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NEC Univerge UM8000, User Manual

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NEC Univerge UM8000 User Manual Download Page 286

Hospitality Site Management 

286

Checking Hotel Guest Messages 

The message waiting indicators on room phones tell guests they have new messages. Guests call the messaging system 
to hear their messages. If the phone system supports easy message access, guests can press a button on the room 
phone to hear their messages. Refer to the phone system documentation to determine whether easy message access is 
available and how to enable the feature.

Retrieving Messages Using the Room Phone

Guests call the messaging system and enter their personal ID to retrieve their messages. If guests can set passwords, 
they must also enter the correct password before retrieving their messages. 

Retrieving Messages Using Another Phone

When guests are away from their room they can call the hotel operator and ask to be transferred to their voice mailbox. 

Use the following procedures to transfer a caller or guest directly to a voice mailbox for a hotel room.

To transfer a checked

-

in guest directly to a mailbox

1.

Initiate a call transfer.

2.

Enter the messaging system number, the default guest ID, and the guest room extension.

3.

Complete the call transfer.

To transfer a caller directly to a guest’s mailbox

1.

Initiate a call transfer.

2.

Enter the messaging system number, the room extension, and the transfer override code.

3.

Complete the call transfer.

Related Topics

Hospitality Site Configuration

Configuring the Guest Template

Configuring Hotel Guest Recorded Name, Language, and Message Storage

Resetting a Hotel Guest Message Box

Accessing Messages After a Hotel Guest Checks Out

Restoring a Hotel Guest Mailbox

Summary of Contents for Univerge UM8000

Page 1: ...ration tasks and is accessed using a monitor and keyboard attached to the console or a desktop computer that is connected to the same network as the messaging system server See Administration Console Overview Using System Administration Help Logging On and Logging Off for System Managers Registering the Messaging System Stopping and Starting the Linux Operating System ...

Page 2: ...es in this category enable you to set passwords account permissions phone greetings call processing and transfer settings To see additional profiles click the Search Previous or Next icons on the Profiles page For more information see Searching for a Subscriber Call Management Use to specify how the messaging system answers routes transfers and records calls Settings include call handling settings...

Page 3: ...o set general information about the messaging system including site contact information message storage and playback settings system prompts schedules port settings and phone system integration Port Status Use to review the current port or incoming phone line activity and status Server Control Use to start or stop the messaging system software Related Topics Administration Console Pages System Man...

Page 4: ...elated Topics System Manager Responsibilities Page Field Descriptions Using System Administration Help Icon Name Description Save Save data for a new or modified record Search Search for existing records on the page Add Create a new record on the page Delete Delete the displayed record Run Generate a report Available only on the Reports pages Previous Display the previous record Next Display the n...

Page 5: ... files can be installed locally on any computer for viewing To install the online help files locally 1 Insert the Support disc into the disk drive The autostart page appears 2 Click Documentation System Administration Help 3 Save the zip file to the local hard drive 4 Use WinZip or a similar file decompression program to extract all of the files to a local directory on the computer Be sure to reta...

Page 6: ... admin Keyboard key names Names of keys on the keyboard are shown in bold uppercase letters For example SHIFT ENTER and CTRL When two keys must be pressed simultaneously they are joined with a sign For example ALT TAB Sub categories The symbol separates the Administration Console selections on sub categories and separates page selections For example Programs Administrative Tools Common User Manage...

Page 7: ...ages Available in PDF format only Mailbox Manager Help Online help for the Web Client application Mailbox Manager Quick Reference Card Provides shortcuts and abbreviated instructions for accessing and using the messaging system Documentation Updates The reseller section at www activevoice com provides documentation updates Related Topics System Manager Responsibilities Basic Concepts Administratio...

Page 8: ... THE MESSAGING SYSTEM BOARD YOU MUST LOG ON TO THE ADMINISTRATION CONSOLE USING A NETWORK CONNECTION 1 If the messaging system software is not running start it See Shutting Down and Restarting the Messaging System Software 2 On a workstation attached to the same network as the messaging system open a Web Browser window 3 On the Browser window click File Open 4 Type the IP address of the messaging ...

Page 9: ...r and password credentials 3 The messaging system License Agreement page appears 4 Read the license agreement then click I accept The Licensing page appears 5 Copy and paste the license number into the license file text box 6 Click Save The Switch Information page appears 7 Select the appropriate switch from the Switch list 8 Click Save The Switch Extensions page appears 9 Click Edit all to type e...

Page 10: ...m software using the Administration Console 1 Start a Web browser In the browser address bar type http server name admin where server name is the name or IP Address of the messaging system server 2 Log on using the appropriate user and password credentials 3 Click Server Control 4 Click Stop The system shuts down each port as calls are disconnected after all ports are shut down the messaging syste...

Page 11: ...ging system server 2 Click Server Control 3 Click Start to restart the messaging system The messaging system may take more than 30 seconds to restart The Status icon changes from red to green Related Topics Server Control Stopping and Starting the Linux Operating System Using the Administration Console to Restart the Messaging System Using the Desktop Icon to Stop the Messaging System Using the De...

Page 12: ... software The Status icon changes from green to red after the messaging system software is shut down The messaging system may take more than 60 seconds to completely shut down CAUTION CLICKING THE Stop ICON MULTIPLE TIMES MIGHT CAUSE THE SYSTEM TO LOCK UP Related Topics Server Control Stopping and Starting the Linux Operating System Using the Administration Console to Restart the Messaging System ...

Page 13: ...from red to yellow while the software is restarting The messaging system may take more than 60 seconds to start CAUTION CLICKING THE Start ICON MULTIPLE TIMES MIGHT CAUSE THE SYSTEM TO LOCK UP OR DAMAGE DATA Related Topics Server Control Stopping and Starting the Linux Operating System Using the Administration Console to Restart the Messaging System Using the Desktop Icon to Stop the Messaging Sys...

Page 14: ...e messaging system through SSH using a client computer or log on to a local console 2 Log on as Admin 3 On the command line type restart then press ENTER NOTE THE MESSAGING SYSTEM SOFTWARE AUTOMATICALLY RESTARTS AFTER THE SERVER IS RESTARTED IF THE MESSAGING SYSTEM DOES NOT RESTART USE THE ADMINISTRATION CONSOLE OR MAINTENANCE MENU TO START THE MESSAGING SYSTEM Related Topics Server Control Stoppi...

Page 15: ... location These topics introduce basic system concepts explains the role of the system manager describes how to log on to and log off the system and how to navigate the Administration Console See System Manager Responsibilities Basic Concepts Assigning System IDs Recording Voice Fields or Interview Prompts Using a Phone to Change System Information Configuring System Security Following Recommended...

Page 16: ...l information see Subscriber Template Overview Monitoring the system with reports Track system activity incoming and outgoing calls port usage and subscriber access Create reports to monitor the system on a regular basis For more information see Creating Busy Port Usage Reports Training new subscribers operators or other system managers Train new subscribers operators or system managers to use the...

Page 17: ...hat the system plays to guide callers through the messaging system The standard subscriber system conversation offers four basic settings each time a subscriber calls the system Check new messages Subscribers and guests can listen to new messages Leave messages Callers and subscribers can leave messages for other subscribers Review old messages Subscribers can review old messages that remain on th...

Page 18: ...ystem Manager Responsibilities Navigating the Administration Console Transfer Greeting Action Flow A call reaches a box Transfer Greeting Action The system tries to transfer to an extension the system plays the transaction box greeting and if no touchtone keys are pressed the system performs an action such as routing the caller to the public interview box ...

Page 19: ...When system IDs are assigned by letters duplication can occur both SANDY and RANDY have the same ID number 72639 The number of system IDs required in a system determines the number of digits used in the ID The following table shows how many unique IDs are available for a particular numbering plan When creating system IDs to allow for a range of unused system IDs this enables future system expansio...

Page 20: ...Callers enter a personal ID to identify themselves to the system Once identified the subscribers listen to messages leave two way messages for others and change their personal settings Guests use a personal ID to exchange two way messages with their hosts The personal ID is usually created by using the subscriber extension number prefixed with an extra digit 9 A subscriber with extension 4323 has ...

Page 21: ...s all default system IDs and the locations where they are found Related Topics Assigning System IDs Following Recommended Security Practices System Manager Responsibilities Default System ID Used by Location OPEN Opening box Call Management Opening Boxes 0 zero System operator Call Management System Operator Box CAUTION SV8300 PHONE SYSTEMS SOME REGIONS MIGHT NOT SUPPORT ZERO FOR THE OPERATOR 9696...

Page 22: ... VERSION OF JAVA RUNTIME ENVIRONMENT JRE MIGHT BE REQUIRED MAKE SURE THAT THE WEB BROWSER AND JRE ARE UP TO DATE To play a recording on the Administration Console 1 In the Administration Console click Subscribers Subscribers Profile or Subscribers Subscribers Greeting or another page that has the voice field for the name greeting or prompt 2 Click the voice field The media control tool appears 3 C...

Page 23: ...ndset Microphone Speak into the microphone 5 When finished recording click 6 Click to save the recording to the server 7 Replace the handset if you recorded using the phone 8 Close the media control window NOTE GREETINGS AND PROMPTS CAN BE CREATED USING WAV FILES THAT ARE COPIED INTO THE MEDIA CONTROL USING Paste from File WAV FILES MUST BE IN THE AD PCM AUDIO FORMAT WITH 16 BIT AUDIO SAMPLE SIZE ...

Page 24: ...bilities Menu Selections Meaning Would you like to change a mailbox 4 Add a new mailbox determine whether or not a mailbox has a security code delete security codes or delete a mailbox If a mailbox is deleted all of the transaction boxes guests private groups interview boxes and messages owned by that mailbox are deleted Would you like to change the opening greetings 5 Switch to or from alternate ...

Page 25: ...s precaution ensures that unauthorized persons cannot access unused mailboxes before enrollment and prevents subscribers from enrolling without setting a security code Limit the number of times a caller can enter an invalid system ID This setting prevents unidentified callers from accessing the system and trying to guess a valid system ID Set the action the messaging system takes when a caller exc...

Page 26: ...can enter an invalid system ID 1 In the Navigation Pane click System Configuration General 2 In the Maximum number of attempts to enter a personal ID field set the maximum number of times a caller can enter an invalid system ID The default is ten 3 In the Maximum security code password attempts field set the maximum number of times a subscriber can incorrectly enter a security code before having t...

Page 27: ...k regularly for any unused mailboxes and delete them as necessary Verify that the correct subscribers are assigned system manager status Delete any unknown subscribers Create system usage and system log reports System usage and system log reports show patterns of messaging system activity Check the reports regularly for unusual activity particularly during late night or early morning hours Check f...

Page 28: ... Configuring Numeric Group and Remote Site IDs Limiting Misdials from Unidentified Callers Viewing the Installed System Languages Enabling Access to Mailbox Manager Configuring Encryption for Mailbox Manager Users System Settings Overview Understanding Directory Assistance Configuring the Alphabetic Directory Selecting a Conversation Map Configuring Startup Options and Error Notices Controlling Ho...

Page 29: ...onfigures Web encryption for the Administration Console Mailbox Manager and mobile client To change the general configuration settings 1 In the Navigation Pane click System Configuration General For detailed field information see the System Configuration General System table 2 Type or select a value for each field 3 Click Save Related Topics Saving and Storing Data for Reports Configuring Numeric ...

Page 30: ...rmation see the System Configuration General System table 2 In the Call report aging days field type the number of days to store report data The default value is 14 days but files can be stored up to 999 days Files are deleted at midnight on the day they expire 3 Click Save Related Topics Changing General Configuration Settings Configuring Numeric Group and Remote Site IDs Limiting Misdials from U...

Page 31: ...e remote subscriber name or extension number To configure an ID for numeric groups and remote sites 1 In the Navigation Pane click System Configuration General For detailed field information see the System Configuration General System table 2 Type a unique system ID in the System ID for access to groups and remote sites field 3 Click Save Related Topics Changing General Configuration Settings Savi...

Page 32: ... General For detailed field information see the System Configuration General System table 2 Set the maximum number of times a caller can enter an invalid system ID in the Maximum number of attempts to enter a personal ID field The default number is ten 3 Select the maximum number of times a caller can enter an invalid security code from the Maximum security code password attempts list The default ...

Page 33: ... click System Configuration General For detailed field information see the System Configuration General System table 2 Select Allow Mailbox Manager Access 3 Under URL for Web Mailbox Manager select one Use automatic settings When selected the default URL appears Use custom settings Type another URL for the messaging system server 4 Configure Web encryption for users see Configuring Encryption for ...

Page 34: ...ormation see the System Configuration General System table 2 Under Web encryption for users select one Require SSL Use SSL encryption only for log on password change requests and enrollment Do not Require SSL Do not use SSL encryption for Web Mailbox Manager Slows performance 3 Click Save Related Topics Changing General Configuration Settings Saving and Storing Data for Reports Limiting Misdials f...

Page 35: ...Settings page to configure settings for directory assistance conversation maps and startup options and error notification See Configuring the Alphabetic Directory Understanding Directory Assistance Selecting a Conversation Map Configuring Startup Options and Error Notices ...

Page 36: ... not have letters This lets callers press numbers instead of letters to search for a subscriber extension Numeric directory assistance involves grouping subscribers using a common characteristic such as department location or schedule then creating a menu of choices that assigns a single touchtone to each grouping When the caller presses the numeric key assigned to the directory group the system p...

Page 37: ... Settings For detailed field information see the System Configuration System Settings table 2 In the Directory Assistance field type the ID The default is 555 3 Select Transfer call automatically if there is only one possible match to have callers transferred directly to the extension when there is only one match 4 Select Enable three character directory mode to allow callers to enter no more than...

Page 38: ...avigation Pane click System Configuration System Settings For detailed field information see the System Configuration System Settings table 2 Select the telephone user interface emulation from the Conversation map list Default The messaging system conversation described on the Quick Reference card Centigram TUI Emulation The messaging system conversation described in the Centigram Optional Convers...

Page 39: ...n error message that a file is inaccessible CNG Incoming Fax Tone The messaging system identifies incoming fax tones with the default settings The default settings are 1100 hertz 38 hertz and 15 of cadence To specify different fax tones type cng frequency dev timedev For example cng 1050 55 18 looks for a fax carrier of 1050 hertz 55 hertz and 18 of cadence mk n System IDs During Directory Menus E...

Page 40: ...ration Languages A list of the installed system hotel and text to speech TTS languages appear For detailed field information see the System Configuration Languages table 2 Select the Default option to make the language the default system language See Adding or Removing Language Packs 3 Click Save To view change the default system language 1 On the System Configuration Languages page 2 Select the D...

Page 41: ...stall Language The Updating button appears It takes a few minutes for the language pack to install When the installation is complete the new language appears in the list of languages 7 Click Restart to restart the messaging system The Server control page appears and both the Start and Stop buttons are grayed out while the server shuts down To remove a language pack 1 In the Navigation Pane click S...

Page 42: ...h public message access To configure the number of days the system retains a public message 1 In the Navigation Pane click System Configuration Public Messages For detailed field information see the System Configuration Public Messages table 2 Set the number of days to retain public messages after it has been heard in the Keep old messages for days field The default is 0 zero the message is delete...

Page 43: ...ng the Maximum recording time for screening seconds field The default is 6 seconds 5 Type the number of seconds the messaging system moves forward or backward in a message in the Amount to skip forward on rewind fast forward field The default is 4 seconds 6 Short ending and Long ending fields Specify the number of seconds that the messaging system waits for callers to continue with their message I...

Page 44: ...System Configuration 44 Related Topics System Schedules ...

Page 45: ...nformation should include the name of the messaging system administrator customer contact and telephone numbers To complete the Contacts fields 1 In the Navigation Pane click System Configuration Contacts For detailed information about the fields on this page see the System Configuration Contacts table 2 Type the appropriate information in the fields 3 Click Save ...

Page 46: ...alls An operator answers all incoming calls then forwards specific calls to the messaging system 5 Select which night calls are answered All trunks Answers all incoming calls Some trunks An operator answers calls on a set of external lines and the messaging system answers overflow calls or incoming calls on a different set of external lines Forwarded calls An operator answers all incoming calls th...

Page 47: ...mbers For detailed field information see the System Configuration Access Numbers table 2 Type the Trunk pilot This is the number callers dial to reach the messaging system from an outside phone 3 Type the of trunks answered the number of trunks the messaging system answers 4 Specify the Internal modem extension number the extension number used to access voice messages using an internal phone 5 Typ...

Page 48: ...tion Pane click System Configuration Message Sorting For detailed field information see the System Configuration Message Sorting table 2 In the Select Message Order table specify the order that the message types appear in the messaging system Select the type of message then click the up or down arrows to move the selected message type up or down the list 3 Click Save ...

Page 49: ...spitality settings for the messaging system Use this page to specify PMS confirmation information wake up call handling and check in messages Related Topics Configuring Basic Hospitality Settings Configuring the Hotel Guest Directory Overlapping Room Extension Numbers Configuring Wake up Calls ...

Page 50: ...ort list This is the com port that connects the messaging system to the property management system c Select the baud rate from the Baud Rate list Specifies the speed of the serial connection d Select the serial connection parity from the Parity list e Select the serial connection stop bits setting from the Stop Bits list f Select the serial connection data bits setting from the Data Bits list 9 Co...

Page 51: ...ct the guest directory setting and follow the system prompts to record their name To enable the use of the hotel guest directory 1 In the Navigation Pane click the System Configuration Hospitality Settings 2 Set the ID for guest directory callers enter this ID number to access the guest directory 3 Configure a one key dialing rule for the guest directory Assign a touchtone key pad number to the gu...

Page 52: ...sion numbers exist To configure the messaging system for overlapping room extension numbers 1 In the Navigation Pane click System Configuration Hospitality Settings 2 Select Tall hotel for overlapping extensions 3 Confirm that the Tall hotel ID entry delay seconds field has a delay appropriate for the phone system The default delay is 2 4 In the Navigation Pane click the System Switch Switch Infor...

Page 53: ...e the System Configuration Hospitality Settings table 2 Select Allow guests to set their own wake up calls in the Wake up Call section 3 Type the number of times a guest phone rings for wake up calls in the rings field NOTE TO PREVENT UNANSWERED WAKE UP CALLS FROM BEING FORWARDED TO THE GUEST S VOICE MAILBOX THE NUMBER OF RINGS SHOULD BE LESS THAN THE NUMBER OF RINGS THAT THE PHONE SYSTEM WAITS BE...

