Section 8
Contents
1. IMAGEN plays the MAIN ADMINISTRATION Menu which offers the options as shown in Table 8 1 Qov 2 o 4 SOmero ste oO moma Z2mQrs cs03 system _ 1 to no of hours parameter settings pssi between reminders i sc ri 1 system 1 msg reminder interval o disable msg reminder parameters 2 initial recording time gt g time gt 5 XI XX no of seconds additional recording time K to 9 grt no a auto attendant default greeting parameter settings i 1 special service greeting i to 7 day tenant selection of week 2 working hours 2 auto _ to 4 tenant no B day operator attendant all tenants 3 parameters 4 night operator 5 number of rings mailbox parameters if i 1 internal greeting greeting monitoring 2 Sisiane bromo 9 main extension assistance prompt sub menu l 1 to secondary ext assistance prt k the art 4 3 special service greetings K e i 5 L playbaci z s p erase the grt record 4 interview questions 3 3 system i i 5 record new grt greetings 5 announcer messages 6 Aw CESA i 4 j record w amp 6 application generator announcer messages i L N messages acd messages 7 group name messages it interview monitoring menu 1 ji EE ip x x x x enter msg number L____ u playback interview ques ro 1 to L3 interview no 3 Lo gt K E enter group2. 4 paragraph Greeting recording options above 8 13 83 130 8050 H Issue 1 After choosing to record an attendant greeting as per options 5 or 6 in the GREETING MONITORING Menu you then enter the GREETING Submenu and then the RECORDING Submenu and follow the recording procedures described in Section 8 4 4 paragraph Greeting handling options above 8 4 6 Checking available disk space You can check the amount of disk space available on the IVM PC for IMAGEN mailbox greetings at any particular time To check the amount of free disk space e Press 6 from the MAIN ADMINISTRATION Menu IMAGEN reports the approximate recording time available hours minutes on the system s hard disk If the disk is nearly full you should ask users to clear their mailboxes or you can clear the mailboxes yourself using the IMAGEN PC keyboard as described in Section 7 11 above
3. closing time will set IMAGEN to operate in a single mode where e 0000 indicates night operation e any other hour indicates day operation Day operator Enter a legal extension DN up to four digits to define it as the day attendant extension The number must be a valid extension number in your DIGITAL system Night operator Enter a legal extension DN up to four digits to define it as the night attendant extension The number must be a valid extension number in your DIGITAL system 5 Number of rings Press 1 to 8 to set the number of rings allowed before IMAGEN assumes for no answer no answer 8 4 3 Defining mailbox parameters You define a mailbox password for each mailbox number The default password is 0000 for all mailboxes You can 8 7 83 130 8050 H Issue 1 also change or cancel the selected mailbox s password If you cancel the password access requirement the affected mailbox can be accessed without entering a password WARNING e For security purposes it is not recommended to cancel the password requirement e Remember that each subscriber can also change her personal mailbox password at any time To set change or cancel the mailbox password e Dial 3 from the MAIN ADMINISTRATION Menu followed by the desired mailbox number usually the same as the extension number IMAGEN plays the MAILBOX PARAMETERS Menu with the options as shown in Table 8 6 below Table 8 6 Mailbox parameters B
4. if current menu in the Main menu disconnect from IMAGEN message sub menu add time to msg recording sub menu 1 playback 2 save 3 erase end of msg gt E E add to end of msg rerecord Figure 8 1 Telrad IMAGEN Administration Menu features overview 8 3 83 130 8050 H Issue 1 Table 8 1 MAIN ADMINISTRATION Menu options Baton peaion 2 Stasanategatenantprana 3s Seinaivoxpaanses Rect oats PB Record attendant greetings FB Check disk space availability PO Repeat the menu 8 3 1 Universal functions The buttons listed in Table 8 2 perform identical functions in all menus Table 8 2 Universal key functions aon on Operator Press 0 to call the operator See Figure 2 2 on incoming external calls only during the above e MAIN Menu e NO ANSWER AT EXTENSION Menu e BUSY EXTENSION Menu on internal and external calls during the e MESSAGE Submenu e EXTENSION ASSISTANCE Menu Press 0 to hear a list of available options on all internal and external calls from any other menu Cancel backup Press during e any menu to interrupt the current activity and return to the previous menu e the MAIN ADMINISTRATION Menu to disconnect from IMAGEN 8 4 Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE 8 4 ADMINISTRATION MENU OPTIONS 8 4 1 System parameters Programmable system parameters include the time interval between message remin
5. Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE 8 1 GENERAL This section describes IMAGEN system administration and programming as performed from either a DIGITAL family of systems or a DTMF telephone 8 2 INTRODUCTION As System Administrator you carry out all system level programming and administration for IMAGEN Your responsibilities include e Setting the various system parameters e Allocating mailbox numbers and user passwords e Recording system opening messages e Recording directory assistance messages e Monitoring the available disk space This section describes the procedures required to fulfill these tasks which you can perform from either a DIGITAL family of systems or a DTMF telephone Remember that some programming procedures can only be carried out via the IMAGEN PC To determine the appropriate method for performing a specific task refer to Table 2 1 above 8 3 ACCESSING IMAGEN ADMINISTRATION MENU Figure 8 1 below shows an overview of IMAGEN system administration operations 83 130 8050 H Issue 1 You access the ADMINISTRATION Menu as you do a regular mailbox 1 Dial IMAGEN When you hear the opening message 2 Press followed by 9 9 9 IMAGEN asks you to enter the system password The default password is 0000 but you can change this to a password of your own choice once you have accessed the ADMINISTRATION Menu 3 Enter the system password X XXX
6. ders message recording time and extended recording times To define system parameters e Press 1 from the MAIN ADMINISTRATION Menu IMAGEN plays the SYSTEM PARAMETERS Menu with the options as shown in Table 8 3 Table 8 3 SYSTEM PARAMETER Menu options Button Operation Description Automatic Enter a number 1 to 8 for the number of message hours between message presence presence reminders reminder The system sends a reminder that a interval message or messages are waiting to each DIGITAL station whose message reminder is enabled The station message indicator informs you if there is a waiting message You can disable the message reminder if it is not required by pressing 9 If disabled IMAGEN sends only one message indicator for each incoming message Set initial Enter a four digit number of recording time minutes seconds from 10 seconds to 30 minutes to set the initial maximum time available for a caller to record a message A shorter message recording duration time could result in the recording process being halted before the caller has completed recording the desired message Set additional Enter a four digit number of recording time minutes seconds from 10 seconds to 30 minutes to set the maximum additional recording time available for a caller to request if she has an exceptionally long message Users wishing to leave an exceptionally long message can request an extension or sev eral exte
7. mated Attendant Parameters menu with the options as shown in Table 8 5 Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE Table 8 5 Automated Attendant parameters Baton opwravon Rema Special service Press either greeting e the number of each of the recorded special service greetings 1 to 9 for the selected tenant or e for the default greeting For each greeting press the number identifying the mode in which that greeting is to be played to incoming callers 1 day mode or 2 night mode or system mode Day Night mode selections activate the special greeting and shift the system into the selected mode System mode selection activates the special greeting which then stays in effect while the system mode changes from day to night and vice versa according to programmed system working hours The special greeting once selected stays in effect day and night until another special greeting or the default greeting for the respective tenant is selected Working hours Press 1 to 7 for the required day of the week where 1 represents Sunday Dial four digit 24 hour clock format times for both opening and closing hours You can set the working hours individually for each day of the week The working hours determine various factors in system operation including when the system connects a caller to the day attendant as opposed to the night attendant Entering the same hour for both opening and
8. nal greetings extension assistance prompts announcer messages special service greeting options or 8 10 Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE Application generator messages above IMAGEN plays the Greeting Monitoring sub menu options as shown in Table 8 8 Table 8 8 Greeting recording options Leora e ee Playback the Listen to existing greeting greeting Record new You enter the GREETING Submenu greeting and then the RECORDING Submenu see paragraph Greeting handling below Rerecord with Record the greeting again at a volume amplification amplified by 10 dB You enter the GREETING Submenu and then the RECORDING Submenu see paragraph Greeting handling below Interview monitoring options After selecting the interview question to be reviewed and or recorded anew as above IMAGEN plays the INTERVIEW MONITORING Menu options as shown in Table 8 9 below Table 8 9 Interview monitoring options COE Sa Playback Listen to the existing interview question interview question 3 Erase interview Erase the existing interview question question Record new Record a new interview question question You enter the GREETING Submenu and then the RECORDING Submenu as described in paragraph Greeting handling below Rerecord with Record the interview greeting again at amplification an amplified volume You enter the GREETING Submenu and then the RECORDING Submenu as described in paragra
