System Administrator’s Manual Part Number 770804B April 1992 Including Software Version 3.
SystemAd.min,istrato.& M:an.u.al~: S-upp&vmt: “”..:..i The lNFOSTAR’“W2 is now being shipped with softwareversion 3.0. This document gives a description ofthe new features and the changes that were made to the existing features. A new section - Section 70 - System Administration Reports has been added to the back of this manual. The command summaries on page 5.7 and pages 6.25 -26 have been updated to software version 3.0.
Q Reports - The optional Reports feature is designed to help system administrators analyze data and monitor subscriber’s usage so they can operate their systems at optimum performance and plan for additional capacity (ports and hours). Reports are accessed via the system monitor. The reports can be viewed on the system monitor, printed to the system printer, or “printed” to a floppy disk for storage.
Changes To Existing 0 Features On Line Programming Menu - The On Line Programming menu has been updated to include the new features. The menu is now two pages. Press the Page Up or Page Down keys to move from one page to the next. See Figures 2 and 3. [Ver 3.01 COMPANIES [A] Setup [B] Parameters MAILBOX [C] Setup [D] Status [E] Link [F] Ext. Access [cl Type [ON LINE [L] InfoStar Personal Groups P.B.X Parameters [N] P.B.X Functions CALLS STATUS [OA] Call Count [M] Code [H] Out Dial Sched. [I] C.C.
. q . Mailbox Type 17 - calls to mailboxes with this type are routed to the starting point for non-subscriber voice mail with prompts to spell the subscriber’s name. This mailbox type accepts only spell-by-name. A mailbox number cannot be dialed. Mailbox Type 18 - calls to mailboxes with this type are routed to the starting point for non-subscriber voice mail with prompts to spell the subscriber’s name. This mailbox type accepts only spell-by-name. A mailbox number cannot be dialed.
Table of Contents Section Page , Section 1 - Introduction ....................................................................... 1.1 INTRODUCTION ............................................................. 1.1.1 BASIC DESCRB’TION ...................................................................... 1.1.2 MAILBOXES .................................................. 1.1.3 BULLETIN BOARD MAILBOXES 1.1.4 MULTIPLE USERS ................................................................ 1.
Table of Contents Section 2.8 COMPANY PARAMETERS .............................................................. 2.8.1 MAILBOX.. ....................................................................... 2.8.2 GREETING ....................................................................... 2.8.3 GENERAL ........................................................................ 2.8.4 HOW TO PROGRAM .............................................................. 2.9 PBX PARAME TERS SCREEN ..........................
Table of Contents Section Page Section 5 - System Administrator 5.1 INTRODUCTION Mailboxes ....................................................................... 5.2 SYSTEM ADMINISTlViTOR’S OF’TIONS 5.1 ................................................. 5.3 SYSTEM GREETINGS .................................................................. 5.3.1 SAMPLE GREETINGS ............................................................. 5.3.2 RECORDING SYSTEM GREETINGS ...........................................
Table of Contents Page Section 6.5 MESSAGE PLAYBACK FEATURES ...................................................... 6.51 ORDER OF REVIEW .............................................................. 6.5.2 FEATURES AVAILABLE WHILE LISTENING TO MESSAGES ....................... 6.5.3 REVIEW A MESSAGE ............................................................. 6.5.4 WHILE LISTENING TO A MESSAGE ............................................... 6.5.5 PLAYBACK CONTROLS .........................................
Table of Contents Section Page Section8 - Custom Call Routing 8.1 lNTRODUCTION .............. ......................................................... 8.1 8.2 DESIGNING THE ROUTING PLAN ..................................................... 8.2.1 WHERE TO ROUTE CALLERS? ................................................... 8.2.2 HOWDOCALLSGETTOCCR? ................................................... 8.2.3 WHEN SHOULD CCR BE ACllVE? ................................................. 8.2.
Table of Contents Section Page , Section 9 - Outdial 9.1 INTRODUCTION ...................................................................... 9.1 9.2 MAILBOX USER ....................................................................... 9.3 SYSTEM ADMINISTRATION ........................................................... 9.3.1 RECORDING THE COMPANY NAME FOR OUTDIAL GREETING 9.3.2 PLAYING THE COMPANY NAME ................................................. 9.3.3 ERASING THE COMPANY NAME .................
Table of Contents Section Page 10.8 UNINITIALIZED MAILBOX REPORT (N REPORT) ..................................... 10.8.1 ACCESSING THE UNINITIALIZED MAILBOX REPORT .......................... 10.8.2 REPORT DEFINITIONS .......................................................... 10.8.3 PRINTING THE UNINITIALIZED MAILBOX REPORT ............................ 10.8.4 COPYING THE UNINITIALIZED MAILBOX REPORT TO A DISK ................. 10.13 10.13 10.13 10.14 10.14 10.9 SYSTEM GROUP LIST REPORT (0 REPORT) ......
Section 1 - Introduction 1 .I INTRODUCTION The INFOSTAR”/VX2 is a compact high performance voice processing system which connects to a business telephone system. This voice processing system offers businesses the ability to exchange information through the telephone without requiring simultaneous participation by the caller and the receiver. Callers can give instructions to the system about which extension they want to reach.
Introduction 1.1.2 MAILBOXES As messages are recorded, they need to be stored in such a way that they can be retrieved efficiently. The system stores messages in mailboxes. Each user, or subscriber, is assigned a mailbox number for their private use. Each mailbox is protected by a user-programmed access code. Thus, the user is the only one who can retrieve messages left in their mailbox.
Introduction menu, and which dial pad digits are used to route calls are completely under the system administrator’s control. Based on caller input, a call can be routed to a telephone system extension (or hunt group, ucd group, etc.), a system mailbox, or another CCR menu. A call routed to an extension is an unscreened, and unsupervised transfer. 1.1.7 OUTDIAL The outdial feature is used to call subscribers and notify them that a new message has been received in their mailbox.
Introduction 1.4.3 SUBSCRIBER TRAINING Each system administrator must determine, in conjunction with the installing organization, the most appropriate training strategy for the organization. Training options range from formal training sessions to just sending out a memo along with copies of the user documentation. Other alternatives include training via INFOSTAIUVXZ messages or personal one-on-one sessions. 1.4.
Introduction 1.5.7 HARD DISK DRIVE This is the storage device for the system. It provides storage for: , 8 operating system 0 system software 0 voice prompts 0 user voice messages The storage capacity of the hard disk is either 40, 80, or 200 MB, depending sired. 1.58 upon storage time de- HARDWARE ACTIVATOR The system also requires a hardware activator be installed. This hardware activator is commonly called a “dongle,” or a “key” and is installed on the parallel printer port.
Section 2 - Initial Setup 2.1 INTRODUiTlON Before the system actually begins processing calls, certain information must be entered to complete the installation. Information about the company, the telephone system, and mailboxes must be entered. This section gives you the information you need to customize the VX2 to a particular installation, and to begin working with the monitor and keyboard. It describes the format of the displays and the use of the special-purpose keys on the keyboard.
Initial Setup 2.2.2 CONFIRMATION REQUIRED For some functions you may be asked to confirm the action you requested before it is actually executed by the system: This confirmation process is a safeguard for actions that would cause some inconvenience if performed accidentally. When a confirmation is required, a prompt appears on the screen requesting you enter “Y” or “RETURN”to confirm the operation. Pressing “N” cancels the request. 2.2.
Initial NOTE: Select IDS for new system installations EXECUTONE IDS. Setup when integrating to any configuration of the The code S96 is used to integrate the ISOETEC@ SysterrJ96. The code S66 is used to integrate the ISOETEC@ System/66. The code ECX is used to integrate the Encore” CX telephone systems. Use the arrow keys to move the cursor to the desired code (make certain the NUM LOCK is off), then press RETURN. 2.
Initial In addition link a port which Line values used Setup to defining the task for each of the system's ports, the Run Dialogue screen is used to to a particular Line Set-up screen. The Run field at the top left of the screen defines Set-up screen is used for a particular port. The Line Set-up screen defines the set of PBX on a port (see the Line Set-up Screen section). The Run Dialogue screen also displays the amount of space left on the hard disk in a bar graph on the left side of the screen.
Initial 2.7 COMPANY Setup INFORMATION The first thing to program is the name and address of the installation. on the Company screen. This information is programmed From the Main Menu, press the Fl key, then press 1. The Company screen appears. See Figure 2-4. The ESCAPE key can be used at any time while in this screen to return to the Main Menu. [COMPANY s.cREEN] SCREEN]!, COMPANY.... MAILBOX DIR - STARTS: _NAME: ADDRESS: P.O.
Initial Setup 2.8 COMPANY PARAMETERS The Company Parameters screen is used to enter information about mailboxes tem administrator mailboxes, and the initial greeting information. and access codes, sys- 2.8.1 MAILBOX Mailbox Extension This value is the number of digits in a mailbox number. A single digit from 1 to 7 is entered in this field. All mailboxes in the system have the same number of digits. The default value for this field is 4.
