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Basic Voice Mail Programming

Checking the Default Automated Attendant

Chapter 4: Voice Mail Programming

NVM-2e/i-Series Quick Setup Guide

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21

Default

Figure 7: How the Default Automated Attendant Handles Calls

Call rings into Voice Mail port 1 on Wednesday (a workweek day), 5:30 PM.

To work with
AST’s, see Com-
pleting the AST
Worksheet on
page 24.

Voice Mail looks at AST 1, which is assigned to each port, to see which
Call Routing (CR) Mailbox & Dial Action Table (DAT) should answer.

<====

Sched 1. Workweek Mon-Fri, starting at 8AM
Sched 2. Workweek Mon-Fri, starting at 5PM

CR 802 DAT 1
CR 803 DAT 2

To modify the
Instruction Menu
(Main Greeting
portion), see Mod-
ifying Instruc-
tion Menus
(Main Greeting
Portion) on
page 32.

<====

Since the call falls into the Workweek Evening time period, the Voice Mail
plays the Main Greeting for Call Routing Mailbox 803. The default Welcome
Message is: Thank you for calling.

To modify the
Instruction Menus
(Dialing Options
portion), see Mod-
ifying Instruc-
tion Menus
(Dialing Option
Portion) on
page 33.

<====

The Voice Mail plays the default dialing options for Call Routing Mailbox
803: If you are calling from a touch tone phone, please dial the extension
number you wish to reach or dial 0 for assistance. If you are calling from a
rotary dial phone, please stay on the line for assistance.

Caller presses a dialpad key.

The Voice Mail uses the default routing options in the Dial Action Table
shown on the next page.

«
...
25
26
27
28
29
...
»

Summary of Contents for NVM-2e Series

Page 1: ...rogramming to Learn how to program your telephone system for Voice Mail page 11 Read Chapter 4 Programming the Voice Mail to Follow basic programming steps to get Voice Mail up and running page 15 Read Chapter 5 End User Operation to Operate the Voice Mail page 35 Read Chapter 6 NVM 2e Menu Trees to Learn about the NVM 2e Menu Trees and the functions that you can perform from each menu page 41 Rea...

Page 2: ...is subject to change without notice and NEC America Inc has no obligation to provide any updates or corrections to this manual Further NEC America Inc also reserves the right without prior notice to make changes in equipment design or components as it deems appropriate No representation is made that this manual is complete or accurate in all respects and NEC America Inc shall not be liable for any...

Page 3: ...ng and Mailbox Assignments 1 The NVM 2e Cabinet 2 The Communication Port COM 2 2 Specifications 3 Chapter 2 Installing the Voice Mail 5 Overview 5 Installation Requirements 6 Unpacking the Equipment 6 General Equipment Requirements 6 Phone System Requirements 6 Site Requirements 7 Installing the Voice Mail Hardware 8 Connecting a Laptop to the Voice Mail 9 Connecting the Voice Mail to a Phone Syst...

Page 4: ...ter 4 Programming the Voice Mail 15 Overview 15 Initializing the Voice Mail for Your Phone System 16 Installing the Phone System 16 Default Setup for the Voice Mail 17 Testing the Voice Mail 18 Modifying the Time and Date 19 Default 19 Modifications to Default 19 Setting the Time and Date 19 For more information 19 Basic Voice Mail Programming 19 Checking the Default Automated Attendant 20 About C...

Page 5: ...6 Programming the ASTs 27 Default 27 Modifications to Default 27 Programming 27 For more information 27 Modifying the Dial Action Tables 28 Default 28 Default Dial Action Tables for i Series 29 Modifications to Default 30 Programming 31 For more information 31 Modifying Instruction Menus 32 Modifying Instruction Menus Main Greeting Portion 32 Default 32 Modifications to Default 32 Modifying Instru...

Page 6: ... 38 Checking Your Messages Keyset Only 39 Chapter 6 NVM 2e Menu Trees 41 Overview 41 NVM 2e Menu Trees 42 User s Menu 42 System Administrator Menu 43 Database Management Menu Sheet 1 44 Database Management Menu Sheet 2 45 Database Management Menu Sheet 3 46 Appendix A Application Notes 47 Overview 47 Application Note ANV0004A 48 One Company with Auto Attendant only Answering Calls At Night 48 Appl...