Page 54: ...2 In Outgoing e mail server type the IP address of the e mail server If the network recognizes server names type localhost or server name instead of the IP address 3 Type the SMTP port for your server in the Port field Default values are listed below If the e mail server uses a different port use that value 4 Select Use SSL to enable the SSL secure transport protocol 5 Select Use authentication to...

Page 55: ... mail message template table 2 Select a Language to use for the notification e mail 3 Type the text for the subject template in the Subject text box 4 Type a template of the text to appear in e mail notification Use the Available tags listed at the bottom of the page to create the template The tags are replaced with the appropriate information before being sent to the recipient 5 Click Preview to ...

Page 56: ...tration Console Pages for information about the Administration Console icons The import wizard appears The field names found in the CSV file and a sample entry are displayed 7 Under Mapped field name for each field in the CSV file select a field in the data file and map it to the messaging system fields 8 Click Import If no errors are found the utility imports the data 9 When The import has succee...

Page 57: ...System Configuration 57 Exporting Messaging System Data System Schedules ...

Page 58: ...for all transaction boxes interview boxes voice detect boxes and language select boxes Private Groups Name and owner information for all private groups Open Groups Name and owner information for all open groups Local Groups Name and owner information for all local access groups Local access groups are available on networked systems 3 Select the field separator from the Separator list 4 Select Head...

Page 59: ...entative to obtain an updated license key The new license key might be e mailed to you as plain text or as a file attachment 2 Back up the messaging system If you encounter any problems during the update or if the messaging system software becomes corrupted a backup enables you to restore the system to its previous condition See Backing Up the Messaging System Data for more information 3 In the Ad...

Page 60: ...nly Remapping applies to extensions that receive the call Both calling and called numbers Remapping applies to both calling and called extensions b Type the extension or pattern to be remapped in the From number field Use the question mark as a single digit wildcard c Type the extension or extension pattern where the From number fields are mapped to in the To number field Use the question mark as ...

Page 61: ... the Active check box 3 Click Delete to delete the rule 4 Change the other fields as needed 5 To change the priority of a remapping rule click Move Then select Top of the list To give the rule priority over all other remapping rules Specify Type a number to assign it to a specific priority in the list 6 Click Move Related Topics Phone System Overview Mapping or Routing Trunks ...

Page 62: ...or a trunk the system plays I m sorry I did not hear your selection to callers on that trunk To add a trunk mapping rule 1 In the Navigation Pane click System Trunk Mapping 2 Type the first trunk in the range to be routed in the Start Trunk field 3 Type the end trunk in the range to be routed in the Stop Trunk field 4 Type the system ID in Route to ID or click Search and select a system ID For exa...

Page 63: ... 3 Port status can be one of the following Related Topics Configuring Switch Extensions System Switch Switch Extensions Icon Description Fax ports Receive and deliver faxes when installed and licensed on your system Status Description A D Answer Dial out Answers incoming calls When not answering calls dials out to activate message waiting indicators and deliver new messages Ans Answer only No dial...

Page 64: ...nt tools such as transaction boxes or directory groups and does not interfere with their operations NOTE AN EXAMPLE OF SOME EXTENSIONS THAT UTILIZE THE EXTENDED AUTOMATED ATTENDANT ARE A CONFERENCE ROOM THE LUNCH ROOM OR OTHER GENERAL PURPOSE EXTENSION THAT DOES NOT HAVE AN ASSOCIATED MAILBOX OR MESSAGING SERVICE To configure the extended automated attendant 1 In the Navigation Pane click Call Man...

Page 65: ...aylight hours Night Mode Consists of the days or hours when the organization is closed or when standard phone service is not available Night mode is in effect at all times outside the day mode schedule Holiday Mode Consists of the days when the organization is closed for a holiday or closures due to storms Holiday mode is in effect for 24 hours Using the Current Holiday settings specify the date a...

Page 66: ...4 can be set to day mode or night mode Defining the Default Schedule Schedule 1 is the default schedule for the messaging system Define day mode for a schedule by selecting the time and days For example if normal business hours are Monday through Friday from 8 A M to 5 30 P M select those hours in Time and Day A of Schedule 1 If the company has weekend or evening hours then select those times and ...

Page 67: ...ports or transaction boxes that use schedule 4 To configure a 24 hour schedule section 4 1 In the Navigation Pane click System Schedules For detailed information see the System Schedules table 2 In Section 4 select Always day mode or Always night mode 3 Click Save Configuring Alternate Mode The alternate mode is used to handle unforeseen events such as being unable to open for business due to seve...

Page 68: ...must verify and correct the holiday schedule each year when holidays fall on different dates in different years 1 In the Navigation Pane click System Holidays For detailed information see the System Holidays Holidays Schedule table and the System Holidays Holiday Greetings table 2 For each holiday specify the day and month 3 Select the type of greeting from Greeting column 4 Click Save 5 In the Na...

Page 69: ...e prompt using a computer 1 In the Navigation Pane click System Voice Prompts For detailed field information see the System Voice Prompts table 2 Select the language for the voice prompt from the Language list 3 Select the prompt set from the Prompt set list Prompts relating to a specific part of the conversation are grouped into prompt sets listed in the Prompt set list Each prompt set is identif...

Page 70: ...computer 1 In the Navigation Pane click System Voice Prompts For detailed field information see the System Voice Prompts table 2 Select the language for the voice prompt from the Language list 3 Select the prompt set from the Prompt set list 4 Click Next or Previous to move through the list of prompts Type the number of prompts to display on the page 5 Click the prompt button to rerecord the promp...

Page 71: ...em manager can record these greetings or switch between them Multiple Opening Boxes can be used to differentiate incoming internal and external callers or to provide opening greetings for different primary incoming trunks For example if you have separate phone numbers for different departments such as technical support and sales you can create an opening box for each of these phone numbers See Ope...

Page 72: ...llers to a Language Select Box 4 Record greetings See Recording Greetings and Configuring Actions After Greetings 5 Set the action the system takes after playing the greeting See Recording Greetings and Configuring Actions After Greetings 6 Configure one key dialing See Routing Callers with One Key Dialing 7 Configure directory assistance See Configuring Directory Assistance Settings 8 Test the op...

Page 73: ...Box Greetings In the Navigation Pane The Opening Box Greetings page appears 6 Record greetings for the new opening box Day Night greeting Record the Day and Night greetings When the recording button shows 00 00 a greeting has not been recorded Alternate greeting Record an alternate greeting This greeting is played when the day or night greeting are not applicable 7 Configure the After day greeting...

Page 74: ... System ID field type a new system ID for the box NOTE IF YOU CHANGE THE OPENING BOX SYSTEM ID YOU MUST TYPE THE NEW ID IN ALL FIELDS WHERE THE EXISTING SYSTEM ID IS REFERENCED 4 Record a Voice name 5 If the system has more than one language or uses language boxes set the Restart IDs a Select a Language b Type the System ID where callers are routed when the conversation restarts 6 Click Save Relat...

Page 75: ... indicate what greeting is used when the system answers calls select one of the following Day Night greeting Activates the standard day night greeting Alternate greeting Activates the alternate greeting When the alternate greeting is active it is used in both day and night modes 4 Click the day button to record a day greeting 5 Click the night button to record a night greeting 6 Click the Alternat...

Page 76: ... Management Opening Boxes One Key Dialing For detailed field information see the Call Management Opening Box One key Dialing table 4 Assign one key dialing to each key Type the system IDs where callers are routed Click Search to find or search for a list of existing system IDs 5 Click Save after each key assignment 6 In the One key delay field type 1 or 2 for a one or two second delay then click S...

Page 77: ...lid system ID for the restart ID including system IDs for a transaction box interview box voice detect box directory menu or group automatic directory assistance or an operator To configure a restart ID for a language 1 Decide where to restart callers Make sure that you have a added a transaction box interview box or voice detect box then customize the Transfer Greeting and Action pages of the box...

Page 78: ...Opening Box Overview 78 Opening Box Overview Recording Greetings and Configuring Actions After Greetings ...

Page 79: ...he Navigation Pane click Call Management Opening Boxes One Key Dialing 2 In the 1 field type the system ID for alphabetic directory assistance To find the directory assistant system ID click System Configuration System Settings The Directory Assistance field shows the system ID 3 Click Save 4 In the 2 field type the system ID for the main directory menu 5 Click Save 6 Rerecord the opening greeting...

Page 80: ...e system operator box plays a greeting only when callers are transferred to or attempt to reach the operator and the extension is busy or unanswered The default settings for the system operator box enable the operator extension to handle the greatest number of calls without tying up ports with calls holding for the operator See Steps for Configuring the System Operator Box Configuring the System O...

Page 81: ...le for details 2 Configure call transfer See Configuring System Operator Box Call Transfer for details 3 Configure greetings and actions after greetings See Configuring System Operator Box Greetings for details 4 Configure message taking settings See Configuring How Messages are Taken for the System Operator Box for details 5 Assign an operator box to a specific port See Assigning a System Operato...

Page 82: ...ype the new system ID for the system operator box The default value is 0 3 Click the Voice name button to record a name for the system operator box See To record or rerecord a voice name or greeting on the Administration Console for details 4 Select a language from the Language list for multilingual messaging systems 5 Use the Alternate system IDs for special operators on each port field to route ...

Page 83: ...erator box messages automatically on the System Configuration Public Messages page Use the following procedure to delete all messages in the system operator box To delete the messages in system operator box 1 In the Navigation Pane click System Configuration Public Messages 2 Type a value in the Keep archived messages for days field The default value is 2 days The system operator box messages are ...

Page 84: ... This setting must be one less than the number of rings set on the phone system The number should not be set to less than three If the number of rings is greater than zero then the Allow holding VOX holding and Transfer Options are activated Select Allow holding to enable call holding Select the appropriate call transfer settings in the Transfer Options section Active only if Await answer selected...

Page 85: ... to record the Day greeting See To record or rerecord a voice name or greeting on the Administration Console for details Click the night greeting button to record the Night greeting Click the alternate greeting button to record the Alternate greeting When the alternate greeting is active it is used for day and night modes The day and night greetings are not played 4 In After Day Greeting or After ...

Page 86: ...ields or Interview Prompts Opening Box Overview Configuring How Messages are Taken for a Transaction Box Steps for Configuring the System Operator Box Record Transaction Box or Voice Detect Box Greetings Using a Phone Public Interview Box Overview ...

Page 87: ...ges to enable unidentified callers to mark a message as urgent Select Mark all messages urgent to have all system operator box messages delivered as urgent NOTE THIS SETTING IS GRAYED OUT IF Allow callers to leave urgent messages in IS NOT SELECTED 4 Type the maximum length in seconds of messages from an unidentified caller This setting applies only if the after greeting action selected on the Gre...

Page 88: ... receive all calls that come to the phone number advertised as a Spanish language line Then assign the system operator box owned by the Spanish speaking operator to Port 1 To assign a system operator box to a port 1 Add a transaction box for the second operator and note the box system ID See Adding a Transaction Box 2 In the Navigation Pane click Call Management System Operator Box Profile 3 In th...

Page 89: ... the office or different boxes for different languages The system can answer ports with different opening greetings Some ports can answer with a greeting for one business or language and the remaining ports for another business or language Related Topics Transaction Box Configuration Steps Adding a Transaction Box Configuring a Transaction Box Name Language or Schedule Editing the Transaction Box ...

Page 90: ...le 4 Record greetings for the transaction boxes See Configuring Transaction Box Greetings and Action After Greetings 5 Configure after greeting actions See Configuring Transaction Box Greetings and Action After Greetings 6 Configure how messages are taken See Configuring How Messages are Taken for a Transaction Box 7 Configure one key dialing See Configuring Transaction Box One key Dialing 8 Test ...

Page 91: ... Type the box Name and System ID d Click Add e Click Done to close the Add transaction box dialog box The new transaction box profile appears on the Profile page To add a range of transaction boxes 1 In the Navigation Pane click Call Management Transaction Boxes Profile 2 Click Add The Add transaction box dialog box appears a Select Range of Transaction Box b Select the owner from the Box For list...

Page 92: ...ind and select the transaction box to delete 3 Click Delete to delete the transaction box 4 Click OK to confirm the deletion Deleting Transaction Box Messages Use this procedure to delete messages in the transaction box To delete the messages in a transaction box 1 In the Navigation Pane click Call Management Transaction Boxes Profile 2 Select the box to delete Click Search to find and select the ...

Page 93: ...rofile For detailed field information see the Call Management Transaction Boxes Profile table 2 Click Voice name to record a name 3 Select a default language for the transaction box from the Language list 4 Select a schedule from the Schedule list If a schedule is not selected the box follows the schedule of the port that answers the call See Defining Schedules for details 5 Click Save Related Top...

Page 94: ...ansaction box to edit 3 Type a new name in the Name field to change the name CAUTION IF YOU CHANGE THE NAME OR SYSTEM ID OF A TRANSACTION BOX YOU MUST ALSO CHANGE ANY REFERENCES TO THE TRANSACTION BOX NAME OR SYSTEM ID TO PRESERVE EXISTING CALL ROUTING TO THE TRANSACTION BOX 4 Type a new system ID in the System ID field to change the system ID 5 Click Voice name to record the new name 6 Select a d...

Page 95: ...an pressing a digit 7 Select the Transfer options Select one or more of the following options Gather phone number Ask callers to provide a phone number Gather account number Ask callers to provide their account number Click Use customized prompt to gather account number to record a custom prompt Announce transfer Play a beep before connecting the caller With most phone systems this lets the subscr...

Page 96: ...ecord an Introduction The messaging system plays this recording before it transfers a call to the transaction box 9 Click Save Related Topics Configuring a Transaction Box Name Language or Schedule Transaction Box Configuration Steps ...

Page 97: ...tion box greetings from the Administration Console 1 In the Navigation Pane click Call Management Transaction Boxes Greetings For detailed field information see the Call Management Transaction Boxes Greetings table 2 Set and record the day night and alternate greetings 3 In the After Day Greeting and After Night Greeting groups select the settings For information about each of the settings see the...

Page 98: ...be changed using the Administration Console To record transaction box greetings using a phone 1 Call the system and enter the transaction box owner personal ID and security code 2 Press 5 to leave a message 3 Spell the first three letters of the box name or enter the system ID The system states which greeting is active 4 Follow the conversation prompts to record the standard day and night greeting...

Page 99: ...tion the system takes after recording the message If the system is set to take a message specify whether callers can edit their messages or mark messages urgent To configure how messages are taken for a transaction box 1 In the Navigation Pane click Call Management Transaction Boxes Messages For detailed field information see the Call Management Transaction Boxes Messages table 2 Select the messag...

Page 100: ...ld on the One Key Dialing page NOTE ONLY SYSTEM ADMINISTRATORS CAN PROGRAM ONE KEY DIALING HOWEVER THEY MUST NOTIFY SUBSCRIBERS TO CHANGE THEIR GREETINGS WHEN ONE KEY DIALING RULES ARE SELECTED DURING A SUBSCRIBER GREETING To configure one key dialing for a transaction box 1 In the Navigation Pane click Call Management Transaction Boxes One Key Dialing For detailed field information see the Call M...

Page 101: ...rs to respond When the interview box owner retrieves the messages the owner hears the replies with a beep separating the responses The messaging system also has a public interview box that is used to handle unanswered operator calls The public interview box asks a caller for his or her name phone number and a brief message The public interview box has a special name PM that cannot be directly dial...

Page 102: ...ox Questions 4 Configure how messages are taken See Configuring How Messages are Taken for an Interview Box 5 Test the interview Call the system and confirm that the system handles the call correctly Related Topics Opening Box Overview Creating Opening Boxes Editing Opening Box Profiles Recording Greetings and Configuring Actions After Greetings Routing Callers with One Key Dialing Routing Callers...

Page 103: ...terview box system ID can be dialed using a touchtone keypad Interview Box Messages Only the owner of an interview box can access interview box messages Use a public interview box or group messaging to enable other users to access to messages in the interview box When group messaging has been configured messages to an interview box are automatically sent to all members in the specified group The p...

Page 104: ...ave Deleting an Interview Box Delete all references to a interview box system ID when deleting an box Any messages currently stored in the interview box are automatically deleted To delete an interview box 1 In the Navigation Pane click Call Management Interview Boxes Profile 2 Select the box to delete Click Search to find and select the interview box to delete 3 Click Delete to delete the intervi...

Page 105: ... length to record the question For detailed information about using the media controls see To record or rerecord a voice name or greeting on the Administration Console 4 Type a reply time limit in the Reply Time Limit field The time limit is set to seconds Set the first question reply time limit to 0 zero seconds to make the recording an introduction that does not require a response from the calle...

Page 106: ...k all messages urgent 5 Select one of the following in the After taking a message section Route to the operator Routes callers to the system operator box Route to Routes callers to the specified system ID Hang up Disconnects the call without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response...

Page 107: ...ubscribers with public message access can listen to public interview box messages There should be at least one subscriber that has access to these public messages to guarantee that the messages are received in a timely manner The Public Interview Box ID The public interview box default system ID is PM this ID can be changed All references to the system ID must be updated if the system ID is change...

Page 108: ...e Await Answer call transfer type throughout the system this setting ensures that an outside caller s language choice is retained throughout the call When a phone system does not include information about the call transfer type the messaging system might ask callers to select a conversation language multiple times or might not play system prompts using the selected language This happens when the c...

Page 109: ...ding and Configuring Language Boxes 2 Record instructions telling callers to select a language See Configuring Language Box Key Mapping 3 Configure the restart ID for each language See Editing Opening Box Profiles 4 Configure the opening greeting See Call Management Opening Box Greetings ...

Page 110: ...IBER GREETING The delay allows callers to bypass the one key dialing to enter an extension 5 Select the number of seconds the messaging system waits for a key press in the Wait for touchtones seconds field If the wait time is exceeded the messaging system takes the action specified in the No TT field on the Key Map page 6 Select the number of times that the system repeats the introduction and gree...

Page 111: ...rompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects 5 The No TT no touchtone setting is the default used for callers who do not have touchtone phones a Select a Language b Select an Action The default action is Restart This sends the caller back to the Opening box c Type a system ID for an exten...

