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Information Mailboxes

lleg_sa.a02

G281-0507-00, April 15, 1998
Hicom Office PhoneMail, Version 1, Installation and System Administration Guide

B-7

Office PhoneMail System Planner

B.15

Information Mailboxes

Use the templates below to record the outgoing messages currently stored in your system’s in-
formation mailboxes. (Photocopy this page as necessary to accommodate all enabled informa-
tion mailboxes.)

Mailbox Number: ____

Informational Message:

Summary of Contents for Hicom Office PhoneMail

Page 1: ...April 15 1998 Installation and System Administration Guide Hicom Office PhoneMail Version 1 0 G281 0507 00 ...

Page 2: ...mens and Hicom are a registered trademark of Siemens AG Copyright Siemens Business Communication Systems Inc 1998 All rights reserved Warning Hackers who unlawfully gain access to customer telecommunications systems are criminals Currently we do not know of any telecommunications system that is immune to this type of criminal activity Siemens Business Communication Systems Inc will not accept liab...

Page 3: ...s fm G281 0507 00 April 15 1998 Hicom Office PhoneMail Version 1 Installation and System Administration Guide 0 1 History of Changes History of Changes 0 Revision Number Date Summary 0 00 April 1998 New document ...

Page 4: ...History of Changes G281 0507 00 April 15 1998 0 2 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa_his fm ...

Page 5: ...em Planning 3 3 4 Getting Started 4 1 4 1 Unpacking Office PhoneMail 4 1 4 2 Getting to Know Office PhoneMail 4 1 4 3 Special Note for the System Administrator 4 3 5 Installing Office PhoneMail 5 1 5 1 Configuring Your Hicom System 5 1 5 2 Selecting a Mounting Location 5 2 5 3 Mounting Office PhoneMail to the Wall 5 4 5 4 Connecting Office PhoneMail to the Hicom Unit 5 5 5 5 Turning on the System ...

Page 6: ...ng the Feature Access Code for MWI 8 5 8 8 Changing the Call Progress Tone Plan 8 6 8 9 Resetting a System Parameter to its Default Value 8 7 8 10 Resetting All System Parameters to Their Default Values 8 8 8 11 Resetting the Database 8 9 8 12 Shutting Down the System 8 9 8 13 Changing the Fax Cover Page 8 10 8 14 Modifying Fax On Demand and Fax Overflow Parameters 8 10 8 14 1 Changing the Number ...

Page 7: ...ess Number B 2 B 6 Extensions to Enable B 2 B 7 Human Attendant s Parameters B 2 B 8 Fax Extensions B 2 B 9 Mailboxes Enabled B 3 B 10 Message Deletion B 3 B 11 System Administrator s Password B 3 B 12 CCR B 4 B 13 Company Greetings B 4 B 14 Top Level Menu B 5 B 15 Information Mailboxes B 7 B 16 Subscriber Data Sheets B 8 B 17 Guest Data Sheets B 9 C Installation Checklist C 1 D Country Codes D 1 ...

Page 8: ...Contents G281 0507 00 April 15 1998 0 6 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa TOC ...

Page 9: ...stration Guide 0 7 Figures Figures 0 Figure 4 1 The Office PhoneMail Unit 4 2 Figure 5 1 Selecting a Mounting Location 5 3 Figure 5 2 The Mounting Template 5 4 Figure 5 3 Mounting Office PhoneMail 5 5 Figure 5 4 Connecting Office PhoneMail to the Hicom 5 6 Figure 10 1 Inserting a Port Expansion Card 10 4 ...

Page 10: ...Figures G281 0507 00 April 15 1998 0 8 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_saLOF fm ...

Page 11: ...e 0 9 Tables Tables 0 Table 3 1 System Configurations and Message Storage Capacities 3 3 Table 8 1 Tone Plan Table 8 6 Table 9 1 Office PhoneMail Changeable Default Settings 9 1 Table 9 2 Office PhoneMail Permanent Default Values 9 7 Table D 1 Office PhoneMail Country Codes D 1 Table E 1 Status Indicator Cadences E 1 ...

Page 12: ...Tables G281 0507 00 April 15 1998 0 10 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_saLOT fm ...

Page 13: ... are too heavy for you Do not wear loose clothing tie back your hair while working on machines Wear eye protection when you are working in any conditions that might be hazardous to your eyes After maintenance reinstall all safety devices such as shields guards labels and ground wires Replace worn safety devices If you feel any action is unsafe notify your manager before proceeding Do not use a tel...

Page 14: ...ng shock are used in this equipment Be extremely careful when measuring high voltages and when servicing cards panels and boards while the system is powered on Do not wear jewelry or other metal objects When possible work with one hand so that a circuit is not created Keep the other hand in your pocket or behind your back Use caution when installing or modifying telephone lines Never install telep...

Page 15: ...o not know how to disconnect the power use a nonconductive object such as a wooden rod to push or pull the victim away from electrical contact Administer resuscitation if the person is not breathing If you are trained and certified administer cardiac compression if the heart is not beating Call a rescue group an ambulance or a hospital immediately 1 1 3 Reporting Accidents Report to your manager a...

Page 16: ...with the instructions may cause harmful interfer ence to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or televi sion reception which can be determined by turning the equipment off and on the user is en couraged to try to correct the interference by one or more of the follo...

Page 17: ...the maximum REN for your calling area Newly Established Network Area and Exchange Codes The off net routing feature also known as the least cost routing LCR software feature which allows user access to the public switched network must be reconfigured to recognize newly established network area codes and exchange codes as they are placed in service Failure to reconfigure the customer premises equip...

Page 18: ...Part 68 of the FCC rules Proper answer supervision is when Each Siemens switch discussed in this section returns answer supervision to the public switched telephone network PSTN when DID calls are Answered by the called station Answered by the attendant Routed to a recorded announcement that can be administered by the customer Each Siemens switch discussed in this section returns answer supervisio...

