Vodavi Minivoice Voicemail Processing System User Manual

							Programming System Functions Via Telephone 1-27
Recording a Prompt
MiniVoice is shipped with a complete set of system voice prompts. These 
system prompts cover all system operations and functions.
There may be occasions, however, when it is desired to change the wording 
of a prompt to meet a specific requirement. This function allows such 
changes.
Refer to “Voice Prompts” on page 1-58
 for a complete listing of the system’s 
default voice prompts.
To re-record a System Prompt:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options menu plays.
2. Press   to Record a Prompt.
3. After the prompt, enter the three-digit prompt number of the prompt 
that you want to re-record.
4. After the beep, record your new prompt, then press   when finished 
recording. You are then returned to the Administrator Options Menu.
5. When you finish Recording a Prompt, 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.
All of the supplied prompts are the same voice and volume level. If you 
desire to re-record a prompt, you should ensure that you use the same 
volume level and a similar tonal quality as the original.
You must not change any of the listed options and their activation keys. 
If you do, you will become confused when the options do not work as 
expected. There is no way to change these options in the field.
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							1-28 Programming System Functions Via Telephone
Listening to a Prompt
MiniVoice includes a method of listening to any or all of the recorded 
prompts. This may be used to determine whether it is necessary to modify a 
prompt.
You can listen to a single prompt, a range of prompts, or the last prompt that 
was recorded.
To listen to System Prompts:
1. Access the System Administrator Mailbox as described on page 1-16. The 
Administrator Options Menu plays.
2. Press   to Listen to a Prompt.
3. After the prompt, enter one of the following options: 
†A three-digit prompt number, then when prompted enter the same 
number a second time. The selected prompt plays and then you are 
returned to the Administrator Options Menu.
-or-
†The first three-digit number of the range followed by the second 
three-digit number of the range. The selected prompts play and then 
you are then returned to the prompt that asks if you want to listen to 
a single prompt, listen to a range of prompts, or listen to the last 
prompt recorded.
-or-
†Press   to listen to the last prompt recorded. After the prompt 
plays you are returned to the Administrator Options Menu.
4. When you finish Listening to Prompts, 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 Computer 1-29
Programming System Functions Via Computer
PC Accessibility
Cable Connection -- The cable between the MiniVoice unit and the PC must be 
a NULL MODEM arrangement with a 9-pin female connector on each end.
†Lift the cover of the unit to access the programming port.
†After connecting the cable to the PC, plug the other end into the 
programming port on the MiniVoice unit.
Desktop or Laptop -- Programming is accomplished through the use of a 
laptop or standard PC desktop system. No special software is required. Any 
communications package that supports ANSI terminal emulation will work. 
The required port speed and protocol is 9600 BAUD, N-8-1.
If HyperTerminal is the communications package to be used, perform the 
following steps before programming:
1. Select Start > Programs > Accessories > Communications > 
HyperTerminal.
2. Setup a new connection using the following settings:
a. Select COM1 or COM2, as required by your PC, then press OK
b. On the Comport Settings screen, set 9600, N 8 1, Flow Control to XON, 
XOFF.
c. Click OK.
d. Click on File > Properties, then select the Settings tab.
e. Select Auto Detect as the emulation.
f. Click on the ASCII setup button and uncheck the “Wrap lines that 
exceed terminal width” option.
g. Click OK, then click OK again.
3. The HyperTerminal connection is now configured properly for 
programming the MiniVoice.
4. Exit HyperTerminal, then re-start the program.
5. After connected to the MiniVoice, press ESC to access the Main 
Programming Menu. 
						

							1-30 Navigating in the System
Navigating in the System
Programming the MiniVoice requires that you make entries in specific fields 
on several programming screens.
†These screens are accessed from the main menu by selecting a number 
and pressing the  key.
†While working on a particular screen, use the arrow keys or the  
key to move through the fields. After you change a given field, press the 
 key to save your change.
†If you are working in an area with multiple pages, such as the mailbox 
screen, press  to go forward 1 screen and  to go back 1 screen.
†When you finish work on a particular screen, press the  key to 
return to the Programming Menu.
†When you finish programming, type exit and press the  key to 
shut down the programming interface.
†Access to the MiniVoice is protected by password to prevent 
unauthorized changes to voice mail system parameters.
( The voice mail password must be re-entered each time you access the 
Programming area.)
The  key does not
 provide field-to-field movement. 
						

							Menu Option Screens 1-31
Menu Option Screens
Signing On
This is the screen first shown when the programming terminal is connected.
The default factory password is 0000. It can be changed by selecting Option 8 
on the Programming Menu.
Figure 1-3: Sign-On Screen
To enter the programming area, type in the correct password, then press 
.
The MiniVoice displays the Programming Menu shown in Figure 1-4 . 
						

