID numbers can be saved. When the saved 
Caller ID numbers are loaded using LOAD command, the following things should be 
done:
For System Caller Name Announcement
(1) The Message Manager re-records caller names (see Recording System Caller
Names in D6 RECORDING MESSAGES).
For Personal Caller Name Announcement
(1) Subscribers need to delete the saved Caller ID numbers (see 4.12 Personal Caller
Name Announcement in the Subscribers Guide).
(2) Re-assign Caller ID numbers and re-record caller names.
User Prompt files are very large and can take about 1 h to save. Store saved files in a safe 
area.