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EZ VOICE EZ VOICE SYSTEM USER MANUAL

1. Reference mailbox 4315 z Extension C General mailbox Mailbox ype No mailbox Operator extension Line number Operator type Day operator C Wight operator Valid extensions Template mailbox Admin Template Primary extensions from To r Secondary extensions 1 From To 2 From E To lt Delete Close Help This screen is identical to the previous one except that you may not create multiple fax extensions and you may enter range of extension numbers for the Primary and Secondary extensions 1 Primary Extension number From Starting extension number to create delete 2 Primary Extension number To Ending extension number to create delete 3 Secondary Extension number From Starting Secondary Extension number to create delete if applicable 37 EZ Voice User Manual 4 Secondary Extension Mailbox number To Ending Secondary Extension number to create delete if applicable Press the Create or Delete button after entering the single or multiple mailboxes or extensions to complete the process To exit from the screen press the Close button 2 2 Mailbox Setup This allows you to define the complete setup for a mailbox ie i Extension Locked A Extension No Bib e Mailbox details Maximum Message Length Mins E Minimum Message Length Secs e E metr
2. SIEMENS HICOM 100E MESSAGE WAITING DISABLE 68 SIEMENS HICOM 150E MESSAGE WAITING ENABLE 58x SIEMENS HICOM 150E MESSAGE WAITING DISABLE HE8x MESSAGE WAITING ENABLE I A X Use the character x to denote the position of the extension number in the PBX Command string Use tilde to denote the Escape character ELJ Gave Cancel Delete Close Help Following are the parameters to be added 29 EZ Voice User Manual PBX Name Name of the PBX you are using or you may be using in future For example MITEL SX 200 SIEMENS HICOM 100E and SIEMENS HICOM 150E etc To add a PBX name click on the first column of the new row and type in the name string Command Name This is the command by which EZ Voice determines whether message waiting lamp will be disabled or enabled The commands are 1 MESSAGE WAITING ENABLE Enables Message Waiting Lamp 2 MESSAGE WAITING DISABLE Disables Message Waiting Lamp Select the appropriate one from the list in the second column of the new row as shown in the above figure PBX Command This is the string that the PBX dials to Enable Disable message waiting lamp These strings are unique to each PBX Example Let s consider the PBX MITEL SX 200 where 1 Enabling String 761x 2 Disabling String 762x Here x is replaced with the Extension number to be Enabled Disabled For example to enable message waiting lamp of the Extension 450 you
3. User Administration User name Administrator Password Confirm password Edit Delete Close Help Available permissions Allowed permissions Sbout EZ Voice Suto tem Maintenance Setup Call Extension Change Backg d Lolor New This allows you to create new users and also assign various permissions to the new user or an existing user Once you click this button it asks you to enter user name and valid password This screen has two list boxes at the bottom of the window All the available permissions are listed in the left hand side window To add a permission to the user select the desired permission from the left hand side list and click the gt button To add all the permissions to the user in a single click just click gt gt button Similarly to remove a permission select the permission from the right hand side list and click lt button and to remove all the permissions just click lt lt button Save Once you are finished with adding or changing permissions click this button to save the changes Edit This button allows you to make changes to the existing users 81 EZ Voice User Manual Delete This button lets you delete an existing user 6 0 Other Options Other Options comprise of the following sub menus Call Extension Hang up Company Info Change Background Color AWNE 6 1 Call Extension This option is for
4. Set As Default This button allows you to select the default printer If no printers are installed in your system you may make your Fax machine as the default printer Select the preferred default printer from the list of printers if more than one or Fax if in the list shown in the box and click this button Fax Settings Windows 9x does not support Fax back service This option is available on Windows 2000 and later versions of Operating Systems only 61 EZ Voice User Manual This section is enabled only if the Fax back service is installed Only for Windows 2000 and later versions of Operating Systems In this section there are a few parameters that must be provided for proper operation of the Fax service 1 Fax Retries This is the number of times the Fax machine will retry sending the document in case of a Fax transmit failure 2 Retry Delay This is the Delay in minutes between two retries in case of Fax failures 3 External Line Access Key This is the digit to be dialed by the Fax machine to access an external Line to send a document This digit is programmed in the PBX 4 Clear Fax Queue This button lets you clear all pending fax jobs waiting in the fax queue 5 2 Auto System Maintenance Setup The EZ Voice system performs an Automatic clean up as per intervals defined in this screen Messages that have expired their limited life time as mentioned in the Auto System Maintenance schedule of System Setup
5. 1 Current License This shows the Number of ports in the current license and the key 2 Upgrade License When upgrading the number of ports follow the procedure outlined below Number of ports Specify the number of ports for which the License on the EZ Voice System has been purchased License Key This is the key that will be provided by your EZ Voice vendor This key is unique for every license You must enter this key value exactly as instructed by your vendor Note The License key string is programmed inside a hardware lock provided by the EZ Voice vendor and you must attach this lock to the parallel port of your PC to use the EZ Voice system The EZ Voice system will not startup without this lock or if the License key string does not match for that Hardware Lock 60 EZ Voice User Manual Once you specify the number of ports and the License key click the Upgrade button to upgrade your EZ Voice system Note After you upgrade the EZ Voice port license you must restart the system for the upgrade to take effect 5 1 5 System Admin Setup Printer Email Fax Setup This step allows you to select the Default Printer and Fax back options G7 System Admin Setup x Select the default printing device from list Close hp LaserJet 1000 Cancel Help elt Set as default Rar settings Fax retries Es External line access key Retry delay 1 Minutefs Clear Fax Queue
6. 5 1 3 System Admin Setup PBX Setup 58 EZ Voice User Manual System Admin Setup a General Admin PBX Setup l Upgrade License Printer amp Fax Setup FE Close PBX Setup Hook flash timing roo Milliseconds Cancel Pause timing a000 Milliseconds Help String detection time out E Seconds Time taken by PBX to dial extension e00 H Miliseconds Note Changing these values will change the PBX specific setups to communicate with the PBX This need a restart of the Voicemail PBX Parameters The parameters to be defined here are Hook Flash Time Pause Time String detection time out and The time taken by the PBX to dial an extension These parameters are different for each PBX and hence it is recommended that the installer of the PBX be consulted prior to programming or changing these parameters Note Changing the PBX Type will change the PBX specific commands to communicate with the PBX 5 1 4 System Admin Setup Upgrade License 59 EZ Voice User Manual System Admin Setup General Admin PBX Setup Ur E Printer amp Fax Setup Close Current license m Number of ports 2 Cancel e Licensekey 2002 DEMO 542E0 4680C0 Help Upgrade license Number of ports License key Uparade This screen is to be used to find out the current number of ports licensed for use or when upgrading the number of ports on the EZ Voice system
7. For Day Operator For Night Operator Press 1 Press 2 To create Single To create Multiple Extension Press 1 Extensions Press 2 lL 2 Enter Extension Enter Ranseor Number Extension Number To Extn From amp Extn To Le Me Le To Confirm Creation Press 1 To Cancel Creation Press 2 To Select Current Move To Next Move To Previous To Cancel Press 4 Template Press 1 Template Press 2 Template Press 3 Mailbox s Creation Mailbox s Created Cancelled Figure 5 1 2 4 Create Extensions Only No Mailbox Press 4 to enter Extension with no mailbox Creation To create Multiple Extensions Press 2 To create Single Extension Press 1 ae Enter Range of To Extension No Extn From amp Extn To LALI To Confirm To Cancel Extension Creation Extension Creation Press 1 Press 2 Extension s Extension s Created Creation Cancelled Figure 6 1 2 5 Create FAX Extensions Press 5 to enter FAX Extension Creation To create Multiple Extensions Press 2 To create Single lt Extension Press 1 To Extension No Extn Ee From amp Extn To To Cancel Extension Creation Press 2 To Confirm Extension Creation Press 1 Extension s Extension s Created Creation Cancelled Figure 7 1 2 6 Create Secondary Extensions Press 6 to enter Paired Extension
8. Tmefosso 2 2 Restore to mailbox Bi Help _ Restore Close How to restore deleted message for a guest Mail box Number Specify the Room No Mail box where the guest stayed while he was checked in Start time amp End time The period for which the guest wants to restore messages Storing restored messages To store the restored messages select a mailbox from the list where the messages are to be stored Once the messages are restored the user may directly log in to that mailbox and review the messages If the Guest has returned to the Hotel and has checked in to another room now you may enter the current Mailbox number of the guest and all his previous mails will be transferred into this current mailbox and will be available to the guest as if he had received all these mails while he was in the current room 51 EZ Voice User Manual However if the guest is calling from outside and requesting for the Deleted mails the Administrator should enter a dummy mailbox number from the drop down list on screen and then transfer the caller to that mailbox Once the guest logs out of the temporary mailbox those messages are lost forever and cannot be undeleted again Restore Once you specify all necessary details click this button to restore the messages Once the messages are Restored and read they cannot be saved and they will be permanently deleted once the guest logs out of this tempora
9. Extension Number Length lt n gt Wait Time To Digits lt n gt Where n indicates the value of the corresponding parameter and transfer mode indicates either Fully Supervised Mode or Blind Transfer Mode 4 2 2 Edit Port Parameters In this part of touch tone programming you are given the chance to edit or change the values of various line start parameters that define the behavior of individual ports After you press 2 EZ Voice will prompt the following menu options To Edit Number Of Rings To Pickup Press 1 To Edit Off Hook To Message Delay In Seconds Press 2 To Edit Call transfer Type Press 3 To Edit Extension Number Length Press 4 To Edit Wait Time To Digits Press 5 Please see Figure 14 for the reference to the corresponding Section number 122 EZ Voice User Manual 4 2 2 1 Edit Number Of Rings To Pickup After you press 1 EZ Voice plays the current number of rings to pickup as follows Current Number Of Rings To Pickup Is lt n gt Next you will be asked to enter the new value After you enter a valid number EZ Voice prompts for your confirmation for the change To Save Press 1 To Cancel press 2 Now if you want to save the change press 1 or cancel the change by pressing 2 4 2 2 2 Edit Off Hook To Message Delay When you press 2 the current setting is played Current Off Hook To Message Delay Is lt n gt After it stops playing the current setting again you are asked to enter a new v
10. Fyou low the Extn dial it now or else dial 0 for assistance Call is directed to the appropriate extension Message lett into the Operator s mailbox for later Massage lett to user s mailbox EZ Voice User Manual EZ VOICE ONLINE PROGRAMMING amp OTHER SETUP EZ Voice provides several user friendly options to program the various parameters and other settings To access all the options we need to go through each of the menu options which are associated with EZ Voice Setup Manager Launch the EZ Voice application and wait till the EZ Voice main screen appears as shown below showing the status of various parameters and current activity of the EZ Voice system Al EZ Yoice Activity Status 3 18 xi Total new messages 3 T pe rotal reaagimmatertiGam 15 Version 1 0 3 of calls attended 449 Total disk space 10 82 Gb Used disk space 4 50 Gh_ Free recordable time 123 Hrs Auto system maint 01 05 Last power on date 01 28 2003 _ Last power on time 02 37 35 PM system date 01 28 2003 system time 2 54 16 PM CLICK FOR SETUP CHECK IN CHECK OUT IV Jump to last status line Message Length 0 sec Hung Up Waiting For Next Call Line Off Hook 315 CALLING Mato 315 logged in Sr the message Message Length 0 sec Recording the message Message Length 3 sec Setting up messsage waiting lamp Message recorded for
11. Greetings and After Office Hours Greetings which are played by the EZ Voice to greet the outside callers during business hours and after office hours respectively Main greeting may be different for each port line Wakeup Call Greeting This greeting is played when the EZ Voice sends a wakeup call to the customer or guest Default Greeting This is the default greeting that is assigned to every mailbox when they are first created This default greeting may be different for each template If you press 1 in the Main Greeting Administration EZ Voice starts reviewing playing all the existing main greetings one by one in the following sequence 1 Play Business Hours Greeting 2 Play After Office Hours Greeting 107 EZ Voice User Manual 3 Play Wakeup Call Greeting 4 Play Default Greeting 2 2 Setup Main Greeting Settings This option lets you customize the main greetings used by the EZ Voice System You may record or rerecord and playback each Main greeting separately After you press 2 to enter Setup Main Greeting Settings EZ Voice prompts the following menu To Rerecord Business Hours amp After Business Hours Greeting Press 1 To Rerecord Wakeup Call Greeting Press 2 To Rerecord Default Greeting Press 3 Please refer Figure 12 and the reference number specified in the figure for more details Derived from Figure 1 2 2 Setup Mailbox Greeting Re record Business amp After Business Hours Greetin
12. Other Options Ls Retrieve Read Messages aas al 2 Retrieve Messages Mailbox Setup Tutorial 1 1 10 Figure 22 138 EZ Voice User Manual The above diagram shows all the options or features that may be available to an administrative mailbox user The number of options or features actually available to a particular user depends upon the template of the mailbox A template is a collection of options or features that is definable or programmable in the EZ Voice System After the user successfully enters the mailbox password EZ Voice first checks whether the mailbox being accessed has any messages or not If there is no message EZ Voice prompts You Have No New Message But if the mailbox contains any message s EZ Voice prompts as follows You Have lt n gt New Messages s You Have lt n gt Saved Messages s You Have lt n gt Read Messages s After playing the number of messages EZ Voice lists all the options as shown in the above diagram 1 1 1 Read or Retrieve New Messages If there is no New message the option is not played But if there is any New message s in the mailbox EZ Voice responds with To Read New Message Press 1 After you press 1 to read New messages EZ Voice plays the first New message along with date and time stamp and prompts the followings options for you To Delete The Message Press 1 To Save Press 2 139 EZ Voice User Manual To Rewind Message Press 3 To Play
13. To Disable The Key Press 2 Press Any Other Key To Cancel Now you may change or disable the access key by pressing the corresponding key 4 4 3 Set Fax back and Audiotex Service Access Key 130 EZ Voice User Manual After you press 3 you ll be allowed to program or define the access key for the Fax amp Information Service If the key is not programmed you ll be prompted to enter a new key and confirm the change by pressing 1 or cancel it by pressing any other key If the key is already programmed you will allowed to change and disable the key by pressing 1 and 2 respectively or cancel by pressing any other key 4 5 Set Or Change Administrator s Password When you are in the System Administration press 5 to change or set the Administrator s password and the EZ Voice prompts with Dial New Password After you enter a password you are again prompted to dial the same password to confirm the password If it is confirmed the password is changed or else it will go back to the main menu Refer Figure 18 4 6 Set System Date amp Time In the System Administration touch tone programming menu press 6 to change the System Date amp Time Refer Figure 19 for the touch tone sequence for changing the System Date amp Time 4 7 Miscellaneous Options The features described in this section are exclusively used in Hotels or in a Hotel environment These include features like Guest Check In Guest Check Out Ro
14. mailbox After you press 7 to enter into mailbox options EZ Voice first checks whether any features are available for your mailbox or not If not EZ Voice responds with No Features Available For This Mailbox Otherwise EZ Voice lists the following options To Record Mailbox Greetings Press 1 To Change Mailbox Password Press 3 To Enable Or Record Name Press 7 To Change Mailbox Messages Play Order Press 8 161 EZ Voice User Manual Record Mailbox Greeting This feature allows the user to set some special greetings for his her mailbox For example if the user is expected to be out of town for a few days he she may record or set a greeting for his her mailbox prompting the reasons of his her unavailability and when he she is going to be available so that when somebody calls the user they will know the reason for the person s absence In this greeting the user may also prompt the caller to leave messages After you press 1 EZ Voice checks whether any mailbox greeting has been recorded or not When there is no mailbox greeting recorded EZ Voice prompts you to record the greeting Once you finish recording you are given the following options To Save Press 1 To Re Record Press 2 Press Any Other Key To Cancel Now you may save the greeting by pressing 1 or press 2 to record the greeting once again if you feel the recording is not proper You may also cancel the entire process by pressing any other key except 1 and 2
15. until Deleted message purge This is the number of days Deleted messages will remain in the system before being purged or deleted The procedure is identical to Set the days until New messages purge 1 5 5 Set Minimum Message Length Minimum Message Length is important when a caller decides not to leave a message and hangs up after EZ Voice has already started recording The Minimum message length helps in eliminating short and meaningless messages or line noise from being recorded as a message Any message shorter than the minimum message length is ignored by the EZ Voice system After you press 5 you ll be prompted to enter the minimum message length value as Enter The Minimum Message Length In Seconds After you enter the value EZ Voice prompts you to press 1 to confirm the change or any other key to cancel the change 1 5 6 Set Maximum Message Length Maximum Message Length is the duration that determines how long a caller will be allowed to record his message while leaving a message for someone When the EZ Voice system fails to detect call hang up even after the caller has hung up 105 EZ Voice User Manual EZ Voice continues recording line noise In such cases maximum message length is very useful in preventing the system from recording till it runs out of recording space After you press 6 to set maximum message length EZ Voice responds with Enter Maximum Message Length In Minutes After yo
16. 03 28 Total calls set Total calls cleared Total calls edited Total calls snoozed Total calls answered Total No Answer calls 5 0 System Setup System Setup comprises of the following sub menus or options System Admin Setup Auto System Maintenance Setup Perform System Maintenance Quick Setup Wizard Failure Alert Setup User Administration AUA UNE 5 1 System Admin Setup This portion of the EZ Voice system should be accessed by the System Administrator only To go to System Admin Setup select System Setup from main menu and then select 54 EZ Voice User Manual System Admin Setup option from the dropdown menu Various global parameters are used to setup some important administrative and general features Almost all basic setup is done once you go through Quick Setup Wizard But if any further changes are required in EZ Voice settings the Administrator may use this setup to make the necessary changes The screen will display the following sections 1 General 2 Admin 3 PBX Setup 4 Upgrade License 5 Printer amp Fax Setup Each of the above sections are discussed below 5 1 1 System Admin Setup General ET System Admin Setup General Admin PBX Setup Upgrade License Printer amp Fax Setup General setup T Make modem shared to access remotely Close Ta Cancel Fil Modem to use for e A He remote connections Help Pager notification string 9999999 Wak
17. ChristmasGreet vox Christmas greeting Description Description of the Holiday has to be specified Holiday Date This gives you the option to select the Date of Holiday File To Play This allows you to browse and select the correct voice prompt for the Holiday New This button lets you define a new Holiday setting 17 EZ Voice User Manual Edit This lets you edit or modify a predefined Holiday setting Delete This allows you to delete any existing Holiday settings Note Every time you add or define a new Holiday setting all holiday Settings will be listed at the bottom of the window shown in the above picture To Edit Delete any holiday settings you must select the particular settings from the List stated above 1 2 4 Weekly Holiday s Greetings Definition The following Dialog Box allows you to define Holiday Settings for any day of the Week Weekly Holiday Greetings a so I Monday rn ar if I Tuesday E ip E Wednesday ip D Thursday TY fl f f f _ Friday iy I Saturday iy je Press this button to play the corresponding Holiday Greeting Sl Press this button to browse amp select Holiday Greeting 18 EZ Voice User Manual Note To define Holiday Settings you must select the corresponding check box for the Day of the Week you are defining as shown in the above picture 1 3 Single Digit Dialing Plan The Single digit dial plan a
18. Creation To create Single To create Multiple amp Extension Press 1 Extensions Press 2 LiL Enter Range of Master Extension No Extn From amp Extn To Enter Master Extension Number l Already Paired Exit Enter Range of Secondary Press to To Extension No 1 Extn From amp Extn To P t Enter Secondary a s Extension No 1 Already Exists Secondary Extensions Created ei Enter Range of Secondary Extension No 2 Extn From amp Extn To Press to skip Enter Se T Extensio cond n No LILII Already Exists Secondary Extension Created Secondary Extensions Created Figure 8 Press to EZ Voice User Manual 1 2 6 Create Secondary Extensions Figure 8 Note A maximum of two extensions may be paired with a Master extension but only one extension at a time So to pair the second extension please repeat the above steps 1 3 Edit Mailbox When you are in Mailbox Administration press 3 to Edit a Mailbox After you press 3 EZ Voice will prompt you to enter the Mailbox number to be edited as follows Please Enter Mailbox Number After you enter the mailbox number it will confirm the validity of the mailbox and prompt you the following menu options for editing the mailbox To Review Mailbox Settings Press 1 To Reset Mailbox Password Press 2 To Set Mailbox Fea
