VoiceTrak Voice Mail Auto Attendant System User Guide

							sign. 
 
162 - Your outcall notification table is full. 
 
163 - Please enter the outcall telephone number for notification. 
 
166 - Is this correct?  If yes, touch 1.  If no, touch 2. 
 
170 - Record your notification prompt at the tone.  Touch the pound sign\
 when finished.   
 
172 - You must now enter the start time of your message notification.  Use military time to enter the four 
digit notification start time with hour and minute.  9:30 AM would be entered as 0 9 3 0. 
 
173 - Enter the four digit date to begin this notification.  January 15 would be entered 0 1 1 5. 
 
174 - Enter the stop time of your message notification.  Use military time to enter the four digit notification 
stop time with hour and minute.  5:30 PM would be entered as 1 7 3 0. 
 
175 - Enter the four digit date to stop this notification.  December 30 \
would be entered as 1 2 3 0. 
 
176 - Please enter the outcall notification entry to be changed. 
 
177 - Thats an invalid out call notification entry. 
 
178 - Enter the outcall notification entry to delete.  To delete all entries, touch *.  To exit, touch the pound 
sign. 
 
186 - Hello.  This is VoiceTrak.  One of our system subscribers has a ne\
w message requiring attention.  
Please advise the subscriber of this call.  Thank you. 
 
200 - Enter the mailbox number of the person you wish to send this messa\
ge to. 
 
202 - Im sorry, thats an invalid mailbox number. 
 
203 - Do you wish to add comments?  If yes, touch 1.  If no, touch 2. 
 
205 - Your message request has been forwarded.  What would you like to do with the original message? 
 
230 - To hear existing lists, touch 1.  To add a list, touch 3.  To chan\
ge a list, touch 5.  To delete a list, 
touch *.  To return to the main menu, touch 9. 
 
233 - There is no distribution list at this time. 
 
235 - End of lists. 
 
240 - Enter the list number to modify 
 
242 - There is no such list. 
245 - To hear list members, touch 1.  To add members, touch 3.  To chang\
e the list name, touch 5.  To 
delete list members, touch *.  To return to the main menu, touch 9. 
 
248 - End of list. 
 
255 - Enter the message box number to be added. 
 
260 - Please enter the message box number to be deleted. 
 
265 - The next available list number is. 
 
267 - At the tone, please record a name for this list of users.  When finished, touch the pound sign. 
 
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270 - To cancel and re-record, touch *.  To accept, touch #.  To return \
to the main menu touch 9. 
 
272 - Do you wish to add names to this list?  If yes, touch 1.  If no, t\
ouch 2.  To return to the main menu, 
touch 9. 
 
275 - Enter the list number to be deleted. 
 
281 - Your message has been sent.   
 
300 - You have selected system setup.  Please enter the master password \
or touch # to reenter your box 
number. 
 
305 - Please select a maintenance function.  For department recording ma\
intenance, touch 4.  For 
salutation recording maintenance, touch 5.  To set the system date and t\
ime, touch 6.  To record system 
voice prompts, touch 1.  To record spoken names touch 2.  For remote par\
ameter maintenance touch 3.  
To exit, touch the pound sign. 
 
308 - To listen to a voice prompt, enter the voice prompt number followe\
d by a star.  To return to the 
previous menu, touch the pound sign.  To record a voice prompt, enter th\
e voice prompt number followed 
by the pound sign.  Begin recording at the tone.  When finished, touch the pound sign. 
 
310 - Im sorry.  There is no such voice prompt. 
 
326 - For department voice prompt maintenance, Touch 1.  Touch the pound\
 sign to exit.  
 
327 - To listen to a department voice prompt, enter the department numbe\
r, followed by a star.  To record 
a new department voice prompt, enter the department number, followed by \
the pound sign.  Begin 
recording at the tone.  Touch the pound sign to exit. 
 
328 - Department maps must be entered from the computer keyboard.   
 
329 - To listen to a salutation, enter the two digit salutation number f\
ollowed by the star.  To record a 
salutation, enter the salutation number followed by the pound sign.  Begin recording at the tone.  Touch 
the pound sign to exit. 
 
330 - For salutation recording maintenance, touch 1.  Touch the pound si\
gn to exit. 
 
332 - Salutation maps should be entered from the computer keyboard.   
 
340 - To hear the current system date, touch 1.  To hear system time, to\
uch 2.   
To set the system date, touch 3, followed by a six or eight digit date.  To set the system time, touch 8, 
followed by the four or six digit time.  Touch the pound sign to exit. 
 