Page 112: ...a voice detect box owner is deleted from the system any voice detect boxes owned by the subscriber are automatically deleted Voice Detect Call Holding Configure voice detect call holding for a voice detect box With this setting callers say Yes or nothing instead of pressing a key to indicate that they want to hold for a busy extension Voice detect call holding is available on voice detect boxes tr...

Page 113: ...eetings 6 Configure message taking settings See Configuring How Voice Detect Box Messages are Taken See Configuring a Destination ID for Speech or Silence 7 Record the opening greeting See Opening Box Overview 8 Test the messaging system Call the system and confirm that the system handles the call correctly when you say Yes and when you remain silent Related Topics Adding a Voice Detect Box Config...

Page 114: ...name in the Name field CAUTION WHEN YOU CHANGE THE NAME OR SYSTEM ID OF A VOICE DETECT BOX MAKE SURE YOU ALSO UPDATE ALL REFERENCES TO THE NAME OR SYSTEM ID 4 To change the system ID type a new system ID in the System ID field 5 Click Voice name to rerecord the voice detect box name 6 Select a language from the Language list 7 Select a schedule from the Schedule list If a schedule is not selected ...

Page 115: ... Configuring Call Transfer for a Voice Detect Box Configuring Voice Detect Box Greetings and Action After Greetings Configuring How Voice Detect Box Messages are Taken Configuring a Destination ID for Speech or Silence Configuring Voice Detect Call Holding Configuring Voice Detection ...

Page 116: ...umber Ask callers to provide their account number Click Use customized prompt to gather account number to record a custom prompt Announce transfer Play a beep before connecting the caller With most phone systems this lets the subscribers know when the call is connected or that the call is from an external caller Confirm before transfer Ask if the subscriber wants to take the call before the system...

Page 117: ...Voice Detect Boxes Overview 117 Configuring How Voice Detect Box Messages are Taken Configuring a Destination ID for Speech or Silence Configuring Voice Detect Call Holding Configuring Voice Detection ...

Page 118: ... OWNER IS NOT ABLE TO RECORD THE GREETING USING A PHONE WHEN THE VOICE DETECT BOX SYSTEM ID CONTAINS ANY SYMBOL NOT FOUND ON A PHONE KEYPAD FOR EXAMPLE A DOLLAR SIGN To record voice detect box greetings from the Administration Console 1 In the Navigation Pane click Call Management Voice detect boxes Greetings For detailed field information see the Call Management Voice Detect Boxes Greetings table...

Page 119: ...urgent 5 Type the number of seconds in the Maximum message length to record from an unidentified caller field to specify the maximum length of a message 6 Select a setting in the After taking a message section Route to the operator Route callers to the system operator box Route to Route callers to a specified box Hang up Disconnect without saying good bye Say bye Play a prompt asking if the caller...

Page 120: ...ne click Call Management Voice Detect Boxes Voice For detailed field information see the Call Management Voice Detect Boxes Voice table 2 Type the system ID in the text box next to After the caller speaks route to or click Search and select a routing destination 3 Type the system ID in the text box next to If the caller remains silent route to or click Search and select a routing destination 4 Cli...

Page 121: ...red with voice detect The voice detect call holding feature is configured on any Transfer page that has the Use VOX holding check box To enable call holding the following must be enabled Call transfer type must be set to Await Answer or Wait for ringback set Allow call holding must be enabled Related Topics Configuring the Call Holding Message Cycle Configuring Voice Detection ...

Page 122: ...e public fax box can be configured for one key dialing or by changing the fax box system ID NOTE WHEN CHANGING THE SYSTEM ID MAKE SURE THAT YOU ALSO UPDATE ALL REFERENCES TO THE SYSTEM ID The public fax box can receive faxes when the system is licensed for fax However when fax licensing is not available the system must transfer the call to an extension with a fax machine If transfer is disabled th...

Page 123: ...c Fax Box Call Transfer table 2 To enable call transfer to an extension connected to the fax machine select Transfer to To use the messaging system internal fax resources clear the Transfer to check box NOTE TO USE INTERNAL FAX RESOURCES THE MESSAGING SYSTEM MUST BE LICENSED FOR FAX AND INCLUDE ONE OR MORE FAX PORTS 3 Type the extension number for the fax machine 4 Select the Transfer type and the...

Page 124: ...the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Return the caller to the opening greeting box This setting is not recommended 3 Select an Announcement setting Always Prompt the caller to record a message and send a public notification message when the fax call is transferred Voice Prompt the caller ...

Page 125: ...for the first character in the file name to create a name that cannot be dialed using a phone b Type a unique System ID for the fax box c Select the owner from the Box For list d Click Add to add another fax box or click Done to close the Add Fax Boxes window The new fax box appears on the Fax Box Profile page 3 Click Voice name to record the fax box name 4 Select a default language from the Langu...

Page 126: ...ct a system ID Hang up Disconnects the call without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the call to the opening greeting box Hold Callers can hold for a fax port Voice detect call holding is not available 4 Select an action in the ...

Page 127: ...ID window appears a On the Select a System ID window select a search category in the Find by list b Type a full or partial search string to match c Click Search See Administration Console Pages for information about the Administration Console icons d Select a search result item The Select a System ID page automatically closes and the selected value appears on the One Key Dialing page Repeat this s...

Page 128: ...HANGE INHERIT THE NEW DEFAULT VALUES EXISTING SUBSCRIBER PROFILES MUST BE MANUALLY CHANGED See Configuring the Default Subscriber Template Understanding Default Profile Settings Overview Configuring the Default Personal ID and Language Selecting Default Subscriber Access Options Default Transfer Call Holding and Call Screening Configuring Default Call Transfer Settings Configuring Default Greeting...

Page 129: ...reeting See Configuring Default Greetings 5 One Key Dialing Specifies one key dialing settings available to callers during subscriber greetings See Configuring Default One Key Dialing 6 Messages Contains settings to specify how calls and messages are managed and to enable message waiting indication See Configuring Default Messaging 7 Notification Contains settings to specify how a subscriber is no...

Page 130: ... on the subscriber profile page When a language not selected the messaging system default language is used Default Message Storage Specify the length of time that a old messages are held or archived for subscribers A new message is stored until it is retrieved Once a message has been retrieved it is marked as an old message and is automatically saved for a specific number of days Setting the numbe...

Page 131: ...Template Profile For detailed field information see the Subscribers Subscribers Profile table 2 Type a 1 or 2 digit prefix followed by X in the Personal ID field The X is replaced with the subscriber s extension number 3 Select a default language from the Language list if multiple languages are licensed and installed on the messaging system 4 Click Save Related Topics Configuring the Default Subsc...

Page 132: ...tem has an immediate disconnect feature Play time stamp before message The system announces the time and date a message was left before playing each message Allow access to old messages The subscriber can review old messages Allow access to public messages The subscriber can access public messages Receive notification for public messages The system notifies a subscriber when a public message is re...

Page 133: ...s feature requires automatic number identification such as Caller ID Allow to change maximum number of messages Subscribers can change the maximum number of received messages allowed in the inbox before the system stops recording new messages Allow to send messages Subscribers can send messages to other subscribers guests or groups Restrict sending messages to guests and groups only The subscriber...

Page 134: ...ard voice mail to e mail system Subscribers can automatically forward voice messages to the e mail inbox Always use this setting with Access e mail messages from voice mail Do not use this setting with Receive e mail notification on new fax voice mail Keep messages new on messaging system After forwarding a voice message to the e mail system keep a copy on the messaging system and announce it as a...

Page 135: ...Subscriber Template Overview 135 Related Topics Configuring the Default Subscriber Template Understanding Default Profile Settings Overview Subscriber Template Overview ...

Page 136: ...mized transfer structure for individual subscribers is configured on the subscriber call transfer page In most cases the system tries to transfer a call to the extension If the line is busy or unanswered the system plays a greeting and takes a message 1 Configure default transfer type call holding and call screening See Configuring Default Call Transfer Settings 2 Configure action settings See Con...

Page 137: ...rather than pressing a digit 7 Select one of the following options To to enable Call transfer and prevent a subscriber from controlling screening settings select Use Transfer or Select Use Screening to enable Call screening and allow a subscriber use a phone to change screening settings 8 To configure Use Transfer or Use screening select one or more of the following settings Gather phone number As...

Page 138: ...elected record a different call holding prompt Take a message offers callers who are placed on hold the choice to continue holding leave a message or try another extension 11 Click Save Related Topics Configuring the Default Subscriber Template Understanding Default Profile Settings Overview Subscriber Template Overview ...

Page 139: ...sage Records a message for the owner of the messaging system mailbox Take a message for group Records a message for the specified group Type the name of the group to receive the messages or click Search to find and make a selection The name of the group may not exceed ten characters Route to operator Routes the caller to the system operator box Route to Routes the call to a specified system ID Typ...

Page 140: ...ribers Subscriber Template One key Dialing table 2 Type the system IDs assigned to the One key dialing fields or click Search to find and select a system ID The messaging system listens for one key dialing entries during the greeting and during the good bye prompt and routes the call according to the system ID assigned to the one key setting 3 In the One key delay field type 1 or 2 This creates a ...

Page 141: ... Route the caller to another system ID Type the system ID or click Search to find and select a system ID Route to operator Route the caller to the system operator box Hang up Disconnect without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Return th...

Page 142: ...Subscriber Template Overview 142 12 Click Save Related Topics Configuring the Default Subscriber Template Understanding Default Profile Settings Overview Subscriber Template Overview ...

Page 143: ...umber the messaging system calls to deliver notifications b In the Schedule section select the hours and days for the delivery schedule c Select the Delivery Method Each Urgent or Batch Each Starts notification delivery as soon as each new message arrives and repeats each time a new message arrives No delivery delay available with this selection Urgent Starts notification delivery only when a new ...

Page 144: ...y attempts before the messaging system stops trying to deliver the notification to the selected device To configure no limit type 99 h Click Save Repeat this step for each device type used for message notification For fax notifications see Configuring Default Fax Delivery Notification Related Topics Configuring the Default Subscriber Template Understanding Default Profile Settings Overview Configu...

Page 145: ... Each Starts notification delivery as soon as each new fax arrives and repeats each time a new fax arrives No delivery delay available with this selection Urgent Starts notification delivery only when a new urgent fax arrives and delivery each time a new urgent fax arrives Batch When a new message arrives the messaging system waits the specified delivery interval before making an attempt to notify...

Page 146: ... The recording is stored in the subscriber s messaging system mailbox Using Live Record with ViewMail Subscribers have additional settings for managing the live record sessions when ViewMail is installed A system manager enables or disables live record for each subscriber specifies the maximum length of a recording and specifies the extensions an individual subscriber can use for live record If a ...

Page 147: ... the Installation Guide for instructions To enable live monitor By default live monitor is disabled for subscribers on the default subscriber template Use the following procedure to use live monitor 1 In the Navigation Pane click Subscribers Subscriber Template Access Options For detailed field information see the Subscriber Template Subscriber Template Access Options table 2 In the Administration...

Page 148: ...Where x is the subscriber s extension The system adds the prefix to the beginning of the subscriber s extension ID For example a subscriber with an extension of 123 is assigned a fax box ID of 8123 3 In the No fax available section select the action the messaging system is to take if a fax port is not available 4 In the After taking a message or holding section select the action the messaging syst...

Page 149: ...ed and installed to use this feature See the Installation Guide for details To configure e mail integration 1 In the Navigation Pane click Subscribers Subscriber Template E mail For detailed field information see the Subscribers Subscriber Template E mail table 2 On the Server type list select the e mail protocol used by the e mail server Supported e mail protocols are IMAP and POP3 IMAP uses port...

Page 150: ...hout setting a security code To configure a default security code 1 In the Navigation Pane click Subscribers Account Policy The Account Policy page appears For detailed field information see the Subscribers Account Policy table 2 Clear Permit blank password to require subscribers to set a security code 3 Select Minimum number of characters in password to require a minimum number of characters in a...

Page 151: ...scriber voice mailboxes Use the Subscribers Directory report sorted by Personal ID Make sure that the full name for each subscriber is correctly entered in the system To require self enrollment for new subscribers 1 In the Navigation Pane click Subscriber s Subscriber Template Access Options 2 Select Require first time enrollment in the Administration section 3 Click Save NOTE BACK UP THE MESSAGIN...

Page 152: ...file page displays the total number of new messages and the total number of messages for the selected subscriber Deleting Subscriber Messages System managers can delete subscriber messages on the Subscriber Profile page Resetting Subscriber Passwords Subscribers often loose their passwords and request a new password System managers cannot assign a new password or look up an existing password howev...

Page 153: ... extension NOTE THIS FEATURE REQUIRES AUTOMATIC NUMBER IDENTIFICATION ANI ALSO KNOWN AS CALLER ID Extension remapping can be used to remap extensions within the organization to enable automatic log on but this field must be used to enable external phones to log on to the messaging system 7 Select the subscriber s preferred language from the Language list If a language is not selected the subscribe...

Page 154: ...only if the Fax feature is licensed and installed c Click Add to add another subscriber or click Done or Cancel to close the Add subscriber dialog box Repeat this step to add additional subscribers To add a range of subscriber mailboxes 1 In the Navigation Pane click Subscribers Subscribers Profile 2 Click Add to add a subscriber The Add subscriber dialog box appears a Select New range of subscrib...

Page 155: ...on Pane click Subscribers Subscribers Profile 2 Click Search to find and select a subscriber The Search and Select Subscriber dialog box appears 3 Select to search for a Name or an Extension then type a complete string or partial string using the asterisk wildcard 4 Click to select a subscriber The Search and Select Subscriber dialog box closes and the subscriber profile page fills with the select...

Page 156: ...ber s e mail messages are not deleted from the e mail system when a subscriber is removed from the messaging system To delete a subscriber 1 In the Navigation Pane click Subscribers Subscribers 2 Click Search to find and select a subscriber 3 On the subscriber Profile page click Delete to delete the subscriber 4 Click OK to confirm To delete subscriber messages 1 In the Navigation Pane click Subsc...

Page 157: ...gets their password To reset subscriber security codes 1 In the Navigation Pane click Subscribers Subscribers Profile 2 Click Search to find and select a subscriber 3 On the subscriber Profile page select Reset password to System Default password 4 Click Save 5 Tell the subscriber to log on to the messaging system and create a new password Related Topics Subscriber Template Overview Configuring De...

Page 158: ...scribers Profile 2 Click Previous and Next to browse the subscriber directory or click Search to find and select a subscriber See Searching for a Subscriber 3 On the subscriber profile page select Enable subscriber as system manager 4 Click Save To remove system manager status 1 In the Navigation Pane click Subscribers Subscribers Profile 2 Click Previous and Next to browse the subscriber director...

Page 159: ...ons page to customize individual subscriber access To change subscriber access options 1 In the Navigation Pane click Subscribers Subscribers Access Options 2 Click Search to find and select a subscriber 3 Select or clear the access settings For detailed field information see the Subscribers Subscribers Access Options table 4 Click Save Related Topics Searching for a Subscriber Selecting Default S...

Page 160: ...red See Configuring live monitor in the Configuring the phone system integration chapter of the Installation Guide for instructions To enable live monitor for a subscriber 1 In the Navigation Pane click Subscribers Subscribers Access Options 2 Click Search to find and select a subscriber 3 Select Enable Live Monitor in the Administration section 4 Click Save Related Topics Subscriber Template Over...

Page 161: ...messaging system follows the transfer greeting action defined for the subscriber mailbox The system transfers a call to an extension if the extension is busy or unanswered the system plays the subscriber greeting and takes a message 1 Configure the transfer type See Configuring Subscriber Call Transfer Settings 2 Configure call screening See Configuring Subscriber Call Transfer Settings 3 Configur...

Page 162: ...to wait for 3 rings before the call is transferred 7 Select Allow holding to enable call holding 8 Select Use VOX holding for voice detect call holding Callers speak to hold instead of pressing a touchtone key 9 Click Use customized prompt to gather caller information to record a customized prompt to gather caller information 10 Selecting Transfer Screening options Click Use Transfer then select t...

Page 163: ...essage If Take a message is not selected record a different call holding prompt Take a message offers callers on hold to continue holding leave a message or call another extension 13 Click Save Related Topics Transfer Call Holding and Call Screening Configuration Steps Subscriber Template Overview ...

Page 164: ...lick Search to find and select a subscriber 3 Select Standard greeting or Alternate greeting for the Active Greeting 4 In the When the subscriber s extension is busy section select Enable busy greeting this lets subscribers use a busy greeting 5 In the When subscriber s extension is out of range section select Enable out of area greeting if appropriate for the subscriber 6 Record the selected gree...

Page 165: ...e the number of seconds of pause to enable callers to bypass the one key dialing and enter or select a system ID 5 Click Save 6 Rerecord the greeting describing the one key dialing menu To configure subscriber one key dialing for park and page 1 In the Repartee Administrator Navigation Pane click Subscribers Subscribers One Key Dialing 2 Click Search to find and select a subscriber 3 In one of the...

Page 166: ...TER FULL SYSTEM IDS AND BYPASS ONE KEY DIALING DURING A GREETING SET HOW LONG THE SYSTEM WAITS BETWEEN TOUCHTONES USING THE One key delay FIELD 5 Click Save 6 Record a new greeting to provide paging instructions for callers For example Hello this is Pat I am away from my desk at the moment to page me press 1 now The call is held on the subscriber s extension Related Topics Subscriber Template Over...

Page 167: ...conds in the Maximum message length to record from an unidentified caller seconds field 5 To enable automatic copying of messages to another extension select Message Auto Copy to and specify the extension or click Search to find and select an extension 6 Specify the urgent message setting for unidentified callers Select one of the following Always Automatically marks all messages urgent Never Does...

Page 168: ...s before the limit is reached and type the number of megabytes in the text box Include transaction box messages in quantity calculations Select Include transaction box messages in quantity calculations to count messages left in transaction boxes owned by the subscriber in the limit count 11 Select LIFO or FIFO for the New Message Order how the messages are displayed 12 Select LIFO or FIFO for the ...

Page 169: ...very schedules for each subscriber on this page Subscribers can use the Mailbox Manager to change their message notification settings 1 In the Navigation Pane click Subscribers Subscribers Notification For detailed field information see the Subscribers Subscribers Notification table 2 Click Search to find and select a subscriber 3 Select a device Devices that can receive message notification inclu...

