Panasonic Voice Processing System Kx Tvs95 Subscribers Guide

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Caller ID Call Routing
(Available with APT/DPT Integration only.) The VPS automatically sends calls from 
pre-assigned Caller ID numbers to the specified extension, mailbox (including 
System Group Distribution List) or Custom Service.
Caller Name Announcement (System/Personal)
(Available with APT/DPT Integration only.) The VPS announces prerecorded Caller 
ID caller’s names when: (1) extension users listen to messages from pre-assigned 
numbers left in the their mailboxes, (2) the VPS transfers calls from pre-assigned 
numbers to the users (Caller ID Screening), and (3) the VPS pages the users by 
intercom (Intercom Paging). 
If the same Caller ID number is programmed for both system and personal caller 
name announcements, the VPS will use the personal caller name.
Company Greeting
Up to 32 Company Greetings can be recorded to greet callers. One (or System 
Greeting or none) can be selected for each Day, Night, Lunch, Break, and Holiday 
service on a port basis and trunk (CO line) basis.
Company Name
This is played by the VPS to the intended receiver of an External Delivery Message 
when she is unable to enter correctly the password (if required). This helps her to 
realize where the call came from.
Covering Extension
This can be a destination for Incomplete Call Handling Service. This can also be 
accessed by pressing [0] while a Personal Greeting is being played, or while a caller 
is leaving a message.
Custom Service Setting
Allows one-touch access to extensions, other custom service menus, fax machine, 
mailboxes, etc. A greeting can be recorded for each of the 100 menus to give verbal 
directions to the non-subscribers.
Default Setting
A parameter defined for the system at the factory which can be changed through 
system programming by the System Administrator or the System Manager.
Delayed Ringing
There are 2 kinds of delayed ringing applications:
(1) The VPS is used as the no-answer destination for the Intercept Routing feature 
of your PBX.
(2) DIL 1:N (CO line to several extensions) terminates on telephones and VPS ports. 
To give the telephone users a chance to answer calls, the VPS lines should be 
programmed for delayed ringing. Otherwise, the VPS will answer the calls 
immediately. 
						

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Delete Message Confirmation
The VPS requests confirmation from the mailbox owner before erasing a message 
left in the mailbox.
Delivery Time
The time specified by the subscriber for the VPS to deliver a prerecorded message. 
You can specify delivery time in External Delivery Message or when delivering a 
message to other subscribers (Subscriber’s Guide Section 3.1).
Department Dialing
A speed-dialing feature that permits an outside caller to dial a single digit (1-9) to 
reach a specific extension. 
DID Call Routing
(Available with DPT Integration only on the KX-TD816 [P311Q or higher], KX-
TD1232 [P211Q or higher], and the KX-TD500 [V4M or higher].) The VPS 
automatically sends calls from pre-assigned DID numbers to the specified 
extension, mailbox (including System Group Distribution List) or Custom Service.
Direct Mailbox Access
(Available with APT/DPT Integration only.) A subscriber can enter her mailbox 
directly when she calls the VPS from her extension. She does not have to enter any 
special codes except for her password, if one is established.
DPT Integration
Digital integration between the VPS and the KX-TD816, the KX-TD1232, the KX-
TA1232, the KX-TD308, the KX-TD500, or the KX-TDA/KX-TAW series. Requires 
upgraded software in the PBX. 
Depending on the model and/or the software version of the connected PBX, you may 
not be able to utilize some of the features available only with DPT Integration. For 
more information, call National Parts Center at 1-800-833-9626.
DTMF
(Dual Tone Multi Frequency) Commonly referred to as touchtone.
Envelope Information Position
Specifies the position of Envelope Information—the name of the person who 
recorded/transferred a message, or Caller ID Number information.
Before: The VPS announces Envelope Information before playing the recorded/
transferred message.
After: The VPS announces Envelope Information after playing the recorded 
message.
None: The VPS does not announce Envelope Information.
External Call Forwarding 
(Available on the KX-TD816, the KX-TD1232, the KX-TA1232, the KX-TD308, the 
KX-TD500, and the KX-TDA/KX-TAW series.) Forwards calls to an extension that 
has call forwarding activated to an outside phone. 
						

