VoiceTrak Avm Installation And Manitenance Manual

							 
Route Directly to MBX  When this option has been selected and the extension 
option Transfer calls directly to mailbox after hours has been selected, calls for 
that extension will be transferred directly to the mailbox. ( see page 8-39 )    
MBX/EXT  Enter the destination mailbox or extension number where the caller will 
be transferred when the associated DTMF key is pressed.  Voice Connection allows 
you to direct calls differently for each greeting.  For example, if you want calls 
directed differently during the day than at night, you would enter the extension 
information under the appropriate greeting numbers for each.   
Next Action  Enter the destination where the call will be transferred  if the caller 
presses no keys.  If nothing is entered in this box the caller will be transferred to the 
operator.  You may have a different next action for each greeting. 
Verify Button  When this button is clicked with the mouse the information typed in 
the name field for the mailbox number assigned will display under Name.   
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. 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
Audiotext Mailbox 
Audiotext mailboxes are traditionally used to provide extensive information to 
callers.  These mailboxes may be programmed to accept a different number of digits 
than the transfer mailbox.  This is particularly useful in applications that require the 
caller to enter a ticket number to receive information about car repairs, disposition of 
placed orders, elaborate tree structures and etc.  Audiotext mailboxes do not allow 
messages to be recorded. 
 
 System Programming and Database Layout  •  36  
						

							 
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 calls for multiple companies.  The feature can also be 
used to direct calls to personal or departmental secretaries. 
Name  Enter a reference name for the information recorded in this mailbox.  Any 
information entered in this field will be displayed when the mailbox is assigned 
elsewhere in the database and the verify button is pressed. 
Number of Digits Expected  Enter the number of digits that are expected if the 
caller will be given the option to access additional information.  If nothing is entered 
in this field then no digit entry by the caller will be accepted. 
Next Action  Enter the mailbox or extension number where the caller will be 
transferred if no digits are entered.  Leaving this field blank will send the call to the 
operator. 
Options On  Does not apply. 
Mailbox Active  Does not apply. 
Greeting 1, 2, 3  This mailbox can have 3 greetings any one of which may be active.  
Refer to the section on Recording Greetings.    
Max Greeting Length  Enter the length in seconds that the Greeting can be 
recorded.  Note:  Enter information in this field only if the system-wide global 
parameter for this setting is not long enough. 
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. 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
Play Only /Voice Announce Mailbox 
Play only mailboxes are used to provide information to callers.  Callers are not 
allowed to leave messages but may be given the option to dial other extensions or 
mailboxes.  These mailboxes can also be used for recorded announcement messages 
for callers waiting to be answered in a UCD group when the telephone system 
allows. 
 System Programming and Database Layout  •  37  
						

							 
 
Caution:  Do not activate any greeting 
from this screen until the greeting has 
been recorded. 
 
 
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 calls for multiple companies.  The feature can also be 
used to direct calls to personal or departmental secretaries. 
 Name  Enter a reference name for the information recorded in this mailbox.  Any 
information entered in this field will be displayed when the mailbox is assigned 
elsewhere in the database and the verify button is pressed. 
Next Action  Enter the mailbox or extension number where the caller will be 
transferred.  Leaving this field blank will terminate the call if the Options On field is 
not active. 
Options On  Click the mouse in this box if you want the caller to be given the option 
of dialing another extension after listening to the information contained in this 
mailbox. Note:   Information entered in the next action field takes priority over 
this option.  If there is no entry in next action and this option is active, the caller 
will be given the option to dial another extension.  If there is no entry in next 
action and this option is not active, the call will be terminated.  
Mailbox Active  Does not apply. 
Greeting 1, 2, 3  This mailbox can have 3 greetings any one of which may be active.  
Refer to the section on Recording Greetings.  Caution:  Do not activate any 
greeting from this screen until the greeting has been recorded.   
Max Greeting Length  Enter the length in seconds that the Greeting can be 
recorded.  Note:  Enter information in this field only if the system wide global 
parameter for this setting is not long enough. 
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  •  38  
						

							 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
 
User Mailbox 
User mailboxes are designed to play a greeting and take messages.  This type of 
mailbox is assigned to each employee or system user.  The mailbox is generally 
assigned to an extension and the users personal greeting is played when the 
extension is busy or not answered.  User mailboxes may also be assigned separately 
and used by employees, vendors or customers who do not have an office or 
telephone. 
Each user mailbox has three greetings.  Any greeting may be activated at any time by 
the mailbox owner.  Message notification to internal, external and beeper numbers is 
also provided.  Additionally each user mailbox may have five distribution lists of ten 
mailboxes per list.  The mailbox owner may also be given the option to leave a 
broadcast message that will be delivered to all mailboxes on the system. 
 
