Telrad Integrated Multi-Application Generator User Manual Download

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CONTENTS

WHAT IS emaGEN? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

BASIC CONCEPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

WHAT IS A MAILBOX? ........................................... 2

MENUS ................................................................... 2

YOUR PASSWORD ................................................ 3

TYPOGRAPHIC CONVENTIONS ........................... 3

WHAT CAN YOU DO WITH emaGEN .................... 3

ACCESSING emaGEN . . . . . . . . . . . . . . . . . . . . . . . . . . 5

GETTING STARTED

WITH YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . 7

ENTERING YOUR MAILBOX ................................. 7

RECORDING YOUR NAME
AND PERSONAL GREETINGS .............................. 9

CHANGING YOUR PASSWORD ......................... 11

LEAVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . 12

LEAVING ORDINARY MESSAGES ..................... 12

LEAVING SPECIAL TYPES OF MESSAGES ...... 15

MANAGING FUTURE DELIVERY MESSAGES ... 17

LEAVING A MESSAGE FOR A GROUP LIST ...... 18

RECEIVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . 22

LISTENING TO YOUR MESSAGES ..................... 22

CHANGING A SAVED MESSAGE TO A NEW
MESSAGE ............................................................ 25

DETERMINING WHO A MESSAGE IS FROM
AND WHEN YOU RECEIVED IT .......................... 25

RECOVERING A MESSAGE
THAT YOU HAVE DELETED ................................ 26

REPLYING TO A MESSAGE ................................ 26

Summary of Contents for Integrated Multi-Application Generator

Page 1: ...Integrated Multi Application Generator User guide for All Types of Telephone Sets 76 110 0893 B Issue 1 ...

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Page 3: ...76 110 0893 B Issue 1 User Guide for All Types of Telephone Sets Telrad Connegy Inc Woodbury New York ...

Page 4: ...76 110 0893 B Issue 1 Telrad Connegy Inc Woodbury New York Printed in Israel ...

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Page 6: ...128 400 and 1000 exchanges Release SB7 DB7 LB7 as of May 2003 Telrad Connegy Inc reserves the right to modify the equipment and software described herein without prior notice However changes made to the equipment or software described herein do not necessarily render this publication invalid 2002 Telrad Connegy Inc Woodbury New York ...

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Page 9: ...ME AND PERSONAL GREETINGS 9 CHANGING YOUR PASSWORD 11 LEAVING MESSAGES 12 LEAVING ORDINARY MESSAGES 12 LEAVING SPECIAL TYPES OF MESSAGES 15 MANAGING FUTURE DELIVERY MESSAGES 17 LEAVING A MESSAGE FOR A GROUP LIST 18 RECEIVING MESSAGES 22 LISTENING TO YOUR MESSAGES 22 CHANGING A SAVED MESSAGE TO A NEW MESSAGE 25 DETERMINING WHO A MESSAGE IS FROM AND WHEN YOU RECEIVED IT 25 RECOVERING A MESSAGE THAT ...

Page 10: ...AILBOX 30 MESSAGE ANNOTATION ADDING YOUR OWN COMMENTS 32 INDEXING YOUR MESSAGES 36 TRANSFERRING CALLS TO YOUR MAILBOX 39 PROGRAMMED INTERVIEW 40 FOREIGN LANGUAGE ANNOUNCEMENTS 42 ADVANCED emaGEN SUBSCRIBER FEATURES 43 GROUP LISTS 43 TO ADD MEMBERS TO A LIST 45 TO LIST THE MEMBERS OF A GROUP 46 emaGEN AT A GLANCE 47 ...

Page 11: ...ecorded announcement that offers assistance in reaching the person with whom they want to speak and provides options for proceeding if that person is subsequently unavailable For you as an emaGEN subscriber the wide variety of emaGEN features provides you with the flexibility you need in managing your communications requirements such as handling incoming calls and leaving and receiving messages Th...

Page 12: ...dministrator has assigned a mailbox to you you personalize it by obtaining a unique password from the system adminis trator which you can change or cancel recording your name in your mailbox recording the personal greetings that you want your callers to hear when you are unavailable or busy MENUS A menu is a list of options For example upon entering the system at your extension you receive the ema...

Page 13: ...selection within five seconds the previous menu appears or is played If again you do not make a choice within five sec onds you exit emaGEN YOUR PASSWORD Your mailbox has a unique password to make sure that no one but you has access to the messages you receive You receive your password of up to 12 digits from the system administrator TYPOGRAPHIC CONVENTIONS In this guide the names of fixed buttons...

Page 14: ...ed to incoming messages attach an annotation to a message you are redirecting receive confirmation when a message you have sent is heard by the receiving party tag messages as urgent and or private forward calls and or messages to another destination index saved messages for future retrieval copy or transfer messages you have received to other mailboxes program Automated Attendant service for your...

