Vodavi Minivoice Voicemail Processing System User Manual

							Menu Option Screens 1-47
Adding a Mailbox
From the Main Menu:
1. Press  to enter Mailbox Assignments.
2. Move the cursor to the first available line, at a position left of the index 
number field. Press [F1] to go to the next page, if necessary.
3. Enter in order:
a. Next index number, then space.
b. Mailbox extension number, then space.
c. Access code if available, otherwise 0000 (valid codes are 0000-9999), 
then space.
d . E x t e n s i o n  n u m b e r  t o  b e  a s s o c i a t e d  w i t h  t h i s  m a i l b o x  ( t h i s  m u s t  b e  t h e  
same number as the mailbox number).
e. Press . To continue adding mailboxes, return to step 3a.
4. After you finish adding mailboxes, press  to save your changes and 
return to the Programming Menu.
An example of a valid entry is: [32] + space + [100] + space + [0000] + space + 
[100] +  + 
A system can use 2-digit, 3-digit, or 4-digit mailbox numbers. 
However, a system cannot number mailboxes using a combination 
of 2, 3, and 4-digit lengths. For example, if 2-digit numbering is used, 
then all mailboxes must be numbered with 2 digits.
When adding a mailbox, the Class of Service field automatically updates to 
a default value of 1 and the Dial Beeper No Out field automatically updates 
to Off. After the mailbox is established, these fields and the beeper/pager No 
can be modified as desired.
I f  a n  i n v a l i d  b e e p e r / p a g e r  n u m b e r  i s  e n t e r e d ,  a  u s e r  c a n n o t  a c t i v a t e  t h i s  t y p e  
of notification remotely. 
						

							1-48 Menu Option Screens
Mailbox Capability Only
Not all employees have “traditional” offices, so they do not have telephones 
on the system and a call doesn’t need to be transferred to an extension. The 
call goes directly to a mailbox. To program this, arrow over to the mailbox, 
then press [F4]. This deletes the extension number and leaves only a mailbox. 
Mailbox extension numbers 104/105 in Figure 1-16  are examples.
Figure 1-16: Mailbox Only
An abbreviated entry is possible if both the mailbox number and the extension 
number are identical. In this case, enter the index number, space, mailbox 
number, and then press . The MiniVoice will automatically apply all 
other required entries. 
						

							Menu Option Screens 1-49
Deleting a Mailbox
From the Programming Menu:
1. Press  to enter Mailbox Assignments.
2. Move the cursor bar down to the mailbox that is to be deleted.
3. Press  to delete the mailbox.
4. Press  to confirm delete.
5. When you finish, press  to save your changes and return to the 
Programming Menu.
Class of Service 
The MiniVoice provides four Classes of Service. Each COS has three 
parameters that may be specified:
Figure 1-17: Class of Service Screen 
						

							1-50 Menu Option Screens
Recording Time Left
This screen is used to display the amount of voice storage space that is 
currently available in the MiniVoice. The memory expansion increases the 
storage space by 180 minutes.
Figure 1-18: Free Sectors Screen
Field Description
SAVE PERIOD
IN DAYSSpecifies the number of days that a message is retained before being 
automatically deleted. No warning is given before the message is deleted.
It is important to delete messages so that the storage space is not completely 
consumed.
LENGTH OF MSG
IN MINUTESControls the allowable recorded length of a message that may be left in a user’s 
mailbox.
NUMBER OF
MESSAGESControls the total number of messages that a given mailbox user may have in their 
mailbox at any one time. The mailbox will indicate that it is full, once this count is 
matched. For example, if set to 5, the 6th caller receives a message “I’m sorry, the 
mailbox is full”. 
						

							Menu Option Screens 1-51
PBX Integration
The MiniVoice provides several pre-programmed integration modules for the 
most popular telephone systems.
Figure 1-19: PBX Integration Screen
Selecting a Telephone System -- Use the arrow keys to scroll to the desired 
name or type the number corresponding to the selection, then press the 
 key. Your selection is displayed in the Screen in Effect field.
For example, if you scroll to 00 for Vodavi phone systems and press , 
the Screen In Effect field displays 00.
Changing a Parameter -- In cases where you need to change a parameter 
used by the PBX integration screen, perform the following steps:
1. Use the arrow keys to scroll to select your PBX integration, then press the 
 key.
2. Press the  key a second time to display the next PBX Integration 
Screen. 
						

							1-52 Menu Option Screens
PBX Integration Programming - (Sub Menu)
A description of the fields of the PBX integration screen is provided below.
Figure 1-20: PBX Integration Screen (continued)
Changing from one PBX integration to another will wipeout all of the existing 
mailboxes and there is no way to recover them.
Field Description
PBX CODENumber the system uses to determine which PBX screen to reference for system 
parameters. 
Example
 -- If 00 is selected as the PBX Integration, the system will use the entries located on 
screen 00 to determine integration patterns, MWI on & off codes, etc.
NAMEDescriptive name used to visually identify the particular Integration Screen. This name is 
the one displayed in the PBX Integration Selection Menu. 
						