Page 19: ...ystem is connected Consult with your Siemens representative or distributor to determine the surge protector requirements for your system Facility Interface Information for the Hicom 150 E CS OfficePoint and OfficeCom only The following tables list facility interfaces manufacturer s network interface port designations RENs or service codes and network jacks This table lists the network trunk interf...

Page 20: ... docu ments The Department does not guarantee the equipment will operate to the user s satisfac tion Before installing this equipment users should ensure that it is permissible to be connected to the facilities of the local telecommunications company The equipment must also be installed using an acceptable method of connection The customer should be aware that compliance with these conditions may ...

Page 21: ...kly as possible Chapters 3 through 5 discuss the installation of Hicom Office PhoneMail Chapters 6 through 10 discuss the tasks of the Hicom Office PhoneMail system adminis trator Below is a short description of each of all the following chapters and appendixes Chapter 3 Before You Begin This chapter defines basic and expanded Office PhoneMail system features and capaci ties Chapter 4 Getting Star...

Page 22: ...ar in the header of faxed documents optional Set up the cover page that will preface all faxed documents optional Set the maximum number of fax on demand documents that can be sent in the same session optional Enable disable automatic deletion of messages after 21 days optional Chapter 8 Changing System Settings This chapter describes how to set change and reset various system values including how...

Page 23: ...hecklist This appendix provides a check off guide for installing and setting up your Office Phone Mail system Appendix B Office PhoneMail System Planner This appendix provides space to plan and record the details of your customized Office Pho neMail system configuration Appendix C Installation Checklist This appendix provides a step by step checklist for your the installation of Hicom Phone Mail A...

Page 24: ...d G281 0506 2 3 Naming Convention for the Hicom Communications Server Throughout This Book Currently Office PhoneMail works together with The Hicom 100 E Version 2 1F and later Models 112 and 118 The Hicom 150 E OfficeCom Version 1 0 and later The Hicom 150 E OfficePoint Version 1 0 and later Throughout this book the term Hicom refers to any of these communications servers CSs If a certain feature...

Page 25: ...orma tional messages to callers such as your normal operating hours directions to your fa cility and so on An information mailbox number may be any unused number two to five digits in length whose first two three four or five digits do not match an entire ex isting extension or mailbox number for example 501 is not a valid information mail box number if 50 is an existing extension or mailbox numbe...

Page 26: ...rts Office PhoneMail can be upgraded from two to four ports Upgrading the unit to four ports adds an additional 240 minutes of voice message storage to Office PhoneMail Fax Features Office PhoneMail can be upgraded to provide a variety of fax features including the follow ing Storage of fax messages with or without voice introduction in subscriber mailboxes please refer to Section 6 8 Enabling Fax...

Page 27: ...our system 3 3 System Planning You should complete the system planner in Appendix B Office PhoneMail System Planner before installing your Office PhoneMail The completed system planner will make the installa tion faster and easier and assures a finished configuration that functions as desired Message Storage Capacity in minutes 1 Language System 2 Language System 2 Ports 180 168 4 Ports 420 408 4 ...

Page 28: ...System Planning Before You Begin G281 0507 00 April 15 1998 3 4 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa c03 ...

Page 29: ...rs switches and lights on the Office Phone Mail unit 4 1 Unpacking Office PhoneMail As you unpack your Office PhoneMail system check to make sure the following items have been included Office PhoneMail system Power cord Three mounting screws One modular cable Mounting template Documentation as follows 1 Installation and System Administration Guide this manual 5 User Guides 40 Quick Reference Guide...

Page 30: ... a supplied 6 modular cable into these connectors and the other end into the digital station connector on the Hicom One cable is required for each two sta tion ports If your Office PhoneMail is configured with two ports use the digital station connector near est to the power connector If your Office PhoneMail is configured with four ports you will use another cable supplied with the 4 port upgrade...

Page 31: ...this button to send commands to the Office PhoneMail system during system up grades as directed by the Status Indicator Expansion Card Slot If you purchase an optional language port or fax expansion card for the Office PhoneMail you will insert it into this slot RS 232 Connector This connector is used only by Siemens trained service technicians servicing Hicom Office PhoneMail 4 3 Special Note for...

Page 32: ...Special Note for the System Administrator Getting Started G281 0507 00 April 15 1998 4 4 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa c04 ...

Page 33: ...p a voice mail access number and then set your phone to forward your calls to that access number The station name for the voice mail access number must be VM The voice mail access number may be any valid hunt group number Note that this section is intended only to list the configuration changes you will need to make to your Hicom and phones for them to work properly with Office PhoneMail To config...

Page 34: ... configured above 12 Using Hicom administration set Internal Calls External Day and External Night for the Hicom extensions to the Office PhoneMail destination list The following additional steps apply only to Hicom 150 E installations and only in the USA 13 Ensure that a valid fake call appearance identifier CAID has been assigned to all Office PhoneMail hunt group members To configure the phones...

Page 35: ... all sides of the Office PhoneMail unit for ventilation and ease of cable access do not mount Office PhoneMail inside a cabinet Away from excessive moisture Figure 5 1 illustrates an appropriate wall location Figure 5 1 Selecting a Mounting Location Office PhoneMail does not require a dedicated power outlet However it is recom mended that you provide a surge protected circuit to protect Office Pho...

Page 36: ... your Office PhoneMail system 1 Tape the mounting template to the wall at the desired location 2 Drill the three mounting screws through the location targets on the template and into the wall Leave a 1 4 inch clearance between each screw head and the wall surface as shown in Figure 5 2 Figure 5 2 The Mounting Template 3 Tear away and discard the mounting template The Office PhoneMail unit can be c...

