Vodavi Infostar Vx2 System Administrators Manual

							Operation 
Sending a Copy with Dial-By-Name 
Subscriber may use Dial-By-Name when sending a copy of a message to another subscriber. The pro- 
cess is as follows: ’ 
At end of 
message -pJ--11J 
R 2 
Check New Messages 
Send with --) Record your 
comments comments 
Send without 
comment 
If a subscriber attempts to exit from his or her mailbox before listening to at least two seconds of 
each new message, the system gives the subscriber a gentle reminder. The system states: “Check your 
mailbox for new messages.” This reminder keeps subscribers from accidentally skipping or forgetting 
about important new messages. The system prompts to play the new messages or to exit. 
6.6 MESSAGE SENDING FEATURES 
Subscribers may send messages to a variety of destinations including themselves, other subscribers, a 
list of subscribers or any combination of these. To send a message: 
l Record the message. 
l Enter the destination(s). 
l Send the message. 
6.6.1 RECORDING A MESSAGE 
Message Length indication 
Near the end of the allowed recording time (determined by class of service), a subscriber hears two 
beeps. About 10 seconds remain for completing the message. This time can be adjusted using the 
Class of Service programming screen. At the end of the allowed time for recording, the system 
prompts , “If this message is acceptable, dial pound . ..” 
Entering the Destination 
A destination can be an individual subscriber’s mailbox number or a personal or system group distri- 
bution list number. Messages may be sent to any of these individually or in combination with other 
destinations. 
0 2 -w 
cl 1 Listen to list 
message 
cl 2 Erase and 
re-record 
0 
3 Continue 
recording 
cl * Cancel 
message 
After the destination has been entered, the system provides name verification of the address by play- 
ing the mailbox name or the name of the group list. The subscriber may cancel the destination by 
dialing 
q . If the destination is correct, the subscriber may either specify delivery options (see Section 
6.6.2 - Delivery Options) or send the message by dialing IZl. 
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							Operation 
Dial-By-Name 
Have you ever recorded a message and realized you forgot your mailbox directory? This experience 
can be extremely frustrating for subscribers who end up hanging up, losing the message they recorded, 
looking for a directory and then restarting 
the whole process. Dial-By-Name allows subscribers to eas- 
ily send messages without memorizing mailbox numbers. 
After the subscriber finishes recording the message, dial q twice to spell a name. As soon as the sys- 
tem finds an exact match for the name, the name is played to confirm the destination. The procedure 
for addressing a message by name follows: 
cl 
2 - 
cl 
1 Listen to 
message 
cl 
2 Erase and 
re-record 
0 
3 Continue 
recording 
0 * Cancel 
message 
When subscribers and callers spell a name to reach a destination instead of entering a number, the 
system tracks the amount of time between letters entered. If no additional key is entered gthin the 
allowable 
time span, the system responds with up to four destination options. For example, if the sub- 
scriber entered Smith, and four Smiths existed within the company, all four Smiths would be men- 
tioned as possible destinations (e.g., For Jan Smith, dial one. For John Smith, dial two, etc.). If more 
than four options exist, the system prompts the caller to continue spelling the name. If no mailbox 
name matches the letters entered, the system prompts the caller to spell the name again. 
If a caller or subscriber is spelling a name and dials @I, the system assumes that the destination 
should be the exact match of the letters entered to that point. For example, imagine that three 
Smiths, Jane, Jan and Janie, exist within your company. If the caller dials 76484526 
q (i.e., 
SMITHJAm), the system assumes that Jan Smith is the exact destination. If the caller dialed the 
touch tone keys associated with SMITHJAN and paused, the system would offer all three Smiths as 
possible destinations. If the caller enters m before an exact match (e.g., SMITHJlliD), the system 
gives the caller up to four destination options. 
Group Distribution Lists 
Both system and personal group distribution lists allow subscribers to send the same message to many 
subscribers at one time if class of service allows access to these lists. Each list has a unique number 
that is entered as a destination. 
When sending to a large list, there may be a short delay before the system confirms that the message 
has been sent to all destinations. 
