Telrad Digital Emagen Unified Messaging System Manual

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Section 15 
THE SYSTEM ADMINISTRATOR
15.1 THE SYSTEM ADMINISTRATOR
The system administrator is a person within the company, assigned 
to oversee the normal operation of the voice mail and automated 
attendant system. The following are some of the primary functions 
of the system administrator.
 Create and assign new mailboxes for new subscribers.
 Assign the class of service level for each mailbox.
 Maintain the system software and hardware through the house-
keeping functions.
 Record holiday greetings and assign dates.
 Record and implement the emergency mode.
 Record opening greetings (day, lunch, night and sub menus).
 Record on-hold announcements and company paging 
announcements.
 Make changes in voice prompts, if and when necessary.
 Control and maintain system security and password protection.
 Control the operation modes of the system.
 Assign operators for day, lunch and night modes.
15.2 ASSIGNING AN ADMINISTRATOR
To assign an administrator, you must first:
1. Define the number of the administrator’s mailbox, in the 
Site --> General --> Administrator mailbox field, . 
2. After defining this field, create a new mailbox with this number. 
See Creating a mailbox, Section 11.3.
3. Set the mailbox type in the Mailbox --> Properties --> Type 
drop box field, to be Admin. 
						

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15.3 ADMINISTRATOR’S REMOTE OPERATIONS
The administrator can perform a wide range of operations via remote 
touch-tone phone. The administrator can record and activate an 
emergency greeting, change operation modes, record and edit com-
pany greetings and prompts, and edit mailbox subscribers pass-
word.
To Access these operations, the administrator has to first enter the 
administrators mailbox. This particular mailbox contains a menu op-
tion in the Subscribers Menu, which is not available to a regular mes-
sage mailbox owner. This menu option is silent (the opening prompt 
for the menu does not announce this option), and is selected by di-
aling the [0] key.
NOTE
In addition, the silent, unannounced, menu
choice -- dial [0] for administration --
routes the system administrator to the lan-
guage of the administrator menu, in order
to the Administration Menu.
A separate Administrator mailbox should be
defined for each and every department in
the system.
15.3.1 Administration menu
The administration menu is announced:
For emergency greeting, Dial-1; to record a prompt, Dial-2; to edit 
password, Dial-3; to change operation mode, Dial-4; to record 
names, Dial-5; for group names, Dial-6; for system time and date 
Dial-7; for mailbox administration, Dial-8, as shown in the following 
table.
Administration menu
Menu 
choice
Dial...Instruction 
for... or
to...This menu choice will route 
the system
 administrator to the ... 
1for 
emergency 
greeting.Emergency Greeting Menu.
2
to record a 
promptPrompt Selection Menu
3to edit 
passwordDestination Entry Menu 
						

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NOTE
In addition, the silent, unannounced, menu
choice -- dial # -- allows the system
administrator to change the language of the
administrator menu, in order to record
external greetings in different languages.
15.3.2 Emergency greeting menu
The emergency greeting menu -- accessed from the Administration 
menu -- is announced:
To listen to the greeting, Dial-1; to erase, Dial-2; to record a new 
greeting; Dial-3, as shown in the following table.
15.3.3 Record greeting menu
The record greeting menu -- accessed from the Emergency Greet-
ing menu -- is announced:
4to change 
operation 
modeOperation Modes Menu
5to record 
namesRecord name mailbox selection
6for group 
namesGroup name selection
7for system 
time and dateTime or Date menu
8for mailbox 
administra-
tionMailbox Administration menu
Emergency greeting menu
Menu 
choice
Dial...Instruction 
to...This menu choice will ... 
1
 
to listen to 
the 
greeting.
... allow the system administrator to listen to 
the last recorded emergency greeting
.
2
to 
to erase... erase the recorded emergency greeting.
3
to edit 
password... enable the system administrator to record 
a new greeting, and will route the 
administrator to the Record Greeting Menu. 
						

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To listen to the greeting, Dial-1; to erase, Dial-2; to record a new 
greeting; Dial-3, as shown in the following table.
15.3.4 Greeting review menu
The greeting review menu -- accessed from the Greeting Review 
menu -- is announced:
To save and activate, Dial-1; to review, Dial-2; to store, Dial-3; to 
cancel, Dial-0, as shown in the following table.Record greeting menu
InstructionAfter a greeting is recorded, the system 
administrator will be
 ... 

Please 
record at the 
tone
.routed to the 
Greeting Review Menu.

To  s t o p  
recording, 
dial any key
.
Greeting review menu
Menu 
choice
Dial...Instruction 
to...This menu choice will ... 
1
 
to save and 
activate
.
... save and append the emergency greeting 
that has just been recorded, as well as 
activate the emergency mode.  
The Selection of this option will save the 
system administrator some extra steps, and 
will eliminate the need to go back to the 
Operation Modes Menu in order to activate 
the emergency mode
2
to review... re-play the emergency greeting that has 
just been recorded.
3to store... store the emergency greeting that has 
just been recorded for future activation of 
the emergency mode.
0
to cancel... cancel the last recording of a new 
emergency greeting.  
The original greeting will remain recorded, 
and the administrator will be routed back to 
the Emergency Greeting Menu. 
						

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15.3.5 Prompt selection menu
1. The prompt selection menu -- accessed from the Administration 
menu -- instructs the administrator:
Please enter prompt followed by pound.
• You enter the desired prompt number and press [#].
2. Once the administrator has entered the prompt number to be 
recorded, or re-recorded, the entry is confirmed, and the prompt 
selection menu continues:
You have entered (...); to listen to the prompt, Dial-1; to erase, 
Dial-2; to record a new prompt, Dial-3.
15.3.6 Record prompt menu
The record prompt menu -- accessed from the Prompt Selection 
menu -- is announced:
Please record at the tone. To stop recording, Dial any key. , as 
shown in the following table.Prompt selection menu
Menu 
choice
Dial...Instruction 
to...This menu choice will ... 
1
 
to listen to 
the prompt
.
... re-play the prompt for the entered 
number.
2
to erase... erase the existing prompt for the entered 
number.
3
to record a 
new prompt

... route the system administrator to the 
Record Prompt Menu.
Record prompt menu
InstructionAfter a greeting is recorded, the system 
administrator will be
 ... 