Page 37: ... on the back surface of the Office PhoneMail unit over the cor responding mounting screw heads and lower the unit until it locks into position as shown in Figure 5 3 Figure 5 3 Mounting Office PhoneMail 5 4 Connecting Office PhoneMail to the Hicom Unit Now that you have mounted your Office PhoneMail system you need to connect it to your Hi com This connection is illustrated in Figure 5 4 on page 5...

Page 38: ...digital station connector on the Of fice PhoneMail unit 4 Plug the other end of the second modular cable into the Hicom CS Use any digital station connector located on the same Hicom digital card to which you connected the first modular cable For more information on expanding your Office PhoneMail system capacities refer to Chapter 10 Expanding Your System If you have not purchased the optional po...

Page 39: ...l If the system is unsuccessful in checking itself the light will blink according to the error cadences described in Appendix E Status Indicator Ca dences 5 6 Test the Connection Now that Office PhoneMail is powered on and operational test the system by dialing into each Office PhoneMail port and verifying that the system answers your call automatically To test individual ports 1 Dial the individu...

Page 40: ...Test the Connection Installing Office PhoneMail G281 0507 00 April 15 1998 5 8 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa c05 ...

Page 41: ...u complete your basic system setup by showing you how to Access the system administration menu for the first time Set the country code Enable or disable valid extensions Enable or disable Office PhoneMail mailboxes Set the fax extension s Enable fax overflow mailbox es optional Set parameters for the human attendant Enable or disable the one time remote system administration access 6 1 Accessing t...

Page 42: ...r depending on the country code and password and then press 4321 is the default password for all Office PhoneMail mailboxes This password can be changed at any time For written information on changing passwords mail box owners should refer to the Section Setting Your Password in the Hicom Of fice PhoneMail User Guide but Office PhoneMail will guide you to the main mail box menu 3 From the main mai...

Page 43: ...r the Installation password 2 At the system prompt enter the Installation password INSTALL 3 To set the country code press Office PhoneMail will note the current country code setting 4 At the system prompt enter the new country code For a complete list of valid country codes refer to Appendix D Country Codes To leave the current code setting unchanged and return to the previous menu press 6 3 Enab...

Page 44: ...an extension 1 From the top level system administration menu elect to perform an Installation Option by pressing Office PhoneMail will prompt you for the Installation password 2 At the system prompt enter the Installation password INSTALL 3 At the system prompt elect to enable or disable extensions by pressing Office PhoneMail will prompt you for the number of the extension you wish to en able 4 A...

Page 45: ...ox For instructions on disabling mailboxes refer to Section 6 6 Disabling Office PhoneMail Mailboxes on page 6 8 To disable an extension 1 From the top level system administration menu elect to perform an Installation Option by pressing Office PhoneMail will prompt you for the Installation password 2 At the system prompt enter the Installation password INSTALL 3 At the system prompt elect to enabl...

Page 46: ... func tion properly even without a mailbox an extension owner can place receive hold transfer or conference calls You need only enable mailboxes for those employees who would benefit from personal call coverage The only exception to the default disabled status of the mailboxes is the general delivery mail box The general delivery mailbox is the mailbox generally associated with the human attendant...

Page 47: ...l allows you to enable up to 40 subscriber mailboxes that is mailboxes with corresponding extensions A subscriber s mailbox number will be the same as the correspond ing extension number It is a good idea to enable a subscriber s mailbox right after enabling the corresponding extension for instructions on enabling extensions see Section 6 3 Enabling Valid Office PhoneMail Extensions on page 6 3 ...

Page 48: ...ilbox as either a guest fax on demand or infor mation mailbox 2 At the system prompt to enable the mailbox as a subscriber mailbox press To enable the mailbox as an information mailbox press To enable the mailbox as a guest mailbox press To enable a fax on demand mailbox press If you choose not to enable the mailbox return to the previous menu by pressing Office PhoneMail will confirm that the mai...

Page 49: ... has been disabled 4 Repeat Steps 2 through 3 to disable additional mailboxes 6 7 Setting the Fax Extension s The general delivery mailbox cannot be disabled You cannot disable the mailbox you are logged into or one that is being used as a CCR destination For more information on CCR see Chapter 7 Customizing Your System Mailboxes are disabled one at a time Office PhoneMail has been successfully te...

Page 50: ...To set your fax extension s during system setup 1 From the top level system administration menu elect to change system parameters by pressing 2 Elect to set fax extensions by pressing Office PhoneMail will note how many fax machines are currently connected to the system and to which extensions 3 At the system prompt enter a new fax extension 4 At the system prompt confirm the new fax extension by ...

Page 51: ...m Settings 6 9 Setting the Human Attendant Parameters Your callers can reach your human attendant in one of three ways They can call into your system and be answered by the human attendant They can press 0 or 9 depending on your country code from inside a mailbox or upon reaching the Auto Attendant They can time out at the Auto Attendant by not pressing any DTMF keys There are three distinct atten...

Page 52: ...er 2 to different extensions then a caller who would nor mally be answered by the human attendant will be forwarded once to the Auto Attendant if the human attendant does not answer at the extension specified in Parameter 1 From the Auto Attendant the caller can ask to be transferred to the human attendant by pressing 0 or 9 or by not pressing any DTMF keys Office PhoneMail would then transfer the...

Page 53: ...ber 4 Enter the human attendant s extension by pressing the appropriate keys on your tele phone keypad Office PhoneMail will request confirmation of the extension number you have en tered 5 To accept the extension number press To cancel and re enter the extension number press Office PhoneMail will confirm your new setting and return you to the Set Attendant Parameters menu To set the 0 or 9 transf...

