VoiceTrak Avm Getting Started Manual

							of the greeting and the amount of time for message recording is controlled by each 
individual mailbox.  As an option callers may be allowed to dial other extensions or 
mailboxes from each mailbox type. 
Please refer to the programming section in this manual for complete details on how 
to assign and program these mailboxes. 
Accessing Mailbox Setup 
To access mailbox setup, click the mouse on Config and then on Mailbox Setup. 
 
 
 
 
The following screen will display. 
 
Adding Mailboxes 
Click on the Add button.  The new mailbox screen will appear. 
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You may create one mailbox or up to 50 mailboxes of the same type at one time.  To 
create a mailbox click the mouse on the type of mailbox you want to create.  Next, 
enter the mailbox number (or the first mailbox number in a range) in the Create 
Mailbox field.  If you are creating more than one mailbox enter the last mailbox 
number in the range into the To Mailbox field.  Click on OK to create or click on 
Cancel if you wish to exit without creating mailboxes. 
Continue this procedure for each type of mailbox you want to create. 
Editing Mailboxes 
After the mailbox has been created, programming information for the mailbox must 
be entered into the database.  Voice Connection accomplishes this through editing 
screens.  A separate screen is used for each mailbox.  Each mailbox type has its own 
unique screen.   
All mailboxes share some common features.  Every mailbox is password protected.  
Mailboxes that play greetings allow up to three greetings to be recorded.  The length 
of the greeting and the amount of time for message recording is controlled by each 
individual mailbox.  As an option, callers may be allowed to dial other extensions or 
mailboxes from each mailbox type. 
The User and Combo mailboxes are the most common types used.  They are also the 
only ones required to get your Voice Connection system functioning in a basic 
configuration.  For the purpose of this document, we will concentrate on these two 
mailbox types.  If your application requires other, types of mailboxes please consult 
the Installation and Technical manual. 
Editing Combo Mailboxes 
Select the Combo mailbox you want to edit from the list of mailboxes on the mailbox 
list.  Click on the Edit button.  The Combo mailbox screen will then be displayed. 
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Greeting Schedule  
You may record three (3) separate greetings for a Combo mailbox.  These greetings 
can then be programmed to play at four (4) different times during the day.  Greeting 
changes are most common in Combo mailboxes that are used as main greetings.  One 
greeting will play during the hours a business is open and another at night or when 
the business is closed.  Combo mailboxes used for routing purposes, normally only 
require one greeting. 
If your application requires a greeting change, enter the greeting number and the 
time of day that the greeting should start playing.  Make sure you enter the time in 
the military format. 
An Override option is available when a greeting other than the scheduled greeting 
must be played.  To activate this option check the Override box and enter the 
greeting number that you want to play.  This greeting will continue to play until the 
option is de-activated.  You may also activate and de-activate this option remotely 
from any telephone. 
Menu Selection 
Digits selected as Extension starting 
digits will not be available for menu 
choices. 
If your application offers callers a menu choice, enter the routing information for 
each choice under the appropriate greeting in the MBX/EXT fields.  Callers may be 
routed differently for each greeting. 
Callers accessing this mailbox can enter extension or mailbox numbers.  If a one-
digit menu choice is entered, the caller will be routed to the appropriate location.  
Warning:  Do not enter the current 
mailbox number in the next action 
field.  Doing so can cause an endless 
loop condition 
A next action field is provided for each greeting.  Callers will be routed to the 
location entered in this field if they do not enter any digits.  If this field is left blank, 
the caller will be routed to the operator. 
Miscellaneous 
If the greeting you are recording for this mailbox is longer than the default time 
entered in the System Parameters, you may override the default by entering a 
different time (in seconds) in the Max Greeting Length field. 
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							You may also route the caller to a different operator if zero (0) is entered while the 
greeting for this mailbox is playing. 
Using this feature will prevent delays 
in reaching a user mailbox during 
obvious times that the user will not be 
present 
Voice Connection also provides you with an option to route calls directly to a user’s 
mailbox and not ring their extension.  This option is available on a per extension 
basis. (Refer to the extension setup section.)  However, if you provide this option, 
you must also activate it here.  This feature is commonly used to allow callers to be 
routed to extensions during the day but not at night.   
This feature will automatically be activated when the selected greeting(s) is active. 
Saving your data 
When you have entered all of your data click the OK button to save the information 
and return to the Mailbox screen.  You may also save your data and move directly to 
the Next or Previous mailbox by clicking the appropriate button. 
If you do not want to save the data entered, click Cancel.  You will be returned to the 
Mailbox screen. 
 
