Vodavi Starplus Automatic Voice Processing Technical Manual

							STARPLUS @ AVP TECHNICAL MANUALVOICE MESSAGING OPERATION
D. GREETINGThe greeting is a personal message that a caller hears when he di-
als your mailbox. The greeting usually tells the caller that you are
not available, when you can be reached, and how to record a mes-
sage. When you record a greeting, try speaking at a natural pace,
perhaps just slightly faster than normal.
An example of a typical greeting might be, “Hello, this is Roger
Smith. I’m either on the phone or out of the office. After the tone
please leave your name, number, and a detailed message. 
I’ll re-
turn the call as soon as possible. When you have finished the
message you can hang up, or press any key for more options.”
Instructing the caller to press any key at the- 
end’of his’ message
allows him to select from a number of editing options including, re-
view, re record, and send.
If you do not record a personal message, the system plays the fol-
lowing canned message, “The person you are trying to reach is
unavailable. Your call is being answered by the 
Starplus Auto-
mated Voice Processing system. After the tone record your mes-
sage. When you are finished, you can hang up or press any key
for other options.”
to Record a new Greeting
for personal options
2. Pressto edit your greeting
3. Pressto record a new greeting
1.Press [8] for personal options.
2.Press [l] for greeting.
The current greeting (if recorded) is played.
3.Press [2] to record a greeting.
Once the greeting has been recorded, you can:
n press [l] to review it
n press [2] re-record
1 press [3] to erase it
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							VOICE MESSAGING OPERATIONSTARPLUS @ AVP TECHNICAL MANUAL
E. RETRIEVING
MESSAGESWhen messages are retrieved, new messages are played back
before previously saved messages, and they are played in the 
or-der they were received. The oldest message is played first.
The diagram below shows the features available while you are re-
viewing the messages. Features can be accessed at any time. It
is not necessary, to wait until-the end of the message. After hear-
ing you have a message, Press 1 to listen to the message.
to Retrieve Messages
1. Enter your mailbox # + * + password
to retrieve messages
3. Message must be deleted, or saved
1.Press [l] to listen to the message.
After listening to a message, you must do one of the following:
n Delete, Press [3]
n Save, Press [2]
n Forward, Press [4]
Note that even if a message is forwarded, it must be deleted
or saved.In most cases, you will probably delete the message. If you save
it, be aware that the system will automatically erase the message
after a period of time. This time is called the retention period and
is typically set to a week or so, but ask the system administrator to
be sure.n Forward, Press 
[4] - allows you to pass the message along
to another mailbox owner. To use this feature you must
know the mailbox number of the person you want to for-
ward the message to. You may forward the message as is
or you may add introductory comments (pre-amble) to the
message. In this case, the person receiving the forwarded
message will hear your pre-amble (comments) first fol-
lowed by the message.
n Reply, Press 
[5] - is used to respond directly to the person
who left you the message without having to enter a mailbox
number. To use this feature, the message must have been
sent from another mailbox owner.
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							STARPLUS @ AVP TECHNICAL MANUALVOICE MESSAGING OPERATIONn Date/Time, Press 
[8] - gives you the date and time that the
message was sent. The system automatically attaches this
information to each message.
.Note that if you hang up without doing a delete or save, your
messages are automatically saved in the same state as they
were 
when.‘you accessed the mailbox.
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							VOICE MESSAGING OPERATIONSTARPLUS @ AVP TECHNICAL MANUAL
F. SENDING A MESSAGEYou may send messages to other mailbox owners or to a distribu----xtion list. A distribution list is a group of mailboxes which will 
re-
ceive the message. You only have to record the message once,,.::and the system will automatically send it to the mailboxes in the
distribution list. You may send a message to one or any number
of mailboxes after recording it.
to Send a Message
1. Enter your mailbox [#] + [+F] + password
2. Press 
ato send a message.
3. Record your message after the tone. 
Whenfinished press any key.
4. press q if message is okay,
a to re-record, m to cancel.