19. If the mailbox greeting is already recorded and you press 6 to re record the mailbox greeting EZ Voice plays the current greeting for you and gives you the following options To Re Record The Greeting Press 1 To Delete The Greeting Press 2 By pressing 1 you may re record or change the existing greeting You may also delete a mailbox greeting by pressing 2 Change Mailbox Password This allows you to change your mailbox password When you press 3 to change the mailbox password EZ Voice plays the current password and prompts you to enter the new password Once you enter the new 162 FZ Voice User Manual password you are asked to re enter the same password for confirmation If it is confirmed EZ Voice changes your mailbox password Enable Or Record Name This feature allows the user to record his her name which is played when a call is transferred to his her extension If the name is not recorded the user s mailbox number is played by default After you press 7 EZ Voice prompts you to record your name Start recording your name after you hear a beep sound Once you finish recording press any key to stop recording After you stop recording EZ Voice prompts you the following options To Re Record Your Name Press 1 To Accept This Name Press 2 To Cancel This Name Press 3 Now if you press 1 EZ Voice gives you another chance to record your name in case recording is not proper If you press 2 your name is accepted and
20. Master Extension 3 Secondary Extensions 1 1350 2 7500 2 7 Personal Distribution Lists Distribution Lists are used for sharing or leaving messages to multiple persons mailboxes A person who has created his her Personal Distribution List may distribute a new message or forward a message left in his mailbox to all the members of a Distribution List example shown below for extensions 317 318 319 and 320 One person may have more than one Distribution List and the Number of Distribution Lists allowed for each user is programmable Default value is 5 45 FZ Voice User Manual 4 Personal Distribution Lists Extension number Member s extension number 315 320 Distribution lists Johnson E 4z SLNo Member Extn 1 Johnson vox Ab tes New Edit Delete 3 Create Distribution List New This button lets you create a new distribution List Enter a Distribution List name and the file name to play the name of the Distribution List Select Save button to save the details Edit This button allows you to modify the Distribution List prompt file Delete Deletes the selected Distribution List and all its member extensions Note One may select a Distribution List member only if that distribution list is displayed on the right side of the window Add members to the distribution list New Allows you to add a new member to the distribution list selected on the left s
21. Press 1 To Cancel Press 2 If you press 1 EZ Voice will permit the guest to check in if the room is already checked in it will prompt Room already Checked In and reserve the room for the guest unless he she checks out You may cancel check in process by pressing 2 4 7 2 Guest Check Out This feature also follows the same steps as of Guest Check In and allows you to Check Out a room when a guest leaves or vacates a room When you press 2 to check out EZ Voice prompts you to enter the room number to be checked out After you enter a valid room number you are prompted to press 1 to confirm checking out of the guest and 2 to cancel checking out Now if you press 1 the guest is checked out or if you press 2 check out process is cancelled 4 7 3 Room Moving Sometimes a guest may want to shift or move to some other room from the current room After you press 3 EZ Voice asks you to enter the room number to be shifted or moved from When you enter the From room number EZ Voice verifies the room number and informs you if it is currently vacant or if that room is Checked In it prompts you to enter the room number to which you want to shift or move to Once you successfully enter the To room number EZ Voice prompts for your confirmation Press 1 to confirm the Room move or press 2 to cancel the process 134 FZ Voice User Manual All the Voice Messages which are already stored in the Guest Mailbox of a Gues
22. System launches the system maintenance program automatically Last power on date Date when the EZ Voice system was powered on Last power on Time Time when the EZ Voice system was powered on 10 EZ Voice User Manual System Date Current EZ Voice system date System Time Current EZ Voice System time The bottom half of the window has a number of frames where each frame lists all the activities for the respective line port The number of frames is equal to the number of ports supported by the EZ Voice system SET UP MANAGER To enter Setup Manager click on the Click For Setup button The following login dialog box appears to authenticate the user s access to the Setup Manager fj Login EZ Voice x Login name Administrator Lox Password Cancel If the correct password is supplied access to the EZ Voice Setup Manager is granted The screen appears as follows 4 EZ Voice Setup Manager Administrator System Programming Mailbox Administration Hotel Features Reports SystemSetup Other Options Help Wry Gls OB Barge lt EZ Voice User Manual This is a partial view of the Setup Manager screen where you will find several Menu options that include oes System Programming Mailbox Administration Hotel Features Reports System Setup Other Options Help Each of the above menus has several related sub menus under them to guide you through the various sections of EZ Voice pro
23. Warranty period EZ Advantage Corp will either repair the unit or replace it with a reconditioned unit free of cost provided the defective unit is sent to us for repairs The warranty does not cover replacement of parts damaged due to misuse accident improper operating voltages or any fault not attributable to manufacturing defect The warranty shall also become void if an attempt is made to alter or repair the unit during the warranty period EXCEPT AS PROVIDED IN THIS SUMMARY OR THE APPLICABLE WARRANTY STATEMENT EZ ADVANTAGE CORP MAKES NO WARRANTY OF ANY KIND EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE IN NO EVENT SHALL EZ ADVANTAGE CORP BE LIABLE FOR LOSS DIRECT INDIRECT INCIDENTAL SPECIAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE USE OF THIS PRODUCT FCC Information This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC rules These 169 EZ Voice User Manual limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instruction manual may cause harmful interference to radio communications Operation of this equipment in a resident
24. are To Save Message amp Hang up Press 1 To Replay Message Press 2 To Delete Message amp Hang up Press 3 To Re Record Message Press 4 To Reach Operator Press lt Operator Access Key gt The first four options are already explained in the previous section Administrative Options Reach Operator To reach the operator press the key prompted by the EZ Voice This key may not be the same every time as it s programmable 167 EZ Voice User Manual WARRANTY SOFTWARE LICENSE The EZ Voice software is LICENSED to you and not sold This license grants you the following rights You may install and use one copy of EZ Voice Software on one computer and by one user at a time or in its place any upgraded version which has been licensed to you for the same operating system The Primary user of EZ Voice Software may make a second copy solely for backup purpose A license for this software may not be shared or used concurrently on different computers LIMITATIONS The EZ Voice Software should not be copied except for own use on a single computer or reverse engineered decompiled or disassembled alter modify or adapt the software or its documentation You may not Rent Sub license or Lease the EZ Voice Software You may permanently transfer all your rights under this license provided you retain no copies and the recipient agrees to the terms of this license LIMITED WARRANTY SOFTWARE EZ ADVANTAGE CORP warrants that
25. as follows EZ Voice Setup Manager Administrator System Programming Mailbox Administration Hotel Features Reports SystemSetup Other Options Help Go DA OR RDeawvBQ lt at Shortcut to Quick Setup Shortcut to Voicemail Port Configuration CD Shortcut to Mailbox Creation Deletion sl Shortcut to Extension Details 25 Shortcut to Greetings Definition L0 Shortcut to Users Administration EZ Voice User Manual he Shortcut to Personal Distribution List Definition EJ EZ Voice Reports Lon Manual System Maintenance eo Restarts EZ Voice Cy Shut Down The System B Quit EZ Voice Shortcut to EZ Voice Online Help Return to EZ Voice Main Screen 88 EZ Voice User Manual Section 2 Touch Tone Programming The touch tone programming chart for the Administrator of the EZ Voice system is shown in Figure 1 Each Menu option is labeled with a reference Section number Please refer the corresponding Section for more details 1 0 Mailbox Administration This part of the touch tone programming is handled by the Administrator only and all the options available in this section are related to Mailboxes for example Reviewing Mailbox Adding or Creating Mailbox Editing Mailbox Deleting Mailbox and Global Mailbox Options Press while the Main Greeting is being played then dial 97 to access Admin Mailbox You will be prompted to enter the Admin Password Once y
26. as follows To Leave A Message Using Personal Distribution List Press 1 To Add A New Distribution List Press 2 To Change A Distribution List Name Press 3 To Delete Distribution List Press 4 To Copy The Distribution List To Another Press 5 To Select Distribution List Press 6 Leave A Message Using Personal Distribution List This allows you to leave a message for all the members of a particular distribution list After you press 1 EZ Voice asks you to record the message to be distributed Once you finish recording and save the message EZ Voice will list and play all the available distribution lists and will ask you to select the one to which you want to distribute the message After you 146 EZ Voice User Manual select the distribution list EZ Voice distributes the message to all the members who belong to that particular distribution list Add New Distribution List This feature allows you to create new distribution lists After you press 2 to add new distribution list EZ Voice prompts you to record a name for the distribution list to be created To record a name for the distribution list follow the steps prompted by EZ Voice Once you finish recording the distribution list name you will be prompted the following options To Add Member Into Distribution List Press 1 To Modify Member Of The Distribution List Press 2 To Delete Member Of The Distribution List Press 3 To Play Members Of The Distribution List Press 4 If
27. following options To Save Press 1 To Re Record Press 2 Press Any Other Key To Cancel Now by pressing 1 you may set the new Default greeting or you may re record the same for further customization or may cancel the recording process by pressing any key other than 1 or 2 3 0 Fax back amp Audiotex Options This allows you to associate a prompt with a menu key at the primary level and their sublevels and branches You may have any number of sublevels under the primary menu option This menu may be regarding any subject For example It may be driving directions to the office or to the company or Product information or Rates and Types of rooms available in the Hotel etc This also manages fax back of the documents available for fax back in the system The following diagram gives a graphical representation of the menu tree for driving directions that may be created through touch tone in the Fax back amp Audiotex Setup 111 FZ Voice User Manual When a caller accesses the Fax back amp Audiotex services it guides him her through the menu tree to reach the final destination Main Greeting Press for Directions If you are coming from 195 To receive Fax for direction For information press 2 If you are coming from I 405 To receive Fax for direction For information press 2 Directions for I 405 Directions for 195 Figure 13 In the above diagram when an outside caller listens to the Mai
28. if any defect is found in the media in which the EZ Voice software is distributed it shall replace the media free of cost provided the same is sent back to us within 30 days of purchase Although EZ ADVANTAGE CORP has tested the software and checked the documentation EZ ADVANTAGE CORP does not make any warranty either express or implied with respect to this software or documentation for its quality performance or fitness for a particular purpose In no case shall EZ ADVANTAGE CORP be liable for direct indirect special incidental or consequential damages arising out of use or inability to use the software or documentation Further EZ 168 FZ Voice User Manual ADVANTAGE CORP has no liability for any program data stored or used with the EZ Voice software including costs of recovering such program or data if any The EZ Voice software and accompanying printed materials are owned by EZ Advantage Corp and the Company reserves its rights to cancel this License if an attempt is made to Copy except for own use on a single computer alter modify decompile or disassemble this SOFTWARE PRODUCT HARDWARE WARRANTY EZ Advantage Corp warrants this product to be free from manufacturing defects in material and workmanship under normal use and conditions for a period of one year from date of original purchase in the United States of America If the product proves defective for any reason due to manufacturing defect within the
29. if you press 3 the name recording process is cancelled Change Mailbox Messages Play Order This feature allows the user to set the messages read order as First Message Play First or Last Message Play First After you press 8 EZ Voice tells you the current message playing order and gives you the option to toggle the message playing order by pressing 1 1 2 8 Undelete Deleted Messages This feature allows you to restore deleted messages After you press 8 to undelete deleted messages EZ Voice plays all of the deleted messages one by one giving you the following options To Move To The Next Deleted Message Press 1 To Move To The Previous Deleted Message Press 2 163 EZ Voice User Manual To Restore the Message Press 3 To Delete The Message Press 4 EZ Voice first plays the first deleted message in the queue Now you may move to next or previous message by pressing 1 or 2 respectively Thus you may move through each of the deleted messages When you move to a particular message EZ Voice plays that message and considers that as current message Now if you press 3 that particular message is restored to the mailbox or if you press 4 the current message is deleted permanently 1 2 10 Mailbox Setup Tutorial This option guides the mailbox user for setting up his her mailbox in three steps This option helps user to record his her name record the mailbox greeting and then to set the mailbox password After this opti
30. is directly forwarded to the specified extension but in case if the phone number is an external number it requires an external access key to route the call to the specified number For example 0 5277897 Where O must be followed by a comma pause and the external number is an external key and 5277897 is the actual phone number 152 FZ Voice User Manual After you press 5 EZ Voice prompts you to dial the follow me number as follows Dial The Follow Me Number To Pause Between Numbers Press If you are specifying an external number as follow me number to give a pause between the external access key and the external number you need to press as stated by the EZ Voice After you enter the follow me number you must confirm the number by entering the entire number once again If the number is confirmed follow me option will be set for your extension Set Do Not Disturb Settings If the do not disturb feature is enabled the user is directly taken to the mailbox amp the extension will not ring After you press 6 EZ Voice checks the state of the feature If the feature is enabled it prompts Do Not Disturb Is Enabled To Disable Press 1 If this feature is disabled it prompts Do Not Disturb Is Disabled To Enable Press 1 You may always toggle the current state of the feature by pressing 1 Enable Or Record Name This feature allows the user to record his her name which is played when a call is transfer
31. mailbox by pressing 2 or 3 99 EZ Voice User Manual respectively or you may cancel the entire mailbox deletion process by pressing 4 Note If you change the reference to another mailbox extension you will be prompted to enter the new mailbox extension to be referred to 1 4 2 Delete General Mailbox Extensions If you press 2 to delete General Mailbox Extensions you will be prompted to enter your choice for single deletion and multiple deletions And then EZ Voice prompts you to enter the extension or the range of extensions to be deleted according to your choice Once you enter the extension s EZ Voice deletes the extension s with your confirmation 1 4 3 Delete Operator Extensions If you press 3 to delete an Operator Extension EZ Voice prompts you to enter the line number to which the operator extension belongs Next select the operator type To Select Day Operator Press 1 To Select Night Operator Press 2 After selecting the line number and Operator type the next few steps are same as those for General Mailbox Deletion First enter your choice for single or multiple deletions and then enter the extension or range of extensions accordingly EZ Voice deletes the extension s with your confirmation as in the earlier steps 1 4 4 Delete Extensions With No Mailbox Press 4 to delete Extensions with No Mailbox The procedure is same as in the General Mailbox Deletion 100 EZ Voice User Manual 1 4 5 De
32. must dial 761450 and to disable the lamp you must dial 762450 Note Use w tilde to denote Escape character and to denote Pause To add a PBX command to the list click on the third column in the new row and type in the string 30 EZ Voice User Manual Once you finish entering all the values click the Save button to add these values permanently to the database To Edit or Delete any of the PBX parameters select the particular row and click on Edit or Delete button respectively You may also Edit or Delete a particular row by double clicking on it 1 9 Fax back and Audiotex Options This allows you to setup any menu key with an associated prompt for every level and their sublevels amp branches You may have any number of sublevels in the menu option This menu may pertain to any information For example It may be for driving directions to reach the office or the company may be for Product information or it may be for Room Types and Rates in a Hotel This also manages fax back of documents for information retrieval For example in the following picture a sample menu is created for driving directions When a caller accesses Fax amp Information Service it guides him her through the directions specified in the menu seen on the left side of the window to reach the destination The caller presses the appropriate key for the Fax back and Audiotex Service Step 1 while the Main Prompt is being playe
33. or with custom defined colors 85 EZ Voice User Manual Change Background Color ix Close C Windows default color Apply i Select Cancel Voicemail logo wp Help Windows default color Sets the Windows default background color from your system settings uid Custom Color Allows you to select a custom color from the color dialog box The Apply button applies the selected background color to the window EZ Voice Logo This option allows you to set a picture in the background The picture may be the logo of the organization or any other picture Before applying this option you must find out whether any picture file with the filename VMLogo bmp exists in the application path or not If not applying this option will have no effect In order to set a picture in the background you must choose an appropriate picture and save with the filename VMLogo bmp in the application path then select the EZ Voice logo option and click on Apply button 7 0 Help EZ Voice provides you easy to understand HELP menus where you will find the answers to your queries regarding the EZ Voice System Click on the HELP button to access the Help menu available for that form 86 EZ Voice User Manual 8 0 EZ Voice Setup Manager Toolbar In the EZ Voice Setup Manager you will find several toolbar buttons which act as a shortcut to various EZ Voice Programming options EZ Voice Setup Manager appears
34. pager number indicating that there is a new message in his her mailbox provided the Pager Notification is enabled for his her mailbox Note The string should be numeric and may not contain any text Wakeup Call Time Out in seconds This is the time in seconds after which a wakeup call gets timed out stops ringing if nobody answers the call This is necessary to prevent the call from going to the user s mailbox Generally when an extension rings and nobody picks up within certain time the call is forwarded to the user s Mailbox This duration is programmed in the PBX Hence the Wakeup call time out value must always be set less than the No answer time out duration programmed in PBX to avoid the call going to the guest s mailbox in case the guest does not answer the wake up call 56 EZ Voice User Manual Wakeup call snooze limit This is the maximum number of times the guest may snooze the wakeup call sent to him her Maximum Password Length This allows you to specify the maximum password length for any mailbox Board Type You must select the type of Voice Board either Digital or Analog installed in your EZ Voice System This is usually done at installation time and must not be changed unless the Voice Board in the system was replaced Note Digital board type is only applied if you are using MITEL D 42 SX board 5 1 2 System Admin Setup Admin T System Admin Setup General PBX Setup Upgrade Lice
35. record the name for the new distribution list Start recording after you hear a beep sound Follow the steps prompted by EZ Voice to successfully complete the recording Once you finish recording and save the new name by pressing 1 the entire contents members of the selected distribution list gets copied onto the new distribution list Once the new distribution list is copied EZ Voice lists the following options for further modification in the newly copied distribution list To Add Member Into Distribution List Press 1 To Modify Member Of The Distribution List Press 2 To Delete Member Of The Distribution List Press 3 To Play Members Of The Distribution List Press 4 Now with the above options you may add new member to the list modify the list of members or delete any member from the list as in the earlier sections Select Distribution List This option allows you to select a particular distribution list from a list of distribution lists This option is useful when you have multiple distribution lists and you need to modify or change any one particular list out of them After you press 6 to select a distribution list EZ Voice lists all the available distribution lists in sequential order To select a particular list listen to the list being played by the EZ Voice and press the correct key for the particular list you wanted to select 1 1 7 Mailbox Options This option gives you several other options to setup your mailbox After yo
