Vodavi Pathfinder Voice Processing System User Guide

							User Guide
Voice Processing System 
PathFinder 
						

							User Guide
Voice Processing System 
Dece m ber, 2002 - Issue  4 
						

							I
Copyright © 2002 Vodavi Communications Systems, Inc.
All Rights Reserved
This material is copyrighted by Vodavi Communications Systems, Inc. Any
unauthorized use, reproduction, alteration, or disclosure of this material, or any
part thereof, is strictly prohibited without the express written permission of
Vodavi Communications Systems, Inc.
Vodavi Communications Systems, Inc. reserves the right to make changes to
this material at any time and without notice. The information provided by
Vodavi Communications Systems, Inc. in this manual is believed to be accurate
and reliable, but is not warranted to be true in all cases.
Printed in the United States of America seh/2002Issue Release Date Changes
1 04-98 Initial Release
2 04-99 Heading and content changes have been made 
for clarification and user readability.
3 06-01 The layout of this user guide was reformatted, 
no changes to content have been made. 
4 12-02 Mailbox options and Quick Reference diagrams 
have been revised to reflect software changes.
LIFE SUPPORT APPLICATIONS POLICY
VODAVI Technology, Inc. products are not authorized for and
should not be used within Life Support applications. Life Support
systems are equipment intended to support or sustain life and
whose failure to perform when properly used in accordance with
instructions provided can be reasonably expected to result in
significant personal injury or death.
VODAVI Technology, Inc. warranty is limited to replacement of
defective components and does not cover injury to persons or
property or other consequential damages. 
						

							December, 2002 Contents - i
Contents
Getting Started  ........................................................................... 1
Guidelines   .................................................................................................  1
Logging On   ...............................................................................................  3
Integration .......................................................................................... 3
Log On Activities  ............................................................................... 4
Personalizing Your Mailbox   ................................................................  5
Required Information ...................................................................... 5
First-Time Setup  ................................................................................ 5
Retrieving Messages [1]  ............................................................. 7
Voice Messages   .......................................................................................  9
Retrieving a Voice Message  .......................................................... 9
Pager Messages  .....................................................................................  10
Retrieving a Pager Message ........................................................ 10
Facsimile Messages  ..............................................................................  11
Retrieving a Facsimile Message ................................................. 11
Managing Messages   ............................................................................  12
Message Management Options  ................................................ 12
Forwarding Messages   .........................................................................  13
Preambles .......................................................................................... 13
Forwarding a Message .................................................................. 13
Selecting a Destination ................................................................. 14
Replying To Messages   ........................................................................  15
Sending a Reply ............................................................................... 15
Stamping Messages with Time & Date   .........................................  15
Listening to Time/Date Stamp ................................................... 15
Message Guidelines  ....................................................................... 16
Sending Messages [2]  ............................................................... 16
Recording   ................................................................................................  18
Recording a Message  .................................................................... 18
Sending   ....................................................................................................  18
Selecting a Destination ................................................................. 18
Send Options .................................................................................... 19 
						

							Contents - ii December, 2002
Extended Options [6]  ................................................................ 20
Extension Settings [1]   .........................................................................  21
Call Transfer Options  ..................................................................... 21
Changing Extension Settings  ..................................................... 21
Supervised Transfer Options  ...................................................... 22
Personal Note Pad [2]  ..........................................................................  23
Sample Scenario  ............................................................................. 23
Setting Up a Group & Keyword/ID  ........................................... 24
Editing Group/ID Entries  .............................................................. 24
Personal Options [8]  ................................................................. 25
Greeting [1]   .............................................................................................  27
Standard Greeting  .......................................................................... 27
Temporary Greeting  ...................................................................... 27
Recording a Greeting  .................................................................... 27
Other Greetings ............................................................................... 28
Password [2]   ...........................................................................................  29
Password Selection  ........................................................................ 29
Editing Your Password .................................................................. 29
Mailbox Name [3]   .................................................................................  30
Editing Mailbox Name  .................................................................. 30
Delete Sent Messages [4]  ...................................................................  30
Deleting a Sent Message  ............................................................. 30
Other Options [8]   ..................................................................................  31
Editing Other Options  ................................................................... 31
Notification Options  ...................................................................... 33
Mailbox State  ................................................................................... 34
Personal Distribution Lists ........................................................... 35
Guest Mailboxes .............................................................................. 36 
						

							Guidelines 1
Getting Started

	

This section is intended to familiarize you with many of the basic 
PathFinder features, provide a basic overview of voice mail and auto-
attendant fundamentals, and help you log on to and personalize your 
own voice mailbox.


The information in this section provides a basic understanding of 
PathFinder’s voice messaging and auto-attendant features.
Feature Explanation
Voice 
MessagingThe terms Voice Messaging and Voi ce  M a il  are used 
interchangeably in this manual.
These terms refer to activities such as sending and 
retrieving messages and comprise much of your day-to-
day telephone communications.
Menus A Menu is a group of features or selections that can be 
accessed by using the dial pad of any push-button 
telephone.
Menus are constructed in a branching tree structure:

Main menus offer general options.