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 calls for multiple companies.  The feature can also be 
used to direct calls to personal or departmental secretaries. 
Before changing the name the original 
name must be deleted form the 
Directory. 
Last Name  Enter the last name of the person or department assigned to this 
mailbox.  Information entered in this field can be added to the company directory 
and will be displayed when assigned elsewhere in the database and the verify button 
is pressed.  
 System Programming and Database Layout  •  39  
						

							 
First Name  Enter the first name of the person assigned to this mailbox.  Information 
in this field can be added to the directory if the Directory search by first name option 
is selected in the Directory setup screen  
If this field is blank, then the default 
password is pound (#). Password  Enter a 4 digit password that the user will enter to retrieve messages and 
perform mailbox maintenance.  You may leave this field blank allowing the user to 
assign their own password.   
Notify On  With this option the Voice Connection system will notify you when 
messages are present in your mailbox.  This option is automatically active when the 
mailbox is created.  Click the mouse on this to deactivate message notification. 
If no personal greeting is recorded the 
default greeting will play. 
 
Play Default Greeting When active callers will hear a default greeting after hearing
the personal greeting recorded for this mailbox and before messages are recorded.  If 
you do not want this greeting to play, allowing messages to be recorded immediately 
after the personal greeting is played, then you must deactivate this feature.   
Add to the Directory  Click the mouse on this button to add the information entered 
in the name field to the company directory. 
The information is added to the directory the firs time this button is p\
ressed.  
Pressing this button after the information has been added will cause an error 
message to display.  You must delete the information before changing. 
Del From Directory  Click the mouse on this button to delete the information from 
the directory. 
Use Message Waiting Lamp  When this feature is activated, the Voice Connection 
system will light the message waiting lamp on the telephone extension entered into 
the internal notification field.  This option is activated when the mailbox is created.  
Click the mouse on this button to deactivate this feature. 
Only one notification number can be 
active at a time. Internal Notify Number  Enter the extension number that Voice Connection will 
call when messages are present in this mailbox.  If the message waiting lamp option 
is active, the telephone will not ring. 
External Notify Number  Enter the external telephone number that Voice 
Connection will call when messages are present in this mailbox.  The number 
entered here can be any telephone number anywhere.  Use the comma (,) to indicate 
a pause.  Note:  Do not include a prefix such as 9 for obtaining a C.O. Line.  Any 
prefix, if required should be assigned in the Voice Mail System Parameter 
screen. 
Beeper Number  Enter the telephone number of the beeper Voice Connection will 
call if messages are present in this mailbox.  Use the comma (,) to indicate a pause. 
When this feature is entered from the users telephone, Voice Connection 
automatically enters 8 commas and the mailbox number. (Some pager companies 
may require more or less pause time). Voice Connection will automatically hang 
up after the call is made.  Note:  Do not include a prefix such as 9 for obtaining a 
C.O. Line.  Any prefix, if required, should be assigned in the Voice Mail System 
Parameter screen. 
Active Buttons  Click the mouse on the button for the active notification number.   
Next Action  Enter the destination where the caller will be transferred if no keys are 
pressed.  If nothing is entered, the caller will be given the option menu to dial 
another extension or transfer to the operator.  If the word HANG is entered then 
Voice Connection will hang up after the message is delivered.  
Play Broadcast Message(s)  When active this option allows users to receive system 
broadcast messages.  This option is automatically activated when the mailbox is 
 System Programming and Database Layout  •  40  
						

							 
created.  Click the mouse on this button to deactivate this feature and prevent the 
user from receiving broadcast messages. 
Retrieve Messages in LIFO Order  Voice Connection gives you the option to 
retrieve your messages in Last In First Out (LIFO) order or First In First Out (FIFO) 
order.  The FIFO option is automatically set when the mailbox is created.  Click on 
this button to deactivate FIFO and activate LIFO. 
 Auto Purge Messages for this MBX  Voice Connection will automatically delete 
old messages stored for more than a user-defined number of days.  By default, this 
option is active, and messages are deleted after 14 days. 
Purge Messages Older Than  Enter the number of days before old messages will 
automatically be deleted.  The default setting is 14. 
Do not activate any greeting from this 
screen until the greeting has been 
recorded. 
Greeting 1, 2, 3  This mailbox can have 3 greetings, any one of which may be 
active.  The user will record their own personal greeting.   
Max Greeting Length  Enter the length in seconds that the Greeting can be 
recorded.  Note:  Enter information in this field only if the system-wide global 
parameter for this setting is not long enough. 
Max Message Record Length  Enter the length in seconds that a message can be 
recorded.  Note:  Enter information in this field only if the system-wide global 
parameter for this setting is not long enough. 
Distribution list 6 is used only when 
this user has Broadcast Privileges.  
Caution should be taken when 
assigning this privilege to users. 
Distribution List  Each user mailbox can have up to 5 different distribution lists.  
Each list can contain up to 48 mailboxes.  This feature allows a user to record a 
message and the message will be distributed to every mailbox on the list.  In the 
fields provided, enter the distribution list mailbox number for each list. Refer to the 
section on Distribution Mailbox.   
Verify Button  When this button is clicked with the mouse the information typed in 
the name field for the distribution mailbox number assigned will display under 
Name.   
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. 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
Transfer Mailbox 
Transfer mailboxes are used to transfer callers directly to extensions.  A greeting is 
played and the mailbox waits for the caller to enter a pre-programmed number of 
digits.  Calls may be directed to extensions or other mailboxes.  A transfer mailbox 
may also be used for the main system greeting, when the callers are not given a menu 
of choices but are allowed to directly dial an extension. 
 System Programming and Database Layout  •  41  
						