Page 15: ... If you are calling from inside the system simply dial the emaGEN access code given to you by the system admin istrator NOTE If you use a non tone dial telephone to dial into the emaGEN the call is handled according to system programming Generally the call is forwarded directly to operator assistance Refer to your sys tem administrator for details To call an extension Dial the extension no To leav...

Page 16: ...emaGEN responds with the follow ing options Your system may be programmed differently and you may not have the option of waiting for the extension or you may be prompted to leave a message immediately To wait for the extension Dial 1 To leave a message Dial 2 To reach the operator Dial 0 To return to the previous menu Dial ...

Page 17: ...me and want to listen to the messages you received at the office you can dial the emaGEN telephone number and then enter your mailbox To enter your mailbox from your own extension 1 Dial the emaGEN access code you receive the internal MAIN Menu 2 Dial if you have any messages you hear a recorded announcement You have number new messages and number saved messages and are asked to enter your pass wo...

Page 18: ...ial and your mailbox number you are asked to enter your password 3 Enter your password you receive the MAILBOX Menu To enter your mailbox from a telephone outside the system 1 Dial the emaGEN telephone number you receive the external MAIN Menu 2 Dial and your mailbox number you are asked to enter your password To view a list of your messages 9 To listen to your new messages 1 To record a group mes...

Page 19: ...ss 5 and wait for the tone before saying your name Unless your system is programmed differently you have one minute to finish recording The system admin istrator may program the recording time to a greater value up to unlimited To record your mailbox greeting 1 To record your personal busy greeting 2 To record your name 3 To record your special temporary greeting 4 To record your internal mailbox ...

Page 20: ... upon the type of greeting you want to record There is no other dif ference in the procedure Callers hear your personal mailbox greeting when you don t answer your ringing telephone when it is in the Do Not Disturb DND mode or when you have not recorded a busy greeting Callers hear your busy greeting if they call while you are using your telephone Callers hear your special temporary greeting for e...

Page 21: ...messages To change your password 1 Enter your mailbox dial the emaGEN access code and dial 2 Enter your current password you receive the Mailbox Menu 3 Press 4 you receive the MAILBOX OPTIONS Menu 4 Press 2 5 You are asked to enter your new password Enter your new password up to nine digits followed by 6 You now have the following options 7 The new password is either confirmed or canceled and you ...

Page 22: ...sage 1 From outside your mailbox dial the emaGEN access code you receive the emaGEN MAIN Menu or From inside your mailbox dial to move backwards through the menu options until you hear the MAILBOX Menu To leave a message 2 To enter a mailbox To enter your mailbox To leave a messages for a group 5 To request extension number assis tance 9 To exit from emaGEN ...

Page 23: ...oice message sequence You can press to stop the greeting from playing to the end If you want to define a specific mailbox group for this message carbon record press you hear a mes sage Please enter mailbox number For Dial By Name dial pound Dial pound twice to complete the list NOTE The length of time available for you to indicate that you want to add another mailbox carbon record for the message ...

Page 24: ...a tone to start recording 6 After you hear the tone record your message Unless programmed differently you have two minutes to record your message When you have finished recording dial you receive the END OF RECORD Menu To confirm the mailbox 1 To skip the mailbox 2 To proceed with the operation 3 To cancel the operation To end list To review your recorded message 1 To confirm and save this message...

Page 25: ...designate the message as being of a special type See next section Leaving Special Types of Messages LEAVING SPECIAL TYPES OF MESSAGES A message can be tagged with one or more of the following four attributes 1 Urgent A message tagged URGENT will be heard before other non tagged messages sent to the target mailbox regardless of its chronological arrival 2 Confidential When you tag a message with th...

Page 26: ...nt on the date and time that you specify see below To tag a message with a special attribute 1 If you dial 6 in the END OF RECORD Menu see above you receive the MESSAGE ATTRIBUTES Menu as follows 2 Select the attribute you desire for your message by dial ing the corresponding number You can give a message more than one of the above attributes For instance you can make a message both urgent and pri...

Page 27: ...AM or for PM For example 0830 means 8 30 AM and 0830 means 8 30 PM 4 The following message is heard You programmed the message to be delivered on XXXX at XXXX Dial 1 to confirm 2 to change your entry Pressing 2 returns you to step 1 above MANAGING FUTURE DELIVERY MESSAGES After you have recorded a future delivery message you can review and modify the date and the time at which the message will be ...

Page 28: ... 2 4 in the FUTURE DELIVERY proce dure above you are returned to the LISTEN Menu LEAVING A MESSAGE FOR A GROUP LIST Your system administrator can designate a number of mail boxes as belonging to the same group known as a group list Each group list is assigned a number from 1 to 99999 This enables you to record a single message and send it to all the mailboxes in a group list with a single operatio...

