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Panasonic Kx-tvs75, Kx-tvs100, Kx-tvs200 Voice Processing System Installation Manual

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    							MESSAGE MANAGERS GUIDE261
    Appendix D
    MESSAGE MANAGERS GUIDE 
    						
    							D1 ACCESSING THE MESSAGE MANAGERS MAILBOX
    262MESSAGE MANAGERS GUIDE
    D1 ACCESSING THE MESSAGE MANAGERS 
    MAILBOX
    The Message Managers Mailbox must be accessed before any Message Manager task can be 
    completed. Three items of information are required before accessing the Message Managers 
    Mailbox — the telephone number connected directly to the Voice Mail Service, the Message 
    Managers Mailbox Number, and the Message Managers Password. The Message Managers 
    Mailbox Number is 98, 998, 998, or 99998 depending upon the mailbox number length 
    specified in System Programming. The Message Managers password is assigned through the 
    Message Managers Service.
    To Access the Message Managers Mailbox
    1.
    Dial the extension number connected to the Voice Mail Service. Or 
    Dial any VPS 
    extension number and 
    Press [#] [6] (Service Access Command).
    2.Press [ ], then enter the 
    Message Managers Mailbox Number 98, 998, 9998, or 99998.
    3.Type the 
    Password followed by 
    [#]. The Main Command Menu will be displayed. Please enter your partys mailbox number.
    To enter by name, press [#] and [1].
    If you are using a rotary telephone, stay on the line.
    To call the operator, press [0].
    Enter your password, followed by [#].
    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 [ ]. 
    						
    							D2 MANAGING THE GENERAL DELIVERY MAILBOX
    MESSAGE MANAGERS GUIDE
    263
    D2 MANAGING THE GENERAL DELIVERY 
    MAILBOX
    One of the Message Managers functions is to check the General Delivery Mailbox for 
    messages and transfer them to the appropriate mailbox. This can be done at any time using the 
    telephone.
    Listening to Messages
    The status of the General Delivery Mailbox is monitored through the Message Managers 
    Mailbox. Messages stored there can be listened to and, if necessary, transferred to their 
    intended recipients.
    1.Log in the Main Command Menu. 
    2.The VPS plays the number of new messages. 
    Press [1] to listen to the messages. 
    3.The VPS plays each message with the sender identified along with when the message was 
    recorded. 
    Press [0] to listen to the entire help menu.
    •
    [1] Repeat this Message
    •
    [1] [1] Replay the Previous Message
    •
    [2] Play the Next Message
    •
    [3] Erase this Message
    •
    [4] Reply
    •
    [5] Rewind
    •
    [6] Fast Forward
    •
    [7] Transfer
    •
    [8] Message Scan
    Note
    End the call by Pressing [#] [9].
    Transferring Messages
    Messages left in the general delivery mailbox must be transferred to their intended recipients 
    with any necessary attached voice comments. Once a message has been transferred, the 
    original can be deleted from the General Delivery Mailbox.
    1.Log in the Main Command Menu. 
    2.Press [1] to transfer messages from the General Delivery Mailbox.
    3.The VPS plays the first (next/last) message. 
    Press [7] to transfer the message.
    4.Type the 
    destination mailbox number. 
    						
    							D2 MANAGING THE GENERAL DELIVERY MAILBOX
    264MESSAGE MANAGERS GUIDE
    5.Press [2] to accept the number.
    6.Press [2] to transfer with comment.
    Note
    Messages can be transferred without comment by Pressing [1]. A mailbox number can 
    be added by Pressing [3]. The Mailing List can be reviewed by Pressing [4]. Message 
    Transfer can be canceled by Pressing [5].
    7.Record the 
    comments and 
    Press [1].
    8.Press [2] to accept the comments entered. 
    						
    							D3 SETTING UP MESSAGE WAITING NOTIFICATION
    MESSAGE MANAGERS GUIDE
    265
    D3 SETTING UP MESSAGE WAITING 
    NOTIFICATION
    The VPS is able to notify the Message Manager that unplayed messages are waiting in the 
    Message Managers Mailbox. Two types of Message Waiting Notification are available — 
    Notification by Message Waiting Lamp and Notification by Calling.
    Setting Message Waiting Lamp Status
    The VPS illuminates the message waiting lamp on the extension when a new message is 
    recorded in the Message Managers Mailbox.
    1.Log in the Main Command Menu.
    2.Press [2] to set Message Waiting Notification.
    3.Press [1] to change the Message Waiting Lamp Notification Status.
    4.Press [1] to change the Message Waiting Lamp Notification Status, or 
    [2] to accept it. 
    Setting Notification by Calling Status
    The VPS calls the preset telephone or beeper when a new message is recorded in the mailbox. 
    Set the following parameters as appropriate.
    Setting Device Status
    For each device, the notification is enabled or disabled according to a preset schedule. The 
    Message Manager cannot enable
     a device according to a schedule. The System Administrator 
    must accomplish this task. (See Time frame 1, 2 in Table 44 in B2 SYSTEM 
    ADMINISTRATION - MAILBOXES)
    1.Log in the Main Command Menu.
    2.Press [2] to set Message Waiting Notification.
    3.Press [2] to change the notification method.
    •
    [1] Schedule (enabled on the schedule)
    •
    [2] Continuously (enabled whole day)
    •
    [3] Not Use (disabled whole day)
    4.Type the 
    notification device number.
    5.Press [1], [2], or [3] to select the device status. 
    						