Page 170: ...ling the attempt field g In the If delivery attempt failed wait minutes before retrying field type the number of minutes that the system waits after an unsuccessful delivery attempt before trying again NOTE AN ATTEMPT IS UNSUCCESSFUL WHEN THE DELIVERY NUMBER IS BUSY UNANSWERED ANSWERED BY A PERSON WHO DOES NOT ENTER A PERSONAL ID OR ANSWERED BY AN ANSWERING MACHINE h In the Maximum retries field t...

Page 171: ...ch Starts notification delivery as soon as each new fax arrives and repeats each time a new fax arrives No delivery delay available with this selection Urgent Starts notification delivery only when a new urgent fax arrives and delivery each time a new urgent fax arrives Batch When a new message arrives the messaging system waits the specified delivery interval before making an attempt to notify th...

Page 172: ...CERTAIN CIRCUMSTANCES UNDER FEDERAL OR STATE LAWS LEGAL ADVICE SHOULD BE SOUGHT PRIOR TO IMPLEMENTING ANY PRACTICE THAT MONITORS OR RECORDS ANY PHONE CONVERSATION SOME FEDERAL AND STATE LAWS REQUIRE SOME FORM OF NOTIFICATION TO ALL PARTIES TO A PHONE CONVERSATION SUCH AS USING A BEEP TONE OR OTHER NOTIFICATION METHODS OR REQUIRING THE CONSENT OF ALL PARTIES TO THE PHONE CONVERSATION PRIOR TO MONIT...

Page 173: ...l fax ports are busy Take a message Takes a message then takes the action defined in the After Message or Holding section Route to operator Routes the caller to the system operator box Route to Routes the call to another system ID Type a system ID or click Search to find and select a system ID Hang up Disconnects the call without saying good bye Say bye Plays a prompt asking if the caller needs fu...

Page 174: ... there is no voice annotation to send a subscriber notification for the fax message This field works with Ask for voice annotation 8 Configure one key dialing rules for the fax box Maximum of 10 keys can be configured 9 Click Fax Greeting to explain the one key dialing rules NOTE SUBSCRIBERS CANNOT RECORD THE FAX GREETING FOR THEIR FAX MAILBOX 10 Click Save ...

Page 175: ... caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the call to the opening greeting box Hold Callers can hold for a fax port Voice detect call holding is not available 4 Select an action in the After taking a message or holding section Route to operator Routes the caller to the system operator box...

Page 176: ...Subscribers Subscribers E mail table 2 Click Search to find and select a subscriber 3 Type the subscriber s e mail address in the E mail address field Voice and fax messages are forwarded to this e mail address 4 Select the e mail protocol used by the e mail server from the Server type list 5 Select the authentication type used by the e mail server from the Authentication Method list 6 Type the se...

Page 177: ...ntacts friends or family These callers are enrolled on the system as guests of the subscriber and are greeted by name and have direct access to exchange messages with their host Guests are limited to leaving messages for their host If a guest wants to leave a message for another subscriber or try a different extension the guest must dial the external number See Managing Subscriber Guests Configuri...

Page 178: ... step 3 Click Voice name to record the guest s name 4 Select a default language for the guest from the Language list 5 Select Allow callers to leave urgent messages if the guest can leave urgent messages 6 Select Mark all messages urgent if all messages from the guest should be marked as urgent 7 Click Save To remove a guest 1 In the Navigation Pane click Subscribers Guests 2 Click Search to find ...

Page 179: ...times e Select the days of the week when the schedule is active f Select Each Urgent or Batch for the Delivery Method Batch notifications include all messages received during the interval between delivery attempts If Batch is selected type the number of minutes the system waits before delivering a message after it arrives in the Wait minutes before the first delivery attempt field Use this setting...

Page 180: ...three test subscriber to the system 2 Record a name and a personal greeting for each subscriber 3 Turn off call transfer for all test subscribers 4 Record a subscriber to subscriber message in the mailbox for test subscriber 1 For example record a message that says Hi welcome to the messaging system A subscriber to subscriber message is a message left by one subscriber for another While listening ...

Page 181: ...subscriber 1 d Hang up 5 Send a message to another subscriber a Call the system b Enter the Personal ID for test subscriber 2 c Press 5 then follow the instructions to leave a message for test subscriber 3 d Hang up after leaving a message 6 Stress the importance of using secure passwords A password protects subscribers from the unapproved use of the messaging system and protects the business from...

Page 182: ...d has not enrolled A status of Never in the Last contact column indicates that a subscriber has not enrolled Contact any subscribers who have not enrolled and encourage them to do so Delete unused voice mailboxes from the system after everyone has enrolled This helps conserve disk space on the messaging system server One Week After Training Leave a group message for all subscribers asking them to ...

Page 183: ... the messaging system data on a daily basis at a preconfigured time The default time of the daily back up is 2 00 AM in the local time zone Manual back ups can be done when you need to back up data before an upgrade or migration See Backing Up the Messaging System Data Restoring Data from Backup Files Transferring Backup Files ...

Page 184: ...p at to turn off the daily backup 3 Clear Include messages in backup turn this selection off 4 In Manual Backup select Include messages in backup to include messages 5 Select a destination from the Destination list Hard Drive Save the backup file on the messaging system server hard drive Windows Shared Folder Save the backup files to a Windows shared folder Refer to MS Windows documentation for de...

Page 185: ...ve Save the backup file to the messaging system server hard drive Windows Shared Folder Save the backup files to a Windows shared folder Refer to MS Windows documentation for detailed information configuring a Windows share When a shared folder is selected you must provide the valid system credentials a Server path a User name and a Password USB Storage Device Save the backup file to a USB storage...

Page 186: ...rs A list of back up files appears on the page 3 If the backup file is not listed on the Restore page a Click Browse to browse for and select a backup file b Click Upload File to add the selected file to the list of back up files 4 Select one action from the Action list that corresponds to the backup file to restore View backup note Click to display the backup note then click OK to close the messa...

Page 187: ...the Administration Console 2 In the Navigation Pane click System Backup Restore Restore The Restore page appears 3 Under Upload an existing backup to the messaging system click Browse to locate and select the backup file The path and file name of the file appears in the text box 4 Click Upload file to transfer the selected file When the file transfer is complete the appears in the table To archive...

Page 188: ...n where the update file is located b Double click the file name Depending on the network connection the download might take a few minutes 5 After the download is completed the update file appears in the table of available updates The Automatic Updates table provides the following information about the update Package File name of the update file Status States whether the update file has been instal...

Page 189: ... to by the messaging system to connect to the network server If you are not certain use the default 1514 6 Click Launch network logger to start logging network activity 7 Click Download zip archive for mm dd yyyy to download a zipped archive of the log files 8 In the View System Log Files table click 9 Select one of the following to view the corresponding log files View Replog View the report log ...

Page 190: ...ber or a system manager Only the owner of a group can use a touchtone phone to add and delete message groups and members A system manager can make changes to any group using a touchtone phone or the Administration Console System groups cannot be changed using a touchtone phone However the system manager can reassign a group owned by the system to a new owner to enable that person to change the gro...

Page 191: ...ompted enter All on the phone keypad Related Topics Creating and Configuring a Message Group Deleting a Message Group or Group Messages Changing the Open or Local Message Group Owner Renaming Message Groups Changing the Message Group Message Distribution Method Numeric Directory Assistance Overview UNIVERGE UM8000 Message Networking ...

Page 192: ... Open All subscribers can send messages to an open group Subscribers do not need to be a member of the group Local Only members of the group can send messages to local and remote members of the group d Click Add to create another group or click Done to close the Add Message Group dialog box Repeat this step to create another group 3 On the Profile page select a Distribution method Dispatch Only th...

Page 193: ...p and save the group messages 4 Click OK to confirm the deletion or click Cancel To delete message group messages 1 In the Navigation Pane click Groups Message groups 2 Click Search to find and select a message group 3 Click Delete All Messages to delete all messages 4 Click OK to confirm the deletion or click Cancel Related Topics Deleting a Message Group or Group Messages Removing Message Group ...

Page 194: ... 4 Click Remove next to the member name to remove the member Repeat this step to remove another member from the group 5 When you have finished removing members click Done to close the Add or Search Members dialog box Related Topics Creating and Configuring a Message Group Changing the Open or Local Message Group Owner Renaming Message Groups Changing the Message Group Message Distribution Method M...

Page 195: ...ect the new owner To assign a new owner for an open or local message groups 1 In the Navigation Pane click Groups Message groups 2 Click Search to find and select a message group 3 Click Members The Search or Add dialog box appears 4 Select the new owner then click Change owner 5 Click Done to close the Search or Add dialog box Related Topics Creating and Configuring a Message Group Deleting a Mes...

Page 196: ...name for the message group To rename message groups 1 In the Navigation Pane click Groups Message groups 2 Click Search to find and select a message group 3 Click Voice name to hear the recorded name 4 Type the name in the Name field 5 Notify the group owner and members if the first three characters of the group name are changed so they can select the group using a phone 6 Click Save Related Topic...

Page 197: ...atch Only the first member to pick up messages hears the message All other members do not receive the message To change the message group distribution type 1 In the Navigation Pane click Groups Message Groups 2 Click Search to find and select a message group 3 Select Dispatch or Broadcast for the Distribution method 4 Click Save Related Topics Changing the Open or Local Message Group Owner Renamin...

Page 198: ...ng cannot be implemented using one key dialing rules To configure group messaging for a transaction box 1 Create the group you want to have messages sent to CAUTION THE GROUP NAME MUST BE UNIQUE AND TEN CHARACTERS OR LESS IN LENGTH AND CANNOT CONTAIN NUMBERS OR SPACES 2 In the Navigation Pane click Call Management Transaction Boxes Greetings 3 In the After Day Greeting or After Night Greeting sect...

Page 199: ...s before failing the attempt h Configure the cascade priority in the If delivery attempt failed wait minutes before retrying field For example set the field for the first subscriber to wait 10 minutes Set the field for the second subscriber to wait 20 minutes Set the field for the third subscriber to wait 30 minutes and so on i In the Maximum retries field type the number of unsuccessful delivery ...

Page 200: ...Message Groups Overview 200 Configuring Transaction Box Greetings and Action After Greetings ...

Page 201: ...tem managers can add or remove subscribers Directory groups differ from the message groups in the following ways Messages cannot be left for a directory group Every directory group is owned by the system A directory group has its own system ID called the Directory ID Subscribers added to the directory group become group members Each subscriber must have a recorded name and valid system ID Director...

Page 202: ... directory groups and submenus to the directory menu See To assign directory groups and submenus to a directory menu 5 Rerecord the opening greeting The greeting must describe the directory ID to enter and describe how to use numeric directory assistance See To record and configure a greeting 6 If necessary change the voice prompts If directory groups are organized using categories other than depa...

Page 203: ...ormation see the Groups Directory Groups table 2 Click Add See Administration Console Pages for information about the Administration Console icons 3 The Add Directory Group dialog box appears in the Add Directory Group dialog box a Type a Group name for the directory group b Type a unique Directory ID for the directory group c Click Add to add another directory group or click Done to close the Add...

Page 204: ... name has not been recorded if 00 00 appears on the button 4 Click Save To assign directory groups and submenus to a directory menu 1 In the Navigation Pane click Groups Directory Menus 2 Click Search to find and select a directory menu 3 Click Assign keys The Assign Keys dialog box appears a Select a key 1 7 from the key list b Select a directory group or submenu to assign to the selected key Onl...

Page 205: ...tem 1 In the Navigation Pane click Groups Directory Menus 2 Click Search to find and select a directory menu 3 Click Assign keys The Assign Keys dialog box appears a Locate the directory group or submenu to be removed b Click Remove next to the group name The group or submenu is no longer assigned to the key c Assign a different group or menu to the key d Repeat this step to assign additional keys...

Page 206: ...gs on the Switch Information page are used to configure various integration settings for messaging system features See Selecting a Phone System Configuring Integration Options Mapping or Routing Trunks Configuring Identified Subscriber Messaging Activating General Tone Detection Configuring Switch Extensions Configuring Dialing Codes Configuring Touchtone Settings Configuring Incoming Call Setting...

Page 207: ...ecify the threshold value in the Positive voice detection PVD threshold field The number is a floating point value The Positive Voice Detection PVD threshold is a trigger value for the software DSP detect function that distinguishes the received audio as voice tone or line noise If there are more than two frequencies detected and if the power levels goes above certain threshold PVD is reported For...

Page 208: ...s you to type multiple values for multiple selections Each value is separated by a space For detailed information about the integration options available for use see the Switch Information table and your phone system documentation Related Topics Mapping or Routing Trunks Configuring Identified Subscriber Messaging Activating General Tone Detection Selecting a Phone System Phone System Overview ...

Page 209: ... ism 1 Unsecured mode Internal callers hear the subscriber greeting before being prompted to leave a message The message is identified as originating from the subscriber box of the extension where the call is made A subscriber using another extension enters a personal ID and security code the messaging system identifies the call as originating from the subscriber s extension ism 2 Secured mode The...

Page 210: ...field type the following 3 Click Save Related Topics Configuring Integration Options Mapping or Routing Trunks Activating General Tone Detection Phone System Overview Settings Phone System configuration Description ISVM n 1 n2 Integrated Soft key Visual Menu DTU phones with soft keys remain in soft key mode only when the messaging system detects user input within a specified length of time Set the...

Page 211: ...es the specified number of centiseconds from the end of a message terminated by dial tone where n is the number of centiseconds from 0 through 100 The default value is 0 This integration setting is used to eliminate a disconnect tone that might have been recorded in a message DT8 0 Disable Checkpoint Dial Tone Detect on Dialout Disables dial tone detection when taking a line off hook to dial out T...

Page 212: ...e Action column for the port to edit a single port Click Edit all above the port table to edit multiple ports 3 Select the actions the port handles from the Status list 4 Type the ID of the opening box used to greet callers in the Open Line ID column 5 Select the schedule from the Schedule list 6 Select the language the port uses from the Language list 7 Select one of the following in the Options ...

Page 213: ...ll outdial access code field For example type 9 nine comma 4 Click Save Changing Call Transfer Sequences The Call Transfer Sequence fields are installed with default values Carefully read the information in this topic call Technical Support or refer to the Integration Guide or phone system documentation for additional information before changing any of the values in this section of the Dialing Cod...

Page 214: ...ing system dials the caller s phone number awaits an answer and then dials the number following the colon For example on the subscriber notification page with a pager phone device the following dialing string 1234567 999 is typed in the Other number field This example assumes the outdial trigger length is set to 7 therefore the outdial access code 9 is automatically inserted at the beginning of th...

Page 215: ...Phone System Overview 215 Related Topics Configuring Dialout Codes and Special Dialing Characters Phone System Overview ...

Page 216: ... changed refer to the descriptions in the System Switch Touchtones table call Technical Support or a qualified phone system technician for assistance WARNING DO NOT CHANGE VALUES ON THE SYSTEM SWITCH TOUCHTONES PAGE ONLY WITH GUIDANCE FROM TECHNICAL SUPPORT OR A QUALIFIED PHONE SYSTEM TECHNICIAN Related Topics Phone System Overview System Switch Touchtones ...

Page 217: ...E WITHOUT GUIDANCE FROM TECHNICAL SUPPORT OR A QUALIFIED PHONE SYSTEM TECHNICIAN When any of these fields must be changed refer to the descriptions in the System Switch Incoming Calls table call Technical Support or a qualified phone system technician for assistance Related Topics Phone System Overview ...

Page 218: ...essaging and phone systems CAUTION THE DEFAULT VALUES FOR THESE FIELDS SHOULD NOT BE CHANGED BEFORE MAKING ANY CHANGES REFER TO THE System Switch Dialout TABLE AND CONSULT WITH TECHNICAL SUPPORT OR A QUALIFIED PHONE TECHNICIAN For definitions of the special dialing characters see Special Dialing Characters Related Topics Special Dialing Characters Phone System Overview ...

Page 219: ...o activate and deactivate message waiting indication 4 Confirm that the setting in the Maximum number of retries field is correct The messaging system must be programmed with how many times to dial each message waiting code to confirm that it takes effect 5 Confirm that the value in the Wait minutes between retries field is correct The messaging system waits the specified amount of time between di...

Page 220: ...system ID is not specified for routing the system takes the action set on the Voice Detect Boxes Greetings page This same rule applies to all voice detect call holding boxes To change the voice detection setting 1 In the Navigation Pane click System Switch Call Holding For detailed field information see the System Switch Call Holding table 2 Type the length of time in seconds that the messaging sy...

Page 221: ...itch Call Holding For detailed field information see the System Switch Call Holding table 2 See Limiting the Number of Ports On Hold to configure the Maximum number of lines allowed to hold at one time and Maximum number of calls allowed to hold at one time for an extension fields 3 Type the number of times the system tries to transfer a call before asking if the caller wants to continue to hold i...

Page 222: ...m number of ports allowed on hold it routes additional callers to the greeting for the extension without asking the caller if they would like to hold To limit the number of ports on hold 1 In the Navigation Pane click Switch Call Holding For detailed field information see the System Switch Call Holding table 2 Type the number of ports that can be on hold for the entire system in the Maximum number...

Page 223: ...one port is specified for use with cut through paging When the messaging system uses two ports there is no risk of toll fraud however the phone system does use two ports for each call To turn on cut through paging for the messaging system 1 In the Navigation Pane click System Switch Cut Through Paging For detailed field information see the System Switch Cut through Paging table 2 Select Enabled cu...

Page 224: ...des 7 Type the recall setting for cut through paging in the Cut through page recall sequence field Leave this field blank if the messaging system should follow the call transfer recall sequence configured on the System Switch Dialing Codes page See Configuring Dialing Codes 8 Click Save To enable cut through paging for a subscriber 1 In the Navigation Pane click Subscribers Subscribers Notificatio...

Page 225: ...E STRICT PENALTIES Barge in Codes When a barge in code is dialed the messaging system taps into the line and records the call The barge in code should be set to initiate the executive override function which requires a busy tone For example if the phone system executive override function is initiated by dialing the extension followed by a long pause then a hookflash followed by a short pause then ...

Page 226: ...e System Switch Park and Page table 2 Type the system ID for call paging in the Park and page ID field For example PAGE This ID can be used for a one key dialing rule 3 Type the phone system park code in the Park code field 4 Type the phone system pickup code in the Pickup code field 5 Specify the range of ports used to park calls in the Park pool fields When assigning a single port for park and p...