Page 7: ...es not answer or is in the Do Not Disturb mode Or the caller can return to the Automated Attendant for more dialing options If you wish you can customize the greeting and the dialing options in the Instruction Menu Subscriber Mailboxes In addition the NVM 2e Voice Mail system provides a Subscriber Mailbox for up to 50 extensions This Subscriber Mailbox holds the recorded messages lets the extensio...

Page 8: ... 2e Voice Mail Cabinet Figure 2 Back NVM 2e Voice Mail Cabinet The Communication Port COM 2 To program the NVM 2e Voice Mail system you can use COM 2 shown in Figure 2 with a terminal emulation software such as ProCom Plus or Hyper Terminal which is installed on a laptop computer 1 2 24 VAC 0 7A 50 60Hz IOIOI DIAL V1 Voice Mail Ports 1 4 AC Power Currently Not Used COM 2 Connect Laptop Computer ...

Page 9: ...n 2 0 1 with software version prior to 2 0 Dial Action Tables 4 Telephone System Interface One Analog Station Port for Each Voice Mail Port Programming Phone system single line extension or direct connection to RS 232C port Electrical Requirements 105 120 VAC 60 Hz Environmental Requirements Room Temperature Humidity Dust 50 104oF 10 40oC 20 85 non condensing No visible accumulation within 24 hour...

Page 10: ...About the Voice Mail System 4 NVM 2e i Series Quick Setup Guide Chapter 1 Introduction ...

Page 11: ...Mail Overview Overview This chapter tells you how to install your NVM 2e Voice Mail Specifically you find instructions for 1 Installation Requirements page 6 2 Installing the Voice Mail Hardware page 8 3 Connecting a Laptop to the Voice Mail page 9 4 Connecting the Voice Mail to the i Series Phone System page 10 ...

Page 12: ...n at all times Laptop or other IBM compatible computer containing a standard communications software program such as Procomm Plus Surge Protector Standard sheet rock dry wall screws a center hole punch or other pointed tool tape and hammer RJ 45 null modem cable The manuals for your telephone system Phone System Requirements Each Voice Mail port must be connected to an analog extension circuit in ...

Page 13: ...place any covering over the unit while it is in operation Do not obstruct the ventilation holes on the sides of the unit Allow at least two inches of clearance from any adjacent surface Request outside lines with open loop flash disconnect supervision from the phone company Outside lines with open loop disconnect supervision prevent the recording of unwanted silence This can happen when an Automat...

Page 14: ... are not blocked Position the cabinet so that LEDs can be seen The LEDs are lit when the unit has power Power LED the Voice Mail is initializing Voice Mail LED a particular Voice Mail port is busy Power Status LEDs 2 Plug the Voice Mail power supply cord into the connector labeled 24 VAC Plug the AC Adapter into a 120 V 60 Hz grounded outlet See Figure 3 Figure 3 Installing the NVM 2e Voice Mail S...

Page 15: ...p computer 3 Use standard communications software such as ProComm Plus to set the laptop to 115200 baud 8 data bits no parity and 1 stop bit The terminal emulation should be VT100 If you are using Windows HyperTerminal after you select the proper COM port for your laptop In Port settings set the Baud Rate to 115200 Data Bits to 8 Parity to N Stop Bits to 1 and Flow Control to None Do not leave Flo...

Page 16: ... on a 2 OPX Module as shown in Figure 6 2 Repeat step 1 for Port 2 3 Repeat step 1 for Ports 3 and 4 if your Voice Mail contains 4 ports Figure 6 Connecting an i Series Phone System to the NVM 2e Availability All versions of the NVM 2e integrate with the i Series IMPORTANT NOTE Extensions will receive notification of new messages blinking Message Waiting Lights and interrupted dial tone for single...

Page 17: ...l programs so that it integrates correctly with the NVM 2e Voice Mail In addition the phone system may need to have a piece of specific equip ment or a certain software level in order for it to operate correctly with the Voice Mail This chapter tells you if need any special equipment and the specific programs you will need to configure your phone system so that it integrates with NVM 2e ...