Sending the Message 
Messages are sent to subscriber mailboxes by dialing q . Once a message has been sent, there is no 
way to cancel it. However, if 
you use the Check Delivery feature before the message is listened to, the 
message can be erased. 
See Check Delivery. 
When all destinations have been entered, dialing &I returns the subscriber to the Main Menu. 
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							Operation 
6.6.2 DELIVERY OPTIONS 
Delivery options allow subscribers to have a greater degree of control over the messages they send. 
These options appeaf after the subscriber has selected a destination. 
cl 2 --t Record your . . . --) Delivery 1 Confidential 
message 1 I options Ll 
cl 
2 Priority 
Proof of 
cl 
1 
3 Proof of - 
1 cl 
delivery delivery 
Notification of 
cl cl 
2 4 Specify 
delivery time non-delivery 
cl * Cancel 
A subscriber may select delivery options after the destination is entered and before the message is 
sent. Once selected, a delivery option may be cancelled by dialing its number again (e.g., dialing El 
the first time marks a message priority; dialing 
q again removes the priority marking). It is, therefore, 
possible to have different delivery options for different destinations. 
Confidential 
A subscriber may mark a message confidential and thereby prevent the recipient from sending a copy 
of the message to any other subscriber. 
Priority 
A subscriber may mark a message for priority delivery. New priority messages will be presented for 
review after broadcast messages, but ahead of non-priority messages in the recipient’s mailbox. 
Proof of Delivery 
If it is important for a subscriber to know precisely when a message is received, proof of delivery may 
be requested. When the recipient listens to the message, the subscriber who sent the message will be 
sent a short message giving the date and time the recipient listened to the message. The confirmation 
notice appears before the main menu in the subscriber’s mailbox. 
Notification of Non-delivery 
Subscribers may request that the system notify them if messages they sent are not listened to within a 
pre-set period of time. If the allotted time period passes and a message remains unheard, the sender 
receives an “notification of non-delivery” with the name of the intended recipient. The time interval 
used for the notification of non-delivery feature is specified by the system administrator on the Class 
of Service programming screen. 
NOTE: Messages may be marked for proof of delivery, or notification of non-delivery, but 
not both. 
For purposes of proof of delivery, and notification of non-delivery, a message is considered “re- 
ceived” as soon as the recipient listens to any part of the message. 
Use of this option on too many messages may result in a subscriber’s mailbox becoming inundated 
with confirmations. It should only be used when it is essential to know 
exactly when a message has 
been received. 
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Specified Delivery Time 
Subscribers may tell the system to deliver messages at a specific time in the future. This feature is es- 
pecially useful for reminder messages or when information must be released at a specific time in the 
future. 
The system first asks whether the subscriber wishes to specify a date (e.g., “January 31”) or just the 
day of the week within the next week (e.g., U Wednesday”). A subscriber can dial [Tl to specify a spe- 
cific date, or Iz] to specify a day in the coming week. 
Enter 
- # Send 
cl --) More 
delivery time message destinations 
To enter the delivery time: 
If over a week: If within a week: 
Dial ’ 
cl then: 
l Select month 
(Jan = 1, July = 7, 
Dee = 12, etc.) 
l Select date 
(1 to 31) 
OR 
Dial 2 
cl then: 
l Spell out day, using 
the first two letters 
(Sunday = 78, 
Friday = 37, etc.) 
Set the hour and the minutes as either 3 or 4 digits. 
l Set 2:00 as 1’1101 m 
e Set lo:15 asFIIoi 111151 
Press ’ 
El for AM or 2 for PM. 
0 
Since most people are not familiar with 24-hour (military) time, the system only accepts time in 
12-hour clock format. 
Subscribers must specify the time for future delivery in the time zone of 
the system’s location. 
Subscribers’ classes of service determine whether or not they may specify delivery time for messages 
and the number of days in advance that messages may be sent. 
Different Delivery Options Can Apply to Different Destinations 
When sending to multiple destinations, the option(s) assigned to the previous destination (e.g., confi- 
dential, priority, proof of delivery and specify delivery time) apply to the next destination. 
To cancel a 
previous option, dial the number of that option again before sending the message to the next destina- 
tion. This action turns the option off. In this way, the same message can be sent to two people with it 
going to one person as “priority,” to another as “confidential,” and to a third as “priority” and “con- 
fidential.” Any combination of the options is possible. 