Page 227: ...he maximum is 5 repeats 16 Select the number of seconds the system waits between paging retries in the Wait between repeats field The maximum number is 300 NOTE THE PRODUCT OF Wait between repeats TIMES Repeat page SHOULD BE LESS THAN THE NUMBER OF SECONDS TYPED IN Pickup delay 17 Click Save 18 Shut down and restart the system for changes to the park and page settings to take effect Related Topics...

Page 228: ...uration General System table 2 Type the number of days that the system stores the data in the Call report aging field 3 Click Save Category Title Format Usage reports System usage report graph or table Usage report by system ID See Creating Messaging System Usage Reports graph or table Busy Ports Busy port report display or table Directory reports Subscriber directory report table Extension direct...

Page 229: ...ts Creating Busy Port Usage Reports Creating Network Message Reports Creating Network Subscriber Reports Creating Network Groups Reports Creating Network Call Reports Creating Fax Reports Creating Directory Reports Call Report Log Reports Using the Error Log Report Creating Hospitality Reports Creating Hotel Guest Report ...

Page 230: ... include remote sites in the report 5 Select the report type Graph or Table 6 Select an output device Display Displays the report in a pop up window File Saves the report to a file The default file name is default txt to use a different file name type the report file name 7 Click Run to generate the report Usage Report Column Headings Related Topics System Reports Creating Busy Port Usage Reports ...

Page 231: ...HE PREVIOUS YEAR 3 Select the ports No For a specific port or range of ports type the number or range for example 1 16 All For all ports 4 Select an output device Display Displays the report in a pop up window File Saves the report to a file The default file name is default txt to use a different file name type the report file name 5 Click Run to generate the report Busy Ports Usage Report Column ...

Page 232: ...ng configurations Groups Report Groups report provides information about list messages groups person members and directories List Messages Provides the group name type dispatch method and owner information Groups reports provide information that enables you to manage the groups on the messaging system List message reports can be run by owner all groups only open groups or local access groups Membe...

Page 233: ...t file name to use an alternative file name 3 Click Run to generate the report Subscriber Directory Report Column Headings Column Heading Description Subscriber Name The subscriber s name Personal ID Subscriber s personal ID When a subscriber is a system manager the personal ID is displayed as XXXXXXXXXX New Messages The number of new messages and the total length of all messages in hours and minu...

Page 234: ...f questions N Subscriber hears new messages without pressing any touchtone keys O Subscriber cannot review old messages P Subscriber cannot access public messages Q Subscriber cannot mark messages urgent R Subscriber cannot redirect messages S Subscriber cannot send messages T Subscriber hears the conversation in the traditional order U Subscriber cannot send messages to other subscribers only to ...

Page 235: ...reating Directory Extension Reports Creating a Directory Groups Members Report Creating Directory System Managers Report Saving and Storing Data for Reports Creating Directory Reports 0 Subscriber can change message notification settings Access Code Access Option Description ...

Page 236: ...riber s last name first name Sorted by last name Ext ID Subscriber s extension ID Transfer Lists transfer codes if the subscriber uses call transfer Y Call transfer is on N Call transfer is off X Represents the subscriber s extension number If numeric digits are shown instead of X the call is transferred to the indicated ID Type The type of call transfer configured A Await answer W Wait for ringba...

Page 237: ...System Reports 237 Creating Directory Reports ...

Page 238: ...up name members the type of group dispatch mode and owner name Groups Person Reports all groups where the subscriber is a member Directory Reports all groups sorted by group name includes group type and the directory ID for each group See Creating Directory Group Reports Creating a Directory Groups List Messages Report Creating a Directory Groups Members Report Creating a Directory Groups Person R...

Page 239: ...orked messaging systems with remote sites 3 Select an output device Display Displays the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Directory Groups List Messages Report Column Headings Related Topics System Reports Creating Directory Group Reports Creating...

Page 240: ... report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Directory Groups Members Report Column Headings Related Topics System Reports Creating Directory Group Reports Creating a Directory Groups List Messages Report Creating a Directory Groups Person Report Column Heading Description Group Name The group name...

Page 241: ...the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Directory Groups Person Report Column Headings Related Topics System Reports Creating Directory Group Reports Creating a Directory Groups List Messages Report Creating a Directory Groups Members Report Creating...

Page 242: ...file The default file name is default txt type a report file name to use an alternative file name 3 Click Run to generate the report Directory Groups Directory Report Column Headings Related Topics System Reports Creating Directory Group Reports Creating a Directory Groups List Messages Report Creating a Directory Groups Members Report Creating a Directory Groups Person Report Creating Directory S...

Page 243: ... the report to a file The default file name is default txt type a report file name to use an alternative file name 3 Click Run to generate the report Directory System Managers Report Column Headings Related Topics System Reports Creating Directory Group Reports Creating a Directory Groups List Messages Report Creating a Directory Groups Members Report Creating a Directory Groups Person Report Colu...

Page 244: ...ick Reports Fax Activity 2 Select the report date range From and To dates NOTE WHEN THE START DATE IS THE SAME OR LATER THAN THE END DATE THE SYSTEM ASSUMES YOU MEAN THE MONTH AND DATE OF THE PREVIOUS YEAR 3 Select an output device Display Displays the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file n...

Page 245: ... an output device Display Displays the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 3 Click Run to generate the report Fax Document Report Items in the fax document report are described in the following table System Reports Creating Directory Group Reports Column Heading Description Descriptio...

Page 246: ...ce the file is a comma separated file we recommend using csv for the file extension To create a call log report 1 In the Navigation Pane click Reports Call Report Log 2 Select the report type All Create a call report log for the entire system Individual Create a call report log for the selected subscriber 3 Select the report date range From and To dates NOTE WHEN THE START DATE IS THE SAME OR LATE...

Page 247: ...il codes appear in next three fields Status of Call Busy Complete Transfer No answer No connect Intercept Incomplete No ID No msg Error Bad ID Bad SC Locked Hung up Dial out reached a busy tone Call completed successfully Call transferred successfully Dial out resulted in no answer Dial out resulted in no connection Dial out resulted in intercept tone Dial out interrupted by local connect Dial out...

Page 248: ... Directory Group Reports Error code Description Mxxx yy The module where the error appears Where xxx the module number and yy the error location in that module Exx yy The type of error Where xx the error number and yy the location D M Vxxx The value D M V depends on the type of error D is a database error and xxx the record number in the database file M is a memory error and xxx the memory locatio...

Page 249: ...System Reports 249 Call Report Log Reports ...

Page 250: ...Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Network Message Report Items in the network message report are described in the following table Related Topics System Reports Creating Messaging System Usage Reports Creating Busy Port Usage Reports Creating Directory Group Reports Creating Fax ...

Page 251: ...op up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Network Subscribers Report Related Topics System Reports Creating Messaging System Usage Reports Creating Busy Port Usage Reports Creating Directory Group Reports Creating Fax Reports Creating Network Message Reports Creating N...

Page 252: ...isplays the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Network Groups Report Related Topics System Reports Creating Messaging System Usage Reports Creating Busy Port Usage Reports Creating Directory Group Reports Creating Fax Reports Creating Network Messag...

Page 253: ... name to use an alternative file name 5 Click Run to generate the report Network Call Reports Column Headings The network call reports report provides the following information Related Topics System Reports Creating Messaging System Usage Reports Creating Busy Port Usage Reports Creating Directory Group Reports Creating Fax Reports Creating Network Message Reports Creating Network Groups Reports I...

Page 254: ...itality reports help manage the wake up call service See Creating Hotel Guest Report Pending Calls Report Wake up Call Failures Report Name Description Hotel Guests Reports a list of guests See Creating Hotel Guest Report Pending Calls Reports a list of pending wake up calls for all guests Sorted by last name See Pending Calls Report Wake up Call Log Log of all wake up calls for all guests See Cre...

Page 255: ...the report to a file The default file name is default txt type a report file name to use an alternative file name 3 Click Run to generate the report Hotel Guest Report Column Headings The report provides the following information Related Topics Creating Hotel Guest Report Pending Calls Report Wake up Call Failures Item Description Guest Name Name of the subscribers Personal ID Guest s personal ID ...

Page 256: ...ays the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alternative file name 4 Click Run to generate the report Pending Wake up Call Report Column Headings The report provides the following information Related Topics Creating Hotel Guest Report Pending Calls Report Wake up Call Failures Item Description Guest Name Na...

Page 257: ...k Reports Hospitality Wake up call log 2 Select the report date range From and To dates NOTE WHEN THE START DATE IS THE SAME OR LATER THAN THE END DATE THE SYSTEM ASSUMES YOU MEAN THE MONTH AND DATE OF THE PREVIOUS YEAR 3 Select an output device Display Displays the report in a pop up window File Saves the report to a file The default file name is default txt type a report file name to use an alte...

Page 258: ...e scheduled time This report provides the only notification for expired wake up calls To create a wake up call failure report 1 In the Navigation Pane click Reports Hospitality Wake up Call Failures 2 Select the report date range From and To dates NOTE WHEN THE START DATE IS THE SAME OR LATER THAN THE END DATE THE SYSTEM ASSUMES YOU MEAN THE MONTH AND DATE OF THE PREVIOUS YEAR 3 Select an output d...

Page 259: ...ing Room Extension Numbers Configuring Wake up Calls Configuring and Recording Check in Messages Configuring the Multilingual Guest Conversation Feature Enabling Hotel Guest Passwords Using an Informational Service Using Hotel Guest IDs Configuring Hotel Guest Template Adding and Deleting Hotel Guest Rooms and Messages Hotel Information Services Configuring Guest Help for Information Services Dire...

Page 260: ...be configured to enable direct transfers without confirmation if the system finds only one matching guest name in the directory To make auto transfer available to external callers 1 In the Navigation Pane click System Configuration Hospitality Settings 2 Select Auto xfer to enable automatic transfer to the guest s extension when there is only one matching guest name in the directory 3 Click Save R...

Page 261: ... does not automatically provide the guests name guests can spell their name during the messaging system enrollment process or hotel staff can type the guest names using the Administration Console To let guests change the spelling of their names in the guest directory 1 In the Navigation Pane click Hotel Guests Guest Template 2 Select Allow guests to set spelled name for directory to let guests cha...

Page 262: ...tem can make in an hour To change the wake up greeting using a phone 1 Call the messaging system 2 Dial the number specified in the Wake up greeting ID field on the Hospitality Settings page 3 Record the new greeting The length of the recording is displayed on the Wake up greeting ID button A greeting has not been recorded if 00 00 appears on the button To change the wake up greeting using the Hos...

Page 263: ...r number See To add a single subscriber 4 In the Navigation Pane click System Configuration Hospitality Settings For more information about fields on this page see System Configuration Hospitality Settings 5 Type the message box ID dedicated to unanswered wake up call notifications in the On unanswered notify ID field in the Wake up area The system automatically sends urgent unanswered wake up cal...

Page 264: ...ult guest ID followed by the guest room extension The guest personal ID appears on the Hotel Guests page Guest Message Storage After Checkout When a guest mailbox is reset at checkout the messaging system automatically creates a message storage box for saved or unheard messages The saved and unheard messages are stored for the number of days specified on the Guest Template page An asterisk is adde...

Page 265: ... Related Topics Configuring and Recording Check in Messages Configuring the Multilingual Guest Conversation Feature Enabling Hotel Guest Passwords Using an Informational Service Hospitality Site Configuration Setting Description First time enrollment Select to place guests in the enrollment conversation the first time they use the messaging system Allow passwords Permit guests to assign passwords ...

Page 266: ... DISABLED THE GUEST DOES NOT HEAR THE MESSAGE To configure the check in message 1 In the Navigation Pane click Hotel Guests Guests Guest Template 2 Confirm that the First time enrollment check box is selected 3 Click System Configuration Hospitality Settings page 4 Select Enable check in message in the Check in message section 5 Type the new check in message ID in the Check in message ID field 6 R...

Page 267: ...Menu THE Recording time left APPEARS ON THE MAIN MENU OF THE ADMINISTRATION CONSOLE AND DISPLAYS THE TOTAL AMOUNT OF AVAILABLE SYSTEM RECORDING TIME 2 Install the new languages The order the languages are installed affects the order that the languages are offered to hotel guests 3 Restart the messaging system server 4 Configure the multilingual conversation To configure the multilingual guest conv...

Page 268: ... On for Hotel Guests To enable hotel guests to use passwords 1 In the Navigation Pane click Hotel Guests Guest Template 2 Select Automatic password assignment if your PMS integration offers password assignment and you want the system to automatically assign passwords to hotel guests This field applies only to PMS integrations that offer password assignment 3 If you selected Automatic password assi...

Page 269: ... Switch Switch Information 2 Add hlog 1 to the Integration options field 3 Click Save To disable auto log on 1 In the Navigation Pane click System Switch Switch Information 2 Replace hlog 1 with hlog 1 or remove the hlog 1 from the Integration options field 3 Click Save CAUTION WHEN YOU REMOVE hlog 1 FROM THE Integration options FIELD YOU MUST RESTART THE MESSAGING SYSTEM 4 Restart the messaging s...

Page 270: ...informational messages for hotel guests 1 Create a transaction box See To add a single transaction box a Use a unique system ID for each box b Record the appropriate day night and alternate greetings on the Greetings page for each transaction box c Select Hang up for both actions in the After day Greeting and After Night Greeting groups 2 In the Navigation Pane click Hotel Guests Guest Template 3 ...

Page 271: ...ooms or a single guest room to the messaging system To manually add hotel guest rooms 1 In the Navigation Pane click Hotel Guests Guests Profile 2 Click Add See Administration Console Pages for information about the Administration Console icons The Add Guest dialog box appears a Type the hotel guest rooms to be added in the New range of guests field For example type 357 361 to add rooms 357 358 35...

Page 272: ...otel Guests Guests Profile 2 Click Search to find and select the guest room extension The extension appears in the Last name field within parentheses 3 Type the guest name in the Last name and First and middle name fields 4 Click Save Related Topics Configuring Hotel Guest Template Adding Hotel Guest Rooms Manually Adding Hotel Guest Names Deleting Hotel Guest Messages Hospitality Site Configurati...

Page 273: ...tel guest 1 In the Navigation Pane click Hotel Guests Guests Profile 2 Click Search to find and select the guest 3 Click Delete to delete the guest from the messaging system 4 Click OK to confirm the deletion Related Topics Configuring Hotel Guest Template Adding Hotel Guest Rooms Manually Adding Hotel Guest Names Deleting Hotel Guest Messages Hospitality Site Configuration ...

Page 274: ...e guest To delete a hotel guest s messages 1 In the Navigation Pane click Hotel Guests Guests Profile 2 Click Search to find and select the guest 3 Click Delete Messages 4 Click OK to confirm the deletion Related Topics Configuring Hotel Guest Template Adding Hotel Guest Rooms Manually Adding Hotel Guest Names Deleting Hotel Guests Hospitality Site Configuration ...

Page 275: ...s into an Information Service Configuring Remote Recording for Advertisers Updating the Information Service Hospitality Site Configuration A The main menu introduces the hotel information service telling guests how to access the information they want Configure access to the main menu for hotel guests using one key dialing B Submenus provide a list of additional selections Be sure to describe the o...

Page 276: ...ouncement On every transaction box containing a Help component give callers the ability to dial the hotel operator Directly contacting a hotel operator is useful for callers who cannot find the information they need or who are not comfortable using the system Use one key dialing for direct access to the transaction box with the Help text 0 zero is usually used to route callers to the operator 3 Pr...

Page 277: ...ging system sends a call to an external number on a release transfer and the number does not answer the call is disconnected The guest is not returned to the hotel information service NOTE THE HOTEL IS RESPONSIBLE FOR LONG DISTANCE CHARGES INCURRED FOR CALLS TRANSFERRED TO AN EXTERNAL NUMBER USE THIS FEATURE CAUTIOUSLY MAKING SURE THAT THE EXTERNAL NUMBERS ARE NOT LONG DISTANCE OR TOLL CALLS Relat...

Page 278: ...nsors one or more announcements These might include event announcements or other local activities Starting Your Information Service Decide which sponsorship capabilities will be offered and how you want to work with the businesses before contacting businesses about advertising on the information service Some decisions might include Responsibility Who will record and maintain the messages for the i...

Page 279: ...ers Access Options page See Changing Subscriber Access Settings a Clear the Play receipts when messages opened at remote sites check box b Clear the Receive notification for public messages check box c Select Require first time enrollment d Clear the Allow access to public messages check box e Select Restrict sending messages to guests and groups only f Clear the Allow access to public message gro...

Page 280: ...ain their own announcements rather than send updated scripts to be recorded Periodically evaluate how hotel guests are using the information service To evaluate how guests use the information service 1 Create a usage report for each transaction box you want to evaluate See Creating Busy Port Usage Reports If few guests reach an announcement or a branch of your service reevaluate the usefulness of ...

Page 281: ... page or from the Guest Template page The Hotel Guests Guests pages contain customized settings or personal settings that guests or hotel staff configure When a guest checks out customized settings are automatically deleted The Hotel Guests page resets values to their default values See Configuring Hotel Guest Recorded Name Language and Message Storage Resetting a Hotel Guest Message Box Accessing...

Page 282: ...t enrollment conversation the first time guests log on to the messaging system Allow passwords Select to enable hotel guests to use passwords to retrieve voice messages Allow personal greetings Enable guests to record and change their own personal messaging system greetings Allow callers to change messages they recorded Enable callers to change a message they have just recorded Allow callers to he...

Page 283: ... the Administration Console for details 4 Click Save Guest Language Choice When the multilingual guest conversation feature is installed the Language field displays the system abbreviation for the guest s language choice If a guest does not select a language the system uses the default system language for all system conversations Configuring Message Storage Use the Guest Profile page to specify th...

Page 284: ...rsonal greeting or language choice To configure manual resetting the message box ID 1 Log on as the system manager to the Administration Console 2 In the Navigation Pane click System Configuration Hospitality Settings 3 Type the message box ID number in the Reset message box ID field The default value is 636 4 Click Save To manually reset the hotel room voice mailbox 1 Using the phone call the mes...