Page 18: ...o automatically set up extension circuit types Note Running 0004 after the system is set up may require that you re program certain devices such as DSS Consoles and DCI s 0005 Extension Circuit Type Whenever possible use 0004 Use Phone Programming Applies to 28i 124i commonized 124ie Assign circuit type 3 to analog Voice Mail ports Assign circuit 9 order 2 to digital Voice Mail ports Remember to p...

Page 19: ...se COS 8 0410 Extension Department Group Options Item 3 Voice Mail Group Enter 1 for the Voice Mail group the Group you assigned in Program 1003 Designate which Department Group is to be assigned as a Voice Mail Group Program 0419 Class of Service Options Part B Item 26 Message Wait Dialtone Enter 0 zero for the Class of Service assigned to the Voice Mail ports Stutter dial tone on a Voice Mail po...

Page 20: ...ected extensions to a Ring Group that will ring for unanswered DILs to Voice Mail ports Enter 1 to enable overflow ringing 0910 Trunk Ring Group Assignment To enable Voice Mail Overflow assign the Voice Mail DILs to the Ring Group specified in program 0909 above This allows calls on the DILs to ring other extensions when all VM ports are busy 0917 DIL Assignment Assign a Voice Mail port as the DIL...

Page 21: ...up for the i Series page 17 3 Testing the Voice Mail Operation page 18 4 Basic Voice Mail Programming page 19 Modifying the Time and Date page 19 Checking the Default Automated Attendant page 20 Assigning Answering Schedule Tables to Ports or Trunks page 23 Completing the AST Worksheet page 24 Creating and or Customizing Call Routing Mailboxes page 26 Programming the ASTs page 26 Modifying the Dia...

Page 22: ...th the Voice Mail you will see the MAIN MENU prompt 2 At the MAIN MENU prompt press IN and then Enter to select Install System The Install System Menu will be displayed Each phone system on this menu corresponds to a number in the column at the left 3 The default entry should already be 2 the number that corresponds to the 28i 124i phone system If it isn t enter 2 and press Enter 4 Follow the inst...

Page 23: ... shown below You cannot change this number of default mailboxes in the NVM 2e However you can change mailboxes that are defaulted as one type to another type But if you change trunk mailboxes to some other type it is recommended that you keep one mailbox defined as a trunk mailbox Mailbox Type Default of Mailbox Type Default Numbering of Mailboxes Announcement Mailbox 2 800 801 Call Routing Mailbo...

Page 24: ...or dial 0 for assistance If you are calling from a rotary dial phone please stay on the line for assistance Test 2 for Voice Mail 1 From the MAIN MENU prompt select DI Diagnostics and then press Enter 2 Enter the password the default password is CTL if requested and press Enter 3 Select PA Port Activity and then press Enter 4 At a Multibutton extension press the Message Key 5 Listen for You have m...

Page 25: ...rator Mailbox 1 Log onto a System Administrator Mailbox the lowest extension in the phone system From any extension Get intercom dial tone and dial Voice Mail master extension number OR Dial outside phone number to reach the Automated Attendant 2 If you hear the company greeting dial Otherwise go to step 3 3 If requested dial System Administrator mailbox number 4 If requested dial security code 5 ...

Page 26: ...ample you could assign the action Screened transfer to 306 to key 7 This lets a caller press key 7 to transfer to extension 306 The Voice Mail can accommodate up to 4 Dial Action Tables The Instruction Menu contains a Main Greeting to greet the callers and lists the available dialing options A typical main greeting or Welcome Message is Thank you for calling XYZ Company The recording dialing optio...

Page 27: ...n Menu Main Greeting portion see Mod ifying Instruc tion Menus Main Greeting Portion on page 32 Since the call falls into the Workweek Evening time period the Voice Mail plays the Main Greeting for Call Routing Mailbox 803 The default Welcome Message is Thank you for calling To modify the Instruction Menus Dialing Options portion see Mod ifying Instruc tion Menus Dialing Option Portion on page 33 ...

Page 28: ...ail Incomplete Screened Transfers are handled by the Voice Mail Unscreened Transfers are handled by the phone system When a caller presses an Undefined key Voice Mail plays That is an invalid entry then the Instruction Menu Transfer is assigned only to the keys that match the 1st digit of the extensions if extensions are 21 36 Transfer is assigned to keys 2 3 Undefined Routing to keys 4 8 Hangs up...

