VoiceTrak Avm Installation And Manitenance Manual

							 
match based on the information entered in the last name field of the user mailboxes 
that have been added to the directory.  If you do not select this option, Voice 
Connection will search for a match based on the first three letters of the first name 
entered in the first name field of the user mailboxes and added to the directory.  
Note:  If you change the directory from one option to another, you must edit the 
user mailboxes, delete the name from the directory, and then re-add the \
name 
to the directory. 
Volume Control  This control is used to change the volume level of the Prompts.  
The range is from 8 to -8; the default value is 0. 
Your Comp. Name  Enter the name of your company.  The name that is entered 
here will automatically appear on all faxes sent with the FAX option. 
Telephone Extensions Start with Digit(s)  Enter the first number used for calling 
extensions.    Entries in this field will block the use of these digits in the Combo and 
Menu mailboxes. 
Number of Retries  Enter the number of times that Voice Connection will attempt 
to notify a user that messages are present in their mailbox.  Notification can be to an 
internal number, external number or beeper.  The setup for these numbers is covered 
in the User Mailbox section of Assigning and Editing Mailboxes.  This parameter 
does not affect message waiting lamp activation. 
Notify Time Interval  Enter the number of minutes that Voice Connection will wait 
between notification calls.  Calls will no longer be made when messages have been 
retrieved from the mailbox.  The initial notification call is always made within one 
minute from the time the message is received in the mailbox. 
System Date & Time  Enter Military Time (3:00 PM = 15:00) 
Extension Size  Enter the digit length of your extension numbers.  
PBX Integration String  Enter the string of DTMF digits that will be sent by the 
telephone system before the extension number or mailbox number is transmitted.  If 
your telephone system does not send an integration string then leave this field blank. 
Integ Delay  Enter the time in seconds that Voice Connection will wait for In Band 
Signaling information to be sent from the telephone system.  For example, when the 
telephone system is programmed to forward busy/no answer calls to the voice mail, a 
string of DTMF digits will be sent to the voice mail when the voice mail answers the 
call.  This information is normally an integration string followed by the extension 
number that forwarded the call.  The voice mail system will then direct the call to the 
proper user mailbox and a personal greeting will be played to the caller.  This 
information is normally sent within the first second.  
Message Lamp On String  Enter the information your telephone system requires to 
turn on message waiting lamps.  Use the prefix field if the telephone system requires 
this information before the extension number, or the suffix field if the information is 
required after the extension number is sent.   
Message Lamp Off String  Enter the information your telephone system requires to 
turn on message waiting lamps.  Use the prefix field if the telephone system requires 
this information before the extension number, or the suffix field if the information is 
required after the extension number is sent.  
Extension Dialing Prefix/Suffix  This parameter allows you to enter a string of 
digits that can be sent as DTMF tones before or after Voice Connection dials the 
extension number.  If you have an application that requires this option, such as 
overriding voice announced calls, enter the digit string in the field and then click the 
mouse on the prefix or suffix button. 
 System Programming and Database Layout  •  26  
						

							 
 
 
Hold Sequences  Before a call can be transferred by Voice Connection the call must 
be placed on hold.  This is accomplished by simulating a momentary interruption or 
hook flash.  Once the call is placed on hold it must be retrieved before it can be 
connected to the extension or hear recorded information.   
On Hold  Enter the information your telephone system requires to place a 
call on hold.  The ampersand (&) is the code to perform a hook flash and 
the “W” represents a 2 second wait for dial tone.  These are the default 
settings and will work with the majority of telephone systems.  Refer to 
your telephone system documentation to verify.  If your telephone system 
requires something different then enter the information in the box provided. 
Off Hold No Answer  Enter the information your telephone system 
requires to retrieve a call from hold when there is no answer at the 
extension.  The (&) represents a hook flash and the comma (,) represents a 
pause.  The default length of time for a pause is one second and may be 
changed (refer to the section on Flash Duration).  The default settings will 
work with the majority of telephone systems.  Refer to your telephone 
system documentation. 
Off Hold Busy   Some telephone systems such as the AT&T System 25 
require a different sequence to retrieve a call from an extension that is busy.  
Refer to your telephone system documentation and enter the correct 
information.  The majority of telephone systems will use the same sequence 
for both no answer and busy.  This is the default setting for this parameter. 
 