5. Enter the mailbox number that is to receivethe message.
6. Press 
m to send message,
m to re-enter number.I-RERECORD
SEND 
a & m CANCEL
LISTEN
q ma
You may repeat from step 5 until ail desired mailboxes are entered.
1.Press [2] to send a message.
2.Record your message after the tone and press any key after
recording to end the message.
3.Press [l] if message is okay.
4.Enter the desired mailbox number.
The person’s name (if recorded) or mailbox number is played.
5.Press [#] to send the message or * to re-enter the mailbox
number.
6.Enter the next mailbox number to send to, or press [#I.After you finish recording the message and before you press 1 (at
Step 3) to send it, you are given the following options:
n Re-record the message, Press 
[2]n Cancel the message, Press 
[3]n Listen to the message, Press 
[4]PRESS
FUNCTION
SEND the message
RERECORD the message
CANCEL the message
LISTEN to the message
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							STARPLUS @ AVP TECHNICAL MANUALVOICE MESSAGING OPERATION
G. REPLY TO SENDERReply to Sender allows the user to respond to a mailbox mes-
sage. 
Starplus AVP will automatically send your reply to the per-
son whose message you are responding to. If a response is not
permitted, the option key will not be included as part of the menu.
sendplaybackI
rerecord 
-
1.Press [l] to retrieve your message.
2.Press [5] to reply to message.
3.Press [1] to continue reply.
4.After the tone, leave your message.
5.Hang up to send the reply automatically.
to Reply to Message1. Enter your mailbox # + l + password
2. Press
3. Press
4. Pressto continue reply
6.After the tone leave your message
6. Hangup to automatically send the replyIf you need to edit the message, press any key on the telephone
key pad instead of hanging up the phone to send the message.
Starplus AVP will present the following options:
n Send the message, Press 
[l]n Replay the message, Press 
[2]n Cancel the message, Press 
[3]n Re-record the message, Press 
[4]PressFunction
SEND the message
REPLAY the message
CANCEL the message and replay menu
RERECORD the message
To use this feature, the message that you are responding to must
have been sent from within a mailbox in your 
Starplus AVP sys-
tem.
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							VOICE MESSAGING OPERATIONSTARPLUS @ AVP TECHNICAL MANUAL
H. STATEThe mailbox State determines how the system handles a call
when someone tries to leave a message. Usually, this means 
play-ing the called party’s personal greeting and then prompting the
caller to leave a message. However, several other feature selec-
tions allow the call to be handled differently.
PressFunction
NORMAL mode of operation
OFF mailbox is not available
GREETING ONLY does not taks
FORWARD to an extension
FORWARD to a mailbox
FORWARD to a menuto Set 
the State
1 . Enter your mailbox number and password
for Personal Options-4. Pressfor State
5. Select the State
1.Press [8] for personal options.
2.Press [8] for other options.
3.Press [I] for the state option.
The diagram below shows the selections available and a descrip-
tion of what they are used for:
!  message
w Normal, Press [l] - plays personal greeting and then takes
the caller’s message.
n Off, Press 
[2] - disables the mailbox and caller hears, “This
mailbox is not available. Press 1 to try another mailbox or 0
for an operator.”
n Greeting only, Press 
[3] - plays the personal greeting only
and then, Press 1 to try another extension or 0 for an opera-
tor.
I Forward to an extension, Press [4] - transfers the call to an
extension instead of taking a message.
w Forward to a mailbox, Press [5] - transfers the call to an-
other mailbox instead of this one. For example, in the eve-
ning a sales department might want messages left in a
generic mailbox with common password access.
n Forward to a menu, Press 
[8] - transfers the caller to a cus-
tom designed menu with a number of selections.
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							STARPLUS @ AVP TECHNICAL MANUALVOICE MESSAGING OPERATION
I. MESSAGE
NOTIFICATIONMessage Notification instructs the system to contact you on re-ceipt of a message by dialing an alternate phone number or acti-
vating a paging device.