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External Delivery Message
A message intended for automatic delivery to outside parties and/or extensions.
The message can be delivered immediately or at a specified time.
External Message Delivery List
Allows the subscriber to create 2 lists to deliver messages to outside parties. Each 
list can have 8 destinations.
External Message Delivery Redial
Allows the System Administrator to instruct the VPS when making external message 
deliveries how many attempts to make when the line is busy or when there is no 
answer.
Fast Forward
Puts the user 4 s ahead in the current message.
Follow-On ID
See Called Party ID.
General Delivery Mailbox
When the caller does not dial anything (either because she does not want to or she 
is using a rotary telephone), the VPS sends her to the General Delivery Mailbox. 
Periodically (daily is best), the Message Manager should transfer the contents of the 
General Delivery Mailbox to the appropriate destinations.
Hash Sign
Same as Pound Sign. 
HELP
One of the utility commands that is used to list all utility commands with a brief 
description of each.
Immediate Reply
Allows the message receiver to reply to a message without specifying the extension 
number or the mailbox number of the sender.
Inband Signaling
The Follow-On ID (or Called Party ID) that integrates the VPS and the PBX. Uses 
intercom paths to light message wait light. Does not give high end features such 
as: Intercom Paging, Direct Mailbox Access, Live Call Screening, etc.
Incomplete Call Handling Service
Calls are considered incomplete when there is no answer or if the line is busy. 
There are 6 options for the Incomplete Call Handling Service:
(1) to record a message from the caller,
(2) transfer the caller to a covering extension,
(3) page the mailbox owner via the PBX,
(4) notify the mailbox owner via beeper,
(5) transfer the caller to the operator, or
(6) let the caller try another extension. 
						

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Integration
Required between the VPS and the PBX. See Inband Signaling, APT Integration 
and DPT Integration.
Intercept Routing No Answer
Transfers an unanswered call to another extension, or to the VPS. (This is a PBX 
feature.)
Intercom Paging
(Available with APT/DPT Integration only.) Although Intercom Paging is generally 
paging through telephones (internal paging), paging through external speakers 
(external paging) is also supported. Intercom Paging allows up to 16 different 
paging groups. An outside party can reach a subscriber who is away from her 
telephone using one of the paging groups that is assigned for the subscriber. (A 
paging group can be either internal or external.) For a Caller ID caller, if her name 
has been recorded for the Caller Name Announcement feature, the name will be 
announced at the end of the page.
Interview Service
A special type of subscriber mailbox that enables the subscriber to record up to 10 
questions. After the answers are recorded, the Message Waiting Lamp turns on at 
the subscriber’s telephone. (Good for claims departments, order desks, job 
applications, etc.)
Keypad
All touchtone keys on the telephone.
LCD
Liquid crystal display
Live Call Screening
(Available with APT/DPT Integration only.) The proprietary telephone works like an 
answering machine. The subscriber can hear the caller through the speakerphone 
or the handset while the message is being recorded.
LOAD
One of the utility commands that is used to load new or saved data to the VPS from 
a personal computer.
Logical Extension (All Calls Transfer to Mailbox)
An extension that always receives calls directly into its mailbox. This feature is used 
by subscribers who are often unavailable or who do not have a telephone.
Mailbox Capacity (messages)
The number of messages that can be recorded in a subscriber’s mailbox: should be 
set between 5 and 100 messages by the System Administrator or the System 
Manager. 
						

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Mailbox Capacity (recording time)
The total length of time for messages in a subscriber’s mailbox: should be set 
between 5 and 100 min or unlimited length by the System Administrator or the 
System Manager.
Mailbox Extension
Normally the same number as the telephone extension number.
Mailbox Management
Allows a subscriber to alter the setting for personal mailboxes.
Menu
A list of choices from which the user can select by using the telephone keypad or the 
keys from a personal computer.
Message Manager
(Mailbox 98, 998, 9998, or 99998) The person who takes care of the General 
Delivery Mailbox and records: the Company Greetings, Company Name, 
Department Dialing Menu, Custom Service Menus, Voice Labels, User Prompts 
(User 1/User 2), Multilingual Selection Menu, and System Caller Names.
Message Retention Time
New Message Retention Time—the length of time the VPS will store a new 
(unplayed) message before deleting the message.
Saved Message Retention Time—the length of time the VPS will store an old 
(played) message before deleting the message.
Message Retrieval Order
The order in which the subscriber retrieves messages: Last In First Out (LIFO) or 
First In First Out (FIFO).
Message Transfer
Allows a subscriber to reroute a message to another mailbox unless the message 
was marked private. Additional comments can be added to this message.
Message Waiting Lamp
Light on proprietary telephones that lights when there are messages in the mailbox.
Message Waiting Notification
The VPS can notify subscribers and the Message Manager when they have received 
messages (if authorized by the System Administrator or the System Manager). 
There are 3 notification methods: (1) by the Message Waiting Lamp, (2) by a 
telephone, or (3) by a beeper.
Multilingual Selection Menu
The Message Manager is responsible for recording this menu. Allows callers to 
choose the language they want (System, User 1 or User 2 prompts) when they call 
the VPS.
Non-Subscriber
A caller to the VPS who does not own a mailbox. 
						

