WIN S MART V OICE I NSTALLATION M ANUAL ® ® WIN® Communications Corporation
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CHAPTER 1 WELCOME TO SMART VOICE ........................................................................................................................................................... 5 INTRODUCTION ................................................................................................................................................................................................................ 5 USING THIS MANUAL ...............................................................................
PUBLIC DISTRIBUTION LISTS ......................................................................................................................................................................................... 33 Creating New Distribution List ................................................................................................................................................................................. 33 Recording ...........................................................................
Welcome to Smart Voice Introduction The WIN® Smart Voice, Voice Mail System is a digitally integrated circuit card which installs directly into all WIN® 440CT Series Telephone Systems. Digital Integration allows Smart Voice to deliver advanced features, yet is a cost-effective automated attendant/voicemail system specially designed to meet all the needs of the small office user.
Service Requirements In the event of equipment malfunction an authorized Factory Representative must perform all required maintenance. It is the user’s responsibility to report the need for service to the authorized representative. In the case repairs are required, contact: WIN® Communications Corporation 6755 Jimmy Carter Blvd. Norcross, GA 30087 www.win-phone.
30 Day Out Of Box Failure Policy If a technician in the field is having a problem with a component of the WIN® Smart Voice, that has been installed within the past 30 days, the technician must contact WIN® Technical Support to troubleshoot the part in question. If the part is determined by WIN® Technical Support to be defective, an out of box failure (OBF) number will be issued.
Port Configurations Smart Voice may be ordered as a 2, 4, 8, or 16 port units, and may be expanded to a maximum of 16 ports. Port upgrades are obtained in 4 port increments. **Contact Dealer Support Services (770)-447-9555 or Technical Support 1-800-283-7877 for ordering upgrade procedures Power Requirements Smart Voice installs directly into any WIN® 440CT Series cabinet. The Basic Service Cabinet supplies all necessary power to Smart Voice.
Programming Maintenance Local Programming Smart Voice’s digital integration allows for automatic configuration of mailboxes. Once installed into a WIN®440CT Series Telephone System, Smart Voice will poll the telephone system, any physical port that has an assigned telephone will automatically have a normal user mailbox created and be assigned message waiting LED and cell phone notification.
Necessary Tools for Installation The installing technician should be certified on the WIN®440CT Telephone system and be familiar with basic voicemail terminology and methods.
Programming NOTE: Smart Keys require the permanent use of feature keys 1 – 6 (the top row). These keys will be programmed as Smart Keys and cannot be used for any other function. Telephone System Programming: Software Required: V9.
Live Monitor Smart Voice can be configured to call your internal telephone anytime that a Caller is leaving a message in your mailbox. Live Monitor allows a User to monitor the Caller while recording a message into the User’s mailbox. WIN® 32 Button Digital Display Telephone Users have the option to retrieve the Caller from Smart Voice and connect directly to the Caller.
2. While monitoring a message, interrupt and retrieve the caller from the voicemail by pressing Key #1 on the telephone. NOTE: Should you decide to interrupt the Caller during the message process, Smart Voice discards the current message and ceases recording.
Caller Identification Smart Voice will collect the incoming Caller ID information of Callers who leave a message in a User’s mailbox when Caller ID is present. When a User retrieves messages the Caller ID will be announced before each message is played, press # to skip this information and proceed directly to the message.
Usage Press [ICM] and dial the WIN® Smart Voice “Please enter your password…” Enter the Password for the User While listening to messages, Caller ID information will be shown in the display of the telephone. Press the pre-programmed [VCBK] key to return the call.
Programming Smart Voice Introduction Smart Voice provides the ability to program voicemail via telephone DTMF. Programming may be completed via a series of mailboxes designed to provide the installer with a menu driven utility to easily configure the system. Following is an explanation of the DTMF telephone programming.
Press DEF 3 to change the current date “Enter the new date: YYMMDD” OPER When satisfied with the time date, press 0 to return to the whattodo. *For security reasons, it is important that you change the password. You may change the password in User Setup. Creating Mailboxes Smart Voice allows installers 3 options for creating Normal User Mailboxes.
For example: User Range Leading Established Digit Locked-In Extension Length Invalid subsequent adds 30-39 3 2 300-399 (3-digits), 3000-3999 (4-digits) 400-499 4 3 40-49 (2-digits), 4000-4999 (4-digits) 5000-5999 5 4 50-59 (2-digits), 500-599 (3-digits) If a User already exists in a range, that User is skipped over in the creation of the range. Each Normal User mailbox is built using the Normal User Template mailbox 961 and has 2 notification event records built.
“Enter the starting number of the range, press cancel.” Enter the starting number, press # # , when complete, or press * to when complete. “Enter last number of the range, press Enter the last number, press # # when complete, or press * to cancel.” when complete. “ You have selected…If this is correct, press 1 . If this is not correct, press ABC 2 . To cancel, press * .
Main Greetings Customized greeting and whattodo messages for open and closed mode operation should be recorded during the installation process. All greetings and whattodos (daytime, nighttime, and emergency/temporary) are recorded from one User ID – User ID 980. The greetings and whattodos are recorded as individual greetings (UV1-UV4 and UV7-UV8) for this User.
♦ After listening to an audiotext message ♦ When writing the script for the whattodo, three things should be kept in mind: The whattodo is played immediately after the greeting, so the transition between the greeting and whattodo should flow smoothly. Callers may eventually come back to the whattodo, so the whattodo must make sense without being prefaced by the greeting. It is tempting to offer the caller as many options as possible. However, most callers only want one thing. That is to talk to someone.