Page 285: ...y that the guest has received all of their voice messages To transfer a guest to the message storage box after checkout 1 Initiate a call transfer 2 Call the messaging system 3 Dial the Post checkout ID number defined on the Hospitality Settings page The default is 654 4 Dial the hotel room of the guest who has checked out 5 Confirm the extension and checkout day 6 Listen for the beep then complet...

Page 286: ...Using Another Phone When guests are away from their room they can call the hotel operator and ask to be transferred to their voice mailbox Use the following procedures to transfer a caller or guest directly to a voice mailbox for a hotel room To transfer a checked in guest directly to a mailbox 1 Initiate a call transfer 2 Enter the messaging system number the default guest ID and the guest room e...

Page 287: ... 1 Delete the new guest from the system 2 Change the personal ID and room extension ID in the guest message storage box of the checked out guest ID for the room Merging Mailboxes and Changing Rooms If a guest decides to change rooms some property management systems can automatically transfer a guest s messages to the new mailbox If a guest moves into a room already occupied by another guest some p...

Page 288: ...ath the Delete Messages button when no security code is set 2 Click Search to find and select the guest s profile 3 If the subscriber has a security code then select Delete phone password to delete the hotel password 4 Click Save 5 Tell the guest to create a new password Related Topics Hospitality Site Configuration Configuring the Guest Template Configuring Hotel Guest Recorded Name Language and ...

Page 289: ... 3 Record a voice name If the property management system does not provide spelled guest names the guest is asked to enter the first three letters of his her name using the phone keypad The guest is now included in the hotel guest directory The guest is removed from the directory at checkout Personal Greetings and Passwords Select Allow personal greetings to enable a guest to record a personal gree...

Page 290: ...te Configuration Configuring the Guest Template Configuring Hotel Guest Recorded Name Language and Message Storage Resetting a Hotel Guest Message Box Accessing Messages After a Hotel Guest Checks Out Checking Hotel Guest Messages Restoring a Hotel Guest Mailbox ...

Page 291: ... in the Wait for rings field select the number of rings Await Answer Places the caller on hold and dials the specified extension or phone number If the call is answered within the number of rings specified in the Wait for rings field the call is transferred If a busy signal is received or if the call is not answered the greeting plays and the appropriate action is taken 4 If you do not want calls ...

Page 292: ...n see the Hotel Guests Guests Greetings table 3 In the After Greeting section select a setting Take a message Records a message for the owner of the voice mailbox Route to operator Routes callers to the system operator box Route to Routes callers to another system ID When selected type a system ID in the field Hang up Disconnects without saying good bye Say Good bye Plays a prompt asking if the ca...

Page 293: ...to enable callers to make changes to messages that they have just recorded 4 To configure a default message size limit type the number of seconds in the Maximum message length to record from an unidentified caller seconds field 5 Select Enable Message Waiting Indication MWI to turn on the message waiting indicator feature 6 Select At guest s extension to notify the guest of new messages on the roo...

Page 294: ...ssaging system delivers the messages to both phones c Select the delivery method Each Urgent or Batch Each Starts message delivery as soon as each new message arrives and repeats each time a new message arrives No delivery delay available with this selection Urgent Starts message delivery only when a new urgent message arrives and delivery each time a new urgent message arrives Batch When a new me...

Page 295: ...avigation Pane click Hotel Guests Guests 2 Click Search to find and select a guest profile 3 Select Convert hotel guest to subscriber 4 Click Save NOTE USE THE SUBSCRIBERS PROFILE PAGE TO VIEW OR CHANGE SETTINGS FOR A HOTEL GUEST WHO HAS BEEN CONVERTED TO A SUBSCRIBER To convert a subscriber back to a hotel guest 1 In the Navigation Pane click Subscribers Profile 2 Click Search to find and select ...

Page 296: ...fax header information date and time format and fax delivery retry settings See Configuring Delivery Retry Settings 3 Configure fax boxes for subscribers Add fax boxes for subscribers and select voice annotation settings greetings and one key dialing See Configuring Subscriber Fax 4 Configure any special purpose fax boxes Configure special purpose fax boxes to receive faxes routed to a system ID F...

Page 297: ... ARE NUMEROUS HARDWARE AND SOFTWARE CONFIGURATIONS TO ENABLE FAX IN THE MESSAGING SYSTEM IF YOUR SYSTEM REQUIRES MORE THAN THE DEFAULT SETTINGS CONTACT TECHNICAL SUPPORT OR PROFESSIONAL SERVICES PS ACTIVEVOICE COM FOR ASSISTANCE CONFIGURING THE FAX To configure a fax port status and station number 1 Click Switch Switch Switch Extensions 2 Double click the fax port to configure 3 Select how the fax...

Page 298: ...x in the Fax outdial access 6 Type the number of seconds the system waits after dialing to listen for a fax tone in the Fax connect wait time 7 Type the number of times the system attempts to send a fax transmittal in a single set in the Attempts per set field For information about delivery retry settings see Understanding Fax Delivery Retry Settings 8 Type the number of minutes the system should ...

Page 299: ...lt retry settings Busy fax ports might cause a longer delay between sets of delivery attempts because the system must wait for a fax port to become available The delay between sets of attempts is never less than the value specified Problems with the delivery retry settings can occur when the system has more than one fax port because the maximum number of pages in a single delivery is configurable ...

Page 300: ...main in the fax box until the subscriber requests delivery The system can offer callers the option to leave voice annotations with the fax The system announces new faxes to subscribers even if the caller did not leave a voice annotation Callers can leave voice annotation with a fax and edit or review the annotation before sending the fax The system forwards the fax message and voice annotation to ...

Page 301: ...bscribers followed by the recipient name or extension NOTE MESSAGES CAN BE ADDRESSED BY SUBSCRIBER NAME ONLY IF THE REMOTE SITE USES THE PLUSNET PROTOCOL It should be noted to managers somewhere in this Section that the application uses the numbers entered from the Network site type as a means to identify the caller Therefore these numbers must cross match if that makes sense If there is no match ...

Page 302: ...aging network Then configure the sites as follows 1 Determine which protocol to use for communicating with each site See About Networking Protocols 2 Add each remote site to the network See Adding a New Remote Site 3 Configure each remote site See Configuring General Parameters for a Remote Site 4 Configure message delivery for each site See Configuring Message Delivery for a Remote Site 5 Configu...

Page 303: ...for communication and control PlusNet The PlusNet protocol enhances the AMIS protocol by offering advanced features such as unlimited number of messages per call unlimited number of recipients per message and message announcements using the caller s recorded name PlusNet is a proprietary protocol Both of these protocols allow subscribers in one location to leave messages on the local voice mail sy...

Page 304: ...x appears a Select the protocol in the Protocol section AMIS or PLUSNET 1 b Select one of the following in the Network site type Open If the systems are exchanging messages using a public phone network Type the country code area code and phone number Other carrier Private If the systems are exchanging messages over a private phone network Type a Private ID for the site c Type a system ID for the r...

Page 305: ... site Private ID 6 In the Restrictions section select the appropriate restrictions Outgoing To prevent the local site from making message delivery calls to the remote site Screen To prevent the local site from accepting message delivery calls from the remote site NOTE WHEN BOTH Outgoing AND Screen ARE SELECTED THE LOCAL SITE DOES NOT CALL THE REMOTE SITE OR ACCEPT CALLS FROM THE REMOTE SITE IF NEI...

Page 306: ...UNIVERGE UM8000 Message Networking 306 Understanding Directories ...

Page 307: ...re allowed to fail before preventing subscribers from sending messages to subscribers at the remote site 3 In the Restrictions section select the appropriate restrictions Outgoing To prevent the local site from making message delivery calls to the remote site Screen To prevent the local site from accepting message delivery calls from the remote site NOTE WHEN BOTH Outgoing AND Screen ARE SELECTED ...

Page 308: ... to five digits b In the Area code field type the three digit area code for the local system c In the Phone number field type the seven digit phone number for the local system Do not use hyphens or other special characters 3 If the Network site type is Other carrier Private The system exchange messages over a private phone network Configure the Other Carrier site type otherwise skip this step In t...

Page 309: ...Select one of the following methods for the first directory exchange Directory Export Import This method updates directory information without using phone lines Information is transmitted using disks or tapes Connect the sites using a modem or the Internet Manual export import is recommended if you have large directories to transfer or long distance calling is required Synchronization This method ...

Page 310: ...lick Search to find and select a remote site 3 The Directory Export field displays a default file name for the directory export file To use another name type it in the field The file name uses the yyyy_mm_dd_nnnnnn format where 4 Click Export A message alert appears asking if you are sure you want to export directory information 5 Click OK A download dialog box appears 6 On the Download file dialo...

Page 311: ...e remote site to a folder on the messaging system server that is running Administration Console 2 In the Navigation Pane click Network Remote Sites 3 Click Search to find and select a remote site 4 Click Browse next to the Directory Import field to find and select the zipped file 5 Click Import An alert message appears asking if you want to import directory information 6 Click OK to begin the impo...

Page 312: ...he Multisite Messaging network NOTE DIRECTORY INFORMATION CAN ONLY BE SYNCHRONIZED BETWEEN PLUSNET SITES THE AMIS PROTOCOL DOES NOT SUPPORT DIRECTORY INFORMATION To synchronize a remote site directory 1 In the Navigation Pane click Network Remote sites then select the site page 2 Select Directory Update 3 Click Search to find and select a remote site 4 Click Browse next to the Directory Import fie...

Page 313: ...remote site 3 Look at the Outgoing Calls and Incoming Calls sections on the page call data information includes Last call status messages sent messages received and total failed calls 4 Click Reset to reset the Total failed calls field 5 Change the Maximum failed calls allowed field to change the maximum number of failed calls allowed NOTE WHEN THE TOTAL FAILED CALLS EQUALS THE MAXIMUM FAILED CALL...

Page 314: ...blem that you cannot solve using the information and the resources cited or you experience a problem that is not discussed contact your technician or Technical Support See Delayed Messages Message Notification Delays Disk Full Error Messages Touchtone Phone Sensitivity Call Transfer Initiation Problems Phantom Calls Networking and Visual Messaging Text to Speech Hospitality ...

Page 315: ...n update which spans several days archived messages may be deleted if the archive days limit was reached during the upgrade process All messages older than the archive days limit will be deleted when the system is brought back online To prevent this from happening tell users to rearchive their messages prior to beginning the upgrade process Symptom or Problem See Problems are reported after a mess...

Page 316: ...hing is happening that causes the subscriber to think that messages are being delayed The following might help you investigate and resolve delayed message reports Check the Clock Settings Make sure that the clocks in the office the computer and the subscriber s wristwatch agree with the messaging system server clock Check to see if the messaging system has ever been logged on to another server for...

Page 317: ...u need more dial ports When all of the ports are busy the system cannot dial any extension to activate message lights If the Switch settings in UNIVERGE UM8000 are not properly configured the phone system integration might interfere with message notification See your phone system documentation for more information If the connection between a workstation and the network is terminated or if a proble...

Page 318: ...e System System Settings page Remove the parameter 6 Generate a subscriber report See Creating Directory Reports NOTE USE THE SYSTEM LOGS PAGE TO GENERATE SYSTEM LOGS FOR MESSAGING SYSTEM SOFTWARE ACTIVITY REFER TO Configuring Log Settings Look for subscribers whose Last contacted field is never Delete messages for these subscribers NOTE THE DELETE MESSAGES BUTTONS ARE NOT ACTIVE IF THE MESSAGING ...

Page 319: ...message field value by one 4 Reduce the When recording a message field value by one 5 Click Save 6 Make several test calls to the system If the problem persists repeat this procedure adjusting the field values by one with each iteration Cellular Phone Problems Cellular phone users are the most likely to complain about the system not recognizing touchtones Unfortunately due to the inherent limitati...

Page 320: ...the prompt Please wait while I try that extension The caller is disconnected after hearing the prompt Please wait while I try that extension Check hookswitch flash timing Some phone systems require a longer hookflash than other systems Confirm that the duration of the hookswitch flash is configured correctly See Configuring Dialout Codes and Special Dialing Characters Related Topics UNIVERGE UM800...

Page 321: ...r s message waiting indicator with an incorrect code During call transfers the messaging system relies on the phone system or the central office to provide an immediate disconnect Sometimes the pause between the moment the caller hangs up and when the phone system signals the disconnect is long enough for one or more ring cycles In certain circumstances such as when the caller or subscriber is con...

Page 322: ...based subscribers To prevent a port from dialing out to a Visual Messaging workstation set the port Option to NL No LAN connects This keeps the port available for the system to use for processing messaging system traffic See System Switch Switch Extensions Manually disconnect immediately Encourage subscribers to immediately disconnect after listening to or recording messages ViewMail does not imme...

Page 323: ... the message using the subscriber s selected language See Understanding Default Profile Settings Overview If the subscriber has not selected a language or if the text to speech version of the specified language is not installed the system plays the message in the system default phone conversation language See Viewing the Installed System Languages If the text to speech version of the system defaul...

Page 324: ...ting messaging system one of more of the default hospitality IDs might be assigned to a subscriber or transaction box instead of the appropriate hospitality system ID The hospitality IDs must be updated See Configuring Basic Hospitality Settings Update references to the default hospitality IDs in greetings menus and system conversations Notify front desk staff of the changes Related Topics Trouble...

Page 325: ...r night greeting alternate mode A special schedule used to handle unforeseen events such as a closure because of adverse weather Turning on alternate mode overrides all other schedules and places the entire system in night mode Alternate mode remains active until it is turned off through the system management conversation or the Administration Console announce transfer A call transfer that causes ...

Page 326: ...box The box owner is responsible for recording the box greeting See alternate greeting day greeting and night greeting broadcast distribution Enables each member of a message group to receive and hear messages sent to the group This is the default setting for all message groups created using a phone Only system managers can change distribution methods See dispatch distribution busy greeting An opt...

Page 327: ...he complete spelled name recorded name personal ID and extension ID conversation A collection of prerecorded questions choices and responses that the messaging system plays to guide callers through the system The conversation consists of greetings and prompts Greetings can be changed using a phone or the Administration Console Prompts can be changed using the Administration Console CSV Comma separ...

Page 328: ... groups and numeric directory assistance Reports can be created for everyone enrolled in the system for all extension IDs for message groups and for numeric directory assistance dispatch distribution A distribution setting used when only one member of a group needs to hear a message Once the message has been heard by a group member it is removed from the voice mailboxes of all other group members ...

Page 329: ...il is a component of the ActiveFax package fax notification A function that enables the messaging system to automatically deliver the fax to a fax machine and optionally call another notification device when a fax is received follow along id The extension ID provided by the phone system to the messaging system when a call is forwarded back to the phone system on a ring no answer or busy condition ...

Page 330: ...r information to hotel guests For example information about hotel services entertainment dining transportation or local businesses installer The individual who installs the messaging system The installer configures many settings for the system including ports and phone system integration internal caller Subscribers and guests who call from within the messaging system or callers who enter their per...

Page 331: ...riber and announces that messages are waiting Multiple delivery numbers may be configured for each subscriber The times and frequency of calls may be configured for each delivery number message group A list of subscribers and or guests to whom a subscriber can send the same message at once Any subscriber can be a member of any message group Guests can only be members of private groups owned by the...

Page 332: ...e and new message one key dialing Callers press a single touchtone key during a greeting to connect to system IDs This feature offers callers a menu of choices during a greeting System administrators configure one key dialing rules for subscribers transaction boxes and the opening greeting Greetings must be rerecorded to explain which keys to press subscribers must be notified when their greetings...

Page 333: ...imited number of messages per call unlimited message length and unlimited number of recipients per message PMS integration A package that automatically sets up hotel guest room numbers names and mailboxes for each guest by integrating the messaging system with the Property Management System port An incoming phone line answered by the messaging system Positive voice detection PVD threshold The Posi...

Page 334: ...name The audio recording of the subscriber or guest name that the messaging system plays in prompts to identify the source or destination of a message or call This is referred to as the voice name release One of the three types of call transfer In release transfer the messaging system completes the transfer without checking whether the call is answered or whether there is a busy signal remote site...

Page 335: ...mmed with the number of ports and optional packages purchased and licensed for a messaging system The key is a piece of hardware that attaches to the messaging system server The messaging system software checks the system key before activating system options Each system key has a unique serial number system manager The individual in an organization who configures and maintains the messaging system...

Page 336: ...er who has not entered a system ID while calling within the organization on a phone system that does not support identified subscriber messaging urgent message A message the caller has marked as urgent Urgent messages are listed first in the message stack usage reports Reports that show how much the messaging system is being used hour by hour Usage reports can be created for an individual subscrib...

Page 337: ...ield A field users record greetings prompts names or interview questions voice name The recorded name of a subscriber or guest The system plays the voice name in prompts that identify the source or destination of a message or call See recorded name wait for ringback One of three types of call transfer in which the messaging system waits for an extension to ring a certain number of times before rel...

Page 338: ...System Configuration Access Numbers System Import Export Export System Configuration Calls Answered System Import Export Import System Configuration Contacts Call Management Interview Boxes Messages System Configuration E mail message template Call Management Interview Boxes Profile System Configuration E mail settings Call Management Interview Boxes Questions System Configuration General System C...

Page 339: ...ion Network Template Remote Sites Subscribers Subscriber Template One key Dialing Call Management Transaction Boxes Call Transfer Subscribers Subscriber Template Profile Call Management Transaction Boxes Greetings Subscribers Subscribers Access Options Call Management Transaction Boxes Messages Subscribers Subscribers Call Transfer Call Management Transaction Boxes One key Dialing Subscribers Subs...

Page 340: ...ength of the recorded name appears in minutes and seconds A name has not been recorded if 00 00 appears on the button label Language Select a language that the subscriber hears when accessing the messaging system New messages Displays the number and length of new messages Total messages Displays the number and length of the new old and archived messages Delete messages Click to delete all heard an...

Page 341: ...The system notifies a subscriber when a public message is received Enable subscribers who have public message access and want their message waiting lamps lit or who want notification only for messages sent specifically to them Allow urgent messages Subscribers can mark messages to other subscribers as urgent Hear conversation in traditional order The subscriber hears the Yes and No conversation in...

Page 342: ...ed by the phone system and must be enabled systemwide Allow to change automatic log on number The subscriber can change the phone number of a mobile or other external phone that is used to automatically log into the messaging system This feature requires automatic number identification such as Caller ID Allow to change maximum number of messages The subscriber can change the number of received mes...