Initial Setup Access Code Max Length This value is the maximum number of digits in a mailbox access code. A mailbox access code may be any length from the value entered for Access Code Min Length up to the value entered for Access Code Max Length. A single digit from 1 to 9 is entered in this field. The default value for this field is 4. System Group Range This is the range of numbers in the System Group List access codes. Enter the range using the same number of digits as defined for Group Code Max.
Initial Broadcast Message Setup No entry is permitted in this area. This area indicates if there is a system broadcast message active (a plus sign in the first field) and the time and date it was recorded. A minus sign in the first field indicates a broadcast message that was deleted. * Screen Trans 2.8.4 HOW TO PROGRAM This field is not used at this time. From the Main Menu, press the F4 key, then press 1. The Company Parameters screen appears. See Figure 2-6.
Initial 2.9 PBX PARAMETERS Setup SCREEN The PBX Parameter; screen is used to describe the telephone system to the VX2 system. There are several screens are already defined for certain telephone systems. These systems are listed in Section 2.3 Auto Integration. If you are connecting the VX2 system to a telephone system not listed, the values for this screen must be determined from the telephone system vendor (or telephone system documentation).
InitiaZ Setup Minimum On-hook Duration This is the minimum time a VX2 system port must stay on-hook after completing a call before going off-hook for another action. This field is used to prevent calls from being inadvertently placed on hold. This field defaults to 1 second. Wait For Dial Tone This is how long the VX2 system waits for dial tone from the telephone system before going on-hook and trying again. This field defaults to 2 seconds.
Initial Setup next field. To move to the next field before a field is filled, press the RETURN key. Use the DELETE key to remove information from a field. Use the Fl key to clear the field and start over. 7. To erase the entire screen and start over, press the F3 key. 8. Once all information for this screen has been entered, press the F5 key to save the information. The system prompts for confirmation. Press Y if all information is correct. Press N to cancel the request to save the information. 9.
Initial Setup NOTE: In software versions prior to release 2.0, if a change is made to a PBX Parameter screen, and the change is saved, the corresponding PBX Function screen must also be saved (even if no changes were made to this screen). DELETE PBX PARAMETER SCREEN From the Main Menu, press the F4 key, then press 2. The programming screen appears. See Figure 2-8. The cursor should be in the System Code. If this is not the record to be deleted, press F3, and then Y to clear the screen.
Initial Setup NOTE: In software versions prior to release 2.0, if a change is made to a PBX Function screen, and the’change is saved, the corresponding PBX Parameter screen must also be saved (even if no changes were made to this screen). 2.10.1 MESSAGE WAITING INDICATION The dial codes the telephone system uses to turn on and off the message waiting indication are programmed on this screen. This information is programmed in DTMF Set On and DTMF Set Off fields for function MWI.
Initial Setup be the same code used on the Line Set-up screen and the PBX Parameters screen (System code and PBX code are the same thing). . 1. Enter the 3-character system (PBX) code. For example, IDS for the EXECUTONE IDS. The cursor moves to Function. 2. Enter OCL. The system prompts for confirmation. is displayed. 3. Press the down arrow key until the cursor reaches Use Port. 4. Enter the port number(s) which are to be used for outdial.
Initial 2.12 INTEGRATING If the telephone (PBX Selection) Then perform Setup THE VX2 AND A TELEPHONE SYSTEM system you are connecting the VX2 system to is not listed on the Auto Integration screen, but does support integration, select EXC on the Auto Integration screen. the following: 0 Create a 3-character code to designate the telephone @ Create and save a PBX Parameter and PBX Function system. screen using the created 3-character code.
Section 3 - Mailboxes 3.1 INTRODUeTION There are two programming screens the system administrator uses to add, modify, or delete mailboxes. There is a Mailbox Set-up screen which is used to program the mailbox, and associate the mailbox with an extension number in the telephone system. The Class of Service programming screen is used to program various features and system resources for groups of mailboxes rather than having to program each mailbox individually.
Mailboxes NAME Each class of service should have a descriptive name assigned to it (e.g., secretary class, executive class, etc.). This name is displayed each time you call up an individual class of service programming screen. The name may be up to 34 characters length, and must be unique. MAXIMUM NUMBER OF MESSAGES This is the maximum number of messages a mailbox can accommodate. A class of service can be programmed for a maximum of 60 messages.
Mailboxes MINIMUM MESSAGE LENGTH A message must be at least this value in seconds before it is considered a valid message. This value is entered in seconds. hessages shorter than this value are not saved. GREETING MAXIMUM LENGTH The class of service allows you to establish the maximum length of mailbox greetings. This value may be any value between 15 seconds and 999 seconds. It applies to both mailbox and temporary greetings. This value is entered in seconds.
Mailboxes DESTINATION The maximum of destinations number of destinations per group list. Both the number of group lists and the number per list refer to personal group lists established and used by individual subscribers. OK TO SEND MESSAGE TO SYSTEM GROUP LIST This option is used to permit a subscriber to use the System Group Lists as a destination. requires a Y (yes) or N (no).
Mailboxes If this field contains a 2, each new message received in the mailbox will cause the MWI turn on code to be sent to the telephone system. The MWI turn off code will be sent to the telephone system after a valid mailbox access code has been entered for the mailbox. 3.2.1 ESTABLISH CLASSES OF SERVICE Classes of Service are numbered from 001 to 999.
Mailboxes 5. Enter the new value, and press the RETURN key if the value does not fill the field. 6. Program the remaining fields with the values desired for this class of service. The cursor moves to the next field when a field is full. If the desired value does not fill a field, press the RETURN key. 7. When all fields are complete, press the FS key. The system prompts for confirmation. the information, and N to return to the screen and change something. Press Y to save 8.
Mailboxes 3.3 MAILBOX SET-UP SCREEN Set-up screen is used to add, modify, or delete individual subscribers’ mailboxes. The screen is also used to define a mailbox’s type, class of service, and the name of the mailbox holder. The name of a mailbox holder is entered so that the system can use the DiaZ By Name feature. System administrator’s mailboxes must also be added to the system using the Mailbox Set-up screen. The Mailbox When a mailbox has been added, the system assigns it a temporary access code.
Mailboxes GUESTS . The maximum number of guests is programmed on the Class of Service screen. This field is used to increase the number of guests a mailbox is permitted to have (override the Class of Service). Enter the maximum number of guests allowed in this field. OPENED The date the mailbox was added to the system. PASSWORD The date the access code was issued or last changed. SET BY This field indicates whether the password was set from the keyboard (KBD) or from a telephone (TEL).
Mailboxes [MAILBOX BOX[ -1 CMPL-1’ NAME LAST STREET... P.O.BOX.. CITY..... STATE.... TELEPHONE - I FIRST.... ZIP: - ATR/CRT TYPE ...... [-].......NE OUT DIAL ALLOWED..[- ] y/n OUT DIAL AREA CODE[ DEPARTMENT ...... SPELL NAME ...... =[FB]Clear [Fb]Save ..[ -3 ..[ W USER TUTORIAL. [-] CCR INPUT ...... ..[ ] -3 -GUEST BOXESSECRETARY GUEST 2 GUEST 3 GUEST 4 GUEST 5 GUEST 6 GUEST 7 GUEST 8 GUEST B ATTEND EXT [FG]Del [F'I]Scroll Figure 3-5 3.3.
Mailboxes Type 15 this is a special type to be used when CCR is to route callers to a specific mailbox. The DTMF digit used in CCR to reach a mailbox with this type is taken as the leading digit in the mailbox number. The system waits for the remaining digits to be dialed (based on the number of digits in a mailbox number from the PBX Parameters screen) then routes the call to that mailbox. Type 200 this is a listen and are then ing 2, etc.) this is a listen greeting, and Type 201 only mailbox.
Mailboxes Type 402 calls to mailboxes with this type are routed to the starting point for non-subscriber voice mail. However, it prompts the caller to spell the subscribers name instead of asking for the maiIbox number. This is equivalent to “T AUTOM 0001” on the Run Dialogue screen. Type 403 calls to mailboxes with this type are routed to the starting point for Auto Attendant. However, the mailbox personal greeting is played instead of the system greeting.
Mailboxes 3. The Telephone Ext. field contains the number entered as the mailbox number. The system presumes that mailbox numbers and telephone extension numbers are the same. If this is not so, press Fl to clear the field, ‘and enter the telephone extension number associated with this mailbox. Press the RETURN key. The cursor moves to the Class of Service. 4. Enter the desired 3-digit class of service for this mailbox. COS 100 is used for standard mailboxes.