							Menu Option Screens 1-53
Field Description
MWI CODE ONCode the system sends when a mailbox has a new message.
†This code tells the telephone system to activate the MWI indicator for that mailbox’s 
extension.
†When entering the code, the colon character “:” represents the extension number.
Example --
 If your MWI On code is 420 followed by the extension number, enter the 
following sequence: ,420:,
†It is recommended to always end the sequence with a comma (1-second pause) to 
allow the telephone system enough time to accept the command.
MWI CODE OFFCode the system sends when a mailbox user has checked all new messages.
†This code tells the telephone system to deactivate the MWI indicator for that mailbox’s 
extension.
†When entering the code, the character “:” represents the extension number.
Example -- 
If your MWI Off code is 421 followed by the extension number, enter the 
following sequence: ,421:,
†It is recommended to always end the sequence with a comma (1 second pause) to 
allow the telephone system enough time to accept the command.
MWI/OUTDIAL 
PORT CONTROLDigit position tells the system which ports are allowed to make outdials.
The first 4 positions correspond to ports 1 through 4 - from left to right. The last four 
digit positions must contain zeroes.
Default = 00030000
. ( This tells the system to use port 4 to make all outdial calls.)
MAIL BOX
LENGTHTells the system how many digits are required for the mailbox numbers used in the system. 
The default is 3 digits. The setting is changeable between 2-4 digits.
TRANSFER 
SEQUENCEDialing pattern the system uses to transfer a caller from the Auto Attendant to a mailbox 
user’s telephone. (Default = T&
)
INTERNAL
CALL PREFIXSystem dials prefix to access internal dial tone. ( This field is normally blank since most 
telephone systems supply dial tone when the port is taken off-hook to dial.)
RECONNECT 
SEQUENCEDialing pattern the system will use to reconnect to a caller when there is no answer at the 
called telephone extension. (Default = T&
) 
						

							1-54 Menu Option Screens
Field Description
MINIMUM
ON-HOOK DELAYPeriod of time that a port will wait after hanging up before attempting to use that port for 
an outdial operation.
†This prevents collisions when a new call appears at the port right after it has released a 
previous caller.
†If no new incoming call is detected before this timer expires, the outdial request will be 
processed.
OUTDIAL
CALL PREFIXDialing pattern used to tell the PBX an outside line is needed, such as during an outdial 
operation.
Default = 9
. If your trunk access code is different, change this value as required.
HANG-UP CODEMost PBX systems are either programmed or automatically send a disconnect code.
†When the PBX port is about to close (EX: an outside caller has hung up) a digit string is 
sent to the voice mail system.
†If this string matches the entry in this field, the system saves any messages being 
recorded and then the port closes and waits for the next call.
FIRST DIGIT
TIME-OUTWhen receiving an incoming call:
†This is the time that the system waits to see if DTMF integration strings are being sent 
to the system.
†If no digits are received during this period, the system will then play the main greeting 
for that port and be ready to accept caller-dialed digits. (Default value = 20, which 
represents 2000 ms or 2 seconds)
LAST DIGIT
TIME-OUTWhen the system receives DTMF integration strings:
†This is the period of time to wait after each digit to determine if more digits are coming.
†As each digit is received, this timer is re-started.
†Once this timer expires, the system assumes that all DTMF integration digits have been 
received.
†The received string is then analyzed to determine how the call must be processed.
DIRECT VOICE 
MAIL ACCESSThis is the digit that allows a caller to bypass the recorded greetings and go directly to a 
mailbox user’s greeting.
PROTOCOL AREA 
(DTMF / ACTION)Area has two fields. Values are matched pairs: a DTMF Protocol and an Action to take if that 
protocol is found.
†All protocol entries are compared in sequence to the inbound DTMF digits until a 
match is found.
†If no match is found, the call is directed to the main greeting for that port.
- DTMF 
PROTOCOLThe pattern is matched against the incoming DTMF string for all call processing. After the 
correct pattern has been matched, then the corresponding action is taken e.g.,
Protocol 
pattern MMM represents 3 digits. 
						

							Menu Option Screens 1-55
Field Description
- ACTION
TA K E M S G
ENTERMB
VCMAIL_ACC
IGNOREOnce a matching DTMF protocol is found, the Action column tells the system what to do 
with that particular call. The allowable actions are:
†Take a message into the requested mailbox.
†Open the requested mailbox, ask caller for password.
†Take no action when this DTMF protocol is received.
PROTOCOL ENTRY 
ORDERThis is the order of integration information as the telephone system sends it to the voice 
mail port.
Integration Examples
Example 1 -- System answers a call and receives a three-digit extension number: 104
 …
The system receives an entry for MMM. The Action for this protocol is TakeMsg. Once the 
match is made, the system opens mailbox 104, plays the mailbox greeting to the caller and 
records the message.
Example 2 -- System answers a call and receives a code followed by a 3-digit extension 
number: [6] 104
 …
The system receives an entry for [6
]MMM. The Action for this protocol is TakeMsg. Once 
the match is made, the system opens mailbox 104, plays the mailbox greeting to the caller 
and records the message.
Example 3 -- System answers a call and receives a code followed by a 3-digit extension 
number: [#] 104
 …
The system receives an entry for #MMM. The Action for this protocol is EnterMB. Once the 
match is made, the system opens mailbox 104, plays the mailbox name to the caller and 
asks for their password. 
						

							1-56 Menu Option Screens
System Initialization
Enter [Y] to initialize the voice mail system and erase all messages. Enter [N] 
or press [Esc] to exit this option without initializing the voice mail system.