Telrad Digital Digital Telephone Sets, Analog Telephone Sets, Single Line Telephones In DIGITAL Systems User Guide

							48 Digital and analog telephone sets and SLT
The secondary extension assistance announcement gives 
the extension numbers of various people in the depart-
ment. For example, if you dialed [1] for personnel you 
mi
ght then hear an announcement similar to:
• For Jane Smith  dial 13489
• For John Miller  dial 15679
When a caller hears the extension number of the person 
they wishes to reach, they can either:
• Dial [1] and dial the extension number
or
Dial [2] and the mailbox number; they can then leave a 
messa
ge after the tone sounds.
SINGLE DIGIT DIALING
Certain extensions as desi
gnated in the system can be 
dialed directly, if pro
grammed accordingly. The outside 
caller hears an announcement listin
g these extensions, 
and dials a sin
gle digit, rather than dialing the extension 
number, or name of the subscriber.
The di
gits [5], [6], [7], or [8] are commonly allocated to sin-
gle digit dialing, but your system administrator may have 
pro
grammed your system differently.
OPERATOR ASSISTANCE
In those cases where an operator position has been pro-
grammed into the system, an external user can choose to 
be connected to the operator:
1. Dial the IMAGEN telephone number.
2. Dial [0] to select the Operator Assistance option.
3. Additionally, if you had selected [2] to leave a messa
ge, 
and then chan
ge your mind before the message-record 
announcement concludes, you can dial [0] to have your 
call transferred to the operator. 
						

							Digital and analog telephone sets and SLT 49
PROGRAMMED INTERVIEW
If the system administrator has programmed this feature, it 
conducts a recorded interview with an outside caller. 
For example, the system administrator can pro
gram an 
interview that takes orders over the phone. The recorded 
interview questions mi
ght ask the customer their name and 
address, what product they wants to order, what size, what 
color, etc. and how they want to make payment. The 
answers are recorded. The interview consists of a maxi-
mum of ei
ght interview questions, followed by a closing 
messa
ge to the caller.
To conduct an interview
1. Dial the IMAGEN telephone number; 
you hear the main openin
g greeting, which includes an 
instruction to dial [4] for the interview (for example
, If 
you want to order a catalo
gue item, dial [4]).
2. Dial 
[4]; 
you hear the first interview question.
3. Answer the question and dial [#] to indicate that you 
have finished your answer, or simply wait for the allot-
ted time to pass; 
you hear the next question.
4. Answer the rest of the questions, until you hear the 
closin
g message. 
						

							50 Digital and analog telephone sets and SLT
NOTE
Your system administrator may pro
gram up to nine 
different interviews into the system. If there is more 
than one interview, the main openin
g greeting con-
tains dialin
g instructions for accessing the different 
interviews. For example, 
To order a catalogue 
item, dial 
[7]. To request billing information, dial 
[8]. Once the caller has dialed into the desired 
interview, it is conducted as above. 
						

							Digital and analog telephone sets and SLT 51
FOREIGN LANGUAGE 
ANNOUNCEMENTS
IMAGEN offers you the option of having your mailbox oper-
ate in lan
guages other than English.
If this option has been installed, your system administrator 
can pro
gram your mailbox so that you and people calling 
your mailbox have a choice of hearin
g announcements and 
instructions in up to ten different lan
guages. 
It is possible to pro
gram a mailbox so that its owner hears 
options and announcements in a forei
gn language, while 
incomin
g callers hear them in English.
System announcements and instructions are in En
glish 
unless otherwise pro
grammed by the system administrator, 
in which case the main openin
g greeting provides the caller 
with an option for chan
ging the language. 
						