    							D3 SETTING UP MESSAGE WAITING NOTIFICATION
    266MESSAGE MANAGERS GUIDE
    Assigning Notification Numbers
    Up to 3 telephone or beeper numbers can be set for message notification. The 0 to 9 keys, the 
    tone/pulse switch, and the beeper Callback Number Display Entry Code [X] are used to make 
    these assignments.
    When the Beeper Callback No. Entry Code is added at the end of a beeper number, the 
    notification is made in a little different way. The VPS will ask the caller to enter the number to 
    be called and will display this number on the beeper. The setting of the Callback Number Entry 
    can be set to before the message, after the message, or with no message depending on System 
    Programming.
    It is also possible to have the caller select whether or not enter a callback number. The System 
    Manager must authorize the use of the Beeper Callback No. Entry Code.
    1.Log in the Main Command Menu.
    2.Press [2] to set Message Waiting Notification.
    3.Press [3] to Assign Telephone Number.
    4.Press [1] to change the first telephone number, 
    [2] to change the second telephone number, 
    or 
    [3] to change the third telephone number.
    5.Press [1] to set the telephone number.
    6.Type the 
    telephone number.
    7.Press [2] to accept the entry.
    •
    [1] Change the telephone number
    •
    [2] Accept
    •
    [3] Review
    •
    [4] Add more digits
    •
    [5] Insert a pause
    •
    [6] Set dial mode
    •
    [7] Insert a wait for dial tone
    •
    [8] Insert a beeper display command
    8.Press [1] to be notified by telephone or 
    [2] by a beeper. 
    						
    							D4 CUSTOMIZING THE MESSAGE MANAGERS MAILBOX
    MESSAGE MANAGERS GUIDE
    267
    D4 CUSTOMIZING THE MESSAGE MANAGERS 
    MAILBOX
    The Message Manager is able to customize the Message Managers Mailbox by specifying the 
    password and the extension numbers of Operator 1, 2, and 3.
    Message Managers Password
    The password can be specified at any time using the telephone. The password contains up to 8 
    numeric characters and must be entered to execute the message management operation.
    Operators Extensions
    When callers require help they are transferred to an operator extension after 
    Pressing [0] on 
    their telephone keypad. Up to 3 operators (Operator 1, 2, 3) can be specified for both Day and 
    Night modes. It is usual to set the Message Managers extension as 
    Operator 1.
    1.Log in the Main Command Menu.
    2.Press [3] to Customize Mailbox.
    3.The VPS plays the current password setting. 
    Press [1] to change the password. Accept the 
    current setting by 
    Pressing [2].
    4.Type the password and 
    Press [#].
    5.The VPS repeats what was entered. 
    Press [2] to accept the entry.
    6.The VPS plays the current operators extension setting. 
    Press [1] to change the operators 
    extension. If the operators extension is unassigned, go to step 7. Accept the current setting 
    by 
    Pressing [2].
    7.Type the 
    extension number.
    8.The VPS repeats the extension entered. 
    Press [2] to accept the entry.
    9.Repeat the steps 6-8 to assign the extension for the day and night modes for each operator. 
    						
    							D5 SETTING THE SYSTEM CLOCK
    268MESSAGE MANAGERS GUIDE
    D5 SETTING THE SYSTEM CLOCK
    The system clock is set directly from the telephone. It is important to set the exact time because 
    Message Waiting Notification, External Message Delivery, redialing and rescheduling of 
    External Message Delivery, and Automatic Message Deletion, are all scheduled using this 
    setting. The System Administrator and System Manager are also able to set this clock.
    The system automatically adjusts the time as appropriate when daylight saving time begins and 
    ends.
    1.Log in the Main Command Menu.
    2.Press [4] to set the time and date.
    Note
    The clock setting menu cannot be accessed if the System Administrator or the System 
    Manager is editing the time.
    3.Press [1] to change the current setting.
    4.Type the 
    current time and 
    Press [#].
    Note
    Press [0] for help. For example, to enter 5 oclock, press 5 and # or to enter 5:15, 
    press 5, 1, 5, and #.
    5.Press [1] for 
    AM or for 
    [2] PM.
    6.Press [2] to accept the time.
    7.Press [1] to change the current date.
    8.Type the 
    current month and 
    Press [#].
    Note
    Press [0] for help. For example, to enter January, press 1 and #.
    9.Type the 
    day and 
    Press [#].
    10. 
    Type the 
    last 2 digits of the year and 
    Press [#].
    11. 
    Press [2] to accept the date entered. 
    						