Mailbox Setup 
 
Write  Click the mouse on this button if the information entered is correct.  The 
information will automatically be entered into the system database. 
Cancel  Click the mouse on this button when you wish to exit this window without 
saving new information to the database. 
Add Button  Click the mouse on this button when you want to create a new mailbox.  
Refer to the section on Assigning and Editing Mailboxes. 
 System Programming and Database Layout  •  27  
						

							 
Delete Button  Highlighting a mailbox listed in the window and clicking on this 
button will cause the highlighted mailbox to be deleted. 
Edit Button  Highlighting a mailbox listed in the window and clicking the mouse on 
this button will access the editing screen for the highlighted mailbox.  Information 
pertaining to that particular mailbox will be entered.  Refer to the section on 
Assigning and Editing Mailboxes for complete details on each mailbox type. 
Copy Button  Clicking on this button will bring up a screen that will allow you to 
change the features for a group of user mailboxes. 
Quit Button   Clicking the mouse on this button will remove this window from the 
screen. 
Telephone Extensions 
 
Add Button  Click the mouse on this button to add a telephone extension to Voice 
Connection.  Refer to the section on Assigning and Editing Extensions. 
Delete Button  Click the mouse on the appropriate extension number and then click 
on the delete button to delete the extension number from the database. 
Edit Button  Click the mouse on the appropriate extension number and then click 
the edit button to change extension information.  Refer to the section on Assigning 
and Editing Extensions. 
Quit Button  Click the mouse on this button to remove this window from the screen. 
 System Programming and Database Layout  •  28  
						

							 
Auto Attendant Greeting Setup  (Sprint Protege’)  
 
 
When central office calls are directed to be answered by the automated attendant, the 
Protege’ system will forward the trunk number with the call.  This feature allows the 
automated attendant to answer the call and play a greeting based on the trunk 
number.  This feature is unique in that calls requiring different greetings (such as 
multiple companies) no longer have to be directed to a specific port in the call 
processing system.  A call can now be directed to any port and the appropriate 
greeting will be played. 
Trunk Group  Enter the trunk group number as assigned in the Protege’ system.  
Voice Connection automatically enters a one in the first trunk group field. 
From  To  Enter the trunk numbers as assigned in the Protege’ system for the trunks 
in this trunk group.  Voice Connection automatically enters trunk number 700 to 799 
in this field. 
Sun — Sat  Enter the mailbox number that will answer the call and play a main 
greeting for the appropriate day.  Greeting and time of day changes are programmed 
in the mailbox.  Refer to the section on Assigning and Editing Mailboxes.  If a call is 
received on a trunk that is not assigned on this screen the call will be\
 routed to 
the mailbox specified for trunk group one. 
Write Button  Click the mouse on this button if the displayed information is correct 
and Voice Connection will automatically enter the information into the database. 
Cancel Button  Click the mouse on this button to exit this screen without saving 
changes. 
 System Programming and Database Layout  •  29  
						

							 
Auto Attendant Greeting Setup (All other Systems) 
 
 
With Voice Connection callers may be presented with different greetings for each 
day of the week.  The greetings are recorded in a mailbox and the mailbox is 
assigned to the proper port.  Each port or group of ports may have a different set and 
schedule of greetings. 
From  To  Enter the port numbers as assigned to answer the call for this specific 
greeting. 
Sun — Sat  Enter the mailbox number that will answer the call and play a main 
greeting for the appropriate day.  Greeting and time of day changes are programmed 
in the mailbox.  Refer to the section on Assigning and Editing Mailboxes.  If a call is 
received on a port that is not assigned on this screen the call will be routed to 
the mailbox specified for port one. 
Write Button  Click the mouse on this button if the displayed information is correct 
and Voice Connection will automatically enter the information into the database. 
Cancel Button  Click the mouse on this button to exit this screen without saving 
changes. 
Stats 
Mailbox  Allows you to view the number of messages currently saved for each 
mailbox and the status of the message. 
Ports  Shows the number of calls that have been received for each voice port 
 System Programming and Database Layout  •  30  
						

							 
Mailbox Statistics 
 
All Button  Click the mouse on this button to view the combined statistics for all of 
the mailboxes in the Voice Connection system. 
 
View Button   Click the mouse on a mailbox number and then click on View to see 
the statistics for an individual mailbox.  The following information will be displayed 
. 
Msg No.  The number of the message in the order received. 
Date  The date the message was received. 
Hour  The time the message was received. 
ATTR  The attribute of the message (new or old). 
Sender  The extension number if the message was sent by another user. 
Tag  Any special flags that have been set for this message. 
Delete Button  Click the mouse on a message number  and then click on delete to 
erase the message. 
OK Button  Click on this button to exit this screen. 
Assigning and Editing Mailboxes 
This section will give you a detailed explanation of all data to be entered for each 
type of mailbox.  Each mailbox will be covered separately for easy reference.   
 System Programming and Database Layout  •  31  
						

							 
Access Mailbox Setup from the System Programming menu.  The following screen 
will be displayed. 
 
