Vodavi Minivoice Voicemail Processing System User Manual

							Programming System Functions Via Telephone 1-17
Administrator Options
System Greetings
The programmed Day or Night greeting for each port, as programmed in the 
Number Plan screen, is the first announcement played to outside callers 
when they reach the system. Callers will either dial the system’s access 
number directly or they might be forwarded when the dialed extension is 
busy or unanswered. 
You have the option to record up to nine programmable greetings to provide 
callers with certain information and instructions upon their entering the 
system.
You can customize the system sign-on greetings to meet your organization’s 
needs. When you record a customized greeting, remind subscribers to dial [#] 
to identify themselves to the system as subscribers. This is important for new 
subscribers who can get confused and end up leaving unintended messages 
for others rather than entering their own mailboxes.
Outside callers who have never encountered a voice message system should 
be given clear instructions on what to do when they reach the system. Since 
mailbox numbers are generally the same as the extension numbers, a caller 
can leave a message by just dialing a [
6] before the extension number of 
their intended party. By customizing the system greeting, explicit directions 
can be given to the outside caller.
To program system greetings:
1. Access the System Administrator Mailbox as described on page 1-16. The 
System Administrator Mailbox Menu plays.
2. Press  to access system greetings. The system will prompt you for the 
greeting number (1-9).
3. Enter the desired greeting number.
For example:
1 = Default Day greeting
2 = Default Night greeting
3 = Default Temporary greeting
4 - 9 = Open for customized greetings
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							1-18 Programming System Functions Via Telephone
4. You will be prompted with the following three choices:
Press   to Review. The greeting selected in Step 3 is played, then you 
are returned to Step 4.
Press   to Record. You will be prompted to record the greeting 
selected in Step 3. When you finish recording, press [#] to save the 
recording. Then you are returned to Step 4.
Press   to Delete. The system will announce that the greeting 
selected in Step 3 is deleted, then you are returned to Step 4.
5. When you finish work on the greeting initially selected in Step 3, you 
have three choices:
†Press   to go back to Step 3 and select another greeting to 
manage.
†Press   to return to the Administrator Options Menu.
†Press   to exit the system completely.
Mailbox Administration
Mailbox administrative functions are normally accessed using the 
programming terminal along with the appropriate programming screens on 
the system. However, for your convenience, a number of functions can be 
performed using your System Administrator mailbox. These include:
†Changing an unknown/forgotten mailbox access code to a new 
temporary access code.
†Adding new mailboxes. You may need to use the Mailbox Setup Screen to 
enter any additional information.
†Deleting an existing mailbox.
†Recording personal mailbox greetings.
†Resetting a Message Waiting Indicator (MWI).
These five activities are described in detail below.
When accessing any of these features, you are first asked to enter a mailbox 
number. This is the mailbox that will be acted upon.
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							Programming System Functions Via Telephone 1-19
Changing a Mailbox Access Code
If a subscriber forgets their access code, you can reset it without deleting the 
mailbox and its messages. Once they are given the new temporary access 
code, the subscriber should immediately enter their mailbox and change the 
temporary access code to one of their own.
To change a Mailbox Access Code:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options Menu plays.
2. Press   to access mailbox administration.
3. After the prompt, enter the mailbox number for which you want to 
change the access code.
4. After the next prompt press   to change an access code.
5. Enter the new access code, then press   to accept. The system will 
announce the new access code for confirmation, then you are returned to 
the Administrator Options menu in Step 1.
6. When you finish changing the access code(s), you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
7. Give the new temporary access code to the subscriber. Tell the subscriber 
to enter their mailbox immediately to change the access code to one of 
their own choice.
Adding a Mailbox
When you add a mailbox to the system, several default values are assigned: 
the extension number will be the same as the mailbox number, the password 
will be  , the Class of Service will default to 1, and the 
Outcall function will be turned OFF. If you need to change these options from 
the default values, you will have to use the Programming Terminal.
This is the only method for changing the administrator mailbox access code.
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							1-20 Programming System Functions Via Telephone
To add a mailbox:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to access mailbox administration.
3. After the prompt, enter the mailbox number for which you want to add.
4. After the next prompt, press   to add a mailbox. The system confirms 
addition of mailbox and then returns you to the Administrator Options 
Menu in Step 1.
5. When you finish adding a mailbox, you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
Deleting a Mailbox
To delete a mailbox:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to access mailbox administration.
3. After the prompt, enter the mailbox number for which you want to 
delete.
4. After the next prompt, press   to delete the mailbox.
5. After the prompt, press   to confirm deletion or 
 to cancel. You are 
then returned to the Administrator Options Menu in Step 1.
6. When you finish mailbox deletion activities, you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
Deleting a mailbox is a permanent action and the mailbox or its messages 
cannot be recovered after the delete action is confirmed by pressing .
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							Programming System Functions Via Telephone 1-21
Recording a Mailbox Greeting
You can use the System Administrator’s Mailbox to record the mailbox 
greeting for any system mailbox.
To record a mailbox greeting:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to access mailbox administration.
3. After the prompt, enter the mailbox number for which you want to record 
a greeting.
4. After the next prompt, press   to record a mailbox greeting.
5. After the beep, record the mailbox greeting, then press    when 
finished.