36. remotely listening or recording to the prompts and greetings R Call Extension E xj Cancel na c Help Mia Extension number for EZ Voice to call Enter the extension number for the EZ Voice to call to listen or record the greetings or prompts Select Hangup from the Other Options in the main menu to disconnect from EZ Voice Listen to an existing Prompt Greeting In many of the dialog boxes for Voice Prompts Greetings a few common buttons are present which are exclusively used 82 EZ Voice User Manual for playing or recording greetings prompts Those buttons are Play Button by Play the selected voice file Browse Button Sl Browse and select a voice file from the list Record Button P Record a Voice Greeting Prompt Call any of the valid extensions using the Call Extension dialog box shown above and once it starts ringing answer the call and open any of the dialog boxes with voice prompts Browse and select a voice prompt and click the Play button shown above to play the selected voice file over the phone Note After you finish listening you must select Hangup option from Other Options in the main menu before keeping the receiver down How To Record a Prompt Greeting The following Dialog Box allows you to record the Voice File Prompts Greetings in your own voice 83 EZ Voice User Manual 2 Record File peels Enter file name to record or select an ped
37. section of touch tone programming you are provided two options which allow you to review the current system monitoring parameters and also allow editing the parameters Following is a graphical representation Figure 16 of the touch tone key sequence that guides you through the right steps to define various system monitoring parameters Please refer the Section numbers specified in the diagram for details 125 EZ Voice User Manual Program System p Monitoring Parameters Derived from Figure 1 4 3 Review System Monitoring Edit System Parameters Monitoring Parameters Figure 16 4 3 1 Review System Monitoring Parameters After you press 1 EZ Voice starts playing the current system monitoring parameters as follows Send Low Disk Space Warning When Free Disk Space Goes Below lt n gt Mega Bytes Warning To Be Sent Every lt n gt Hours lt n gt Minutes Here n indicates the corresponding value to the respective parameters 4 3 2 Edit System Monitoring Parameters This option lets you go through further sub options which allow you to edit or change the system monitoring 126 FZ Voice User Manual parameters After you press 2 to edit system monitoring parameters EZ Voice will play the following list options for you To Change Minimum Free Disk Space Press 1 To Change Administrator s Extension Press 2 To Change Re warning Duration Press 3 4 3 2 1 Change Minimum Free Disk Space After y
38. the System Monitoring Parameters are changed it is always recommended to restart the EZ Voice System for the changes to take effect 4 4 Set Single Digit Dialing Plan This feature enables you to reach Operator or access Company Directory or Fax amp Information Service by a single key press This allows you to define those keys of your own choice If you press 4 in the main menu of System Administration you will be given the following options shown in the figure 17 Derived from Figure 1 4 4 Single Digit Dialing Plan Set Fax amp Information Service Access Key 128 EZ Voice User Manual 4 4 1 Set Operator Access Key Operator access key is the digit which when dialed transfers the call to the operator directly This key must be between 0 and 9 After you press 1 EZ Voice will play the current access key and prompt you as follows To Change The Key Press 1 Press Any Other Key To Cancel If you press 1 you will be asked to enter the new key If you press any other key to cancel the following steps will be skipped Once you enter a valid key between 0 9 EZ Voice prompts you to dial 1 to confirm the change or dial any other key to cancel If you confirm the change you will be prompted another option as follows Dial Operator As Operator Access Key Option Is lt Enabled or Disabled gt Press 1 To lt Enable or Disable gt Press Any Other Key To Cancel Now if you press 1 the current state will b
39. with the primary extension if required Now click the Create button to create the extension and once EZ Voice successfully creates the extension you will find the newly created extension listed in the right hand side list box of the window Range of Extensions Creation To create a range of mailboxes follow the same step as for Single Mailbox Creation Here the only difference is that you need to specify the range of mailboxes Starting mailbox number and Ending Mailbox number and the range of secondary extensions optional Once you finish creating the mailboxes all the created mailboxes and their secondary extensions if any will be listed on the right hand side of the window 5 4 6 Printer Email Fax Setup This step allows you to setup Printer Fax and Email services The list of printing devices installed in your system all the Printers if more than one and Fax service will be shown in the box Windows 9 x does not support Fax service Only Windows 2000 and later versions of Operating Systems support it 75 EZ Voice User Manual tie Quick Setup Wizard 3 E x Setup Activity Monitor System Date amp Time ONS Analog Or COV Digital Auto Attendant Greetings Setup Mailbox Setup Printer Z Fax E mail Setup Vendor Details PMS Setup lt lt Printer I Fax I E mail Setup Select the default printing device from list hp LaserJet 1000 Set as default Extemal lin
40. you finish recording EZ Voice will prompt you the following options To Save Press 1 To Re Record Press 2 To Cancel Press 3 Now you may save re record or cancel the newly recorded message by pressing the respective keys according to the menu options stated above After the message recording part is over EZ Voice asks you to enter the snooze time in minutes Once you enter the snooze time you will be given one more choice to set this call as a daily reminder call as follows To Enable Daily Reminder Call Press 1 Press Any Other Key To Cancel If you press 1 EZ Voice sets the call as Daily Reminder call As a result you ll receive a reminder call everyday at the same time You may also ignore this option by pressing any other key except 1 143 EZ Voice User Manual Note Snoozing and Daily Reminder Call options are prompted only if these features are available for the mailbox Edit or Delete Reminder Call After you press 2 EZ Voice plays the number of reminder calls that have been set If there is only one reminder call EZ Voice plays the current call time and gives you the following menu options To Edit Press 1 To Delete Press 2 To Cancel Press 3 But if there are multiple reminder calls EZ Voice gives you two more options along with the above three options The options are as follows To Edit Press 1 To Delete Press 2 To Move to Next Press 3 To Move to Previous Press 4 To Cancel Press 5 If you sel
41. you press 1 you ll be allowed to add members into the distribution list EZ Voice will ask you to enter the extension number to be added in the list Once you enter the extension number it is added in the list You may keep adding as many members as the maximum number of existing mailboxes in the system If you press 2 you will be able to edit the members of a distribution list Here you may replace any existing member in the list with a new member EZ Voice will prompt you to enter the extension number to be replaced and the new extension number to be replaced with Once you enter both the extension numbers EZ Voice replaces the old member with the new extension number To edit more than one member in the list repeat the same process as above If you press 3 you will be able to delete a member from the distribution list Enter the extension number to be deleted and confirm the deletion by pressing 1 as prompted by EZ Voice 147 EZ Voice User Manual If you press 4 EZ Voice plays all the members extension numbers of the selected or current distribution list Change Distribution List Name This feature allows you to change the name of any existing distribution list After you press 3 to change the name of a distribution list EZ Voice lists all the existing distribution lists and asks you to select the one whose name has to be changed Once you select the appropriate distribution list you will be prompted to record the new n
42. 156 FZ Voice User Manual Figure 23 shows all the options or features that may be given to a Guest mailbox user But it s not always necessary that one should be given all of the options The number of options or features to be given to a user depends upon the template the mailbox is associated with A template is a collection of options or features that is definable or programmable in Online EZ Voice System After the user successfully enters the mailbox password EZ Voice first checks whether the mailbox being accessed is having any messages or not If there is no message EZ Voice prompts You Have No New Message But if the mailbox contains some message s EZ Voice prompts as follows You Have lt n gt New Messages s You Have lt n gt Saved Messages s You Have lt n gt Read Messages s After playing the number of messages EZ Voice lists all the options as shown in Figure 22 1 2 1 Read New Messages If there is no New message the option is not played at all But if there is any New message s in the mailbox EZ Voice responds with To Read New Message Press 1 After you press 1 to read New messages EZ Voice plays the first New message along with date and time stamp and prompts the followings options for you To Delete The Message Press 1 157 EZ Voice User Manual To Save Press 2 To Rewind Message Press 3 To Play Message From Beginning Press 33 To Fast Forward Message Press 4 T
43. 2 Press Any Other Key to Cancel If the Time Basis Greetings already recorded it plays all the greetings with their play duration and gives you several 151 EZ Voice User Manual options to edit or delete a particular greeting The options are To Re Record The Greeting Press 1 To Delete The Greeting Press 2 To Move To The Previous Greeting Press 3 To Move To The Next Greeting Press 4 Now you may re record or delete the current greeting by pressing 1 or 2 respectively You are also given the option to move through each of the available greetings Press 3 or 4 to move to previous or next greeting respectively Change Mailbox Password This allows you to change your mailbox password When you press 3 to change the mailbox password EZ Voice plays the current password and prompts you to enter the new password Once you enter the new password you are asked to re enter the same password for confirmation If it is confirmed EZ Voice changes your mailbox password Set Date amp Time Stamp for Messages If this feature is enabled EZ Voice plays Date amp Time stamp with every message during message retrieval After you press 4 EZ Voice tells you whether the feature is enabled or disabled Now press 1 to set the current state enabled disabled to its opposite mode Set Follow Me Option This feature is for forwarding the call to another extension phone instead of the default current extension In case of an internal call it
44. 2 0 LEAVE MESSAGE TO OTHER EXTENSIONS c csseseesesseseeseneeseees 164 21 Administrative Options eeren 164 2 2 Guest OPTIONS eeen nE E hon thee ete De Ate hoe 167 WARRANTY ccscssscsscssscesscsesssssecscsssssssscsecnsesnsesssssssnessnsesscssseseseseessseseens 168 EZ Voice User Manual Section 1 Features and User Guide SPECIFICATIONS Minimum System Requirements CPU Pentium 300 MHz Hard Disk storage 8 GB Memory 64 MB SDRAM O S Windows 98 Me NT 2000 XP The above configuration is for the Basic Edition of the EZ Voice system and will not support all features Recommended System Requirements CPU PII 400 MHz Hard Disk storage 20 GB Memory 128 MB SDRAM O S Windows 2000 Network card 10 100 Ethernet LAN Card Modem 56 kbps dialup modem Optional Hardware Monitor Floppy Disk Drive Keyboard CD ROM Drive Voice Storage 9 hours GB of Hard Disk EZ Voice User Manual SYSTEM OVERVIEW EZ Voice is a PC based solution for complete telephone call management Its extensive feature list includes the following Recordable Company greeting Time of day greeting Holiday greeting After office hours greetings Single digit dial plan Audiotex menus for Directions rates product details special offers etc Multiple messaging options like Record Re record Replay Rewind Skip Fast forward Forward with or without comments etc Custom greetings for each mailbox Follow me optio
45. EZ Voice User Manual EZ VOICE EZ VOICE SYSTEM USER MANUAL EZ Voice User Manual EZ Voice User Manual First Edition February 2003 Version 1 0 3 All Rights reserved EZ Advantage Corp 221 Broad Street Milford CT 06460 U S A EZ Voice User Manual EZ VOICE EZ VOICE SYSTEM SECTION 1 FEATURES AND USER GUIDE sesessesesereseereroesesesceesreesesee 5 SPECIFICATIONS mereranna innne pE en ORERE NEEE E 5 SYSTEM OVERVIEW srine eaaa ene NSE EAE EAEE EENE REAS 6 EZ VOICE AUTO ATTENDANT OVERVIEW eerren 7 EZ VOICE ONLINE PROGRAMMING amp OTHER SETUP seeen 9 1 0 SYSTEM PROGRAMMING csererccinciinii 12 1 1 Voicemail Port Configuration 13 1 2 Greeting Set Up rricsiirisseni topes as Ek e NE E e AE EE Ei 15 1 3 Single Digit Dialing Plan 19 1 4 Directory Servite Sasinai eeii E E N 22 1 5 PMS Communication Port Setup coses 24 1 6 PMS Setup aieiai inar een ei 26 1 7 PBX Models iyisi buene esaea tien eini EEEE ESENE ots 28 1 8 Message Waiting Lamp Setup cccccccccccsccctcetecetecetenteeneees 29 1 9 Fax back and Audiotex Options 31 PLO 2 EZ VOICE A A EEEE eeusiateotecnesslies 33 1 11 Restart EZ VOICE sharen EAEE 33 1 12 Shut Down The System 33 1 13 Exit SEUD sas siatsshss ested oxshschaud eansoavtions EAE EEO ENES 33 21 Create Delete Mailboxes 34 2 2 Mail bOr SetuP iess oireissa Ea EE NERE EE ENEAS 38 2 3 Mailbox Features Setup ceee 40 2 4 List of All Mailboxes EXtensions se 43 2 5 Change Reference Extens
46. Extension 315 al Getting message for 315 Minimum message length 2 sec Recording cancelled Retrieving mailbox g Up The top left corner of the window has two buttons Click For Setup and Check In Check Out Click For Setup This button allows you to access Setup Manager EZ Voice User Manual Check In Check Out This button takes you the Hotel Features The top right corner of the window has a tabular form in which the left hand side column contains various EZ Voice parameters and the right hand side column contains their corresponding values The parameters listed are Total New Messages Total new unread Voice messages stored in all mailboxes Total Read Messages Total number of Voice messages stored in all mailboxes that have been read by the users Total number of Mail Boxes Extensions Total Extensions defined in EZ Voice which includes extensions with mailboxes without mailboxes operator extensions General mailbox extensions and Fax extensions Total Calls attended Total number of calls attended by the EZ Voice system from all lines since last power on Total Disk Space Total hard disk space available on the EZ Voice system Total Used Disk Space Total hard disk space already used by the EZ Voice system Free Recordable Time Maximum recording space available in hours and minutes depending upon the free disk space Auto System Maintenance Time The time at which EZ Voice
47. Hours Greeting You may also skip the 109 EZ Voice User Manual above steps by pressing any other key to return to the main menu 2 2 2 Re Record Wakeup Call Greeting When you press 2 EZ Voice starts playing the current existing Wakeup Call Greeting and then prompts with Start Recording After The Beep Press Any Key To Stop Recording Start recording the greeting after the Beep After you finish recording EZ Voice gives you the following options To Save Press 1 To Re Record Press 2 Press Any Other Key To Cancel Now by pressing 1 you may set the new Wakeup call greeting or you may re record the same for further customization or may cancel the recording process by pressing any key other than 1 or 2 2 2 3 Re Record Default Mailbox Greeting Press 3 to re record the default mailbox greeting Since mailbox greetings may be different for different templates select a template before recording the greeting You will be prompted as follows Select A Mailbox Template To Re Record The Greeting Plays The Current Template To Select The Current Template Press 1 To Move To Next Template Press 2 To Move To Previous Template Press 3 110 EZ Voice User Manual Press Any Other Key To Cancel After you select the template you will be prompted to record the default greeting as follows Start Recording After The Beep Press Any Key To Stop Recording When you are finished with the recording you have the
48. Manual Failure Alert Setup E x Serial Communication Failure Vendor Name pz Company r Report Vendor About Address fst Marks Street M Comm Pott Comm Port 2 EMail Ip service xyz com Line Port Failure H Report Vendor About Fax No 123456789 Selected Line s Select Line Line 2 r Send Vendor Alert By IV E Mail A M Fax ZB Delete Alert Vendor Alet Vendor After T2 Hours Disable Monitoring On OK Cancel Help F Saturday M Sunday Vendor Name Specify the name of your EZ Voice Vendor Address Specify the Address of your EZ Voice Vendor Email Address Specify the EZ Voice Vendor s Email ID to which the EZ Voice alert will be sent You may specify more than one Email ID separated by a comma if you want to send the alert to more than one person Fax Number Specify the Vendor s Fax No to which the EZ Voice Alert will be faxed If you have an external access key you must specify the external access key followed by a comma and the Fax number For example 9 4778667 Where 9 is the external access key and 4778667 is the Fax number Send Vendor Alert By To send an alert by email enable Email or to send an alert by Fax enable Fax If you want both you must enable both Email and Fax Serial Communication Problem Select the serial port s for which an alert is to be sent to the vendor if any problem is encount
49. Message From Beginning Press 33 To Fast Forward Message Press 4 To Play Next Message Press 44 To Forward Same Message To Another Extension Press 5 To Play Previous Message Press 6 To Pause and Resume Press 7 To Play Date amp Time Stamp For Message Press 8 Press 44 to listen to next message or press 6 to listen to previous message You may also either delete the message permanently by pressing 1 or you may save the message by pressing 2 You may forward a message to another extension as well by pressing 5 Press the other keys to perform the respective tasks as listed above 1 1 2 Read Saved Messages If there is no Saved message the option is not played But if there is any Saved message s in the mailbox EZ Voice responds with To Read Saved Message Press 2 After you press 2 to read Saved messages EZ Voice plays the first Saved message along with date and time stamp and gives you the same set of options as you came across in earlier chapter refer 1 1 1 Press the corresponding key prompted with each option to perform the respective task 140 EZ Voice User Manual 1 1 3 Leave Message To Other Extensions This feature allows users to leave a message for other extensions If this feature is not allowed for the mailbox EZ Voice responds with This Feature Is Not Available For The Mailbox If the feature is allowed EZ Voice asks you to dial the extension number for which you want to leave a message Once you en
50. Number of rings after which the EZ Voice system answers the incoming call by going Off hook Off Hook to message delay The delay in seconds between the EZ Voice going Off hook and start of the Main Greeting playback Call Transfer Type 1 Fully Supervised Mode 2 Blind Transfer Mode 120 EZ Voice User Manual Refer Para 1 1 in Section 1 for details of the Call transfer type Extension Length Number of digits in the extension Wait time to digits Time to get the digits from the caller Figure 15 gives the details of the flow chart for the Port Parameters Programming Program Port Derived from Figure 1 Parameters Review Port Edit Port Parameters 4 2 1 Parameterg 4 2 2 Edit Number Of Rings To Pickup 4 2 2 1 Edit Off Hook To Message Delay 4 2 2 2 Edit Call transfer Type 4 2 2 3 Edit Extension Number Length 4 2 2 4 Edit Wait Time to Digits 4 2 2 5 Figure 15 4 2 1 Review Port Parameters Parameters settings may be different for different ports Therefore when you press 1 to review port parameters you are asked to select a line number for which you want to know the line start parameters settings After you enter a valid line 121 EZ Voice User Manual number EZ Voice plays the values of the various parameters programmed for the selected port For example Number Of Rings To Pickup lt n gt Off Hook To Message Delay In Seconds lt n gt Call transfer Type Is lt transfer mode gt
51. The Next Level Press 7 To Move To The Previous Level Press 8 Now you may add a New prompt for any level by pressing 1 After you press 1 you will be asked to assign a key value for the particular level which must be pressed to perform the task described in the prompt associated with that level Now you have three options to assign the key To Assign A Key Manually Press 1 To Assign A Key Automatically Press 2 113 EZ Voice User Manual Press Any Other Key To Skip If you press 1 you will be allowed to manually assign a key to the prompt If you press 2 EZ Voice automatically assigns the key to the prompt and prompts saying The key assigned for the prompt is lt n gt You may also skip assigning any key to a prompt by pressing any key other than 1 or 2 After programming the key for the prompt you have to record the prompt where you are given the option to record and customize the prompt After you finish recording you are given another option to attach a Fax document with that branch or prompt EZ Voice lists all the available Fax documents and you may select any one of them and attach it to this level by pressing 1 or skip this step by pressing any other key This procedure may be repeated from the beginning to create further branches and sub branches Note You may create a sub branch or sub level for a level to which a key has been programmed manually by you or automatically by the EZ Voice You may create any number
52. abled or disable the option if the option is enabled To change the Read Messages Deletion duration repeat the same steps as for Section 4 1 2 2 4 1 2 4 Change Maintenance Of New Message After you press 4 EZ Voice plays the current duration in days for New Messages Deletion depending upon the state if enabled of the option and once again EZ Voice allows you 119 EZ Voice User Manual to go through the same steps as above refer 4 1 2 2 or 4 1 2 3 4 1 2 5 Change Auto Report Printing Time If you press 5 to change the Auto Report Printing Time EZ Voice prompts with Current Auto Report Printing Time Is lt time gt After it completes playing the current report printing time the system prompts you to enter the new time Time must be entered in the form of Hours and Minutes 24 hours format Hours should be in the range of 0 to 23 and minutes should be in the range of O to 59 After you successfully enter a valid time you will be prompted to press 1 to confirm the change or press 2 to cancel the change Note If any of the Auto System Maintenance Parameters are changed it is always recommended to restart the EZ Voice System for the changes to take effect 4 2 Port Parameters Programming This part of touch tone programming allows you to define the Port parameters of the EZ Voice System Line Number EZ Voice port number The port or line number for which you are defining the parameters Rings to Pickup