343 - Im sorry.  You have entered an invalid date or time format. 
350 - Please enter the number of the segment to be recorded. 
 
355 - To record a spoken name, enter the mailbox number and begin record\
ing at the tone.  When 
finished, touch the # sign. 
 
360 - Please enter the Root Salutation Number for this department mappin\
g.   
 
400 - Please enter your extension number 
 
405 - Please enter your password. 
 
408 - To control day/date/time stamp, touch 1.  For message replay order\
, touch 2.  To control Do Not 
Disturb, touch 3.  For call screening, touch 5.  For call forwarding, t\
ouch 6. 
 
412 - To review call forwarding, touch 1.  To cancel current call forwarding, touch star.  To enter a new call 
 
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							forwarding extension, touch 3.  To activate call forwarding, touch 5, or touch 9 to return to the main menu. 
 
413 - Call Forwarding is turned off. 
 
414 - Your calls will be forwarded to... 
 
415 - Please enter the mailbox number of the person that you wish to hav\
e your calls forwarded to. 
 
417 - Call Screening is turned off. 
 
418 - Call Screening is turned on. 
 
419 - To set call screening for your extension, touch 1 for off, or 2 fo\
r on. 
 
451 - For your personal greeting, touch 1 for greeting 1, and 2 for greeting 2.  To change your password, 
touch 3.  For your Spoken Name, touch 4.  For Distribution Lists, touch 7.  For Outcall Notification, touch 
8. 
 
453 - To listen to your personal greeting, touch 1.  To record a greeting, touch 3 and begin at the tone.  
Finish by touching the pound sign. 
 
454 - To change this greeting, touch star.  To activate this greeting, t\
ouch 5.  To return to the main menu, 
touch 9. 
 
456 - Personal greeting number 1 is now active. 
 
457 - Personal greeting number 2 is now active. 
 
458 - Your messages will be played Last In, First Out order. 
 
459 - Your messages will be played First In, First Out order. 
 
460 - To listen to your spoken name, touch 1.  To record your name, touch 3 and begin at the tone.  Finish 
by touching pound. 
 
461 - To listen to what you have recorded, touch 1, or to cancel and start over, touch Star.  Finish by 
touching the pound sign. 
 
470 - To listen to your existing password, touch 1.  To enter a new pass\
word, touch 3.  To remove your 
password protection, touch star, or touch 9 to return to the main menu. \
 
472 - Your mailbox is no longer password protected. 
473 - Please enter your new password, from 2 to 15 digits. 
 
475 - Confirm the same new password. 
 
476 - Im sorry, those digits did not match your first entry. 
 
477 - Your new password is now active. 
 
478 - Time stamp is now on. 
 
479 - Time stamp is now off. 
 
480 - Do Not Disturb is turned on. 
 
481 - Do Not Disturb is turned off. 
 
490 - Touch zero to repeat these prompts, or 9 to return to the main men\
u. 
 
 
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							495 - Im sorry, you have exceeded your allowable record time.  Please listen to, and delete, all 
unnecessary messages. 
 
500 -507 Reserved for customer provided commercial messages.    Note:  These will ONLY play for 
callers placed on hold by VoiceTrak, and only when the caller has chosen to remain on hold for a busy 
extension, instead of leaving a message.  These messages do NOT play during normal hold through the 
telephone system. 
 
SAL000.VOX - This prompt should be replaced with a recording that includ\
es the company name. 
Thank you for calling.  If you know the extension number of the person you are calling you may 
dial it now.  If you dont know the extension, use our Dial By Name feature by touching 8.  If you 
require assistance, please stay on the line for an operator. 
 
The following voice prompts are required for the optional FAXTrak module and should be altered to fit your 
operation. 
 
370 You must now enter your fax number.  Outside the Atlanta metro area enter your 3 digit area code 
and 7 digit fax number followed by the # sign.  In the Atlanta metero area, dial your 7 digit fax 
number and the # sign. 
 
373 Was this the correct telephone number for your fax machine?  Touch 1 for\
 yes, 2 for no. 
 
376 Please enter the document number.  If you are finished selecting documents, touch the # sign.  
 
377 Im sorry.  The fax document number you selected is not in the system. 
 
525 Your fax document will be sent shortly.  FAXTrak will make 2 attempts to call if the fax machine is 
busy or not answered.   Thank you for using FAXTrak by VoiceTrak. 
 