							 
 
 
Operator  Enter the extension where a call will be transferred when the caller 
presses O for the 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 calls for multiple companies.  The feature can also be 
used to direct calls to personal or departmental secretaries. 
Name  Enter a reference name for the information recorded in this mailbox.  Any 
information entered in this field will be displayed when the mailbox is assigned 
elsewhere in the database and the verify button is pressed. 
Number of Digits Expected  Enter the number of digits that the caller is expected to 
enter. 
Greeting   Transfer mailboxes can be used as main greetings or as part of a V-Tree 
structure for directing callers.  Voice Connection allows each transfer 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 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. 
Route Directly to MBX  When this option has been selected and the extension 
option Transfer calls directly to mailbox after hours has been selected, calls for 
that extension will be transferred directly to the mailbox. ( see page 8-39 )    
 System Programming and Database Layout  •  42  
						

							 
Next Action  Enter the mailbox or extension number where the caller will be 
transferred if no digits are entered.  Leaving this field blank will send the call to the 
operator.  A different next action may be entered for each greeting. 
Max Greeting Length  Enter the length in seconds that the Greeting can be 
recorded.  Note:  Enter information in this field only if the system wide global 
parameter for this setting is not long enough. 
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. 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
Distribution Mailbox 
These mailboxes are assigned to owners of user mailboxes who wish to establish 
distribution lists.  Each distribution mailbox allows the user to enter a message that 
will automatically be distributed to 48 other mailboxes. 
Distribution mailboxes are commonly used by managers and department heads to 
deliver the same message to multiple recipients without calling each individual 
mailbox. 
 
Operator  No entry required. 
Name  Enter the name of this distribution list.  Information entered in this field will 
be displayed when this mailbox is referenced elsewhere in the database and the 
verify button is pressed. 
Mailbox  Enter the mailbox numbers where messages recorded for this distribution 
list will be delivered. 
 System Programming and Database Layout  •  43  
						

							 
Verify Button  When this button is clicked with the mouse the information typed in 
the name field for the  mailbox number assigned will display under Name.   
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. 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
Broadcast Mailbox 
A broadcast mailbox is similar to a distribution mailbox.  However, messages that 
are recorded in this mailbox are distributed to all user mailboxes in the system.  Only 
one broadcast mailbox per system is required. 
Security is provided for accessing this mailbox.  The broadcast mailbox is activated 
through a user mailbox, and that user must be assigned this privilege by the system 
administrator.  
A broadcast mailbox is used to deliver recorded messages to every user on the 
system.  Use of this privilege is controlled in the user mailbox screen.  This mailbox 
must be created so that it can be assigned.  However, no editing entries other than the 
name are necessary.  The allowable recorded length of the message can be controlled 
through an entry in the message length field.  The default setting is 180 seconds. 
 
Operator  No entry required. 
Name  Enter the name of this distribution list.  Information entered in this field will 
be displayed when this mailbox is referenced elsewhere in the database and the 
verify button is pressed. 
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  •  44  
						

							 
Next Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the next 
mailbox in numerical order. 
Prev Button  Clicking the mouse on this button will automatically write the 
information for this screen into the database and display the screen for the previous 
mailbox in numerical order. 
Directory Mailbox 
Directory mailboxes are used to allow the caller access to a system or department 
directory.  A directory mailbox allows the caller to enter the first three digits of a 
name.  The caller is then played a selection of names that match the letters entered 
and the caller may then dial the extension. 
 
Operator  Enter the extension where a call will be transferred when the caller 
presses 0 for the 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 calls for multiple companies.  This feature can also be 
used to direct calls to personal or departmental secretaries. 
Name  Enter the name of this mailbox.  Information entered here will be displayed 
when this mailbox is referenced elsewhere in the database and the verify button is 
pressed. 
Password   Does not apply. 
Number of Digits Expected  Enter the number of digits in your extension numbers. 
Greeting 1, 2, 3  This mailbox may have up to 3 greetings any one of which may be 
active.  This mailbox has a default greeting recorded that will ask the caller to enter 
the first three letters of the last name.  If this greeting applies to your installation then 
no further greetings need to be recorded.  Note:  Do not activate any greeting for 
this mailbox until the greeting has been recorded.  DO NOT ENTER ANY 
GREETING IF YOU WOULD LIKE THE SYSTEM GREETING TO PLAY.  
 System Programming and Database Layout  •  45