53. age you decide not to leave the message but rather talk to someone else press 6 After you press 6 EZ Voice deletes the message you just recorded and asks you to dial the extension number of the person you wish to talk to Once you dial the number EZ Voice transfers the call to the dialed extension Forward a Message To Another Extension After leaving a message for someone if you wish to forward the same message to another extension press 7 After you press 7 EZ Voice asks you to enter the extension number to which you want to forward the message After you dial the extension number EZ Voice gives you two more options to forward the message with comment press 1 and without comment press 166 EZ Voice User Manual 2 If you press 2 EZ Voice forwards the message to the dialed extension and hangs up If you press 1 you will be prompted to record the comment After you record the comment you will be given the following options To Confirm Comment Press 1 To Re Record Comment Press 2 To Cancel Comment Press 3 If you press 1 to confirm the comment EZ Voice forwards the message to the dialed extension with comment You may also re record a comment before confirming the comment when you feel the comment you just recorded is not appropriate or proper To re record comments press 2 If you press 3 your comment gets cancelled and the message is forwarded without comment 2 2 Guest Options The options available to the Guests
54. aiting Lamp button to the turn on the Lamp and to turn off the Lamp click on Disable The Message Waiting Lamp button 5 4 3 Auto Attendant Setup This step allows you to configure your EZ Voice ports and as well as PBX settings This step is extended over following two steps 1 EZ Voice Port Settings 2 PBX settings amp Operator Access Key 5 4 3 1 EZ Voice Port Settings This step allows you to define the characteristics of your EZ Voice ports fie Quick Setup Wizard E Setup Activity Monitor Auto Attendant Setup System Date amp Time Sy Voicemail Port Configuration ONS Analog Or COV Digital Auto Attendant Line number 1 z T T M 2ppl for alliines Greetings Setup Mailbox Setup Rings to pickup E Wait time to digits b a Printer Fax E mail Setup Transfer type Fully Supervised Mode Vendor Details Rebar extension j 4 PMS Setup SEAE extension length 1 fi 2 fa Off hook to message B delay Secs a EZ Voice User Manual The current parameters are shown on the screen To change click the EDIT button Line Number EZ Voice port number The line number for which you are defining the parameters Apply For All Lines Same settings are applied to all the lines Rings to Pickup Number of rings after which the EZ Voice answers the call and the caller is connected to the system Wait time to digits Time to get the digits from caller This is an Inacti
55. alue for Off Hook To Message Delay After you enter a valid value you will be prompted to confirm the change in the same manner that you already have experienced while editing Number Of Rings To Pickup Now you may save the change by pressing 1 or you may cancel the change by pressing 2 4 2 2 3 Edit Call Transfer Type Press 3 to edit call transfer type and EZ Voice first prompts the current transfer mode and then you are given options to choose new transfer type as follows Current Transfer Type Is lt current transfer mode gt 123 EZ Voice User Manual Enter New Value Press 1 For Fully Supervised Mode Press 2 For Blind Transfer Mode After you select the transfer type EZ Voice prompts you to press 1 or 2 in order to save or ignore the change 4 2 2 4 Edit Extension Number Length After you press 4 EZ Voice plays the current extension length and prompts you to enter the new value Current Extension Number Length Is lt n gt Enter New Value Once you enter the value you will be prompted to press 1 to save the new value and to press 2 to ignore the change 4 2 2 5 Edit Wait Time To Digit Press 4 and EZ Voice plays the current value for Wait Time To Digit and prompts you to enter the new value as follows Current Wait Time To Digit Is lt n gt Enter New Value After you enter the value you will be prompted to press 1 to save the new value and 2 to ignore the change Note If any of the Port Para
56. ame for the distribution list Start recording after you here a beep sound Follow the steps what EZ Voice dictates you to successfully complete the recording Once you finish recording save the new name by pressing 1 or if you feel the recording to be improper re record the prompt by pressing 2 Delete Distribution List If you press 4 to delete distribution list EZ Voice lists all the distribution lists and prompts you to select the one to be deleted After you select the appropriate distribution list EZ Voice asks you to confirm deletion as follows To Delete Press 1 Press Any Other Key To Cancel If you press 1 EZ Voice deletes the selected distribution list Press any other key to cancel the deletion process Copy The Distribution List To Another This feature allows you to copy an existing distribution list to another distribution list It makes your job easier Sometimes you may need to have a distribution list comprising the same members as already present in another distribution list plus some additional members In such a situation EZ Voice gives you an option to directly copy the contents of a distribution list to a new one After you press 5 to copy a distribution list to another EZ Voice gives you the list of all existing distribution lists and asks you to select the one to be copied to another Once you select 148 EZ Voice User Manual an appropriate distribution list from the given list you will be prompted to
57. are deleted unwanted or Lost files etc are deleted to speed up the operation of the EZ Voice system 62 EZ Voice User Manual Auto System Maintenance Setup 2 x Maintenance time 10 26 Scheduled tasks BA IV Delete the deleted messages older than js days IV Delete the read messages older than 20 days F Delete the new messages older than 25 a days MV Auto report printing time 10 56 Cancel Maintenance Time The Time at which the Auto System maintenance of EZ Voice system is launched automatically Scheduled Tasks 1 Delete the Deleted Messages Older than lt n gt Days Permanently erases the Deleted messages which are older than the specified days Once this is done these messages cannot be undeleted 2 Delete the Read Messages Older than lt n gt Days Delete messages older than the specified number of days These messages available in the Read messages list prior to deletion will be permanently erased and cannot be undeleted 3 Delete the New Messages Older than lt n gt Days Delete unread messages older than the specified number of days These messages available in the New messages list prior to deletion will be permanently erased and cannot be undeleted 63 EZ Voice User Manual Caution Once any of these messages are deleted because they exceeded the specified number of days they cannot be undeleted Auto Report Printing T
58. as AY First Name Time To Pickup Secs f1 a i M Play the name fi Features Mailbox Greeting fi gt Da Not pisur To Message Waiting Into op Follow me at 315 To EmailNotificatior E mail ID Mailbox Password td Feger Notification Pager Number E E Mobile Phone Notification Mobile Number oo i sSS Pathe date time stamp while playing the messages Maximum personal distribution lis rebrs Close Help Message Play Order ast Mail First Play Extension No Contains the extension numbers to display the corresponding mailbox details First Name First name of the person using the extension Mailbox Play The Name If the name is recorded you will be allowed to check Uncheck this option This name will be played while 38 EZ Voice User Manual transferring the call The play button allows you to play amp listen to the recorded name Mailbox Greeting Greeting file name to be played before the user is prompted to record the greeting You may select the file either by entering the file name or by selecting the file name from the list by clicking browse files button See Browse Files button Follow me at This option is for transferring the call to another extension phone instead of the default current extension Mailbox Password Password for the mailbox Reset This button lets you Reset the Mailbox Password Extension Locked Determines whe
59. cally 5 4 2 Voice Board and PBX Setup This allows you to check test all the peripherals devices and settings associated with EZ Voice 65 EZ Voice User Manual jig Quick Setup Wizard Setup Activity Monitor System Date amp Time ONS Analog Or COV Digital Auto Attendant Greetings Setup I T Ribos Setup h Fax E mail Setup Vendor Details PMS Set Vil EZ Voice Ports amp Modem Test This section allows you to test the functionality of the EZ Voice Ports and Modem port There are two buttons in this section 1 Test EZ Voice Port Connection If you click this button following dialog box appears 66 EZ Voice User Manual FZ Voicemail Port Test Voicemail Ports Diagnosis ExtensonNo Port Status Test Port 315 Z Port 1 ka H Port 2 sd Res sd Rats Lo Rare es sd Pots ance lest Here you have the option to call various extensions through individual ports of your EZ Voice system Enter the respective extension numbers corresponding to the various ports of the EZ Voice System and click on Test Port button Each specified port calls itself and the status of the Port activity is displayed If a busy tone is detected the EZ Voice system assumes the port to be functioning properly and the extension is signaled with a Green Tick sign and otherwise it will be signaled with a Red Cross sign X Test Modem Connection Clic
60. cord the message or you may Hang up by pressing any key other than 1 But if you record a message successfully EZ Voice prompts you the following options To Save Message amp Hang up Press 1 To Replay Message Press 2 To Delete Message amp Hang up Press 3 To Re Record Message Press 4 To Save Message amp Try Another Extension Press 5 To Delete Message amp Try Another Extension Press 6 165 EZ Voice User Manual To Forward The Same Message To Another Extension Press 7 Save Message amp Hang up If you press 1 after you record a message EZ Voice saves that message into the receiver s person whom you are leaving message for mailbox and hangs up Replay Message If you press 2 EZ Voice replays the message you just recorded to leave for the called extension Delete Message amp Hang up if you press 3 EZ Voice deletes the message you just recorded and hangs up Re Record Message When you feel the message you just recorded to leave for someone is not appropriate or proper press 4 to re record your message Save Message amp Try Another Extension If you want to try another extension after leaving a message press 5 After you press 5 EZ Voice saves the message into the receiver s mailbox and asks you to dial the extension number if you want to talk to someone else Once you dial the number EZ Voice transfers the call to the dialed extension Delete Message amp Try Another Extension After recording a mess
61. d and after that presses the key for Driving directions Step 2 The prompt for the next level says If you are coming from 195 press 1 Step 3 and then goes to next sub level and says To receive fax for direction press 1 or For information press 2 Step 4 If the caller presses 1 the system sends the document containing the direction map to the caller through Fax If the caller presses 2 for information the direction to reach to the destination are played back 31 FZ Voice User Manual Brach details CF Driving directions amp g If you are coming from 195 press 1 Type d To receive fax for directions press 1 Cf For direction press 2 CF Direction from 195 Name To receive fax for directions press 1 Wp B g If you are coming from Merit Park Way press 2 pe Key 1 A To receive fax for directions press 1 i EN a g For direction press 2 Cf Direction from Merit Park Way Fax Fee OOOO document Edit Delete Help Close How to create Menu tree for Fax back and Audiotex Service Type There are two types Main and Final While creating branches default type is Main If you want to create a sub level for any level select the parent level and click the New button to create a new branch level Most important if a prompt at any level prompts for Fax Back option you must change the type as Final A level wi
62. d to the System Administrator After you press 2 to Reset Mailbox Password EZ Voice resets the password for the selected Mailbox and prompts Your New Password is lt Mailbox Number gt 1 3 3 Set Mailbox Features If you press 3 to Set Mailbox Features EZ Voice announces the current status of each feature that is associated with the mailbox being edited and then allows you to change the status The EZ Voice system prompts you as follows Record Main Greeting Is Enabled To Disable The Feature Press 1 To Move To The Previous Feature Press 2 95 EZ Voice User Manual To Move To The Next Feature Press 3 You may disable the Record Main Greeting feature by pressing 1 or to move back to the previous feature press2 or to move to the next feature press 3 Now when you reach to the next feature by pressing 3 EZ Voice prompts the next available feature as follows Do Not Disturb Is Disabled To Enable The Feature Press 1 To Move To The Previous Feature Press 2 To Move To The Next Feature Press 3 These steps may be repeated in order to enable disable each and every feature for the mailbox 1 3 4 Access Personal Mailbox Option Press 4 to access the Personal Mailbox Options of the Mailbox being edited This allows you to review and record personal mailbox greeting record mailbox tag name recording and change other settings Note Even though the Administrator is able to access the personal mailbox option
63. deleted In case of multiple wakeup calls you may move to the next or previous call by pressing 3 or 4 respectively or you may cancel the entire process by pressing 5 Note Snoozing and Daily Wakeup Call options are prompted only if these features are available to the mailbox How to Snooze a Wakeup Call When a guest receives a wakeup call and picks up the call EZ Voice plays a specific wakeup call greeting and asks the user to snooze the call as follows If You Want To Enable Snooze Press Any Key If you press any key EZ Voice will re send the wakeup call after the interval of time specified by the user during wakeup 160 FZ Voice User Manual call setting But if the user hangs up the call without pressing any key EZ Voice considers the call as answered Important Note After all the snooze attempts are over EZ Voice sends a wakeup call failure alert to the administrator 1 2 5 Read Read Messages If there are any Read messages in the mailbox EZ Voice responds with To Read Read Message Press 5 If there is no Read message this part of the prompt is skipped After you press 5 to read Read messages EZ Voice plays the first Read message along with date and time stamp and gives you the same set of options as in earlier sections Press the corresponding key stated or prompted with each option to perform the respective task 1 2 7 Mailbox Options This option gives you several other options to setup your
64. e access key E aer settings Fax retrie fh Retry delay T Minutes Administrator s extesnsion to send failure alerts 315 E IV E mail notification lt lt Back f Help Cancel Set As Default This button allows you to select the default printing device If a printer is not installed in your system you may make your Fax machine as the default printer Fax Settings This section is enabled only if Fax service is installed Only for Windows 2000 and Operating Systems 1 Fax Retries This later versions of is the number of times the System retries sending the document in case of a Fax failure 2 Retry Delay This is the Delay in minutes between two retries in case of Fax failures 3 External Line Access Key This is the key used by the system to access an external Line to Fax the document This key is programmable in the PBX Email Notification Enable this option to have the EZ Voice system Email the messages to the Mailbox owners whenever 76 EZ Voice User Manual they receive new messages in their mailboxes Messages may be normal messages for all users or may be an EZ Voice alert for the Administrator Note Before enabling Email Notification you must configure your Email Service Microsoft Outlook Express 5 4 7 Vendor Alert Setup fie Quick Setup Wizard Setup Activity Monitor System Date amp Time ONS Analog Or COV Digital Aut
65. e set to its reverse mode If the option is enabled EZ Voice checks out whether any number is already set to be dialed to the operator or not If the number is not set you are prompted as follows If You Want To Set A Number To Be Dialed To The Operator Press 1 Press Any Other Key To Cancel Once you enter a valid number you will be asked to confirm that number by pressing 1 or you may cancel the number by pressing any other key 129 EZ Voice User Manual But if the number to be dialed to the operator is already set EZ Voice plays the current number and gives the following choices To Change The Number Press 1 To Disable The Number Press 2 Press Any Other Key To Cancel Now if you press 1 EZ Voice will allow you to change the current number You may also disable the number by pressing 2 or simply cancel by pressing any other key 4 4 2 Set Company Directory Access Key Company directory access key is the digit which when pressed allows you to access the Company Directory Press 1 to set the company directory access key and the EZ Voice checks for the access key programmed currently for the company directory If no key is programmed EZ Voice asks you to enter a key and once you enter a valid key you will be prompted to confirm the new key by pressing 1 or cancel the access key by pressing any other key But if the access key is already programmed you will be prompted the following options To Change The Key Press 1
66. ect 1 to edit a reminder call you will be asked to re enter the call time snooze time and enable disable daily wakeup option Note You are only allowed to change the call time snooze time and enable disable daily wakeup option You may not edit a reminder message if in case there is any reminder message attached with the call Snoozing and Daily Reminder Call options are prompted only if these features are available for the mailbox 144 EZ Voice User Manual If you press 2 the current reminder call is deleted In case of multiple reminder calls you may move to the next or previous call by pressing 3 or 4 respectively or you may cancel the process by pressing 5 How to Snooze a Reminder Call When an administrative user receives a reminder call and picks up the call EZ Voice plays a specific reminder call greeting and asks the user to snooze the call as follows If You Want To Enable Snooze Press Any Key If you press any key EZ Voice will re send the reminder call after the certain interval of time specified by the user during reminder call setting But if the user hangs up the call without pressing any key EZ Voice treats the call as Accepted and stops further reminders Important Note If all the snooze attempts are over the reminder call directly goes to the administrative user s mailbox only if the user has recorded any reminder message 1 1 5 Read Read Messages If there is no Read message the op
67. eetings for different timings which are played only during the specified time intervals For example Good Morning as morning greeting Good Afternoon as afternoon greeting Good evening as evening greeting and so on If this feature is not enabled the default greeting is played 6 Messages play order This feature allows the user to set the messages read order as First Mail First Play or First Mail Last Play 7 Allow to change password Allows to change mailbox password 8 Allow recording name This feature let s the user record his her name which is played when a call is 42 EZ Voice User Manual transferred to his her extension If the name is not recorded user s mailbox number is played as default 9 Personal mailbox distribution lists This allows the user to have his her own distribution lists For more details see Personal Distribution List 10 Set Wakeup Reminder call This feature allows user to set Wakeup Reminder call for his her mailbox For Guest mailbox users it is considered as Wakeup call and for other mailbox users like Administrators it is considered as Reminder call Once this feature is enabled it automatically enables users to set following two features 1 Set snooze Allows user to specify snooze interval 2 Set daily Wakeup Reminder call Allows user to set Daily Wakeup Reminder call 2 4 List of All Mailboxes Extensions This form lists all
68. eneral mailbox refers to another mailbox for storing mails amp other options You may select the line number amp a reference mailbox while creating a general mailbox 3 No Mailbox Creates extensions without mailboxes 35 EZ Voice User Manual 4 Operator Extension Creates an operator extension amp a mailbox for each of the operator extensions Operator Extension may be of Two Types 1 Day Operator Extension 2 Night Operator Extension 5 Fax Extension Creates extensions which are used for sending faxes Not available while creating multiple mailboxes 6 Template Mailbox Mailbox features and other setups for the newly created mailboxes are copied from this template mailbox 7 Primary Extension Number Enter primary extension number to create delete This Extension is considered as a Master Extension 8 Secondary Extensions Two or more Extensions may be Paired with the Primary extension or Master Extension These extensions are called Secondary Extensions or Paired Extensions Note Messages may be retrieved using either the Primary or any of the Secondary Extensions 9 Display Summary Displays the summary of the operation creation or deletion of mailboxes in a window 2 1 2 Create Delete Multiple Mailboxes The user may create a range of Mailboxes at a time under this option 36 EZ Voice User Manual Create Delete Mailboxes 2 xi Single mailbox Multiple mailboxes
69. er 1 or 2 stop bits Parity Bits Select the parity bit It may be either None Even or Odd Handshaking Handshaking may be either None RTS Xon Xoff or RTS CTS Xon Xoff Baud Rate This is the speed at which the computer communicates with the serial port This may be 300 600 1200 2400 4800 9600 19200 38400 57600 or 115200 baud Bits per second RTS Enable Enable Disable as per your requirement DTR Enable Enable Disable as per your requirement Data Transmission Protocol Following are the default values required for Data transmission protocol Enquiry 5 05 Hex Acknowledgement 6 06 Hex No Acknowledgement 21 15 Hex Start Transmission 2 02 Hex End Transmission 3 03 Hex ACK NAK Enabled If this option is enabled the PMS system first sends an ENQ character and waits for an ACK back from EZ Voice then sends the data string and waits for an ACK to be sent by EZ Voice If the 25 EZ Voice User Manual ACK NAK is disabled the PMS blindly sends the data string and assumes that the EZ Voice has received the string properly Maximum NAK Retries This is the number of times the Update 1 6 PMS Setup PMS system will retry to send the strings to the EZ Voice in case it does not receive any acknowledgement from EZ Voice This button allows you to save the current configuration How to make EZ Voice compatible with new PMS EZ Voice is compatible with several PMS systems c