Page 343: ... messages with one another Address messages by extension Enables the subscriber to send messages using the extension number of the recipient instead of the first three letters of the last name Allow to edit subscriber to subscriber messages The subscriber can add to listen to or rerecord a message to another subscriber Allow to redirect messages The subscriber can redirect messages Allow access to...

Page 344: ...ail integration feature Keep messages new on messaging system Configures the system after forwarding a fax message to the e mail system to retain a copy on the messaging system and announce it as a new message when the subscriber checks fax messages This setting is only available if Forward faxes to e mail system is selected Keep messages old on messaging system Configures the system after forward...

Page 345: ...ngs specified in the Wait for rings field transfers the call to the extension If not answered within the number of rings the call is released to the phone system Release Puts the caller on hold dials the extension and then releases the call If the extension is busy or not answered the caller cannot leave a message unless the phone system transfers the call using call forward to personal greeting W...

Page 346: ...e Action field Introduce caller The subscriber hears Call for subscriber s name before being connected to the caller Use this setting when more than one subscriber uses the same phone Record caller s name Asks callers to record their name Before a call is transferred the subscriber hears Call from caller s name If the subscriber rejects the call or is not available the recorded name is not saved R...

Page 347: ...eeting A group of settings that specify the action the messaging system takes after playing the greeting Take a message Records a message Take a message for group Records a message for the specified group If selected type the name of the group or click Search and select a group NOTE THE NAME OF THE GROUP CANNOT EXCEED TEN CHARACTERS OR INCLUDE NUMBERS OR SPACES Route to operator Routes the call to...

Page 348: ... touchtone key on a phone Up to ten one key dialing rules can be configured Each key is routes the caller to the specified system ID The messaging system listens for one key dialing entries during the greeting and during the good bye prompt One key delay seconds Type the number of seconds the messaging system waits before acting on the key press ...

Page 349: ... to operator Routes callers to the system operator box Hang up Disconnects without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the caller to the opening greeting box Message Retention Keep old messages for days The number of days the messa...

Page 350: ...when the number of messages reaches The number of received messages in a subscriber inbox at which the system will warn the subscriber the inbox is reaching the limit and suggest that messages should be deleted Include Transaction Box messages in quantity calculations Select to include messages left in Transaction Boxes owned by the subscriber in the limit count New Message Order Sets the order in...

Page 351: ...ture package is installed select this device from the list to configure fax phone Configure the Device Enable Turns on off message delivery to the device selected Device name appears in the list Select one of the following At subscriber s extension Dial the subscriber s extension to notify the subscriber of new messages Other number Dial the specified number to notify the subscriber of new message...

Page 352: ...ings before failing the attempt The number of rings that the messaging system waits for an answer when attempting message delivery to the phone number If delivery attempt failed wait minutes before retrying The number of minutes the messaging system waits after an unsuccessful message delivery attempt before retrying the message delivery An attempt is unsuccessful when the delivery number is busy ...

Page 353: ...time the system plays three short beeps Live record extensions for ViewMail Specifies the extensions a subscriber can use to record calls On subscriber s extension Subscribers record calls on their own extensions On extensions Select and type a range of extensions the subscriber can use to record calls for example 201 211 Save Live Record message to inbox Enables saving the live record messages in...

Page 354: ...message or Fax hold Route to operator Routes the caller to the system operator box Route to Routes the call to another system ID If selected type the system ID or search and select a system ID Hang up Disconnects without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and di...

Page 355: ...otocol IMAP or POP3 Authentication Method Specifies the authentication type to use for outgoing e mail Plaintext or NTLM Server name Type the name of the e mail server User name Type the e mail name or the ID of a subscriber who can listen to e mail messages using the messaging system Port The port number of the access port used by the e mail server Use SSL Enables the SSL secure transport protoco...

Page 356: ...d or rerecord the voice name Language Guest s selected language the guest hears when using a phone New messages The number and length of the guest s new messages Total messages The number and length of the guest s new old and archived messages Delete messages Click to delete all messages from the guest box both heard and unheard Allow callers to leave urgent messages Select to enable the guest to ...

Page 357: ...ystem delivers the messages to both phones Method Select one of the following message delivery methods Each Starts message delivery as soon as each new message arrives and repeats delivery each time a new message arrives There is no delivery delay available with this method Urgent Starts message delivery only when a new urgent message arrives and repeats delivery each time a new urgent message arr...

Page 358: ...Assigns IDs based on the subscriber extension ID Type the prefix for the IDs followed by X for the subscriber s extension ID For example type 9X Language On a multilingual system the language the system uses for subscriber account made with this template If a default language for subscribers the messaging system uses the messaging system default language ...

Page 359: ...lic messages The system notifies a subscriber when a public message is received Select for subscribers who have public message access and want their message waiting lamps lit or who want notification sent only for messages sent to them Allow urgent messages Subscribers can mark messages as urgent Hear conversation in traditional order Subscribers hear the Yes and No conversation in the following o...

Page 360: ...utomatic log on number Subscribers can change the phone number of a mobile or other external phone which the subscriber uses to automatically log on to the messaging system This feature requires automatic number identification such as Caller ID Allow to change maximum number of messages Subscribers can change the maximum number of messages in the subscriber inbox before the system stops recording ...

Page 361: ... mail Subscribers can retrieve e mail messages using a phone when the e mail integration feature is installed Count e mail messages in message totals Subscribers hears the total number of e mail messages using a phone The subscriber can change this setting using a phone Ask for e mail password Subscribers must enter an e mail password before listening to e mail messages using a phone The subscribe...

Page 362: ... system after forwarding a fax message to the e mail system to retain a copy on the messaging system and mark it as an old message This setting is only available with Forward faxes to e mail system Receive e mail notification on new fax voice mail Subscribers can receive new voice and fax mail notification using e mail when the e mail integration is installed Do not use this setting with Forward v...

Page 363: ... and holding settings are unavailable Wait for ringback Puts the callers on hold and dials the extension If the extension is busy plays the greeting then takes the action specified in the Action group of the Greeting page If the extension is answered within the number of rings specified in the Wait for rings field the system transfers the call to the extension If the extension is not answered with...

Page 364: ...After Greeting group on the Greetings page Introduce caller The subscriber hears Call for subscriber s name before being connected to the caller Use this setting when more than one subscriber uses the same phone Record caller s name Asks callers to record their name Before the call is transferred the subscriber hears Call from caller s name If the subscriber rejects the call or is not available th...

Page 365: ...r the owner of the voice mailbox Take a message for group Records a message for the specified group If selected type the name of the group or search and select a group NOTE THE NAME OF THE GROUP CANNOT EXCEED TEN CHARACTERS OR INCLUDE NUMBERS OR SPACES Route to operator Routes the caller to the system operator box Route to Routes the call to another system ID If you select this setting type the sy...

Page 366: ...number represents a touchtone key Routes callers to the associated system ID when they press a key on a touchtone phone The messaging system listens for one key dialing entries during the greeting and good bye prompts One key delay seconds The length of time in seconds the messaging system waits before acting on touchtone key presses ...

Page 367: ...good bye and disconnects Restart Return the caller to the opening greeting box Message Retention Keep old messages for days The number of days the messaging system retains a message that has been heard but not archived If 0 zero is selected the message is kept until midnight on the day it was first heard Keep archived messages for days The number of days the messaging system retains archived messa...

Page 368: ... the subscriber that the inbox is reaching the limit and recommends deleting messages Include Transaction Box message in quantity calculations Select to include messages left in Transaction Boxes owned by the subscriber in the limit count New Message Order Sets the order in which new messages are played Select one of the following LIFO Last In First Out plays the most recent message first FIFO Fir...

Page 369: ...of a new message and the first attempt to deliver it Use this setting to assign priorities to each message delivery phone number For example if 0 zero is specified for Work Phone and 60 for Home Phone the messaging system tries to deliver new messages to the Work phone for the first 60 minutes after 60 minutes the messaging system tries to deliver new messages to both phones Schedule time interval...

Page 370: ...g the message delivery number An attempt is unsuccessful when the device is busy unanswered answered by a person who does not enter a personal ID or answered by an answering machine Maximum retries The maximum number of number of unsuccessful delivery attempts to the device before the messaging system stops trying to deliver message notification to the device To configure no limit type 99 Field De...

Page 371: ...record time the subscriber hears three short beeps Live record extensions for ViewMail The extensions a subscriber can use to record calls Select one of the following On subscriber s extension To allow subscribers to record calls on their own extensions On extensions Select and type a range of extensions such as 201 211 Save live record message to inbox Enables saving live record messages in the s...

Page 372: ...ld for a fax port Voice detect call holding is not available After taking a message or holding Specifies what the system does after placing the caller on hold and the caller leaves a voice message or decides not to remain on hold any longer Configure these settings only if the No Fax Available action is set to Take a message or Fax hold Route to operator Route caller to the system operator box Rou...

Page 373: ...ds 1 through 0 Each number represents a touchtone key Routes callers to the associated system ID when they press a key The messaging system listens for one key dialing entries during the greeting and good bye prompt Field Description ...

Page 374: ...e mail server protocol IMAP or POP3 Authentication Method The e mail authentication used for outgoing e mail Server name The name of the e mail server Port The port number of the access port used by the SMTP or IMAP server Use SSL Select to enable the SSL secure transport protocol The Port field changes to 993 when SSL is selected ...

Page 375: ...quired to set a security code Minimum number of characters in password Requires subscriber security codes to contain the same or greater number of characters specified Default password for each new subscriber Specifies the default security code assigned to all new subscribers The code must be 3 to 10 digits in length ...

Page 376: ...rings specified in the Wait for rings field If the extension is busy or goes unanswered the system announces that the extension is busy or not answered Wait for ringback The system transfers the call to the extension if a call is answered within the number of rings specified in the Wait for rings field If the call is not answered within the specified number of rings the call is released to the pho...

Page 377: ...aging system restarts callers at a transaction box with recordings in the language selected by the caller Use this field only with messaging systems that have language select boxes If the messaging system uses only one language leave the fields blank Language The language to use for the caller System ID The system ID where the caller is routed For example type SPANISH to route the call to the SPAN...

Page 378: ...ller to the system operator box Route to Routes the caller to another system ID If selected type the system ID or click Search and select a system ID Hang up Disconnects without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the caller to the...

Page 379: ...utes callers to the associated system ID The messaging system listens for one key dialing entries during the greeting and good bye prompts One key delay seconds The number of seconds that the messaging system waits for callers to enter additional digits before acting on the key press This gives callers time to enter a complete system ID to skip the one key dialing menu ...

Page 380: ... Specify the language used for the system operator box Alternate system IDs for special operators on each port Alternate system IDs for special operators on each port Callers pressing 0 zero are routed to a different operator depending on which port answers the call For example entering 2 132 3 4 135 assigns Port 2 to use 132 and Ports 3 and 4 to use the alternate operator system ID 135 ...

Page 381: ...em transfers the call to the extension if a call is answered within the number of rings specified in the Wait for rings field If the call is not answered within the specified number of rings the call is released to the phone system For unanswered calls the caller cannot leave a message unless the phone system transfers the call using call forward to personal greeting For busy calls the system play...

Page 382: ...on box name before being connected to the caller Use this setting when more than one subscriber uses the same phone Record caller s name Asks callers to record their name Before the call is transferred the recipient hears Call from caller s name If the subscriber is not available or rejects the call the recorded name is not saved You cannot use this setting with the Record and save caller s name s...

Page 383: ...ithout saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the caller to the opening greeting box This setting is not recommended for use with the system operator box After night greeting Accepts the same settings as the After Day Greeting section...

Page 384: ...tion was selected on the System Operator Box Greetings page After taking a message Specifies what the system does after recording a message from the caller This setting applies only if the Take a message action was selected on the System Operator Box Greetings page Select one of the following Route to Routes the caller to another system ID If selected type the system ID or click Search and select ...

Page 385: ... the button label a transaction box name has not been recorded Language The language callers hear when they reach the transaction box If a language is not selected callers hear prompts in the messaging system default language Schedule The number of the schedule this box uses Schedule 1 Schedule 2 Schedule 3 or Schedule 4 If this field is blank the box follows the schedule of the port that answers ...

Page 386: ...stem transfers the call to the extension if a call is answered within the number of rings specified in the Number of rings field If the call is not answered within the specified number of rings the call is released to the phone system For unanswered calls the caller cannot leave a message unless the phone system transfers the call using call forward to personal greeting For busy calls the system p...

Page 387: ...ting action Introduce caller The recipient hears Call for transaction box name before being connected to the caller Use this setting when more than one subscriber uses the same phone Record caller s name Asks callers to record their name Before the call is transferred the recipient hears Call from caller s name If the subscriber is not available or rejects the call the recorded name is not saved Y...

Page 388: ...ck Search and select a system ID Hang up Disconnects without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the caller to the opening greeting box After night greeting Accepts the same options as the After Day Greeting area The selected optio...

Page 389: ... in seconds of a message from an unidentified caller This setting applies only if the selected action is Take a message After taking a message Specify what the system does after recording a message from a caller This setting applies only if the Take a message action was selected on the Greetings page for this transaction box Select one of the following Route to Routes the caller to another system ...

Page 390: ...ouchtone key that routes callers to the associated system ID The messaging system listens for one key dialing entries during the greeting and good bye prompts One key delay seconds Accepts the number of seconds that the messaging system waits for additional key tones before taking action Enables callers to bypass the one key dialing menu during the greeting ...

Page 391: ...ner The interview box owner Voice name Displays the length in seconds of the recorded voice name Language The language callers hear when they reach this transaction box If a language is not selected a caller hears prompts in the messaging system default language Delete Messages Click to delete all messages from the box whether they have been heard or not ...

Page 392: ...ew Boxes Questions Field Description Fields 1 through 20 Numbers for the questions in the interview Record up to 20 questions Question Length The length of the recorded question Reply Time Limit The maximum number of seconds for responses to a question ...

Page 393: ...elected on the Greetings page for this interview box Select one of the following Route to Routes the caller to another system ID If selected type the system ID or click Search and select a system ID Route to operator Routes the caller to the system operator box Hang up Disconnects without saying good bye Say bye Plays a prompt asking whether the caller needs further assistance pauses to wait for t...

Page 394: ...delay seconds The number of seconds the system waits after a caller presses a touchtone key for additional touchtone keys This pause enables callers to bypass one key dialing rules Wait for touchtones seconds The number of seconds the system waits for an additional tone Repeat greeting times The number of times the system plays the greeting before taking the action set when a caller does not press...

Page 395: ...g up Disconnects without saying good bye Route to Routes the caller to the selected system ID Type a system ID or click Search to find and select a system ID Route to operator Routes the caller to the system operator box Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restar...

Page 396: ...multilingual systems the language callers hear when they reach this transaction box If a language is not selected a caller hears prompts in the default messaging system language Schedule The number of the schedule this box uses either Schedule 1 Schedule 2 Schedule 3 or Schedule 4 If this field is blank the box follows the schedule of the port that answers the call Delete Messages Click to delete ...

Page 397: ...o the extension if a call is answered within the number of rings specified in the Number of rings field If the call is not answered within the specified number of rings the call is released to the phone system For unanswered calls the caller cannot leave a message unless the phone system transfers the call using call forward to personal greeting For busy calls the system plays the greeting then ta...

Page 398: ...all before the call is transferred If the subscriber rejects the call the system plays the appropriate greeting and takes the after greeting action Introduce caller The recipient hears Call for voice detect box name before being connected to the caller Use this setting when more than one system ID transfers to the same phone Record caller s name Asks callers to record their name Before the call is...

Page 399: ...ay bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the caller to the opening greeting box After night greeting Accepts the same settings as the After Day Greeting area The selected setting determines what action is taken after playing the greeting during the nigh...

Page 400: ...ied caller seconds The maximum length in seconds of a message from an unidentified caller This setting applies only if the selected action is Take a message After taking a message This setting applies only if the selected action is Take a message The action the system takes after taking a message Route to Routes the caller to another system ID If selected type the system ID or click Search and sel...

Page 401: ...ute to The system ID where a caller is routed after speaking If selected type the system ID or click Search to find and select a system ID If the caller remains silent route to The system ID to which a caller routes when remaining silent If selected type the system ID or click Search to find and select a system ID ...

Page 402: ...02 Call Management Public Fax Box Profile Field Description System ID The public fax box system ID Voice name Length of the recorded name for the public fax box If 00 00 appears on the button label a name has not been recorded ...

Page 403: ...cified number of rings the call is released to the phone system For unanswered calls the caller cannot leave a message unless the phone system transfers the call using call forward to personal greeting For busy calls the system plays the greeting then takes the after greeting action When this transfer type is selected some transfer options are unavailable This call transfer type is not supported w...

Page 404: ...r assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the caller to the opening greeting box Announcement Configures voice announcement of faxes Always Prompts the caller to record a message and sends a public notification message when the fax call is transferred Voice Prompts the caller to record a message and sends a ...

Page 405: ... box owner Voice name Length of the recorded fax box name If this field displays 00 00 00 the fax box name has not been recorded Language The language callers hear when they reach this fax box If no language is specified a caller hears prompts in the language selected in a language box the language assigned to the port or the messaging system default language ...

Page 406: ...erator box Route to Routes the call to another system ID If selected type the system ID or click Search and select a system ID Hang up Disconnects immediately without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the caller to make a selection if there is no response says good bye and disconnects Restart Returns the call to the opening gree...

Page 407: ...resents a touchtone key that routes callers to the specified system ID The messaging system listens for one key dialing entries during the greeting and good bye prompt One key delay seconds Specify the number of seconds to pause waiting for a second touchtone key This enables callers to bypass the one key dialing menu during the greeting ...

Page 408: ...ssages to a public group even if they are not group members Only the group owner can send messages to a private group A local access group allows local members of the group to send messages to the local members and remote site members Distribution method The distribution method for messages sent to the group Dispatch Only the first group member to listen to a message receives it Broadcast All memb...

Page 409: ...nclude any numbers or spaces Directory ID Callers can access the group when they enter the ID Owner The subscriber who owns the group The owner of the group can add members to the group using a phone or delete the group If this is a private group the owner is the only person who can send messages to the group Voice name Recording of the directory group name Members Click to see a list of all the m...

