Panasonic S-series Voice Processing System Technicians Guide

							A-B C 
ARCHIVED MESSAGE 
Any message a subscriber listens to and 
then saves for a number of days. You set the 
number of days that messages are archived. 
All old or archived messages must be saved 
each time they are heard or they are de- 
leted. See 
also new message; old message. 
AUDIOTEXT 
Recorded information that is available to 
callers 24 hours a day about whatever your 
customer’s organization wants callers to 
hear. You can provide menus of information 
or other messages, and you can use 
audiotext messages in menu keys. 
AUTOMATED ATT’ENDANT 
A way of setting up the voice messaging 
system so that the voice messaging system 
acts as a receptionist, answering and 
routing incoming calls. 
AUTOMATIC DIRECTORY ASSISTANCE 
A directory of subscriber extension IDS that 
is available to callers when they spell the 
first three letters of the subscriber’s last or 
first name, depending on your setup, on the 
telephone keypad. 
AWAIT ANSWER 
One of three types of call transfer in 
which the voice messaging system waits 
for the extension to be answered before 
completing a transfer to that extension. See 
also release; wait for ringback. 
CALL FORWARDING TO A PERSONAL GREEIING 
The ability of some telephone systems to 
automatically forward calls to the voice 
messaging system when an extension is 
busy or unanswered. The telephone system 
sends a follow-along ID with the forwarded 
call. This ID identifies for the voice messag- 
ing system the extension the call was 
forwarded from. 
CALL ROUTING 
The processing of calls through the voice 
messaging system without being trans- 
ferred to the telephone system. See 
also 
await answer; call transfer; release; wait for 
ringback. 
CALL TRANSFER 
The transfer of calls from the voice messag- 
ing system to the telephone system, which 
takes control of connecting the call to an 
extension. You can turn call transfer on and 
off. See also await answer; release; wait for 
ringback. 
CONVERSATION 
The collection of prerecorded questions, 
choices, and responses that the voice 
messaging system plays to guide callers 
through the voice messaging system. The 
conversation consists of greetings and 
prompts. Greetings can be changed over 
the telephone. 
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							D-G 
D 
DAY GREETING 
The greeting that plays during the days 
and times you have designated as normal 
business hours. See also night greeting. 
DAY MODE 
The voice messaging systems operating 
mode during normal business hours. You 
can set up the voice messaging system to 
function differently during day mode 
and night mode hours. You define what 
days of the week and hours of the day are 
day mode. All other hours are assigned to 
night mode. See also holiday mode; sched- 
ule. 
DEFAULT 
The option the system uses if you do not 
select another option. 
DIRECTORY ASSISTANCE 
A directory of subscribers’ extension IDS 
that is available to callers with lettered 
keypads. Callers can use directory assis- 
tance to reach a subscriber’s extension 
ID without speaking to an operator. 
E 
EASY MESSAGE ACCESS 
.; 
A function enabling subscribers to check 
messages by pressing a single button on 
their telephones. The availability of this 
function depends on the capabilities of 
the telephone system. 
EXTENSION 
The actual telephone number of a tele- 
phone in your customer’s system. 
F 
FAX DETECT 
A function that allows the voice messaging 
system to detect an incorning fax tone and 
automatically deliver faxes to the Operator 
mailbox. 
FAX NOTIFICATION 
A function that allows the voice messaging 
system to notify the operator each time it 
delivers a fax. When this function is en- 
abled, the fax sender is given the opportu- 
nity to record a message describing the fax 
and who it is for. 
G 
GREETING 
A recording that gives information, wel- 
comes callers to the system, offers menu 
options, or offers a chance to leave a 
message. If your customer’s organization 
uses the automated attendant, the opening 
greeting is what callers hear when they dial 
the main telephone number for the organi- 
zation. A subscriber’s personal greeting is 
what callers hear when they reach a 
subscriber’s voice mailbox. 
GROUP 
See message group. 
GLOSSARY 197  
						

