Vodavi Starplus Sts Key Systems Programming Operation Manual

							Programming the Voice Mail System C-15
Flash-Based Voice Mail
Setting Operating Mode
Under normal conditions, the pre-programmed Auto Attendant screen controls the greeting 
that plays when the Flash-based Voice Mail answers a caller. This screen tells the Flash-based 
Voice Mail 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.
To change the Operating Mode:
1. Access the System Administrator Mailbox as described on page C-9. The Administrator 
Options menu plays.
2. Press [5] to Set Operating Mode.
3. After the prompt, press:
[1] 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-
[2] to change data - after the prompt, press:
[1] for Day Mode - choice is confirmed, then you return to prompt asking if you want 
to review, change, or exit.
-or-
[2] for Night Mode - choice is confirmed, then you return to prompt asking if you 
want to review, change, or exit.
-or-
[3] 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 [1] through [9] to select another System Administrator task to perform.

Press [
] to return to the system Main CCR Menu.

Press [
] + [
] to exit the system completely.
When the mode is changed manually to either Mode 1 or Mode 2, the Flash-based 
Voice Mail 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. 
						

							C-16 Programming the Voice Mail System
Flash-Based Vo ice Mail
Selecting PBX Integration 
The Flash-based Voice Mail  uses a set of pre-programmed PBX Integration screens. These 
screens provide standard configurations for various PBX systems that might be used with the  
Flash-based Voice Mail .
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 C-9. The Administrator 
Options menu plays.
2. Press [6] to Select PBX Integration. 
3. After the prompt, press:
[1] 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-
[2] to change data - after the prompt, enter the desired two-digit Integration Number 
(0 0 =   V o d av i S T S 2  d ig it ;  0 1 =  V o d av i S T S 3  d ig it ;  0 2 =  V o d av i S T S 4  d ig it ).  Y o u a re  t h en  
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 [1] through [9] to select another System Administrator task to perform.

Press [
] to return to the system Main CCR Menu.

Press [
] + [
] to exit the system completely.
Recording a Prompt 
The  Flash-based Voice Mail  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 C-39
 for a complete listing of the system’s default voice 
prompts.
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. 
						

							Programming the Voice Mail System C-17
Flash-Based Voice Mail
To re-record a System Prompt:
1. Access the System Administrator Mailbox as described on page C-9. The Administrator 
Options menu plays.
2. Press [7] 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 [1] through [9] to select another System Administrator task to perform.

Press [
] to return to the system Main CCR Menu.

Press [
] + [
] to exit the system completely.
Listening to a Prompt
The Flash-based Voice Mail 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 C-9. The Administrator 
Options Menu plays.
2. Press [8] to Listen to a Prompt.
3. After the prompt, enter one of the following three 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 [1] through [9] to select another System Administrator task to perform.

Press [
] to return to the system Main CCR Menu.

Press [
] + [
] to exit the system completely. 
						

							C-18 Programming the Voice Mail System
Flash-Based Vo ice Mail
Change Open and Close Schedule
The Flash-based Voice Mail allows the system administrator to change the Opening and 
Closing Schedule via a DTMF telephone. This is useful for unscheduled closings or hour 
changes.
To change the Open & Close Schedule:
1. Access the System Administrator’s Mailbox as described on page C-9. The Administrator 
Options Menu plays.
2. Press [9] to change Open and Closing schedule. You are prompted to select the day of the 
week to modify.
3. Press the desired digit [1] through [7] to select a day of the week (Sun-Sat) to modify. You 
are prompted to select an option to either change the Closing time or the Opening time.
4. Press [2] for Closing time or [6] for Opening time. You are prompted to select an option to 
review, modify, or delete the time.
5. Press [1] to review, [2] to modify, or [3] to delete the selected value. A recorded 
announcement is provided to confirm the action you have taken.
6. Press [

] after your changes are complete.
7. When all schedule changes are complete, you have three choices:

Press [1] through [9] to select another System Administrator task to perform.

Press [
] to return to the system Main CCR Menu.

Press [
] + [
] to exit the system completely.
Programming System Functions Via Computer
PC Accessibility
Cable Connection -- The cable between the Flash-based Voice Mail unit and the PC must be a 
NULL MODEM arrangement with a 9-pin female connector on each end.

Lift the cover of the STS unit to access the programming port.

After connecting the cable to the PC, plug the other end into the programming port on 
the Flash-based Voice Mail card.
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. 
						

							Programming the Voice Mail System C-19
Flash-Based Voice Mail
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.
8. The HyperTerminal connection is now configured properly for programming the
Flash-based Voice Mail.
9. Exit HyperTerminal, then re-start the program.
10. After connected to the Flash-based Voice Mail, press ESC to access the Main Programming 
Menu.
Navigating in the System
Programming the Flash-based Voice Mail 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 Flash-based Voice Mail 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. 
						

							C-20 Programming the Voice Mail System
Flash-Based Vo ice Mail
Menu Option Screens
Signing On
This is the screen first shown when the programming terminal is connected.
Figure C-1: Sign-On Screen
To enter the programming area, type in the correct password, then press .
The default factory password is 0000. It can be changed by selecting Option 8 on the 
Programming Menu.
The Flash-based Voice Mail displays the Programming Menu shown in Figure C-2. 
						

							Programming the Voice Mail System C-21
Flash-Based Voice Mail
Programming Menus
The programming functions available are shown in Figure C-2. 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 C-2: Programming Menu 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.
Open and Close Schedule
This time control screen is used to set the time when the Flash-based Voice Mail 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.
If the Programming Menu screen is left unattended for longer than five minutes, 
the screen will close and you will need to re-enter the System Password to gain 
access to the Programming Menu screen again. 
						

							C-22 Programming the Voice Mail System
Flash-Based Vo ice Mail
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 Figu re C-3 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 C-3: 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.
2. Press  to store each entry.
To delete an entry:
1. Press the arrow key until the desired field is selected.
2. Then press .
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. 
						

							Programming the Voice Mail System C-23
Flash-Based Voice Mail
System Numbering Plan
This menu screen is used to control how the Flash-based Voice Mail system processes digits 
entered by a caller.
Figure C-4: Number Plan Screen
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 C-5).

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 C-5).
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 (Fig. C-7). 
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 C-8 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. 
Figure C-9 graphically portrays this example. 
						

							C-24 Programming the Voice Mail System
Flash-Based Vo ice Mail
The example in Figure C-5 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 C-5: Number Plan Example
When you program a digit that will route to another CCR box, you MUST enter a 
greeting number that will be played when the caller is sent to the CCR box.
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.
When the Dial-By-Name feature is enabled, the  first dialed digit of 4 is dedicated 
exclusively to the Dial-By-Name function. To enable the Dial-By-Name feature, set a 
value of “Y” in the First Digit Permission field that is associated with the first dialed 
digit of 4; also the fields for Extension, Greeting, and CCR Number must be left blank.