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6.6.3 SEND TO GUEST MAILBOXES 
Guest mailboxes allow a subscriber to send messages to people who are not subscribers. 
. 
Guests subscribers always have the following destination numbers: 
Guest 2: aa Guest 3: [“I 131 . . . . . . . . . . . . . . . . . . . . . 
Guest 9: 
ml 
Messages may not be sent to guest destinations if the subscriber has not yet assigned the guest access 
codes. In this situation, the system prompts the subscriber to assign an access code or to cancel the 
destination. To send a message to a guest mailbox, use the following procedure: 
cl 2 --c Record your . . . + Destination 
message -I 1 
mailbox: r] 1’1 Guest 
2 - D$;;y - a g;fage 
[Fl F[ Guest 3 
El’0 9 Guest 9 
See Personal Options for more information on establishing access codes for guest mailboxes. 
6.7 CHECK DELIVERY 
The system gives subscribers an opportunity to determine whether or not their messages have been 
received. The check delivery feature of the system allows subscribers to check for proof of delivery by 
directing the system to play any messages from themselves which have not been saved or erased in a 
specified subscriber’s mailbox. This after-the-fact method of confirmation generally provides much 
greater flexibility and convenience to the subscriber. 
l Select Check Delivery from the Main Menu. 
l Identify the recipient by entering his or her mailbox number, or by spelling their name. 
cl 
4 + Enter mailbox + Number of messages Plays 
that have not been heard- message -) cl 1 number Replay - Next 
message 
cl # --) Spell 
cl 
3 Erase 
name 
R 5 Envelope Info 
cl # Continue 
After entering the mailbox number, the system confirms the name of the person whose mailbox is 
being checked. 
The total number of messages not listened to will be given. If a message has not been received, the 
system plays back any unheard messages in the mailbox, and gives the subscriber an opportunity to 
erase the messages. 
NOTE: For purposes of “check delivery,” a message is considered received after the recipi- 
ent has acted on the message (saved or erased it). If the recipient has listened to the mes- 
sage, but has skipped it, check delivery will still report the message as undelivered, and 
-you may still erase the message. 
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6.8 PERSONAL OPTIONS 
The system has a variety of other powerful features which are accessed by subscribers from the Per- 
sonal Options Menu. These features allow subscribers to tailor the system to their requirements. 
6.8.1 GREETINGS AND NAME 
Name 
Subscribers record their names the first time their mailbox is used. The recording of the name will be 
used: (1) to verify destinations, (2) as part of a system-generated personal greeting, or (3) as verifica- 
tion when someone is creating or editing-group lists. Recorded names may be changed by subscribers 
at any time. 
EM3 Greetings - 
2 Record a 1 Name + Record your --) # 
cl cl 
name cl 
Check to make sure that all subscribers’ names are clearly recorded without excessive amounts of “si- 
lence” before or after the names. 
Mailbox Greeting 
A mailbox greeting is played to callers who enter a system mailbox in the telephone answering mode. 
This greeting enables subscribers to give callers information about their schedules land to encourage 
callers to leave detailed messages. 
El-El Greetings - 2 Record + 2 Mailbox - Record your 
q Cl + # 
greeting mailbox greeting cl 
The maximum length of personal greeting is determined by a class of service parameter set by the sys- 
tem administrator. 
What is a Good Mailbox Greeting? 
A good mailbox greeting encourages callers to leave detailed messages (not just name and phone 
number) and gives them additional information that might be needed. It should present the kind of 
professional image that is appropriate for your particular organization. All of the following could be 
appropriate, depending on the situation: 
“Hi, this is Dennis Smythe. I’m sorry I’m not available, but if you leave me a detailed mes- 
sage along with your name and phone number, I’ll be prepared to help you when I call you 
back.” 
“Hello, this is Jim Creet. I’m out of town this week, but will call in at least once a day to 
pick up my messages. Please leave me a detailed message. If it is an emergency and you 
must talk to someone immediately, dial zero and someone will help you.” 