NOTE:  The following prompts are used only by the RFAX board and not the\
 Intel board. 
 
521  Please press the start button on your fax machine.   
 
522  No faxes have been selected and there is nothing to send. 
 
523  The faxes you selected are... 
 
524  End of list. 
 
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							Limited Warranties 
 
 
Computer Equipment 
VoiceTrak computers carry a LIMITED MANUFACTURERS WARRANTY.  
Components include the keyboard, monitor and all parts inside the case, excluding the 
Rhetorex audio processing board.  These components are warranted from defect for 
one-year from the date purchased from VoiceTrak.  Please refer to the RMA policy for 
information about returns/replacement. 
 
Software 
The obligations of VoiceTrak Inc. in regards to VoiceTrak software are listed in the 
Software License Agreement.  Certain features of VoiceTrak software are dependent on 
the phone system on which the software is installed, as well as the phone system 
software.  Please contact your dealer for information about system features and 
limitations in reference to the phone system that will be integrated to VoiceTrak. 
 
Rhetorex Audio Card 
All Rhetorex audio cards include a MANUFACTURERS LIMITED WARRANTY of th\
ree 
years from the date of shipment from the factory to VoiceTrak. 
 
 
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							RMA Policy 
 
Hardware 
Each VoiceTrak system is tested extensively prior to shipment.  We have specific tests 
for memory, hard drives and Rhetorex boards.  Each system is also placed\
 in a 
continuous test mode for several hours.  Since Random Access Memory (RAM) can 
cause problems that are difficult to diagnose, we have special electronic test equipment 
to test each RAM chip prior to installation.  It is our goal that all systems be 100 percent 
defect free. 
 
Problems may occur in shipping, and on occasion, flaws get past our test\
ing 
procedures.  It is important that you unpack the VoiceTrak unit and test everything as 
soon as possible. Federal Express limits claim time to 15 days from shipment.  
Therefore, dealer claims must be filed in that time frame. Test the unit before going to 
the customer site! 
 
The following policies are a combination of those required by our vendors.  Any 
equipment returned by you to our offices must also be handled by our vendors, so your 
understanding and cooperation are appreciated. 
 
 
Returning Defective Hardware 
You must obtain an RMA (Return Material Authorization) number before returning any 
hardware!  All hardware warranties are depot warranties.  Equipment must be returned 
to VoiceTrak for repair. 
 
DOA (Dead On Arrival) Period  -  Any component that is initially defective or 
inoperable, or becomes inoperable up to 30 (thirty) days from the date of the 
invoice, will be considered DOA.  We will replace the defective component when 
an RMA number has been issued during the 30-day DOA period.  When 
requested, VoiceTrak will put forth its best efforts to make a cross-shipment on a 
DOA return.  Exception:  No activator devices will be replaced until the\
 defective 
device has been received by VoiceTrak. 
 
Warranty Repairs  -  Any component that becomes inoperable after the DOA 
period must be returned to VoiceTrak for repair.  See RMA Procedures. 
 
 
Shipping Damage 
Notification of damaged equipment must be made to VoiceTrak within 48 hours of your 
receipt of the damaged shipment.  When you receive your shipment, please\
 inspect the 
boxes and contents for any physical damage.  If you can detect any physi\
cal damage to 
the contents, CALL VoiceTrak IMMEDIATELY!  The damage claim must be handled 
 
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							from our location.  We will immediately call the shipper and arrange for inspection of the 
damage.  Do not throw away the box or any packing material.  You will st\
ill need to 
obtain an RMA number for any necessary replacement. 
 
RMA Procedure 
RMA numbers are issued ONLY to VoiceTrak dealers. We do not issue directly to end 
users.  Call VoiceTrak at 800-966-4446 and select customer service to request an RMA 
number before you return the item.  You must provide the following information:  Dealer 
name, invoice number and date, defective component and serial number, and the 
specific nature of the problem.  (Our vendors require this information before they will 
authorize a return for us.  We must require that you provide the same information when 
calling for an RMA number.) 
 
Ship the defective component and all accessories in the original box with the original 
packing materials prepaid to VoiceTrak within 20 days.  RMA numbers are \
valid only for 
20 days from the date of issue.  The RMA number must be prominently displayed on the 
shipping label.  All manuals, cables, and other accessories originally shipped must be 
included with the returned component.  You may be charged a restocking fee if any of 
these items are missing.  DOA returns must be in the original packaging and in unused 
condition.  Any component returned without an RMA number displayed on the shipping 
label will be refused. 
Never return the activator device unless a specific RMA number has been \
issued for it.  
The device is necessary for the operation of VoiceTrak.  If it is lost or stolen, you will be 
required to purchase a new software license.  DO NOT return this device \
to us unless 
you receive written authorization from us for the return. 
 