9. no h B erase interview ques if es 5 record interview ques L1 to 9 interview ques no 6 rerecord int ques w amp liz 1 edit existing interview a F 7 insert interview ques confirm 9 record new interview 2 cancel 8 insert int ques w amp attendant greeting tenant selection day night selection recording sub menu 5 5 ees F gt 4 to 4 tenant no 1 external day greeting sont 1 playback the grt greeting external night greeting 3 erase the grt 6 5 record new grt eee 6 rerecord w amp Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE grt mode menu u day mode 2 night mode system mode This greeting if any is played opening time EE closing time for no answer system greeting menu me K X X enter new password eliminate password access 1 confirm 2 cancel ext DN ide to rings LEGEND MB mailbox path ta message and message recording submenus path of changed features At any point Bs Cancel current and return to previous menu or
10. nsions of the normal recording time 8 5 83 130 8050 H Issue 1 8 4 2 Automated Attendant parameters Programmable automated attendant parameters include parameters for special service greetings working hours the number of rings before no answer is assumed and the extensions to serve as day and night attendants You can program the automated attendant parameters either separately for each of the tenants in a tenant system or to be identical for all tenants e To define automated attendant parameters Press 2 from the MAIN ADMINISTRATION Menu If you have previously programmed tenant service via the IVM PC as described in Sections 7 7 to 7 9 above IMAGEN plays the AUTOMATED ATTENDANT PARAMETER TENANT SELECTION Menu with the options as shown in Table 8 4 Table 8 4 Automated Attendant parameters Tenant service programming 8 6 Baron Operation 1to 4 Tenant number Press the number of the tenant whose automated attendant parameter settings you want to program 1 to 4 When you have completed the programming of these settings for the selected tenant as described below return to this menu to program the settings for the remaining tenants All tenants Press if you want to program identical settings for all the tenants in the system If tenant service has not been programmed via the IMAGEN PC or you have made either selection above for defining the tenant number IMAGEN plays the Auto
11. ph Greeting handling below 83 130 8050 H Issue 1 Table 8 9 Interview monitoring options cont Sa E Insert a new Record a new interview question insert interview it in the position of the selected number question and change the numbers of the following interview questions accordingly You enter the GREETING Submenu and then the RECORDING Submenu as described in paragraph Greeting handling below Insert a new Record a new interview question insert question with it in the position of the selected number amplification and change the numbers of the following interview greetings accordingly but at a volume amplified by 10 dB You enter the GREETING Submenu and then the RECORDING Submenu see paragraph Greeting handling below Greeting handling options After pressing 5 or 6 in the GREETING MONITORING Menu or 5 6 7 or 8 in the INTERVIEW MONITORING Menu IMAGEN plays a beep The beep indicates that you are now in record mode The record mode allows you to record your greeting or prompt While recording it offers you the GREETING submenu options as shown in Table 8 10 below Table 8 10 GREETING Submenu options parameters Add to greeting Each press of 4 adds a predetermined recording time amount of time to the recording period End the greeting Either e end the existing greeting or the greeting terminates automatically after a timeout Following recording the message you automaticall