Mailboxes [MAILBOX cMpt-1 * II BOX t- NAME LAST STREET... P.O.BOX.. IV,.... LIIX..... STATE.... TELEPHONE - FIRST.... ZIP: - DEPARTMENT........[ I SPELL NAYE........[ -] :[F3]Clear [FG]D~~ [FS]Save -GUEST BOXESSECRETARY GUEST 2 GUEST 3 GUEST 4 .-J GUEST 5 : I GUEST 6 :GUEST 7 :GUEST 8 :-J i -I GUEST Q -- ATR/CRT TYPE......[-].......NEW OUT DIAL ALLOWED..[-] y/n OUT DIAL AREA CODE[ USER TUTORIAL.[-] CCR INPUT........[-] -1 ATTEND EXT I [F7]Scroll Figure 3-7 3.3.
Mailboxes 3.3.4 DELETE A MAILBOX You may delete any #of the mailboxes. From the Main Menu press the Fl key, then press 2. The Mailbox sor should be in the Cmp field. NOTE: Set-up screen appears. The cur- The F9 and FlO keys can be used to scroll back and forth through the records. 1. Enter EXC for the company. The cursor moves to Box. 2. Enter the mailbox number to be deleted. The system prompts for confirmation. you “Information not found,” the mailbox number entered does not exist. 3. Enter Y.
Mailboxes Class of Service Configuration Sheet , Date CLASS OF SERVICE [-I / -I-- - Name[ 1 A) MAXIMUM NUMBER OF MESSAGES......................6 0 t 1 B) MAXIMUM MESSAGE LENGTH.........................12 0 [ ] SECONDS [ ] SECONDS [ ] SECONDS C) MAXIMUM SILENCE DURING RECORDING .............. ...4 D) MINIMUM MESSAGE LENGTH ......................... ..O E) GREETING MAX LENGTH.............................6 0 [ ] SECONDS F) SPECIFIED 0 I ] DAYS 0 1 1 DELIVERY TIME UP TO..
Mailboxes Mailbox Configuration Sheet Company - (EXC) Date * The system assigns a temporary password here for reference. This 3.16 password after the mailbox page may be copied is created. -/-.J-- You may enter that as needed.
Section 4 - System Administration , 4.1 INTRODUCTION In addition to the programming necessary to make the system function, the system administrator program both system and personal group lists. This section also includes instructions for on-line gramming. 4.2 ON-LINE can pro- PROGRAMMING Many of the system administrator’s programming activities can be accomplished while the system is running and processing calls. The programming screens listed on the On Line Programming Menu can be accessed.
System Administration many more mailbox numbers. lists are numbered 30-79. Access to system group lists is granted by class of service. System group The system administrator is responsible for recording a name or title for each system group list. This is accomplished using the system administrator’s mailbox. The members of the group list can be entered using the system administrator’s mailbox (see the System Administrator’s Mailbox section), or using the monitor and keyboard. 4.3.
System Administration 10. Enter the mailbox numbers that are to be members of this group, pressing the RETURN one. If you make a mistake use the backspace key to correct it. If you notice a mistake programmed mailbox, use the arrow keys to move to it. Press Fl to erase the mailbox over. After the mailbox has been entered, the mailbox number and the last name of appear at the lower left edge of the screen. key after each in a previously field and start the subscriber 11.
System Administration ~~YSTEM CROUP MEMBERS SCREENS NAME : I51 A B c D E ------ , 171 , -I t’31 , tB1 -I- -I- -I- -l-l-l- q--(-!E -l- --~ --------------- F -- G -H -- I -J -Y ---IL -Y -N -0 -P -Q -R -S -J. -I- = [FB]Clear -l-l-l- ___(__I__l= [F5] Figure 4-4 4.3.2 tB1 -I Save [Esc]Quit [FB]D~~ System Group Members Programming I Screen MODIFY A SYSTEM GROUP LIST System group lists are numbered 30-79. From the Main Menu press the Fl key, then press 9. A second menu appears.
System Administration 5. To return to the Main Menu, press the ESCAPE key, then press 8. 4.4 PERSONAL GROUP LISTS As system administrator you may establish personal group lists for subscribers. The number of group lists a subscriber may have is programmed by Class of Service up to 19. Personal group lists enable subscribers to send the same message to multiple mailboxes by simply entering the group list number as a destination for a message. Personal group lists are numbered 11-29.
System Administration CMP: A ----_B ----c ----- D E F G H cI J K L Y N 0 P Q R S T BOX: rrj-,, [21 , [PERSONAL GROUP MEMBER SCREEN] GROUP: NAME: [31 , [41 , 151 , ISI , [71 --------------------- -- 1 -- l ----- ----- ---------------------------------p--p --------- ------I- [31 , [aI ~--- I [FS]Run Figure 4-6 Press the ESCAPE Or Save Personal Group Members [Esc]Quit [FB]D~~ Programming ‘; Screen key. The Group List menu appears. 8. Press 4. The Personal 9.
System Administration 4.4.2 MODIFY A PERSONAL GROUP LIST From the Main Men,u press the Fl key, then press 9. A second menu appears. Press 4. The Personal Group Members programming screen appears. 1. Enter EXC for the company. The cursor moves to Box. 2. Enter the mailbox number this list is being modified moves to Group. for, then press the RETURN key. The cursor 3. Enter the number of the group you wish to modify, and press the RETURN key. The system displays the members of the group.
Section , 5 - System Administrator Mailboxes 5.1 lNTRQDUCTlON The system administrator mailboxes allow access to special features. These non-standard mailboxes have a unique main menu that provides options which are dedicated to the system administrator’s needs and functions. NOTE: System administrator’s mailboxes 5.2 SYSTEM ADMINISTRATOR’S cannot OPTIONS From the Main Menu of the system administrator’s l e e l o o 0 l receive or send messages.
System Administrator Mailbox The first four greetings can be programmed to play on any day of the week, and between certain hours. The fifth greeting is designed to override the programming of the first four greetings and is de, signed to deliver urgent information to the caller. The fifth greeting can be programmed to play on only one day, and plays all day. This programming is accomplished on the Company Parameters screen. 53.1 SAMPLE GREETINGS Greeting 1: “Good Morning.
System Administrator 53.3 Mailbox PLAYING SYSTEM GREETINGS You may play any of the system greetings at any time. 11-1 - m Listen --c R 1 Greeting 1 + 02 Greeting 2 173 Greeting 3 cl4 Greeting 4 cl5 Override Greeting The greeting is played 5.3.4 ERASING SYSTEM GREETINGS You may erase any of the system greetings at any time. -P cl1 n - q Erase Greeting 1 cl2 Greeting 2 53 Greeting 3 cl4 Greeting 4 cl5 Override Greeting 5.
System Administrator 5.42 LISTENING TO A BROADCAST Mailbox MESSAGE The system may only have one broadcast message effective at any time. To listen to the existing broadcast message, dial: 5.4.3 TO ERASE A BROADCAST MESSAGE The system gives you the opportunity to erase a broadcast message whenever the information message becomes out-dated or you have a new message to send. To erase a broadcast a + a Erase in the message dial: System confirms broadcast message has been erased.
System Administrator Mailbox 5.5.4 RECORDING MAILBOX GREETINGS Should you wish to record greetings for certain mailboxes (including record a greeting using a system administrator mailbox as follows: e -ma0 3 - Mailbox Greetings Enter mailbox number - 0 2 Record - 1 Greeting 1 + n 0 2 Greeting 2 03 4 7 NOTE: For subscriber mailboxes, greeting mailbox name.
System Administrator Mailbox list plays to subscribers when they enter the list’s number as the destination send their messages. , You should record and distribute the system distribution phone directory or as a separate document. 0 4 ;%st;rn Group --) 0 2 + InW&r)up + to which they wish to lists either as part of your organization’s tele- Record Rename group list 2 cl 5.6.3 ERASE GROUP LIST If a system group list is no longer needed, it may be erased.
System Administrator Mailbox To Enter The System Administrator’s mailbox: Dial #, the mailbox number and access code.
Section 6 - Operation , 6.1 INTRODUCTION The INFOSTAR”NX2 is designed to meet the needs of a wide range of users. This section provides a detailed reference guide on the system’s voice messaging features. Within each description of a feature is a short guide to using the feature. The guide contains the dial pad key to press (for example, cl’ )VPl us any other steps required for the feature. of options. These choices are listed vertically. Some features present the subscriber with a choice 6.
Operation 6.2.5 ALLOWABLE TlME BETWEEN KEYS WHEN ENTERING NUMBERS There are a number, of places in the system where numbers must be entered: mailbox numbers, group list numbers, phone numbers, and times, for example. The system waits a few seconds between numbers, and if no additional key is entered in the allowable time, the system assumes that there are no more digits. The system then responds based on the digits it received.
Operation 6.4.3 CONFIRMATION NOTICES Subscribers may request.confirmation There are two types of confirmation from the system regarding the status of messages they sent. notices: 0 A positive confirmation of receipt. This notice indicates that the recipient has listened to at least part of the message sent. This notice is generated only if the original message was sent with the “proof of delivery” option. * A notification of an undelivered message.