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Notification Method
(See Message Waiting Notification.)
One-Touch Two-Way Transfer (One-Touch TWT)
(Available with DPT Integration only on the KX-TDA/KX-TAW series.) Allows a 
subscriber to record a conversation into another person’s mailbox with one touch.
Operator
Up to 3 destinations can be assigned as operators. This is the extension that 
receives calls when the calling party is on a rotary phone or dials [0].
Owner’s Name
After a subscriber records her name, the VPS announces her name during transfers, 
Intercom Paging, and confirmation of Dialing by Name.
Independent of this recording is registration of name by System Administrator.
This allows callers to dial parties by name (Dialing by Name) rather than by number. 
For example, a caller can dial S-M-I-T (Smith) rather than Smith’s mailbox number, 
which can be hard to remember.
Password
A combination of numbers selected by the subscriber to protect access to her 
mailbox. If forgotten, the System Administrator or System Manager can clear it so 
that the subscriber can select a new password.
Personal Custom Service
Allows a subscriber to set the following Custom Services in her personal greeting 
(Personal Custom Service):
(1) Transfer to Mailbox
(2) Transfer to Extension
(3) Transfer to Outside
(4) Custom Service
(5) VM Service (Voice Mail Service)
(6) AA Service (Call Transfer Service)
A caller can select a desired service from those above while listening to the personal 
greeting or recording a message.
Personal Greetings
A subscriber can record messages to greet callers. There are 3 kinds of Personal 
Greetings:
(1) No Answer Greeting
(2) Busy Signal Greeting
(3) After Hours Greeting
Personal Greeting for Caller ID
(Available with APT/DPT Integration only.) Each subscriber can record up to 4 
personal greeting messages for calls from pre-assigned Caller ID numbers. Each 
greeting supports up to 8 Caller ID numbers. 
						

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Personal Group Distribution List
A subscriber can maintain up to 4 distribution lists, each containing a maximum of 
20 mailboxes. Using this list, she can send the same message to all members of a 
specific distribution list at once. 
Port
The point of connection between the PBX and the VPS.
Pound Sign
The [#] key on the telephone keypad.
Private Message
A message recorded as a private message cannot be forwarded. You can specify 
privacy when delivering a message to other subscribers (Subscriber’s Guide Section 
3.1).
Prompt
Prerecorded VPS sentences that guide subscribers and non-subscribers through 
specific VPS functions. The VPS supports 3 prompts: (1) System prompts 
(prerecorded at the factory in English), (2) User 1 prompts*, and (3) User 2 prompts*.
Prompts are numbered; the Message Manager can turn off and on the prompts 
individually.
* freely recorded by the Message Manager
Remote Call Forwarding Set
(Available with DPT Integration only.) A subscriber and the Message Manager can 
program her extension from a remote location to forward various types of calls to a 
desired extension or an outside telephone. There are 6 forwarding settings available:
(1) Forward All Calls
(2) Forward Busy Calls
(3) Forward No Answer Calls
(4) Forward Busy or No Answer Calls
(5) Forward to a CO Line
(6) Forward Cancel. 
See Remote Call Forward to CO.
Remote Call Forward to CO
(Available with DPT Integration only.) Allows the System Administrator to program 
Telephone number 1 and Telephone number 2 as the destination to which the callers 
are forwarded when the Remote Call Forwarding is set to an outside (CO) line. This 
feature must be enabled in the COS (Class of Service) setting to be utilized. See 
Remote Call Forwarding Set.
Review
Plays back a message.
Rewind
Replays the last 4 s of a message. 
						