70. er key except 1 EZ Voice creates a temporary mailbox and stores the restored messages in that temporary mailbox Once the messages are restored the Administrator may connect the guest to the temporary mailbox so that he she may review his her messages 135 EZ Voice User Manual 4 7 5 Unlock Locked Mailbox When a user retrieves his her messages the mailbox gets locked to prevent access from any other user During that time if any unexpected errors like line drop etc occur this mailbox remains in a locked state and as a result it does not allow the user to login next time To overcome this problem Unlock Mailbox feature has been provided After you press 5 to enter this option EZ Voice asks you to dial a mailbox number that you want to unlock Once you dial the number EZ Voice checks for the validity of the mailbox If it is valid EZ Voice prompts with Mailbox Is Unlocked The user may then access his her mailbox normally like before 136 EZ Voice User Manual Section 3 Mailbox Users Guide Figure 21 is a graphical representation of the EZ Voice touch tone options which guide the mailbox users through various options exclusively provided for the mailbox users For more details on individual options please refer the corresponding topic numbers as labeled in the figure This part of the touch tone programming has two options They are 1 Retrieve Messages and Other Options 2 Leaving Message To Ot
71. ered on the selected port s 79 EZ Voice User Manual Line Port Problem Select the EZ Voice ports for which an alert is to be sent to your vendor if any problem is encountered on the selected port s For example In the above picture you may see Line Line2 are selected So EZ Voice will monitor only those two lines and report to the vendor if it encounters any problem on those two ports To add a Line Port select the particular line from the list of all the available lines and click the Add button To remove a line from the list of selected lines select the particular line you wish to remove and click the Delete button Vendor Alert Duration EZ Voice will send the alert to the vendor after the specified duration Hours For example In the above picture you may see the duration is 12 hours That means EZ Voice will monitor all the selected serial port s and EZ Voice Line s Port s for 12 hours and if it encounters any problems during that interval it will alert the vendor after every 12 hours If there is no problem at all it will not send any alert Disable Monitoring On If your organization is closed on weekend days Saturday amp Sunday you may either select Saturday or Sunday or both so that EZ Voice stops monitoring the lines and serial ports on selected day s 5 6 User Administration This allows you to create delete users with a different set of access permissions 80 EZ Voice User Manual
72. eup call time out Ea Seconds Wakeup call snooze limit a Maximum Password Length ic digits Board type EL Analog The following options are available Remote Modem access If this feature is enabled Tech Support personnel may access the EZ Voice system remotely 55 EZ Voice User Manual through the Dial Up connection using the Modem present in the system for remote maintenance This option will only be enabled if the Operating System is Windows 98 or Millennium Edition In order to enable this feature check or enable the Make modem shared to access remotely option and select the modem from the drop down box which is installed as shown in the above figure in your system But before all these you must install the Dial Up Server If the Operating System is Windows NT 2000 XP the Make modem shared to access remotely option is always disabled In this case to establish a remote Dial Up connection you must configure an Incoming Connection from windows Network and Dial Up Connections option and most importantly you need to give permission to a particular user who may remotely login to the system through Dial Up Modem connection Pager Notification String This feature is used for the automated pager messaging You must specify a numeric string here For example 99999 Whenever a message is left in a user s mailbox the EZ Voice System sends this numerical string to the corresponding
73. file to overwrite Fien ame To record a voice Prompt Greeting follow the steps as given below 1 Select Call Extension option from Other Options in the main menu After the Call Extension dialog box appears specify the Extension number from where you will be doing the recording and click the Connect button When the extension rings answer the call and say Hello If it is connected a Message box appears saying You are connected to EZ Voice Note Do not Hang Up until you finish Recording 2 Now in the Record File Dialog Box shown above specify a File name for the prompt to be recorded and click the Record Button shown above Follow the steps prompted by EZ Voice to Record Prompts Greetings Note After you finish recording go to Other Options in Main Menu without Keeping your receiver down Select Hangup to disconnect the call 84 EZ Voice User Manual 6 2 Hang up Disconnects you from the EZ Voice 6 3 Company Information 3 Company Info i x Company name ae C Hotel Address1 a1 st Street Address2 Langford Road i amp E Cancel This contains the Organization s name and address of the EZ Voice software licensee After the EZ Voice software is installed this name and address appears on the startup screen 6 4 Change Background Color This allows you to change the background color of the main window with standard windows background colors
74. gramming 1 0 System Programming The sub menus under System Programming are 1 2 Voicemail Port Configuration Greetings 2 1 Main Greetings Setup 2 2 General Holidays Greetings 2 3 Weekly Holidays Greetings Single Digit Dialing Plan Directory Services PMS Communication Port Setup PMS Setup PBX Model Message Waiting Lamp Setup Fax amp Information Service Setup Stop EZ Voice Restart EZ Voice Shut Down The System Exit Setup 12 EZ Voice User Manual 1 1 Voicemail Port Configuration Defines the Line starting parameters of the EZ Voice Yoicemail Port Configuration F 21 x Line number X X M Apnlt far all res ee ee m Dff hook to message ae se delay Secs Wait time to digits b Transfer type Primary extension gt E length Secondary extension length m m Edit Delete Cose Help Line Number EZ Voice port number The line number for which the parameters are being defined Rings to Pickup Number of rings after which the caller gets connected to the EZ Voice Wait time to digits Time to get the digits from user Off Hook to message delay in Seconds Number of seconds to wait after going Off hook and before the main greeting begins playing Some PBX systems may require longer delay periods than the others Hence if this value is too short the caller may miss the first few words of the main greeting 13 EZ Voice User Manual Apply Fo
75. greetings Note Only Line numbers which are defined in Line Start Parameters will be displayed 15 EZ Voice User Manual Main Greetings Night Greetings Working Hours Default Greetings Apply For All Lines The welcome greeting file name for the line s You may enter or browse amp select the file name The welcome greeting that is played after Office hours Defines the Working Hours Duration Defines default greetings at all times for all lines Applies the same setup greetings amp their timings for all other lines also Play Working Hours with After Office Hours 1 2 2 Greeting timings Greeting file name Greeting Start End time Greeting Informs callers about Working Hours and then plays the After Office Hours greeting if Callers call after the Office has closed for the day Time Basis Greeting Setup Already defined prompts timings are displayed here Select one of these to edit delete Select Enter file name to play during the specified time amp line Time during which the specified prompt is played Time in HH MM format 16 FZ Voice User Manual 1 2 3 General Holiday s greetings definition This allows you to define General Holidays throughout the Year General Holiday Greetings x Description Christmas greeting Holiday date 1272572002 J File to play ChristmasGreet vox a m I _ Date File to play Descripti 12 25 2002
76. gs Re record Wakeup Call Greeting Re record Default Greeting Figure 12 108 EZ Voice User Manual 2 2 1 Re Record Business amp after business hours Greeting After you press 1 EZ Voice prompts you to enter the line number for which you want to record main greeting First the current existing main greeting is played and after that the system prompts you to re record the main Business Hours Greeting as follows Start Recording After The Beep Press Any Key To Stop Recording Start recording the greeting after the beep After you finish recording EZ Voice will list you the following options To Save Press 1 To Re Record Press 2 Press Any Other Key To Cancel Once the Business Hour Greeting is recorded EZ Voice plays the current After Business Hours Greeting next and gives you the following options To Re Record The After Business Hours Greeting Press1 To Set the After Business Hours Greeting Same As The Business Hours Greeting Press 2 Press Any other Key To Cancel Now you may re record the greeting and save by pressing 1 For recording the greeting EZ Voice guides you through the same steps as for the Business Hours Greeting recording Here if you don t like to have a separate greeting for after Business Hours EZ Voice gives you the option to set the After Business Hours Greeting same as the Business Hours Greeting Press 2 to set the After Business Hours Greeting same as the Business
77. he EZ Voice system calls the Guest room and plays the Wake up greeting The guest may answer the call or if he uses the Snooze option the system will call back again after 5 minutes After 3 snoozes the wake up call is abandoned and the system prints out an error message The wake up call may be set for the same time every day 3 3 PMS Integration The Guest rooms may be automatically Checked In Checked Out or Move Rooms when the EZ Voice system is interfaced with the Hotel s PMS The EZ Voice supports most industry standard PMS interfaces Refer Sections 1 5 and 1 6 for details on how to set up the PMS port and how to define a new PMS type 3 4 Restore Deleted Messages Usually when a guest checks out from the hotel room his her mailbox and all its messages are deleted But sometimes some guests who had checked out of the Hotel may ask for some important messages which they had received during their stay at the hotel In such situations messages of a particular guest may be restored within a certain time limit after the guest checks out This time limit is programmable The default value is 30 days After this period the messages 50 FZ Voice User Manual are permanently deleted and cannot be recovered Please refer Auto System Maintenance section for more details s Restore Deleted Messages x Mailbox number 315 S Start time i Month ue H Day oi gt Time jos Pe End time iN Month June Da fos z
78. her Extensions As shown in Figure 21 press either or while the Main Greeting is being played If you press you will be asked to enter your mailbox number followed by the password and if that is confirmed you ll be taken to Retrieve Message amp Other Options or if you press you will be given the choice to leave a message for someone The Retrieve Message amp Other Options and Leaving Message are explained further below In a Hotel if a Guest uses the speed dial key provided on the room phone to access the Mailbox the Main greeting and the Mailbox number amp password prompts are skipped and the Guest directly hears the prompt giving details of the New Read Saved messages 1 0 Retrieve Message amp Other Options This part of touch tone programming allows the staff in an Office or the guests in a Hotel to retrieve messages from their mailboxes A message may be either a new message or a read message or a saved message There are different options for the administrative staff users and guests as shown in Figure 21 and Figure 22 137 Section 3 Mailbox Users Guide Plays 0 Main Greeting At main At main E peh E pee greeting press N greeting press Call from Admin Or Guest Admin Enter Password Admin amp Guest tLe Valid Password Retrieve Message amp Other Options Figure 21 EZ Voice User Manual 1 1 TOUCHTONE OPTIONS FOR ADMIN USERS Retrieve Message amp
79. ial area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense You are cautioned that any changes or modifications not expressly approved in this manual could void your authority to operate this equipment The EZ Voice system may be connected directly to the Central Office CO lines It may be necessary to notify the local telephone company that an FCC registered device will be connected to the telephone line and also provide the following information to the telephone company The telephone number of the lines connected to the EZ Voice system The type of connector used USOC RJ11 or RJ14 modular jacks FCC Registration number Ringer equivalence number REN Service Information In the event of equipment malfunction customers should contact the Dealer from whom EZ Voice was purchased or EZ Advantage Corp if the EZ Voice was purchased directly from the company EZ Advantage Corp 221 Broad Street Milford CT 06460 U S A 170
80. ide of the window Once you click the New button it allows you to select the extension number to be added to the distribution list and the captions of the New and Edit buttons are 46 Edit EZ Voice User Manual changed to Save and Cancel respectively Now if you click on the Save button the member is added to the distribution list You may cancel the operation by clicking the Cancel button In either case Save or Cancel the caption of the above mentioned buttons are changed back to New and Edit respectively Allows you to change the member extension number Delete Removes the selected member from the distribution List 2 8 Mailbox Template Class of Service Creates template mailboxes which are used while creating mailboxes Newly created mailboxes use the setups defined in the template mailboxes by Mailbox Templates Class Of Service iz E 21x Mailbox features Template name Admin Template Template details i M Follow me ie M Do not disturb Template prompt sdminT emplate vox i S rine pi T Default voice mail ME M Change mailbox password eZ IV Set the mailbox greetings option Other mailbox options Time to pickup Secs fi 5 M Set wakeup reminder call Maximum message length Mins g Minimum message length Secs fe a IV Set time basis greetings IV Play date amp time while playing messages IV Personal d
81. ime The Time at which the EZ Voice System automatically shows the Wakeup Call Report on the screen and gives the user an option to print the report 5 3 Perform System Maintenance Lets you manually perform System Maintenance task as defined in the Auto system maintenance setup 5 4 Quick Setup Wizard This wizard takes you through 8 different steps for a quick and complete installation of EZ Voice Each step requires a different set of parameters that you must provide to proceed to next step The steps are 1 System Date amp Time Setup 2 Voice Board PBX Setup 3 Auto Attendant Setup 1 EZ Voice Port Settings 2 PBX Settings amp Operator Access Key Greetings Setup Mailbox Setup Printer Email Fax Setup Vendor Alert Setup PMS Setup oxo gt You may move to the next step by clicking Next button and to move backward click on Back button Once you have completed all the steps click the Finish button to complete Quick Setup 5 4 1 System Date amp Time Setup 64 EZ Voice User Manual This step allows you to set the Date amp Time of your EZ Voice System ie Quick Setup Wizard Setup Activity Monitor System Date amp Time ONS Analog Or COV Digital Auto Attendant Change Date Time amp Time Zone Settings Click this button to pop up the System Date Time property dialog box Select the appropriate Date amp Time and Time Zone Setting for your location Changes will be saved automati
82. ingly Warning When a Mailbox is deleted all messages personal greetings and all other mailbox related settings would be lost Please check for important messages before deleting 98 EZ Voice User Manual 1 4 1 Delete Mailbox Extensions After you press 1 to delete Normal Mailbox Extensions you will be prompted to enter your choice for single deletion and multiple deletions To Delete Single Extension Press 1 To Delete Multiple Extensions Press 2 After you enter your choice EZ Voice prompts you to enter the extension or the range of the extensions to be deleted Once you enter the extension s EZ Voice prompts you for confirmation before deleting To Delete Press 1 To Cancel Press 2 After your confirmation it will verify whether the mailbox s are being referred by any other mailboxes extensions or not If not EZ Voice deletes the mailboxes But if it is being referred by other mailboxes extensions it will take you through further confirmation for greater security The EZ Voice will prompt you the following options To Delete All The Reference Extensions Of The Mailbox Press 1 To Change The Reference Of Extensions To Another Mailbox Press 2 To Change The Reference Of Extensions To Extension Without Mailbox Press 3 To Cancel Deletion Of The Mailbox Press 4 Now you may delete any mailbox and all its reference extensions by pressing 1 or you may change the reference to other mailbox extension without
83. ion n se 43 2 6 Secondary Extensions Information ccccccceccecesseeteeieesetseeneens 44 2 7 Personal Distribution Lists oeenn 45 2 8 Mailbox Template Class of Service ocen 47 3 0 HOTEL FRATURES lt 2sschscs sectseisenapsesdqnciseiaentaaeiaezedegidevinsesteeches eetve 49 3 1 Check In Check Out ossis 49 3 2 Wake up calls eceecsccssccseesceseecseeecnseesceseeseeecueeeecnsseeeesetseeaeeneeats 50 3 3 PMS Integration cccccceccccccceccceseeeesseeeeeeeeesecessceecseeseeneeneeens 50 3 4 Restore Deleted Messages ccccceccseseeseteenseesensetseeeteeeenees 50 4 0 REPORTE eesi ii sen eree PEE EEn EE EEEE igevthaess ences ilevibessleetbes ents 52 4 1 Guest Mailbox Report 52 4 2 Wakeup Call Report 53 5 0 SYSTEM SETUP sesers ieee esur cas vscndkauestoteuessabccdgsscovtatentadeiersteagenes 54 5 1 System Admin Setup cccccccccsccesesscesesseesecneesecnseesceeeeeseeneeeeens 54 5 2 Auto System Maintenance Setup oos 62 5 3 Perform System Maintenance sss 64 5 4 Quick Setup Wizard iisskossen onina 64 3 EZ Voice User Manual 5 5 Failure Alert Setup nicieni ieina ia i 78 5 6 User Administrationresecc docdcsisete adocieviin ineen eir n 80 6 0 OTHER OPTIONS ssi svesedsse crests eo eeehe nEn SESER E EREA ERAR AS 82 6 1 Call EXtension vec inn naina ion eae he a 82 6 2 Hane ce cehsc soci ee eda a E E E ETER 85 6 3 Company Information ereere 85 6 4 Change Background Color o e 85 7 0 THELP 2905 sceuietsasendbontaras cadet sita
84. ions and their Mailboxes You may even pair optional more than one maximum 2 extensions with a Primary extension You are given the option to create both single extension pair and a range of extension pairs 173 FZ Voice User Manual te Quick Setup Wizard Setup Activity Monitor System Date amp Time ONS Analog Or COV Digital v Auto Attendant Greetings Setup ilbox Setup Fax E mail Setup If you click the Mailbox Setup button the mailbox creation dialog box appears as follows Create Extensions Mailboxes Guest Template I EZ Voice User Manual This allows you to create all necessary Primary extensions and their Mailboxes You may even pair optional 1 or 2 maximum extensions with a Primary extension where a primary extension is considered to be the Master extension and the paired extensions are considered to be Secondary extensions You may create a single extension pair or a range of extension pairs Single Mailbox Creation To create a single mailbox you must select a class of service or template for the mailbox to be created A Class of Service is a set of features which will be copied to the newly created mailboxes Once you select a Class of Service enter a primary extension number that you want to create and specify the secondary extension number s to be paired
85. istribution lists Members limit 5 IV Message play order First Mail First Play IV Snooze wakeup reminder call IV Set daily wakeup reminder call Cancel Delete Eise Help Template Name Name given to the template 47 EZ Voice User Manual Note Template is a collection of mailbox features that is shown on the right side of the above picture Template Prompt The file name to play the Template name This prompt is used for creating mailboxes remotely Default First message Mailboxes created with this template will have this file as their first new unread EZ Voice message Time to pickup Defines the duration in seconds after which the user will be taken to the EZ Voice Leave a message menu when there is no answer from the extension Ideally it should be 15 seconds 5 rings Maximum Message Length This is the Maximum Duration in Minutes a caller is allowed while recording a message After the maximum duration is exceeded the recording is terminated Minimum Message Length This is the Minimum Duration in Seconds a caller must record while leaving a message A Message with less duration than the Minimum Message Length will not be saved Features For mailbox features please refer Mailbox Features discussed earlier in this session Note If an existing template is changed or modified the changes will be applied to all the mailboxes created with the same templa
86. king this button pops up the following dialog box 67 EZ Voice User Manual Modem Diagnosis Comm Port Extension No CommPort1 331 6 Status p ialing 3316 Cancel Rscessesssssssscsssesseeseeed You must call a valid extension through your modem to test the modem The above dialog box allows you to do that Select the free Com Port available in your system enter a valid extension number click on the Dial button and the extension is dialed through your modem If the modem dials successfully the status will show Modem check OK If there is no Dial Tone or if there is some other error the error is shown in the status box Board Type Select the Type of the Voice Board Analog or Digital installed in your system Note Digital board type is only applied if you are using MITEL D 42 SX board PBX Model Select the PBX type and model installed at your location You may also setup Message Waiting Lamp settings for the selected PBX model by clicking the PBX Settings button It will take you to the Message Waiting Lamp Setup dialog box Test Message Waiting Lamp Select the PBX model and the Message Waiting Lamp Enable Disable Command strings for the particular PBX model appear automatically in the window Now enter a valid extension for which you want to Enable Disable the Message Waiting Lamp and Click on 68 EZ Voice User Manual Enable The Message W
87. l Setup Time taken by PBX 600 Milliseconds to dial extension a Vendor Details PMS Setup Operator access key E IV To access the operator dial 315 lt lt Back a PBX Parameters Hook Flash Time Pause Time Time taken by PBX to dial an extension The value of these parameters depends on the PBX and in most cases these values are programmable in the PBX Set these parameters according to the requirement of the PBX Operator Access Key This is the single digit to be dialed for reaching the operator This digit should be between 0 and 9 To Access The Operator Dial In the Integrated Mode Blind Mode if an Operator Console is available tick this box Then the Operator access digit that you have programmed will appear in the box on the right hand side Now if a call is 71 EZ Voice User Manual to be transferred to the operator the EZ Voice dials the programmed Operator access digit In some cases the EZ Voice is required to dial a separate number instead of the Operator access digit to transfer the call to the operator In such a case you may specify that number by editing the default digit displayed in the rightmost box For example assume the operator access digit you want to program is 0 and the actual number to be dialed to reach the operator is 315 Then program the Operator access digit as 0 Then tick the box labeled To access the operator dial By default O a