6. After the prompt, press   to confirm the recording is satisfactory. 
You 
are then returned to the Administrator Options Menu in Step 1.
7. When you finish recording mailbox greeting activities, you have three 
choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
Resetting a Message Waiting Indicator
The System Administrator can reset the message waiting indicator (MWI) for 
a mailbox. When this option is selected, the system checks the current status 
of any messages stored in the mailbox. The system then dials the appropriate 
MWI “turn on” code if there are new messages in the mailbox and the 
appropriate “turn off” code if there are no new messages in the mailbox. This 
operation will re-synchronize the physical MWI with the mailbox message 
status.
To reset an MWI:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to access mailbox administration.
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							1-22 Programming System Functions Via Telephone
3. After the prompt, enter the mailbox number for which you need to reset 
the MWI.
4. After the next prompt, press   to reset MWI. The system confirms that 
the request has been processed and y
ou are returned to the Administrator 
Options Menu in Step 1.
5. When you finish resetting MWI activities, you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
Auto Attendant Configuration
Using this option allows you to easily change the greeting a caller will hear on 
a given port between the programmed Day/Night greeting and the 
programmed Temporary greeting. This is useful when a Temporary greeting 
for something like a weather-related closing needs to be activated from a 
remote location.
To change the Auto Attendant Configuration:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   for Auto Attendant Configuration.
3. After the prompt, press   to select normal greeting or press   to 
select temporary greeting. 
4. After the prompt, press the appropriate port number to change
-. Y
ou are returned to the Administrator Options Menu in Step 1.
5. you are returned to the Administrator Options Menu in Step 1.
6. When you finish Auto Attendant Configuration activities, you have three 
choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
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							Programming System Functions Via Telephone 1-23
Setting Date and Time
You may use the System Administrator Mailbox to set the system date and 
time. The time and date stamp is used for all envelope information and to 
check delivery notifications. It is important to set the system date and time 
accurately.
To set the system date and time:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to Set Date and Time.
3. After the prompt, press:
   to review data - the current date and time settings in the Voice Mail 
are announced, then you are returned to the Administrator Options 
Menu.
-or-
 to change data - after the first prompt, enter the time in four-digit 
military time format e.g., 0930 for 9:30 a.m. or 1830 for 6:30 p.m. After the 
second prompt, enter the date as a six-digit number in MMDDYY format. 
You are then returned to the prompt that asks if you want to review data, 
change data, or exit.
-or-
   to exit - you are returned to the Administrator Options Menu.
4. When you finish setting Date and Time activities, you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
The time and date must be reset whenever there is a local time change such 
as Daylight Savings Time.
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							1-24 Programming System Functions Via Telephone
Setting Operating Mode
Under normal conditions, the pre-programmed Auto Attendant screen 
controls the greeting that plays when MiniVoice answers a caller. This screen 
tells MiniVoice which greeting to play based upon the time of day, Day or 
Night, which is programmed in the Open & Close screen.
There may be a time when it is desirable to change the system from Day 
(Mode 1) to Night (Mode 2) at an other-than-normal time. The System 
Administrator can accomplish this by dialing into the system, rather than 
having to access the programming terminal.
The following are the System Operating Mode Numbers and their meanings.
†Mode 1 - Fixed Day Mode: the system is in Day Mode all of the time.
†Mode 2 - Fixed Night Mode: the system is in Night Mode all of the time.
†Mode 3 - Automatic Mode: the system follows the Open & Close times as 
programmed.
When the mode is changed manually to either Mode 1 or Mode 2, MiniVoice 
stays in that mode until the System Administrator changes the mode back to 
Automatic mode through the Administration Options menu. The mode 
cannot be changed from the programming terminal. 
						

							Programming System Functions Via Telephone 1-25
To change the Operating Mode:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to Set Operating Mode.
3. After the prompt, press:
 to review data - the system will announce the current Mode and 
then you are returned to the prompt that asks if you want to review data, 
change data, or exit.
-or-
 to change data - after the prompt, press:
   for Day Mode - choice is confirmed, then you return to prompt 
asking if you want to review, change, or exit.
-or-
   for Night Mode - choice is confirmed, then you return to 
prompt asking if you want to review, change, or exit.
-or-
   for Automatic Mode - choice is confirmed, then you return to 
prompt asking if you want to review, change, or exit.
-or-
 to exit - you are returned to the Administrator Options Menu.
4. When you finish Setting the Operating Mode, you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
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							1-26 Programming System Functions Via Telephone
Selecting PBX Integration
MiniVoice uses a set of pre-programmed PBX Integration screens. These 
screens provide standard configurations for various PBX systems that might 
be used with MiniVoice.
The current PBX Integration may be changed from the System Administrator 
Mailbox.
To change the PBX Integration:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to Select PBX Integration.
3. After the prompt, press:
 to review data - the system will announce the current PBX 
Integration and then you are returned to the prompt that asks if you want 
to review data, change data, or exit.
-or-
 to change data - after the prompt, enter the desired two-digit 
Integration Number. You are then returned to the prompt that asks if you 
want to review data, change data, or exit.
-or-
 to exit - you are returned to the Administrator Options Menu.
4. When you finish Selecting a PBX Integration, you have three choices:
†Press   through   to select another System Administrator task 
to perform.
†Press   to return to the system Main CCR Menu.
†Press   to exit the system completely.
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