Page 29: ... you receive the emaGEN MAIN Menu or From inside your mailbox dial to move backwards through the menu options until you hear the MAILBOX Menu To leave a message 2 To enter a mailbox To enter your mailbox To leave a messages for a group 5 To request extension number assis tance 9 To exit from emaGEN To view a list of your messages 9 To listen to your new messages 1 To listen to your saved messages ...

Page 30: ...or pound for private group distribution 3 For a system defined group list private group After you pressed 5 as per the previous step you have two possibilities To leave a message to a system group To leave a message to a private group If you want to send a message to a group list enter the system group number or following the private group number you hear a message This is mailbox group number ___...

Page 31: ...structions on defining your personal distribution group refer to the section titled Advanced emaGEN Sub scriber Features To review your recorded message 1 To confirm and save this message in the system 2 To erase this message 3 To add to this message 4 To erase this message and record a new one 5 To confirm and save this message with options 6 To repeat this menu To return to previous menu ...

Page 32: ...u are asked to enter your password 2 Enter your password you hear the MAILBOX Menu You hear this option only if there are deleted messages which may still be recovered You hear this option only if there are future delivery messages waiting in your mailbox To view a list of your messages 9 To listen to your new messages 1 To listen to your saved messages 6 To record a group message 5 To leave a mes...

Page 33: ...hat you can access your messages in a slightly different manner To listen to your new messages 1 To listen to your saved messages 2 To listen to your future delivery messages 3 To listen to your confirmation messages 4 To listen to your indexed messages 5 To listen to your email messages 6 Fax messages 7 To repeat this message 1 To save this message and play the next one 2 To erase this message an...

Page 34: ... be new saved deleted or email This option does not appear in the prompt CONTINUOUS LISTENING To listen to all your messages in sequence without hearing the menu after each mes sage select 1 immediately after the message type selec tion To listen to new messages continuously press 1 1 to listen to saved messages press 2 1 to listen to email messages press 6 1 NEW MESSAGES If you select 1 New Messa...

Page 35: ... have already heard to be played together with your new messages To change the status of a message from saved to new 1 After listening to a saved message press 6 from the LISTEN Menu you receive the MORE LISTEN OPTIONS Menu 2 Press 7 the message is played with your new messages DETERMINING WHO A MESSAGE IS FROM AND WHEN YOU RECEIVED IT Each message has an attached header or time tag con taining th...

Page 36: ... you may listen to them by selecting the OTHER MESSAGES option from the MAILBOX MENU NOTE If the undelete messages option does not appear in the menu this is because there are no deleted messages in your mailbox that are capable of being restored REPLYING TO A MESSAGE You can immediately reply to a message as soon as you finish listening to it To reply to a message you have just listened to 1 From...

Page 37: ...ouncement This message arrived from an outside party Please enter mailbox number 2 If you dial the system continues playing your other messages 3 If you do not know the number of the mailbox that called you you can press to access Directory Assistance ...

Page 38: ...NG OR TRANSFERRING A MESSAGE TO ANOTHER MAILBOX You can copy or transfer a message someone sent you into another mailbox or mailbox group If you copy it a copy remains in your mailbox If you transfer the message it is sent to another mailbox or mailbox group and erased To call this number 1 To send a reply message 2 To review your recorded message 1 To confirm and save this message in the system 2...

Page 39: ...irectory Assistance 3 Similarly to copy or transfer messages to mailbox groups dial 3 or 4 and enter the group number NOTE Upon being sent the message is deleted from your mailbox The ANNOTATION Menu is now displayed To keep this message and send a copy to another mailbox 1 To transfer this message to another mail box 2 To keep this message and send copies to group members 3 To transfer this messa...

Page 40: ...ll of the attributes in this fashion Once you have selected all desired and appropriate attributes press Select 2 from the END OF RECORD menu to com plete the send copy procedure Once done you return to the visual list to hear the next message CARBON COPYING OR CARBON SENDING A MES SAGE TO ANOTHER MAILBOX You can carbon copy or carbon send a message someone sent you into a specific mailbox group a...

Page 41: ...e message or Dial 9 for Directory Assistance and enter up to the first six characters of the name See Directory Assis tance under Dialing Assistance for Outside Callers for instructions on how to use Dial By Name 4 You hear the Confirmation menu To keep this message and send a copy to another mailbox 1 To transfer this message to another mailbox 2 To keep this message and send copies o group membe...

Page 42: ...e you have added comments to the message they behave as part of the message If someone listens to or deletes the message she also listens to or deletes the annotation The rewind and fast forward features however function separately for the annotation and the message You may add more than one annotation to any single mes sage i e you can send the same message with different annotations to other mai...