							H-N 
H-L 
HOLIDAY MODE 
A special schedule mode that overrides 
the normal schedule. The system manager 
activates holiday mode and records a 
holiday greeting in the greetings part of 
the system manager’s conversation. 
M 
MAILBOX 
The location where the voice messaging 
system stores messages from callers. For 
example, the voice messaging system keeps 
messages for a subscriber in that 
subscriber’s mailbox. 
MENU KEYS 
The organization of menus, audio mes- 
sages, and call routing choices, which the 
system manager designs and sets up, that 
provides callers with easy access to fre- 
quently requested departments and infor- 
mation. 
MESSAGE GROUP 
A list of subscribers to whom a subscriber 
can send the same message at once. Any 
subscriber can be a member of any mes- 
sage group. The system manager assigns 
subscribers to groups in the system 
manager’s conversation. 
:- 
I.._ 
MESSAGE NOTlFlC&I-lON 
The voice messaging systems ability to call 
subscribers at any telephone number they 
specifywhen they have new messages. The 
system can also activate pagers and mes- 
sage waiting indicators. 
MESSAGE WAITING INDICATOR 
A feature on a telephone, such as an indica- 
tion light, a distinctive dial tone, or an LCD 
display, that lets subscribers know when 
they have messages waiting. 
N 
NEW MESSAGE 
A message that has not yet been heard by 
the recipient. See 
ah archived message; old 
message. 
NIGHT GREETING 
The greeting that plays during ail days and 
times except those specified in day mode. 
NIGHT MODE 
The voice messaging systems operation 
mode outside of normal business hours. 
You can set up the voice messaging system 
to handle calls differently during day mode 
and night mode hours. You define what 
days and hours are day mode. All other 
hours are assigned to night mode. See 
also holiday mode; schedule. 
198 PANAVOICE S-SERIES TECHNICIAN’S GUIDE  
						

							O-R 
0 
OLD MESSAGE 
A message that has been heard, but not 
deleted or archived. You and the system 
manager decide how long old messages are 
saved. See aZso archived message; 
new message. x,-G 
OPENING GREETING 
The greeting that callers hear when they call 
your customer’s main telephone number, if 
the organization uses the automated 
attendant. 
OPERATOR MAILBOX 
A mailbox used exclusively for storing calls 
that go to the person with operator respon- 
sibilities at your customer’s organization. 
OUTSIDE CALLER 
See unidentified caller. 
P 
PERSONAL ID 
A unique system lD that identifies a sub- 
scriber to the system. 
PORT 
The standard modular telephone jacks 
located on the side of the voice messaging 
system unit that the system uses to connect 
to and communicate with the telephone 
system. 
PROMPT 
A recording that is played at specific places 
in the system conversation. 
PUBLIC MESSAGES 
Messages collected in the Operator mail- 
box. The operator screens these messages 
and routes them to the appropriate sub- 
scribers. 
Q 
QUICK OPTION MENU 
An alternative to the Yes-and-No conversa- 
tion, in which subscribers select menu 
options by pressing digits. 
R 
RECORDED NAME 
The audio recording of the subscriber’s 
name that the voice messaging system 
plays in prompts requiring identification of 
the source or destination of a message or 
call. This may also be referred to as the 
voice name. 
RELEASE 
One of the three types of call transfer, 
in which the voice messaging system 
completes the transfer without checking 
whether the call is answered or whether 
there is a busy signal. See also await answer; 
call transfer; wait for ringback. 
GLOSSARY 199  
						

							s-u 
S 
SCHEDULE 
The method for determining how calls are 
handled at different times and/or different 
days. You can define up to three different 
schedules for the system. See 
also day 
mode; holiday mode; night mode. 
SECURITY CODE 
A series of characters that subscribers set so 
that no one else can access their voice 
mailboxes. 
SUBSCRIBER 
Anyone who is enrolled in the voice mes- 
saging system. The system identifies a caller 
as a subscriber when the subscriber enters 
a personal ID. 
SUBSCRIBER’S PERSONAL GREETING 
The greeting callers hear when they reach a 
subscriber’s voice mailbox. 
SWITCH 
The telephone system. 
SYSTEM GREETINGS 
See opening greeting. 
SYSTEM ID 
A unique system ID that you assign to each 
subscriber. 
SYSTEM MANAGER 
The individual-in an organization who sets 
up and maintains the voice messaging 
system. 
SYSTEM MANAGER CONVERSATION 
The collection of prerecorded prompts, 
questions, choices, and menus that the 
system plays to the system manager to 
allow the system manager to maintain the 
voice messaging system. . 
T 
TOUCHTONES 
The sounds made by pressing the keys on 
touchtone telephones. 
TRANSFER 
See call transfer. 
U 
UNIDENTIFIED CALLER 
An individual calling from outside the voice 
messaging system. If a subscriber calls the 
system and does not enter a personal ID, 
that subscriber is treated as an unidentified 
caller. 
.-. 
,.*. 
-. ..: 
_. 
. . . . . 
-Ls 
-., 
i’ 
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							v-z 
VOICE MAILBOX 
WAIT FOR RINGBACK 
The location where the voice messaging 
One of three types of call transfer, in which 
system stores messages. The voice messag- 
the voice messaging system waits for an 
ing system gives each extension on the 
extension to ring a certain number of times 
telephone system a separate voice mailbox. 
before transferring the call. See 
also await 
‘. 
answer; release. 
VOICE NAME 
The recorded name of a subscriber. The 
voice messaging system plays the voice 
name in prompts that require identification 
of the source or destination of a message or 
call. See 
also recorded name. 
GLOSSARY 201  
						