Playimmediate
numberto Set Message Notification
1. Enter your mailbox 
number.and password
5. Select the type of notification
1.Press [8] for personal options.
2.Press [8] for other options.
3. Press 
[2] for notification.
Notification type can either be immediate or timed. Where immedi-
ate the system will dial you as soon as the message is left, or
timed where the system waits to a set time before dialing you.
The following diagram shows you the selections:
PressFunction
PLAY the current setting
OFF disables message notificationIMMEDIATE notifies on receipt
TIMED to set the time of day
NUMBER to notify at ext or outside phonen Play, Press 
[l] - is used to hear the current settings.
n Off/On, Press 
[2] - turns this feature off/on.
n Immediate/Timed, Press 
[3] -toggles the type of notification
you want.
n Timed, Press 
[4] - is used to set the reminder time.
n Number, Press 
[5] - is used to set the number where you
can be reached. This number can be an internal extension,
outside phone number, or digital pager.
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							VOICE MESSAGING OPERATIONSTARPLUS @ AVP TECHNICAL MANUAL
When the system calls you it will say, “You have a new message
for Your Name. Please enter your password to accept the 
mes-
sage.”Of course, you can access your messages manually at anytime.
However, if you are expecting an important message or do not
plan to be in the office, this feature provides added flexibility.
If you are not available when the system tries to reach you, it will
redial periodically until you receive the message.
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							STARPLUS @ AVP TECHNICAL MANUALVOICE MESSAGING OPERATION
J. EDIT TIME PERIODEdit Time Period allows the mailbox owner to edit mailbox settings
for: Daytime, Evenings, Weekends, and Holidays. To select a time
period:EVENINGS
DAYTIME
IWEEKENDSto Edit Time Period
1. Enter your mailbox # + * & pa&word
4. Select a Time Period to edit
1.Press [8] for personal options.
2.Press [7] for time period option.
3.Press [I - 43 to edit desired period.
PressFunctionfor DAYTIME
for EVENINGS
for HOLIDAYS or SPECIALDAYS
After selecting a time period, additional options will be presented.
The options correspond to the specific Timed Settings options and
parameters found in Edit Mailbox:
n Press 
[l] to edit Greeting
n Press 
[2] to edit Name (the same for all time periods)
n Press 
[3] to edit Password (the same for all time periods)
n Press 
[7] to change edit time period
n Press 
[8] for Other Settings
n Press 
[l] to edit Mailbox State
n Press 
[2] to edit Message Notification State
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							VOICE MESSAGING OPERATIONSTARPLUS @ AVP TECHNICAL MANUAL
K. SEND MESSAGE TO
DISTRIBUTION LISTSend Message To Distribution List allows the user to create a
message and send it to a distribution list. To use this feature, the
Lists setting in Class of Service must have been set to either Per-
sonal or System.
-5.;-/
7rSend a Message to a Distribution List
1. Enter your mailbox # + * + p&sword2. Press q to send a message.
3. Record your message after the tone.
When finished, press any key.
4. Press q if message is okay
_
q to re-record, or q to cancel.5. Enter the three digit list number that is
to receive the message.
6. Press q to send, or press
q to re-enter.I.,,.’ ’;,,:;,I, ;,, ,,,; i,: :L
1.Press [2] to send a message.
2.Record your message after the tone and press any key after
recording to end the message.
3.Press [l] if message is okay.
4.Enter the desired distribution list number.
The distribution name (if recorded) will play.
5.Press [#] to send the message or r] to re-enter the list num-
ber.
6.Enter the next list to send to, or press [#I.PRESS
FUNCTION
qElSEND the message
RERECORD the message
CANCEL the message
LISTEN to the message
After you finish recording the message and before you press 
1 (at
Step 3) to send it, you are given the following options:
w Re-record the message, Press [2]
w Cancel the message, Press [3]
w Listen to the message, Press [4]
310-14Issue 1, April 1992