							1-32 Menu Option Screens
Programming Menus
The programming functions available are shown in Figure 1-4 . Each function 
shown in the Programming Menus screen is linked to another screen where 
its parameters can be set. Each screen is described on the following pages.
Figure 1-4: Programming Menus Screen
1. To go to a specific screen, use the arrow keys to scroll down to your 
choice,
-or-
Type in the desired menu choice number.
2. Press the  key to go to that screen. 
						

							Menu Option Screens 1-33
Open and Close Schedule
This time control screen is used to set the time when the MiniVoice switches 
from Day to Night mode or Night to Day mode. Separate greetings are 
available for each mode. The greetings introduce callers to your company 
and tell them what digits to press to access certain departments, extensions, 
mailboxes, etc.
The Day/Opening greeting plays from the time you specify in the Open field 
until the time specified in the Close field. The Night/Close greeting plays after 
the time specified in the Close field until the next specified time in the Open 
field. For example, in Figure 1-5  the Day greeting is played during weekdays 
from 9:00 a.m. through 5:00 p.m. The Night greeting is played from 5:00 p.m. 
through 9:00 a.m. Monday through Friday, and from 5:00 p.m. Friday through 
9:00 a.m. Monday
Figure 1-5: Open & Close Schedule Screen
1. Enter the desired time schedule for each day as required. For example, 
Open: 9:00 AM, Close: 5:00 PM. 
						

							1-34 Menu Option Screens
2. Press  to store each entry.
To delete an entry:
1. Press the arrow key until the desired field is selected.
2. Then press .
System Numbering Plan
This menu screen is used to control how the MiniVoice system processes 
digits entered by a caller.
Figure 1-6: Number Plan Screen
Leaving the Open and Close entries blank for a given day will represent a 
24-hour period.
Entries can be made using 24-hour notation, e.g., 18:00 represents 
6:00 p.m.
If you use the F4 key to clear all of the times, the system will continue to 
use the greeting that was active at the time that you cleared the entries. 
						

							Menu Option Screens 1-35
Field Description
FIRST DIGIT 
PERMISSIONThis field tells the system whether a given digit is allowed to process additional digits.
For example:
†If your extension numbers start with 1, this field will contain a Y and other fields to its 
right will be blank. When a caller dials a 1, the system knows additional digits will 
follow and be acted on (Figure 1-6).
†If this field contains a Y, the system will check the following fields and perform the 
actions designated in these fields:
EXTENSION -- dials the extension number specified and connects the caller.
GREETING -- plays the specified greeting to the caller.
CCR -- takes the caller to the specified one of five possible pre-programmed routing 
menus and plays the greeting for that menu.
†If the field contains an N, the system will tell the caller that they have dialed an 
incorrect digit and they will be allowed to dial again.
EXTENSION This field may contain any valid extension number as the destination. For example, for 
Sales press [2]. extension 101 is dialed, and the caller is connected to Sales (Figure 1-6).
GREETING This field contains the greeting number to be played when this digit is dialed. Active 
greeting numbers are 01- 09 and they are recorded via telephone programming. An entry 
in the Greeting field requires an associated entry in the CCR Number field, even if the CCR 
Number is the same as the CCR Menu from which you are configuring
CCR Custom Call Routing (CCR). This field may contain a CCR menu number of 1-5 that links a to 
an additional number plan when the caller presses the digit in the left column. Up to five 
number plans can be used (Figure 1-8). CCR numbers can also be tiered, as described by 
the second example below. To access CCR menus for configuration, press F1 to increment 
ascending from CCR 1-5 or press F2 to increment descending from CCR 5-1.
For example:
†A CCR Menu 1 entry of 2 in the CCR field could link to a number plan for Sales, 3 for 
Tech Support, 4 for Services, and 5 for Repairs. Figure 1-9 graphically portrays this 
example.
†A CCR Menu 1 entry of 2 in the CCR field will link to CCR Menu 2 number plan (Sales). 
Sales can be subdivided into In-State and Out-of-State sales making two entries (3 & 4) 
in the CCR field of CCR Menu 2. Figure1-10 graphically portrays this example.
Dual-action keys have a 3-second pause prior to switching to another CCR. For example, you 
are prompted to dial an extension (100 series) or press 1 for Sales. After pressing [1], the 
system pauses until either additional digits are entered for an extension or 3 seconds elapse, 
whichever occurs first. 
						

							1-36 Menu Option Screens
The example in Figure 1-7  shows that when the number 1 and additional 
digits of an extension are dialed, the call will be transferred to that extension. 
For example, if 108 is dialed, the call will transfer to extension 108. If the 
numbers 2, 3, or 5 are dialed, the caller will go directly to the corresponding 
extension or UCD/ACD group (101, 102, or 550). If number 4 is dialed, 
greeting 1 will be played to the caller. If number 6 is dialed, the caller will be 
linked to the CCR Menu 2 number plan. The system administrator has 
designated numbers 7, 8, and 9 as invalid numbers in this example.
Figure 1-7: Number Plan Example