12. record anew You enter the INTERVIEW MONITORING Menu see subparagraph Interview monitoring options below After completing each interview question continue as follows with the remaining interview questions you want to review or record anew Press to return to the question selection submenu Press 1 to 9 for each remaining interview question 5 Announcer Select 1 for an announcer message or 2 for an ACD message messages Then press a number 1 to 9 or 1 to 50 for ACD messages to record each respective announcer message You enter the GREETING MONITORING Menu see subparagraph Greeting recording options below Note To record a new Caller ID greeting select ACD message no 99 specifically dedicated as the Caller ID greeting Application Enter the four digit number for the number you want associated with generator the operation programmed in the Application generator option messages described in the IMAGEN Application Generator User manual Cat No 76 110 0560 H For changing the default Caller ID message THANK YOU FOR CALLING PLEASE WAIT enter 9999 7 Mailbox group Enter the group number for which you intend to record a group name messages name Then dial 5 and record the group name and message IMPORTANT All system messages must be saved by pressing 2 at the end of the recording procedure Otherwise the newly recorded message is not saved Greeting recording options After selecting inter
13. sonnel in each department together with their respective extension numbers Internal system greetings are intended for other internal mailbox users Accessing system greeting recording options e Press 4 from the MAIN ADMINISTRATION Menu IMAGEN plays the SYSTEM GREETING Menu with the options as shown in Table 8 7 below Table 8 7 System greeting options i rr ee 1 Internal opening You enter the GREETING MONITORING Menu see subparagraph greeting Greeting recording options below 2 Extension Press 9 to record the main extension assistance prompt assistance or prompts Press 1 to 8 to record the respective secondary assistance prompt You enter the GREETING MONITORING Menu see subparagraph Greeting recording options below Special service Press a number 1 to 9 to record the respective service greeting gresiings You enter the GREETING MONITORING Menu see subparagraph Greeting recording options below 8 9 83 130 8050 H Issue 1 Table 8 7 System greeting options cont Button Operation 4 Interview Select the interview number 1 9 that you want to record or edit Messages Press 1 to edit a specific interview question or Press 9 to erase all interview questions and record new ones In this case you are asked to either confirm or cancel the Erase all instruction Press 1 to confirm or Press 2 to cancel Press 1 to 9 to access the respective interview question you want to review or
14. utton Operation Remarks Set Enter the new password 4 to 12 digits The system mailbox plays back the password number dialed password or Enter to eliminate password access requirement The system will play back OLD PASSWORD CANCELED Press either 1 to confirm the selection or 2 to cancel the selection 8 4 4 Recording system greetings System greetings intended for the outside caller include e Special service greetings e External day and night opening greetings e Extension assistance prompts A special service greeting when activated supersedes your regular system day and night opening greetings until it is erased Nine special service greetings can be recorded for use during special circumstances such as changes in working hours revised telephone numbers office vacation and others The day and night opening greetings inform the outside caller of the steps required to operate IMAGEN and to benefit fully from its 8 8 Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE services Opening greetings usually include information such as the name of your organization the working hours and instructions for continuing your call via the appropriate menu for day or night access The extension assistance prompts include e The main external assistance prompt usually the names of the various departments in your organization e The secondary assistance prompts usually the names of the per
15. y access the RECORDING Submenu for all the above message types with the options as shown in Table 8 11 8 12 Section 8 PROGRAMMING AND ADMINISTRATION FROM A TELEPHONE Table 8 11 RECORDING Submenu options Baton Operation 1 Play back Review your greeting greeting 2 Save Your greeting is saved by the system greeting Erase Your greeting is erased greeting 4 Add to You can add to the current greeting greeting 5 Rerecord The greeting is erased and a new one can be recorded 8 4 5 Recording attendant greetings e Press 5 from the MAIN ADMINISTRATION Menu IMAGEN plays the Automated Attendant parameter Tenant selection announcement with the options as shown in Table 8 12 Table 8 12 Auto attendant parameters Tenant selection options Barton or Ravaris ooo Press the number of tenant whose attendant greetings you want to record 1 to 4 When you have completed recording attendant greetings for the selected tenant as described below return to this menu to record the attendant greetings for the remaining tenants 2 to 4 Once you have selected a tenant number IMAGEN plays the DAY NIGHT GREETINGS SELECTION Menu with the options as shown in Table 8 13 Table 8 13 Day Night greetings selection options Button Operation 1 You enter the GREETING MONITORING Menu see Section 8 4 4 paragraph Greeting recording options above You enter the GREETING MONITORING Menu see Section 8 4
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