Page 410: ...group messaging the group name must be less than 10 characters and cannot include any numbers or spaces Directory ID Callers can access the group when they enter the ID Voice name Recording of the group name Assign keys Click to open the Assign keys dialog box Assign one key dialing rules for directory groups Maximum of 8 keys can be assigned ...

Page 411: ...ngth of the subscriber s new messages Total messages The number and length of the subscriber s new old and archived messages Keep old messages for days Accepts the number of days the messaging system retains messages that have been heard but not archived If you select 0 zero messages are kept until midnight of the day when they are first heard Keep archived messages for days Accepts the number of ...

Page 412: ...greeting is recorded the system plays a standard greeting If the guest has recorded a voice name it is included in the standard greeting Require first time enrollment Plays the enrollment conversation the first time the hotel guest accesses the messaging system Allow password Allows hotel guests to assign passwords for their voice mailboxes Enable wake up call at Specifies the wake up call time Ev...

Page 413: ...n if a call is answered within the number of rings specified in the Number of rings field If the call is not answered within the specified number of rings the call is released to the phone system For unanswered calls the caller cannot leave a message unless the phone system transfers the call using call forward to personal greeting For busy calls the system plays the greeting then takes the after ...

Page 414: ...ter playing the greeting The available settings are Take a message Records a message Route to operator Routes the call to the system operator box Route to Routes the call to another system ID If selected type the system ID or click Search and select a system ID Hang up Disconnects without saying good bye Say bye Plays a prompt asking if the caller needs further assistance pauses to wait for the ca...

Page 415: ...er seconds The maximum length of a message from an outside caller Enable Message Waiting Indication MWI Select or clear this check box to turn message waiting indication on or off At guest s extension The hotel guest receives message waiting indication at the room s extension At extension Specify an alternate extension ID where the hotel guest receives message waiting indication Current MWI state ...

Page 416: ...time a new message arrives There is no delivery delay available with this method Urgent Starts message delivery only when a new urgent message arrives and repeats delivery each time a new urgent message arrives Batch When a new message arrives the messaging system waits the specified delivery interval before attempting to notify the guest If this delivery attempt is unsuccessful the messaging syst...

Page 417: ...lable only if Allow language choice is selected Allow language choice Select to enable guests to select the language they hear when using the messaging system This setting is available only if the multilingual guest conversation feature is installed Allow guests to set spelled name for directory Select to enable hotel guests to change the spelling of their names in the hotel guest directory If not...

Page 418: ...hone number The local site seven digit phone number Do not use hyphens Other Carrier Private Select if the phone system carrier is a private business Private ID The the local site private ID for a private phone network Accept incoming network calls Yes Local subscribers can receive messages from subscribers on remote sites No Local subscribers cannot receive messages from remote site Allow outgoin...

Page 419: ...ol Displays the networking protocol for the remote site If using Plusnet AMIS Audio Messaging Interchange Specification is an analog protocol used to facilitate communication between messaging systems at remote sites AMIS supports the most common messaging system functions including sending receiving and replaying messages PLUSNET 1 An analog protocol used to facilitate communication between messa...

Page 420: ...tification interval Sets the number of minutes that the messaging system waits after an unsuccessful message delivery attempt before retrying the message delivery number An attempt is unsuccessful when the delivery number is busy or unanswered Delivery method Determines the delivery method to a specific phone number from the messaging system On Delivers all messages to remote sites following the d...

Page 421: ...mum of two numbers Interval Sets the hours when this phone number is used for message delivery to the remote site Day Sets the days when this phone number is used for message delivery to the remote site Rings to wait Sets the number of rings allowed before the delivery attempt fails Notification interval Sets the number of minutes that the messaging system waits after an unsuccessful message deliv...

Page 422: ...USB PORT THE DESTINATION LIST MIGHT DISPLAY THE ACTUAL MANUFACTURER OR MODEL NAME OF THE DRIVE Manual Backup Include messages in backup Select to include messages in the backup Clear to backup only configuration information voice names and prompts NOTE INCLUDING MESSAGES INCREASES THE SIZE OF EACH BACKUP FILE Destination Specifies the location to save the backup file Hard Drive The hard disk of th...

Page 423: ...aved on the messaging system server Date The date on when the backup files were created Size The size in megabytes of each backup file Includes messages Yes The backup includes messages No The backup does not include messages Action Select one of the following actions View backup note Display the Backup note Delete Delete the selected backup file Download Download the selected backup to a remote c...

Page 424: ...ates This table provides the following information Package Displays the package information Status Displays the current status of the automatic update Description Describes what the update is adding fixing Download Click to download the update Install Click to install the update Upload Update Hotfix Click to upload the update hotfix ...

Page 425: ...ked machine Server address to log messages to Type the IP address of the network server where log messages are saved Server port Type the network port number to be used by the messaging system to connect to the network server The default is 1514 Launch network logger Click to start the network log file Download zip archive for mm dd yyyy Click to download a zipped archive of log messages for the d...

Page 426: ...attempts is 1 the maximum number of attempts is 3 Callers entering a bad ID will be rerouted to The system ID callers are routed to after entering an invalid ID the maximum number of times usually the system operator box Allow Mailbox Manager access Select to enable access to the Mailbox Manager systemwide URL of Web Mailbox Manager The URL users must type in the browser address field to access Ma...

Page 427: ... subscriber Type the maximum number of letters subscribers must enter to spell a name Sort Directories by Select the sort order for the alphabetic directory assistance Last name Sort and search by last name First name Sort and search by first name Directory timeout milliseconds The number of milliseconds the system waits before assuming the caller has finished pressing touchtone keys on the phone ...

Page 428: ...cng 1050 55 18 looks for a fax carrier of 1050 hertz 55 hertz and 18 of cadence mk n System IDs During Directory Menus Enables callers to enter full system IDs during directory menus where n is the number of seconds the messaging system waits before routing a call to a destination on a directory menu T51 Phone Trace Level 1 The messaging system writes additional information about each phone call i...

Page 429: ...t to active languages Click to remove the language pack from the system NOTE BOTH THE SYSTEM AND HOTEL LANGUAGES MUST BE UNCHECKED AND SAVED BEFORE YOU CAN REMOVE THE LANGUAGE FROM THE SYSTEM THE MESSAGING SYSTEM AUTOMATICALLY REMOVES ALL REFERENCES TO THE LANGUAGE BEING REMOVED TTS Languages Lists the licensed text to speech languages that are installed on the messaging system Remove Remove only ...

Page 430: ... total length of public messages Keep old messages for days The number of days the system stores heard public messages The default number of days is 0 zero Messages are deleted at midnight on the day they expire Keep archived messages for days The number of days the system stores archived public messages The default number of days is seven Messages are deleted at midnight on the day they expire ...

Page 431: ... recording for fields that have more than 30 seconds of maximum recording time Beep on record Select to set the system to play a beep before starting to record Use the frequency amplitude and duration fields to control the sound and duration of the beep Disk full warning at minutes left The number of minutes of recording time left on the voice server hard disk when the system sends a warning messa...

Page 432: ... different than the system administrator Customer phone number The phone number of the system administrator or contact Type numbers only do not use alphabetic or special characters Alternate contact The name of the person responsible for the messaging system server maintenance if the system administrator or contact are not available Alternate phone number The phone number of the alternate contact ...

Page 433: ...red field These values indicate which calls the messaging system answers based on how the phone system is programmed All trunks Answers all incoming calls Some trunks An operator answers calls on a set of trunks and the messaging system answers overflow calls or incoming calls on a different set of trunks Forwarded calls An operator answers all incoming calls then forwards specific calls to the me...

Page 434: ...ks that the messaging system answers Alternate trunk s Other published phone numbers that external callers use to reach the messaging system such as 800 numbers and service numbers Internal modem extension The extension number of the phone line that is connected to the internal modem VoicePort Station Numbers Pilot The internal extension or phone number that subscribers dial using a system phone t...

Page 435: ...first Changing message order Click the red arrow to move a message up in the list Click the green arrow to move a message down in the order Types of Messages The types of messages sorted are Messages from subscribers Messages from guests Messages from outside callers left for the subscriber Messages from outside callers left in transaction boxes Messages from outside callers left in interview boxe...

Page 436: ...ction to the property management system Stop Bits Select the stop bits setting of the serial connection to the property management system Data Bits Select the data bits setting of the serial connection to the property management system Wake up Call Allow guests to set there own wake up calls Select to enable guests to set their own wake up calls Clear to disable the feature rings Specify the numbe...

Page 437: ... text password mechanism The mechanism uses a user name and password to authenticate users NOTE PLAIN AUTHENTICATION IS NOT SUPPORTED ON MICROSOFT EXCHANGE SERVERS LOGIN The LOGIN mechanism is a nonstandard mechanism and is similar to the PLAIN mechanism except that LOGIN lacks the support for authorization identities NTLM NTLM NT LAN Manager is a Microsoft authentication protocol used with the Mi...

Page 438: ... tags with the appropriate information Preview Preview a sample e mail message based on the settings in the Subject and Body text boxes Tag Name Description senderName Sender s name senderPhone Sender s phone senderAccount Sender s account only available if configured in subscriber transfer screening options messageTimestamp Message received timestamp on the messaging system messageDuration Messag...

Page 439: ...tdial access number is not used when the fax delivery number has fewer digits than the outdial trigger length Fax connect wait time Sets the number of seconds the messaging system waits for a fax tone after dialing out Attempts per set Sets the maximum number of attempts in a set These attempts are performed the system receives busy signal NOTE FAX MAIL USES THE RETRY SETTINGS ONLY FOR FAX DELIVER...

Page 440: ...ule mode Day mode The days and hours when the company is open or when standard phone service is available Night mode Any time that is not during Day mode Holiday mode The days when the company is closed Ignore holidays No The schedule operates in night mode on holidays Yes The schedule ignores holidays Always day mode Select to set Schedule 4 to operate in day mode 24 hours a day Always night mode...

Page 441: ...Schedule Field Description Holidays 1 18 Specify the organization holiday dates by selecting the Day and Month for each holiday Greeting Sets the greeting number from 1 18 for the holiday These greetings are recorded on the System Holidays Greetings page ...

Page 442: ...2 System Holidays Holiday Greetings Field Description Greetings 1 18 Record up to 18 holiday greetings The length of the recording appears on the button label If 00 00 appears on the button label a greeting has not been recorded ...

Page 443: ...nd Night Recorded voice prompt that is played on all ports Day prompts for regular day business hours and night prompts for after hours Port 1 n Recorded day and night voice prompts for each port Prompt Set Name Description Prompt Set Name Description dr Directory hp Hotel PMS ds Delivery schedules in Integration dt Date and time stamp mb Message Box em E mail integration me Menus er Error message...

Page 444: ... Fax Ports Total number of fax ports configured on the system Voice Ports Total number of active voice ports Text to Speech Seats Total number of licensed TTS seats Automatic Speech Recognition Seats Total license count Licensed Features Licensed features Switch Integration The type of integration AMIS PluSNet Yes if the feature is licensed no if it is not licensed Hospitality Yes if licensed no i...

Page 445: ... The extension or number to be remapped Offset The extension or pattern to which the extensions is remapped To number The interval or number to be added or subtracted to the wild card specified in From number Rule Specifies which type of calls are remapped Calling numbers only Remapping applies to extensions that originate the call Called numbers only Remapping applies to extensions that receive t...

Page 446: ...Start or first trunk in the range to be routed to a specified system ID Stop trunk The Stop or last trunk in the range to be routed to a specified system ID Route to ID The system ID all calls on the specified range of trunks are routed to If an invalid system ID is specified for a trunk the system plays the message I m sorry I did not hear your selection to callers on that trunk ...

Page 447: ... The PVD value determines what amplitude and volume level of frequencies must be to be interpreted as speech rather than static noise Type a floating point value for the threshold Integration Options Description CID x y Enhanced Caller ID Enables the messaging system to obtain enhanced caller ID information on all calls and offer it to subscribers when they retrieve their messages This information...

Page 448: ...n when transferring calls This is used in integrations where the phone system does not provide dialtone after dialing the transfer sequence The messaging system continues to listen for a dial tone during the conversation and while recording and playing messages Type dt9 1 to reactivate this feature NOTE THE DT INTEGRATION SETTING CANNOT BE USED WITH BICOM VOICE BOARDS DTMFMute n Enable the Make Si...

Page 449: ...the recorded name of the extension s owner to messages that are sent from that extension ISM 2 enables secured ISM The messaging system prompts the caller for a security code Only after the caller enters a valid security code does the messaging system attach the subscriber s name to the message ISVM n1 n2 Integrated Soft key Visual Menu DTU phones with soft keys remain in soft key mode only when t...

Page 450: ...the maximum length in minutes of the returned call The default settings are six rings and ten minutes RCV 6 10 The maximum allowed settings are 25 rings and 99 minutes S c bb p d s x Serial Settings Defines a serial integration where c is the COM port number 1 or 2 bb is the baud rate 03 300 12 1200 24 2400 48 4800 p is the parity o odd e even or n none d is the word length 5 6 7 or 8 s is the num...

Page 451: ...ddress of the primary server Primary server domain name Type the Domain name of the primary server Secondary server address Type the IP address of the secondary server Secondary server domain name Type the Domain name of the secondary server Own domain name Type the Domain name of the messaging system server Proxy The IP address of the SIP Proxy server This field only appears when an appropriate S...

Page 452: ...essages DID Direct inward dial Only answers direct inward dial DID calls Lamp Light lamps Dials out to activate message waiting indicators MD Message delivery Dials out to deliver new messages Off Turns the port off No calls answered no calls dialed Open Line ID The system ID for the opening greeting box that answers this port Schedule The number of the schedule 1 4 you want to attach to the port ...

Page 453: ...ort to answer and route incoming faxes and to dial numbers for outgoing faxes Fax Answers incoming faxes When not answering incoming fax calls dials out to deliver faxes Busy Makes the fax port busy Use for testing or to temporarily take a port off line Extension The extension number of the phone system line that is connected to the fax port Field Description ...

Page 454: ...ate sequence The dialing code that puts a caller on hold before dialing the extension to transfer the caller Connect sequence The dialing code to complete the transfer when the called party answers or to release the call to the destination number Recall sequence The dialing code to recall the caller from hold when the internal extension is busy or does not answer Busy recall sequence This sequence...

Page 455: ...accept touchtones The maximum setting is 150 milliseconds When playing a message milliseconds The minimum duration of touchtones when the messaging system plays back a message recorded using a phone Do not change the default setting unless the system fails to accept touchtones The maximum setting is 150 milliseconds When recording a message milliseconds The minimum duration of touchtones when the ...

Page 456: ...messaging system waits through a complete ring on an incoming call before answering Otherwise the system can answer in mid ring Answering Off hook delay milliseconds Wait the specified amount of time in milliseconds after answering a call before playing a prompt or accepting touchtones Pooled delay milliseconds The length of time that the system waits for the ring signal to settle after answering ...

Page 457: ...mpersand in a dialing sequence Percent milliseconds The number of milliseconds the system pauses for hookflash for a percent sign in a dialing sequence Dialtone delay milliseconds The number of milliseconds the system waits for a dial tone before it places a call Dialout DTMF duration milliseconds The number of milliseconds for the length of the touchtone For PLUSNET 1 sites this value ranges from...

Page 458: ... codes to turn off message waiting indication The codes must include X which represents the extension number Maximum number of retries times The number of times the system resounds the Message Lamp On or Off sequence to subscriber extensions Retries might be necessary when circumstances prevent the activation of a message waiting indicator on the first attempt Wait minutes between retries The numb...

Page 459: ...s that the messaging system waits between transfer attempts Combined with the Maximum number of attempts to transfer a call to a busy extension field this setting determines how often the system prompts the first caller on hold The actual time that a caller waits is the value in the Amount of time between retries field multiplied by the value in the Maximum number of attempts to transfer a call to...

Page 460: ... broadcast announcements to other multiline terminal users the announcement broadcasts to idle extensions An internal paging zone is a group of extensions Up to eight external paging zones can be defined External page zone External paging zones are overhead speakers connected to the phone system The overhead speakers can be subdivided into separate zones that enable overhead paging to specific loc...

Page 461: ...criber s paging service and ends the call Unattended The messaging system sends the caller s phone number to the subscriber s pager and ends the call without confirming whether the call was successful Dial out to paging service on same port that handled call Select to have the system use only one port for cut through paging Clear the box to use two ports Cut through page initiate sequence The tran...

Page 462: ...de for your phone system see the manufacturer documentation Live record beep interval Set the number of seconds between beeps during a live record conversation Select any value between 1 60 seconds Set the interval to 0 zero to turn off the beep For live record from a subscriber s phone the messaging system provides the beep You must program the phone system to provide the beep for live record ses...

Page 463: ...progress Very large tolerance levels might allow a human voice to be interpreted as a valid signal Max short in dbl ring The maximum length in centiseconds that the messaging system allows for the period of silence between two rings that make up a double ring on phone systems that use a double ring Min long low The minimum length in centiseconds that the messaging system allows for the long period...

Page 464: ...Page Field Descriptions 464 ...

Page 465: ...ivate groups Open groups Import open groups Local groups Import local groups Separator Select the text character used to separate fields in the CSV or other text based database file to be imported Available choices include comma semi colon or tab Header row Select to include the field names in a header row File location Type the file location or click Browse to locate and select the file to import...

Page 466: ...pen groups Import open groups Local groups Import local groups Separator Select the text character used to separate fields in the CSV or other text based database file to be imported Available choices include comma semi colon or tab Header row Select to include the field names in a header row Export output Specify the destination of the exported file Display Displays the data to be exported on scr...

Page 467: ...67 Port Status Field Description Ports Per Page Select the number of ports to display on each tab Ports n n Tabs listing the specified number of ports per page Port status Ans Answer A D Answer and dial Type Phone and fax icons ...

Page 468: ...to Start the messaging system When the icon is gray it indicates that the messaging system is running Stop Click to Stop the messaging system When the icon is gray it indicates that the messaging system is stopped View the startup log file Click to view the startup log file ...

Page 469: ...gistered trademarks of NEC Corporation and Electra Elite is a registered trademark of NEC America Inc Windows is a registered trademark of Microsoft Corporation AT T is a registered trademark of AT T Wireless Services Inc Pentium is a trademark or registered trademark of Intel Corporation or its subsidiaries in the United States and other countries AutoTalk is a trademark of Uniden America Corpora...

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