Page 29: ...For an explanation of ASTs see About Answering Tables on page 20 Default AST 1 is assigned to each port No trunks have an AST assignment Modifications to Default NVM 2e can accommodate up to 2 ASTs 1 2 Programming From Main Menu To assign an AST to a port Select Customize Menu Port Options Enter AST 1 2 in Answering Schedule Table field To assign an AST to a Trunk Mailbox Select Customize Menu Mai...

Page 30: ...schedule lets you record a distinct greeting Welcome Message for that sched ule For instructions on placing other types of mailboxes in an AST see Customizing Answering Options Using an Answering Schedule Table Chapter 3 Programming in the NVM 2e System Guide P N 17780INS08 or higher The date or day s that the mailbox should start answering a call The time of day the mailbox should start answering...

Page 31: ...hedule 13 Mailbox _______________ Schedule 4 Day s or Date __________ Schedule 4 Time __________________ Schedule 4 Mailbox _______________ Schedule 14 Day s or Date __________ Schedule 14 Time __________________ Schedule 14 Mailbox _______________ Schedule 5 Day s or Date __________ Schedule 5 Time __________________ Schedule 5 Mailbox _______________ Schedule 15 Day s or Date __________ Schedule...

Page 32: ...17780INS08 or higher To see how the Call Routing Mailboxes are assigned to AST 1 see Completing the AST Worksheet on page 24 of this chapter To review the routing options assigned to the keys in Dial Action Table see Figure 7 starting on page 21 in Checking the Default Automated Attendant of this chapter Modifications to Default The only thing you should change about a Call Routing Mailbox at this...

Page 33: ...ting Mailboxes you are ready to enter the AST worksheet data into the Voice Mail system Default N A Modifications to Default Use the worksheet on page 25 Programming From Main Menu Select Customize Menu Answering Schedule Table For more information See Customizing Answering Options Using an Answering Schedule Table in Chapter 3 Programming of the NVM 2e System Guide P N 17780INS08 or higher to ent...

Page 34: ...1 8 for details on Unscreened Transfers DIAL ACTION TABLE UTRF XXX XXX ext number Keys 1 8 Either Undefined Routing or Transfer to any extension the caller dials Transfer is assigned only to the keys that match the first digit of the extension numbers For example if the extensions are 21 36 Transfer will be assigned to Keys 2 and 3 and Undefined Routing will be assigned to Keys 4 8 If a caller pre...

Page 35: ...lt values for DATs 1 4 Key Routing Option Key 0 Action UTRF for DATs 1 4 REC1 for DATs 2 3 Number 301 Key 1 Action UND Number None Key 2 Action UND Number None Key 3 Action TRF Number XXX Key 4 Action UND Number None Key 5 Action UND Number None Key 6 Action UND Number None Key 7 Action UND Number None Key 8 Action UND Number None Key 9 Action HUP Number None Key Action REC1 Number IXXX Key Action...

Page 36: ...cannot set up this call routing option when using a phone to pro gram Action Number TRF screened UTRF unscreened XXX 3 digit ext XX 2 digit ext Go to a specific mailbox Action Number GOTO Mailbox number Go to any mailbox that the caller dials where the dialed mailbox number starts with the digit Z Action Number GOTO XXX Log on to a mailbox and Voice Mail Action Number LOGON N Note After callers pr...

Page 37: ...Using a Dial Action Table in Chapter 3 Programming of the NVM 2e System Guide P N 17780INS08 or higher Dial Action Table _____ Dial Action Table _____ Key 0 Action______ Key 0 Number_____ Key 0 Action______ Key 0 Number_____ Key 1 Action______ Key 1 Number_____ Key 1 Action______ Key 1 Number_____ Key 2 Action______ Key 2 Number_____ Key 2 Action______ Key 2 Number_____ Key 3 Action______ Key 3 Nu...

Page 38: ...___________________________________________________ _________________________________________________________ CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ CR ____ ________________________________________________ __...