88. labeled To access the operator dial By default O appears in the box on the right side Replace 0 with 315 Now if the caller dials 0 to access the operator the EZ Voice will internally dial 315 to transfer the call If there is no Operator Console leave this box un ticked In this case the Operator extension s for each line must be defined To create Operator extension refer Create Delete Mailboxes Company Directory Access Digit The digit to be dialed to directly access the Company Directory Service Fax amp Information Service Access Digit The digit to be dialed to reach the Fax amp Information Service Note The same key may not be specified for more than one option Single Main Greeting If Single Digit Plan Greetings are included in the Main Greeting check this option and specify the extension number for the respective department for each digit programmed in the Single Digit Plan If separate Main Greeting and Single Digit Plan Greetings are desired uncheck Single Main Greeting option and then program different greetings and extensions for each individual department Digit to dial This digit is used to select the department defined in single digit plan 20 EZ Voice User Manual Department greeting file File name used play the department file name ti This button allows you to play the department greeting file Sl Allows to select browse a voice file from the list Extensions De
89. lect the string sent by the PMS Select Check Out String option as String Type From Box 4 select the portion of the string indicating Check Out string and click the Set button Now from Box 5 select the portion of the string indicating Room No and click the Set button Final string appears in Box 2 Repeat the above procedure for Room Move Select Room Move String Option and select the portion of the string from Box 4 indicating Room Moving string and click on Set button 27 FZ Voice User Manual Selected portion of the string appears in Box 5 From Box 5 first select the From Room Number portion of the string and click the Set button Once again select the To Room Number portion of the string and again click the Set button Now the final Room Move string appears in Box 3 Loop Back Test This is used to confirm whether the EZ Voice recognizes the new PMS strings or not To test enter the Check In Check Out Room Move strings in Box 6 and click the Send button If EZ Voice recognizes these strings it will appear as incoming string in Box 4 Note Before testing Loop Back Test you must configure two serial ports one for the PMS output and the other one for EZ Voice input Connect these two ports using the same serial cable Now enter the string you want to send in Box 6 click the Send button and the EZ Voice sends the strings to itself 1 7 PBX Models This allows you to change the PBX type on
90. lete Close This button allows you to define the extension numbers and the order in which they should ring when the department is selected For more information refer Single Digit Plan Extensions discussed at the end of this chapter Removes the department at the cursor position Single click on the file name to select before deleting Saves the details and ends Single Digit Plan Programming 1 3 1 Single Digit Plan Extensions Define the single digit plan extensions Extension numbers which will be dialed when the corresponding department is selected The extensions are tried in the order in which they are entered in the list 21 EZ Voice User Manual Single Digit Plan Extensions om zjx Extension number Close Th Cancel Help Extension Number Enter the extension number to be added here amp select ADD button Extension numbers Select one of the extension numbers to delete Add Adds the extension number entered in the text box to the list of extensions already present Delete Removes the selected extension number Move Up Moves the extension up in the list amp increases the priority of the extension Move Down Moves the extension down in the list amp decreases the priority of the extension 1 4 Directory Services This allows you to define various departments and employees belonging to each department in a company or organization Once the directory is defi
91. lete FAX Extensions Press 5 to delete the FAX Extensions Here again select the line number to which the extension belongs The rest of the steps are same as General Mailbox Deletion or Extension with No Mailbox deletion Enter your choice of Single Or Multiple Extension deletion enter the extension or range of extensions accordingly and confirm EZ Voice to delete the extension s 1 4 6 Delete Secondary Extensions Press 6 to delete Secondary extension s After pressing 6 you ll be prompted to enter your choice for deleting a single secondary extension or multiple secondary extensions To Delete Single Extension Press 1 To Delete Multiple Extension Press 2 If you select 1 you ll be prompted to enter the secondary extension to be deleted or if you select 2 you ll be prompted to enter the range of secondary extensions Extn No From amp Extn No To to be deleted Once you enter the extension s EZ Voice prompts for your confirmation To Confirm Press 1 Press Any Other Key To Cancel Once you confirm EZ Voice deletes the specified extension s 1 5 Global Mailbox Options The Global Mailbox Options are the settings that affect all the Mailboxes in the system After you press 5 to Set Global Mailbox Options EZ Voice prompts you with the following options To Set Number Of Digits In A Mailbox Number Press 1 101 EZ Voice User Manual To Set Days Until New Message Purge Press 2 To Set Days Until Read Message P
92. llows the callers to select a department with a single digit press as shown below Up to 9 departments may be defined f Single Digit Dialing Plan 21x Q Operator access digit fo IV To access the operator dial 315 4 J I Single Main Greeting Digit D ae Digit caer to dial ept Greeting file Play Browse Extn ig gal Dept Greeting file Play Browse Extn 0 i ip ie Extension 5 LOOO Hil eI Extensions C de lt e a a el il lee 7 bi ii Operator Access Digit If this digit is pressed while the Main greeting is being played the call is transferred to the operator Any digit between 0 and 9 may be programmed as the Operator Access Digit To Access The Operator Dial Tick this box if an Operator Console is available and the mode of transfer is Integrated Mode Blind Mode The Operator access digit appears in the box on the right hand side Now if a call is to be transferred to the operator the EZ Voice will blindly dial the Operator access digit If the EZ Voice has to dial a separate number instead of the Operator access digit to transfer 19 EZ Voice User Manual the call to the operator you may specify that number by editing the default digit displayed in the rightmost box For example if the operator access digit to be programmed is 0 and the actual number to be dialed to reach the operator is 315 set the Operator access digit to O and tick the box
93. loyee Department then select New button 1 5 PMS Communication Port Setup Used only when installed in a Hotel This allows you to configure the PMS settings for interface to the Property s PMS system PMS Communication Port Setup 3 x Communication Route Data bits PMS System v C7 None Stop bits Data transmission protocol P Redirect PMS dat O edirec lata eai C2 naay B Comm port Parity bits Acknowledgement fe 2 Com 2 ams None No acknowledgement 21 Camz Gone a Cc C Coma C Gonz Even Start transmission 2 Comd Gone C Odd aa i End transmission E Handshaking ___________ Baud rate Ne y 3600 P ACK NAK enable I RTS enable Q y Maximum NAK retries 0 E DTR enable Help os Communication Route The default direction is PMS to EZ Voice If you want to re send this PMS data to another device or system enable Redirect PMS Data and choose the appropriate port to output the data PMS System Com port The EZ Voice System supports several PMS systems Select the PMS installed at that property from the list Select the communication port for connecting to the unit Communication 24 FZ Voice User Manual ports 1 8 are displayed Currently available free COM ports are enabled The ports which are currently not accessible are disabled Data Bits May be either 7 data bits or 8 data bits Stop Bits Stop bits may be eith
94. ly and go back to the main Global Mailbox Options menu 1 5 2 Set The Days Until New Message Purge This setting determines the number of days for which New and Saved messages remain in the EZ Voice system before being purged or deleted This activity is required because there is a limited amount of recording space and time in the system Sometimes EZ Voice may run out of recording space if users do not delete their messages for a long time The same reason applies to the Read and Deleted messages also This feature automatically deletes any New messages older than the number of days specified in this setting This is a part of Auto System Maintenance that runs at predefined intervals of time This interval is also programmable After you press 2 to set the days until New message purge EZ Voice prompts you as follows Enter Days Until New Message Purge Once you enter the number of days EZ Voice prompts for your Confirmation and changes the settings accordingly as per your choice 104 EZ Voice User Manual 1 5 3 Set The Days Until Read Message Purge If you press 3 you ll be allowed to change the number of Days until Read message purge This is the number of days Read messages will remain in the system before being purged or deleted The procedure is identical to Set the days until New messages purge 1 5 4 Set The Days Until Deleted Message Purge If you press 4 you ll be allowed to change the number of days
95. meters is changed it s always recommended to restart the EZ Voice System for the changes to take effect 4 3 Programming System Monitoring Parameters 124 FZ Voice User Manual In any typical installation the EZ Voice System is expected to handle a lot of voice messages everyday and most of these messages are stored in the Hard Disk of the system But there is always a limitation for disk space beyond which your system will not be able to store the messages Hence a certain amount of free disk space must be available always in the system in order that the EZ Voice system functions properly System Monitoring is an automatic routine which keeps track of the free disk space available in your system all the time and whenever it goes below a certain level it gives you a warning about the fact In this part of touch tone programming EZ Voice allows you to specify the minimum free disk space limit which is an important parameter used in System Monitoring Free System Disk Space In Mega Bytes Total amount of free hard disk space available below which the system should generate a warning Administrator s Extension This is the extension in which a warning will be sent to the Administrator when the free disk space goes below the warning level Warning Duration This is the duration or interval for sending the warning to the Administrator repeatedly as long as the disk space remains below the warning level In this
96. minder message stating the event you want to be reminded about This facility is available only to administrative staff mailbox users After you press 4 to set reminder call EZ Voice checks whether this feature is available to you or not If not EZ Voice responds with This Feature Is Not Available For The Mailbox But if the feature is available to you EZ Voice prompts the following menu options To Set Reminder Press 1 To Edit Or Delete Reminder Press 2 Set Reminder Call After you select 1 to set reminder call you are asked to enter the time in the form of hours and minutes 12 hours format Once you enter the hours and minutes EZ Voice asks for your confirmation whether the time you set is at daytime or at night If it s at daytime you must press 1 or if it s at night you need to press 2 After the time is set EZ Voice gives you another option to record a reminder message 142 FZ Voice User Manual If You Want To Record A Reminder Message Press 1 Press Any Other Key To Continue Now if you press any other key except 1 EZ Voice will set the reminder call without associating any message with the call In this case the default EZ Voice message is played when the reminder call is sent to you But if you press 1 EZ Voice responds with Start Recording After The Beep Press Any Key To Stop Recording Start recording the message after you hear a beep sound and follow the steps prompted by EZ Voice After
97. mit Determines the maximum members one may have in the distribution list 8 Maximum message length The maximum length of the message while recording in minutes 9 Minimum message length The minimum length of the message while recording in seconds 10 Time to pickup Defines the duration in seconds after which the user is transferred to the EZ Voice system if there is no answer from the extension Ideally it should be 15 seconds 5 rings 2 3 Mailbox Features Setup Displays allows to alter the features of any mailbox 40 EZ Voice User Manual Mailbox Features SS 21x Extension Number 315 3 jas E D Mailbox Template admin Template Cancel Help Mailbox features IV Messages play order V Do not disturb IV Change mailbox password JV Play date amp time while playing messages V Record name MV Set mailbox greeting JV Personal mailbox distribution lists IV Set time basis greetings IV Set wakeup reminder call IV Snooze wakeup reminder call MV Daily wakeup reminder call Extension Number Before setting the mailbox features you must select a mailbox number Mailboxes may have different set of features individually Mailbox Template Once you select an Extension number from the Extension Number list the name of the Template to which the selected extension number belongs is displayed Available features These options may be Enabled Disabled by Checking Un checking the o
98. n Mailbox owner s name recording option Do not disturb option Call screening Message waiting acknowledgement by phone by page by email Date amp time stamp for messages Auto fax homing Message retrieval order FIFO LIFO Company Directory Distribution Lists Extension Pairing Fax back Information Service Wakeup Reminder Call Settings Automatic Vendor Alert Hotel Features o Check In Out Room Change Guest Welcome greeting on Check in Wake up calls with snooze Undelete Guest calls up to 30 days after Check Out o PMS Interface Oo 0 0 0 FZ Voice User Manual e Remote programming through modem Remote trouble shooting through Modem or Net meeting Automatic station log on Remote message access through email Error log Extensive Reports Quick Set up for Installers EZ VOICE AUTO ATTENDANT OVERVIEW EZ Voice is a reliable efficient and extremely user friendly Voice Mail System which allows the callers or customers or staff to communicate with each other round the clock The latest computer based telephony technologies as well as the robust and reliable software used in the EZ Voice make it an invaluable part of the present day communication system in any Business environment or Hotels and Motels EZ Voice is highly customizable according to the user s needs The following is an overall illustration of the Auto Attendant section of the EZ Voice system EZ Voice User Manual Thank you for a calling XYZ Company
99. n greeting which says for example Press 3 for Directions and if the caller presses 3 to access the Fax back amp Audiotex Service EZ Voice moves to the next level and plays If you are coming from I95 press 1 and then moves to next sub level and plays To receive fax for direction press 1 and again in the next sub level it says For information press 2 and finally it reaches the last sub level 112 FZ Voice User Manual I95 directions to inform the caller about the directions At this moment if the caller presses 1 to receive Fax the system will ask for the fax number and then fax the document containing the direction map to the caller And if user presses 2 for information the corresponding prompt is played giving the directions verbally This procedure is repeated for every level and their sub levels How to create a Fax amp Information Tree or Structure In the main menu press 1 to enter Fax back programming EZ Voice plays the current level prompt if already created and gives the options to create delete edit and replay the prompts and their sub level prompts and to browse through each and every level and their sub levels The Options are To Add A New Prompt In The Current Level Press 1 To Edit The Current Prompt Press 2 To Delete The Current Prompt Press 3 To Replay The Current Prompt Press 4 To Move To The Next Prompt Press 5 To Move To The Previous Prompt Press 6 To Move To
100. ned EZ Voice allows the callers to find extension numbers by dialing the first few letters of the person s name or by listening to a list of names The callers may even direct their calls when they don t know the extension number of the person they are looking for 22 EZ Voice User Manual Directory Services Ez xy Adding new Department details Department name SoftwareDepartment vox Erik Nicolson File to play department amp Alistair Peterson Department key fi Hel E Sales s o Mark Robinson New Edit Delete Bo Close Charles Babe Employee details of Software Reo Numeric keypad digits Adam Mirho First name 56467 Tom Medle Last name 748 Extension number File to play the name CUS ie New Allows you to define a new employee or department Edit Allows you to modify details of employee or department Delete Removes the employee or a department amp all its employees Moves an employee from one department to another department Allows you to play the voice file which prompts the Department Employee name Sl Allows to select browse a voice file from the list Note 1 To delete or edit any employee or department select the same from the list displayed on the left side of the window 23 EZ Voice User Manual 2 To define another employee for the same department select the existing Emp
101. nfirmation as stated earlier 1 2 1 Create Normal Mailbox Figure 3 1 2 2 Create General Mailbox Extensions Figure 4 1 2 3 Create Operator Extensions Figure 5 1 2 4 Create Extensions Only Figure 6 1 2 5 Create FAX Extensions Figure 7 92 1 2 1 Create Normal Mailbox Press 1 to enter Normal Mailhox creation To create Single To create Multiple 2 Mailhnx Press 1 E Mailhox Press 2 oe saa Enter Range of To Extension Number Extn From amp Extn To af To Confirm T2 To Cancel E Creation Press Creation Press 2 Select a Mailbox Template To Select Current Move To Next Move To Previous To Cancel Press 4 Template Press 1 Template Press 2 Template Press 3 Mailbox s Enter First EJ a Or Secondary Extension Enter Second Secondary Extension Mailbox s Created Figure 3 1 2 2 Create General Mailbox Extensions E Press 2 to enter General Mailbox Extn creation To create Multiple Extensions Press 2 To create Single Extension Press 1 naa LILI To Enter Range of Extension No Extn From amp Extn To To Cancel Extension Creation Press 2 To Confirm Extension Creation Press 1 Enter Reference Mailbox Number Is Mailbox Valid Extension s Created Extension s Creation Cancelled Figure 4 1 2 3 Create Operator Extensions Press 3 to enter Operator Extension Creation Select Operator Type
102. ns and Mailboxes The choices are To Create Mailboxes Press 1 To Create General Mailboxes Press 2 To Create Operator Extensions Press 3 To Create Extensions Only Press 4 To Create FAX Extensions Press 5 Add Mailbox Derived from Figure 1 1 2 Create Normal Mailboxes ome Create General Mailboxes Le Create Operator Extensions Create Secondary Extensions he Figure 2 The following types of Extensions and Mailboxes are possible in EZ Voice 90 EZ Voice User Manual Normal Mailbox Creates an extension with a mailbox having all the options to store retrieve forward the messages The Mailbox number is the same as the Extension number and the default password is also the same as the Extension number General Mailbox Creates extensions with a reference mailbox A general mailbox refers to another mailbox for storing mails amp other options You may select the line number and a reference mailbox while creating a general mailbox More than one extension may refer to a single mailbox Extension Only No Mailbox Creates extensions without mailboxes Operator Extension Creates an operator extension with a mailbox for each of the operator extensions Operator Extensions may be of two types 1 Day Operator Extension 2 Night Operator Extension Operator extensions are generally created when Fully Supervised Mode is used and may also be created for the Blind Transfer Mode when there is no Ope
103. nse Printer amp Fax Setup Administrator s options os A 4 Mogotyer GH Ea Administrator s extension 315 al Hp Warning to be sent every fos Hours 30 Minutes Administrator s time to 12 i 5 pick up call j2 econds IV E mail notification Here the available options are provided for the Administrator only Low Disk space Warning Specify the minimum free disk space in mega bytes When minimum free disk space goes 57 EZ Voice User Manual below the value specified above EZ Voice alerts the Administrator by playing the relevant message Administrator s Extension Specify the Extension number for alerting the Administrator whenever there is a low disk space warning Warning Interval for the Administrator The administrator will be given a Low Disk Space warning at the intervals specified here in hours and minutes Administrator s time to Pickup Call This is the duration in seconds within which the Administrator must pickup the call Note Time to pickup the call must be less than the No answer timeout value set in the PBX Email Notification Enable this option to have the EZ Voice system Email the messages to the Mailbox owners whenever they receive new messages in their mailboxes Messages may be normal messages for all users or may be an EZ Voice alert for the Administrator Note Before enabling Email Notification you must configure your Email Service Microsoft Outlook Express
104. o Attendant This step allows you to setup all details necessary to alert the EZ Voice vendor if any communication problems like Line problem or Serial communication problems occur in the EZ Voice system Click on the Vendor Alert Details button and the Failure Alert Setup dialog box pops up For more details refer Failure Alert Setup available under Other Options in the main menu 5 4 8 PMS Port Configuration TI EZ Voice User Manual 1E Quick Setup Wizard _ x Setup Activity Monitor F PMS Port Configuration w System Date amp Time fa ONS A amp nalog Or COV Digital Auto Attendant v Greetings Setup Mailbox Setup Printer Fax E mail Setup Click the button below to configure PMS communication parameters v Vendor Details PMS Setup PMS Port Configuration This step allows you to configure PMS the interface Press the PMS Port Configuration key to go to the PMS Communication Port Setup where you may specify all the necessary parameters For more details on the PMS Setup refer PMS Communication Port Setup available under the System Programming Options in the Main menu Click the Finish button to complete the Quick Setup 5 5 Failure Alert Setup This allows you to setup the Failure Alert settings When there is a problem in Serial communication or there is a Line Port problem EZ Voice sends an alert to the Vendor by E Mail or by Fax 78 EZ Voice User
105. o Play Next Message Press 44 To Play Previous Message Press 6 To Pause and Resume Press 7 To Play Date amp Time Stamp For Message Press 8 Press 44 to listen to next message or press 6 to listen to previous message You may also either delete the message permanently by pressing 1 or save the message by pressing 2 Press the other keys to perform the respective tasks listed above 1 2 2 Read Saved Messages If there are any Saved messages in the mailbox EZ Voice responds with To Read Saved Message Press 2 If there is no Saved message this part of the prompt is skipped After you press 2 to read Saved messages EZ Voice plays the first Saved message along with date and time stamp and gives you same set of options as you came across in earlier chapter refer 1 2 1 Press the corresponding key to perform the respective task as earlier 1 2 4 Set Wakeup Call 158 FZ Voice User Manual If you want EZ Voice to wake you up at any given point of time all you need to do is set the time at which you want to wake up After you press 4 to set wakeup call EZ Voice checks whether this feature is available to you or not If not EZ Voice responds with This Feature Is Not Available For The Mailbox But if the feature is available to you EZ Voice prompts the following menu options To Set Wakeup Press 1 To Edit Or Delete Wakeup Press 2 Set Wakeup Call After you select 1 to set wakeup call you are asked to en