							INDEX 203  
						

							Index c rl) 
Special characters 
1 forYes,- for No, skipping 
150 
A 
about the Technician’s Guide 
2 
AC ringing requirements 23 
accessing 
backup utility 99 
Remote Maintenance Main menu 
91 
Reports menu 119 
system manager’s screen 116 
technician’s screen 116 
activating pooled ringing 
150 
adding a mailbox 
at the console 
119 
by telephone 44, 45, 46, 47 
adjusting tone delays 64 
aging, call report 138 
analyzing tone delays 
61 
answering calls 
about 8 
while transferring files 102 
answering test 72 
application method 8, 9, 42, 43 
archived messages 
Operator mailbox 138 
subscribers 138 
archiving the database 
about 54, 56, 57 
activating 138 
system option code 150 
training the system manager 
82 
automated attendant 
about 8, 10 
and application method 42 
available external lines 14 
available ports 14 
decisions 12, 14, 15 
deEned 10 disabling during training 
82 
faxrouting 11 
grouping external lines 
13 
menu keys 11 
not using 9, 15 
overuse 14 
primary 12, 15 
private 12, 15 
releasing calls 14 
role of 11 
secondary 12, 15 
system manager training 80 
telephone traffic 14 
testing 72 
automatic gain control adjustment 
138 
automatic mode, learning call progress tones 
about 64 
call foJwarding 68 
camp-on options 68 
do-not-disturb tone 68 
hunt groups 68 
using 68 
automatic subscriber-to-subscriber messaging 
training the system manager 
81 
s 
backing up the system 
about 98, 100 
overview of tasks 
98 
recommended schedule 98 
training the system manager 
82 
backup utility 
accessing 99 
phone book entry 
100 
banner screen 
about 116 
returning to 119 
system status 117 
bar graph, Usage reports 
130 
c 
:. 
._ 
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							B-C 
batteries 
about 21, 56 
training the system manager 81 
baud rate 93 
biII.ing log 
characteristics 110 
field descriptions 111 
fiie format 110 
importing to other applications 110 
task overview 112 
turning off 113 
turning on 112 
updating 113 
viewing 113 
busy recall 138 
busy tone 
learning 66 
system option codes 154 
testing 62 
c 
cab analysis delay 138 
caII forward to personal greeting. See caII 
forwarding 
call forwarding 
about 9, 25 
enabling at extensions 26 
learning cd progress tones 65, 68, 69 
restoring after power failure 81 
telephone system support 42 
testing 74 
tone delay testing 61 
training the system manager 
8 1 
cal.IhandIing 8, 15, 42 call log 
about 126, 132 
field descriptions 134, 135 
importing to another application 
132 
viewing for earlier date 
128, 129 
CaII menu, Remote Maintenance 
94 
call progress tones 
resetting default parameters 64 
system option codes 154 
troubleshooting at console 
123 
See 
also learning caI.I progress tones 
call report aging 
138 
call routing 10 
call traffic, effect on automated attendant 
14 
call transfer’ 
about 8, 9, 10 
and application method 42 
operator 82 
subscriber report 136 
training the system manager 
82 
turning off 9 
camp-on 
learning call progress tones 
65, 68 
tone delay testing 61 
capabilities of telephone system 
24 
changing the IiIe transfer directory 
104 
checking messages 25 
checking system information 
70 
COM port, Remote Maintenance connec- 
tion 93 
comma, dialing character 140 
conflicting IDS 45 
connect sequence 138 
connecting to the voice messaging system with a 
modem 87 
connecting to the voice messaging system with 
Remote Maintenance 94 
INDEX 205  
						

							C-D 
connecting to the telephone system 
about 8, 13, 26, 27 
procedure 33 
console 
about 116 
adding amailbox 119, 121 
Banner screen 116 
copying voice fields 119 
creating reports 126 
expanding a field 119 
function keys 117 
local connection 119 
navigation 118, 119 
returning to the Banner screen 119 
selecting a port for local cqnnection 119 
signing in 119 
system manager’s screen 120 
technician’s screen 122, 123 
toggling between screens 118, 119 
troubleshooting call progress options 123 
troubleshooting menu keys 121 
troubleshooting system options 122 
conversation, technician. See technician’s 
conversation 
copying reports to Nes 127 
copying voice fields at the console 119 
creating reports 126 
customizing your system 52, 138 
D 
daily maintenance 54, 55, 56 
data protection 56 
database archiving 
about 54, 56 
setting up 57 
,