Page 54: ...6 10 One Time Remote System Administration Access Hicom Office PhoneMail provides the system administrator with the option of enabling or dis abling remote access to the system administration menu If the remote system administration access is disabled then the system administration menu can be reached through internal phones only This is true under all circumstances even if you provide a valid mai...

Page 55: ...w to customize Office Phone Mail Specifically it shows you how to Access the system administration menu from your own mailbox Record two customized company greetings for the Auto Attendant for day and night time answering Initialize an information mailbox and record an informational message Set CCR destinations Set up a fax on demand mailbox Specify the phone number that will appear in the header ...

Page 56: ...information on changing the system administration password see Chapter 8 Changing System Settings 4 Enter the system administration password and press Office PhoneMail will take you to the top level of the system administration menu 7 2 Recording Your Company Greetings When calls come into Office PhoneMail the system s Auto Attendant answers those calls and greets the callers It is important that ...

Page 57: ... press For technical support please press If you know the extension of the individual you are trying to reach please press followed by that person s extension number To reach a mailbox please press followed by the mailbox number If you do not know the extension or mailbox number of the person you are trying to reach press to access the Company Directory Otherwise please stay on the line and someon...

Page 58: ...Office PhoneMail will now prompt you to record the greeting in the other supported language When you have recorded and accepted a top level greeting in all languages sup ported by your system press to return to the system administration menu 6 To record another greeting repeat this procedure 7 3 Initializing an Information Mailbox Information mailboxes do not take messages from callers but rather ...

Page 59: ...fect Office PhoneMail will now take you to the information mailbox main menu from which you can press either of the following To play or record a greeting that is informational message To change the information mailbox password To record an informational message greeting 1 Log into the information mailbox 2 Elect to play or record an informational message by pressing If two languages are supported...

Page 60: ...e to your callers you may want to list the available destina tions in your recorded top level greeting For example if you have set to go to your sales de partment and to go to a customer support agent the following top level menu might be ap propriate To dial an extension press To dial a mailbox directly press If you would like to place an order press If you would like to speak to a customer servi...

Page 61: ...ble up to two fax on demand mailboxes A fax on demand mailbox is a special kind of mailbox used exclusively to store fax messages for transmission to callers who request this information For instance a fax on demand mailbox might be used to store such frequently requested doc uments as sales brochures or product order forms Callers who need these materials can sim ply access the fax on demand mail...

Page 62: ...ng Your Mailbox in the Office PhoneMail User Guide 3 From the main mailbox menu to enter fax documents press Office PhoneMail will ask whether you are using a fax phone 4 If you are not using a fax phone hang up and call back from a fax phone If you are using a fax phone press Office PhoneMail will note how many fax documents you currently have entered and will ask whether you want to add a new fa...

Page 63: ...ilable document and its reference number For detailed instructions on changing a mailbox greeting refer to Section Chang ing Your Personal Greeting in the Office PhoneMail User Guide 10 Verify that the fax on demand document count is correct and run a test retrieval of each document by printing it out to a fax machine 7 6 Specifying the Fax Header Phone Number If your Office PhoneMail system suppo...

Page 64: ...press Office PhoneMail will note whether a fax cover page currently exists and will ask if you want to set the fax cover page 4 To set the fax cover page press Office PhoneMail will ask you to confirm that you are calling from a fax phone 5 If you are not calling from a fax phone hang up and log in again from a fax phone OR Confirm that you are calling from a fax phone by pressing Office PhoneMail...

Page 65: ...and re enter the maximum number of fax on demand requests press To accept the new number press 7 9 Enabling or Disabling Automatic Message Deletion By default Office PhoneMail automatically deletes stored messages after 21 days You can customize your system to allow continued storage of messages older than 21 days To disable or enable automatic message deletion 1 Log into the system administration...

Page 66: ...Enabling or Disabling Automatic Message Deletion Customizing Your System G281 0507 00 April 15 1998 7 12 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa c07 ...

Page 67: ...default values Reset the database Change the fax cover page prefacing fax on demand documents optional Modify fax on demand and fax overflow parameters optional 8 1 Changing the Administrator Password As system administrator you perform administration functions by logging into your mailbox pressing at the subscriber or guest mailbox menu and entering the administration password By default this pas...

Page 68: ...our Hicom Office PhoneMail support 8 3 Resetting Mailbox Passwords Until they are initialized the default password setting for all mailboxes is 4321 If a mailbox own er forgets the custom password he or she has created you can reset the mailbox password to its default setting To reset a mailbox password to 4321 1 Log into your mailbox and access the system administration menu 2 Elect to reset a ma...

Page 69: ... Office PhoneMail will then wait for a certain interval and then try again to reach the subscriber After a specific number of unsuccessful retry attempts Office PhoneMail will not try again to reach the subscriber unless a new message arrives Note that this feature is disabled if you are using an analog line to conduct OMN If you are us ing an ISDN line the actual retry count will be specified by ...

Page 70: ...tem Administrator you also set the interval between OMN retry attempts that is the length of time the system will wait between attempts to reach a subscriber at one or both pro grammed OMN numbers If Office PhoneMail is unsuccessful in reaching the subscriber at ei ther OMN number after the number of retry attempts you have specified for the system it will not try again until another new message a...

Page 71: ...Since the feature access code is con figurable on the Hicom the Office PhoneMail must maintain a corresponding parameter The default sequence for sending messages is 68 and the default sequence for deleting mes sages is 68 When entering new access codes it is not necessary to enter the and characters These characters are automatically entered by the system as the leading characters of the access c...

Page 72: ...feature access code for deleting MWI press Office PhoneMail will ask for the new 2 digit access code 5 Enter the new 2 digit feature access code and press Office PhoneMail will echo your entry and ask for confirmation 6 To cancel and re enter the new feature access code press To accept the new feature access code press 8 8 Changing the Call Progress Tone Plan The Call Progress Tone Plan determines...