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Rotary Telephone
A telephone capable of pulse dial only. Callers using a rotary telephone will be 
automatically forwarded to the operator or the General Delivery Mailbox.
SAVE
One of the utility commands that is used to save VPS data to a personal computer.
Scanning Messages
Allows the subscriber to listen to only the first 4 s of each message. Another method 
is to press [2] while listening to a message; this instructs the VPS to skip to the next 
message.
Service Mode
The System Administrator or the System Manager can change the call handling 
method programmed in the Time Service setting.
Station (Personal) Programming
Programming via the proprietary telephone.
Subscriber
A person who has an assigned mailbox.
Subscriber Tutorial
When a subscriber accesses her mailbox for the first time, she will be guided to set 
up these items simply by following Help messages:
(1) Password
(2) Owner’s Name
(3) Personal Greetings (No Answer Greeting/Busy Greeting/After Hours Greeting)
System Administration
System programming can be performed via 2 ways: (1) Locally (personal computer 
connected directly to the RS-232C port of the VPS), or (2) remotely (personal 
computer connected via the telephone network, the external modem of the VPS, and 
internal modem card [KX-TVS325 only]).
Note: Local programming and remote programming are mutually exclusive.
System Administrator
Unlike the Message Manager and the System Manager, who use a telephone to 
perform their duties, the System Administrator uses a personal computer to program 
the VPS. The System Administrator’s handbook is the Installation Manual. 
System External Message Delivery Duration Time
The maximum time allowed for an external message that is to be delivered by the 
VPS, specified by the System Administrator.
System Group Distribution List
The VPS can maintain up to 20 distribution lists, each containing a maximum of 20 
mailboxes. Each list is referenced by a System Group Distribution List number and 
is assigned via system administration. A recording into a System Group Distribution 
List number will go into the mailboxes of all group members. 
						

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System Manager
(Mailbox 99, 999, 9999, or 99999) The person who can perform very basic and 
limited system programming using a telephone. She can create/delete mailboxes, 
clear subscriber passwords when they are forgotten, set Class of Service 
parameters, set the System Clock, and generate System Reports.
System Report
The System Administrator or System Manager can generate 8 System Reports to 
monitor the VPS operating status as required.
System Security
By default, the System/Message Managers cannot access the VPS from their 
telephones until the System Administrator enables the relevant settings and sets a 
password for access. The System/Message Managers always need to enter this 
password to access the VPS. 
The System Administrator can also choose to set a default password for subscribers’ 
mailboxes. If this setting is enabled, a default password is automatically assigned 
when mailboxes are created.
TIME
One of the utility commands that is used to confirm or set the time and date of the 
VPS.
Time and Date Stamp Position
Specifies the position of Time and Date Stamp.
Before: The VPS announces Time and Date Stamp before playing the recorded/
transferred message.
After: The VPS announces Time and Date Stamp after playing the recorded 
message.
None: The VPS does not announce Time and Date Stamp.
Time Group (KX-TVS125/KX-TVS225/KX-TVS325 only)
A time frame in which Day, Night, Lunch or Break time period can be programmed. 
It is possible to assign up to 8 different Time Groups.
Time Synchronization
(Available with DPT Integration only.) When the PBX sets a new date and time or 
when DPT Integration is established, the data is sent from the PBX to the VPS.
Toll Saver
Is a cost-saving feature that allows a subscriber to check her mailbox from a pre-
assigned DID/Caller ID number without necessarily making the VPS answer the call. 
Without Toll Saver, the VPS will always answer the call and therefore she will incur 
toll charges. With Toll Saver, the VPS can let her know that there are no new 
messages without answering her call.
Two-Way Recording (TWR)
(Available with APT/DPT Integration only.) Allows a subscriber to record a 
conversation into her mailbox. 
						

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Two-Way Transfer (TWT)
(Available with APT/DPT Integration only.) Allows a subscriber to record a 
conversation into another person’s mailbox.
Unlimited Message Length
Permits a mailbox owner to record two-way conversations of unlimited length into her 
or another person’s mailbox (Two-Way Recording or Two-Way Transfer). The 
maximum recording time for other messages will automatically be set to 6 min.
Voice Mail
A general term used for messages recorded over the phone from one person to 
another.
Voice Prompt
Recorded VPS instructions to callers. These are either system prompts or user 
prompts.
VPS
Voice Processing System (e.g., Panasonic KX-TVS95, KX-TVS125, KX-TVS225, 
KX-TVS325).