The dealer is responsible for paying shipping charges on components retu\
rned for 
warranty repair.  When requested, VoiceTrak will credit the dealer the UPS Ground 
freight expense for DOA and shipping damage RMAs returned to us.  The c\
redit will be 
applied to your next order.  Under no circumstances will refunds be issued.  VoiceTrak 
will pay the shipping charge to return the repaired component to the dealer.  All RMA 
shipments will be sent UPS Ground unless the dealer chooses to pay the difference in 
ground rates and priority rates.   
 
Components returned under an RMA number are thoroughly tested at VoiceTrak.  On 
occasion, a dealer will determine that a problem is caused by VoiceTrak when its 
actually caused by the phone system, central office, premises wiring, pager company, 
user error or another cause.  Please be sure the problem is caused by VoiceTrak.  
Duplicate the problem on another switch or CO lines before arranging for a return!  If no 
problem is found, the component will be returned to the dealer as a C.O.D. shipment 
with a minimum service charge. 
 
 
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							VoiceTrak License Agreement 
By installing VoiceTrak, you indicate your acceptance of the following VoiceTrak Software License Agreement.  This 
is a legal and binding contract between you, the end user, and VoiceTrak.  By accepting and installing VoiceTrak, you 
agree to be bound by the terms of this agreement.  If you do not agree to the terms of this agreement, you should 
immediately return the software and all accompanying items for a full refund. 
 
Software License 
1.  Your rights.  VoiceTrak hereby grants to you the right to use a single copy of the enclosed VoiceTrak software (the 
SOFTWARE) on a single terminal connected to a single computer (i.e., with a single CPU).  You may not use it on 
more than one computer or terminal at the same time. 
 
2.  Copyright.  The SOFTWARE is owned by VoiceTrak and is protected by United States copyright laws and 
international treaty provision.  Therefore, you must treat the SOFTWARE like any other copyrighted material (i.e., a 
book or musical recording) except that you may either (a) make one copy of the SOFTWARE solely for backup or 
archival purposes, or (b) transfer the SOFTWARE to a single hard disk provided you keep the original solely for 
backup and archival purposes.  You may not copy the written materials accompanying the SOFTWARE.  
 
3.  Other restrictions.  You may not rent or lease the SOFTWARE, but you may transfer the SOFTWARE and 
accompanying written materials on a permanent basis provided you retain no copies and the recipient agrees to the 
terms of this Agreement.  You may not reverse engineer, decompile, or disassemble the SOFTWARE that is 
provided.  If the SOFTWARE is an update, any transfer must include the update and all prior versions.  You retain the 
right to change the voice prompts supplied by VOICE TRAK.   
 
Limited Warranty.  The diskette(s), manual and sentinel device that make up this software product are warranted by 
VoiceTrak to be free from defects in materials and workmanship for a period of 30 days from the date you purchase 
this product.  If you notify VoiceTrak within the warranty period of such defects in materials or workmanship, 
VoiceTrak will replace the defective diskette(s), manual or sentinel device.  
 
Within 30 days of your purchase of this software package, if the package does not do what we advertise in our 
marketing materials, you must notify VoiceTrak of the problem, in writing, or by telephone with a written confirmation.  
If VoiceTrak does not correct the problem within 10 working days of receiving your notification, you will be given a 
return authorization number and you may return the software to VoiceTrak or your dealer for a refund of your 
purchase price for the software.  VoiceTrak will not accept returns of opened software without a return authorization 
number. 
 
The sole remedy for breach of this warranty is limited to replacement of defective materials and/or refund of purchase 
price and does not include any other kinds of damage. 
 
Apart from the foregoing limited warranty, the software programs are provided AS IS, without warranty of any kind, 
either expressed or implied.  The entire risk as to the performance of the programs is with the purchaser.  VoiceTrak 
does not warrant that the operation of the programs will be uninterrupted or error-free.  VoiceTrak assumes no 
responsibility or liability of any kind for errors in the programs or documentation of/for the consequences of any such 
errors. 
 
The laws of the State of Georgia govern this agreement.  Any litigation to enforce or interpret this Agreement shall be 
filed and heard only in the state or federal courts for Hall County, Georgia.   
 