Page 73: ...r all values as 2 digit numbers 6 To accept the new Tone Plan ID number press If you accept this value the Office PhoneMail will automatically end the administration session by hanging up Upon hang up Office PhoneMail will restart and automatically install the new tone plan 8 9 Resetting a System Parameter to its Default Value At any time you can reset a changed system parameter to its initial def...

Page 74: ... System Parameters to Their Default Values At any time you can reset all system parameters to their initial default values To reset all system parameters 1 Log into your mailbox and access the system administration menu 2 Elect to perform Maintenance Administration procedures by pressing 3 At the system prompt enter the maintenance password MAIN TAIN Office PhoneMail will now prompt you to enter t...

Page 75: ...plan to remove power from the system use Office PhoneMail s shutdown proce dure This option immediately disables all idle voice mail ports and gives busy ports three min utes to finish before terminating all calls and disabling those ports from service The system then recalculates and reports the available storage and finally prompts you to cancel or proceed with the shutdown For instructions on s...

Page 76: ...overflow document to the fax ma chine Change the retry interval for fax overflow printing 8 14 1 Changing the Number of a Fax on Demand Document Documents contained in fax on demand mailboxes are numbered for convenient reference and retrieval For example if you assign document number 3 to a stored order form then callers retrieve that order form by requesting document 3 from the fax on demand mai...

Page 77: ... Office PhoneMail will ask if you want to enter a new number for the specified fax document to delete it or to go on to the next document in the mailbox 6 To enter a new number for the specified document press Office PhoneMail will ask for the new number you wish to assign to the document 7 At the prompt enter the new fax document number and then press If the number you enter is not unique that is...

Page 78: ... note how many fax documents you currently have entered If you have indicated that you are calling from a fax phone Office PhoneMail will ask if you want to enter a new document or to change a fax document number If you have indicated that you are not calling from a fax phone Office PhoneMail will ask only if you want to change a fax document number 4 Elect to change a fax document number by press...

Page 79: ...uments to the fax machine and the interval between these retry at tempts The default number of retry attempts for fax overflow printing is 3 You can specify any number between 1 and 3 To change the number of retry attempts for fax overflow printing 1 Log into the fax overflow mailbox 2 To change the number of retry attempts press Office PhoneMail will note the current specified number for retry at...

Page 80: ...e the number of retry interval press Office PhoneMail will note the current specified retry interval 3 To change the number of retry interval press Office PhoneMail will ask for the new retry interval 4 Enter the new retry interval between 5 and 30 and press Office PhoneMail will echo the new retry interval and ask for confirmation 5 To cancel and re enter the new retry interval press To accept th...

Page 81: ...x ex tension setting This value deter mines which exten sions are actually configured to accept incoming fax calls No ex tensionis initially config ured to accept fax calls You can configure Of fice PhoneMail with 0 or up to 2 fax ma chines Fax machines can be connected to any Hicom analog ex tension ports Chapter 8 Changing System Settings Fax exten sions are added or removed one at a time Auto m...

Page 82: ... and Sec tion Set ting Your Password in the Of fice Pho neMail User Guide Mailbox passwords are set indi vidually System admin istra tion pass word This setting defines the system adminis tration password The de fault set ting for the sys tem ad ministra tion pass word is SYSAD MIN 797236 46 The System Adminis trator can create a new password of at least 4 but no more than 8 numbers The System Adm...

Page 83: ...ox at any time It is a good idea to en able a subscriber s mailbox right after en abling the correspond ing extension Chapter 6 SettingUp Your Sys tem Mailboxes are en abled or disabled in dividually Human atten dant s exten sion s This setting deter mines which exten sion s is the human attendant s exten sion At sys tem start up no exten sion is setasthe human atten dant s ex tension You can set ...

Page 84: ...extension Chapter 6 SettingUp Your Sys tem Extensions can be en abled or disabled in dividually or as a group Record ed com pany greet ings This setting deter mines the recorded greeting your callers will hear when they reach the Auto At tendant 0 You can record an identifying company greeting and for each language supported on the system up to two customized top level greetings one for day and on...

Page 85: ...ts after an unsuccess ful notification at tempt to retry the mailbox owner at one or both of the programmed OMN numbers 15 min utes You can set the retry interval to between 15 and 30 minutes Chapter 8 Changing System Settings Thissetting affects the entire sys tem MWI feature access code This setting defines the dialing se quence for Office PhoneMail to invoke the send or delete message function ...

Page 86: ...successful attempt to retry sending a fax docu ment from the fax overflow mailbox to the fax machine 5 minute You can set any num ber for the retry inter val between 5 and 30 minutes Chapter 8 Changing System Settings The fax overflow re try interval can be set separately for each fax overflow mailbox Maxi mum fax on de mand re quests This setting speci fies the maximum number of fax on demand doc...

Page 87: ...ame 6 seconds Maximum length of infor mation mailbox message 3 minutes Maximum number of mes sages per mailbox 40 new and saved messages Maximum fax message length assumes purchase of fax enabling system ex pansion card approximately 10 fax pages assuming a typical page consumes 50 kilobytes Extension numbers According to the Hicom numbering plan could be any number 2 to 5 digits in length whose f...

Page 88: ...ts in length whose digits do not match the first part of an existing extension for in stance 501 is a valid mailbox extension unless 50 is an ex isting extension Similarly 60325 is a valid mailbox extension unless 6032 or 603 or 60 is an existing extension A subscriber s mailbox extension is the same as his or her Op tiset extension Setting Name Permanent Default Setting Table 9 2 Office PhoneMail...