Operation 6.5.3 REVIEW A MESSAGE l Listen to the message. l Replay, reply, or send a copy of the message (if desired). . Erase or save the original message. 1 Replay the message 5 Get envelope info 6 Send a copy R R 1 Listen to the message - --) 0 R 6.5.4 cl 2 -3 Save Erase cl R 4 Reply *R-t # R* Confirm erase Cancel WHILE LISTENING TO A MESSAGE Any feature that is available after a message has been reviewed can be used while listening to the message.
Operation 6.5.5 PLAYBACK CONTROLS As subscribers become more and more comfortable leaving voice messages, the length and complexity of messages increases: Sometimes an important phone number is embedded in a three-minute message. As subscribers become more experienced, they will want to control the playback of the messages they receive. The system playback controls are designed to give exactly that flexibility.
Operation Auto Listen/Skip When messages are listened to using Auto Listen/Skip, the system plays aU messages one after the other until interrupted by the subscriber. Messages listened to in this fashion are considered skipped, and appear as new messages the next time the subscriber listens to messages.
Operation Auto Scan Envelope information The envelope information of all messages can be played without listening to the messages themselves. While the envelope information is playing any of the playback commands can be used. The envelope information can be interrupted and the message played, saved, replied to, etc. After the interruption, the system then continues playing envelope information for the remaining messages.
Operation Reply to a Message A subscriber can send a reply to a message by dialing one key. If the message has been copied from another subscriber, the reply can be sent to the person who originally sent the message, or to the person who sent the copy of the message. Replies may only be sent to messages from subscribers received in the voice mail mode. Therefore, subscribers should sending messages, so recipients may conveniently reply.
Operation Sending a Copy with Dial-By-Name Subscriber may use Dial-By-Name ’ cess is as follows: At end of -pJ--11J message 2 R when sending a copy of a message to another subscriber. The pro- Send with --) comments Send without comment Record your comments Check New Messages If a subscriber attempts to exit from his or her mailbox before listening to at least two seconds of each new message, the system gives the subscriber a gentle reminder. The system states: “Check your mailbox for new messages.
Operation Dial-By-Name Have you ever recorded a message and realized you forgot your mailbox directory? This experience can be extremely frustrating for subscribers who end up hanging up, losing the message they recorded, looking for a directory and then restarting the whole process. Dial-By-Name allows subscribers to easily send messages without memorizing mailbox numbers. After the subscriber finishes recording the message, dial q twice to spell a name.
Operation 6.6.2 DELIVERY OPTIONS Delivery options allow subscribers to have a greater degree of control over the messages they send. These options appeaf after the subscriber has selected a destination. 2 --t Record your . . .
Operation Specified Delivery Time Subscribers may tell the system to deliver messages at a specific time in the future. This feature is especially useful for reminder messages or when information must be released at a specific time in the future. The system first asks whether the subscriber wishes to specify a date (e.g., “January 31”) or just the day of the week within the next week (e.g., UWednesday”). A subscriber can dial [Tl to specify a specific date, or Iz] to specify a day in the coming week.
Operation 6.6.3 SEND TO GUEST MAILBOXES Guest mailboxes allow. a subscriber to send messages to people who are not subscribers. Guests subscribers always have the following destination numbers: Guest 2: aa Guest 3: [“I . . .. . . . . . .. . . .. . . .. .. 131 Guest 9: ml Messages may not be sent to guest destinations if the subscriber has not yet assigned the guest access codes. In this situation, the system prompts the subscriber to assign an access code or to cancel the destination.
Operation 6.8 PERSONAL OPTIONS The system has a variety of other powerful features which are accessed by subscribers from the Personal Options Menu. These features allow subscribers to tailor the system to their requirements. 6.8.1 GREETINGS AND NAME Name Subscribers record their names the first time their mailbox is used.
Operation 6.8.2 TEMPORARY GREETING As customers and subscribers begin to appreciate the speed of information flow with voice mail, it is important to warn them when it may take longer then usual to respond to messages. The temporary greeting allows subscribers to give a special notice to outside callers and subscribers. The temporary greeting plays in place of the mailbox greeting when calls are answered in the telephone answering mode.
Operation 6.8.4 NOTES ABOUT ACCESS CODES All access codes should represent numbers that are easy for the user to remember yet not easily guessed by other people. This is especially true for personal access codes. Subscribers should be strongly discouraged from using birthdays, addresses, employee numbers, social security numbers, etc., since these numbers could be readily guessed by others. Subscribers should also be encouraged to change their access codes frequently.
Operation Erasing Existing Lists Subscribers may erase an entire personal group distribution list. q - a GgvI a $=e+ EzAial& (11-29) Modifying Existing Lists By selecting to modify a list, a subscriber can either add or delete a particular person’s mailbox from the list or ask the system to rename the group list. If a subscriber’s mailbox is already on the list, entering the number again will remove it. If it is not on the list, the mailbox will be added.
Operation When a subscriber selects outdialing (4 under Personal Options) the system tells the user if outdial is active. If a user has activated Schedule 3 (the override schedule), the system will tell the user that . too. The can tain ing system allows each mailbox user to specify up to 9 outdial bins (numbered l-9), each of which contain an extension number, telephone number, or pager sequence. Each outdial bin may conup to 46 digits.
Operation REVIEW AN OUTDIAL BIN To review the contents of an outdial bin: 1. From the main menu, press m for personal options. 2. Press El for message notification, 3. Press q to review a bin number. 4. Dial the desired bin number ERASE then press El for bin number maintenance. AN OUTDIAL Bin Maim. (l-9). BIN Erase (l-9) To erase an outdial bin: 1. From the main menu, press a for personal options. 2. Press El for message notification, 3. Press q to erase a bin number. 4.
Operation In addition, there is an override schedule (schedule 3) for weekdays and one for weekends. When the override schedule is programmed, it takes the place of schedules 1 and 2.
Operation 11. Press El for all messages, or press lizI for only priority messages. 12. Dial how long th,e system is to wait after receiving a non-priority message before outdialing to you. Dial 1-9 for hours, or lo-99 for minutes. Dial 00 for immediate notification. (The system skips this step if requested notification is for priority messages only.) 13. Dial how long the system is to wait after receiving a priority message before outdialing to you. Dial 1-9 for hours, or lo-99 for minutes.
Operation To modify an outdial schedule: 1. From the main menu, press @ for personal options. 2. Press El for message notification, 3. Press q then press El for outdial administration. to modify a schedule. 4. Press El for a weekday schedule, or press a for a weekend schedule. 5. Dial the number of the schedule to be modified (1, 2, or 3 (override schedule)). Schedule 4 - Wake up is not used at this time. The system plays the schedule, and request confirmation for each entry.
Operation 6.9.5 THINGS TO KNOW ABOUT THE OUTDIAL SCHEDULE When a call is received in a your mailbox, the system first checks to see if outdial notification is turned on. If it is, the system checks to see if you are using the mailbox (no outdials will be made if you are using your mailbox when a message is received). If not, the system checks your outdial schedule to determine if the message received matches the message type (priority, all, from a group list, etc.) of a schedule.
Operation tary. That choice is up to each individual the PBX or Centrex. Station subscriber and is controlled by the forwarding patterns in Identificatiok Certain systems will be interfaced with the telephone system and the system will not know the identity of the phone that was forwarded to it. On interfaced systems, when the system answers the phone, the caller is prompted to enter the number of the person called. The caller then must give the system the identity of the extension originally called.
Operation Command Summary I .
Operation Command Bin # On/Off Outdial Administratlon El Cancel El f=l Verify Correct { %ker t El Cancel @I El El - 1 El Modify El type El Erase Bin # Maintenance Outdlal III Add Outdialing 1 I Review r Summary Cancel HI ~ 1 Schedule I --I Dial the tlme you wish to start receiving calls In 24-hour clock 1 ::;a’, e.g;.
Section 7 - Auto Attendant 7.1 INTRODLjCTlON This section explains how to setup and use the system’s automated attendant, route themselves to extensions on the PBX without operator assistance. which allows callers to The system’s automated attendant feature may be used to answer calls to a company’s main number (or alternate main number).
Auto Attendant box can then greet the caller with the automated departmental automated attendants. l Custom Call Routing can be used to perform Regardless of which method Attendant. attendant automated greeting. This is useful for setting up attendant tasks. is used there are two basic steps are required to set up an Automated 0 Program the system’s ports or mailboxes for Automated Attendant use. o Create greetings which give callers dialing instructions. 7.
Auto Attendant 1. If the screen is blank, enter the 3-character run code for your application (this is usually EXC) . The system prompts for confirmation. Press Y. The present programming is displayed. 2. Move the cursor to the larger of the two fields for the port to be made an auto attendant 3. Press the Fl key to clear the field. port. o If the port is to be used for “dial extension number”, enter AUTO 1 0001.