Should you have any questions concerning this agreement, or if you wish to contact VoiceTrak for any reason, please 
write:  VoiceTrak, 5089C Bristol Industrial way, Buford, GA  30084, or call 770-945-1776. 
 
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FCC Registration  
 
The following information applies to the Rhetorex audio processing board\
s.  This 
information is provided for agencies that may require an FCC registratio\
n number as 
art of the RFP process.  p
 --VoiceTrak 
 
This device has been granted a registration number by the Federal Communications Commission, under 
part 68, Rules and Regulations for Direct connection to the Telephone Li\
nes: 
 
1.  Direct connection to the telephone lines may be made only through the standard plug-ended 
cord furnished to the utility-installed jack.  No connection may be made to party or coin phone 
lines.  Prior to connecting the device to the telephone lines, you must know the following 
conditions: 
 
2.  Customers connecting terminal equipment or protective circuitry to the telephone network,  
shall, upon request of the telephone company, inform the telephone compa\
ny of the particular 
line(s) to which such connection is made, the FCC registration number,\
 and ringer equivalence 
number of the registered terminal equipment or the registered protective circuitry. 
 
3.  Repairs may be made only by the manufacturer or his authorized service agency.  
Unauthorized repairs void registration and warranty.  Contact seller or \
manufacturer for details of 
permissible user-performed routine repairs, and where and how to have other than routine repair 
work done. 
 
4.  If, through abnormal circumstances, harm to the telephone lines is c\
aused, the equipment 
should be unplugged until it can be determined if it or the telephone li\
ne is the source.  If the 
equipment is the source, it should not be reconnected until necessary re\
pairs are effected. 
 
5.  Should the telephone company notify you that your device is causing harm, the device should 
be unplugged.  The telephone company will, where practical, notify you that temporary 
discontinuance of service may be required.  However, where prior notice is not practical, the 
telephone company may temporarily discontinue service, if such action is reasonably necessary.  
In such cases, the telephone company must a) promptly notify you of suc\
h temporary 
discontinuance, b) afford you the opportunity to correct the condition, and c) inform you of your 
rights to bring a complaint to the FCC under the rules. 
 
6.  The telephone company may make changes in its communication facilities, equipment, 
operations, or procedures where such action is reasonably required in the operation of its 
business and is not inconsistent with FCC rules.  If such changes can be\
 reasonably expected to 
render any customers devices incompatible with telephone company facilities or to require 
modification or alteration, or otherwise to materially affect the equipments performance, written 
notification must be given to the user to allow uninterrupted service. 
 
FCC Registration   IA92PV-10975-NM-E 
Jack     RJ14 
Ringer Equivalence   0.34 0.3B 
 
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							Glossary 
 
 
Action Code  Used in department mapping to define if a DTMF keypress will 
transfer to a mailbox (M), department (D), FAXTrak (F and P) or a 
function (@). 
 
Audiotext  Pre-recorded information offered to callers.  Typically accomplished 
through the use of I boxes. 
 
Box Type  Set from User/Mailbox to define the type of mailbox.  Mailbox types 
are dependent upon the type of phone system, as well as the 
application. 
 
BROWSE.EXE Utility program used to check databases for corruption. 
 
Call Processing The ability of a system to take calls and route the calls to the 
appropriate area, depending upon the caller input. 
 
Call Screening Feature that allows mailbox users to hear who is calling them and 
then choose to accept or reject the call. 
 
Cascade  Outcall notification feature to call a series of numbers in a specified 
amount of time, if the message is not retrieved. 
 
Co-Session  A package by Triton Technologies and licensed by VoiceTrak for 
maintenance of VoiceTrak systems via modem.  The HOST portion 
of Co-Session is installed on the VoiceTrak machine.  The 
REMOTE portion of Co-Session is used to connect with a HOST 
enabled system. 
 
Days to Keep  
Message  Systemwide setting for automatic purge of all messages. 
 
Delay Ring  Technique so callers ring first at one location, then another.  Many 
phone systems allow overflow from one hunt group to another, 
generally an operator hunt group overflows to the VoiceTrak hunt 
group.   
 
Department  The areas where DTMF keypresses offered in a salutation are 
defined.   
 
Dial Through The ability to bypass a salutation or personal greeting by directly 
dialing a mailbox or department digit. 
 
 
Digit Trap  Also see Follow-On ID.  Certain phone systems can forward a call 
to VoiceTrak with trailing digits, but the digits contain only the 
 
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