Page 89: ...al types of upgrade cards The Office PhoneMail system shutdown option immediately disables all idle voice mail ports and gives busy ports three minutes to finish before terminating all calls and disabling those ports from service The system then calculates and reports verbally the available storage for reloading language prompts and finally prompts you to cancel or proceed with the shutdown During...

Page 90: ...us Indicator and Software Load Diagnostic Button During the installation of expansion cards you will need to understand how to read the system status as indicated by the LED status indicator and you may need to press the Software Load Diagnostic button If you are not sure where the LED status indicator or Software Load Diag nostic button is located on your Office PhoneMail unit refer to Figure 4 1...

Page 91: ...alled and then removed and a different expansion card is then installed the system s application software will not run until the system is re initialized see Rule 3 warning above Note that when the system must be re initialized for proper operation the LED status indicator will blink in the Cadence 3 pattern described in Appendix E Status Indicator Cadences This cadence indicates that the software...

Page 92: ... toward you 3 Slide the card into the expansion card slot at the top of Office PhoneMail right side see Figure 10 1 The card must be within the card guides flush with the internal board Figure 10 1 Inserting a Port Expansion Card 4 Plug a second modular cable into a second modular digital station connector on the Office PhoneMail unit Caution Office PhoneMail must be turned off during installation...

Page 93: ...forwarding of fax messages from one subscriber s mailbox to another or to all mailboxes on the system Fax on demand mailboxes allowing callers to route themselves to up to commonly re quested documentation such as sales brochures or order forms and to direct Office Pho neMail to fax that information to a specified phone number The status indicator will begin to blink on and off in the Cadence 1 pa...

Page 94: ... languages can be installed on a system 3 Language cards are re usable across multiple systems 4 When a language card is installed and the system powered up the system will automati cally check its available memory space before the language loading process begins If there is sufficient space available language loading will begin automatically If there is in sufficient space available the LED indic...

Page 95: ...leased from its position but will not pop out very far 3 Place a finger on either edge of the card and slide it out To install a language card 1 If you have not already done so in order to remove a previously installed expansion card perform the system shutdown procedure described in Section 10 1 Shutting Down the System for Upgrading on page 10 1 2 Hold the card so that the labeled side faces tow...

Page 96: ... you can use the language eraser card The status indicator will begin to blink on and off in the Cadence 1 pattern described in Appendix E Status Indicator Cadences This cadence indicates that the system is loading the language After approximately two minutes the LED status indicator should begin to blink in the Cadence 7 pattern described in Appendix D This cadence indicates that the lan guage ha...

Page 97: ...d language card and follow the instructions in Section 10 5 to load a new language 10 If Office PhoneMail previously had a port expansion card installed in the expansion card slot reinstall that card now Caution Office PhoneMail must be turned off during installation of the eraser card If you in sert the card into the system while it is operating Office PhoneMail will either ignore the card or imm...

Page 98: ...t they are labeled UpIssue They will be provided with specific in structions for loading the upgrade The status indicator will begin to blink on and off in the Cadence 1 pattern described in Appendix E Status Indicator Cadences It will continue to blink at this rate until initialization is complete and will then turn to a flicker state indicating that Office PhoneMail is operating normally Expect ...

Page 99: ...Indicate the Office PhoneMail Extensions and Access Number For additional information refer to the Section 5 4 Connecting Office PhoneMail to the Hi com Unit on page 5 5 Indicate that a 220 110 VAC outlet is available within 5 feet of the proposed mounting location Section B 1 Power Requirements on page B 1 Indicate that the mounting location selected meets the specifications for electrical power ...

Page 100: ...nly the general delivery mailbox mailbox 9 or 0 is enabled Note that you should enable a subscriber s extension before you enable the corre sponding mailbox Indicate the extensions to be enabled Section B 6 Extensions to Enable on page B 2 Enable only the extensions that you want Office PhoneMail to transfer calls to You can not disable an extension if the mailbox for that extension is enabled Doc...

Page 101: ...sed from any mailbox using this password The default password is 79723646 SYSADMIN If the password is lost or forgotten it can be reset to the default value Indicate if automatic message deletion should be disabled Section B 10 Message Deletion on page B 3 When this feature is enabled Office PhoneMail will auto matically delete any message with a date stamp more than 21 days old Document CCR desti...

Page 102: ...ion Mailboxes on page B 7 Informa tion Mailboxes can not accept messages from callers The sole purpose of these mailboxes is to deliver information to callers such as directions to your place of busi ness As with other mailboxes information mailboxes must be enabled before they can be set up Remember to script your day and night company greetings to inform callers how to access the information mai...

Page 103: ...e this system planner Check off each step as it is completed When the default setting is acceptable for any parameter circle the default value B 1 Power Requirements 220 110 VAC outlet within 5 feet Yes No B 2 Mounting Location Use the space below to describe the Office PhoneMail mounting location Office PhoneMail must be located within 5 feet of the Hicom unit B 3 Port Storage Expansion Install O...

Page 104: ...esponding defaults For each extension note whether it is disabled 12 ________ 13 ________ 14 ________ 15 ________ 16 ________ 18 ________ 19 ________ 20 ________ 21 ________ 22 ________ 27 ________ 28 ________ 29 ________ 30 ________ 31 ________ 32 ________ 33 ________ 34 ________ 35 ________ 36 ________ 37 ________ 38 ________ 39 ________ 40 ________ 41 ________ 42 ________ 43 ________ 44 _______...

Page 105: ...it is enabled 12 ________ 13 ________ 14 ________ 15 ________ 16 ________ 18 ________ 19 ________ 20 ________ 21 ________ 22 ________ 27 ________ 28 ________ 29 ________ 30 ________ 31 ________ 32 ________ 33 ________ 34 ________ 35 ________ 36 ________ 37 ________ 38 ________ 39 ________ 40 ________ 41 ________ 42 ________ 43 ________ 44 ________ 45 ________ 46 ________ 47 ________ 48 ________ 49...