Standard System Greeting 
If a personal greeting is not allowed by the subscriber’s class of service, or if a mailbox greeting has 
not been recorded, the system uses the subscriber’s recorded name and creates a standard system 
greeting. If the mailbox greeting is erased and not re-recorded, the system plays the standard greeting. 
El-El Greetings --) 3 Erase 
cl 
The standard system greeting may be chosen at any time by subscribers who have personal greetings 
allowed by class of service. 
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							Operation 
6.8.2 TEMPORARY GREETING 
As customers and subscribers begin to appreciate the speed of information flow with voice mail, it is 
important to warn them when it may take longer then usual to respond to messages. The temporary 
greeting allows subscribers to give a special notice to outside callers and subscribers. The temporary 
greeting plays in place of the mailbox greeting when calls are answered in the telephone answering 
mode. The temporary greeting is played after the mailbox owner’s name when selected as a destina- 
tion by another subscriber. The greeting should emphasize that the subscriber will not be checking in 
for messages frequently. It might be used to direct callers to someone who could help them. 
The prompting for telephone answering is slightly different if the caller has a temporary greeting. Cal- 
lers hear the temporary greeting and are then prompted with the usual prompts. 
When subscribers enter their mailboxes while a temporary greeting is in effect, they hear a message 
from the system that a temporary greeting is in effect. The system prompts subscribers to listen to the 
greeting ’ , 
cl retain the greeting 
cl 
2 , or deactivate the greeting cl 3 . 
To establish a temporary greeting, from the main menu, dial: 
El-El Greetings - 2 Record - 3 a Record your 
0 cl 
greeting 
0 
3 Deactivate your 
temporary greeting 
6.8.3 ACCESS CODES 
There is one access code that is associated with each subscriber mailbox. Each access code may be 
from 1 to 9 digits long. The system administrator can program a minimum and maximum length for 
mailbox access codes. 
Zero should not be used as the first digit. An initial, temporary access code 
is given to each subscriber and is used to enter the system for the very first time; it should not be 
used again. 
To change access codes, subscribers use the Personal Options menu. 
0 1 Secretary --) 
access code 
cl 
2 Guest 2 - 
access code 
Guest 9 - 
access code 
Delete an Access Code 
cl 9 Guest 9 
access code 
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							Operation 
6.8.4 NOTES ABOUT ACCESS CODES 
All access codes should represent numbers that are easy for the user to remember yet not easily 
guessed by other people. This is especially true for personal access codes. Subscribers should be 
strongly discouraged from using birthdays, addresses, employee numbers, social security numbers, etc., 
since these numbers could be readily guessed by others. Subscribers should also be encouraged to 
change their access codes frequently. However, since access codes are associated with a given mailbox 
number, other subscribers may have the same access code(s) without any effect. 
6.8.5 GROUP DISTRIBUTION LISTS 
For sending messages to the same group of people on a regular basis, a group distribution list saves 
time. Group lists allow subscribers to record a message once and send it simultaneously to multiple 
destinations. Messages are recorded and sent like any other message and may have delivery options 
like confidential, priority, etc. 
H - a 2’ -) 11J f$-nbers - ~~~&l~\11-29)-) 
0 
2 Establish 
list 
Ll 
3 Erase 
list 
cl 
4 Modify 
list 
Each subscriber, depending on his or her class of service, may be allowed to create and use up to 19 
lists of up to 25 subscribers each. In addition, subscribers may be given access to system group lists. 
These lists have names that are recorded by the subscriber or, in the case of system group lists, by 
the system administrator. The lists also have numbers that are used as destinations when sending mes- 
sages. Personal group lists are numbered from 11 to 29 and system group lists are numbered from 30 
to 79. An example of a personal group list might be: 
Regional Managers 11 
Kevin Jones 3922 
Dan Smith 3267 
Jim Fields 3721 
Group lists may NOT be linked together, but subscribers may send the same message to several group 
lists in succession, if required. 