Auto Attendant The system administrator may want the option of recording several different greetings for each time of the day to provide callers with information and instructions. The greeting list is composed of five se. lections: Greeting Greeting Greeting Greeting Override 1 2 3 4 Greeting The first four greetings can be programmed to play on any day of the week, and between certain hours.
Auto Attendant 7.5.
Auto Attendant 7.6 PROGRAM A MAILBOX FOR AUTOMATED ATTENDANT A group of mailbox types are available to use a mailbox as a starting point for automated attendant. A mailbox can be used as a starting point if a call is forwarded from the telephone system directly to a mailbox, or if the mailbox is a destination from a Custom Call Routing plan. The mailbox type defines the function of a mailbox. Create a mailbox with the desired mailbox type using the Mailbox Set-up screen.
Auto Attendant 7.8 TEST THE APPLICATION Before allowing external callers and employees to use this application, application is tested: make sure each step of the Call the system, and make certain the appropriate greeting is played. Enter an extension and see that the system transfers the call to the appropriate phone. When the phone rings, pick up the phone and ensure that the call is transferred. If you encounter problems, contact your local support representative. 7.
Auto Attendant AUTOMATED ATTENDANT T AUTO1 0001 4 Caller dials: or { Yes 1 t r or l n O- . Call is transferred to the extension programmed as Operator on the Company Parameters screen. or I dials nothing I Call is transferred to extension using the transfer sequence found on the PBX Parameters screen followed by the number entered by the caller. dialed less than extension number - I Yes / 7.
Auto Attendant AUTOMATED ATTENDANT T AUTOS 0001 Call is transferred to extension using the transfer sequence found on the PBX Parameters screen followed by 1 the number entered by the caller. dialed less than length of extension +Yes Caller is prompted to . spell the name of the person being called. tl1 I or # cl Caller enters voice mail task as a subscriber. +I I or I * - cl A I or , Caller enters voice mail task as a non-subscriber.
Auto Attendant AUTOMATED ATTENDANT T AUTOM 0001 4 Zaller di als: 1 mailbox number dialed less than 1No or cl Caller is informed maibox does not exist and is transferred to the operator. I1 1 or 1 1 # cl or i * n or I n 0 Call is transferred to the extension programmed as Operator on the Company Parameters screen. or I dials nothinc I Yes y 7.
Section 8 - Custom Call Routing 8.1 INTRODUCTION Voice messaging and automated attendant are basic functions of the INFOSTAR/VX2. The real power of the system is provided by Custom Call Routing or CCR. Using CCR, the VX2 system can answer a call, play a greeting (providing a list of destinations), and then wait for the caller to press a digit. The caller uses the dial pad of a DTMF telephone to select a destination.
Custom Call Routing The following steps are used to create a CCR plan: Design the routing plan and menus (greetings) @ Program the plan into the system l Record greetings for each menu l Program the system to use the CCR plan o Test the routing plan. l 8.2 DESIGNING THE ROUTING PLAN The first decision you need to make is where you wish to route callers. Once you know where calls are to go, you can design a plan which permits a caller to reach the destination in the shortest, yet most logical, manner.
Custom Call Routing 8.2.2 HOW DO CALLS GET TO CCR? Calls can reach CCR either directly from the Run Dialogue screen when the screen is programmed with one of the CCR starting points as a task, or calls can be transferred (or forwarded) to specific mailboxes programmed with one of the CCR mailbox types (e.g., mailbox type 301). 8.2.3 WHEN SHOULD CCR BE ACTIVE? The next decision to make is when should a CCR mailbox be active.
Custom Call Routing OPERATOR The a digit on each,CCR Mailbox screen should be programmed to route the caller to an extension in the telephone system. This extension would normally be the system attendant, or someone who can help a caller. CALLER DIALING ERRORS CCR also allows you to define where a caller should be routed if they make too many mistakes dialing, or if they do not dial anything at all.
Custom Call Routing 8.3.1 MAILBOX TYPES The Mailbox Type defines the function of a mailbox. A number of mailbox types have been added to the system since software release 1.3.3. The following is a complete list of box types in the system: Type 1 is a regular subscriber mailbox. Type 2 is a subscriber mailbox, however, after the mailbox greeting is played, there are no system prompts, just the tone to begin recording.
Custom Call Routing Type 301 calls to mailboxes with this type are routed to the CCR beginning with CCR Mailbox Message 1. This is equivalent to “T CCRBX 0001” on the Run Dialogue screen. 1 Type 302 calls fo mailboxes with this type are routed to the CCR beginning with CCR Mailbox Message 1. This is equivalent to “T CCRBX 0002” on the Run Dialogue screen. 2 Type 303 calls to mailboxes with this type are routed to the CCR beginning with CCR Mailbox Message 1.
Custom Call Routing 8.4 CCR MAILBOX SCREEN Once the CCR plan has been designed, the CCR Mailbox screen is used to enter the plan into system programming. Each CCR Mailbox can have 7 messages associated with it. Each message is a CCR menu. When a call is routed to a CCR mailbox from either the Run Dialogue screen, or from a mailbox with a CCR mailbox type (300-314), it is routed to the first message/menu of a CCR Mailbox.
Custom Call Routing [CCR MAILBOX SCREEN] CCR[ -1 CMP 1-l OPEN [ -1 L:OTHER TIMES GOT0 [-I[ Kx# t-II -1 [N] MSG KUST BE HEARD (Y/N) - : ] FROM/TO L-1 GET INPUT [II [-I I-1 [-I t41[-1[[71[-I[ -1 [*I L-1 [ -1 121 i-1 I- II-I 1I-1 L-1 [511-l I[81i-1 [-1 I L-1 i-1 L-1 LOI L-1 [ -1 i-1 [C] GOT0 NEXT CCR BOX [Y] GOT0 MAILBOX MAX WRONG KEY ERRORS...
Custom Call Routing Enter the number of times a caller can cause a time out (by not pressing a key within 5 seconds of the end of the menu greeting) before being routed to the Max time out destination. MAX TIME OUT ERRORS , Enter the destination to route a caller who causes a Max time out error. The same destination choices are available as for the Get Input area. See the Get Input description for valid entries.
Custom Call Routing 8.4.2 MODIFYING A CUSTOM CALL RECORD From the Main Menu press the Fl key, then press 4. The CCR Mailbox screen appears. See Figure 8-2. If there is an existing CCR Mailbox, it is displayed. The cursor should be in the Cmp field. If this is not the record to be modified, press F3, and then Y to clear the screen. NOTE: The F9 and FIO keys can be used to scroll back and forth through instead of entering the company, CCR mailbox, etc. to find a record. the records 1.
Custom Call Routing 8.5 RECORDING A MENU/GREETING The greeting for each menu is recorded using both the system administrator’s Mailbox screen. To record a greeting: NOTE: The system must be on line before recording If you have been programming on line begin with step 4. the system off line, perform the greetings mailbox and the CCR for the CCR menus. the first 3 steps. If the system is already 1. From the Main Menu press the F3 key, then press 1. The Run Dialogue screen appears. 2.
Custom Call Routing 8.6.1 RUN DIALOGUE SCREEN To program the Run Dialogue with the starting point of your CCR plan: 1. Take the system off line (press F4, F7, and then ESCAPE). DOWN PROCESS (Y/N)?” The system prompts “START SHUT- 2. Press the Y key. The system displays the Run Dialogue screen. 3. Using the RETURN key to be used to clear a field. Enter T CCRBX 0001 to Enter T CCRBX 0002 to Enter T CCRBX 0003 to move the cursor, enter the desired starting point for CCR.
Custom Call Routing 8.8 EXAMPLE 1 Let’s take the example that was described on the first two pages of this section, fill in the details and then program it into the system. This is the diagram from page 8.2. “Thank you for calling ABC Company. If you would like to place an order, press one. If you wish to ask a question about an order already placed, press two. If you wish to leave your name and address to receive a catalog, please press three.
Custom Call Routing 8.8.1 CREATE THE MAILBOXES Aside from subscriber mailboxes, the following special purpose mailboxes must be created. Use the Mailbox Set-up screen to create: o Mailbox l Mailbox number 2001 with a type of 201. This is the listen and reply bulletin board mailbox. number 2002 with a type of 200. This is the listen only bulletin board mailbox. 0 Mailbox number 2011 with a type of 11. This is to route callers to the starting point for subscriber voice mail.
Custom Call Routing 20. Press the F5 key to save the information, The system prompts for confirmation. to return to the screen and change something. Press Y to save, or N , [CCR CCR[OOOOOOl] MSG MUST BE HEARD MAILBOX MSG#[l] (Y/N) SCREEN] OPEN OTHER 111 [El [00’304011[-1 121 [El [41 [51 f-1 I- [00033031[-1 1 [7lLl[[*I IL1 [Ml [C] [M] [0002Ol21 GOT0 GOT0 GOT0 [08:00 - 16:30] [ld][OOO2002][-] [31 [Ml [000~00~1 L-1 FROM/TO tN1 *...
