Specifications

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If the receptionist requests a personal mailbox, you can create a guest
mailbox for that purpose. See “Guest Mailboxes” later in this chapter for
instructions. Once the guest mailbox is created, the receptionist should
tell people who might call to dial the extension number of the guest
mailbox to leave personal messages when they call and hear the
Automated Attendant Service prompt.
Additionally, the receptionist can record a note on the personal
greeting at extension 10 to notify callers of the guest mailbox. For
example, the personal greeting for extension 10 can also say “If you
would like to leave a personal message for Ms. Smith, dial [
✳ ] [ T ] [ 3 ]
[
3 ],” 33 in this example represents the two-digit extension number of
the guest mailbox. Remind the receptionist to log in to the guest
mailbox regularly to check for messages, since the guest mailbox
does not have an associated phone with a message waiting light.
If Automatic VMS Cover is not assigned to extension 10, you should
program a VMS Cover button and a Do Not Disturb button on the system
phone at extension 10. Then instruct the receptionist to press both the
VMS Cover and Do Not Disturb buttons (to turn the features on) whenever
the receptionist leaves the desk or leaves for the day. This ensures that
any calls routed to extension 10 when the receptionist is away are
immediately covered by the voice messaging system. If the receptionist
has Automatic VMS Cover, program only the Do Not Disturb button at the
extension.
If selector code 9 on the Automated Attendant Service menu is left at the
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factory setting (which is highly recommended), callers can be routed
directly to the receptionist’s mailbox to leave a message. If this is the
case, let the receptionist know that he or she should review the messages
each morning and distribute them to the appropriate personnel.
Group Calling Tips
It is important to note that voice mail coverage is not provided for group calls.
If your system is set up for group transfer, be sure that the receptionist is aware
of the following items:
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If the Automated Attendant Service transfers a call to a Hunt Group or
Calling Group, and all members in the group are busy (members are
either on the phone or have Do Not Disturb on), the call is transferred to
the receptionist’s extension. When callers transfer to a busy group, they
hear Music On Hold (if it is available) until the receptionist answers.
If the Automated Attendant Service transfers a call to a Calling Group and
the call is not answered, the call is transferred to the receptionist’s
extension after the programmed number of transfer return rings.
If the Automated Attendant Service transfers a call to a Hunt Group that
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has only one available member and that member does not answer the
call, the call is transferred to the receptionist’s extension after the
programmed number of transfer return rings.
NOTES:
Calling Group transfer applies only to PARTNER II systems.
5-4 System Management