Listing Members 
If a subscriber forgets the names of a particular list, the names of a list may be listened to. 
a + m @-gp- D E;t,,,rs + denial& - z;$z; a Delete mmber 
(11-29) 
cl 7 Play previous 
name 
Establishing a Personal Group List 
a --c B 2~ - a f$tablish + EtDt;; - zoprdname m - a &tcbOox-rase + 
(11-29) 
cl 
2 Rename group 
list 
+ *- When 
II 
done 
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							Operation 
Erasing Existing Lists 
Subscribers may erase an entire personal group distribution list. 
q - a Ggv I a $=e + EzAial& 
(11-29) 
Modifying Existing Lists 
By selecting to modify a list, a subscriber can either add or delete a particular person’s mailbox from 
the list or ask the system to rename the group list. If a subscriber’s mailbox is already on the list, en- 
tering the number again will remove it. If it is not on the list, the mailbox will be added. The 
re- 
corded name of a list can be changed or re-recorded at any time without affecting the contents of the 
list. 
n - a lists Group-, 4 a z;dify - E:Af-;; + m fi;;;;xfyse - I*I 2; 
(11-29) 2 
cl Rename group --) Record # 
list new name a 
6.9 OUTDIAL 
The system uses the optional outdial feature to call subscribers and notify them that a new message 
has been received in their mailbox. Subscribers can control how they want this feature to work. A 
subscriber specifies: 
l The telephone number where they can be reached. This number may be a telephone system (or 
Centrex) extension, a local or long distance telephone number, or the telephone number and 
dialing sequence of a pager. 
. NOTE: If the telephone number is a PBX extension, be aware of call forwarding. The 
outdial call should not be call forwarded back to the VX2. Otherwise, the outdial message 
will be recorded as a new message. Make certain the timer for call forward - no answer is 
longer than the VX2’s timer for an unanswered call (default value is 4 rings). 
l An alternate telephone number. 
l The type of message that causes an outdial call. A subscriber can specify either all new messages, 
or only priority 
new messages. In addition, a subscriber can limit outdialing to messages from a 
member of a group list, or from a particular mailbox. 
0 How long the system waits after the message has been received before placing the outdial call. 
l A schedule of when the system is allowed to call the subscriber. 
o The number of times the system is to attempt to reach the subscriber. 
A subscriber controls the outdial feature via telephone using the message notification portion of the 
Personal Options menu. 
Each mailbox user may establish 2 outdial schedules and an override schedule for weekdays and for 
weekends. Schedules 1 and 2 can be programmed to accommodate time gaps in the same day. For 
example, I want the system to call me at home from 6:00 am to 8:00 am and then again from 6:00 
pm to 8:00 pm. Schedule 3 is the override schedule. 
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When a subscriber selects outdialing (4 under Personal Options) the system tells the user if outdial is 
active. If a user has activated Schedule 3 (the override schedule), the system will tell the user that 
too. . 
The system allows each mailbox user to specify up to 9 outdial bins (numbered l-9), each of which 
can contain an extension number, telephone number, or pager sequence. Each outdial bin may con- 
tain up to 46 digits. A mailbox user may enter a pause (required in some pager sequences) by enter- 
ing *. 
A user may specify an alternate bin number. If the system fails to reach a user at the primary bin 
destination after the programmed number of attempts, it will automatically attempt to notify the user 
at the alternate bin destination using the same number of attempts. If after this, the system still has 
not reached the user, no further attempts are made. 
6.9.1 OUTPIAL BINS 
The first task in creating an outdial schedule is to program the telephone numbers where you can be 
reached. These numbers can be extensions on a PBX (or Centrex), a telephone number, or the tele- 
phone number and dialing sequence of a pager. These numbers are stored in system memory in loca- 
tions called outdial bins. You may store up to 9 telephone numbers. These bins are labeled 1 
through 9. 
Do not include the dial access code (e.g., 9) needed to reach an outside line in an outdial bin. This 
information is already programmed into the system. 
CREATING AN OUTDIAL BIN 
cl 3 Pager 
To create an Outdial bin: 
1. From the main menu, press 
q for personal options. 
2. Press El 
for message notification, then press El 
for bin number maintenance. 
3. Press a to add a bin number. 
4. Dial the desired bin number (l-9). 
5. Dial the type of number to be added (1 - external telephone number or voice pager, 2 - extension 
number, or 3 - pager). 
6. Dial the telephone number. Use the 
q to insert a pause. 
7. If the number is correct, press 
q when prompted. 
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