Page 39: ...y want to make copies of this page so you have the number of forms you need Programming To listen to record erase or copy an Instruction Menu 1 Call a System Administrator Mailbox from the first extension in the numbering plan as follows Get intercom dial tone Dial Voice Mail extension number If you hear the default greeting dial Otherwise go to the next bullet Dial the mailbox number for the firs...

Page 40: ...sy Subscribers can also record their name for their mailbox All they have to do is call their mailbox and dial RN The details are in the User s Guide The Voice Mail plays the most recently recorded name regardless of how it was recorded Default No mailbox names recorded Modifications to Default Recorded names can be up to 10 seconds long Programming To listen to record or erase a Mailbox Name 1 Ca...

Page 41: ...tions for 1 Telling Subscribers About the Master Extension page 36 2 Using the Voice Mail page 36 Leaving a Message page 36 Forwarding a Call to Your Mailbox page 37 Transferring a Call to Your Mailbox page 37 Recording a Call page 38 Personal Answering Machine Emulation page 38 Checking Your Messages page 39 For complete instructions on using NVM 2e see the NVM Series User s Guide P N 17600SUG05 ...

Page 42: ...ster Number After Voice Mail Answers dial your mailbox number Your mailbox number is normally the same as your extension number You may optionally dial a co worker s mailbox or use this procedure to call your mailbox from a co worker s phone OR Press idle CALL key and dial 8 2 If requested by Voice Mail enter your security code Ask your Voice Mail system administrator for your security code Normal...

Page 43: ...ceive Transfer This number can be your mailbox number or a co worker s mailbox number OR Press DSS Console or One Touch key for extension who s mailbox will receive the Transfer If the Transfer destination is an extension forwarded to Voice Mail the call waits before routing the called user s mailbox This gives you the option of retrieving the call instead of having it picked up by Voice Mail 4 Ha...

Page 44: ...ward Station key PGM 1006 or SC 851 code 1080 2 Dial 1 and the Call Forwarding type 2 All calls 3 Outside calls only 4 Intercom calls only 3 Press SPK to hang up or hang up at DSL SLT if you dialed 2 in step 1 Your DND or Call Forwarding Station key flashes when Call Forwarding is acti vated When Answering Machine Emulation broadcasts your caller s mes sage you can Your telephone must be idle not ...

Page 45: ...r messages 1 Press CHECK 2 Dial 0 You can have any combination of the message types in the table below on your phone 3 Press VOL or VOL to scroll through your display 4 When you find the message you want to answer press CALL1 You ll either Go to your Voice Mail mailbox Listen to the new General Message Automatically call the extension that left you a Message Waiting If you see You have VOICE MESSA...

Page 46: ...Using the Voice Mail With the i Series 40 NVM 2e i Series Quick Setup Guide Chapter 5 End User Operation ...

Page 47: ...2e i Series Quick Setup Guide 41 Chapter 6 NVM 2e Menu Trees Overview Overview This chapter shows the following NVM 2e Menu Trees the User s Menu Tree page 42 the System Administrator Menu Tree page 43 the Database Management Menu Tree page 44 ...

Page 48: ...enter another mailbox name Erase message and go to Main Menu Specify next recipient by the opposite method then go to top of this menu N 6 Mailbox tions OP 6 7 OP S 7 N 6 Exit Menu Security Code Changes or erases your mailbox security code The mailbox options are as follows Message Notification Calls co worker or outside number when you get a msg Record a reeting For Your Mailbox G 4 G Record a am...

Page 49: ...ial Action Table 1 Good morning thank you for calling XYZ company e g Press 1 for Sales 2 for Technical Support Call Routing Mailbox 803 has Dial Action Table 2 Call Routing Mailbox 804 has Dial Action Table 3 Call Routing Mailbox 807 has Dial Action Table 4 Instruction Menus 6 N A Subscriber Mailbox name replaces the mailbox number or corresponding extension number in voice prompts Mailbox Names ...

Page 50: ...ansfer Screened listed on the next page 2 Select the number 3 Press the key for the action The result is as follows When the caller presses key 2 the Auto Attendant transfers the call to extension 25 Voice Mail provides 4 Dial Action Tables At default Dial Action Tables 1 4 are associated with Call Routing Mailboxes 802 803 804 and 807 respectively So if Call Routing Mailbox 802 is answering calls...