							52 Digital and analog telephone sets and SLT
ADVANCED SUBSCRIBER 
FEATURES
This section contains a description of a number of more 
advanced mailbox features. If you prefer, each of these 
features can also be pro
grammed for you by your system 
administrator, on the dedicated IMAGEN Personal Com-
puter.
AUTOMATIC COPYING OF UNHEARD MESSAGES
If a number of employees in your or
ganization handle the 
same type of calls, IMAGEN can ensure that they receive 
each other’s messa
ges as well. In this way, an important 
messa
ge left for an absent employee that may otherwise 
go unattended, can be automatically passed on to another 
collea
gue for handling. This IMAGEN feature is called 
Automatic Copyin
g of Unheard Messages.
For instance, if you deal with ur
gent matters, you may want 
messa
ges that have been in your mailbox for more than 15 
minutes automatically copied into one of your collea
gues 
mailbox. On the other hand, someone who deals with less 
ur
gent matters may prefer not to have their messages cop-
ied unless they have been in their mailbox for over a day.
Once you have pro
grammed this feature, IMAGEN checks 
your mailbox at re
gular intervals. If you have not listened to 
a new messa
ge within the amount of time you specified, 
that messa
ge is copied into the designated automatic-copy 
mailbox. All subsequent new messa
ges are copied into the 
automatic-copy mailbox, until you enter your own mailbox 
and listen to your messa
ges. 
						

							Digital and analog telephone sets and SLT 53
To program your mailbox to automatically copy 
unheard messages
1. Dial [4] in the MAILBOX Menu; you receive the MAIL-
BOX OPTIONS Menu.
2. Dial [7] -- Auto-copy; you are transferred to the AUTO 
COPY Menu:
3. Dial [1] to indicate the auto-copy destination, then enter 
the appropriate mailbox number;
you are returned to the AUTO COPY Menu.
4. Dial [2] to specify the time period after which messa
ges 
in your mailbox will be copied to the auto-copy destina-
tion. Enter the time period in HH:MM format (e.
g. for 15 
minutes, dial [0], [0], [1], [5]).
You are returned to the AUTO COPY Menu.
NOTE
The time period you desi
gnate must be a multiple 
of 15 minute intervals (e.
g. 15 minutes, 45 min-
utes, 1 hour).
5. Dial [3] -- non-ur
gent, [4] -- private or [5] -- common, to 
select the type of messa
ge for which you want to acti-
vate (or deactivate) the auto copy feature. 
6. Dial [1] to activate (or [2] to deactivate) the feature for 
that messa
ge type.
You are returned to the AUTO COPY Menu.
To select the auto-copy destinationDial [1]
To select the auto-copy time periodDial [2]
For non-urgent messagesDial [3]
For private messagesDial [4]
For common messagesDial [5]
To repeat this menuDial [0]
To return to the previous menuDial [
*] 
						

							54 Digital and analog telephone sets and SLT
7. Repeat steps 5 and 6 if you want to activate (or deacti-
vate) auto-copy for additional messa
ge types.
Copies of all messa
ges forwarded to another mailbox 
by this feature remain in the source mailbox. In addi-
tion, messa
ges copied to the automatic-copy mailbox 
will NOT be on-forwarded to other mailboxes in the 
event that they are unheard by your collea
gue as well.
DEFINING A PERSONAL DISTRIBUTION GROUP
In addition to mailbox 
groups, which are programmed by 
the system administrator, you can also define your own 
personal distribution 
group for sending out common mes-
sa
ges. A personal group can consist of up to eight member 
mailboxes. Subject to this size limitation, you can add and 
delete mailboxes at will. Only one personal distribution 
group can be defined per mailbox.
To add mailboxes to your personal distribution group
1. Dial [4] in the MAILBOX Menu; you receive the MAIL-
BOX OPTIONS Menu.
2. Dial [6] -- Private distribution list; 
you are transferred to the DISTRIBUTION LIST Menu.
3. Dial [1] and then enter the mailbox number of the first 
member;
the mailbox is added to your personal 
group, and you 
are returned to the DISTRIBUTION LIST Menu.
4. Repeat step 3 for as many mailboxes as you wish to 
add to your 
group.
If you attempt to add a member to the 
group when it is 
full, you hear the messa
ge Your distribution list is full.
To insert a new memberDial [1]
To move to the next memberDial [2]
To delete the current memberDial [3] 
						