Page 106: ...and System Administration Guide lleg_sa a02 B 12 CCR B 13 Company Greetings Use the space below to script your Company Greetings remember to repeat the greeting in all languages supported by your system Node 2 Route To Node 3 Route To Node 4 Route To Node 5 Route To Node 6 Route To Node 7 Route To Node 8 Route To ...

Page 107: ...lation and System Administration Guide B 5 Office PhoneMail System Planner B 14 Top Level Menu Use the space below to script the day mode top level menu in your system s primary language If applicable use the space below to script the day mode top level menu in your system s sec ondary language ...

Page 108: ...fice PhoneMail Version 1 Installation and System Administration Guide lleg_sa a02 Use the space below to script the night mode top level menu in your system s primary lan guage If applicable use the space below to script the night mode top level menu in your system s sec ondary language ...

Page 109: ... 7 Office PhoneMail System Planner B 15 Information Mailboxes Use the templates below to record the outgoing messages currently stored in your system s in formation mailboxes Photocopy this page as necessary to accommodate all enabled informa tion mailboxes Mailbox Number ____ Mailbox Number ____ Informational Message Informational Message ...

Page 110: ...low to record configuration details for each subscriber mailbox Photo copy this page as necessary to accommodate all enabled subscriber mailboxes Subscriber Data Sheet Subscriber Data Sheet Subscriber Name Mailbox Number Extension Phone Type Personal Greeting Voice Mail Coverage OMN Dialing Sequence Yes No Subscriber Name Mailbox Number Extension Phone Type Personal Greeting Voice Mail Coverage OM...

Page 111: ...em Planner B 17 Guest Data Sheets Use the templates below to record configuration details for each guest mailbox Photocopy this page as necessary to accommodate all enabled guest mailboxes Guest Data Sheet Guest Data Sheet Subscriber Name Mailbox Number Personal Greeting OMN Dialing Sequence Subscriber Name Mailbox Number Personal Greeting OMN Dialing Sequence ...

Page 112: ...Guest Data Sheets Office PhoneMail System Planner G281 0507 00 April 15 1998 B 10 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa a02 ...

Page 113: ... administration confirm that the Hicom CS software version supports the installation of the Office PhoneMail system If your Hicom CS is not equipped with the cor rect software upgrade the Hicom software before completing the Office PhoneMail instal lation Flight Path Hicom 118 150 CS Admin 2912 2 Assign Station Type to Office PhoneMail Extensions Using Hicom CS administration assign the Station ty...

Page 114: ...rusion Ability or Busy Override for all exten sions connected to Office PhoneMail to Denied Flight Path Hicom 118 CS Admin 1313 Intrusion Ability Flight Path Hicom 150 CS Admin 1413 Busy Override 5 Set HICOM switch Simplified Dialing Using Hicom CS administration set the Simplified Dialing parameter Flight Path Hicom 118 CS Admin 1611 Flight Path Hicom 150 CS Admin 1711 6 Set Data Line Security on...

Page 115: ... Call Group Voicemail Both upper and lower case letters are allowed but the spelling must be exactly as shown above Flight Path Hicom 118 CS Admin 15163 Call Management Group Name Flight Path Hicom 150 CS Admin 16153 Group Hunt Call Group Name 10 Set Call Management Target Call FWD No Answer Destination Lists Using Hicom CS administration configure a Voice Mail Access destination list with the Off...

Page 116: ...ternal calls in day mode Flight Path Hicom 118 CS Admin 15193 Flight Path Hicom 150 CS Admin 16183 14 Set Hicom Extensions External Night Call Parameters Using Hicom CS administration set Ext Calls Night for the Hicom CS extensions to the Voice Mail Call Coverage destination list This allows Office PhoneMail to provide call cov erage for extensions on external calls in night mode Flight Path Hicom...

Page 117: ...ith voice mail call coverage the Office PhoneMail Call Group for auto attendant service or to phantom extensions used to forward calls to Guest Mailboxes and Information Mailboxes Flight Path Hicom 118 CS Admin 1517 Flight Path Hicom 150 CS Admin 1616 20 Set Up Night Mode Trunk Routing Using Hicom CS administration set DID ISDN and Call Alloc Night to route incoming calls to extensions with voice ...

Page 118: ...neMail Languages Refer to Section 10 5 Upgrading Office PhoneMail from One to Two Languages on page 10 6 26 Install the Office PhoneMail Option Card Refer to Section 10 3 Upgrading Office PhoneMail from Two to Four Ports on page 10 3 and to Section 10 4 Enabling Fax Features on page 10 5 Hicom Office PhoneMail Administration 27 Access Hicom Office PhoneMail Administration Menus Refer to Section 6 ...

Page 119: ...t Path Admin Menu 6 4678255 2 33 Enable Subscriber Mailboxes Refer to Section 6 5 Enabling Office PhoneMail Mailboxes on page 6 6 using the table in Section B 9 Mailboxes Enabled on page B 3 Flight Path Admin Menu 3 Mailbox Number 1 34 Enable the Guest Mailboxes Refer to Section 6 5 Enabling Office PhoneMail Mailboxes on page 6 6 using the data sheets in Section B 17 Guest Data Sheets on page B 9 ...

Page 120: ...nswer at the attendant s extension will return the caller to the top level menu Otherwise the caller will be sent to the associ ated voice mailbox to leave a message Parameter 3 is the extension Office PhoneMail no tifies when a message is deposited in the general delivery mailbox For additional information see Section 6 9 Setting the Human Attendant Parameters on page 6 11 Flight Path Admin Menu ...