 
 
 
 
 
Editing a User Mailbox 
Select the User mailbox you want to edit from the list of mailboxes on the Mailbox 
List screen.  The User mailbox screen will then be displayed. 
 
The majority of the options available for this mailbox are controlled by the mailbox 
user.  Only a few entries will be required for each user mailbox at this time. 
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							Enter the first and last name of the person assigned to this mailbox.  The information 
entered here will display in the name field on the Mailbox List screen.  The 
information will also be used for the system directory. 
Voice Connection allows you to save messages.  However, to conserve disk space 
saved messages are permanently purged from the system after a pre-set number of 
days.  The default setting is 14 days.  You may change this setting if desired. 
 If the user wants their calls routed to someone other than the system operator 
(perhaps a secretary) when a caller presses zero (0) while listening to the greeting, 
enter the extension or mailbox number in the Operator Extension field. 
If you are building a company directory, click Add to Directory.  After the directory 
information is recorded, their directory information will be available. 
If you do not wish this person to be notified when messages are received, turn off 
message notification by removing the “x” in the Notify On box. 
If message waiting lamp notification is not available, turn off this option by 
removing the “x” from the Use Message Waiting Lamp box. 
Leave the remaining fields blank at this time. 
Saving your data 
When you have entered all of your data click the OK button to save the information 
and return to the Mailbox screen.  You may also save your data and move directly to 
the Next or Previous mailbox by clicking the appropriate button. 
If you do not want to save the data entered, click Cancel.  You will be returned to the 
Mailbox screen. 
 
Extension Setup 
In this section you will enter the data for the extensions in your telephone system. 
To access the Extension setup screen click on Config and then on Extension setup. 
 
The following screen will appear. 
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To add extensions click the ADD button. 
 
If you want to assign a mailbox number 
to an extension that is different from 
the extension number, you must create 
the extensions one at a time. 
You may create one extension or a range of up to 50 extensions at a time.  However, 
if you are creating a range, you must have previously created a mailbox for every 
extension in the range. 
You may create an extension without assigning it to a mailbox by entering NA in the 
Related Mailbox field. 
 
 
 
Select the type of transfer the Voice Connection system will perform. 
Blind Transfer 
A blind transfer is the most common type of transfer when the Voice Connection 
system is attached to a telephone system that is capable of full voice mail integration.  
After the caller enters the extension number, the caller is put on hold and Voice 
Connection dials the extension and hangs up.  Voice Connection is completely 
released from the telephone system and is ready to take another call on the voice 
port.  If the transferred call is not answered, the telephone system forwards the call 
back to Voice Connection.  When Voice Connection answers, the telephone system 
sends the extension number that the call was transferred from and Voice Connection 
directs the call to the proper mailbox. 
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							Supervised Transfer 
To select the supervised transfer 
option, remove the “X” from the 
Always blind transfer box. 
Supervised transfers are used when the telephone system cannot provide integration 
information to Voice Connection.  They are also used in situations that require 
special features such as Call Screening.   
When a supervised transfer occurs, the caller is put on hold but the Voice Connection 
system does not hang up.  The voice port remains busy while Voice Connection 
monitors the call progress.  When the call is answered and accepted at the extension, 
Voice Connection will hang up and release the port.  No other calls can be processed 
on this port while a supervised transfer is in progress. 
Supervised transfers, while not recommended, do offer some additional features for 
special circumstances.  The associated mailbox number can be different from the 
extension number or there may be no mailbox assigned.  Callers can be given the 
option to dial another extension before leaving a message or they can be allowed to 
hold if the extension is busy.  Call screening is also available.  If any of these 
features are required during a supervised transfer, click on the desired feature.  An 
“X” will be placed in the box next to the feature selected. 
Route Directly to Mailbox After Hours 
This feature is described in the Editing Combo Mailboxes section.  If you desire this 
feature to be activated for this extension, click on this option. 
Editing and Deleting Extensions 
 