106. o enter the new time in the form of Hours and Minutes 24 hours format Once you enter a valid time you are asked to press 1 to confirm the change or you may cancel the change by pressing 2 4 1 2 2 Change Maintenance Of Deleted Message 118 FZ Voice User Manual After you press 2 to change the maintenance of deleted messages EZ Voice system plays the current duration for Deleted Messages Deletion as follows Current Deleted Messages Deletion Duration Is lt n gt Days If Deleted Messages Deletion Option is enabled To Enable Disable Press 1 To Change The Duration Press 2 To Cancel Press 3 Now if Deleted Messages Deletion Option is enabled you may disable the option by pressing 1 or vice versa Note Current duration will be played only if Deleted Message Deletion Option is enabled If the option is not enabled EZ Voice considers the Deleted Message Deletion Duration to be 100 days by default To change the duration press 2 and then enter the duration in Days at the next prompt After entering a valid duration press 1 to confirm the change or cancel the change by pressing 2 You may also cancel the entire process by pressing 3 4 1 2 3 Change Maintenance Of Read Message Press 3 to edit the duration in days for Read Messages Deletion EZ Voice system plays the current duration for Read Messages Deletion if the option is enabled Now press 1 to enable Read Messages Deletion option if the option is dis
107. of sub levels But when you skip assigning a key to a particular prompt or branch a branch with no key programmed for it that is considered to be the final branch and further sub levels or sub branches are not allowed And also a Fax branch a branch associated with a Fax document is considered as a final branch which may not have a sub branch But unlike normal final branch with no Fax document attached a key may be assigned to or programmed for a Fax branch To edit replay or delete a prompt of any level in the Fax tree you must reach that particular level by pressing the corresponding keys to perform the operation 4 0 System Administration This part of the Touch Tone programming is meant for use by the System Administrator only At the Main menu of the 114 EZ Voice User Manual Touch Tone Programming press 4 to enter the System Administration In this section you may define various system related parameters and other settings necessary to make the EZ Voice System run properly Here the Administrator has the following options Programming Auto Maintenance Programming Port parameters Programming System Monitoring Parameters Set Single Digit Dialing Plan Set Administrator s Password Set System Date amp Time Miscellaneous Options Please refer Figure 1 for appropriate Section reference 4 1 Programming Auto Maintenance Parameters This is a Maintenance routine which deletes messages that have been st
108. om Moving and Restoring Deleted Messages etc In the Miscellaneous option main menu press 7 and the EZ Voice system plays all the available options for various features Refer Figure 20 for further details 131 EZ Voice User Manual Derived from Figure 1 Set Administrator s Password AA inn 15 Digits Both the Passwords are same Password Password Not Changed Changed Figure 18 132 EZ Voice User Manual Miscellaneous Derived from Figure 1 4 7 Options Guest check In 4 7 Guest Check Out 4 7 Room Moving 4 7 Undelete Deleted Message Unlock Locked Mailbox 4 7 Figure 20 In a Hotel when a new guest or customer arrives a new room is allocated to him her and also when a guest leaves a room it is cleaned and rearranged for the next guest To keep a tab of the rooms which are in use or vacant etc various PMS software or PMS devices are being used EZ Voice has some unique features which may perform some of the Hotel activities which are generally done by a PMS system 4 7 1 Guest Check In This is the first option given under the Miscellaneous option This allows you to check in any empty room whenever a new guest comes in After you press 1 EZ Voice prompts with 133 EZ Voice User Manual Enter Room Number After you enter a valid room number you will be prompted to confirm check in as follows To Confirm Check In Of lt entered room no gt
109. on comprises of the following sub menus 1 Create Delete Mailboxes 2 Mailbox Setup 3 Mailbox Features 4 List Of All Mailboxes 5 Extension Details 6 Paired Extensions Information 7 Personal Distribution Lists 8 Mailbox Templates Class Of Service 2 1 Create Delete Mailboxes Mailboxes and Extensions are very important in the EZ Voice System Mailboxes hold the messages of one or multiple extensions General Mailboxes and other personal user setups EZ Voice provides you the option to create both single and multiple mailboxes 1 Create Delete Single Mailboxes 2 Create Delete Multiple Mailboxes 2 1 1 Create Delete Single Mailboxes You may create or delete only one mailbox at a time under this option 34 EZ Voice User Manual Create Delete Mailboxes Multiple mailboxes Normal mailbox Reference mailbox 315 Extension C General mailbox Line number l Mailbox type C No mailbox Operator extension Fax extension Night operator Valid extensions Template mailbox Admin Template Primary extension e number m Secondary extension numbers J 1 z Operator type c Day operator Delete Close Help Extension Mailbox Types 1 Normal Mailbox Creates an extension amp mailbox which may have all the options amp store the messages 2 General Mailbox Creates extensions with a reference mailbox A g
110. on is selected EZ Voice prompts Welcome To The Mailbox Setup Tutorial and then plays the mailbox number EZ Voice then prompts the user for recording the name After the name is recorded EZ Voice prompts for recording the mailbox greeting Once the greeting is recorded it is set as the active mailbox greeting for that mailbox The next step is to set the mailbox password EZ Voice plays the default password and then prompts for the new password Once the new password is confirmed EZ Voice sets the new password as default mailbox password 2 0 Leave Message To Other Extensions This allows you to leave a message for other extensions Several options which are available to the Administrative users are not available to the Guests 2 1 Administrative Options 164 EZ Voice User Manual To leave a message for any particular extension or mailbox press while the main greeting is being played and the EZ Voice responds with Please Dial The Extension Number To Leave A Message Once you enter a valid extension number EZ Voice prompts you to record your message as follows Record Your Message After The Beep To Terminate Press Any Other Key If you record a message that is shorter than the minimum message length programmed for the mailbox EZ Voice responds with I Am Sorry The Message You Recorded Is Too Short To Re Record The Message Press 1 Press Any Other Key To Cancel If you press 1 you will have another chance to re
111. ored in the system for more than the stipulated maximum time It also deletes unwanted lost files etc to speed up operation of EZ Voice In this part of touch tone programming you may define the lifetime for different kinds of messages New Read and Deleted Messages The various parameters associated with Auto System Maintenance are Maintenance Time Time at which Auto maintenance of EZ Voice System starts automatically Scheduled Tasks 1 Delete the Deleted Messages Older than lt n gt Days Permanently Deletes the messages which are older than the specified number of days 2 Delete the Read Messages Older than lt n gt Days Permanently Deletes Read messages which are older than the specified number of days 115 EZ Voice User Manual 3 Delete the New Messages Older than lt n gt Days Permanently Deletes unread messages which are older than the specified number of days These messages will be available in the New messages list prior to the auto deletion Auto Report Printing Time Time at which the EZ Voice System automatically generates the Wakeup Call Report displays on screen and prints as well After you press 1 to enter Auto System Maintenance Programming the system prompts with To Review Auto System Maintenance Parameters Press 1 To Edit Auto System Maintenance Parameters Press 2 Refer Figure 14 for the various options and their sub options and other details 116 P
112. ou press 1 EZ Voice plays the current value set for Minimum Free Disk Space and prompts you to enter the new value as follows Current Minimum Free Disk Space Is lt n gt Mega Bytes Enter New Value After you enter the value you will be prompted to press 1 to save the new value and 2 to ignore the change Now either you may save the change by pressing 1 or may cancel the change by pressing 2 4 3 2 2 Change Administrator s Extension After you press 2 to change Administrator s extension EZ Voice starts playing the current extension number and then asks you to enter the new extension number only if the extension is already set before Otherwise you are prompted to enter the new extension number as follows Current Administrator s Extension Is lt extn number gt Enter New Value After you enter a valid extension number you will be asked to confirm the change by pressing 1 or ignore the change by pressing 2 127 EZ Voice User Manual 4 3 2 3 Change Re warning Duration After you press 3 EZ Voice prompts the current re warning duration as follows Current Re warning Duration Is lt n gt Hours lt n gt Minutes Next you are prompted to enter the new duration in the form of Hours and Minutes 24 Hours Format Hours should be in the range of 0 to 23 and Minutes in the range of 0 to 59 After you enter the new duration EZ Voice prompts you to press 1 to save the change or 2 to ignore the change Note If any of
113. ou successfully enter the password you are logged into the Mailbox Administration menu refer Figure 1 After you press during the main greeting if you dial 98 instead of 97 you will be directly taken to Miscellaneous Options which is a pat of System Administration programming For details refer Section 4 7 1 1 Review Mailbox When you are in the Mailbox Administration menu press 1 to access Review Mailbox option EZ Voice system reads out all the existing and active Extensions and the Mailboxes associated with each of the Extensions and also prompts the category of the Extensions For example Extension only Extension with Mailbox Fax Extension Operator Extension etc 1 2 Add Mailbox 89 Section 2 Programming Guide for Administrator l At main greeting press rit Dial 97 to access Dial 98 to access N Admin Mailbox Admin Mailbox sem i Dial Admin Password Miscellaneous 47 Options Press 1 for Press 2 for Press 3 for Press 4 for Mailbox Admin Greeting Admin Info Service E System Admin Review Main Greeting Setup Main Greeting Global Programming 5 P Mailbox i Options onitoring Parameters Set System Date amp a6 Time Miscellaneous Options Figure 1 EZ Voice User Manual Press 2 in the Mailbox Administration to Add new Mailboxes and the system prompts the various available choices as shown in Figure 2 to create different types of Extensio
114. ppears in the box on the right side Replace 0 with 315 Now if somebody dials 0 to access the operator the EZ Voice will dial 315 to transfer the call If there is no Operator Console you must not tick this box In that case you must define Operator extension s for each line To create Operator extension refer Create Delete Mailboxes 5 4 4 Greetings Setup The system has pre defined sets of greetings for most major Hotel Motel chains This screen allows you to select the Default set of Greetings Main Greeting Welcome Greeting amp Wakeup Call Greeting for a particular Hotel franchise depending on the place of installation 72 FZ Voice User Manual ie Quick Setup Wizard 3 zi Setup Activity Monitor Main Welcome Wake up Call System Date amp Time Greetings Setup ONS Analog Or COV Digital Auto Attendant Greetings Setup Mailbox Setup Select Franchisee Hotel Name Printer Fax E mail Setup Vendor Details PMS Setup Next gt gt Help Cancel From the pull down menu select the name of the franchisee Hotel where you are installing the EZ Voice System Once you select the name the Main Welcome and the Wakeup Call Greetings will be set automatically to correspond to that particular franchisee Note If None is selected default greetings will be played 5 4 5 Mailbox Setup This step allows you to create all necessary Primary extens
115. ptions 1 Follow Me This feature is for forwarding the call to another extension phone instead of the default current extension If the call is to be forwarded to an external number an external access key is required to route the call For example 0 5277897 Where O is the external key may be followed by a comma to insert a pause and 5277897 is the actual phone number 41 EZ Voice User Manual 2 Do not disturb If the Do not disturb feature is enabled the caller is transferred directly to the mailbox and the extension will not ring 3 Play date amp Time while playing messages This feature plays the date amp time stamp while retrieving new messages from the mailbox 4 Allow to set the mailbox greetings option This feature allows the user to set some special greetings for his her mailbox For example if the user is going out of town for a few days he she may record and set a greeting for his her mailbox prompting the reasons of his her unavailability and when he she is going to be available In this greeting the user may also prompt the caller to someone else during his her absence You have reached Bob s mailbox I will be out of town till Monday the 28 Please leave a message and I will return your call as soon as I return or if you need immediate assistance please call Bill at extension 345 5 Allow to set time basis greetings This feature allows the user to record and set different gr
116. r All Lines Same settings are applied to all the lines Transfer Type 1 Fully Supervised Mode This mode is normally used only if it is not possible to program the PBX to forward the calls on a Busy or No Answer to the EZ Voice hunt group If this mode is selected the EZ Voice system holds on to the call till it determines whether the called extension is Busy or if there is No answer and then let the caller leave a message Blind Transfer Mode In this mode the EZ Voice system transfers the call and hangs up immediately If the called extension is Busy or there is no answer the PBX calls the EZ Voice system back and sends an appropriate string The EZ Voice system will then let the caller leave a message This mode of operation requires the proper PBX Integration EZ Voice supports most industry standard PBX Integrations Primary Extension Length Number of digits in the extension This extension is considered as the Master Extension Secondary Extension Length Number of digits in the extensions which are paired with Master Primary Extension 14 EZ Voice User Manual if Main Greetings Setup GeneralMainGreetingF orHo Ra GeneralMainGreetingForHo P oso H I Default greetings 7 A Pete c ite Time Basis Greeting 1 2 1 Main Greeting Setup Defines the greetings for each line at different timings Line Number Select the line number for which you are defining the
117. r tiated octet extsessiaseetes Gat Mlavadecneh aesasbecsanes 86 8 0 EZ VOICE SETUP MANAGER TOOLBAR c ccccesseceseteesenseneseeneeeees 87 SECTION 2 TOUCH TONE PROGRAMMIING cccssssssscsesssenseeneeee 89 1 0 MAILBOX ADMINISTRATION cccccssscescssesecsesseseesensesecsensssesseaesees 89 Ld Review Mailbox cceccccccccccccesceseeescesetesecesecesecceeeeeseenseenseenseeaees 89 1 2 Add Mailbox neme n O ER E i 89 1 3 Edit Mailbox srera ORE Re E E 93 1 4 Delete Mail bokse nenni e E E E E EE E 96 1 5 Global Mailbox Options o e 101 2 0 MAIN GREETINGS ADMINISTRATION ccccccceseesesseseesessesesseseeseees 107 21 Review Main Greeting Settings 107 2 2 Setup Main Greeting Settings coscc 108 3 0 FAX BACK amp AUDIOTEX OPTIONS cccsccscsseseesesseseesesseseeseneeseees 111 4 0 SYSTEM ADMINISTRATION oescco inas iar a 114 4 1 Programming Auto Maintenance Parameters o oo 115 4 2 Port Parameters Programming coscc 120 4 3 Programming System Monitoring Parameters n 124 4 4 Set Single Digit Dialing Plan 128 4 5 Set Or Change Administrator s PASSWOTG c ccccccceeseeees 131 4 6 Set System Date amp Time 131 4 7 Miscellaneous Options 131 SECTION 3 MAILBOX USERS GUIDE sssesessseseeserseeseseeeereoesereorsesoesee 137 1 0 RETRIEVE MESSAGE amp OTHER OPTIONS ccccccsssseesesseseeeeeeseees 137 1 1 TOUCHTONE OPTIONS FOR ADMIN USERS 138 1 2 TOUCHTONE OPTIONS FOR THE GUESTS 1 0000008 156
118. rator Console defined in EPABX Fax Extension Creates extensions which are used for sending faxes Not available while creating multiple mailboxes Secondary Extensions A Primary or Master Extension may be paired with one or two other Extensions called Secondary Extensions Note Messages may be retrieved using any of the three extensions Master or either of the Secondary Extensions Creating a Range of Extensions 91 EZ Voice User Manual EZ Voice provides you the flexibility to create a single extension or a range of extensions at a time To Create Single Extension Press 1 To Create Multiple Extensions Press 2 If you press 1 you ll be asked to enter the extension number to be created The number of digits depends upon the extension length specified in the EZ Voice Port Configuration or during Quick Setup while installing EZ Voice System After you enter the extension number EZ Voice prompts you for the confirmation of creation of extensions or mailboxes as follows To Confirm Press 1 To Cancel Press 2 If you press 1 EZ Voice creates the specified extension or if you press 2 the process of creating the mailbox is cancelled In the previous menu if you press 2 for creating multiple extensions mailboxes EZ Voice prompts you to enter the range of extensions Extension From and Extension To After the range of extensions are entered EZ Voice creates the Extensions Mailboxes after the co
119. red to his her extension If the name is not recorded the user s mailbox number is played by default After you press 7 EZ Voice prompts you to record your name Start recording your name after you hear a beep sound Once you finish recording press any key to stop recording After you stop recording EZ Voice prompts you the following options 153 EZ Voice User Manual To Re Record Your Name Press 1 To Accept This Name Press 2 To Cancel This Name Press 3 Now if you press 1 EZ Voice gives you another chance to record your name in case recording is not proper If you press 2 your name is accepted and if you press 3 the name recording process is cancelled Change Mailbox Messages Play Order This feature allows the user to set the messages read order as First Message Play First or Last Message Play First After you press 8 EZ Voice tells you the current message playing order and gives you the option to toggle the message playing order by pressing 1 1 1 8 Undelete Deleted Messages This feature allows you to restore deleted messages After you press 8 to undelete deleted messages EZ Voice plays all of the deleted messages one by one giving you the following options To Move To The Next Deleted Message Press 1 To Move To The Previous Deleted Message Press 2 To Restore the Message Press 3 To Delete The Message Press 4 EZ Voice first plays the first deleted message in the queue and you may move to the nex
120. rogram Auto Maintenance Review Auto System maintenance Parameters EZ Voice User Manual Derived from Figure 1 4 1 Edit Auto System maintenance Parameters Change Auto System Maintenance Time Change Maintenance Of Deleted Messages Change Maintenance Of Read Messages Change Maintenance Of New Messages Change Auto Report Printing Time Figure 14 4 1 1 Review Auto System Maintenance Press 1 to review auto system maintenance parameters The EZ Voice system plays the current values of the system maintenance parameters as follows 117 EZ Voice User Manual Auto Maintenance Time Is lt time gt Deleted Message Deletion Duration Is lt n gt Days Read Message Deletion Duration Is lt n gt Days New Message Deletion Duration Is lt n gt Days Auto Report Printing Time Is lt time gt 4 1 2 Edit Auto System Maintenance After you press 2 EZ Voice will list the following options refer Figure 14 which allow you to edit system maintenance parameters To Change Auto System Maintenance Time Press 1 To Change Maintenance Of Deleted Messages Press 2 To Change Maintenance Of Read Messages Press 3 To Change Maintenance Of New Messages Press 4 To Change Auto Report Printing Time Press 5 4 1 2 1 Change Auto System Maintenance Time After you press 1 EZ Voice system plays the current system maintenance time Current System Maintenance Time Is lt time gt And then you are prompted t
121. ry mailbox 4 0 Reports EZ Voice provides the following two reports for Hotel version only 1 Guest Mailbox Report 2 Wakeup Call Report 4 1 Guest Mailbox Report This report gives the complete details of all the Guest Mailboxes their Status Check In time Number of New Read and Saved messages and also shows the current Wakeup call time if a Wakeup call is set for a particular Mailbox The report appears as follows 52 FZ Voice User Manual ABC Hotel 21st Sreet Langford Road Guest Mailbox Report Information about guest mailbox status check in time new read and saved messages count and the current wake up call time if set Wednesday March 27 11 27 08 AM Mailbox Status Check in Time Mew Read Saved Wake up Call 315 Checked In 03 21 07 10 pm 1 0 1 05 30a 03 28 316 Checked In 03 20 12 29 pm 1 0 0 317 Checked In 03 20 12 31 pm 1 0 0 319 Checked In 03 20 12 51 pm 0 0 0 333 Checked In 03 21 02 19 pm 1 0 0 4 2 Wakeup Call Report This report gives all the details of all the Wakeup Calls for all Mailboxes for the past 24 hours The Report appears as follows 53 EZ Voice User Manual ABC Hotel 21st Sreet Langford Road Wakeup Call Report Details of the wakeup calls being set cleared edited snoozed answered or not answered for the last 24 hours Wednesday March 27 11 32 26 AM When Action For 11 04 28a 03 27 Set wake up call 05 30a 03 28 11 31 4a 03 27 Set wake up call 0600a
122. s of a User Mailbox the mailbox password may not be changed here That may only be done by the user while accessing the mailbox directly 1 4 Delete Mailbox In the Mailbox Administration menu if you press 4 to delete a mailbox EZ Voice responds with Deleting Extensions Select the Category Of The Mailbox Or Extension 96 FZ Voice User Manual And then continues to prompt as follows To Delete Mailbox Extensions Press 1 To Delete General Mailbox Press 2 To Delete Operator Extensions Press 3 To Delete No Mailbox Extensions Press 4 To Delete FAX Extensions Press 5 To Delete Secondary Extensions Press 6 Refer Figure 10 for the flow chart 97 EZ Voice User Manual Delete Mailbox Derived from Figure 1 1 4 Delete Mailbox Extensions Delete General Mailbox Extensions 1 4 Delete Operator Extensions Delete No Mailbox Extensions Delete FAX Extensions Delete Paired Extensions 1 4 6 Figure 10 Here the options to delete mailboxes or extensions are provided The flexibility to delete a single extension as well as multiple extensions at a time is available In case of a Single mailbox deletion EZ Voice prompts you to enter the single extension number to be deleted In case of multiple extensions deletion it prompts you to enter the range of extensions Extension From and Extension To After you enter the extension s number EZ Voice prompts for confirmation and deletes the extension s accord