Greeting Scripts Description Open greeting (980-Greeting 1) Open whattodo (980-Greeting 2) Closed greeting (980-Greeting 3) Closed whattodo (980-Greeting 4) Written Script
Recording Main Greetings The process of recording of the greeting and whattodo for open, closed, or holiday mode is the same as recording a personal greeting in a mailbox. All greeting and whattodo messages (daytime, nighttime, and emergency) for the main company may be recorded in User ID 980. Follow this procedure to record the greetings. Note: Recording greetings 7 and 8 will immediately override the current greeting until the next time Smart Voice changes from day or night.
Press GHI 4 , to select the greeting number to be recorded, press JKL 5 to begin recording. Greeting 1: Daytime Greeting Greeting 2: Daytime Whattodo Greeting 3: Nighttime Greeting Greeting 4: Nighttime Whattodo Greeting 5: Holiday Greeting Greeting 6: Holiday Whattodo Greeting 7: Emergency Greeting (Plays immediately upon recording) Greeting 8: Emergency Whattodo (Plays immediately upon recording) “Begin speaking at the tone, press # Press # when complete.” when recording is complete.
Dial 1 , to manually place the system into open or closed mode. To place in open mode, press 1 To place in closed mode, press ABC 2 To place in holiday mode, press To place in workday mode, press DEF 3 GHI 4 “You have selected … if this is correct, press If this is correct, press 1 1 if this is not correct, press . If this is not correct, press ABC 2 ABC 2 .” , to cancel, press * “Please wait while your changes are processed.” Smart Voice will play “beep” tones indicating progress.
Setting Business Hours Press [ICM] and dial the WIN® Smart Voice “Please enter your password…” Dial * * to return to the main greeting “Hello, thank you for calling…” Dial WXY 9 1 OPER 0 “…Set business hours, press Press ABC 2 .
Configure Single Digit User Options Single Digit User IDs 1 through 6 may be set up to transfer callers to another extension (Transfer-Only) or play an audiotext message to callers. A Single Digit User ID may be set up to both transfer to an extension and play audiotext. However, only one of these functions will be active at a time, depending on the call blocking status of the User ID (See “Single Digit Departmental Login”).
Setting Up Single Digit Audiotext Options Press [ICM] and dial the WIN® Smart Voice “Please enter your password…” Dial * * to return to the main greeting “Hello, thank you for calling…” Enter the System Access Code WXY 9 WXY 9 WXY 9 “Please enter your User ID…” Enter the User ID of the Single Digit User (1-6) to be modified “Please enter the password for User ID…” Enter the password for the selected User ID.
Configuring the Default Operator The default Operator for WIN® Smart Voice is User ID 0. Whether a caller dials 0 or does not dial anything from the main greeting he or she is directed to the extension programmed for User ID 0. WIN® Smart Voice is pre-programmed with the extension 0 for User ID 0.
OPER Enter User ID: 0 “Please enter the password for User ID 0” OPER Enter the Password Dial Dial Dial WXY 9 ABC 2 JKL 5 1 Press 0 to select the Main Menu to select the Call Management Menu to begin recording the greeting, press # when complete. OPER to review the recording. Press 0 to return to the whattodo. Enabling the Greeting The operator manually enables call blocking when no one is able to take calls at the operator position.
operator’s responsibility to disable call blocking during business hours so that callers may get through to a live person. Retrieving Messages Once call blocking has been enabled for User ID 0, messages will begin to accumulate in this box. It is the operator’s responsibility to pick up these messages.
Public Distribution Lists WIN® Smart Voice automatically generates 3 public distribution lists: 1. User ID 950 includes all Normal and Outside Users 2. User ID 951 includes all Normal Users 3. User ID 952 includes all Outside Users The System Administrator maintains these lists. You may create up to 7 additional public distribution lists (User IDs 953-959) and record names for each list.
Recording You may record a name for each public distribution list. Press [ICM] and dial the WIN® Smart Voice “Please enter your password…” Dial * * to return to the main greeting “Hello, thank you for calling…” Enter the System Access Code WXY 9 WXY 9 WXY 9 “Please enter your User ID…” Enter User ID of the Distribution List “Please enter the password for User ID…” Enter the Password for the User ID Press Press Press WXY 9 JKL 5 ABC 2 to return to the User Menu to select the User Setup Menu.
Changing User Passwords As the administrator of the system, you are responsible for the safe keeping of several User IDs. When the system is installed, all passwords are the same as their corresponding User IDs. If security is an issue, it is the System Administrator’s responsibility to change passwords to the following User IDs.
System Administrator Menu User ID 900 is the only User with administrative privileges. Below are the available options from the System Administrator menu: 1 PLAY THE CURRENT DATE AND TIME This option plays the current date and time of the system. ABC 2 CHANGE SYSTEM TIME This option allows the System Administrator to change the time on the system. DEF 3 CHANGE SYSTEM DATE This option allows the System Administrator to change the system date.
To Access the Administration User: Press intercom and call the system. Enter the password for User ID… Dial * to the User Mode login greeting Please enter the User ID… Enter User ID: WXY 9 OPER 0 OPER 0 Please enter the password for User ID 900. * Enter the password for User ID 900. (Default password is *For security reasons, it is important to change the password. WXY 9 OPER 0 OPER 0 ) You may change the password in User Setup.
1 JKL 5 GHI 4 DEF 3 ABC 2 1 Play Saved Messages Play First Message Check Un-heard Sent Msgs Un-erase all messages Erase All Messages Quick Messaging Play Next Message GHI 4 DEF 3 ABC 2 1 DEF 3 ABC 2 1 Set Certified Set Private Send Message with Opt Special Delivery Options Review Message Prefix Record Message Prefix Forward Message Forward Current Message Erase Current & Play Next Msgs TUV 8 PRS 7 MNO 6 JKL 5 GHI 4 DEF 3 1 Advanced Options Replay Current Message Play Ne
# * Skip to Next Message Component Pause Message Playback