Delete Button  Highlight a mailbox number and click the mouse on the delete button 
to delete the mailbox from the database.  Voice Connection will ask for confirmation 
before deleting. 
Quit Button  Click the mouse on this button to remove this window from the screen. 
 System Programming and Database Layout  •  32  
						

							 
 
Add Button  Click the mouse on the add button to assign a new mailbox and the 
following screen will display. 
 
Create MBX Number  Enter the number of the mailbox that you are creating or the 
starting mailbox number in a range of mailboxes 
To MBX Number  Enter the ending mailbox number if you are creating a range.  If 
only one mailbox of this type is being created, leave this field blank. 
Mailbox Type  Using the letter surrounded by parentheses enter the type of mailbox 
that you are creating. 
Create Button   If the information is correct click the mouse on the Create button 
and the mailbox will automatically be created and added to the system database.  
Once created the mailbox number and type will appear in the window listing the 
mailboxes. 
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. 
Each type of mailbox and an explanation of the information to be entered follows. 
 System Programming and Database Layout  •  33  
						

							 
Fax Mailbox 
Fax mailboxes are used to list the location of the file that will be faxed to the caller 
when the mailbox is selected. 
 
Note:  This type of mailbox applies 
only to Voice Connection systems that 
are equipped with the Fax on Demand 
option. 
 
 
Operator  No entry required. 
 Name  Enter a reference name for this mailbox.  The name you enter will appear in 
the mailbox list window. 
File Name  Voice Connection will enter this information for you.  If you choose to 
enter a filename of a document copied into the system you must follow the format:  
FAXBACK\[filename] 
Max Greeting Length  Does not apply. 
Text/ASCII Document  Click the mouse on this button if the file to be faxed is in a 
text format.  This type of  FAX can only be sent to destinations equipped with a 
CAM compatible fax board. 
PCX Graphics Document  Click the mouse on this button if the file to be faxed is a 
single page document.  If the file is to be faxed to an ordinary fax machine then this 
type of file format must be selected. 
PCX Multi-Page Document  Click the mouse on this button if you are faxing a 
multi-page document. 
REFER TO THE FAX SECTION OF THIS MANUAL FOR AN 
EXPLANATION OF THE REMAINING BUTTONS. 
 
Menu Mailbox 
Menu mailboxes are designed to allow callers to make choices using a single digit.  
When a menu mailbox is accessed, the caller will hear a greeting listing the choices 
and the digit selection for each.  The system manager programs each choice to direct 
the caller to an extension or another mailbox. 
Menu mailboxes may be used for initial greetings thereby giving the caller the option 
of dialing “1” for sales, “2” for service etc.  Menu mailboxes may be linked to other 
 System Programming and Database Layout  •  34  
						

							 
Menu mailboxes, allowing the creation of elaborate tree structures.  They may also 
be linked to other types of mailboxes to allow the caller to receive information, leave 
messages or dial extensions. 
 
Operator  Enter the extension where a call will be transferred when the caller 
presses O for operator.  This may be any extension in your telephone system.  
Note:  The default operator extension is defined in the System Parameters. No 
entry is required unless you desire a different operator destination for\
 this 
mailbox.  An entry here will override the default operator extension.  This 
feature can be used to direct calls to different attendants when the Voice 
Connection is answering call for multiple companies.  The feature can also be 
used to direct calls to personal or departmental secretaries. 
Name  Enter the name of the mailbox.  Information entered here will be displayed 
when the mailbox is assigned elsewhere in the database and the verify button is 
pressed. 
Greeting   Menu mailboxes can be used as main greetings or as part of a V-Tree 
structure for directing callers.  Voice Connection allows each menu mailbox to have 
three greetings that may be controlled by time of day changes.  Record the greetings 
referring to the section on Recording System Greetings.  When you record a new 
greeting you may either activate the new greeting or leave the old greeting active.  
The time of day will control which greeting is active.  Enter the time of day (using a 
24-hour clock) that the greeting will start playing and then enter the greeting number 
to play.  If only one time of day is entered then that greeting will play at all times.  A 
zero (0) is considered a blank field.  GREETING NUMBER ONE (1) MUST BE 
RECORDED AND WILL ACT AS THE DEFAULT GREETING IF NO TIME 
OF DAY CHANGES ARE PROGRAMMED. 
Override Greeting Number  One of the greetings may be used as an override 
greeting.  When active this greeting will play regardless of the time of day.  This 
feature is useful for unusual circumstances, such as an early closing due to weather 
or other emergency.  To use this feature enter  a greeting number in this box.  The 
greeting may be activated remotely from any telephone or by selecting the Override 
Scheduled Greeting Times checkbox. 
Max Greeting Length  Enter the time in seconds that a greeting for this mailbox can 
be recorded.  Enter this information only if the global system wide setting for this 
parameter needs to be overridden. 
 System Programming and Database Layout  •  35