Custom Call Routing 5. Press the I key. The CCR Mailbox 6. Select CCR Mailbox CCR Mailboxes. screen appears. 1 and message number 1. The F9 and FlO keys can be used to scroll through the 7. Call the system from a nearby touch tone telephone. 8. When the system answers, press @. 9. Enter the system administrator’s mailbox number and access code. 10. Press q for greetings and m for record. The system is ready to record the greeting for the CCR Mailbox and message number displayed on the monitor. 11.
Custom Call Routing 8.9 EXAMPLE 2 This example shows a CCR plan using hunt groups, extension numbers, bulletin board mailboxes, and other CCR menus as destinations. The telephone system administrator at a large car dealership wishes to design a Custom Call Routing plan. He wishes to route calls for new car sales, used car sales, parts department, and service department. The sales force in new car sales is divided by make of car (remember, this is only an example).
Custom Call Routing ment containing the company’s business hours and other general information. The voice mail function of the system is to be retained. Mailbox numbers 2011 and 2012 are selected for the q and q func, tions.
Custom Call Routing 8.92 WHY HAVE TWO MAIN MENUS DOING THE SAME THING? ABC Cars has two different working hour schedules: one for weekdays, and one for Saturday. Using the Open and Other’Times Goto fields on the CCR Mailbox screen this schedule shift can be programmed into the system. The first CCR menu will be open (active) Monday to Friday 7:00 AM to 1O:OO PM. When the first menu is not active (other times go to), a call will be routed to the next CCR menu.
Custom Call Routing 8.9.6 PROGRAMMING THE CCR MAILBOX SCREEN MAIN GREETING/MENU This example requires several CCR Mailboxes to be created. system is off line system, from the Main Menu press the Fl system, press F8, then I.The CCR Mailbox screen appears. CCR Mailbox, it is displayed. Press F3, and then Y to clear cords, the screen is blank. 1. Enter EXC for the company, First, create the main CCR menu. If the key, then press 4. If the system is on line See Figure 8-2. If there is an existing the screen.
Custom Call Routing If the caller presses a 4, route the call to CCR record 1 message 4. Each message is another menu. If the caller presses a, 5, route the call to telephone system extension 3 155. If the caller presses a 6, route the call to mailbox 2001 (listen only bulletin directions). If the caller presses a 0, route the call to telephone tor.
Custom Call Routing NEW CAR SALES Now we have to program a CCR record for New Car Sales. 1. Enter EXC for the company. The cursor moves to CCR. 2. Enter the number of the record to be programmed cursor moves to Msg #. (in this case 1). and press the RETURN key. The 3. Enter the number of the message (menu/greeting) to be programmed (in this case 3). The system should display the message, “Information not found, press I to continue.” Press the RETURN key. 4.
Custom Call Routing PARTS DEPARTMENT And finally the Parts department: , 1. Enter EXC for the company. The cursor moves to CCR. 2. Enter the number of the record to be programmed The cursor moves to Msg #. (in this case it is 1) , and press the RETURN key. 3. Enter the number of the message (menu/greeting) to be programmed (in this case it is 4). The system should display the message, “Information not found, press 4 to continue.” Press the RETURN key. 4.
Custom Call Routing 8.9.7 RECORD GREETINGS FOR THE BULLETIN BOARD MAILBOXES Mailbox Mailbox 2001 is the bulletin board mailbox used to give customers directions to reach ABC Cars. 2002 is the bulletin board mailbox to be used as the after hours greeting. NOTE: The system must be on line to record the greetings.
Custom Call Routing 13. Display CCR 0000001 Msg# 3 on the screen. Record a greeting similar to the following, then pressm. “New Car Sales: For information For GM cars, press three.” on Chrysler cars, press one. For Ford cars, press two. 14. Display CCR 0000001 Msg# 4 on the screen. Record a greeting similar to the following, then press a. “Parts Department. For information on the price of a part or availability, check on an order previously, placed press two.” press one.
Custom Call Routing 8.10 EXAMPLE 3 - CCR AS AN AUTO ATTENDANT Custom Call Routing can also perform the same tasks as the automated attendant feature by using special mailbox types. Let’s take Example 2 and modify it such that if the caller knows the extension number of the person they want to reach, they can dial it as soon as the VX2 system answers the call. In Example 2, digit 3 was reserved on the main menu. This was because 3 is the leading digit in the telephone system extension numbers.
Custom Call Routing 8.10.3 CHANGE THE CCR MENU/GREETINGS The weekday and Saturday greeting must be recorded with instructions including dialing an extension number. The greetirig for each menu is recorded using both the system administrator’s mailbox and the CCR Mailbox programming screen of the record/message number. If you have been programming on line begin with step 4. the system off line, perform the first 3 steps. If the system is already 1. From the Main Menu press the F3 key, then press 1.
Custom Call Routing CCRMAILBOX[ 1 [ , RECORD MESSAGE OPEN [ # 1 r: - DAYS OF THE WEEK FROM - : 1 TO DESTINATION MUST HEZARENTIRE GREETING u (Y or N) WRONG KEY ERRORS u TIME OUT ERRORS When caller dials: 1 cl 0 cl Route call to: Description - Where the call is routed & why uL---lu C,M,D,E 5 UUU 6 LlL--Ju pi-J U (Ll-IU C - Go to next CCR M - Go to mailbox ( box D - Transfer E - Transfer to extension to extension screened not screened GREETING/MESSAGE: 8.
Section 9 - Outdial . 9.1 INTRODUCTION The system uses the optional outdial feature to call subscribers and notify them that a new message has been received in their mailbox. Subscribers can control how they want this feature to work. A subscriber specifies: 0 The telephone number where they can be reached. This number may be a telephone system (or Centrex) extension, a local or long distance telephone number, or the telephone number and dialing sequence of a pager.
Outdial 9.3 SYSTEM ADMINISTRATIQN As system administrator, you program each mailbox to allow outdialing using the Mailbox Set-up screen. You can also setup and/or review the outdial schedule for a subscriber via the monitor and keyboard using the Mailbox Bin Number screen and Outdial Schedule screen. You should record the company name which is used as part of the outdial greeting. This is accomplished using the system administrator’s mailbox. 9.3.
Outdial 9.4.1 BBX FUNCTIONS SCREEN - OUTDIAL The PBX Functions screen is used to integrate the message waiting indication (MWI) and outdial fea. tures. There are several screens are already defined for certain telephone systems. These systems are listed in Section 2.3 Auto Integration. If you are connecting the VX2 system to a telephone system not listed, this screen should be created (using the same 3-character PBX code as used for MWI) for use with outdial.
Outdial 2. 3. Enter OCL. The system prompts for confirmation. Press Y. The present PBX Functions programming is displayed. , Press the down arrow key until the cursor reaches Use Port. 4. Enter the port number(s) which are to be used for outdial. Press the RETURN no ports are entered, the system uses all ports for outdial. 5. Press the FS key to save the screen. The system prompts for confirmation. correct. Press N to cancel the request to save the information. key after each entry.
Outdial 1. Enter EXC for the company. The cursor moves to Mailbox. 2. Enter the mailbox number to be programmed, and press the RETURN key. The cursor moves to Bin. 3. Enter the number (1-9) of the outdial bin to be programmed. The system should display the message, “Information not found, press RETURN to continue.” If the system displays the bin number, or displays “Information found, display it Y/N?” the bin has already been programmed, select another. 4. Press the RETURN key.
Outdial [MAILBOX BIN NUMBER SCREEN] This Is an example , for a display pager. the type of pager. of a possible The sequence dialing varies Pager dial-up Pauses answer. p-,vary. sequence depending number. to wait for The number Pager BIN NUMBER [02] TEL NUMBER [18005552121 TEL TYPE..-.[3] / ,.,,.I,,, needed upon the'pager of pauses ID number company to needed can followed by 1 44335#2036552200# \, \ TEL TYPES: = [FS]Clear [F5]Save Figure 9-4 [l] [2] [3] External Internal Beeper.
Outdial 9.4.4 OUTDIAL SCHEDULE The Outdial Schedule screen is used to program the user’s schedule. Each subscriber can have an outdial schedule for weekdays and a schedule for weekends. Both the weekday and weekend schedule can be divided into 2 schedules (schedule 1 and schedule 2). This allows you to program gaps in the day. The schedules are allowed to overlap. In addition, there is an override schedule (schedule 3) for weekdays and one for weekends.
Outdial PCMA , Sched From Until Priority Message Call After - how long after a priority message has been received to place the outdial call. Enter a single digit 1-9 to indicate hours. Enter two digits lo-99 to indicate minutes. Enter 00 to call immediately. The time each used start and stop time during which to attempt an outdial. Enter the in 24-hour clock format (e.g, 2 pm is 14:OO). This is entered for of the 2 schedules and the override schedule. Wakeup is not at this time.