Page 51: ...Mail logs the caller onto that mailbox so the caller can listen to the messages in the mailbox and use other Voice Mail features Caller Dialed Go to a Mailbox This lets the caller dial mailbox numbers to go to those mailboxes Assign CG to the 1st digit of the mailbox numbers There is no need to assign a number to this action See MG for the types of mailboxes that the caller can go to 6 4 MG 2 4 CG...

Page 52: ... System Initialization Exit Menu The System Initialization options are as follows 1 Initialize Voice Mail Database This initializes the entire database the message database will be initialized and all programming options will be set to default values 2 Initialize Message Database This initializes the message database so that all personal messages and recordings e g Instruction Menu will be erased ...

Page 53: ...ility and power of your Voice Mail System 1 Application Note ANV00004A One company with the Automated Attendant only answer ing calls at night page 48 2 Application Note ANV00005A One company with the Automated Attendant answering calls during the day and at night page 50 3 Application Note ANV00006A One company with the Automated Attendant answering calls during the day and at night page 52 ...

Page 54: ...ant at night See Step 4 below Note This Application Note illustrates one of several procedures you can use to program this application If you are familiar with NVM 2e programming you may be able to set up an alternate procedure Step 1 Review the default Automated Attendant setup All Voice Mail ports use Answering Schedule Table 1 You will not change this setup Answering Schedule Table 1 has 2 sche...

Page 55: ...ction Menu for Call Routing Mailbox 802 Record a Instruction Menu similar to Thank you for calling ABC company Our normal hours are Monday through Friday 9 AM to 5 PM If you know the extension of the person you would like to reach dial it now To do this Call the System Administrator mailbox Get Intercom dial tone Dial Voice Mail master extension Dial System Administrator mailbox number Enter secur...

Page 56: ...ll hear these recordings See Step 3 below 4 In your telephone system programming direct calls to the Automated Attendant during the day and at night See Step 4 below Note This Application Note illustrates one of several procedures you can use to program this application If you are familiar with NVM 2e programming you may be able to set up an alternate procedure Step 1 Review the default Automated ...

Page 57: ...2 Step 3 Record an Instruction Menu for Call Routing Mailbox 803 This is the Instruction Menu that will play every evening and over the weekend Record an Instruc tion Menu similar to Thank you for calling ABC company Our normal business hours are Monday Friday 8 AM to 5 PM If you know the extension of the person you would like to reach dial it now Remember your weekday routing is Call Routing Mail...

Page 58: ...r daytime weekday callers Dial Action Table 1 See Step 4 below 5 In your telephone system programming direct calls to the Automated Attendant during the day and at night See Step5 below Note This Application Note illustrates one of several procedures you can use to program this application If you are familiar with NVM 2e programming you may be able to set up an alternate procedure Step 1 Review th...

Page 59: ...required Dial S A 72 for the System Administrator Menu Dial I 4 for the Instruction Menu Follow the voice prompts and make your recordings for Call Routing Mailbox 802 Step 3 Record an Instruction Menu for Call Routing Mailbox 803 This is the Instruction Menu that will play every evening and over the weekend Record an Instruc tion Menu similar to Thank you for calling ABC company Our normal busine...

Page 60: ...Table You ll see the prompts for Dial Action Table 1 Press Enter until you see the prompt Action UND for Key 1 Action Enter the option for key 1 that will direct callers to the Sales group For example type UTRF and press Enter if you are setting up an Unscreened Transfer Enter the destination for key 1 For example enter the master number for the Sales Extension Hunting group Using these same steps...

Page 61: ...nec com Other Important Telephone Numbers Sales 203 926 5450 Customer Service 203 926 5444 Customer Service FAX 203 926 5454 Technical Service 203 925 8801 Discontinued Product Service 900 990 2541 Technical Training 203 926 5430 Emergency Technical Service After Hours 203 929 7920 Excludes discontinued products ...

Page 62: ...NEC America Inc Corporate Networks Group 4 Forest Parkway Shelton CT 06484 TEL 203 926 5400 FAX 203 929 0535 April 2002 17780QSETI02 cng nec com Printed in U S A ...

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