Page 43: ...OPY SEND Menu 1 Dial 1 You hear a recorded announcement Please state your message clearly Then dial pound 2 Record your annotation then press you receive the END OF RECORD Menu 3 Press 2 or hang up without pressing any button The message together with your annotation is copied or sent to the appropriate mailbox or mailbox group To review your recorded message 1 To confirm and save this message in ...

Page 44: ...l 1 to record a new annotation then save the mes sage Every user to whom you have sent the message will now hear the updated annotation NOTE If after having recorded a new annotation you do not save it or subsequently delete it the message will be heard as if no annotation was ever recorded Additional menu operations The following commands are also available when operat To keep this message and se...

Page 45: ...User Guide for all telephone sets 35 ing the ANNOTATION Menu Dial 0 to repeat the ANNOTATION Menu options Dial to return to the COPY SEND Menu ...

Page 46: ...ed up to a maximum of 9 messages tagged 1 to 9 or to the System Index which has a capac ity of 999 messages tagged 1 to 999 To mark a message as indexed After listening to a given message you hear the LISTEN Menu as normal You decide you would like to allocate the message to an index 1 From the LISTEN Menu press 6 you receive the MORE LISTEN OPTIONS Menu To lower volume 1 For normal volume 2 To ra...

Page 47: ... Identification tag is taken To reassign it to the current message dial pound To select another identification tag dial a digit between 1 and 9 To exit dial star To retrieve an indexed message 1 Enter your mailbox and from the MAILBOX Menu select 6 you receive the MESSAGE TYPE SELECTION Menu 2 Dial 5 you hear the following announcement You have number private indexed messages in your mailbox Enter...

Page 48: ...m an index After retrieving and listening to the message you wish to remove from the index you receive the MORE LISTEN OPTIONS Menu 1 Dial 8 you hear the following announcement To remove identification tag dial pound 2 Dial the Index tag is removed from the message and you are returned to the LISTEN Menu ...

Page 49: ... a message To transfer incoming calls to your mailbox 1 Dial 4 in the MAILBOX Menu you receive the MAIL BOX OPTIONS Menu 2 Press 3 for the transfer status option 3 Press 1 to transfer all your incoming calls to your mail box To transfer incoming calls to your phone Follow the instructions for transferring incoming calls to your mailbox The 1 of step 3 toggles your transfer status between transferr...

Page 50: ...make payment The answers are recorded The interview consists of a maxi mum of eight interview questions followed by a closing message to the caller To conduct an interview 1 Dial the emaGEN telephone number you hear the main opening greeting which includes an instruction to dial 4 for the interview for example If you want to order a catalog item dial 4 2 Dial 4 you hear the first interview questio...

Page 51: ...ws into the system If there is more than one interview the main opening greeting con tains dialing instructions for accessing the different interviews For example To order a catalog item dial 7 To request billing information dial 8 Once the caller has dialed into the desired inter view it is conducted as above ...

Page 52: ...eople calling your mailbox have a choice of hearing announcements and instructions in up to ten different lan guages It is possible to program a mailbox so that its owner hears options and announcements in a foreign language while incoming callers hear them in English System announcements and instructions are in English unless otherwise programmed by the system administra tor in which case the mai...

Page 53: ...grammed by the system administrator you can also define your own personal group lists for sending out common messages A group list can consist of any number of member mailboxes To create a group list 1 Dial 4 in the MAILBOX Menu you receive the MAIL BOX OPTIONS Menu 2 Press 6 for the group lists option you are transferred to the GROUP LIST Menu 3 Press 1 and then enter the number of the list the l...

Page 54: ...3 Enter the number of the list folowed by 4 Enter the mailbox number of the person you wish to add 5 Repeat step 4 or hang up or press to continue To delete members from a list 1 From the MAILBOX OPTIONS Menu press 6 to access the GROUP LIST Menu 2 Press 4 to access the MEMBER OPTIONS menu 3 Enter the number of the mailbox you wish to delete from the list followed by 4 Press 3 to delete a member f...

Page 55: ...ne sets 45 2 Press 4 to access the MEMBER OPTIONS menu 3 Enter the number of the list followed by 4 Press 1 to list the members of the list 5 After all members of the list are read out you are returned to the MEMBER OPTIONS menu ...

Page 56: ...ccess number 2 Dial twice 3 Enter your password if applicable From another extension 1 Enter the emaGEN access number 2 Dial 3 Enter your mailbox number 4 Enter your password if applicable From outside the system 1 Dial the emaGEN telephone number 2 Dial 3 Enter your mailbox number 4 Enter your password if applicable ...

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