Outdial 8. Enter the amount of time the system is to wait after receiving a message before outdialing. Enter a single digit l-9 for hours or two digits lo-99 for minutes. Enter 00 to cause an outdial as soon as a message is received. If the notification type is programmed for priority messages, this field is ignored. The cursor moves to PCMA. 9. Enter the amount of time the system is to wait after receiving a priority message before outdialing.
Outdial MODIFYING A SCHEDULE From the Main Menu press the Fl key, press 8, press 7, then press 1. The programming screen appears. See Figure 9-6. The cursor should be in the Company field. If this is not the record to be modified, press F3, and then Y to clear the screen. NOTE: The F9 and FlO keys can be used to scroll back and forth instead of entering the company, mailbox, etc. to find a record. 1. Enter EXC for the Company. through the records The cursor moves to Mailbox. 2.
Outdial 9.4.5 OUTDIAL PARAMETERS SCREEN The Outdial Parameters screen is used to program the maximum number of retires and the time between retries for outdial calls which receive a busy signal or there is no answer. The Outdial Parameters screen is programmed by Class of Service and not by mailbox number. To reach this screen from the On Line Programming menu, press the Fl key. The screen is divided into fields: CLASS OF SERVICE This is the class of service the screen is to be programmed for.
Outdial 4. Enter the desired delay between tries in seconds for this class of service, then press the RETURN The cursor moves to Max Retries for No Answer. key. 5. Enter the desirei maximum number of retries for this class of service, then press the RETURN The cursor moves to Delay Between Tries for No Answer. key. -6. Enter the desired delay between tries in seconds for this class of service, then press the RETURN key. 7. When aU desired fields are complete, press the F5 key to save the screen.
Outdial 9.5 SUBSCRIBER PROGRAMMING 9.5.1 OUTDIAL BINS The first task in creating an outdial schedule is to program the telephone numbers where you can be reached. These numbers can be extensions on a PBX (or Centrex), a telephone number, or the telephone number and dialing sequence of a pager. These numbers are stored in system memory in locations called outdial bins. You may store up to 9 telephone numbers. These bins are labeled 1 through 9. Do not include the dial access code (e.g.
Outdial ERASE AN OUTDIAL BIN To erase an outdial bin: 1. From the main menu, press q for personal options. 2. Press El for message notification, 3. Press q then press ia for bin number maintenance. to erase a bin number. 4. Dial the desired bin number MODIFY AN OUTDIAL (l-9). BIN B-I”I-I’+J -+f~Dkil&i; Bin Modify Maint . (l-9) To modify the contents of an outdial bin: 1. From the main menu, press q for personal options. 2.
Outdial ADD AN OUTDIAL SCHEDULE ~+~-~Y~+~ Weekday Outdial Admit-t Add 2 R + m Schedule 1 - 2 Weekend cl Schedule 2 ?I Override Cl Dial start -c Dial stop + time time -1 5 2 cl Dial bin number schedule --) Dial number of attempts All --) Dial how long messages to wait before placing the outdial Priority call. messages Dial alternate --) bin number - Dial a group list, mailbox number, or # for all subscribers. To add an outdial schedule: 1.
Outdial REVIEW AN OUTDIAL SCHEDULE •-~-~+~--) Weekday Outdial Admin Review 2 + a Weekend 0 0 Schedule 1 2 Ll3 Schedule 2 Override schedule To review an outdial schedule: 1. From the main menu, press 2. Press a 3. Press q q for personal options. for message notification, then press El for outdial administration. to review a schedule. 4. Press El for a weekday schedule, or press El for a weekend schedule. 5. Dial the number of the schedule to be reviewed (1, 2, or 3 (override schedule)).
Outdial 3. Press m to modify a schedule. 4. Press El for a weekday schedule, or press a for a weekend schedule. 5. Dial the number of the schedule to be modified (1, 2, or 3 (override schedule)). Schedule 4 - Wake up is not used at this time. The system plays the schedule, and request confirmation for each entry. Press El* if the entry is correct, or press El and change the entry as needed. 9.5.
Outdial 9.5.5 THINGS TO KNOW ABOUT THE OUTDIAL SCHEDULE When a call is received in a your mailbox, the system first checks to see if outdial notification is turned on. If it is, the system checks to see if you are using the mailbox (no outdials will be made if you are using your mailbox when a message is received). If not, the system checks your outdial schedule to determine if the message received matches the message type (priority, all, from a group list, etc.) of a schedule.
Section 10 - System Administration 10.1 Reports INTWODUCTION The optional System Administration reports are designed to help system administrators analyze data and monitor subscriber’s usage so they can operate their systems at optimum performance and plan for additional capacity (ports and hours). Reports are accessed via the system monitor. Statistics are retained in the system for one month and are then deleted.
System Administration Reports report also lists the number of transfers out of the system, the number of times all ports were busy, percent all ports busy, average time all ports were busy, total connect time for all ports, and the average connect time for all ports. HOURLY PORT STATISTICS (S REPORT) The Hourly Port Statistics report provides the number of connections to the system, the number of connect minutes, the number of ports busy, and the time busy for the system in increments of one hour.
System Administration 10.2.1 Reports SELECTING A REPORT Press the PAGE Uq or PAGE DOWN key to select the desired On Line Programming lect a report, press one of the following: From the first page of the On Line Programming [OA] Monthly Call Count [OB] [OC] Monthly Call Duration Daily Call Count Report Menu: Report rver 3.01 -COMPANIES [A] Setup [B] Parameters -MAILBOX [C] Setup [D] Status [E] Link [F] Ext. Access Code [Cl Type [H] Out Dial Sched. [I] C.C.
System Administration From the second page of the On Line Programming WI WI WI [Ol PI [Ql [RI [W Dl Mailbox Menu: Directory Mailbox Summary Uninitialized Mailbox System Group List Personal Group List Port Statistics System Port Statistics Hourly Port Statistics Outdial Statistics [PgUp] InfoStar Prev [Esc]Quit Vx2 12/16/91 Figure 10-2 10.
System Administration 10.3 DISPLAYING Reports A REPORT ON THE SCREEN 1. After selectinga report to review, press the designated letter(s). For example, to display the Mailbox Directory report, press L. To display the Monthly Call Count report, press 0 and then A. The Call Status Reports display immediately. The System Administration reports have to be processed by the system before they are displayed. 2. Some of the reports (M, Q, R, S, & T) prompt for a start and end date.
System Administration 10.4.2 SYSTEM ADMINISTRATION Reports REPORTS 1. After selecting a report to print, press the designated letter. For example, to print the Mailbox Directory report, press L. 2. Some of the reports (M, Q, R, S, & T) prompt for a start and end date. Press the Enter key if the start and end dates listed are the ones you desire, or enter the start and end dates as 2-digit month, day, and year, and then press the Enter key. For example, enter 021392-021792.
System Administration ,‘- 10.4.3 Reports A WORKING EXAMPLE Let’s say that the system administrator would like grammed in the system. This list will also provide programmed extension number, department, class and the date the mailbox was created. This is the 1. From the Run Dialogue to see a listing of all the mailboxes that are prosuch information as the mailbox holder’s name, the of service, number of subscriber accesses to date, Mailbox Directory report. screen, press the F8 key. 2.
System Administration Reports 10.5 COPYING A FILE TO A DISK The System Administration 1. After reports (L through T) can be copied to a disk. selecting a report to copy to a disk, press the designated letter. For example, Directory report, press L. to display the Mailbox 2. Some of the reports (M, Q, R, S, & T) prompt for a start and end date.
System Administration 10.6 MAILBOX Reports DIRECTORY REPORT (L REPORT) The Mailbox Directory report provides a listing of the mailboxes programmed port is a summary of the information found on the Mailbox Set-up screen. in the system. This re- 1006.1 ACCESSING THE MAILBOX DIRECTORY REPORT 1. From the second page On Line Programming Menu, press the L key. “Report 2. When the system is finished processing the report, 3. The cursor will highlight the [Opr] bracket. completed” is displayed.
System Administration 10.6.3 Reports PRINTING THE MAILBOX DIRECTORY REPORT 1. While in the Mailbox Press the LEFT Directory ARROW report, you will notice that the cursor highlights the [Page] bracket. key to re-highlight the [Opr] bracket. Press the P key. f File ] Opra]P:Print Spec[\RPT\REPORT.DSP 2. The system will display “Working.. 3. The system will prompt C:Com F:File Page[-] .Press Esc to abort. ” “Set The Printer...Ready to Print..? (y/n)” 4.
System Administration 10.7 The ber box, time MAILBOX SUMMARY Reports REPORT (M REPORT) Mailbox Summary report provides a usage report for each mailbox. This report contains the numof incorrect access codes entered for a mailbox, the total number of connect minutes for a mailthe total number of mailbox connects, the current number of messages in a mailbox, and the last a mailbox was entered using the access code. 10.7.1 ACCESSING THE MAILBOX SUMMARY REPORT 1.