							Digital and analog telephone sets and SLT 55
To delete Mailboxes from your 
personal distribution group
1. From the MAILBOX OPTIONS Menu, select [6] to 
access the DISTRIBUTION LIST Menu;
you hear the announcement 
The current member num-
ber is 
.
2. Dial [3] to delete the current member
or
Dial [2] (repeatedly if necessary) to scroll throu
gh the 
other mailboxes in your 
group, and dial [3] to when you 
reach a mailbox you wish to delete.
The current member mailbox is deleted and you are 
returned to the DISTRIBUTION LIST Menu.
When you have deleted all members of your distribution 
group, you hear the announcement Your distribution list 
is empty.
To send a message to your personal distribution group, 
dial [0] when IMAGEN asks you to enter the mailbox 
group number. See the section titled Leaving a mes-
sage for a mailbox group
 for more details.
PROGRAMMING AUTOMATED ATTENDANT SERVICE 
FOR YOUR MAILBOX
The Auto attendant service feature allows you to take full 
advanta
ge of the IMAGEN Auto attendant facility. It 
enables you to determine how incomin
g calls to your 
extension will be handled in the event of a ‘busy’ or ‘no 
answer’ response, whether durin
g daytime or nighttime 
hours.
By proceedin
g through a series of menus, you can specify:
• the conditions under which you want the Auto attendant 
to operate; 
• the types of calls and times at which mailbox forwardin
g 
instructions will apply; 
						

							56 Digital and analog telephone sets and SLT
• whether callers should be forwarded internally or exter-
nally, or 
given the option to leave a message.
A. Select a department secretary
You can desi
gnate an extension as ‘Department Secre-
tary’, whereby an incomin
g caller who dials [0] to connect 
to the operator will be directed to this extension for assis-
tance.
To define an extension as the department secretary
1. Dial [4] in the MAILBOX Menu; you receive the MAIL-
BOX OPTIONS Menu.
2. Dial [3] to select the Auto Attendant Service option;
you receive the AUTOMATED ATTENDANT Menu:
3. Dial [1]
you are prompted to enter the number of the extension 
to serve as Department secretary.
4. Enter the extension number, then dial [#];
you are returned to the AUTOMATED ATTENDANT 
Menu.
B. Select the Auto attendant method 
of operation for your mailbox
You can choose one of the followin
g three Auto attendant 
modes for dealin
g with incoming calls:
•
Internal -- The Auto attendant initially transfers all 
incomin
g calls to your internal extension. If there is a 
‘busy’ or ‘no answer’ response, calls are handled 
accordin
g to mailbox forwarding instructions (as 
described below).
To program the department secretaryDial [1]
To program automated attendant serviceDial [2]
To program forwarding for all callsDial [3]
To program specific call forwardingDial [4] 
						

							Digital and analog telephone sets and SLT 57
•External -- The Auto attendant initially transfers all 
incomin
g calls to your external Follow-me location 
(which must be activated). If there is a ‘busy’ or ‘no 
answer’ response, calls are handled accordin
g to mail-
box forwardin
g instructions.
•
None -- The Auto attendant will not operate for your 
extension. In this case, incomin
g calls intended for your 
extension are 
greeted with an announcement stating 
that the requested extension is unavailable.
To select the desired Auto attendant method 
of operation
1. From the AUTOMATED ATTENDANT Menu, select [2];
you are prompted to choose the Auto attendant mode 
you require.
2. Dial [1] -- Internal, [2] -- External or [3] -- None. 
You are returned to the AUTOMATED ATTENDANT 
Menu.
C. Program the call handling method 
for all no answer/busy calls
You can determine how all incomin
g calls are to be han-
dled if your extension is busy or there is no answer. There 
are several options available:
•
Default -- You can decide to have calls handled accord-
in
g to default tenant programming for your system; or 
have IMAGEN play the re
gular BUSY/NO ANSWER 
menu, either with or without offerin
g the caller the 
option to ‘camp on’ to your extension.
•
Record -- The caller is asked to leave a message in 
your mailbox.
•
Unscreened transfer -- The caller is automatically 
camped on to your extension.