Please 
record at 
the tone
.... routed to the 
Prompt Review Menu.

To stop 
recording, 
dial any key
. 
						

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15.3.7 Prompt review menu
The prompt review menu -- accessed from the Record Prompt 
menu -- is announced:
To save, Dial-1; to review, Dial-2; to cancel, Dial-0, as shown in the 
following table.
15.3.8 Destination entry menu
1. The destination entry menu -- accessed from the Administration 
menu -- is announced:
Please enter the mailbox number (...)
 You enter the desired destination entry mailbox number.
2. Once the administrator has entered the destination entry mail-
box number, the entry is confirmed, and the destination entry 
menu continues:
You have entered (...) Password is: (....)
The system announces the existing password and routes the 
administrator to the Password Menu.Prompt review menu
Menu 
choice
Dial...Instruction 
to...This menu choice will ... 
1
 
to save... save and append the new prompt that has 
just been recorded, as well as activate the 
emergency mode. If the administrator 
doesnt save the new prompt, the existing 
one will remain recorded and will have not 
been erased.
2
to review... re-play the new prompt that has just been 
recorded.
3
to cancel... cancel the last recording of a new prompt. 
The original prompt (if one existed) will 
remain recorded, and the administrator will 
be routed back to the Prompt Selection 
Menu. 
						

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15.3.9 Password menu
The password menu -- accessed from the Destination Entry menu -- 
is announced:
To enter a new password, Dial-1; to erase, Dial-2, as shown in the 
following table:
15.3.10 Operation mode menu
When the system administrator chooses to change operation 
mode from the Administration Menu, a prompt announces the cur-
rent operation mode -- so the administrator can make changes, if 
desired -- as follows.
Current operation mode is (...). For day, Dial-1; for lunch, Dial-2; for 
night, Dial-3; for emergency, Dial-4; for automatic, Dial-5, as shown 
in the following table.
After a menu selection, a prompt announces the new selected mode 
as the current operation mode. Any selection in this menu will return 
the administrator to the Administration Menu. Password menu
Menu 
choice
Dial...Instruction 
to...This menu choice will ... 
1
 
to enter a 
new 
password
.
... enable the system administrator to enter 
a new password for this mailbox. After the 
entry of the new password, 
emaGEN will 
prompt the administrator to re-enter the 
password, to ensure that the correct pass-
word was entered.
2
to erase 
your 
password

... erase the existing password for this mail-
box. 
emaGEN will prompt the administrator 
to confirm this menu choice by dialing the # 
key, since this option allows public access to 
messages greetings and all of the sub-
scribers settings. Erasing a password is not 
recommended, and the system administra-
tor should use this option with discretion. 
For example, i.e. 
when a subscriber has for-
gotten the password and needs to enter the 
mailbox to set a new password. 
						

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15.3.11 Record names mailbox selection
The record name mailbox selection -- accessed from the Adminis-
tration menu -- announces:
Enter mailbox number, or dial * to exit.
1. Enter the mailbox number.
If the name is already recorded, it is played, and then the system 
prompts: 
“To rerecord Dial-1, to exit Dial-*”.
If the name is not recorded, the system will read out: 
“Mailbox number (...)”.Operation mode menu
Menu 
choice
Dial...Instruction 
for...This menu choice will activate the  ... 
1for day.
...
 day operation mode. 
In this mode, 
emaGEN will play all day 
greetings.  
Dialing [0] (zero) for an operator will transfer 
calls to the day-operators extension
.
2for lunch
...
 lunch operation mode. 
In this mode, 
emaGEN will play all lunch 
greetings. 
Dialing [0] (zero) for an operator will transfer 
calls to the lunch-operators extension.
3for night
... night operation mode. 
 In this mode, 
emaGEN will play all night 
greetings. 
Dialing [0] (zero) for an operator will transfer 
calls to the night-operators extension.
4for emer-
gency... emergency operation mode. 
In this mode, 
emaGEN will play the greet-
ings. 
Dialing [0] (zero) for an operator will transfer 
calls to the appropriate operators extension.
5for automatic
... automatic operation mode.
In this mode, 
emaGEN will go into the 
proper operational mode based on the clock 
settings in the department definition screen. 
						

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2. When the mailbox number is read out, immediately record the 
name you want to assign that mailbox to.
15.3.12 Group name selection
The group name selection -- accessed from the Administration 
menu -- announces:
To create a list dial 1, to record name dial 2, to delete a list dial 3, 
for member options dial 4, for link options dial 5, to continue dial *, 
as shown in the following table.
NOTE
The group options under system adminis-
trator menu pertain only to the general glo-
bal groups. For a private list (for the system
administrator) use the mailbox owner
menu.
15.3.13 Time or date menu
The time or date menu -- accessed from the Administration menu -- 
announces:
for system time Dial-1; for system date Dial-2
Select time or dateGroup name selection
Menu 
choice
Dial...Instruction to ...
1
to 
create a new list
2
to 
record a name for a list
3
to 
delete a list
4
to 
add, delete and review members of a list
5
to create, delete and review a link for a list
Time or Date menu
Menu 
choice
Dial...Instruction 
for...This menu choice will  ... 
1
for 
system 
time
emaGEN prompts you to “enter a four digit 
time, and Dial-* for AM or # for PM.