    							D6 RECORDING COMPANY MESSAGES
    MESSAGE MANAGERS GUIDE
    269
    D6 RECORDING COMPANY MESSAGES
    The Message Manager is responsible for recording messages or greetings. The maximum 
    message length for all messages is 6 min. The following messages can be recorded using the 
    Recording Messages Procedure:
    •
    Company Greetings - Up to 32 company business or non-business hour greetings can be 
    selected, recorded, or deleted as necessary.
    •
    Company Name
    •
    Department Dialing Menu Messages - Only nine department dialing selections can be 
    recorded (1-9).
    •
    Custom Service Menu Messages - The VPS accommodates up to 100 custom services 
    that can be either recorded or deleted as necessary.
    •
    Voice Labels for Mailbox Lists - Up to 20 mailbox distribution group lists can be created 
    by the System Administrator. The name of each list can be either recorded or erased by 
    the Message Manager.
    •
    Selection Menus - Selection Menus support the VPS Multilingual Service and consist of 
    the languages that this service supports.
    Recording Messages
    1.
    Log in the Main Command Menu.
    2.Press [5] to Modify Messages.
    3.Select the number of the message to be recorded.
    •
    [1] Record Company Greetings
    •
    [2] Record Company Name
    •
    [3] Record Department Dialing Programming Menu
    •
    [4] Record Custom Service Menu 
    •
    [5] Record Voice Labels for Mailbox Lists
    •
    [7] Record Selection Menus
    4.For the parameter selected, follow the step indicated below:
    •
    1 Record Company Greetings - Enter the Company Greeting Number (1-32).
    •
    2 Record Company Name - Go to step 5.
    •
    3 Department Dialing Programming Menu - Go to step 5.
    •
    4 Custom Service Menu - Enter the Custom Number (1-100).
    •
    5 Voice Labels for Mailbox Lists - Enter the Mailbox List Number to be labeled.
    •
    7 Selection Menus - Go to step 5.
    5.The VPS plays the current message. 
    Press [1] to change the message. If a message has not 
    been recorded for this number go to step 7.
    6.Press [1] to record the message. 
    Press [2] to erase the current message.
    7.Record the message and 
    Press [1]. 
    						
    							D6 RECORDING COMPANY MESSAGES
    270MESSAGE MANAGERS GUIDE
    8.Press [2] to accept the message.
    Note
    Review the recorded message by Pressing [1]. Record a new message by Pressing [3]. 
    Add a message by Pressing [4]. Erase a message and exit by Pressing [ ].
    Note
    Other Company Greetings and Voice Labels for Mailbox Lists can be recorded by 
    repeating steps 3-8.
    Note
    Record Custom Service Menu Messages - The final guidance message for Exit is 
    recorded by Pressing [0].
    Recording User Prompts
    User Prompts support the VPS multilingual Service (User 1 Prompt and User 2 Prompt). User 
    Prompts are recorded in the personal computer (command SAVE through the RS-232C). Once 
    they have been saved, they can be restored (with the command LOAD) at any time. The list of 
    modifiable prompts and prompt numbers is located at the end of this section.
    1.Log in the Main Command Menu.
    2.Press [5] to modify Messages.
    3.Press [6] to modify user prompts.
    4.Press [1] to change User Prompt 1, or 
    [2] to change User Prompt 2.
    5.Press [1] to change the prompt specified. The prompt can be recorded in a row without 
    reviewing the current recording by 
    Pressing [2]. You will go to step 9.
    6.Enter the 
    prompt number. (The complete list of modifiable prompts is included at the end 
    of this section.)
    7.Press [1] to change the prompt. 
    Press [2] to return to step 6. Turn off the specified prompt 
    by 
    Pressing [3].
    8.The VPS plays the current recording. 
    Press [1] to change the prompt. To retain the current 
    recording 
    Press [2].
    9.Press [1] to record a new prompt. 
    Press [2] to erase the current prompt. Turn off the 
    specified prompt by 
    Pressing [3]. 
    10.State a prompt and 
    Press [1].
    11.Press [2] to accept the entry.
    12.Record other user prompts by repeating steps 6 to 11.
    Note
    Review the recorded message by Pressing [1]. Record a new message by Pressing [3]. 
    Add a message by Pressing [4]. Erase a message and exit by Pressing [ ]. 
    						
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