123. t are moved to the new Mailbox of the Guest after a Room Move 4 7 4 Undelete Old Messages Sometimes a guest or another user who has already checked out may ask for old messages which were received during his her stay at the hotel In such situations the Administrator may retrieve old messages for the guest before the lifetime of the old messages expires After you press 4 EZ Voice prompts you to enter the mailbox number When you enter the mailbox number EZ Voice prompts you to enter the starting month starting date starting time in the form of hours and minutes 24 hours format and ending month date and time searches for Deleted messages of that Mailbox received during the specified time frame EZ Voice verifies whether any messages are there in the message bin or not which belong to the specified mailbox number If no message is found EZ Voice informs you about the fact otherwise after it successfully retrieves the messages prompts for further action to store the restored messages in a temporary mailbox or in a valid specified mailbox You have the following two options To Restore The Messages Into A Specified Mailbox Press 1 Press Any Other Key To Restore The Messages Into A Temporary Mailbox If you press 1 EZ Voice prompts you to enter a valid mailbox number and the restored messages are stored in that mailbox so that the guest may directly log onto that mailbox and retrieve his her messages But if you press any oth
124. t or previous message by pressing 1 or 2 respectively When you move to a particular message EZ Voice plays that message and considers that as the current message Now if you press 3 that particular message is restored to the mailbox Or if you press 4 the current message gets physically deleted forever 154 EZ Voice User Manual 1 1 10 Mailbox Setup Tutorial This option guides the mailbox user for setting up his her mailbox in three steps This option helps user to record his her name record the mailbox greeting and then to set the mailbox password After this option is selected EZ Voice prompts Welcome To The Mailbox Setup Tutorial and then plays the mailbox number EZ Voice then prompts the user for recording the name After the name is recorded EZ Voice prompts for recording the mailbox greeting Once the greeting is recorded it is set as the active mailbox greeting for that mailbox The next step is to set the mailbox password EZ Voice plays the default password and then prompts for the new password Once the new password is confirmed EZ Voice sets the new password as default mailbox password 155 EZ Voice User Manual 1 2 TOUCHTONE OPTIONS FOR THE GUESTS Retrieve Message amp Other Options m m E Read Saved Messages 1 2 2 Ls Retrieve Read Messages Retrieve Messages Set Wakeup Call 1 2 4 Mailbox Options 1 2 7 Undelete Deleted Messages 1 2 8 Mailbox Setup Tutorial 1 2 10 Figure 23
125. te 48 FZ Voice User Manual 3 0 Hotel Features Hotel features comprise of the following sub menus 3 1 Check In Check Out Use this screen to Check In or Check Out Guests in a Hotel and also to move a Checked in guest to another room Ka Room Check In Check Out Check In Room No 339 C Check Out Room No C Room Move from to Check In Room No When a new guest arrives at the Hotel specify the room number to be checked in and click the OK button A Welcome greeting is automatically sent as a new message to the Guest Mailbox on Check in Check Out Room No When a guest wants to Check Out specify the room number to be checked out and click the OK button The Guest Mailbox is deleted on Check Out and all existing messages are saved With the help of the System Administrator these messages may be retrieved by the Guest even after Checking out See Section 3 4 Room Move If a guest wants to move from his her current room to another room specify the From room No To Room No and click the OK button All the messages from the previous room will be accessible 49 EZ Voice User Manual 7 from the new room after the Room Change operation Note You must create a mailbox for the extensions of the new room number before doing a Room Move or Check Out 3 2 Wake up calls A Guest may set multiple wake up calls for the next 24 hours When the wake up call matures t
126. ter a valid extension number EZ Voice prompts you to record the message as follows Start Recording After The Beep Press Any Key To Stop Recording Start recording the greeting after you hear a beep sound After you finish recording EZ Voice prompts you with the following options To Save Message amp Hang up Press 1 To Replay Message Press 2 To Delete Message amp Hang up Press 3 To Re Record Message Press 4 To Reach Operator Press lt Operator Access Key gt Save Message amp Hang up If you press 1 after you record a message EZ Voice saves that message into the receiver s person whom you are leaving a message for mailbox and hangs up Replay Message If you press 2 EZ Voice replays the message you just recorded to leave for the called extension Delete Message amp Hang up if you press 3 EZ Voice deletes the message you just recorded and hangs up 141 FZ Voice User Manual Re Record Message If you feel the message you just recorded to leave for someone is not appropriate or proper press 4 to re record your message Reach Operator To reach the operator press the key prompted by the EZ Voice This key may not be the same every time as it s programmable 1 1 4 Set Reminder Call If you want EZ Voice to remind you of any important event at any given point of time all you need to do is set the time at which you want to be reminded of the event It also gives you an option to record appropriate re
127. ter the time in the form of hours and minutes 12 hours format Once you enter the hours and minutes EZ Voice sets the wake up call time for your extension Then you are asked to enter the snooze time in minutes After you enter the snooze time you are given one more choice to set this call as daily wakeup call as follows To Enable Daily Wakeup Call Press 1 Press Any Other Key To Cancel If you press 1 EZ Voice sets the call as a Daily wakeup call As a result you ll receive a wakeup call everyday at the same time that you have set just right now You may also ignore this option by pressing any other key except 1 Edit or Delete Wakeup Call After you press 2 EZ Voice plays the number of wakeup calls that have been set If there is only one wakeup call EZ Voice plays the current call time and gives you the following menu options To Edit Press 1 159 EZ Voice User Manual To Delete Press 2 To Cancel Press 3 But if there are multiple wakeup call EZ Voice gives you two more options along with the above three options The options are as follows To Edit Press 1 To Delete Press 2 To Move Next Press 3 To Move Previous Press 4 To Cancel Press 5 If you select 1 to edit a wakeup call you will be asked to re enter the call time snooze time and enable disable daily wakeup call option Once you re enter everything EZ Voice replaces the old timings with the new timings If you press 2 the current wakeup call will be
128. th Fax Back option cannot have a sub level any more Name This is the name of the level you must specify clearly It may be in the form of a sentence that has to be recorded as a prompt and will be played at the respective level This name will be shown as a level in the menu tree as shown in the above picture Key This is the key which you have to specify for each level When the caller listens to the menu options EZ Voice asks the caller to press these keys to move around the levels and their sub levels and to perform certain tasks in certain levels Prompt File This is the voice file that will be played at the particular level the voice file is associated with You have the option to browse and select the appropriate voice prompt from the prompt list 32 EZ Voice User Manual abl This button allows you to play the Voice file Sl Allows to select browse a voice file from the list Fax document Fax document is asked only if the branch level type is Final To attach a fax document you may directly type in the document name along with the source path or you may browse for the document file using the browse button 1 10 Stop EZ Voice This option allows you to quit EZ Voice 1 11 Restart EZ Voice Restart the EZ Voice system 1 12 Shut Down The System Shut down the System 1 13 Exit Setup Lets you return to EZ Voice main screen 33 EZ Voice User Manual 2 0 Mailbox Administration Mailbox Administrati
129. the extensions and mailboxes created so far List Of All Mailboxes Extensions E x 0 Disabled 0 Disabled Help 0 Disabled 111 111 0 Disabled 0 Disabled 0 Disabled Line 01 Day Opr 01 Extn 315 315 Line 02 Night Opr 01 Extn 111 2 5 Change Reference Extension 43 EZ Voice User Manual R Change Reference Extension xj Extension number Line 01 Fax 01 Fax Extension ccs Change to 309 3 Time to pickup Secs f a NES Changing Reference Extension is applicable only for Fax Extensions Operator Extensions and General Mailboxes This screen allows you to change the reference extensions for the mentioned categories For example The current Fax extension number for line 1 is 309 To change the extension number from 309 to 320 as shown in the above picture click on the Edit button change the extension number and save The same procedure applies for the other two categories Operator extension and General mailbox extensions respectively Time to pickup may also be specified here This is the duration in seconds after which the user is transferred to the EZ Voice if it receives no answer from the extension Ideally it should be 15 seconds 5 rings 2 6 Secondary Extensions Information This allows you to browse through the Secondary paired extension numbers corresponding to the Master Extension 44 FZ Voice User Manual Secondary Extensions Information
130. the greeting once again if you feel the recording is not 150 FZ Voice User Manual proper You may also cancel the entire process by pressing any other key except 1 and 2 If the mailbox greeting is already recorded and you press 6 to re record the mailbox greeting EZ Voice plays the current greeting for you and gives you the following options To Re Record The Greeting Press 1 To Delete The Greeting Press 2 By pressing 1 you may re record or change the existing greeting You may also delete a mailbox greeting by pressing 2 Record Time Basis Greeting This feature allows the user to record set different greetings for different timings which are played only during the specified time intervals For example Good Morning as morning greeting Good Afternoon as afternoon greeting Good Evening as evening greeting and so on If this feature is not enabled the default greeting is played After you press 2 to record time basis greeting EZ Voice checks whether any greeting has been recorded or not If not EZ Voice prompts you to record time basis greetings First you will be asked to enter the start time and the end time in which interval the greeting will be played Time must be entered in the form of hours and minutes 24 hours Format Once you enter the time you will be prompted to record the greeting After you finish recording you will be given the following options To Save Press 1 To Re Record Press
131. ther an extension is locked gets locked automatically when an user is using his mailbox either to set change his her mailbox options or listening to EZ Voice messages etc and gets unlocked whenever the user exits the mailbox If some error occurs and the extension gets locked it may be unlocked with this option Note The extension locked is with red color and check box is checked when the extension is locked Features 1 Date amp Time stamp while playing messages Enables Disables playing of the date amp time in the beginning of the messages 2 Do not Disturb Enables Disables the do not disturb option If the do not disturb option is enabled the caller is transferred directly to the mailbox amp the extension will not ring 39 EZ Voice User Manual 3 E Mail Notification If this option is Enabled Message waiting information is sent to the mailbox owner by E Mail 4 Pager Notification If this option is enabled mailbox owner is notified about arrival of new message s in his mailbox through his Pager 5 Mobile Notification If this option is enabled mailbox owner is notified about arrival of new message s in his mailbox through his Mobile phone Note This option depends on the features provided by the PBX and may not be available on certain PBXs 6 Message Play order Set the messages read order as First Mail First Play or First Mail Last Play 7 Personal mailbox distribution list li
132. tion is not played But if there is any Read message s in the mailbox EZ Voice responds with To Read Read Message Press 5 After you press 5 to read Read messages EZ Voice plays the first Read message along with date and time stamp and gives you same set of options as you came across in earlier chapters refer 1 1 1 amp 1 1 2 Press the corresponding key stated or prompted with each option to perform the respective task 1 1 6 Distribution Lists Options 145 EZ Voice User Manual Distribution Lists are used for sharing or leaving messages to multiple people mailboxes For example a message left for a Person may be distributed to all the members of the distribution list for example extensions 315 316 317 and 319 A person who has programmed a Personal Distribution List may forward a message left for him to a Distribution List Optional One person may have more than one Distribution List Number of Distribution Lists for each person is programmable where the default value is 5 After you press 6 to enter into Distribution Lists Options EZ Voice searches for existing distribution lists to tell you the number of distribution lists and the number of members included in the distribution lists If there is no distribution list created yet EZ Voice prompts only the following option To Add A Distribution List Press 2 But if there is at least one distribution list EZ Voice will prompt you six different options
133. tures Press 3 To Access Personal Mailbox Options Press 4 Choose the desired option Each menu option is discussed in detail below Please refer the following diagram to understand the different menu options for editing a mailbox 93 EZ Voice User Manual Edit Mailbox Derived from Figure 1 1 3 Review Mailbox Settings Reset Mailbox Password Set Mailbox Features Access Personal Mailbox Options Je Figure 9 Please refer the corresponding Section number mentioned in the above diagram for further details 1 3 1 Review Mailbox Settings If you press 1 to review the mailbox settings EZ Voice prompts all the settings for the mailbox being edited For example Number Of New Messages lt n gt Number Of Read Messages lt n gt Number Of Saved Messages lt n gt Record Mailbox Greeting Is Enabled Record Time Basis Greeting Is Enabled 94 EZ Voice User Manual Change Password Is Enabled Date amp Time Stamp Is Enabled Follow Me Is Disabled Do Not Disturb Is Disabled Name Record Is Enabled 1 3 2 Reset Mailbox Password In the EZ Voice System default Passwords which are the same as the mailbox numbers are assigned for every mailbox at the time of creation and these may be changed by the user at any time However if the user forgets the Password the Administrator has the authority to reset the Password to the default password EZ Voice does not announce the user s current passwor
134. u enter the right value EZ Voice sets the new value with your confirmation 1 5 7 Enable Or Disable E Mail Notification If this option is Enabled Message waiting information is sent to the mailbox owner by E Mail If you press 7 you will be given options to enable or disable email service If email notification option is already enabled EZ Voice will prompt you as E Mail Notification Is Enabled And if email notification is not enabled it will prompt E Mail Notification Is Disabled Then you will be prompted to press 1 to reverse the condition or you may skip the process by pressing any other key Note Before enabling Email Notification you must configure your Email Service Microsoft Outlook Express 106 FZ Voice User Manual 2 0 Main Greetings Administration The Main Greetings Administration section may be accessed by pressing 2 in the Main menu of Touch Tone Programming This section deals with the various Voice Greetings used by the EZ Voice System to greet callers or customers in various situations Two options are available Review Main Greeting Settings Setup Main Greeting Settings Please refer Figure 1 for appropriate Section reference 2 1 Review Main Greeting Settings There are three different types of main greetings Main Office Greeting Business Hours Greeting and After Office Hours Greeting Wakeup Call Greeting and Default Main Greeting Main Office Greeting This includes Business Hours
135. u press 7 to enter into mailbox options EZ Voice first checks whether any features are available for your mailbox or not If not EZ Voice responds with No Features Available For This Mailbox 149 FZ Voice User Manual Otherwise EZ Voice lists the following options To Record Mailbox Greetings Press 1 To Record Time Basis Greetings Press 2 To Change Mailbox Password Press 3 To Set Date amp Time Stamp For Messages Press 4 To Set Follow Me Option Press 5 To Set Do Not Disturb Settings Press 6 To Enable Or Record Name Press 7 To Change Mailbox Messages Play Order Press 8 Record Mailbox Greeting This feature allows the user to set some special greetings for his her mailbox For example if the user is expected to be out of town for a few days he she may record or set a greeting for his her mailbox prompting the reasons of his her unavailability and when he she is going to be available so that when somebody calls the user they will know the reason for the person s absence In this greeting the user may also prompt the caller to leave messages After you press 1 EZ Voice checks whether any mailbox greeting has been recorded or not When there is no mailbox greeting recorded EZ Voice prompts you to record the greeting Once you finish recording you are given the following options To Save Press 1 To Re Record Press 2 Press Any Other Key To Cancel Now you may save the greeting by pressing 1 or press 2 to record
136. urge Press 3 To Set Days Until Deleted Message Purge Press 4 To Set Minimum Message Length Press 5 To Set Maximum Message Length Press 6 To Enable or Disable E Mail Notification Press 7 Please refer the following diagram Figure 11 and the Section numbers specified in the diagram for more details of the various Global Mailbox Options listed above 102 Global Mailbox Options FZ Voice User Manual Derived from Figure 1 1 5 Set Number Of Digits in a Mailbox Number Set Days Until New Message Purge Set Days Until Read Message Purge Set Days Until Deleted Message Purge Set Minimum Message Length Set Maximum Message Length Enable Or Disable E Mail Notification Figure 11 103 EZ Voice User Manual 1 5 1 Set Number Of Digits In A Mailbox Number If you press 1 EZ Voice allows you to change the number of digits in a mailbox extension number First it responds with Enter The Number Of Digits In A Mailbox Number Press To Skip If you enter the number of digits EZ Voice prompts for your confirmation You may also skip this step by pressing In both cases it will move to the next step and prompt you to enter the number of digits for the first and second Secondary extension respectively in the 2 and 3 step Both the steps may be skipped just by pressing or if you enter the length of the respective extensions EZ Voice will again ask for your confirmation and set the values according
137. urrently available in the market However if the installer encounters a new PMS type with which EZ Voice is not compatible he may use this PMS Setup screens to configure the new PMS type and make the EZ Voice communicate with it Attach the new PMS device if it is a software installed in another PC connect that PC to your EZ Voice PC using a serial cable 26 FZ Voice User Manual B PMS Setup x String Type Check In string Current Check In string l C Check Out sting Current Check Out sting Room Move sting Curent Room Move string Incoming String Box1 Box2 Box3 Portion of the string containing the Room Number IV Loop back test String to be sent Box4 Box6 Box5 Check in a Room in the PMS and when the PMS sends the Check In string EZ Voice receives the incoming string and displays it in Box 4 Three String Types Options are listed at the top left corner of the window First select Check In String option then from the incoming string in Box 4 select the portion of the string that indicates the Check In string and click the Set button beside Box 4 Once you click the Set button the selected portion Check In string appears in Box 5 Now from Box 5 select the portion that indicates the Room No and click on Set button beside Box 5 The final Check In string will appear in Box 1 Follow the same steps for Check Out string Check out a Room on the PMS and col
138. vity timer and if the caller does not dial any digits in the duration specified here the call will be either transferred to the Operator or it will be disconnected Transfer Type 1 Fully Supervised Mode The EZ Voice system monitors the call after transferring and will release the call only if it is answered by the called party If the Extension is either Busy or if there is No Answer the system retrieves the call and informs the caller of the status 2 Blind Transfer Mode The EZ Voice system transfers the call and hangs up If the Extension is either Busy or if there is No Answer the PBX calls the system back and supplies the appropriate string informing the system of the status of the call Primary Extension Length Number of digits in the extension This extension is the Master Extension Secondary Extension Length Number of digits in the extensions which are paired with Master Primary Extension 70 EZ Voice User Manual Off Hook to message delay in Seconds This is the time delay required after going off hook and before playing the man greeting 5 4 3 2 PBX Settings amp Operator Access Key xl Setup Activity Monitor amp Auto Attendant Setup System Date amp Time PBX Settings amp Operator Access Key ONS Analog Or COV Digital Auto Attendant Greetings Setup Hook flash timing 700 red Milliseconds Mailbox Setup Pause timing jaooo Milliseconds Printer Fax E mai
139. which the EZ Voice is installed swe PBX Model E Select PBX type SE O ed cet _ te Note Changing the PBX type will change the PBX specific commands to communicate with the PBX Note Changing the PBX Type will change the PBX specific commands for communication This MUST NOT be done unless absolutely sure 28 EZ Voice User Manual 1 8 Message Waiting Lamp Setup This allows you to configure the Message Waiting Lamp settings to enable the EZ Voice to put on off the Message Waiting indicators on the room phones Select the PBX from the list of PBX already pre defined in the EZ Voice system Message Wating Lamp Setup PEX Command MITEL Sx 200 MESSAGE WAITING ENABLE MITEL Sx 200 MESSAGE WAITING DISABLE 762 MITEL SX 50 MESSAGE WAITING ENABLE KZA K3 7KO MITEL 5 x 50 MESSAGE WAITING DISABLE KZ 4 8 KAKO Use the character x to denote the position of the extension number in the PBX Command string Use tilde to denote the Escape character HE ew ect Dee cose Hep You may also configure the strings for a new PBX or edit the strings shown on the screen for your pre defined PBX To add a new type of PBX Click the New button and you will find a new row added at the bottom of the grid shown in the following figure where you may directly type in or select the necessary values for the respective parameters F Message Waiting Lamp Setup _ xj

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