System Administration 10.7.3 Reports PRINTING THE MAILBOX SUMMARY REPORT 1. While in the Majlbox Press the LEFT Summary report, you will notice that the cursor highlights the [Page] bracket. ARROW key to re-highlight the [Opr] bracket. S~~~[\RPT\REPORT.DSP ] 2. The system will display “Working...Press Esc to abort.” File 3. The system will prompt “Set the printer...Ready Opra]P:Print to Print..? Press the P key. C:Com F:File Page[-] (y/n)” 4.
System Administration ,’ 10.8 UNINITIALIZED MAILBOX Reports REPORT (N REPORT) The Uninitialized Mailbox report provides a listing of mailboxes which have been created, but have not been used for the first time by a subscriber. This report contains the mailbox number, and the subscriber’s name and department, and the date the mailbox was created. 10.8.1 ACCESSING THE UNINITIALIZED MAILBOX REPORT 1. From the On Line Programming 2. The screen will prompt Menu, press the N key.
System Administration 10.8.3 Reports PRINTING THE UNINITIALIZED MAILBOX REPORT 1. While in the Uninitialized Press the LEFT’ARROW Mailbox report, you will notice that the cursor highlights the [Page] bracket. key to re-highlight the [Opr] bracket. Press the P key. f \ File Spec[\RPT\REPORT.DSP 2. The system will display “Working.. 3. The system will prompt ] Oprd]P:Print C:Com F:File Page[-] *Press Esc to abort.” “Set the printer...Ready to Print..? (y/n)” 4.
System Administration 10.9 Reports SYSTEM GROUP LIST REPORT (0 REPORT) The System Group List report provides a listing of the members tablished. 10.9.1 ACCESSING of each of the system group lists es- THE SYSTEM GROUP LIST REPORT 1. From the On Line Programming 2. The screen will prompt Menu, press the 0 key. “Processing please wait...Report 3. The cursor will highlight the [Opr] bracket. completed.” Press any key. Press the S key for screen, P for print, or F for file. 4.
System Administration Reports 10.9.3 PRINTING THE SYSTEM GROUP LIST REPORT 1. While in the System Group List report, you will notice that the cursor highlights the [Page] bracket. Press the LEFT I File ARROW key to re-highlight the [Opr] bracket. ] Opra]P:Print Spec[\RPT\REPORT.DSP Press the P key. C:Com F:File Page[-] I 2. The system will display “Working.. 3. The system will prompt *Press Esc to abort.” “Set the printer...Ready to Print..? (y/n)” 4.
System Administration 10.10 Reports PERSONAL GROUP LIST REPORT (P Report) The Personal Group List report provides a listing of the members of each of the personal group lists established for each mailbox. 10.10.1 ACCESSING THE PERSONAL GROUP LIST REPORT 1. From the On Line Programming 2. The screen will prompt 3. The cursor will highlight Menu, press the P key. “Processing Records...Report the [Opr] bracket. completed.” Press any key. Press the S key for screen, P for print, or F for file. 4.
System Administration 10.10.3 Reports PRINTING THE PERSONAL GROUP LIST REPORT 1. While in the Personal Group List report, you will notice that the cursor highlights the [Page] bracket. Press the LEFT File ARROW key to re-highlight Spec[\RPT\REPORT.DSP 2. The system will display “Working...Press 3. The system will prompt the [Opr] bracket. ] Opra]P:Print Press the P key. C:Com F:File Page[-] Esc to abort.” “Set the printer...Ready to Print..? (y/n)” 4.
System Administration 10.11 PORT STATISTICS The Port (number tal), the for total Reports BY PORT REPORT (Q REPORT) Statistics By Port report is a port by port listing of the number of times the port is used of inbound subscriber accesses,number of inbound non-subscriber accesses, outdial, and toamount of time (inbound, outbound, and total) each port is in use, the percent of time busy reporting period, and the number of transfers. 10.11.1 ACCESSING THE PORT STATISTICS 1.
System Administration 10.11.3 PRINTING THE PORT STATISTICS Reports BY PORT REPORT 1. While in the Port Statistics report, you will notice that the cursor highlights the [Page] bracket. Press the LEFT ARROW key to re-highlight 2. The system will display “Working.. 3. The system will prompt the [Opr] bracket. Press the P key. .Press Esc to abort.” “Set the printer.. .Ready to Print..? (y/n)” 4. Press Y (Yes), the printer will begin printing the report.
System Administration 10.12 SYSTEM PORT STATISTICS Reports REPORT (R REPORT) The System Port Stgtistics report provides a summary of port activity for the reporting period. This report includes the number of subscriber accesses, non-subscriber accesses, total number of accesses, number of outdial attempts, the time spent on inbound and outbound calls, and total time on calls. The report also lists the number of transfers out of the system, the number of times all ports were busy, %Busy, Avg.
System Administration 0 SYSTEM PORT Reports 0 STATISTICS ================================================================================ 0 0 FROM 12/05/9i TO 12/05/91 ================================================================================ 0 #SUBS #NON-SUBS #OUTGOING #TOTAL CONN #INBOUND MIN. #OUTBOUND MIN. #TOTAL MIN. #XFRS 0 0 0 0 19 0 19 258 0 258 0 #TIMES ALL BUSY %BUSY AVG. ALL BUSY TIME ALL BUSY AVG. CONN MIN. 0 0.
System Administration 10.13 HOURLY PORT STATISTICS Reports REPORT (S REPORT) The Hourly Port Statistics report provides the number of connections to the system, the number connect minutes, the number of ports busy, and the time busy for the system by hour. 10.13.1 ACCESSING THE HOURLY PORT STATISTICS 1. From the On Line Programming 2. The screen will prompt of REPORT Menu, press the S key. “Processing records... 3. The cursor will highlight the [Opr] bracket. Report completed.
System Administration 10.13.3 Reports PRINTING THE HOURLY PORT STATISTICS REPORT 1. While in the Hourly Port Statistics report, you will notice that the cursor highlights the [Page] bracket. Press the LEFT I File ARROW key to re-highlight Spec[\RPT\REPORT.DSP the [Opr] bracket. ] Oprd]P:Print Press the P key. C:Com F:File Page[-] I 2. The system will display “Working., 3. The system will prompt *Press Esc to abort.” “Set the printer...Ready to Print? (y/n)” 4.
System Administration 10.14 OUTDIALING Reports DETAIL REPORT (T REPORT) The Outdialing Detqil report provides a detailed listing of each outdial call placed by the system. The Detail report will ONLY be operational if outdial calls have been placed. Outdialing 10.14.1 ACCESSING THE OUTDIAL DETAIL REPORT 1. From the On Line Programming Menu, press the T key for Outdial Detail Report report. The system prompts: Enter start date-end date (MMDDYY-MMDDYY) [02 1892-02 18921. 2.
System Administration 10.14.3 Reports PRINTING THE OUTDIALING DETAIL REPORT 1. While in the Ou@ialing Detail report, you will notice that the cursor highlights the [Page] bracket. Press the LEFT ARROW key to re-highlight the [Opr] bracket. Press the P key. 2. The system will display “Working.. 3. The system will prompt .Press Esc to abort.” “Set the printer...Ready to Print..? (y/n)” 4. Press Y (Yes) the printer will begin printing the report.
System Administration IO.15 CALL Reports STATUS REPORTS There are three Call Status reports located on the first page of the On Line Programming MONTHLY CALL COUNT (OA Menu. REPORT) The Monthly Call Count screen tells the system administrator how many calls the system took on a daily basis in a specific month, with monthly and day of the week totals.
System Administration 10.16.2 Reports PRINTING THE MONTHLY CALL COUNT REPORT 1. Press the ALT and P keys simultaneously to print the current OA report for that month. 2. To review any month, move the cursor to the desired month. Press the F9 key. Press the Enter key. Press the ALT and P keys simultaneously to print the selected month of your choice. 3. To print ALL of the OA reports that the system has stored, at the date prompt type: EXC, 91 ,* * * The reports will print. 4.
System Administration /’ 10.17.2 Reports PRINTING THE MONTHLY CALL DURATION (OB) REPORT 1. Press the ALT , and P keys simultaneously to print the current OB report for that month. 2. To review any month, move the cursor to the desired month. Press the F9 key. Press the Enter key. Press the ALT and P keys simultaneously to print the selected month of your choice. 3. TO print ALL of the OB reports that the system has stored, at the date prompt type: EXC, 91 ,* * * The reports will print. 4.
System Administration 10.18.2 Reports PRINTING THE DAILY CALL COUNT (OC) REPORT 1. Press the AL+ and * P keys simultaneously to print the current OC report for that month. 2. To review any month, move the cursor to the desired month. Press the F9 key. Press the Enter key. Press the ALT and P keys simultaneously to print the selected month of your choice. 3. To print ALL of the OC reports that the system has stored, at the date prompt The reports will print. 4.