Page 121: ... Menu on page B 5 Flight Path Admin Menu 1 46 Set Up Information Mailboxes Refer to Section 7 3 Initializing an Information Mailbox on page 7 4 using the spaces for scripting greetings in Section B 15 Information Mailboxes on page B 7 Flight Path Group Number Mailbox Number 4321 47 Set up Subscriber Mailboxes Use the subscriber data sheets in Section B 16 Subscriber Data Sheets on page B 8 to assi...

Page 122: ...ndant and confirm that Office PhoneMail plays the day greeting scripted in Section B 14 Top Level Menu on page B 5 If not confirm that the Hicom CS is in day mode and that the correct greeting has been recorded for day mode operation 52 Test Company Greetings Night Mode Completion of this test requires the CS to be set to night mode Call in on a trunk set for Primary Auto Attendant and confirm tha...

Page 123: ...d mailboxes Confirm that all the messages have been delivered into the mailboxes by assisting each subscriber with accessing their mailbox and listening to the message If the message is not delivered and the mailbox is enabled send another test message to that mailbox making certain to address it properly 58 Test Off Site Message Notification The OMNs are defined in the data sheets in Section B 16...

Page 124: ...ensions are enabled and that the fax card has been prop erly installed 62 Test Subscriber Fax Delivery Fax Option Systems Only Send a fax page to a subscriber mailbox and confirm that Office PhoneMail delivers the fax message into the mailbox and the MWI is operating If not confirm that the fax card has been properly installed 63 Test Fax On Demand Mailboxes Fax Option Systems Only Call into the O...

Page 125: ...ry code for your system you can change it at any time but note that changing this setting will re initialize your system administration da tabase returning all changeable parameters to their default settings and erasing all messages currently stored in the system Country Code General Delivery Mailbox Current Availability of Office PhoneMail Germany 49 9 Yes Austria 49 9 Yes Belgium 32 9 Yes Nether...

Page 126: ...Country Codes G281 0507 00 April 15 1998 D 2 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa a03 ...

Page 127: ...nds The cadence start state is followed by the cadence This pattern that is cadence start state cadence repeats until the system status changes for example an error state is corrected re initialization is completed or an ex pansion card is loaded Table E 1 lists system software states and their respective cadences System Software State Status Indicator LED State Normal Operation Fast Blinking Syst...

Page 128: ...adence count tran sitions The number of transitions determines the cadence number 1 9 A cadence count transition is always a 0 5 second LED on state followed by a 0 5 second off state 4 After the last cadence count transition the entire series repeats For example Cadence 4 looks like this Language Loading Error Version Mismatch Cadence 5 Language Loading Error 3 Languages Installed Cadence 6 Langu...

Page 129: ...e Perform System Shutdown Main Mailbox Menu System Administration Password Change System Admin Password Set Fax Extensions Set Attendant Parameters Set Caller Controlled Routing CCR Nodes Enter Fax Header Phone Number Upgrade Required Set Maximum Number of Fax on Demand Requests Set Fax Cover Page Return Return Change MWI Feature Code Change Password Enable or Disable Extensions Set Country Code 9...

Page 130: ...Hicom Office PhoneMail System Administration Menu G281 0507 00 April 15 1998 F 2 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa a05 ...

Page 131: ...ions Y This table shows some important abbreviations Abbreviation Definition CAID call appearance identifier CCR caller controlled routing CS communication server DID direct inward dialing ISDN integrated services digital network LED light emitting diode MWI message waiting indication OMN offsite message notification RNA ring no answer VM VoiceMail ...

Page 132: ...Abbreviations G281 0507 00 April 15 1998 Y 2 Hicom Office PhoneMail Version 1 Installation and System Administration Guide lleg_sa_abbr fm ...

Page 133: ...leting messages automatically 7 11 diagnostic button location of 4 3 use during system upgrades 10 2 digital station connector location of 4 2 disabling automatic message deletion 7 11 extensions 6 5 mailboxes 6 7 E enabling automatic message deletion 7 11 extensions 6 3 fax features 3 2 fax overflow mailbox es 6 9 mailboxes 6 6 entering fax on demand documents 7 7 expanding message storage expans...

Page 134: ...endant s parameters setting 6 10 I information mailbox initializing 7 4 main menu 7 5 recording a message for 7 5 see also mailbox types informational message see information mailbox 7 5 inserting expansion cards 10 3 10 5 L Language Eraser Card removing an installed language 10 8 Language Expansion Card 10 6 languages adding 3 2 10 6 reloading 10 6 removing 10 8 limits on fax storage capacity 6 1...

Page 135: ...ng the number of retry attempts 8 3 changing the number of retry intervals 8 4 P password mailbox creating 7 4 default setting 8 2 resetting 8 2 permanent system settings 9 7 port expansion card 10 3 10 5 installation of 10 4 ports adding 3 2 upgrading from 2 to 4 10 3 power socket location of 4 2 powering up Office PhoneMail 5 7 see also Office PhoneMail installation of preventing voice mail frau...

Page 136: ...9 status indicator light cadences E 1 location of 4 3 meaning of 4 3 use during system upgrades 10 2 storing fax overflow documents 6 9 subscriber mailbox see mailbox types system automatic deletion of messages by 7 11 capacities3 1 see also Office PhoneMail default settings changeable 9 1 permanent 9 7 setup tasks 6 1 system administration password changing 8 1 system administration menu F 1 acce...

Page 137: ..._____________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________...

Page 138: ...mens Business Communication Systems Inc Product Documentation MS 321 P O Box 58075 Santa Clara CA USA 95052 8075 BUSINESS REPLY MAIL FIRST CLASS PERMIT No 1103 SANTA CLARA CA POSTAGE WILL BE PAID BY ADDRESSEE NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES Reader Comment Form Hicom Office PhoneMail ...

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