You may edit an extension after it has been created.  To edit an extension, highlight 
the extension number and click the Edit button. 
To delete an extension, highlight the extension and click the Delete button. 
Main Greeting Setup 
The main system greeting (the one callers hear when Voice Connection answers) 
must be assigned to each port.  Greetings must be assigned for day and night as well 
as days of the week.  With Voice Connection you have the flexibility to assign a 
different greeting to each port.  Different greetings may be assigned for different 
days or time of day. 
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							Main greetings are generally assigned to Combo Mailboxes, Menu Mailboxes or 
Transfer Mailboxes.  In this section you will find a description for assigning 
mailboxes and greetings for each of these types of mailboxes. 
Mailbox Selection 
Before you select the type of mailbox for your main greeting, you must first 
determine how the calls will be routed after the call has been answered by the Voice 
Connection system.  Each type of mailbox offers you different options.  A brief 
description of each follows. 
Transfer Mailbox  Transfer mailboxes give callers the option to enter the extension 
number for the desired party, to dial the operator, or to access the company directory.  
If the caller chooses not to enter any information, they will be routed to the 
destination entered in the Next Action field of the transfer mailbox.  This destination 
is normally the attendants extension. 
Menu Mailbox  Menu Mailboxes offer the caller a choice of items (e.g., for Sales 
press One, for Service press Two, etc.) that, when selected, will automatically route 
the caller to the proper extension or mailbox.   While the caller also has the option to 
either dial the operator or access the company directory, they can not dial directly in 
to an extension, being limited to the menu of choices that the mailbox has been 
programmed with.  If the caller chooses not to enter any information, they will be 
routed to the destination entered in the Next Action field, the same as for a Transfer 
Mailbox. 
Combo Mailbox  Combo Mailboxes combine the features of both the Transfer and 
Menu mailboxes.  Callers may elect to dial an extension number or select from a list 
of choices, while also having the option to dial the operator, or access a company 
directory.  If the caller chooses not to enter any information, they will be routed to 
the destination entered in the Next Action field. 
Creating and Assigning the Mailbox 
Creating the Mailbox 
After you have selected the type of mailbox that will act as your main greeting, you 
will need to create, edit, assign and record the greetings for the mailbox.   
1.  Select Mailbox Setup from the Config Menu. 
2.  When the mailbox list appears click the mouse on ADD. 
3.  Assign a number for the mailbox. 
4.  Enter the type of mailbox to be created. 
5.  Create the mailbox. 
After you have created the mailbox, select EDIT and enter the appropriate 
information. 
Accessing the main greeting setup 
Click the mouse on Config and then on Auto Attn greeting setup.   
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Assigning the Mailbox 
After the mailbox has been created, it must be assigned as the main greeting for each 
port or trunk number. 
1.  Select Auto Attendant Greeting Setup from the Config Menu. 
2.  Enter the appropriate range of ports or trunk numbers. 
3.  Enter the appropriate mailbox that will act as the main greeting for each day of 
the week. 
4. Click the mouse on the Write button. 
 
 
Voice Connection Getting Started Programming the Voice Connection Database  •  27  
						

							Recording System Greetings 
Recording Greetings for System Mailboxes 
Voice Connection comes with system prompts already recorded.  However, greetings 
or prompts for system mailboxes such as Combo, Menu and Transfer must be 
recorded at the time of installation.  Though these greetings may be recorded from 
any telephone, you are required to enter Voice Connection as the system manager to 
record them. 
1. Call the Voice Connection system.  
2.   When your call is answered, press the star (*) key. 
3.           Voice Connection will prompt you for your mailbox number.   
                   Note: Do NOT enter your Mailbox Number. 
4. Press the pound (#) key. 
5. You will be asked to enter the system password. 
6. Enter the current password (The default password is 0#). 
If you have changed the system password, you must enter the new password at 
this time.  The pound (#) key MUST be pressed after the password has b\
een 
entered. 
7. Select one (1) to Edit System Mailboxes. 
8. Enter the number of the system mailbox that you wish to record.   
9. Press one (1) to record a new greeting. 
10. Start recording at the beep.  Press pound (#) when finished.  
11. You may then: 
 Press (1) to review your greeting; 
 Press (2) to save your greeting; 
 Press (3) to re-record your greeting. 
Make sure you accept the greeting and activate the greeting before you exit. 
28  •  Contents Voice Connection Getting started