Subsequent menus offer more specific options.
Universal 
Command KeysUniversal Command Keys include the [

],[#], and [9] 
keys, which help you navigate through the PathFinder 
menu structure.
Use these keys to control 
PathFinder menus:
[

] Replay the current menu options
[#] Return to the previous menu
[9] Terminate the call
These keys are also used at specific points to gain access 
to certain features. 
						

							2Guidelines
Getting Started
Key-Ahead As you gain experience and become familiar with 
PathFinder’s menus, you may not need to listen to all of 
the menu selections to k now what option you want to 
select. Therefore PathFinder provides a Key-Ahead 
feature.
This feature allows you to override the voice prompts and 
enter a string of commands without having to wait for the 
entire voice prompt to be played.
Password To log on to your voice mailbox, you will need the correct 
Password.
Your System Administrator will provide you with the initial 
password for your mailbox. You will change this password 
when you personalize your mailbox.
Mailbox 
GreetingYo u r  Mailbox Greeting is a voice recording that you 
record using your own voice.
This recording is heard by callers when PathFinder routes a 
call to your personal mailbox.
Mailbox
NameYour mailbox is identified by your Mailbox Name, which is 
a recording of you saying your own name.
If no mailbox name is recorded, PathFinder will refer to 
your mailbox by its assigned number.
Desktop
Mailbox 
FeaturesIf you have access to the optional Desktop Call Control 
module, you may be presented with additional mailbox 
options not referenced in this book, such as: E-mail 
Messages and Locator Rules.
Check with your System Administrator for software 
availability, or refer to the Desktop User Guide for more 
detailed information. Feature Explanation 
						

							Logging On 3
Getting Started
	


How you log on to PathFinder depends on whether or not you have 
an integrated system.

	
Integration tells PathFinder whether or not you are calling from your 
extension. This allows you to skip some of the steps normally needed 
to log on. Ask the System Administrator whether or not your system is 
integrated.
Once you determine whether your system is integrated, follow the 
appropriate logon procedure as described.
Non-Integrated System
1. Press the voice mail key on your telephone, or dial PathFinder’s 
internal extension. PathFinder’s main menu greeting will play. It 
may be similar to the following: Thank you for calling 
A-Z Communications. Enter the mailbox number 
of the person you are trying to reach.
2. Press the voice mail access key (as designated by your System 
Administrator).
3. Enter your mailbox number, your mailbox greeting will play.
4. Press [

], the following prompt will play: “Please enter 
your password”. 
5. Enter your password.
Integrated System
1. Press the voice mail key on your telephone, or dial PathFinder’s 
internal extension.
2. Enter your password when prompted to do so.
When you are trying to log on to PathFinder from an 
outside telephone, the logon procedure is the same 
whether you have an integrated system or a non-
integrated system. Refer to 
“To Log On From an Outside 
Te l ep h o n e :” on page 4 for more information. 
						

							4Logging On
Getting Started
To Log On From an Outside Telephone:
1. Dial PathFinder’s remote access telephone number. PathFinder’s 
main menu greeting will play. It may be similar to the following: 
Thank you for calling A-Z Communications. 
Please enter the mailbox number of the person 
you are trying to reach.
2. Press the voice mail access key (as designated by your System 
Administrator).
3. Enter your mailbox number. Your mailbox greeting will play.
4. Press [

]. The following prompt will play: “Enter password”.
5. Enter your password. You will then be able to access your 
messages and/or mailbox options.

	

Once you are logged on, PathFinder will tell you how many new 
messages you have received since you last logged on to your 
mailbox, and how many saved messages are currently in your 
mailbox.
After hearing the number of messages …
you will be prompted with the main menu, from which you can press 
[1] to retrieve your messages. Refer to “Retrieving Messages [1]” on 
page 7 for more information.
If you have no messages …
PathFinder will prompt you to select one of the other main menu 
options:
2 - send a message
8 - change personal options
6 - edit extended options
0 - transfer to a mailbox or extension 
						

							Personalizing Your Mailbox 5
Getting Started




The first thing to do as a new user is to personalize your voice 
mailbox.

		
After logging on to PathFinder, you should record a personalized 
greeting, record your mailbox name, and change the password. To 
perform these tasks, you must have the following information:
PathFinder access telephone number:  __________
PathFinder access extension: __________________
Your voice mailbox #:  _______________________
Initial password:  ___________________________
Your extension #:  __________________________
If you do not have this information … contact your System 
Administrator for assistance.

The first time you log on your voice mailbox, the PathFinder tutorial 
will walk you through the steps needed to personalize your mailbox.
If the tutorial option has been disabled by your System Administrator, 
you will still be able to personalize your mailbox without online 
assistance. In three steps, you can record a personal greeting, record a 
mailbox name, and edit your password.
Access Mailbox Using Tutorial
1. When prompted, record a mailbox name. This name is used when 
callers are being transferred to your extension and when you 
forward messages.
2. When prompted, record a Mailbox Greeting. This is the greeting 
played for callers who reach your mailbox.
3. Edit your password. Refer to “Password Selection” on page 29 for 
hints on selecting a password.